VERSION 3 MODIFICATION #38 July 17, 1997 Page 1 of 3 LIVESCAN TECHNOLOGY CLARIFICATION Modification #3.37, page 3, should have identified LTN as Livescan Tracking Number rather than as state identification number. We apologize for any confusion. The Livescan Tracking Number is entered into the Complaint Number field on the Criminal Court Case Entry screen. CHANGE TO CHECK REGISTER REPORT AND SCREEN The Status fields on the Check Register Report selection screen have been changed to allow only the selection of a status. The three choices are: CLRD, OUTS, and VOID. CASE ACCOUNTING REPORT The Case Accounting Report is a new report that provides DJS users with accounting information for a docketed case. This report gives you the case's account codes and the transaction dates and amounts, and will help you to track a particular receipt or disbursement. Also, this Case Accounting Report can be printed for higher courts if the case is appealed there or for juvenile court if the case is certified juvenile, so that those courts will know the balance due for each account when they have to collect the remaining balance. Moreover, you can print portions of this report for any agency that has specific financial questions about a case. Remember, however, this report was primarily designed for your use. To access the report, select the Office Accounting Menu from the Main Menu. Next, select the option, Case Accounting Report. You must type a docket number on the next screen because the Case Accounting Report provides details of only one case at a time. In addition to printing the report from the Office Accounting Menu, you may print the report by pressing F16 from the Maintain Costs, Enter Payments, Payment Inquiry, Allocation of Funds, Bankruptcy, and Appeal screens. When you select the report to print, you will receive a pop-up window where you choose which section(s) of the report you want to print. If you select all six sections of the report for printing, your report will include small letters in parentheses next to total amounts. (If only portions of the report were selected for printing, the report will not include the letters.) The letters enable you to reference the total amounts to other sections of the report. More information on these cross reference letters will follow in the Verification Formulas section. To begin, print a Case Accounting Report from one of your cases so that you can follow along. MODIFICATION #3.38 July 17, 1997 Page 2 of 3 Case Account Summary and Escrow Account Summary Section The Case Account Summary and Escrow Account Summary summarize each account that makes up the case balance. The account codes, description, case due, case paid-in, case adjustments, and case balance print in this section. The escrow account summary part of this section shows summaries of escrow activity. You will notice similarities between this section of the report and the Allocation of Funds screen. Some outside agencies, such as Juvenile Court or Common Pleas Court, may need only this section of the report. In other words, printing just this section may give the courts all the required information for them to finish collecting and disbursing money. Disbursement Detail Section Disbursement Detail categorizes each account and details when the account was added to the balance, when payments were applied to the account, and when monies were disbursed from the account. As an example, this section will show when JCP was added to the case, and it will show when money was receipted or applied to the JCP account. In addition, this section will show the date and check number where the JCP was disbursed to the Department of Revenue. Any voids or adjustments that affected the account will also show in this section. Receipt Section The Receipt Section provides detail about payments. Receipt number, receipt date, and remitter's name are identified. The last three columns in this section show the total daily deposit amount, deposit date, and deposit status of the particular deposit that included the payment. Also included in the Receipt Section are the column headings "Case Amount," "Bail/Coll Amount," and "Other Escrow." The "Case Amount" shows payments applied to the case balance. In other words, these payments reduce the balance. The "Bail/Coll" column shows money receipted as EBL or ECOL. The third column, "Other Escrow" is reserved for payments applied to restitution and server fees. As you know, restitution and server fees are part of the case balance amount and, at the same time, are still escrow accounts. Therefore, amounts applied to restitution and server fees are included in the first column, "Case Amount," but, in order to make the report balance, the restitution and server fees also have to be included in the "Other Escrow" column. To determine the total amount receipted MODIFICATION #3.38 July 17, 1997 Page 3 of 3 on a case, add only the first two columns ("Case Amount" and "Bail/Coll Amount"). Otherwise, server fees and restitution amounts will be totaled twice. Adjustment Section Adjustments are non monetary actions that reduce the case balance. The Adjustment section of the report includes accounting adjustments of CBA (case balance adjustment) JAIL, (jail time compensation), CSRV (community service) and CFD (foreign currency). Referring a server to the county will also be an adjustment to the case balance. Another adjustment that reduces the case balance is a refund following a successful appeal. Check Section The Check section shows any checks issued from the case. These include master account checks, restitution checks, server checks, and refund checks. The check number, amount disbursed from the case, date created, and payee will print. Please note that, if the check is a master account check or a server check, the total amount of the check shows since these types of checks may include other cases. Case Accounting Verification Formula Section The Case Accounting Verification Formula section pulls together the information from the other five sections. Here, small letters display to help you find where amounts are located on the report. The three formulas are for the case-side, bail/collateral-side, and other escrow (restitution and server fees). If the amounts in the Verification Formula do not balance, an error message will display in the heading of the report. The message reads "Case out of balance. Call the Help Desk." This message indicates that a problem may exist and that you may need assistance in resolving it. When a case is out-of-balance, the amounts in the different sections that should agree with each other are not in agreement. For instance, Letter B in the Case Account Summary Section must equal Letter B in the Receipt Section. Also, Letter B in the Accounting Verification Section must be correct, or the ending balance will appear wrong. Any discrepancies in amounts will produce the error message.