How do I search for errors? (Checkout)

Use Checkout to search for errors in the database.

Watch a webinar

Learn how to use Checkout to search for errors and correct them. [MP4]

Step 1: Run Checkout

Search the database for errors.

Do this...

1. Open Connect Court Management > Organization > Checkout.

2. Select the options on the routine.

3. Click GO (CTRL+G).

The routine runs. It may take a few minutes depending on how many options you have selected.

Step 2: Review the Checkout report

Use the instructions on the Checkout report to fix the errors in the database. Some of the errors can be fixed by running Recalculate. The rest of the errors will need to be fixed by hand.

How do I run Recalculate?

Use Organization > Recalculate. Use the form to select the options for running the routine. Then, click GO (CTRL+G).

Step 3: Rerun the Checkout report

When you're done fixing the errors listed on the Checkout report, rerun the Checkout report to make sure all of the errors have been resolved. When the Checkout report shows that the database is error free, then you're done.

Options

Check for closed cases with a balance

Use this option to search for closed cases with a balance. The balance on a closed case should equal zero (0).

Do you want to run this search?

Yes, run this search. Click to select Check for Closed Cases with a Balance.
No, do not run this search. Click to deselect Check for Closed Cases with a Balance.

How do I fix this error?

If the balance does not equal zero (0), reopen the case, then adjust the case balance to zero.

To reopen a case, use Connect Court Management > Cases > Modify Existing Cases to look up the closed case. Find the CASE CLOSED transaction and delete it. Now, the case is open.

To adjust the case balance to zero, use Connect Court Management > Cases > Modify Existing Cases to look up the closed case balance on the Payments tab.

If the case has a credit balance, issue a refund. Start by entering a payment adjustment on the Payment tab in Modify Existing Cases. Then, add a fine, surcharge, court cost, or third party transaction to increase the disposition total that displays on the Disposition tab.

If the case has a debit balance, decrease the disposition total. Enter an adjustment type transaction, such as a Write-off (WRITEOFF), on the Disposition tab to decrease the disposition total, or enter a payment transaction, such as a Payment (PMT), on the Payments tab to increase the paid amount.

If it is not appropriate to enter an adjustment type transaction or payment transaction, leave the case open.

Check for invalid dates before MM/DD/YYYY or after MM/DD/YYYY

Search for transaction dates and violation dates that occur outside of the specified date range. Use this option to search transactions for invalid dates and search cases for invalid violation dates.

Do you want to search for invalid dates?

Yes, search for invalid dates. Click to select Check for Invalid Dates Before. Then, use the Before and After fields to enter the date range.
No, do not search for invalid dates. Click to deselect Check for Invalid Dates Before.

How do I fix this error?

Use Connect Court Management > Cases > Modify Existing Cases to look up the case with the transaction that has the invalid date.

To edit an invalid date on a transaction, use the options in Modify an Existing Case to look up the transaction. Click the Down arrow in the transaction grid to display the Additional Options menu. Select Modify Sequence. The sequence details display in the form. Click on the invalid date and press the Delete key on the keyboard to delete it, then enter a valid date. Click Save (CTRL+S) to save your changes.

To edit an invalid violation date on a case, open Connect Court Management > Cases > Modify Existing Cases to look up the case with the invalid violation date. Click the Case tab > Case subtab. Delete the invalid date from the Violation Date field, then enter a valid violation date. Click Save (CTRL+S) to save your changes.

Check for non-amount type transactions with amounts

A non-amount type transaction is a transaction that does not record a dollar value. Comments or information-only transactions are examples of non-amount transactions where the Amount field should not include a value.

List of codes commonly classified as non-amount type transactions: Close Case, Comment, Comment - Disposition, Comment - Offense, Plea, Schedule.

Use this option to search for non-amount type records with amounts.

Do you want to run this search?

Yes, run this search. Click to select Check for Non-amount Type Transactions with Amounts.
No, do not run this search. Click to deselect Check for Non-amount Type Transactions with Amounts.

How do I fix this error?

1. Use Connect Court Management > Cases > Modify Existing Cases to look up the case number.

2. Next, use the information listed on the Checkout Report to track down the transaction; the Checkout Report includes the date, code, code type, and amount.

3. Is the transaction type correct?

Yes, the transaction type is a non-amount type transaction. Click on the Amount field and delete the value. Click Save (CTRL+S) to save your changes.
Yes, the transaction type is NOT a non-amount type transaction. Change the Code to a transaction type that records an amount. Click Save (CTRL+S) to save your changes.

Check for transactions with a blank General Ledger posting period

Use this option to verify a GL posting period is assigned to the transaction. Checkout will search the following transactions when the code type is:

Adjustment
Adjustment - Fine only
Court cost
Fine
Fine - No surcharge
Payment
Payment adjustment
Third party
Trust applied

Checkout will also search for transactions when the transaction type is Disposition and the code type is:

Surcharge - Fixed amount
Surcharge - Percentage

Do you want to run this search?

Yes, run this search. Click to select Check for Transactions with a Blank General Ledger Posting Period.
No, skip this search. Click to deselect Check for Transactions with a Blank General Ledger Posting Period.

How do I fix this error?

Use Connect Court Management > Cases > Modify Existing Cases to look up the case number. Code will tell you where to look in Modify Existing Cases to find the transaction. Click the Down arrow in the transaction grid to display the Additional Options menu. Select Modify Sequence. The sequence details display in the form. Click on the Date field to enter a GL posting period.

Verify appearance required status

Compare the setting in the Appearance Required field on open cases against the Appearance Required field on transactions that have been created for the case when the code on the transaction requires an appearance from the defendant.

When a defendant appears in court, the Appearance Required checkbox is reset.

Do you want to run this search?

Yes, run this search. Click to select Verify Appearance Required Status.
No, do not run this search. Click to deselect Verify Appearance Required Status.

How do I fix this error?

1. Run Connect Court Management > Cases > Recalculate.

2. Select the option to Correct Appearance Required Status.

3. Click GO (CTRL+G).

Verify closing dates

The closing date, or close date, is the transaction date that is recorded on a transaction that closes a case. Use this option to search for cases with a closing transaction that do not have a close date, and cases with a closed date that do not have a closing transaction.

Do you want to check closed cases for a closing date?

Yes, check closed cases for a closing date. Click to select Verify Closing Dates.
No, do not check closed cases for a closing date. Click to deselect Verify Closing Dates.

How do I fix this error?

When the Checkout report lists the error, "The following items may be corrected by using Recalculate..." Follow these instructions to run Recalculate.

1. Open Connect Court Management > Cases > Recalculate.

2. Click to select Correct Closing Dates.

3. Click GO (CTRL+G).

On the other hand, if the case has a close date but the closing transaction is missing, complete these instructions.

1. Use Connect Court Management > Cases > Modify Existing Cases to look up the case number.

2. Next, use the information listed on the Checkout Report to track down the case number.

3. Enter a closing transaction on the case.

Verify primary offenses

A primary offense is the crime or punishable violation of law that was recorded when the case was created. Use this option to compare the primary offense on a transaction to the primary offense recorded on the case; it should be the same offense recorded in both places.

Do you want to run this search?

Yes, run this search. Click to select Verify Primary Offenses.
No, do not run this search. Click to deselect Verify Primary Offenses.

How do I fix this error?

1. Open Connect Court Management > Cases > Recalculate.

2. Click to select Correct Primary Offenses.

3. Click GO (CTRL+G).

Verify transactions have been updated to General Ledger through MM/DD/YYYY

Use Verify Transactions have been Updated to General Ledger Through to search for transactions that should be updated to the General Ledger but have not been updated.

This option will search these code types:

Adjustment
Adjustment (fine only)
Court cost
Fine
Fine (no surcharge)
Payment
Payment adjustment
Third party
Trust applied

When the transaction type is disposition, this option will search these code types:

Surcharge (fixed amount)
Surcharge (percentage)

Do you want to search for transactions that have not been updated to the General Ledger?

Yes, I want to search for transactions that have not been updated to the General Ledger. Select the Verify Transactions have been Updated to General Ledger... checkbox. Then, enter a MM/DD/YYYY in the ...Updated to General Ledger Through [ ___ ] field.
No, I do not want to search for transactions that have not been updated to the General Ledger. Deselect the Verify Transactions have been Updated to General Ledger... checkbox.

How do I update transactions that have not been updated to the General Ledger?

Warning! You may wish to contact the GL clerk before attempting to fix this error. The GL clerk may wish to use a different solution to resolve the error.

You have two options for updating transactions to the General Ledger.

Run Update General Ledger. Open Connect Court Management > Organization > Update General Ledger. Set up the options to include the transactions listed on the Checkout report. Then, run the routine as usual.
Run Recalculate. Open Connect Court Management > Organization > Recalculate. Select the Mark Transactions as Updated to the General Ledger Through [ ___ ] checkbox. Then, enter a MM/DD/YYYY in the ...Through [ ___ ] field. Click GO (CTRL+G).