Payments

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. Use the Collecting Agency drop-down box to switch between agencies of which you are a member.

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

Click for details.

Field	Description
Available In Overpay	The funds available in overpay for reallocation to a financial obligation or an escrow account. Note: Not all of the funds in overpay may be immediately available for vouchering. Check payments must have a "cleared" payment status, and bonds must have an "available to voucher" status type. Click for details. A payment with a Code Type of 0 - Check must have a status with a MasterCode of 2 - Cleared to make the funds available to voucher. A bond that has been paid in full must have a status with a MasterCode of 2 - Available to Voucher to make the funds available to voucher.
Available In Escrow	The funds available in escrow for reallocation to a financial obligation or an overpay account. This amount includes both funds in escrow for the name record and escrow funds earmarked for a specific case record.
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.

The Collecting Agency drop-down box allows the user to switch between agencies of which they are a member and accept payments on behalf of multiple agencies.

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. For example, a payment is received for a speeding ticket, but this financial obligation has not yet been entered for the case. The payment can be allocated to an escrow account to hold the funds prior to their reallocation to the financial obligation.

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. These funds can also be automatically allocated to financial obligations using a business rule.

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.

Note: Not all of the funds in overpay may be immediately available for vouchering. Check payments must have a "cleared" payment status, and bonds must have an "available to voucher" status type.

Click for details.

Funds in an overpay account may be reallocated to a financial obligation or an escrow account using the Manual Allocations snap-in. These funds can also be automatically allocated to financial obligations using a business rule.

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.
Funds made available to voucher remain in the Owed Money snap-in until the vouchers are issued. Then the funds are released to the Pay To account.
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

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.

Field	Description
Payment Type	Select a Payment Type that matches the method of the payment received.
Amount	Type the amount of the payment. 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	Select this check box to have the payment allocated to escrow. The funds are held in an escrow account and are not automatically allocated to a financial obligation or an overpay account. 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	This field is provided so you can record and track any number, e.g., a reference number, a check number, a credit card number, etc.
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.
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	Select a Payment Status to track the progress of a payment in your financial reconciliation process. 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	This read-only field automatically populates with the logged-on user of the selected collecting agency.
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.