S41
File Activation – Add Order and Terms
Purposes:
This screen allows the MIMS user to add the order
and terms to a file that is being registered.
**** Note:
If there are multiple terms or terms that need to be backdated, DO NOT
add them through the wizard. Use the file Orders tab.
Prerequisites:
1.
MIMS
user must have applicable security authorization to view and update files.
The
following groups have access to this screen:
· Registration Agents
·
Supervisors/Team
Leads (Registration)
· System Administration
Screens
S39
– Search for Incomplete File - Criteria
S50
– Activation Wizard Maintain File Status
S52
– Activation Wizard Relate Parties to File
S51 – Activation Wizard
Affidavit of Arrears
S42 – Activation Wizard Order
and Terms
Helpful Hints:
·
Activation
Wizard is used only for Incomplete files. If a file is closed and needs to be
reopened the file status must be changed to Incomplete before entering the
wizard.
·
Only
one order/terms can be added through the wizard. If there is more than one
order/terms related to the file, it must be added prior to entering the wizard.
·
When
activating the file, if there is more than one order/terms that must be
backdated, it must be done prior to entering the wizard.
Procedure:
Add a New Order
1.
To
add a new order; complete the fields in the Add/Update Order Information
area. Descriptions of fields are
provided further down in this document.
· If the order type of
‘Creditor Variation’ or ‘Debtor Variation’ is selected, the system will
automatically generate and print the L9 – Variation Order Processed Letter.
· If the new order is a filed
order with a court code of Queen’s Bench, the system will automatically generate
and print the L86 – Family Court Confirmation of QB Filing letter.
2.
The
CLEAR button can be clicked to clear the information entered before saving.
3.
Click
the SAVE button to save the order information to the file.
Update a New Order
4.
To
update existing order information, change the information in the fields in the
Add/Update Order Information area.
Descriptions of fields are provided further down in this document.
5.
The
CLEAR button can be clicked to clear the information entered before saving.
6.
Click
the SAVE button to save the updated order information to the file.
Delete Order
7.
Select
an order and then click the ‘Delete Order’ button. . A confirmation message
will display, click OK to delete the order.
Note: This button is only
available when an existing order is selected that has no terms related to it.
Add New Order Term
8.
To
add a new Order TERM select the row hyperlink for the Order and then complete
the fields in the Add/Update Order Terms area.
Descriptions of fields are provided further down in this document.
9.
The
CLEAR button can be clicked to clear the information entered before saving.
10.
Click
the SAVE button to save the term information to the order.
Update An Existing Order Term
11.
To
update an existing term, click on the row hyperlink for the term and then
complete the fields in the Add/Update Order Terms area. Descriptions of fields are provided further
down in this document.
12.
The
CLEAR button can be clicked to clear the information entered before saving.
13.
Click
the SAVE button to save the updated term information to the order. OR
14.
Click
the SAVE + NEXT button to save the updated term information to the order and
clear the field in preparation for another Order Term entry. *** Change Request
to remove this button.
Delete Order Term
15.
Select
an order and then click the ‘Delete Term’ button. . A confirmation message
will display, click OK to delete the term.
Note: This button is only
available when an existing order term is selected that has never had charges
generated for it.
Create a CPI Letter
16.
Click
this button to generate a CPI letter (L10 Cost of Living Adjustment). NOTE:
This button is only available if an active CPI term exists on an active
file.
Screen Label |
Description/Instructions |
|
MEP
File Number |
The
file number selected on the previous screen appears. If this is not the file you require, enter
a specific MEP File Number and click the ‘Get’ button. |
|
|
To
view another file, enter a MEP File Number and click the GET button. Then select the tab for the applicable
information to be viewed or updated. |
|
File
Status |
To
assist in the search of a File Status, Active, Closed or Incomplete can be
selected by using the drop down box. |
|
Primary
Creditor |
This
is the creditor, who is named as the original creditor with MEP at the time
of registration. Displays formatted
name with the party number in brackets |
|
Debtor |
The debtor is the party directed to make
payments to a creditor by a court order or agreement. Displays formatted name with the party
number in brackets. |
|
Alerts |
“More Alerts” hyperlink can be selected to
view currently active alerts. |
|
Compliance
Level |
The Collection Progression defines the
compliance level on every file from 0-7.
MIMS automatically assigns these, but it is possible to manually
manipulate levels on Screen S84 Change Compliance. |
|
Provisional
File |
These
are uniquely numbered files created to track and manage transmission of Provisional
Orders, which are granted in one Jurisdiction that must be confirmed in
another Jurisdiction. |
|
|
|
|
Show
All History Terms |
Indicates
whether ALL terms for ALL orders should be listed. If not selected, only active terms in the Order Terms List will
be displayed. Orders
are sorted by Judgment Date. |
|
|
If
Show All History Terms is selected then click apply to display ALL terms (active
and ended) in the Order Terms List. |
|
Current Orders |
This
area does not display on establishing an incomplete file. If a current order is selected from the
list, the order will become updateable in the Add/Update Order Information
area. |
|
Row |
Sequence
number generated based on number of rows displayed. Select the hyperlink to display order detail in the Add/Update
Order Information area. |
|
Court
Code |
Displays
the Court name that was assigned to the order. |
|
Court
File Number |
Displays
the file number assigned to order by Court. |
|
Judgment
Date |
Displays
the date that the order was granted in YYYY-MM-DD format, where Y = year, M =
Month and D = Day |
|
Legislative
Code |
Displays
the type of order/agreement according to the Legislative Act. |
|
Order
Type |
Displays
the order type according to court papers. |
|
Current Order Terms |
This
area does not display on establishing an incomplete file. Initial display will list all currently
active terms for all existing orders.
Selecting an order term will make the order term updateable in the
Add/Update Order Terms area. |
|
Row |
Sequence
number generated based on number of rows displayed. Select the hyperlink to display order term detail in the
Add/Update Order Information area |
|
Term
Type |
Displays
the type of term as set in the court order. |
|
Amount |
Displays
the dollar amount assigned to the term according to the court order. |
|
Cycle |
Displays
the agreed time cycle for payments as assigned to the term. |
|
Effective
Period |
Provides
the agreed time period for payments.
Displays as effective date “to” end date in YYYY-MM-DD format. End date is not mandatory. |
|
Last
Changed |
Displays
the date the last payment was made. |
|
Charge
To |
Displays
the name of the party who receives payment. |
|
|
A
yes appears in this column if a term condition or comment exists for the
order term. Click the row hyperlink
to view. |
|
Add/Update Order Information |
|
|
Standard
Grace Period |
Collection
Monitor effective date SGP
Indicator is N the monitor effective date is current date + 30 SGP Indicator is Y and the
enforceable arrears is greater than 0 the monitor effective date is current
date + 15
SGP Indicator is Y
and at least one term is currently effective the monitor effective date is
current date + 15
SGP Indicator is Y and all terms have future effective dates the
monitor effective date is set to the earliest term effective date + 14 day |
|
Row |
Establish a File File Activation & Existing File |
|
Style
of Cause 1 |
Establish
a File File
Activation & Existing File |
|
Style
of Cause 2 |
Establish
a File File Activation & Existing File |
|
Debtor
Position Nbr. |
Establish
a File File Activation & Existing File |
|
Court
Code |
From
the drop down menu select the Court related to the order. This field is mandatory. All information
comes from the court documents. |
|
Court
File Nbr. |
Enter
the Court File number for the order.
This field is mandatory. |
|
Judgment
Date |
Enter
the date the order was granted in YYYYMMDD format. This field is mandatory.
It will display as YYYY-MM-DD. |
|
Legislative
Code |
From
the drop down menu select the Legislative Act that the order is issued
under. This field is mandatory. |
|
Order
Type |
Select
the order type assigned by the court.
This field is mandatory. NOTE: If the order type of
‘Creditor Variation’ or ‘Debtor Variation’ is selected, the system will
automatically generate and print the L9 – Variation Order Processed Letter. |
|
|
Establish a File File Activation & Existing File This
button is only available when an existing order is selected that has no terms
related to the order. |
|
Add/Update Order Terms |
An
order must exist and be selected before terms can be entered. To
add a term to an order click on the row hyperlink for the order. To update an existing term that already exists
and requires update, click on the row hyperlink for the term. When
an order does not exist on the file (establishing the file) then the orders
and terms both appear with the assumption that any term entry is related to
the order entered. Once
a term has been entered and used by the charge process, the term cannot be
changed other than assigning an end date or adding a comment. |
|
Row |
Establish a File File Activation & Existing File |
|
Term
Type |
From
the drop down box select type of term assigned by the order. This field is mandatory. When the term type of “Variable” is
selected and saved, a File Alert will have to be set (if not already set)
stating that Variable Terms are in effect for this file. |
|
Term
Amount |
Enter
the dollar amount assigned to the term by the court. Amount must be greater than 0.000 and
decimal characters must be entered.
This field accepts up to 15 characters. If
Term Type is ‘MEP’ then negative dollar amount is allowed. This
field is mandatory if term type selected is related to term groups: Regular,
Arrangement or Re-Enforceable. |
|
Term
Cycle |
Select
the term cycle time period from the drop down list. This
field is mandatory if term type selected is related to term groups: Regular,
Work Task, Arrangement or Re-Enforceable. Party
Provincial Treasurer AB 98 can only have a cycle assigned of One Time. |
|
Charge
To |
Select
the active related party file role from the drop down list. This
field is mandatory if term type selected is related to term groups: Regular
or Re-Enforceable. Party
File role is the primary creditor or creditor but cannot be party number 3610
(Director of Child Welfare) or 050035 (Director of Income Support Recovery)
or a deceased party. Provincial
Treasurer of AB (99) will be available for selection. When Provincial Treasurer of AB (99) is
selected as the ‘charge to party’ and has not previously been related to
file, the system will automatically create a party file role record. When
‘REMO Crown” is selected as the charge to party then the term type must be
Ordered Repayment, MEP Term or Re-Enforceable Arrears. Only
creditor parties currently related to the file and are active and the
Provincial Treasurer AB party will be available as ‘Charge To’
recipients. A ‘Charge To’ recipient
cannot be the Debtor party. |
|
Effective
Date |
Enter
the effective date in ‘YYYYMMDD’ format.
The system will set the next charge date to the effective date of the
term. Mandatory
when term type selected is related to term groups: Regular, Work Task,
Arrangement, Informational or Re-Enforceable. If
the file status is Incomplete the term effective date may be backdated to a
maximum of 6 months from the current system date. |
|
End
Date |
This
field is optional. If required enter
the end date using the format
‘YYYYMMDD’. The End Date may
not be a date prior to the effective date. |
|
Comment |
Enter
a comment related to the term. This
field is mandatory when term type selected is related to term groups: Work
Task, Arrangement or Informational. |
|
|
Establish a File File Activation and Existing File Button
is enabled only when an existing term has never had charges generated for it. |
|
|
Establish a File Existing File |
|
|
Establish a File Existing File |
|
|
Establish File & File Activation Existing File |
|
|
Establish File & File Activation Existing File |
Possible Error
Messages/System Warnings:
|
ID |
Error
Message Description |
Action |
|
40 |
Court
Code is mandatory. |
Select a court code. This information can be obtained from the Court Order. QB orders referred to No. above QB
name. Provincial Court referred to
Docket No. |
|
41 |
Legislative
Code is mandatory. |
Select a Legislative code, obtained from the Court
Order. |
|
42 |
Order
Type Code is mandatory. |
Select an Order Type Code, obtained from the Court
Order. |
|
43 |
Court
File Number is mandatory. |
Enter a Court File Number, obtained from the Court
Order. |
|
44 |
Judgment
Date is mandatory. |
Enter a Judgment Date, obtained from the Court
Order. |
|
45 |
Term
Type is mandatory. |
Select a term type, obtained from the Court Order. |
|
46 |
Term
Cycle is mandatory. |
Enter a term cycle, obtained from the Court Order. |
|
47 |
Charge
to Party is mandatory. |
Select a Charge to Party, obtained from the Court
Order. |
|
48 |
Effective
Date is mandatory. |
Enter an effective date, obtained from the Court
Order. |
|
49 |
Style
of Cause 1 is mandatory. |
Select the name of the party that is part of the
legal action. The name appears on the
front page of the documents filed in court. |
|
50 |
Term
Amount is mandatory. |
Enter the term amount, obtained from the Court
Order. Format is 000.00. Include
decimals and no $ signs. |
|
51 |
Debtor
Style of Cause Position must be selected. |
Select if Style of Clause 1 or 2 is the Debtor. |
|
52 |
Style
of cause 2 is mandatory. |
Enter a Style of cause. |
|
53 |
Decimal
position must be entered for term amount. |
Ensure a decimal point is added. |
|
54 |
Term
Amount entered must be greater than zero. |
Increase the term amount. |
|
55 |
Effective
Date cannot be backdated more than 6 months from today. |
Revised the effective date. |
|
56 |
Comments
are mandatory for this term type. |
Add a comment applicable to the term type. |
|
57 |
Effective
day entered must be equal to the Last Day of the Month cycle selected. |
Revise date. |
|
58 |
Invalid
End Date – End Date of a term cannot be earlier than the effective date. |
Revise date. |
|
97 |
Charge
To cannot be set to a party with deceased status. |
Select a different party. |
|
98 |
Party
98 terms may only have a cycle assigned of One Time. |
Change Party or cycle time as required. |
|
99 |
MEP
term and Ordered Repayment term types are not allowed when no MEP
Arrangements are active on the file. |
Revise accordingly. |
|
100 |
REMO
Crown can only be the charge to for Term Types of Ordered Repayment, MEP Term
and Re-Enforceable Arrears. |
Change the term type. |
|
101 |
Comment
exceeds the limit of 2000 characters |
Edit comments to ensure less than 2000. Tip: Use
MS Word Count to count characters.
Use cut & paste to move comments from MIMS to WORD etc. |
|
102 |
Judgment
Date is invalid. |
Format must be in YYYYMMDD format. |
|
103 |
Effective
Date is invalid. |
Format must be in YYYYMMDD. |
|
135 |
Judgment
Date cannot be a future date |
Revise date. |
|
156 |
Are
you sure you want to delete this term? |
Click OK if you are sure you want to delete or
click cancel if you do not want to delete. |
|
157 |
Are
you sure you want to delete this order? |
Click OK if you are sure you want to delete or
click cancel if you do not want to delete. |
|
158 |
No
Authority to access this function or page. |
Your security access does not allow you access to
this page. If you require access,
contact your systems administrator. |
|
324 |
The Effective Date must be equal to or greater
than today's date. |
Revise date. |
|
365 |
When
Cycle is One Time the Effective Date and End Date must be the same. |
Revise effective and end dates accordingly. |
|
583 |
When
Cycle is One Time the Effective Date and End Date must be the same. |
Revise effective and end dates accordingly |
|
596 |
Term
Amount invalid. (000.00) |
Correct the $ amount; ensure decimal point has
been added. |
|
598 |
Are
you sure you want to delete? |
Click OK if you are sure you want to delete or
click cancel if you do not want to delete |
|
602 |
End
Date is Invalid. |
Format must be in YYYYMMDD |