220.127.116.11 Manual Entry and Import of Arrears
Level of expertise required for this Chapter: Intermediate; specifically for LUPMIS @ TCPD
Arrears are debts from previous years. They can be included in the new invoices or can be ignored. This choice is made at the definition of fee-fixing (see Chapter 18.104.22.168 Fee-fixing).
If arrears are considered in the debts calculation, they have to be entered in LUPMIS either through a manual entry or through import from a file with the arrears.
A) Manual entry
For a very few arrears to be entered you can choose the manual entry. Enter the UPN or SubUPN of the property (or business) to define a new 'payment', eventhough it is a debt (a kind of a negative payment).
Revenue > Entry > Payment: Property (or Business) > Enter UPN > Continue
> Enter only the amount of arrears in GHc (of the previous year, of course). Don't enter any other figures or values in this screen, and Save Payment.
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B) Import of arrears from a CSV file (from Excel)
You have to prepare an Excel file with following columns:
- UPN (and SubUPN, if applicable) (in column A [and B])
- Amount of arrears (in GHc) (in column E for payment)
- Word 'Property' or 'Business' (in column F)
- Word 'Arrears' (in column G)
- Year from when arrears is dating back (e.g. for the assessment in 2015, enter arrears year 2014) (in column O)
- Word 'Payment' in a control column at the right side (in column P)
- Control number -99 in the the very last column (column; R)
This will set the arrears as debit for the date of December 31.
It has to be saved as a CSV file with '_field_data' in its file name.
This special import can be called by ticking the box at the selection screen.