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PAYMENT PROCESSING (FEES)

ABOUT FEES FUNCTION (PAYMENT PROCESSING)

This facility allows for the processing of users payments for fees and charges payable to the Residents Association.

This function specifically supports the following capabilities:

· Allows for the handling of full and partial payments

· Allows for the handling of multi-instruments payments

· Displays the status of payments and owing’s via a summary screen

· Supports the handling of receipts generations and refund payments

HOW TO SEARCH FOR A PAYMENT RECORD?

1. Click on the FEES function from the JIRAN system main menu.

2. Once in this function, define the following search criteria to retrieve the fees record (by default the system displays all available record

in the system):

SEARCH CRITERIA	DESCRIPTION
Filter	Denotes the free text entry field. Partial search is supported
Year	Denotes the search for fees payable for the selected year
Status	Denotes the search for the fees record which are: · Outstanding – fees that are yet to be settled/paid · Paid – fees that have been settled/paid

3. Click on SEARCH once you have defined the required search criteria.

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HOW TO MAKE A PAYMENT?

1. Click on the FEES function from the JIRAN system main menu.

2. Enter the search criteria and retrieve the desired record. The system will retrieve all records by default.

3. Click on the RESIDENT ADDRESS of the fees record to launch the PAYMENT screen.

4. The PAYMENT screen comprises of 3 sections:

SCREEN SECTION	DESCRIPTION
Resident Info	Applicable for the selection of the resident’s information who is making the payment. You can register the resident’s info if it does not exist in the system.
Outstanding Fees	Denotes the section for the selection of the outstanding fees to be settled. You may also choose to: · Add a new fee for payment · Delete an existing fee record from settlement
Payment Method	Denotes the section for selection of the payment modes to be used for the settlement of the outstanding fees.

COMPLETING THE RESIDENT INFO SECTION

1. Select the payor’s name from the drop down list.

a. The payor’s name will be available for selection if the payor’s details exist in the system.

b. The payor’s email address and contact number will be populated from the drop down selection.

2. If payor’s details does not exist in the system, enter the following details to create the payor’s record:

a. The payor’s full name

b. The payor’s email address

c. The payor’s contact number

d. Additional remarks if needed

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3. Click on REGISTER NEW RESIDENT to register a new payor record.

4. Click on YES to continue or NO to discontinue the new payor registration.

5. Verify and/or select the payor’s information to be registered:

a. The address of the payor

b. The full name of the payor

c. The email address of the payor

d. The contact number of the payor

e. Select the Resident Type, i.e. Owner (Resident), Owner (Non-Resident) or Tenant.

f. Select the effective period of the record.

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6. Click on SAVE to create the payor record.

7. Proceed to select the OUTSTANDING FEES to be settled.

COMPLETING THE OUTSTANDING FEES SECTION

1. This section will display the outstanding fees that are due for settlement.

2. To settle the fee for settlement, check (R) one or more fees for settlement.

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3. Alternatively, click on ADD FEE to insert additional fee records for settlement. This screen also acts to assign an inventory to the resident.

4. Enter the following details to add a new fee to a resident.

SCREEN SECTION	DESCRIPTION
Fee Type	Denotes the fee type to be assigned to the resident, e.g. Access Card, Parking Stickers, etc
Apply Discount	Check (R) to denote if discount is given on the fees assigned
Discount Amount	Enter the discount amount to be waived for the fees assigned
Discount Reason	Enter the reason(s) why the discount is being granted to this resident
Pay Amount	System computes the final fee amount to be settled by the resident
Serial No	Enter the serial number for the fee type (also the inventory) being assigned to the resident
Assigned To	Select from the drop down box the resident record to which the fee (and inventory) is being assigned to. This is usually defaulted to the resident record being worked on.
Start Date	Select the start date when the fee (and inventory) is being assigned
End Date	Select the end date when the fee (and inventory) is being assigned
Start Time	Select the start time when the fee (and inventory) is being assigned (if applicable)
End Time	Select the end time when the fee (and inventory) is being assigned (if applicable)

5. Click on SAVE to add the fee record.

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6. Similarly, check on the fee record (R)and click on DELETE FEE to remove an assigned fee from the resident’s record

COMPLETING THE PAYMENT METHOD SECTION

1. This section denotes how the resident is making the payment for one or more outstanding fees with one or more payment methods.

2. Check (R) the applicable payment methods and enter the following payment mode information before settling the outstanding fees:

PAYMENT METHOD	DESCRIPTION
Cash	If used, enter the cash amount being rendered to settle the outstanding fees
Cheque	If used, enter the cheque amount and the cheque number
Credit Card	THIS PAYMENT METHOD IS NOT SUPPORTED AT THE PRESENT MOMENT. However, when in effect, enter the following details for settlement via credit card: · Amount being settled via credit card · Card Type, i.e. Visa Card, Master Card or American Express · Credit card number · Name on card being used · Expiry date of the credit card being used · CVV/CVC verification code for the credit card being used · Bank name for the credit card being used
Internet Banking	If used, enter the amount and bank from which the payment was made to
Voucher	This denotes the used of refund amount due to the resident for settlement of outstanding amount. Select the applicable refund vouchers to be used for settlement

3. Click on the following to process the payments:

a. PROCESS PAYMENT option – this option will process the payment for the outstanding fees but will not generate the receipt at the

same moment. The receipt can be generated separately via the RECEIPTS function.

b. PROCESS PAYMENT & PRINT option - this option will process the payment for the outstanding fees and generate the receipt for the resident.

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