Alaska Restitution Module

Victim information is stored in the Account folder.  A Victim can be associated with only one account, but 1 account can have many victims.  

In this section we will discuss:

• Adding a Victim to the system, manually or electronic
• Viewing Victim information
• Victim payments
• Actions to perform on the Victim Folder
• Disbursements
• Searching for a Victim
• Reports

Adding a Victim
Manual entry of a Victim will happen from the Account Folder of a Debtor. 

Step 1:  Open the Debtor that owes Restitution to your Victim

Step 2:  Double Click the Account to open the Account folder that applies to this Victim.
Step 3:  Click New Victim on the Account Action Panel

Step 4:  Enter Victim information-

4a- Demographic information

4b- Owing amount- total amount owed to the Victim

4c- Disbursement Override Date- This date will disburse any amounts applied     that have not yet been disbursed.  This will override any minimum balance holds or payment type holds.

4d- Claim number- number assigned to the victim for identification

4e- Disbursal priority- this will determine priority for disbursement of payments if the debtor has more than one victim.

Step 5:  Click OK to save.

Step 6:  The Account Folder will now have a “Victims”

Step 7:  Double Click on the Victim’s name to open up the Victim Folder.

Electronic Import of Victims- if you have a file of Victim information you can electronically import this into Revenue Results. 

Step 1:  Navigate to Administration< Other< Define Import Templates to set up the import map of data.

Step 2:  Choose Victim in the Import type drop down list

Step 3:  Select New, and provide Template Name and Description

Step 4:  Follow all steps of Import set up to define your Victim Import file, for further instructions see Import Section.

Step 5:  Click Operations < Import < Victims

Step 6:  Select you template from the drop-down list.

Step 7:  Navigate to the file location you need and Click OK to begin the import.  A confirmation will display with results when the file is loaded.
 

 

Viewing Victim Information-

Account Folder
If a victim has been assigned to a Debtor’s Account you will now see a Victim Tab at the bottom of the Account screen.

Victim Tab 

• This tab contains all the Victim demographic information and Victim Summary of amount owing, Amount Paid, Adjusted, and Disbursed/Undisbursed amount.

Account Actions Panel will also now contain Victim options
New Victim - add a new victim for this account

Spread Payments - this is useful if a payment is made to an account before the victim is setup.  This option will allow the payments to apply to the victim later.

      Step 1:  Click on Spread Payment from the Account Action Panel.

      Step 2:  Select a past payment that you would like to allocate to the victim.  Use Select   all or Select none as needed.

      Step 3:  Click OK to save.
      Step 4:  Now you will see the $ amount chosen will show as an undisbursed amount on   the Victim Folder.

 

Victim Folder
To open the Victim Folder, double click the Victim Name on the bottom of the tab in the Account Folder.  You will then see 3 tabs within the Victim Folder

• Main Information Tab- you will notice more in depth information about the Victim
• Notes Tab- show the notes specific to the Victim
• Victim Info Tab- shows more information such as entered date, and last updated.

 

Victim Actions Panel
Here you will see a series of action to perform on this Victim.

New Victim - Manually add an additional Victim to this account.  Click here to learn more about manually adding a New Victim.

Edit Victim  - Edit any Demographic or Owing information for this Victim
Step 1:    Click on Edit Victim on the Victim folder Action Panel

            Step 2:  Update or add Victim information as needed.

Step 3:  Click OK to save.   Any changes you have made will immediately be       seen on the screen and will show in the Victim Notes tab.

 

Delete Victim -
In order to delete a Victim you must be logged in as the Administrator password.   Also, a Victim must have received the full dis

Add Note - this will add a Note specific to the Victim only.  Notes can be seen on the Notes Tab in the victim folder.

            Step 1:  Click on Add Note

Step 2:  Add note and Click OK to save.

            Step 3:  you will now see your User Note in the Notes tab.  Notes are date, time and User stamped.

 

Spread Payments - spread a previously made payment to be disbursed to the victim.  This is also available on the Account Folder Action panel.

            Step 1:  Click on Spread Payments from Action Panel

            Step 2:  Select the past payment made by the debtor that you would like to         disburse to the Victim.  Check mark the selected one, or use Select All/ Select    None as needed.

            Step 3:  Click OK to save.  You will now see this amount on Victim folder as       Undisbursed.  To learn about Disbursing the money to the victim click here.

View Victim Financial History - a report that Owing amount and any payments made to the Victim

            Step 1:  Click View Victim financial History from Victim Folder Action Panel.

Step 3:  Print as needed or Right mouse click to Export the document to another             source, such as Word, Excel, HTML or PDF.

Letter Request - Print letters to mail to the Victim.  To learn more about setting up a Victim Letter click here.

            Step 1:  Select Letter Request from the Victim Folder Action Panel.

            Step 2:  Select the letter you would like to send from the list and the Accounts for           this letter.  The Victim primary address will be selected by default, and you can also select your printer.

            Step 3:  Select Print and you will be given the option to Print Now or print Later.

*Print Later will place the letter into the Correspondence Print Queue and you can print this at a later time.  To learn more about the Print Queue click here.

            Step 4:  Click OK

 

Payment Transfer - Transfer payment from one Victim to another Victim on the same account with this option.  
*If you need to transfer a payment to a different ACCOUNT than you will not use    this option.  You will reverse the payment and reapply it to the correct account.

 

• • Click Payment Transfer
  • Select payment to Transfer, use Select All or Select None as needed.
  • Select the Victim to transfer the payment to.
  • Click OK
  • Click Save and do another if you have another transfer to do.

 

 

Victim Payment Steps: 
A debtor has an Account, and the Account has Victims associated with it for Restitution.

Step 1:  The Debtor makes a payment on their Account

• • Open Debtor folder
  • Click Enter Payments
  • Choose the $ amount and account for payment to apply.
  • Click OK to save.

                  **To see full details on Entering Payments, click here.

Step 2:  If a Victim is setup and Associated with the Account prior to payment.

• • Payment will apply automatically to the Account
  • Payment will apply automatically to Victim based Administrative Victim set up.
  • Disbursement will happen based on rules defined in Victim set up
  • View Victim Summary on Account Folder to see the Paid Amount and Undisbursed amount
  • Operations <Victim < Victim Disbursement when you are ready to generate file          for checks.

Step 3:  If the Victim is not setup on Account at time of payment-

• Payment was made by Debtor to Account
• Determined that a Victim is associated with Account later
• Add Victim to the Account
• Choose Spread Payment on Account Folder Actions and follow the steps outlined in Spread payments area.
• Payment will now be applied to Victim
• See Victim Summary to see Paid Amount and Undisbursed amount
• Follow steps to generate Disbursement file when needed.

 
Operations Menu- Victim Options
The operations menu has a few other useful Victim options
Navigate to Operations < Victim and you will find the following options:

Victim Adjustments - add a positive or Negative adjustment to the Victim total.  This might happen from a judge’s ruling or another reason.

      Step 1:  Navigate to Operations > Victim > Victim Adjustments

      Step 2:  Select Reason for Adjustment from drop down listing and select a Posting Date.

Step 3:  Select Positive or Negative Adjustment and a comment if necessary.  Comment will display in the Line Item detail and the notes.

     

      Step 3:  Give the total Adjustment amount dollars and apply the dollar to the Victim in the            “Allocation” column.

***OK button will not active until full adjustment amount has been applied.

      Step 4: Click OK to save.

Spread Payments - this is the same option available on Victim Actions bar.  It will allow you to spread a previously made debtor payment to be disbursed to the Victim.  To learn how to spread payments, click here.

 

Payment Transfer - same option available on Victim Actions bar.  Transfer payment from one Victim to another Victim on the same account with this option.  
*If you need to transfer a payment to a different ACCOUNT than you will not use this option.  You will reverse the payment and reapply it to the correct account.
**This feature will be operational in a future version of Revenue Results.

 

Victim Disbursements-
Disbursements are made to victims at set times based on setup in the administrative areas.  Money is held for specific balance, specific number of days, or a pre-determined date.  When you select this option it will run a report or electronic file, and from this the actual disbursement checks can be created.

 

Step 1:  Navigate to Operations < Victim < Victim Disbursements.

Step 2:  √ “Create an electronic disbursement file” or de-select if you would like a report instead.

Step 3:  √ “Show payments not available for disbursement” if necessary. This will show the payments that have not meet their specific time frame yet.

Step 4:  Use Select All or Unselect All as needed

Step 5:  Click OK.
Electronic: An electronic disbursement file completion prompt will appear if you selected             this option.  It will show the # of lines added to electronic file.
Report:  If you did not select the electronic method it will create a Report that you can     print out that will look similar to this.

Step 6:  you will now see the “Disbursed Amount” on the Victim Summary Account Folder or on the Victim Folder.  It will show the dollars that Revenue Results has recognized as being “Disbursed” based on the processing this Victim Disbursement.

 

Disbursement Reversal
This reverses a disbursement that has already been done for a Victim.

Step 1:  Navigate to Operations > Victim > Disbursement Reversal

Step 2:  Select Disbursement to reverse with a check mark

Step 3:  Click OK to save.  This will reverse the Disbursed amount and put it back into “Undisbursed”.

View Victim Financial Transaction History - same option is available on Victim Actions bar.  This will track all financial transactions to the victims account.  The report includes: payments, adjustments, disbursements, reversals, and transfers.

 

Searching for a Victim
In the Search panel you will now have the option to search directly for a Victim

Step 1:  Navigate to Search Panel (usually on the left side of the screen, but you can go to View Search Panel if you do not see it).  To learn more about Panel placement, click here.

Step 2:  Select Search type from Debtor, Account, or Victim.

Step 3:  Select Field to search as you do normally

Step 4:  The search results will display with Victim on Left and Debtor on the right.

Step 5:  Double Click to open the Victim Folder
*this will also open the Debtor folder and the Account Folder related to this Victim.

 

Define Victim Searches
This area will define the Fields that you would like to use to search for your Victims.  In the Victim search you have a default list of fields, but you can rearrange those and add to them.

Step 1:  Navigate to Administration > Other >Define Searches

Step 2:  Select Victim from the list of choices.

Step 3:  Use the arrows to reorder the fields listed as needed.

Step 4:  Add additional fields as needed.  Click in the field column first to choose from options and then Name column to give it a display name.

Step 5:  Click Ok to save and this new order or field will be listed in the Search panel.

 

 

Victim Reports
There are 5 reports included with the Victim Restitution Module.  They are:

• Victim Payment
• Victim Adjustment
• Victim Disbursement
• Victim Disbursement Reversal
• Victim Undisbursed Payments

 

Victim Payment Report
This will display payments posted to Victims in a specific date range.  This report is sorted by account and by victim.

Step 1:  Navigate to Reports < Victim Reports < Victim Payment

Step 2:  Select Date Range and Run Report

Step 3:  the report will look similar to this

Step 4:  Print Report as necessary

 

Victim Adjustment Report
This will display any adjustments that have been made to Victims in a specific date range.

Step 1:  Navigate to Reports < Victim Reports < Victim Payment

Step 2:  Select Date Range and Run Report
*Notice Adjustment Reason is included in the file.

Step 3:  The report will look similar to this.

Step 4:  Print Report as necessary

 

Victim Disbursement Report
This will display all disbursements made to Victims in a specific date range.

Step 1:  Navigate to Reports < Victim Reports < Victim Disbursement Report

Step 2:  Select Date Range and Run Report

Step 3:  The report will look similar to this.

Step 4:  Print Report as necessary.

 

Victim Disbursement Reversal Report
This will display all disbursement reversals to Victims in a specific date range.

Step 1:  Navigate to Reports < Victim Reports < Victim Disbursement Reversal

Step 2:  Select Date Range and Run Report

Step 3:  The report will look similar to this.

Step 4:  Print report as necessary.

 

Undisbursed Payment Report
This will display a list of payments that have not yet been disbursed, including the reason.

Step 1:  Navigate to Reports < Victim Reports< Undisbursed payment report

Step 2:  Run Report

Step 3:  The report will look similar to this

Other Vistim Restitution Information:

• Set up of Victim Restitution functions
• Victim Restitution Custom Fields
• Setup of Victim Templates
• Victim Letters