Implementing Automated Payment System (APS) for Local...

v2.0 (Beta) |

Implementing Automated Payment System (APS) for

Local Authorities in Sri Lanka A User’s Guide to the Assessment Revenue

Application

v2.0 (Beta)

An initiative of

Local Economic Governance (LEG) Program of The Asia Foundation

Financial Assistance by

Department of Foreign Affairs and Trade of Australia

Developed by Egait (Pvt) Ltd

1 | P a g e Assessment Revenue Application v2.0(Beta)

The Asia Foundation Local Economic Governance (LEG) Program

Table of Contents

Chapter 1: Introduction ......................................................................................... 3

1.1 Product Overview ............................................................................................................................... 3

1.2 Main Features. .................................................................................................................................... 4

Chapter 2: Login ..................................................................................................... 5

2.1 Log in as Administrator ....................................................................................................................... 5

Chapter 3: Data Entry ............................................................................................ 8

3.1 Dash Board .......................................................................................................................................... 8

3.2 Create Property ................................................................................................................................... 9

3.2.1 Edit Created Property Type ...................................................................................................... 10

3.3 Create Wards .................................................................................................................................... 11

3.3.1 Edit Created Property Type ...................................................................................................... 12

3.4 Create Roads .................................................................................................................................... 12

3.4.1 Edit/Delete Created Road ....................................................................................................... 13

3.5 Create Tax Rates ............................................................................................................................... 13

3.5.1 Edit Created Tax Rate .............................................................................................................. 15

3.6 Create Property ................................................................................................................................. 15

3.6.1 Enter Annual and Arrays Values and Edit Values of Property .................................................. 17

3.7 Revalue the Property ........................................................................................................................ 20

3.7.1 Enter Ownership Change ........................................................................................................... 20

3.7.2 Enter Sub Division ...................................................................................................................... 24

3.7.3 Enter Amalgamation .................................................................................................................. 27

3.7.4 Enter Revaluation ....................................................................................................................... 31

3.7.5 Administrator Officer Approval.................................................................................................. 34

Chapter 4: Payments ............................................................................................ 38

4.1 Make Arrears Payments .................................................................................................................... 38

4.2 Make Tax Payments .......................................................................................................................... 42

4.3 Cancel Receipts ................................................................................................................................ 45

Chapter 5: Reports ............................................................................................... 48

5.1 View Reports .................................................................................................................................... 48

Chapter 6: Segregation of Duties ......................................................................... 50

6.1 Set the segregation of duties for new user ....................................................................................... 50

6.2 Backup ............................................................................................................................................... 53

6.3 Detaining Officers ............................................................................................................................. 55

Chapter 7: Cheques .............................................................................................. 58

Chapter 8: Financial Institution ............................................................................ 59

Chapter 1: Introduction

1.1 Product Overview

The Automated Payment System (APS) for Assessment Tax Revenue is an innovation introduced by The

Asia Foundation under its Local Economic Governance (LEG) Program, with the financial assistance from

Department of Foreign Affairs and Trade of Australia through Australian Aid and developed by Egait

(Private) Limited. One of the key activities of LEG Program is to improve customer friendliness in the

payment systems of the Local Authorities (LAs) in order to reduce the delay experienced by citizens in

making payments and to increase the efficiency of processing all payment- related records by the LA

staff. Payments for both the revenue streams in the LA, namely, assessment rates and miscellaneous

revenue sources are considered under the APS. The key features of this piloting phase of the APS are:

Development of a web-based software application covering both assessment rates and

miscellaneous revenue sources for LAs

Assessment of IT infrastructure requirement of LAs to successfully implement the developed

software

Data entry of all records, mainly the assessment tax data related to all the properties

Testing of the software application and correction of data entered

Launching of the software application for public use

Support for the operation and maintenance of the payment system

This manual is prepared to assist the users of this Automated Payment System, especially for making

Assessment Tax revenue in the LAs. The main objective of this manual is to give clear instructions on

how to use the system in LAs for the intended users of both categories, namely:

1. Direct users who engage in the receiving and processing the payments such as Management

Assistants of the revenue section

2. Indirect users who could use this system to support their decision making such as

Mayor/Chairman, Commissioner/Secretary and Accountant/Chief Management Assistant

responsible for revenue.

1.2 Main Features.

Create and Edit/Update Ward, Road, Property

Enter Owner, Tenants information as well as Edit/Update

Set , Edit and Update Tax Rates

Set , Edit and Update Arrears

Five type searching method of properties

Customer credit account management.

Four type of report generation.

Issue and cancel receipts

Segregation of duties

Attractive user interface

Chapter 2: Login

2.1 Log in as Administrator After the successful deployment of the AR-Software, software itself has a default Administrator user name and the password. Username: administrator@ar-soft.com Password: admin

figure 2.1.1

Step 1: Enter default user name and password and Click login button after your successful login, you

can configure and manage your Profile by using Administrator: My Account Window (figure 2.1.2).

figure 2.1.2

In this window (figure 2.1.2), You can change your Title , First Name You have to select a Security

question and give answer for retrieving your password if you lost it.

Step 2: After the necessary changes at My Account window Click Update Button

Soon after update button is pressed figure 2.1.3 will appear

figure 2.1.3

In this window (figure 2.1.3) you can change the default password (admin) into your own password

Step 3: After set the new password click Update button.

figure 2.1.4

Step 4: logo out by moving the cursor over the right side top corner icon and select Logout

Chapter 3: Data Entry

3.1 Dash Board

Figure 3.1.1

Button Name Function

Property Type Create, Edit and View Property Type

Wards Create, Edit and View Property Wards

Roads Create, Edit and View Property Wards

Tax Rates Create, Edit and View Tax Rates

Property Create Properties, Set Owner info, Tenants info, Annual, Arrears values and Edit, View those information

Search Property Properties are searched by using various searching methods. * Assessment Number ( Old and New ) Search

* Account Number search * Ward Road Filtration * Nic Number Search

* Address Search

Search Receipt View, Cancel Receipt

3.2 Create Property

Step 1. From the Dash Board click the Property Types Icon

Figure 3.2.1

Step 2. From Property Type Window click Create New button

Figure 3.2.2

Step 3. Type the details of the Property Type in the Create New Property Type Area and Click Submit

Button

Figure 3.2.3

Property type number : Two digits [e.g. 90 ]

Property Type: [e.g. ABC Land, Resident, Commercial]

Description: Optional Fields [e.g. Sample data]

3.2.1 Edit Created Property Type

Step 1. Navigate Dash Board -> Property Type and click Edit icon form controls column against the item

you try to edit

Figure 3.2.1.1

Step 2. The property details will be shown in Update Property Type Area, Edit the details and click

Update button

Figure 3.2.1.2

3.3 Create Wards

Step 1. From the Dash Board click the Words Icon

Figure 3.3.1

Step 2. From Places: Wards Window click Create New button

Figure 3.3.2

Step 3. Type the details of the wards in the Create New Ward area and click Submit Button

Figure 3.3.3

Ward Number : Two digits [e.g. - 06 ]

Ward Name: [e.g. Kalmunai-01, Ampara town, Nallur]

Description: Optional Fields

3.3.1 Edit Created Property Type

Navigate Dash Board->Wards and rest is same as ( 3.2.1 Edit Created Property Type )

3.4 Create Roads

Step 1. From the Dash Board click the Roads Icon

Figure 3.4.1

Step 2.From Places: Roads Window click Create New button

Figure 3.4.2

Step 3. Type the details of the road in the Create New Road area and click Submit Button

Figure 3.4.2

Ward : Select the relevant ward for the road [e.g. - ABC Ward ]

Road Number: Alpha numeric character length is four [e.g. A@12]

Road Name: [e.g. - ABC Road ] and Description: Optional Fields

3.4.1 Edit/Delete Created Road

Navigate Dash Board->Road

For Edit is same as ( 3.2.1 Edit Created Property Type )

For Delete click icon "x" on Controls column and it will ask the confirmation from you (yes/no) if you

click yes the relevant road will be deleted.

3.5 Create Tax Rates

Step 1. From the Dash Board click the Tax Rates Icon

Figure 3.5.1

Step 2.From RATES: TAX Window click Create New button

Figure 3.5.2

Step 3. In Create New Tax Rate Window, to set the Tax Rates for indented property type you have to

Select The Relevant Ward, Property Type and type the year and Click Check Button

Figure 3.5.3

Step 4. Enter Annual Tax Percentage [e.g. - 10.00 ]. *Typed Annual Tax value will be applied all four

Quarters and you can edit the Quarters Tax Value individually by entering Quarter Tax Value in the

appropriate Quarter text box.

Figure 3.5.4

Step 5. Enter Annual Discount Percentage [e.g. - 15.00 ]. and Annual Discount Date *Typed Annual

Discount Percentage will be applied all four Quarters and you can edit the Quarters Annual Discount

Percentage individually by entering Quarter Discount Percentage in the appropriate Quarter text box.

likewise you can change the Quarterly Discount date also.

Figure 3.5.5

Step 6. Enter Annual Warrant Percentage [e.g. - 5.00 ]. and Annual Warrant Date *Typed Annual

Warrant Percentage will be applied all four Quarters and you can edit the Quarters Warrant Discount

Percentage individually by entering Quarter Warrant Percentage in the appropriate Quarter text box.

likewise you can change the Quarterly Warrant date also.

Figure 3.5.6

3.5.1 Edit Created Tax Rate

Navigate Dash Board->Tax Rates click the edit button shown in the figure 3.5.1.1 and there will be a

new window called Update Tax Rate. in this new window you can change you rates and dates of tax

and click Update Button end of the form

Figure 3.5.1.1

3.6 Create Property

Step 1. From the Dash Board click the Property Icon

Figure 3.6.1

Step 2.From PRPERTIES Window click Create New button

Figure 3.6.2

Step 3. In the Create New Property Window you have to Select the property location by selecting the

Property Type, Ward And Road and Enter OLD Number, NEW Number, Address, ( Old and New)

Assessment Number and Description.

Figure 3.6.3

Step 4. In this Ownership Info subsection you have to enter the details of the first owner / Present

owner by selecting the Mode.

Press Submit button to create the property

Figure 3.6.4

3.6.1 Enter Annual and Arrays Values and Edit Values of Property

Figure 3.6.1.1

3.6.1.1 Enter Annual Value

Step 1. Navigate Dash Board -> Property . you will find a window called PROPERTIES (Figure 3.6.1.1) Click Enter Annual Value button referred as number 1 in the figure 3.6.1.1.

figure 3.6.1.1.1

Step 2. In this window (figure 3.6.1.1.1) you can enter the year and the value of the property and Click

Submit button.

figure 3.6.1.1.2

Step 3. You can edit/delete the value of Annual Value in the same window.

3.6.1.2 Enter Arrears Value

Step 1. Click Enter Arrears Value button referred as number 2 in the figure 3.6.1.1. Enter the value and

the year then Click Submit Button

Figure 3.3.1.2.1

Step 2. To enter new arrears for another year you have to click New Arrears Value link referred as

number 1 in Figure 3.3.1.2.1

3.6.1.2 Enter Tenants Info

Step 1. Click Tenants Info button referred as number 3 in the figure 3.6.1.1.

Figure 3.6.1.2.1

Step 2. Click Add New Tenants Information link

Figure 3.6.1.2.2

3. Enter the relevant information about Tenant and click Submit button

3.7 Revalue the Property

3.7.1 Enter Ownership Change

Click properties->Ownership change .it will take you to figure 3.7.1.1.

Figure 3.7.1.1

Click create new button and you will get figure 3.7.1.2

Figure 3.7.1.2

Here choose the property (figure 3.7.1.3) change the owner of the property and choose the admin

officer who has to approve the ownership change and submit. So until you receive the approval, the

property’s ownership will never change.

Figure 3.7.1.3

Figure 3.7.1.4

3.7.2 Enter Sub Division

Click properties->sub division .it will take you to figure 3.7.2.1.

Figure 3.7.2.1

Figure 3.7.2.2

Figure 3.7.2.3

Here choose the property (figure 3.7.2.3) to divide. Then select sub properties which will comes as new

property by this sub division. After you add all choose the admin officer who has to approve the sub

division and submit. So until you receive the approval, the property’s sub division will never get active.

Figure 3.7.2.3

Figure 3.7.2.4

3.7.3 Enter Amalgamation

Click properties->Amalgamation .it will take you to figure 3.7.3.1.

Figure 3.7.3.1

Figure 3.7.3.2

Figure 3.7.3.3

Here choose the main property (figure 3.7.3.3) to merge. Then select sub properties which will add to

the main property and comes as one. After you add all choose the admin officer who has to approve the

Amalgamation and submit. So until you receive the approval, the property’s Amalgamation will never

get active.

Figure 3.7.3.4

Figure 3.7.3.5

3.7.4 Enter Revaluation

Click properties->Revaluation .it will take you to figure 3.7.4.1.

Figure 3.7.4.1

Figure 3.7.4.2

Figure 3.7.4.3

Here choose the property (figure 3.7.4.3) change the Value of the property and choose the admin officer

who has to approve the revaluation of the property and submit. So until you receive the approval, the

property’s revaluation will never change.

Figure 3.7.4.4

3.7.5 Administrator Officer Approval

When admin officer login into the system he will get the notifications that needs his approval for any

changes (sub division or amalgamation or revaluation or ownership change). So when he clicks

notifications (figure 3.7.5.2) it will take him to figure 3.7.5.2. Then he has to select the related tab to list

all requests under that category (ex: sub division) which is shown in figure 3.7.5.3.

Figure 3.7.5.1

Figure 3.7.5.2

Figure 3.7.5.3

To approve the request admin officer has to click details button (figure 3.7.5.4).

Figure 3.7.5.4

Administrator officer can view the details (figure 3.7.5.5) of the property by clicking property button.

Figure 3.7.5.5

Chapter 4: Payments

To make the tax payment of the property you have to search the Property from the database by using

the customer information. in our software the search panel (figure 4.1) having various type of search

methods

Search methods are:

1. Account No

2. NIC Number

3. Old and New Assessment Number

4. Address

5. ward and road filtration

Figure 4.1

4.1 Make Arrears Payments

Step 1. Search the property by one of the searching method e.g. you can enter the NIC number of the

customer in the NIC text box and click Search button.

Figure 4.1.1

In this result window (Figure 4.1.1) you can do following actions

Annual Value Button - View/ update the Annual value.

Arrears Value Button - View/ update the Arrears value.

Ownership Button - View/ update the Ownership Information.

Tenants Button - View/ update the Ownership Information.

Payment Button - Make Annually, Quarterly and Arrears Payments

Receipts - View and Cancel the given Receipts

Credit Account - View/update the Credit Values

Step 2. click Payment button. in figure 4.1.1

Figure 4.1.2

Step 3. Click Show Payment Details

Figure 4.1.3

Step 4. Click Drop down list Select a Year / Arrears and select arrears option and click Show Receipt

* First you have to check the Arrears. if the Arrears Values is there you have to make the payment for

Arrears initially. if you try to pay the tax with having arrears pending, the system won't allow to make

the payment of tax

Figure 4.1.4

Step 5. Enter the amount which is to be paid by the customers in the Payment text Box e.g. 10,000 and

Click Calculate Payments.

Figure 4.1.6

Step 7. you can give the 2000.00. balance to customer or you can credit the balance money in the

customer's account by selecting the radio button Credit into Customer Account for Future Payments.

Click Make Payments.

Figure 4.7

Step 8. Click Print Receipt button to take print out.

* This is the Receipt layout

4.2 Make Tax Payments

Figure 4.8

Step 1. Navigate same as Arrears Payment method but select the Yearly Assessment Value and

Quarterly Payments at this point (Figure 4.8) and click Show Receipt

Figure 4.9

Step 2. Enter the payment value in the Yellow Payment Text box and Click Payment Next

Figure 4.10

Step 3. If you have balance in cents you can put the balance Credit into Customer Account for Future

Payments by selecting the radio button and click Make Payment button

Figure 4.11

Step 4. Click Print Receipt button to take print out

Figure 4.12

4.3 Cancel Receipts

Step 1. Navigate Dash Board -> Search Property ( e.g. Using NIC Number Search ) -> click Receipts

Button

Figure 4.3.1

Step 2. Click Cancel Receipt button.

Figure 4.3.2

Step 3. Click Cancel this Receipt button

Figure 4.3.3

Chapter 5: Reports

5.1 View Reports

AR-software has four type of reports

1. Property Detail

2. Arrears List

3. Daily Payment Receipts

3. Monthly Recover Report

Step 1. Click Tools -> Report link on menu bar

Step2. You can select appropriate selection for intended report and click View Reports button

The Asia Foundation Local Economic Governance (LEG) Program Figure

Chapter 6: Segregation of Duties

Segregation of duties (SoD) is the concept of having more than one person required to complete a task.

In business the separation by sharing of more than one individual in one single task is an internal control

intended to prevent fraud and error.

6.1 Set the segregation of duties for new user

Step 1. Log in as a Administrator and click this icon on the top corner and click User Settings.

Figure 6.1.1

Step 2. in the ADMINISTRATOR: SETTINGS window click Create New

Figure 6.1.2

Step 3. In the Create New Account area enter the information of the new user account and also you can

set the account alive period.

Figure 6.1.3

Step 3. you can select one of the admin type ( Authorization Level ) according to their user role by

selecting the radio button and click submit button ( e.g. if you set admin type as Front Desk this

account is authorized for only view the data ) only the Admin type Mayor has full Authorization to any

activity inside the AR-Software Domain.

Figure 6.1.4

6.2 Backup

Figure 6.2.1

Click the backup button to take a backup of the system. Then click stat process to start backup process.

Figure 6.2.2

Now you can see process at figure 6.2.3

Figure 6.2.3

Then save the backup(compressed) file to complete the process.

Figure 6.2.4

6.3 Detaining Officers Once you click detaining officer in figure 6.2.1, you will get a form like figure 6.3.1.

Figure 6.3.1

Create new detaining officer by clicking create new button and fill out the form like figure 6.3.2.

Figure 6.3.2

After submit the form. You will get a success message like figure 6.3.3

Figure 6.3.3

Chapter 7: Cheques

You can list down the cheques here

Chapter 8: Financial Institution

Here you can list down the financial institutions

Here you can create new financial institution

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