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Payments

The Payment Snap-in

The Payment snap-in allows you to record payments for existing financial obligations or payments earmarked for a specific case record.

When financial obligations exist for a name record, payments that are made on the name record and are not allocated to escrow are automatically allocated by due date, then by priority, and then by percentage of the payment amount. If there are two obligations with the same due date and one obligation is on a payment schedule, the obligation on the payment schedule is allocated to first.

Receipts are generated for easy payment tracking.

[The Payment snap-in header provides concise financial information at a glance. ]

Remember: Only financial records associated with the collecting agency to which you are currently logged on will appear in this header.

Each field in the Payment snap-in header displays key pieces of information.

Field Description
Available In Overpay
Available In Escrow
Total Pending Bond(s) The total amount that has not yet been paid on any pending bonds for the name record.
Total Unpaid Obligations The total unpaid amount of the financial obligation(s) for the name record, excluding bond amounts.
Next Due The amount due for the next payment due date. This includes any financial obligations set for this date, as well as any payment schedule payments due for this date.
Past Due The total unpaid amount for which the due date has passed. This includes any past due dates for financial obligations, as well as any past due dates for payment schedule payments.
Total Due The sum of the Next Due and Past Due amounts. This reflects the total amount required to become current on the financial obligation(s) for the name record.
Pending Online Displays the dollar amount of pending online payments awaiting approval in the JusticeWeb Request Queue. This field will only show for organizations that have JusticeWeb and have pending online payments.

The Collecting Agency Drop-Down Box

[The Payment snap-in header includes the Collecting Agency drop-down box.]

Remember: You will only be able to see the financial records associated with the agency selected in the Collecting Agency drop-down box.

Escrow and Overpay

Escrow and overpay accounts are similar account types. They are both used to hold funds, which can then be reallocated using the Manual Allocations snap-in. A major difference between the two account types is that you cannot voucher the funds from an escrow account. Escrow account funds must be reallocated to an overpay account before they can be vouchered. Non-monetary funds cannot be allocated to escrow or overpay.

[]Escrow Accounts

An escrow account is specific to a name record. It is used to hold funds without immediately reallocating them to a financial obligation or an overpay account.

Funds can be held in an escrow account for the name record until an obligation is entered and the funds are reallocated. Moreover, funds in escrow can be earmarked for a specific case record.

To allocate a payment to escrow, create a new payment record and select the Allocate To Escrow check box. In the Payment snap-in, you may select a case record from the drop-down list to earmark the funds to the specific case record. After the payment session is saved, an escrow account will automatically be created if one does not already exist for the name record.

Funds in the name record's escrow account may be reallocated using the Manual Allocations snap-in.

Notes:

  • You cannot manually create an escrow account.
  • Only one escrow account can exist per name record per collecting agency.
  • Allocating a payment to escrow will place the funds in an escrow account for the name record and not for the listed Payer.
  • Funds available in escrow appear in the Payment and Manual Allocations snap-in headers, as well as on financial reports.
  • Both the funds in escrow for the name record and the funds in escrow that have been earmarked for a specific case record are available for manual allocation.

[]Overpay Accounts

An overpay account is created for an agency. The agency uses the account to hold funds, typically from overpayments on financial obligations and/or funds released from bonds.

Funds in an overpay account may be reallocated to a financial obligation or an escrow account using the Manual Allocations snap-in.

Notes:

  • Funds may only be allocated to a bond if a single payment for the entire bond amount exists.
  • Funds available in overpay appear in the Payment and Manual Allocations snap-in headers, as well as on some reports.
    • Vouchered funds from an overpay account are payable to the listed Payer and not to the name record associated with the financial obligation.

Non-monetary Payments

Some payment types are specified as being non-monetary in the Payment Type code table so that certain obligations can be paid off with amounts such as community service hours or payments that are recorded but not actually received at the current location. They are handled the same as other payments with the following exceptions:

  • Non-monetary payments cannot pay bonds, and cannot go to escrow or overpay. This is to avoid confusing non-monetary amounts with actual money (e.g., the non-monetary amount being used to pay a financial obligation that does not accept non-monetary payments).
  • Non-monetary payments cannot be saved with other payment types. Upon selecting a Payment Type that is non-monetary, subsequent rows added in the Payments snap-in will filter out monetary payment types.
  • Non-monetary allocations cannot be deleted. The entire payment must be voided.

Creating a Payment Record

Note Payments may also be recorded using the Payments Accounting Tool. This tool utilizes a case search to enable you to record payments without searching for and opening a name record first.

Caution: Payments that are created and saved cannot be deleted, only voided. A record row for a voided payment will continue to be displayed in the Payment snap-in.

  2. Add a new Record.

  3. [Enter all applicable information in the fields provided.] Fast-Path: Specify [Payment Type], [Amount], and [Payer]; click [Save Name].

    Some fields may be required while others are not. Contact your JustWare Administrator to learn which fields are required for your agency.

    Field

    Description

    Payment Type

    Amount

    Note: The following is not applicable if the Allocate To Escrow check box is selected.

    If the amount paid is less than the total amount left to pay, JustWare will allocate the payment according to due date, then priority, and then percentage of the payment amount.

    If the amount paid is more than the total amount left to pay, the additional amount may be automatically allocated as an overpayment and made available for vouchering. If the For Case field is completed, the additional amount is allocated to the escrow account and earmarked for the specific case record.

    Allocate To Escrow

    Note: Allocating this payment to escrow will place the funds in an escrow account for the name record and not for the listed Payer. Tip: To earmark funds for a specific case record, select this check box and select a case record in the For Case field.

    For Case

    Depending on your organization's business practices, this field may be used in different ways. Talk to your JustWare Administrator for more information.

    • This field can be used with the Allocate To Escrow check box to earmark escrow funds for a specific case record. Select a case record from the drop-down list. This list is populated with all of the currently active case records on which this name record is listed as a case involved name.
    • This field can be used without selecting the Allocate To Escrow check box to allocate funds directly to existing financial obligations on a case record. Any payment funds in excess of the unpaid financial obligation amount on the case record are allocated to the escrow account and earmarked for the specific case record.

    Reference Number

    Payer

    This field is auto-populated. If you would like to use a different name record, you can perform a Name Search or a Name Quick Search. Tip: If your focus is highlighting a box containing a hyperlink, begin typing or press the [Right Arrow] key to deactivate the hyperlink and change to edit mode. Enter new search criteria and press [Enter] to perform a new lookup. When a new name or case has been selected, it will once again become a hyperlink.

    Receipt Number

    Once the payment record has been saved, this field will auto-populate with a receipt number.

    Notes

    Type any related notes in this free-text field. For example, use this field to record the type of supporting documentation related to the payment.

    Payment Status

    You may also use this field to void payments. Note: Changing the Payment Status is the only way to void or clear payments.

    Received By

    Agency

    This field will auto-populate with the selected collecting agency.

    Received Date

    This field defaults to the current date and time but can be changed if desired. For example, if a payment was taken on a previous date with a handwritten receipt, it can be added to JustWare at a later date with the original received date to maintain data integrity.

    Note: This date cannot be changed after the record is saved.

    Caution: If you have not set the payment to be allocated to escrow and you do not want the payment to be automatically allocated to an unpaid financial obligation, do not save the session at this time. You can manually select how the payment should be allocated using the Manual Allocations snap-in. 4. Save the Session. (Click Save button or Ctrl+S) 

    The amount paid is automatically allocated, and a payment receipt is generated.

    Tip: You can print this receipt for the payer.

    Note: If you need to review the receipt at a later time, you can access it by clicking the Receipt Number hyperlink in the Payment snap-in or the Allocation snap-in. The Financial Name Summary report has hyperlinks to all receipts that have been generated for the name record.

Editing a Payment Record

  2. [Find the payment record you want to edit, and make any changes in the following fields:]

    • [Reference Number]
    • [Notes]
    • [Payment Status:] Changing the Payment Status is the only way to void or clear payments. For example, change the Payment Status to "Cleared" to make the funds available for vouchering.

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

Voiding a Payment Record

  2. Find the payment record you want to void, and change the Payment Status to Void.

    A [Confirm Payment Status Change ]dialog box opens.

  3. [Click [OK ]or press [Enter] to confirm the payment status change.]

    The payment is voided.

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

Remember: Once a payment has been voided, any allocation tied to that payment will be reversed.