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Financial Obligations

JustWare allows you to record the financial obligations of count involved people. Doing this allows you to easily track money owed to your organization while ensuring that a complete and accurate record is kept of financial information.

Creating Financial Obligations

  1. Click the Financials snap-in in any open case session, or press Alt+F12.
  2. Add a new record.

  3. Enter all applicable information in the fields provided. Some fields may be required while others are not. Contact your JustWare Administrator to learn which fields are required for your organization. Below are some tips to remember when entering information.

    Tip: Your JustWare Administrator may have set financial obligation types with activation and expiration dates that are compared to dates relative to the charge-involved person. For example, the date the charge occurred or the disposition date for the charge-involved person may be a key factor in determining what financial obligation types are applicable when you add a new financial obligation. To ensure that you have the correct list of financial obligation types, complete the Charge Involvements snap-in prior to completing the Financials snap-in. Additionally, in the Financials snap-in, complete the Pay By information prior to selecting the Type.

    Field

    Description

    Pay By

    Select the count involved name responsible for paying the obligation. This field is auto-populated by creating a relationship in the Count Involved Name snap-in.

    Pay By Account

    Select the account from which the obligation will be collected.

    Type

    Other fields in the record may populate when you select a type because administrators can assign field defaults that correspond to specific obligation types.

    Total Amount

    Type in the total amount due.

    Pay To

    If not added by default, select the name who will receive the monies from the list of case-involved people, or type search criteria and click the search button to perform a name lookup.

    Pay To Account

    This field is filtered by the individual selected in the Pay To field. If the Pay To Account field is left blank, and there are no Pay To Accounts available, JustWare will generate a default account for the individual selected in the Pay To field when the obligation is saved. If there is one Pay To Account available, JustWare will automatically select the available Pay To Account when the obligation is saved. If there is more than one Pay To Account available, you are required to select a Pay To Account.

    Due Date

    If not set by default, type the date the obligation is due, or select the due date from the drop-down calendar.

    Collecting Agency

    This read-only field will automatically populate with your agency unless a default collecting agency is associated with the Type selected.

    Note: If the financial obligation being created will be paid to multiple collecting agencies, a separate record will need to be created for each payment. For example, on a particular case, there is a financial obligation of $200 to the collecting agency of the Juvenile Division and a $300 financial obligation to the collecting agency of the Domestic Violence Division. All of the steps listed here would need to be repeated to add the second financial obligation.

    Notes

    Type any related notes in this free-text field.

    Unallocated Amount

    This read-only field displays the amount remaining on the obligation that has not yet been paid. For example, a $100 obligation with $75 already paid would display "$25" in this field. Changing the original value of the obligation in the Adjusting Entry snap-in would also change what is displayed here.

    The following fields are available to track additional information, such as information regarding bad checks. Normally these fields do not need to be used. Contact your JustWare Administrator regarding your organization's guidelines for using these fields.

    Field Description

    Routing Number Type the routing number for the Pay To Account. Account Number Type the account number for the Pay To Account. Bank Type the bank name for the Pay To Account. Reference Number Type the receipt reference number in the field. Date Written Type the date written, or select the date from the drop-down calendar. Date Received Type the date the payment was received, or select the date from the drop-down calendar.

  4. Save the Session. (Click Save button or Ctrl+S)

    Note: After saving the record, if the selection in the Type field has an attached result, the attached result will also appear as a record in the snap-in. For example, if a restitution fee has a processing fee as an attached result, after entering and saving a record for the restitution fee, a record for the processing fee will also appear. (This type of attachment would have been established previously in the Business Rules Editor.)

Editing Financial Obligations

  1. Click the Financials snap-in in any open case session, or press Alt+F12.

  2. Make any changes in only the following available fields:

    • Notes
    • Routing Number
    • Account Number
    • Bank
    • Reference Number
    • Date Written
    • Date Received

    Tip: To modify the amount due, you must complete an adjusting entry that adds to or subtracts from the amount entered in the financial obligation. No other field in the obligation can be modified with an adjusting entry, so you must complete an adjusting entry that cancels the entry completely and then create a new financial obligation. See "Adjusting Entry" for more information. 3. Save the Session. (Click Save button or Ctrl+S)

Deleting Financial Obligations

  1. Click the Financials snap-in in any open case session, or press Alt+F12.
  2. Delete the Record
  3. Save the Session. (Click Save button or Ctrl+S)

Caution: If payments have been made on an obligation, the payments must be voided before the obligation can be deleted. If the payments have been vouchered, you will first need to void the vouchers and then the payments before deleting the obligation.

Tip: Consider creating an adjusting entry instead of deleting the obligation to preserve the obligation history.

Zeroing Out Balances on the Financial Obligations

JustWare enables you to zero out remaining balances on case financial obligations. This feature is helpful, for example, if you need to write off the obligations, implement a fee waiver, or show that the obligations should no longer be considered a part of accounts receivable.

This feature has been automated so that you do not have to work through the Financials snap-in and Adjusting Entry snap-in to achieve these results. Rather, this feature is executed through a business rule. For more information, see the Business Rules section of System Administration Tools in the JustWare Administrator Manual.