presented by washington state administrative office of the courts jrs receipting and jis accounting...
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Presented by
Washington StateAdministrative Office of the Courts
JRS Receipting and
JIS Accounting
Jan Hickey, JIS Education Services
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JRS Documentation
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JRS Security & Reports Documentation
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JIS Accounting Documentation
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Terminology: Kinds of Money
Revenue (remitted to county treasurer)
Trust (held until returned)
Unestablished Trust
Money for which a payee is NOT yet identified in JIS.
Payable
Money for which a payee IS identified in JIS.
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BARS CodeBARS Code
Sub Account Sub Account
Sub Account Sub Account
Sub Account Sub Account
Sub Account Sub Account
Terminology:BARS and Sub Account Splits
$$AR Type
Code
$$AR Type
Code
$$JRS
TranCode
$$JRS
TranCode
10
40
20
54
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JRS End of Day
ProcessPAYMENTS
LFO PaymentsFeesBail
Data Upload from JRS to the
Mainframe
Overnight Batch
Receipting
Terminology: JRS and JIS Daily Accounting Activities
Bank Deposit
JRS
Court ordered
LFO
JRS
JIS CAR
screen
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Overnight Batch
Receipting
What does Batch Receipting Do???
• Creates system journal vouchers to be used for posting
• For trust transactions may create a payable
• For LFO payments, reduces the CAR screen balance according to the priorities for the case
• Makes an amount available for “deposit” in JIS on the Bank Deposit screen
• Creates suspense items for transactions that cannot process and produces an Exception Report
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Start of Day
Posting
What does Posting Do???
• Splits system journal vouchers into correct general ledger accounts and sub-accounts.
• Creates the Remittance payable.
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End of Day Overview (JRS tasks)
Balance JRS Cash Register
Move JRS Date Forward
Combine Satellite(s) with Master Register
Print JRS Reports
Upload data to Mainframe
Back up today’s JRS Receipts
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Start of Day Overview
Prepare and review Cash Drawer Report in JRS (optional)
Record previous day’s Bank Deposit in JIS
Move JIS Accounting Date forward to initiate posting to General ledger
Review and fix previous night’s Batch Receipting Exceptions
Confirm successful posting with JV-Posting Report
Print Audit Reports
Remit to Treasurer
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Managing Receivables in JIS
• When there is a court ordered LFO on a criminal or juvenile offender case, an accounts receivable record is created in JIS.
• Each fine, cost, fee, and restitution amount is added as a line item on the Create Accounts Receivable (CAR) screen.
• Special processes exist for managing delinquencies and LFO Billing.
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Create AR Screen in JIS
Judgment Filed Date is needed for interest calculations.
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RST screen in JIS establishes the recipient
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JTS screen in JIS links parties in other cases to a joint & several AR
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Interest Calculations (RCW 10.82.090 eff 07-23-1989)
• Automatically calculated first day of each month
• Manual calculation in some circumstances
• Monthly Interest Accrual Report is prepared
• Interest ARs are added to CAR screen
• Press F3 on CAR screen to see the interest rate
• Interest on criminal ARs is remitted
• Reduction and Waiver of interest is allowed
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Managing Payables in JIS
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Methods of Issuing Checks
Manual Check (CKD screen)
Type the check. Record in JIS.
Check on Demand (CKD screen)
JIS writes single check.
Automatic Check Run (ASD screen)
JIS writes a series of checks at one time.
Actual check numbers recorded on Assign Check Numbers (ACN) screen.
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CKD Screen in JIS writes or records ONE check
CKD shows case payables
CKD shows court payables
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ASD Screen in JIS writes many checks at once
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ACN records actual check numbers as well as damaged checks.
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Managing Trust
Unestablished Trust screen (UTR)
Find unestablished trust item and select it in order to make it payable
Establish Trust Payable screen (ETP)
Create a payable from unestablished trust item
Accessible ONLY from UTR screen
Payable Update screen (PUP)
View and update payables (after trust is established)
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UTR Screen in JIS lists unestablished trust
Select an item to navigate to ETP or RST (rarely) – depends on trust type.
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ETP and RST Screens in JIS
ETP displays for trust transactions
RST displays for restitution
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PUP Screen in JIS
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Other Periodic Financial Tasks
• Maintain JIS Check Register (record bank fees and interest on CKR screen)
• Manage Investment Accounts (BAA and IFT screens)
• Reconcile JIS Bank Account with Bank Statement (BKR screen)
• Manage unclaimed property(escheat non-restitution to Dept of Revenue, remit restitution to County Treasurer)
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Start of Month Overview (JIS tasks)
Suspend all JIS accounting and check processing activities
JIS bank deposit
Post to General Ledger without rolling date forward
Remit to treasurer
Prepare EOM Reports
Check Register Trust Account Summary
Post remittance to General Ledger and record new accounting month
Prepare more EOM Reports
Accounts Receivable and Payable Summaries Ledger Summary Trust Account Summary Audit Reports
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JRS Receipt Processing Screen
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JRS Receipt View Screen
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JRS Receipt Reversal Screen
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