Enter Payments for Automatic Distribution on a Case (CBAPAYM)

Use the Automatic tab of the Payment Entry form (CBAPAYM) to enter monetary, non-monetary, and debit account payments for automatic distribution on cases based on accounting rules. You can enter full or partial payments or overpayments. You can also enter multiple types of payments on one receipt (for example, a credit card and cash payment), or enter payments for multiple cases on one receipt (when the cases have the same distribution methods defined). More Information.

The system automatically creates payables only for those payments defined as monetary on Detail Code Rules (CTRDETC). More Information.

To enter payments for automatic distribution

When the Automatic tab opens, the Case/Party information block displays the following for the case and/or party entered in the key block:

whether All Fees display for the case, party, or case and party combination. You can change this field setting if necessary.
Pri (Priority) for the case, which defaults to 1 for the first case and increments for additional cases.
Case ID and Description.
Party ID and Name.
Case Total, or the total owed for all fees displayed for the case.
whether a payment Plan is set up for the case.

To enter additional cases and parties for the current receipt:

Select Insert from the Record menu.
Enter the Pri (Priority) for the case. This number defines the sequence in which to apply the payment to the case when multiple cases are involved.
Enter or search for the Case ID. The system fills in the Description automatically.
Enter or search for the Party ID. The system fills in the Name automatically.
Select Scroll Up or Scroll Down from the record menu to select the case you want to work with first.

Select Next from the Block menu. For each fee associated with the current case in the Case/Party Information block, the system displays the following:

Pri (Priority) number associated with the fee.
Qty (Quantity) associated with the fee (for example, the number of copies for a document copying charge).
Viol/Doct (Violation/Docket) associated with the fee. To see the description of the violation or docket, select VIO/Docket Desc in the navigation frame.
Citation # (Number) associated with the violation.
Cat (Category) associated with the fee.
Fee Description.
Amount of the fee.
Balance owed on the fee.

You can use the View All option in the navigation frame to view all the fees in a larger separate window.

If the current docket is sealed and you are not permitted to view sealed dockets, you see *SEAL or ***SEALED DOCKET*** in place of the actual docket information. More Information

Select Next from the Block menu to move to the Payment Information block. The Balance Due field shows the total outstanding balance for all cases in the Case/Party Information block.
Enter the Pay (Payment) Type or select one from the list. The system automatically displays the payment category and description. You can change or add description text.

ACS Contexte automatically assigns the payment to fees within the same category as the payment type, as defined on the Detail Code Rules form (CTRDETC). For more about CTRDETC, see the ACS Contexte Setup Manual.

Enter the payment Amount, without a dollar sign. If you enter an amount without a decimal point (for example, 100 rather than 100.00), the system adds the decimal for you.
If the payment is for a debit account:

Enter the Debit Acct or select it from the list. The system displays the account description and account status.
Enter or search for the Auth (Authorized) user ID to work with the debit account. The system displays the user's name.

To enter another payment for this receipt, select Next from the Record menu and return to step 5.
To apply payments to another case on this receipt, select the desired case in the Case/Party Information block and repeat steps 4 through 8.
Save. The system does the following:

If set up to do so, the accounts receivable feature automatically generates a docket entry for the payment. This can affect case status. More Information
Automatically prints a receipt if set up to so. More Information.
Automatically distributes the payment to the appropriate fees based on your accounting rules and then updates the Balance field in the Fee Information block for those fees.
Updates the Balance Due field to show the new total for all cases in the Case/Party Information block.

To print a receipt manually, select View Receipt in the navigation frame.

To perform additional tasks or view additional information, select the appropriate option in the navigation frame.
When you finish, Exit the form.

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