Financials Configuration

If you want to use JustWare to record and track financial obligations, you must first set up a number of code tables. The information entered into these code tables will be used to populate a number of drop-down lists that are used to record and track financial obligations, payments and vouchers. The following table lists these code tables, the lists that they populate, as well as the sessions and snap-ins where these lists are found.

Code Table	Session	Snap-in	List
Financial Obligations	Case	Financials	Type
Payment Status	Name	Financials	Payment
Voucher Status	Voucher	Vouchers	Status
Payment Type	Name	Financials	Payment
Voucher Type	Voucher	Vouchers	Type

1. Create financial obligation types and assign defaults for each type in the Financial Obligations code table. This will define all the financial obligation types that will be used in the Financials snap-in. If you are entering a financial obligation type and an appropriate option is not available in the drop-down lists, add the option to the relevant code table.]{.cmd}

   1. Open the Admin landing page.
   2. Navigate to Financials > Financial Obligations.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.
      • Default Amount: Type the default obligation amount in dollars.
      • Default Collecting Agency: Select the default collecting agency from the list.

      • Default From Agency: Select the default agency that will be making payment on the financial obligation type.

        Tip: Only agencies designated as account owners and as having associated name records in the Agencies code table will be available.

      • Default From Account: Specify the default account that funds will be paid from on the financial obligation type.

        Tip: Only accounts set up in the Agency Accounts code table will be available.

      • Default Payee: Select the agency that will be receiving payment on the financial obligation type.

        Tip: Only agencies set as account owners, and associated with name records in the Agency code table, will be available.

      • Default To Account: Select the account that will receive the payments made on the financial obligation type.

        Tip: Only accounts set up in the Agency Accounts code table will be available.

      • Default Due Date Offset (in days): Type the default number of days the due date is offset from the day the obligation is entered into JustWare.

      • Allocation Priority: Enter the priority for the obligation type. This will determine the order in which obligations that have the same due date are paid. For example, if two obligations with the same due date had priorities assigned to them of 1 and 2, then the obligation with the priority of 1 would be paid first. Any funds left over would be allocated to the payment with the priority of 2. If two obligations with the same due date have the same allocation priority, JustWare will randomly select which one will have funds allocated to it first.
      • Allocation Percent: Type the percent of payments that you want allocated to the obligation type. This percentage will determine how much of an initial payment is allocated to obligations with the same due date. For example, if multiple obligations had the same due date, and the obligation with the highest allocation prioirty had an allocation percent of 50, then 50% of a payment made on that date would first go toward the obligation. Any remaining funds would then be distributed among the remaining obligations according to the allocation priorities and allocation percentages that have been assigned to them.

   5. Save the session.

2. Populate the Payment Status code table. The information entered into this code table will be used in the Payments snap-in.

   1. Open the Admin landing page.
   2. Navigate to Financials > Payments. The code table is in the Payment Status snap-in.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.
      • MasterCode: Select the correct code from among the following options:
        • 0 - Void: If a payment record is marked with a status of type 0 - Void, all associated transactions will be rolled back. (e.g., If a check payment is marked Void because it bounces, all allocations made with that payment will be rolled back.)
        • 2 - Cleared: For payments that have cleared.
        • 3 - Other

   5. Save the session.

3. Specify the payment types that will be accepted.

   1. Open the Admin landing page.
   2. Navigate to Financials > Payments. The code table is in the Payment Type snap-in.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.

      • Type: Select the correct code from among the following options:

        • 0 - Both: for codes that will be used for both payments and vouchers.
        • 1 - Payment: for codes that will only be used for payments, not for vouchers.

      • Code Type: Select the correct code type from among the following options:

        • 0 - Check: for codes that designate payment types that need to be reconciled (e.g., Check).

          Tip: Vouchers assigned a payment type of code type 0 - Check will not be allocated until the payment has been marked with a status of type 2 - Cleared. - 1 - Other: for codes that designate payment types that do not need to be reconciled (e.g., Cash).

   5. Save the session.

4. Specify the different kinds of vouchers that will be made (i.e. cash, check, etc.) by populating the Voucher Type code table. The information from this code table will be used in the Vouchers snap-in.

   1. Open the Admin landing page.
   2. Navigate to Financials > Vouchers. The code table is in the Voucher Type snap-in.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.

      • Type: Select the correct code from among the following options:

        • 0 - Both: for codes that will be used for both vouchers and payments.
        • 2 - Voucher: for codes that will only be used for vouchers, not for payments.

      • Code Type: Select the correct code type from among the following options:

        • 0 - Check: for codes that designate payment types that need to be reconciled (e.g., Check).

          Tip: Vouchers assigned a payment type of code type 0 - Check will not be removed from the Vouchers snap-in until the voucher has been marked with a payment status of status type 2 - Cleared. - 1 - Other: for codes that designate voucher types that do not need to be reconciled (e.g., Cash).

   5. Save the session.

5. Populate the Voucher Status Code Table. The information entered into this code table will be used in the Vouchers snap-in.

   1. Open the Admin landing page.
   2. Navigate to Financials > Vouchers. The code table is in the Voucher Status snap-in.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.
      • MasterCode: Select the correct code from among the following options:
        • 0 - Void: If a voucher record is marked with a status of type 0 - Void the voucher process is reversed, so that the voucher amount is again assumed to be owed money.
        • 1 - Reconciled: for voucher records that have been reconciled.
        • 3 - Other

   5. Save the session.