CourtView Year-End Procedures Guide

Transcription

1 CourtView Year-End Procedures Guide For the CourtView 2.X Application 11/23/ Higbee Avenue NW Canton, Ohio USA Tel:

2 Table of Contents Introduction... 3 Reset Case Numbers - Year End Procedures... 4 Delete Records in the Case Sequence Table - Year End Procedures... 6 Reset the Number of Cases Assigned to Judges - Year End Procedures... 7 Reset the Journal Book and Page - Year End Procedures... 8 Financial End of Year Procedures... 9 Option Option The End of Year Process Security Setup - Year End Procedures Customer Care Telephone Number Address CourtView End of Year Procedures Guide Page 2

3 Introduction This booklet contains information regarding CourtView end-of-year procedures. Please review this document thoroughly and begin planning to make the transition into 2016 as smooth as possible for your office. Your organization's CourtView configuration, and the end-of-year processing option that is selected, will ultimately determine the number of procedural steps that will be required for successful completion. The timing of the end-of-year procedure is also critical. The case-oriented resets must be completed after the last new case of the current year has been entered into the system, but before the first case of the New Year is entered. For your convenience, this booklet contains a worksheet for each procedure. Please use these worksheets as a checklist and mark each item as it is completed. You should save the completed worksheets for your records. To insure a smooth year-end transition, we strongly recommend that you schedule an appointment to review your end of year planning and results prior to December 18 th, This appointment can be scheduled by three different methods: Logging a ticket (include the date and time you need assistance) via our Customer Care Web Portal at Logging a ticket by ing support@courtviewjusticesolutions.com Logging a ticket by calling Customer Care at If you have any questions regarding any of the information contained in this procedures guide please contact Customer Care. CourtView End of Year Procedures Guide Page 3

4 Reset Case Numbers - Year End Procedures For Year: Date Completed: By: Obtain a list of case types. Note which case types are linked to another. You can determine this by performing the following steps: 1. Go into the Modules/System Administration/Codes/System Parameters menu option. 2. Once on the parameter screen, enter the word SPECIAL on the Parameter Name Field and click on the search button. NOTE: If your Court uses multiple offices in CourtView, you will want to search these records for each office. 3. Open each SPECIAL_CASE_COUNTER record for each case type (level) and check the Value field. If this value is the same for each case type (level) record, then those case types share the same numbering sequence. To reset the case numbers back to zero, do the following: 1. Go into Modules/System Administration/Codes/System Parameters menu item. 2. Once on the parameter screen, enter the word SPECIAL on the Parameter Name field and click on the search button. 3. Open each SPECIAL_CASE_NBR record and change the last used/counter field to zero and click on save. Repeat this step for each SPECIAL_CASE_NBR record. If no SPECIAL_CASE_COUNTER record exists for a case type you must reset the Case Type by doing the following: 1. Go into the Modules/System Administration/Codes/Case Type menu item. 2. Select each case type record one at a time and open to change the last case number field to zero and click on save. Repeat this step for each case type record. 3. Record your case types and counts in the table on the next page. CourtView End of Year Procedures Guide Page 4

5 Case Type Last Used Case Number Linked to Docket Reset to Zero CourtView End of Year Procedures Guide Page 5

6 Delete Records in the Case Sequence Table - Year End Procedures For Year: Date Completed: By: The following steps are performed to clear our records in the case sequence table. If you do not reset case numbers at the end of the year, you will not need to perform this step. These records have been inserted due to case number override during case initiation or have manually been entered. 1. Go into the Modules/System Administration/Utilities/Case Sequence menu option. 2. Once on the Case Sequence Selection Screen, activate the Delete All dynamic link. This will delete all records from this table. You will want to make sure that you clear this before you start initiating cases for the New Year. CourtView End of Year Procedures Guide Page 6

7 Reset the Number of Cases Assigned to Judges - Year End Procedures For Year: Date Completed: By: Obtain a list of Judges and what case types are set up for each judge. You can determine this information by performing the following steps: 3. Go into the Modules/Judicial Management/Codes/Judge menu item. 4. Once on the Judge Selection Screen, search for the judge name/open/click on the Assign Case Types Dynamic Link. To reset the total number of assignments back to zero, do the following: 5. Go into the Modules/Judicial Management/Codes/Judge menu item. 6. Once on the Judge Selection Screen, search for the judge name/open/activate the Assign Case Types Dynamic Link. 7. Once on the Judge Assignment Case Type Maintenance Screen: Click on Case Type and go to the total assignment field. Swipe the number that is in the field to highlight it. Enter Repeat if there are multiple case types setup for assignment for that judge. Once you have changed the total assignments for the judge click on SAVE. 9. Repeat these steps for each of the judges. CourtView End of Year Procedures Guide Page 7

8 Reset the Journal Book and Page - Year End Procedures For Year: Date Completed: By: You will want to reset your Journal Book and Page if you use the year for the Journal Book. To reset the Journal Book and Page, do the following: 1. Go into the Modules/System Administration/Codes/Case Management Codes/Journal Book. 2. Once on the Journal Book Code Selection Screen, search for the journal name/open/enter the correct Journal Book Number and Page and save. 3. Repeat these steps for each of the Journal Names. CourtView End of Year Procedures Guide Page 8

9 Financial End of Year Procedures For Year: Date Completed: By: At year-end, users must close the year in much the same manner as closing a period. It is a process that is conducted per Cash Book. Before performing End of Year Procedures, you must ensure that your Account Balance Listing, Bank Balance Listing, and Open Items Reports balance for each of your Cash Books for the month of December. Once these are in balance, you can then proceed with End of Year. Below are two options for End of Year Processing. Please review and select the option that you want to follow. Either option is acceptable. Pick one that will print the desired information on the End of Year Report. Option 1 If you wish to close your books for 2015 and start 2016 off with the Beginning Balance Column on your Account Balance Listing Report equal to 0.00 for your disbursement accounts, do the following: 1. Final Post the last working day of December Do NOT enter any new receipts until Year End Processing has been completed. 2. Process Month End for December 2015 and print Month End checks. 3. Final Post the Open for Receipting post set through EOD Processing. This post set will only contain December Month End checks. 4. Process Month End again. This time there will only be one post set included and the system will not generate any Month End Checks. 5. Process End of Year. Make sure that you choose the last Month End processes. (13 months instead of 12). 6. These steps will print an End of Year Listing with 0.00 balances in your disbursement accounts. 7. Begin processing receipts for the New Year. CourtView End of Year Procedures Guide Page 9

10 Option 2 If you wish to close your books for 2015 after receipts have been entered for the New Year, do the following: 1. Make sure that the last working day for December 2015 has been Final Posted. 2. Process Month End for December 2015 and print Month End checks 3. Process End of Year. Make sure to select the December 2015 Month End. CourtView End of Year Procedures Guide Page 10

11 The End of Year Process 1. Go into the Modules/Financial, Functions/EOY Cash Book menu option. Previous End-of-Years (if any) will display on a selection screen where they may be opened and viewed. 2. Once on the End of Year Selection Screen, select ADD, which will open the End of Year Maintenance Screen (CRTS7173) and prompt for a Cash Book and an ending date/time. By CourtView definition, an EOY consists of a set of End-of-Periods (EOPs). These EOPs, in turn, consist of a set of Final Post Sets. Therefore, an EOY is a superset of Final Post Sets. Upon selecting the appropriate Cash Book, the system will determine the beginning date/time as the first post set in the first EOP set that has not yet been processed through EOY. Therefore, at least one EOP must exist in order to process EOY. 3. The user must then select the appropriate ending date/time. As this field is not directly editable, it must be identified by selecting the appropriate EOP record that will mark the end of the year. Once selected; the system will calculate the beginning balance, debit summary, credit summary, and ending balance for every account in the system, regardless of whether or not any activity occurred against it during the year. Only the Ending Balance will display from CRTS7173. However, the user may select the appropriate account and select OPEN to view the other balances. 4. Once the user saves this screen, the system will automatically print an End of Year Listing. This report reflects all of the activity for every account. 5. Finally, all accounts identified with CAPs will be updated to effectively refresh YTD amounts used to determine when the cap is reached. These YTD accumulators will be managed for each Cash Book that may affect the account. At year-end for a given Cash Book, the existing record is closed and a new (zeroed YTD) record is created. CourtView End of Year Procedures Guide Page 11

12 Security Setup - Year End Procedures If you do not have access to EOY Cash Book in the Financial Management Module, you will need to do the following setup: Financial Management: CRTS7172 CRTS7173 CRTR7173 CRTP7173 CRTR7190 CRTP7190 EOY Selection EOY Maintenance EOY Listing EOY Account Detail Pop Up Account Balance Report Account Balance Parameters The following setup is required to use the new EOY functionality. 1. Add the new form, CRTS7172 to Application Screens. Navigation is: System Administration Modules/Codes/Application Screens/CRTS7172 EOY Selection 2. Add the new form, CRTS7172 to Security Modules/Screens Navigation is: System Administration Modules/Codes/Security Modules/Screens Access the correct module (i.e. Financial Management) Add the form: CRTS Add to the user s security setup for the Case Management Module. Navigation is: System Administration Module/Functions/Application Security Open an existing user Click on the Security Permissions Dynamic Link. Access the correct module (i.e. Financial Management) Add the form:crts7172 CourtView End of Year Procedures Guide Page 12

13 4. Add or ensure the following dynamic links exist: Form Name=CRTS7172 Link Sequence=1 Message Name=^U_ADD Run This Form=CRTS7173 Link Id=ADD Form Name=CRTS7172 Link Sequence=2 Message Name=^U_REPORT1 Run This Form=CRTR7173 Link Id=REPORTS Form Name=CRTS7172 Link Sequence=3 Message Name=^U_SEARCH Run This Form= Link Id=SEARCH Form Name=CRTS7173 Link Sequence=1 Message Name=^U_REPORT1 Run This Form=CRTR7173 Link Id=REPORTS CourtView End of Year Procedures Guide Page 13

14 Customer Care CourtView s highest operating priority is to deliver top-quality service to clients. Over the years, CourtView has expanded and improved its customer-care services to respond more effectively to our client needs. Please visit our new Customer Care Web Portal at The new portal includes the ability to log new support tickets, view/update existing tickets and access our Knowledge Base. The Knowledge Base allows rapid access to release notes, product documentation and answers to frequently asked questions. Telephone Number CourtView provides a toll-free phone number that you may call on an unlimited basis for answers to questions about its products. To increase CourtView s ability to resolve your problem with one telephone call, please be prepared to provide detailed information to the Customer Care representative. The CourtView Customer Care telephone number is Address If you are reporting an issue by , please include screen prints of your problem. This will provide the Customer Care representatives with the information they need to respond quickly and effectively. The CourtView Customer Care address is support@courtviewjusticesolutions.com. CourtView End of Year Procedures Guide Page 14