Enhanced Distribution

For accounts containing a common, often-used set of line items, the Enhanced Distribution module expedites the entering of these line items. When you are entering a new account, you simply select your Distribution code and the system splits the funds between the line items automatically, rather than entering each line item manually.
This is prominent in California, but can be used anywhere.

This section covers the following topics:

 

Setting up Enhanced Distribution codes

To use Enhanced Distribution Codes, you need to first need to define the codes on your system. The following procedure details the creation of Enhanced Distribution Codes.

To set up Enhanced Distribution Codes:

Step 1: Navigate to Administration > Enhanced Distribution > Define Enhanced Distribution.

 

Step 2: To the right of the Distribution codes area, click the Add  button.

 

Step 3: In the Distribution code name field, type a name for the distribution code.

 

Step 4: In the Description field at the top of window, type the description of the distribution code.

 

Step 5: In the Distribution code definition area, do the following:

  1. In the Line Item Code column, click an empty cell, and select the line item code to configure.
  2. In the Spread Method column, click to select the spread method for the correlating line item.
  • Addition – This spreads the amount to the line item code “in addition” to the base amount, not a breakdown of full amount. Helpful if you have a fee you charge for each instance, the fee will be added in addition to the base fee.
  • Breakdown – This breaks down and spreads to each line item in the code. Calculation based on the remaining balance in the line above.
  1. In the Spread Type column, select the spread type for the line item.
  • Percentage – A percentage of distribution applied to each line item code.
  • Dealing – The amount that will apply to each line item at each pass until the entire amount is distributed (for example, think about dealing cards to 3 people - each person gets a card, and then it starts over until all the cards are out).
  • Fixed – The amount of distribution to apply to line item code.
  • Custom Calculation - A custom mathematical expression that you create to distribute the line item.
    • Click the Calculation builder  icon to build the calculation.
  1. In the Amount column, click an empty cell and type an amount based on the selected spread type.

NOTE: In the case of custom calculation, the formula the user builds using the Calculation Builder displays here.

  1. In the Link column, click an empty cell to select another distribution code to run under the code you are defining. For example, if your distribution code has two items, with each weighted at 50% spread, and you link another distribution code in this cell, then the entire linked code will run with a total of 50% of the code you are defining.

 

Step 8: Click Test to verify that the spread method and type are working the way you would like.

Note:We recommend that you always perform several tests, possibly with different dollar amounts before saving.

  1. In the Base amount to test field, type the base amount to test on, and click Test.
  2. Click Close when you are finished testing.

 

Step 9: Click Close.

 

Enhanced Distribution setup examples

It may be helpful to think this through in terms of a $100 payment.

For example, if a $100 payment is made and 50% of the payment posts to one category, where does the rest of the payment post to? This will help you determine the spread method and type.

Example 1:

A tax fee for property is divided between Tax fee, Interest, and Penalty amount. When a payment is received, the Tax fee needs to equal ½ of payment, and the 2nd ½ is given equally to Interest and Penalty. To accomplish this we could use this method:

Testing the configuration shows the following results:

 

 

Example 2:

A parking ticket payment is divided 45% goes the police fees, 25% to the county, 30% to state fees. These percentages are based on total amount paid. To accomplish this we could use this method:

Testing the configuration shows the following results:

 

Example 3:

A speeding ticket of 15-30 miles over the speed limit is $200.00. The amount is divided between Police, County, and State at a standard rate, every time. In this example, you can set up the fixed fees, and when you enter a payment, this configuration automatically distributes the payment to the correct line item codes.

Since the fee is always $200.00, it displays like this every time.

Many complex scenarios are possible with the Enhanced Distribution module. Remember to Experiment and Test your options!

 

 

Configuring Enhanced Distribution account types

Now you will need to determine which Account Types will use Enhanced Distribution. This will prevent the Enhanced Distribution option from being active on an Account types that will not use the feature.

To define the account types available for Enhanced Distribution:

Step 1: Navigate to Administration > Accounts > Define Account Types.

 

Step 2: Select an account type from the Account types list.

 

Step 3: At the bottom of the screen, click the Settings tab.

 

Step 4: Select This account type uses enhanced distribution.

 

 

Adding a new account using Enhanced Distribution

When you are adding a New Account or New Debtor with new Account you will have the opportunity to use Enhanced Distribution.

To add a new account using Enhanced Distribution:

Step 1: With a debtor open, click New Account in the Actions panel.

 

Step 2: From the Account type drop-down list, select an account type, and click OK.

 

Step 3: In the Edit Account window, enter all account information such as Reference 1, Assessment Date, Interest data, and Status, and click Next.

 

Step 4: In the Enhanced Distribution area at the top of the window, do the following:

  • Select Use enhanced distribution.

Note: If you select an Account Type that you have defined as available for Enhanced Distribution, this checkbox is selected by default.

  • From the Distribution codes drop-down list, select a distribution code. The available codes are the codes you defined in Set up Enhanced Distribution Codes.
  • In the Base amount field, type the total amount of the account.
  • In the Incurred date field, click the drop-down arrow to select the incurred date.

 

Step 5: Click Distribute. Notice the distributed line items in the Line items area in the bottom half of the window.

 

Step 7: Click Finish to save the new account addition.

Note: If you decide to change the amount of the distribution, a windows displays, verifying the change.

 

 

Setting up Line Item Entities

The line items in Enhanced Distribution are comprised of multiple entities, which allow you to dictate how the percentages of each entity in a line item apply to the line item itself.

To set up Entity (line item) codes:

Step 1: Navigate to Administration > Enhanced Distribution > Define Line Item Type Code Entity Set up.

 

Step 2: From the Line item type code drop-down list, select a line item type code.

 

Step 3: Below the Line Item type codes area, click the Add  button.

 

Step 4: From the Line Item type code drop-down list, select the type of line item to add.

 

Step 5: In the Entities area, do the following:

  1. In the Description column, click an empty cell, and type a description for the line item entity.
    Note: Repeating your line item name typically helps with reporting.
     
  2. In the Percentage column, click the empty cell that correlates with the description, and type the percentage of the total base amount to which this line item entity applies. For example, if you plan on having two line item entities in this code, the percentage of this one entity is 50%.
  3. Repeat the two previous steps for each entity to set up for this line item.

Step 6: Repeat steps 3-5 for each Line item type code you want to define.

            Note: To quickly copy the entities of an existing line item to new line item type code, select the Line Item type code in the Line Item type codes list, and click the Copy  button. This creates the new Line Item type code with the exact same entities as the one you are copying from.

 

Step 7: Click Save Changes.

 

 

Viewing Enhanced Distribution reports

The enhanced Distribution module provides you with 3 reports that will help you track money and percentages that are going into each line item. Each report requires the setup of Entity codes. These reports are:

Entity Distribution Report

This report provides payment information by line item code and includes entity breakdown of line items. It also includes a summary at the end.

To run the Entity Distribution Report:

Step 1: Navigate to Reports > Entity Distribution.

 

Step 2: Choose the report preferences.

  • Choose an Account Type to include in the report or click All.
  • Choose the Line item (Entity) Codes to include in the report or click All.
  • Select a Date Range.

 

Step 3: Click Run Report. The report displays in the bottom half of the report screen.

You can now click Print Report to print, or close the report.

 

 

Fund Payment Report

This report displays all the payment posted in a date range, and which line items the payments applied to.

To run the Fund Payment Report:

Step 1: Navigate to Reports > Fund > Fund Payment.

 

Step 2: Select the report preferences.

 

Step 3: Click Run Report. The report displays in the bottom half of the report screen.

You can now click Print Report to print, or close the report.

 

 

Fund Summary Report

This report shows a report summary of payments posted to each fund in a date range.

To run the Fund Summary Report:

Step 1: Navigate to Reports > Fund > Fund Summary.

 

Step 2: Select the report preferences.

 

Step 3: Click Run Report. The report displays in the bottom half of the report screen.

You can now click Print Report to print, or close the report.

Main Support Line:

          
All Support Team Members (866) 684-7387 RR_Support@revq.com
Chris Stickney (Support) Ext. 5673 Chris.Stickney@revq.com
Angel Davis (Support) Ext. 5756 Angel.Davis@revq.com
Kellie Mendenhall (Trainer)   Ext. 5676 Kellie.Mendenhall@revq.com
Aaron Burge (Installation) Ext. 5710 Aaron.Burge@revq.com

 

Mailing Address

4400 NE 77th Avenue, STE 100
Vancouver, WA 98662