How to Use the ‘Billed’ Payment Method
The ‘Billed’ payment method was created to allow the agency to indicate that the customer will receive an invoice or bill and the permit will be allowed to advance through the workflow regardless of when actual funds are received. This is the decision of the issuing agency and the responsibility to track of the issuing agency.
If the building department receives payments for the bills or billed invoices, when the CASH (cash/check/credit card) payment is received, the ‘Billed’ payment should be voided and the new payment having a payment method of ‘Cash’, ‘Check’, or ‘Credit Card’ should be recorded and applied to the fees that were previously billed. Using ‘Cash’, ‘Check’, or ‘Credit Card’ will enable the deposit slip or payments received reports to match the actual funds taken in as well as enabling the payment applied information to be included in the nightly Financial Batch.
The ‘Billed’ payment method is NOT included in State Surcharge reporting. Only CASH payments are included in the State Surcharge reporting, therefore it is imperative that the agency follow through with collection of CASH payment prior to final or closing the record.
If the finance or treasurer’s department receives payments for the bills or billed invoices and records the payment in a separate system from ePermitting, once the building department is notified that payment has been received, building department staff should void the ‘Billed’ payment in ePermitting and record the payment made through the other system (department) using the ‘Journal Entry’ payment method. Using the ‘Journal Entry’ payment method does not affect the nightly Financial Batch, the Deposit Slip or Payments Received reports.
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