New Financial Reports

To meet the needs of agencies that use multiple modules and offices, financial reports are getting a facelift.  Over the next few months, new versions of the financial reports will become available.  Before  beginning a new report installation, an email will be sent to all agencies explaining the changes.  However, there may be  lag time between  email and installation  because the epermitting team must individually change report settings in each agency.
 
The following daily balancing reports will have versions that allow the user to run the report  for all, one, or several modules or offices.  In some cases the reports may be run by payment method and cashier too.  The heading on these reports has changed as well – the agency contact information has been replaced with the name, phone, and email for the user running the report.

• All in 1 Financial Report 
• Daily Summary Report
• Deposit Slip
• Payments Received
• Transactions Applied
• Payment Exceptions
• Payments with Unapplied Funds

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There are also some new, or modified,  special use financial reports:
Fees by Account 

• Shows fees paid and subtotaled by account code; it can be run for account code 1, 2 or 3.

Fees by Account Code and Module  

• Displays fees paid and subtotaled by account code for all, one or several modules; account codes can be selected; and it can be run for a single account.

Records with Nonzero Balances 

• Pulls records with fees that have been invoiced and not paid, or records that have a credit balance; the report can be run for all, one, or several modules.

Billed Records Report

• Identifies records that have been paid with the ‘Billed’ payment method where the fees paid with ‘Billed’ have not been voided;  it also includes the ‘Billed to’ contact information for each record; and it can be run for all, one, or several modules.

Transaction Audit Report (Completely new version!)

• Compiles payments and applied transactions in an Excel spreadsheet format;  each transaction will include the office, module, cashier, and receipt number; applied transactions that are subject to the Building Permit surcharge or the DEQ surcharge will be indicated; and the report can be run for all, one, or more modules.

Fee Code Report (New!)

• Presents a list of records and applied amounts for one or more fee codes.

Refunds Issued Report 

• Compiles all records or POS transactions that have refund payment and refund payment applied transactions; it  can be run for one or more modules or offices.

The financial transaction reports will also be  changed.  Each of  these reports, except the Set Receipt, will have contact information in the header that matches the record’s module or in the case of POS transactions the module that was used when the POS transaction was completed.  When applicable the header also includes the office.

Invoice and Grouped Invoice 

• Includes either ‘Applicant’ or ‘Billed to’ contact information as well as primary address and primary parcel information.

Transaction Receipt (Redesigned!)  

• When the ‘Billed’ payment method is used the ‘Billed to’ contact information is displayed. 
• When a Fund Transfer is used for a payment, the refund receipt will show ‘Funds transferred to’ record information and the payment receipt will show ‘Funds transferred from’ record information. 
• For each fee paid, the quantities are shown.  Fees that  do not have visually informative quantity amounts, like the building surcharge, building permit or plan review,  will have a quantity of 1 displayed. 
• May be re-formatted to portrait layout again - epermitting is still investigating the feasibility of this change.

Set Receipt 

• Will have a header that includes the agency logo and name, the office, and cashier information.   Each individual record payment included in the receipt will have the contact information for the record’s module. 

Fee Estimate report 

• Will include the jurisdiction and module specific statement for the length of time the estimate will be valid as well as the user name for the user who created the estimate.

Record Fees

• Will only include the new header agency contact change.

Some of the financial reports used to pay others will be modified as well:

• Building State Surcharge and Building State Surcharge Audit reports will not be changed.
• Third Party Payment report will be modified to be run for one or more modules.
• CET and Metro Excise reports are completely new versions.

Te reports have 3 sections – one that shows the fees based on permit issued date and the other that shows the fees based on when the payment was applied.  The third section will show records that have an exemption.  The exemption must have been added or modified within the reporting period.  

• Affordable Housing report will be similar to CET and Metro Excise reports.
• DEQ Surcharge report is a completely new version that will calculate the surcharge amount due  based on any payment applied to a DEQ eligible fee, whether the DEQ surcharge fee was actually collected or not.  A DEQ surcharge audit report will show DEQ surcharge fees collected as well as DEQ eligible fees.

May Training Opportunity: Changing Financial Reports

• The new Transaction Receipt
• Changes to Daily Balancing Reports