Taking an Under payment within iGovServices

In this Knowledgebase (KB) Article it will walk you through the process of taking an over payment within iGovServices. This process is for taking payment in office. 

You will learn:

• How to process an under payment.

First you will need to be logged into iGov Services

On the black navigation bar to the left

In iGovServices, navigate to:

Payments → In-Office POS → 

(If you do not see this menu item, please contact your administrator to provide the appropriate rights)            

On the In-Office POS screen, select the desired Session, User and PIDN from the drop-down menus and click Search.

Be sure that the session you choose is the one you are currently using. You may also create different sessions for credit only payments or other scenarios to keep them separate from your main session. 

The user dropdown shows a list of the employee users to choose from. Selecting a different name will prompt you to enter that user’s password.  This feature is useful when a user needs to process a payment in another user’s session.

Locate the record you want by searching.  Type in the value to search by.  Then select the field you are searching on in the Search Type field.   If you are searching by PIDN, you can also use a bar code scanner to locate the exact match.

When searching the system defaults to Exact match for faster results.  If you need a broader search, select contains from the dropdown. Contains allow the user to put in a partial entry to pull up anything that contains what you enter. For example, typing SMITH by the Mailing Name and contains will result in any record with the word SMITH anywhere in the name.

The system defaults to a PIDN search. 

You will then see you have a various “Search Type” this allows you to select another field besides the PIDN.  If you wish to search by owner name, choose Mailing Name.  

Remember that if the choice you make in the dropdown is not populated within the system it will not pull any data. You will receive a message that no matches were found.  This is not an error.  The system is simply saying it did not find a match in that field for what you typed in

Under Payment

Enter the payment amount from customer, the payment type (Cash, Check, Credit Card etc.). If the payment type is a check, enter the check number.  

If the payment amount is less than the amount due, then the Difference field will display the negative amount.  Any time an amount is in the Difference field, an “Action” is required by the user.

A decision must be made that this time on whether to “Leave as a Balance” or “Write-off (amount if less than organization threshold so this option will account for the money but not leave a balance due on the charge line on the property). 

If “Write-off” is selected, the “GL Tran Type” drop down will appear.  The user will select which General Ledger Code is appropriate for this credit scenario.

As in a normal payment click the take payment button.   When payment is complete a choice to print or email receipt will appear. 

WE STRONGLY SUGGEST YOU HAVE A DOCUMENTED INTERNAL POLICY & PROCEEDURE WHICH OUTLINES HOW YOU ARE GOING TO HANDLE UNDERPAYMENTS AND AT WHAT POINT THE AMOUNT IS WRITTEN OFF, BASED ON PERCENTAGE OF TOTAL AMOUNT, BASED ON AGREEMENT, WHO SIGNS OFF ON IT, ETC.   

Version 5.0 of iGov Services 

Last updated on: 5/10/2022

Updated by: TS