WA Accounting Event Mapping

Accounting event mapping provides the base connection mappings between PACS 9.0 Treasurer functions and your office’s financial management system.

Several processes utilize this mapping:

• Distribution
• Tax district disbursement
• Refund disbursement
• Import from AP

Purpose

Use this procedure to map credit card events per credit card type. This mapping only interacts with the distribution process.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then in the Credit Card Types section, select a row and click Distribution Details.
3. In the Collection panel, map accounts to the payment process by doing the following:
   1. Select the Enable Credit Card Event Mapping check box to include credit card fees in the distribution process.
   2. To add a new row click Add. 
   3. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. Click OK or Apply.

Purpose

Use this procedure to map escrow type events to accounts for the distribution process.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then in the Escrow Types section, select a row and click Distribution Details.
3. In the Escrow Type dialog box, map accounts to the payment process by doing the following:
   1. To add a new row click Add. 
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping.
     • To add a debit and credit row for every event code available for each panel, click Add All.
5. Click OK or Apply.

Purpose

Use this procedure to map fee types to accounts for distributions, disbursements, and refunds.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then in the Fee Types section, select a row and click Distribution Details.
3. In the Collection/Distribution panel of the Fee Type dialog box, map accounts to the payment process by doing the following:
   1. To add a new row click Add. 
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. In the Refunds panel, map accounts to refund process by doing the following:
   1. To add a new row click Add. 
   2. Complete the table using the fields noted above.
5. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes.
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping.
   • To add a debit and credit row for every event code available for each panel, click Add All.
6. Click OK or Apply.

Purpose

Use this procedure to map overpayment credit for the distribution process. This mapping is effective across the system.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Overpayment Credit Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then in the Overpayment Credit sections select the row and click Distribution Details.
3. Complete the following options as required:

   

   • Event

     An accounting event.

   • Action

     The type of transaction to be entered in the account.

   • Account Number

     The account the transaction is entered for.

   • Primary

     Select this check box to select this account as the primary account number used for reporting and other purposes.

   • Type

     The type indicates which type of account the funds are being distributed to, for example asset, equity, and liability.

   • Description

     Description of the account.

4. In the Refunds panel, do the following:
   1. To add a new refund, click Add. 
   2. Complete the table using the fields noted above.
5. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping
   • To add a debit and credit row for every event code available for each panel, click Add All.
6. Click OK or Apply.

Purpose

Use this procedure to map real estate excise tax (REET) events at the REET rate level for tax districts. You can specify an accounting event for receipt of payment and for receipt of interest so that interest and payments can go to different funds.

If a UGA code that is not event mapped for interest is entered on a property record (in the Identification panel), default event mapping for the None UGA indicator is used.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then, in the REET section, expand a REET rate row and double-click one of the following options: Payment Receipt, Interest Receipt, or Penalty Receipt.

   

3. In the Real Estate Excise Tax Rates – Taxing District dialog box, set up the event mapping for the REET rate by using the following options as required:
   • To add a UGA indicator, click Add.  Then complete or review the following columns of the table for the required debit and credit:

     

     • UGA Code

       The UGA code for the UGA indicator. UGA codes are set up in PACS.ADMIN (Tools > Code File Maintenance > General category > Urban Growth Code).

       If a UGA code that is not event mapped for interest is entered on a property record (in the Identification panel), default event mapping for the None UGA indicator is used.

     • Description

       A description of the fee or component being distributed. For example, Collection or 1% admin fee.

     • Percent of Rate

       The percentage of the REET payment that goes to this description, and that accounts are mapped to. The total percentage of all distribution components must equal 100%.

     • Account Number

       The account the transaction is entered for.

     • Type

       The type indicates which type of account the funds are being distributed to, for example asset, equity, and liability.

     • Account Description

       Description of the account. This account description reflects the account description as seen in the General ledger.

     • To add more accounts for a UGA indicator, click Add. To remove accounts, click Remove.
4. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes.
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping.
   • To add a debit and credit row for every event code available for each panel, click Add All.
5. Click OK or Apply.

Purpose

Use this procedure to map REET account receivable events, penalties, and interest to account numbers.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then, in the REET Global Event Mapping section, double-click REET Global Event Mapping.

   

3. In the REET Global Event Mapping dialog box, map events to accounts by doing the following:
   1. To add a new row, click Add.
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes.
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping.
     • To add a debit and credit row for every event code available for each panel, click Add All.
5. Click OK or Apply.

Purpose

Use this procedure to map refund types to accounts.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then, in the Refund Types section, select a row and click Distribution Details.
3. In the Refund Type dialog box, map accounts to refund process by doing the following:
   1. To add a new row click Add. 
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping
     • To add a debit and credit row for every event code available for each panel, click Add All.
5. Click OK.

Purpose

Use this procedure to map special assessment events to account numbers. Accounts can be mapped for distribution, disbursements, and refunds.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then, in the Special Assessments section, select a row and click Distribution Details.
3. In the Billing panel, map accounts to bill processes by doing the following:

   

   1. To add a new row click Add. 
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. In the Collection panel, map accounts to the payment process by doing the following:
   1. To add a new row click Add. 
   2. Complete the table, using the fields noted above.
5. In the Disbursements panel, map accounts to the disbursements process by doing the following:

   Note There can only be one debit/credit pair for the AP-Billable event.

   1. To add a new row, click Add. 
   2. If you need to use the balance of an account as the maximum that can be disbursed from this levy fund, select Disburse from and select the account.
   3. Complete the table, using the fields noted above.
6. In the Refunds panel, map accounts to refund process by doing the following:
   1. To add a new row click Add. 
   2. Complete the table, using the fields noted above.
7. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping
   • To add a debit and credit row for every event code available for each panel, click Add All.
8. Click OK or Apply.

Purpose

Use this procedure to map levy fund events to account numbers. This process represents the different accounting buckets that the treasurer’s office tracks. Accounts can be mapped for distribution, disbursements, refunds, and real estate excise tax (REET).

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Setup Event Mapping

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping.
2. In the Accounting Event Mapping dialog box, select a year. Then, in the Tax District Levy Funds section, select a row and click Distribution Details.
3. In the Billing panel of the Tax District Levy dialog box, map accounts to bill processes by doing the following:

   

   1. To add a new row click Add.
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

4. In the Collection panel, map accounts to the payment process by doing the following:
   1. To add a new row click Add.
   2. Complete the table, using the fields noted above.
5. In the Disbursements panel, map accounts to the disbursements process by doing the following:

   Note There can only be one debit/credit pair for the AP-Billable event.

   1. To add a new row, click Add.
   2. If you need to use the balance of an account as the maximum that can be disbursed from this levy fund, select Disburse from and select the account.
   3. Complete the table, using the fields noted above.
6. In the Refunds panel, map accounts to refund process by doing the following:
   1. To add a new row click Add.
   2. Complete the table, using the fields noted above.
7. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping
   • To add a debit and credit row for every event code available for each panel, click Add All.
8. Click OK or Apply.

Purpose

Use this procedure to set up a fund number event mapping that can be applied as a template to an existing fund on a selected levy.

This feature expedites the process of entering event mapping when a fund is used in multiple levies.

Procedure

1. In PACS.ADMIN, choose Tools > Code File Maintenance > Fund > Fund Number.
2. Select a fund number and click Edit.

   

3. Select either Current or Delinquent to map either current or delinquent event mappings. Then click Details.
4. In the Fund Number Event Mapping dialog box, enter a description for the mapping.

   

5. In the Billing panel, map accounts to bill processes by doing the following:

   

   1. To add a new row click Add.
   2. Complete the following options as required:
      • Event

        An accounting event.

      • Action

        The type of transaction to be entered in the account.

      • Account Number

        The account the transaction is entered for.

      • Primary

        Select this check box to select this account as the primary account number used for reporting and other purposes.

      • Type

        The type of account, such as accounts payable or cash.

      • Description

        Description of the account.

6. In the Collection panel, map accounts to the payment process by doing the following:
   1. To add a new row click Add.
   2. Complete the table, using the fields noted above.
7. In the Disbursements panel, map accounts to the disbursements process by doing the following:

   Note There can only be one debit/credit pair for the AP-Billable event.

   1. To add a new row, click Add.
   2. If you need to use the balance of an account as the maximum that can be disbursed from this levy fund, select Disburse from and select the account.
   3. Complete the table, using the fields noted above.
8. In the Refunds panel, map accounts to refund process by doing the following:
   1. To add a new row click Add.
   2. Complete the table, using the fields noted above.
9. Use the following options as required:
   • To open the change log for the selected type, agency and tax district combination, click Change Log. For more information, see Reviewing Event Mapping Changes.
   • To run the validate event mapping process, click Validate. For more information, see Validating Event Mapping.
   • To add a debit and credit row for every event code available for each panel, click Add All.
10. Click OK or Apply.

Purpose

Use this procedure to validate the following:

• All events are mapped to an activated account.
• All debits and credits match.
• The vendor and vendor site are setup correctly for tax district levy funds, special assessments and refunds.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Validate Event Mapping

Procedure

• In PACS 9.0, choose Activities > Accounting > Validate Event Mapping.
  • If the data is validation is successful, a message is displayed stating that validation has completed successfully.
  • If validation fails, a message is displayed stating validation failed and a report dialog box is displayed from which you can print the validation report.

Purpose

Use this procedure to copy the entire set of event mapping for a tax district levy fund or special assessment from one year to another.

This process generally occurs after the new year has been created and before bills have been created.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Copy Event Mapping

Procedure

1. In PACS 9.0, choose one of the following:
   • For tax districts – Activities > Accounting > Copy Event Mapping – Tax District.
   • For special assessments – Activities > Accounting > Copy Event Mapping – Special Assessments.
2. In the Copy Account Event Mapping dialog box, complete the following fields:

   

   • From Year

     The year from which to start.

     For an accounting funds transfer, this is the year from which funds are rolled over.

   • To Year

     The year to copy to.

     For an accounting transfer, this is the year that funds are rolled over to.

3. Review one of the following:
   • For tax districts – The Tax District Levy Funds field lists the valid tax district levy funds.
   • For special assessments – The Special Assessments field lists the valid special assessments.
4. Use the following options as required:
   • To add a tax district levy fund/special assessment event, click Add. 
   • To delete a tax district levy fund/special assessments event, click Delete. 
   • To add all the tax district levy fund/special assessment event in the system, click Add All.
5. Click OK.

Purpose

Use this procedure when setting up a new fund to copy the accounting event mapping of an existing fund to the new fund.

This feature can be useful, for example, when setting up funds for annexations.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > Copy Event Mapping

Procedure

1. In PACS 9.0, open a tax district record. In the Levies panel, select a levy and click Details.
2. In the Fund Maintenance section of the Levy Data panel in the Tax District dialog box, select a fund and click Details.

   

3. In the next Tax District dialog box, select Copy Event Mapping at the bottom of the dialog box.

   

4. In the Copy Event Mapping dialog box, select one of the following options:

   

   • Copy Event Mapping for Fund <number> – Use this option to copy either the current or delinquent event mapping of the selected fund by specifying either Current or Delinquent.
   • Copy Event Mapping for the Selected Fund – Use this option to copy the event mapping of another fund by specifying a particular year, tax district, levy, and fund combination.
5. Click OK.

Purpose

Use this procedure to track any changes to the event mapping tables.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Event Mapping > View Event Mapping Change Log

Procedure

1. In PACS 9.0, choose Activities > Accounting > Accounting Event Mapping. Then select an event mapping and click Change Log.
2. Review the following fields:

   

   • Date

     The date the event was added.

   • User

     User who performed the action.

   • Table

     Either the table that was changed, or for mass updates, the table containing the fields to be updated.

   • Field

     Either the field that was changed, or for mass updates, the field to be updated.

   • Before Value

     The previous value of the field.

   • After Value

     The new value of the field.

3. Click OK.