iGovServices Miscellaneous Receipts Procedures

These instructions are a guide to follow to use the miscellaneous receipts processing properly. Throughout the article you will find hyperlinks that will drill down to a deeper explanation to various points you may need assistance will. Absorb the knowledge and refer here when needed.

Terms to Know

Miscellaneous – This refers to an application (category) in iGovServices that all non “major” revenue can

be grouped in. Miscellaneous might be park/rec, garage sale, odd spreadsheets, etc.

Revenue Type – This is a subcategory to Miscellaneous. This would be like CodeEnforce, Tickets,

Permits or many people simply use MISC. Most users create a revenue type to make it easier to manage

each type and assign different PIDN numbers. Example if you do MISC then every receipt processed will

go in order like M1, M2, M3, etc.

Click here to read our "Setting Up Revenue Types in iGovServices" article

Click here to watch our "How to Set Up Revenue Types and Forms" training video

Rate Code (rate code) – You will setup as many rate code for various charges in your settings / rates

setup / rate code. On every rate code, you have to pick the Revenue type from a drop down menu. You

would select Miscellaneous. By assigning this to a rate code, the system will ONLY show

MISCELLANEOUS rate code choices when you ADD A CHARGE on a new MISCELLANEOUS record.

Click here to watch our "Understanding Rate Code Setup for Flat or Miscellaneous" training video

Setup Items for a smooth miscellaneous receipt process.

1. Revenue Type Setup – Settings / Revenue Types – There will probably be a Miscellaneous entry

you can EDIT to your liking. Application = Miscellaneous, Type = “whatever you want to name

it” or something generic like “Miscellaneous.” Yes to Customer Needed. Yes to Add Charge. Yes

to PIDN auto number. Give is a prefix like “M” and put “1” in the PIDN Sequence Number. This

means whenever you Add a new record for this type it will insert M1, M2, etc into the PIDN

field. Select General in the Template. SUBMIT.

*refer to the 2 links above in the terms to know, Revenue Type*

2. Revenue Type Form Setup – Settings / Revenue Types / Revenue Type Form. Select

Miscellaneous in the Revenue Type Drop down menu. Then in the fields that appear click in the

Display column for a minimum of First and Last Name, Company, Phone, Email. These check

boxes mean when you ADD a new miscellaneous, the system will display these fields for you to

enter info. Not Required just visible. SAVE.

*refer to the 2 links above in the terms to know, Revenue Type*

3. Rate Schedule – This is the math. You must setup your rate schedule tiers for each rate

(example building and electric permits are 2 schedules if the rates are different amounts) so the

system can calculate the charge. Rates Schedules can be copied each year but you must have

your tiers for each year or the system will calculate a zero charge. Click Settings / Rates / Rate

Schedules. Click the + button in the top right to NAME a new schedule like Parking. Enter Tax

year like 2021 and a rate or flat amount then Save it. Setup as many schedules as you want.

Click here to watch our "Understanding Rate Codes and Schedules" training video.

4. Rate Code – Anything you want to charge for must have a rate code. We suggest you start

Miscellaneous rates with “M” to be organized. Click Settings / Rates / Rate Code. Click the + to

add a new rate code. It is easy to fill out because most miscellaneous codes don’t have

discount, penalty or interest so you normally just fill out the first section and the bottom Normal

Debit and Credit GL number fields.

Daily Process of Events

You want to receipt some miscellaneous money that has come in. You will add a new record, that will

create a new PIDN like M1 with the charge you added to it. Then you will take the payment in your

payment session and it will balance out like all your other payments at the end of the day.

1. New Record – On the Menu click New Record and select Miscellaneous from the drop down.

Click here to read our "How to Create a New Record within iGov Services" article. 

2. Green Panels – Organized Green panels will appear with the fields the system is expecting.

a. Customer – Start typing in the box to find your customer and if no matches click ADD

Customer. A simple entry screen will appear allowing you to type in customer info that

can appear on the receipt you give them like their name.

b. Location – This panel may be empty if you did not require an address be entered for this

type of new record.

c. Data Entry - This panel may be empty if you did not require an address be entered for

this type of new record.

d. Transaction – If you have the Add Charge turned on then you will see all of your

miscellaneous rate codes in the drop down. Select the code you want. Fill out the

amount if setup that way and calculate the charge.

3. Click COMPLETE RECORD – This action will make the new record real and you will see a success

page. There are buttons on the success page. Payment will take you straight to the payment

page. Other buttons will take you to other locations in the software.

4. Process the payment – Pick your session and enter your payment.

5. Print the receipt for the customer and you are Finished.

You can setup codes to handle anything. Stop using spreadsheets and get your money audit friendly.

TIPS

1. Each receipt is a separate PIDN in the system and the receipt is on the View Receipts for

reprint.

2. Yes you could setup a generic PIDN record and ADD new charges to it and process the

payment if you want to build history on a specific PIDN.

Process Payments and Balance / Finalize every session – Payments / In Office POS is where every inoffice payment should be processed. Every payment is taken in a session per user. When you are done

taking payments for the day, click Payments / Balancing / Balance Session. Balance out your session and

then click Payments / Balancing / Create Deposit to finish the balancing process. You must Finalize the

Deposit so the payments will show up on your reports. Remember to open a new Session so you are

ready to process new payments.

Reporting

1. Collection Dashboard – Has multiple reports and graphs with drill down detail about all

payment data. Remember you must FINALIZE your payment sessions so the data shows up on

these reports. Run the Distribution for Accounting for a recap of the monthly deposit data

organized by categories such as Miscellaneous and Tax.