Overview

First an introductory sentence or paragraph here. 

nVIRO Financials represent application fees, permit invoices, penalty fees, and other money owed to the agency related to other items in nVIRO. Financial records can be generated in nVIRO in the following ways:

• On submission of an nFORM application, service request, or schedule
• Adding an ad-hoc fee to a previously-submitted application, service request, or schedule
• Periodically via the administrator function Invoice Generation
• Penalties assessed via a Compliance Action

Financial records can additionally be added to nVIRO via third-party integrations, such as or central Account Receivable systems or Windsor's State and Local Emissions Inventory System (SLEIS).

An nVIRO financial record consists of the following elements:

• Reference Number - Unique number assigned to the record. In the case of a financial record generated via nFORM submission, this number will match the nFORM Submission Reference Number
• Description
• Date - date financial record was created.
• Fee Category - Parent financial grouping that defines the financial record's
  
  • Program Area
  • Document Template and Billing contact, for periodic permit invoices
  • Integration information, when nVIRO installation is integrated with an Accounts Receivable system
• Status - calculated based on difference between fees assessed and payments made
  • Due - Fees assessed are greater than payments made
  • Paid - Fees assessed are equal to (or, in some cases, less than) payments made
• Total Fees Assessed
• Total Payments Made

Charges, Adjustments, and Late Fees

Total Fees Assessed are a sum of Charges, Adjustments, and Late Fees applied to the financial record. These items are assessed by the agency, and represent the total money owed by the regulated community:

• A base charge is the initial dollar amount assessed as part of the financial record. A financial will typically have a single base charge line item, but in may have more than one if a submission revision results in a fee change, or a periodic invoice has multiple fees applied
• Adjustments are manual changes to the invoice balance applied by either an internal processor or an Accounts Receivable system. Adjustments can be positive in value if additional money is owned, or negative in value if less money is owed
• Late fees are typically only applied by central Account Receivable systems, and are calculated as a percentage of the invoice total, assessed a number of days after the invoice was created if there is an outstanding balance

Payments

Creating a Refund Request and Processing a Refund

Create the Refund Request from the Financial Details screen

Choose payments to refund, specify refund request amount, refund type, reason, remitter, and approver.

1. The user specifying the refund request must be in a workgroup that has a Supervisor specified - Workgroup Supervisors are made available to be specified as the "Approver"

2. Users with User Role Financials - Refund Requestor may create refund requests. The following security groups have this role:

1. Compliance Officer

2. Permit Writer

3. nVIRO Super Users

Approve or Deny the Refund Request

Set the Refund Request Status to "Approved", if it is to be sent out, or "Denied", if no refund should be processed.

1.  Users with User Role  Financials - Refund Approver may approve refund requests. The following security groups have this role:

1. Compliance Officer - Supervisor

2. Permit Writer - Supervisor

3. nVIRO Super Users

2.  Note that any user with this role can approve the request, even if they are not marked as the "approver".  

Set the "Processed Date" and Refund Confirmation Number 

Once the processed date is set and the request is saved, a new "Refund" record will be created in the "Payments and Refunds" section, with transaction type "Refund". The confirmation number should be set to the transaction number provided from Alabama Interactive, if available.

1.   Users with User Role Financials - Refund Processor  can set the processed date. The following security groups have this role:

1. Financial Administration Support

2. nVIRO Super Users

2. Note that if the user also has the Financials - Refund Requestor role, the Processed Date can be set when first creating the refund request. A proper refund record will then be created when the status is set to "approved".

Adjust the Receivable

Once the Refund is processed, adjust the Receivable Amount to $0 by entering an adjustment.