utility billing review - word format  · web viewb, on demand – renters deposit report. c, on...

Utility Billing Review5/26/2023

1. Review Meter size - Use of these values2. Service type – Restricted services3. Penalty

A, distributeB, current, outstanding, allC, inactiveD, close

4. Consumption min/max5. Cash Application Sequence6. Miscellaneous Charge

a. NSF Checkb. NSF feec. Deposit Refund

7. Rate tables8. Geo Loc

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9. Account mastera. Service start dateb. Remarksc. Depositsd. Trende. Actionf. Ratesg. Detailh. Direct Debit

10. Routinga. Addb. Insertc. Deleted. Changee. By Service

1. Estimatinga. route or accountb. all or rangec. mind. max

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2. Meter read Entrya. Service to dateb. Route or accountc. Servicesd. Estimate an accounte. End read Entry

3. Reading lista. Standardb. Exception

4. Miscellaneous Charge Entrya. Whyb. Changec. Delete

5. Bill calculationa. From account to accountb. Service datesc. Due dated. Mail datee. Past due datef. How to cancel a bill calculation

6. Preview Bill List – total page (Spooler)

7. Bill printa. Zip or Accountb. All or rangec. Messaged. Restarte. Reprint bills until next billing run

8. Register9. Letter print

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1. Lock Box2. Auto CRP Update

3. Receipts Entrya. Entryb. Deletec. Manual cash application

4. Registera. Out of balanceb. General Ledger

5. Unapplieda. When to run – Once a month this is an accounting functionb. GL posting

6. Adjustment Entrya. NSFb. Unappliedc. Credit adjustmentd. Add to a bille. Adjusting tax

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1. Closed entrya. Warningsb. Change Addressc. New residentd. Service datese. Meter readings

2. Close listinga. Delete a closingb. Delete all closingc. Accepting the listing

3. Adjusting a closed listed account

4. Close Calculation

5. Miscellaneous Charges

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1. Penalty Calculationa. Cycle fromb. Cycle toc. Service fromd. Service toe. Due datef. Mail dateg. How to cancel a penalty calculation

2. Preview bill list (spool-total page)3. Bill print (only one not required)4. Letter print

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1, Set up a new servicea, Setup- Service Type

b, Setup – Cash Application Seq

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c, Setup – Penalty

d, Setup – Rate Table

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e, Account Master

f, On Demand – Mass Rate Change

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2, Consumption Reportinga, Setup – Geo Loc

b, Setup – Account Master

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c, Misc – Usage Rpt

d, Misc – Consumption Rpt

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e, Misc – Rate Analysis Report

f, Misc – Consumption Rpt One customer

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3, NSF Check recordinga, Setup – Misc Charge

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b, Cash/Adj – Adjustment Entry

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c, Bill Process – Misc Chg Entry

Bill Process – Misc Chg List

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4, Standard Lettersa, Misc – Letter Maintenance

1, Collection Letter – can be used as shut off notice

2, Penalty Letter - is issued to the owner of a property after a penalty run if both an owner and renter have been recorded.

3, Estimate Letter – Allows you to send a notification to those accounts whose last two bills have been estimates.

4, Work Order – is used in conjunction with estimate letter to notify public works that a reading must be taken. This process requires that the LOCIS Call Tracking Module be active.

5, A letter for each account being closed printed during the close listing if a control flag is set. Identifies account closed, close date, final readings, consumption, forwarding address, service address, and new resident if entered.

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b, Misc – Letter Load

1, Establish which accounts are to receive the shut off letter based on operator entered selection criteria.

2, Establish which accounts last two bills have been estimates.

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c. Letter Printing

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5, Maintaining bills

When a bill is in error and the Register (UBU) has not been run adjustments can be made to the bill through the following processes.

A, Bill Process – Bill Maintenance

You may adjust any charge line on the bill. All amounts will have to be calculated and entered by the operator.

Lines may also be deleted from the bill.

A bill may be deleted from this run.

The Bill Process – Bill Print program may be run as many times as necessary. You may print a bill, a range of bills, or all bills.

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B, Setup – Account Master (RA)

It may be easier to adjust meter reading and let the system recalculate the bill.

Bill Process – Bill Calculation allows recalculation of bills until the Register (UBU) has been initiated. You may calculate a bill, a range of bills, or all bills.

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6, Meter Readings.

Meter readings can be entered in a number of ways. The system will provide warnings of readings outside a variation range established by the user. Readings can be entered in account number or route order. All or a range of accounts can be estimated or individual accounts can be estimated. Programs which allow entry of, cause exception warning, or alter the order of meter read entry are:

A, Setup – Consum Min/MaxB, Setup – Account MasterC, Setup - Route D, Setup – Meter SizeE, Bill Process – Read EstimatingF, Bill Process - Mail Card EntryG, Bill Process - Meter Read EntryH, Bill Process – Read ListI, Bill Process – Exception ListJ, Main – Utility – Hand Held Reader

7, Month end processes.The following should be run each month after all current activity has been

recorded and before any activity is recorded for the next month.

A, Cash/Adj – Unapplied Cash.This program will print a list of all credit balances applied to current

charges for service with totals by service. When this report has been completed and updated the General Ledger should be updated for this activity.

Discussion of General Ledger impact and process for updating.

B, On Demand – Renters Deposit ReportC, On Demand – Trail BalanceD, On Demand – Open Detail Report

The above reports include totals; a review of the General Ledger activity report (GAR) should take place to verify that the detail utility billing data agrees with the General Ledger.

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8, Utility billing historic data purges

A, Misc -Closed Acct Purge

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B, Misc – URI Hst Purge

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C, Misc – Consumption Purge

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9, Setup – Account Master

1, Status2, Start date3, Routing No

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1, Parcel No2, Geo Loc3, Acct Class4, Last Penalty5, # of Penalties6, Special Pay7, Level Pay8, Amt9, Carr Route10 Fields 22 through 28

1, Entry for each service2, Automatically apply to final bill 3, Recording deposits through Cash/Adjustments – Receipts entry/Delete

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1, Metered or non metered2, Combined Y/N/M3, Estimate Y/N/A/C4, Factor – When metered service and non metered5, Hst Factor6, Combine factor

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10, Adjustment EntryAdding to an existing transaction

When adjusting consumption the month and year to adjust is the service to date entered in Bill Calculation and displayed in Customer history lookup.

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1, When adding to a customers bill the debit account would be an asset usually Accounts receivable; the credit account would be a revenue account. The consumption amount would be entered as a positive. 2, When crediting a customers bill all amounts are entered with a minus (-); the debit account would usually be a revenue account and the credit account would be an asset, usually Accounts receivable.

3, To record an NSF check enter “NSF” in the date field. The system will ask you to confirm this process.

A, Enter the date of that the bank charged your account.B, You may override the description.C, You will be asked for the amount of the check.D, The general ledger numbers will be retrieved from the Misc. Charge Master.

4, To post an unapplied credit to a customer enter a date which is not in the open transaction list.

A, Enter the total amount of the credit with a minus (-) signB, You may applied a single distribution and assign the general ledger numbers

specified in (URCS) Setup-Cash Application Seq.; or enter multiple distributions adjusting the general ledger for water, sewer, or trash etc.

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11, Cash Receipts

Discussion of the followingA, Cash register interface.B, Lock BoxC, Multiple payments from a customer in the same run.D, Deleting payments.

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NOTES

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12, Letter Processing Menu

A, Setup

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The above entry screen is referred to as WYSIWYG (what you see is what you get). The form has two (2) entry areas. Within an entry area you may use the cursor keys to position and enter text. The [Enter] key should only be depressed once in each entry area.

B, Customer Letter Load

1, If accounts have previously been schedule for letters the above display will appear.

2, You may schedule all customers to receive the same letter or may schedule each customer for a specific letter.

3, You may address the letter to the owner, renter, or billing address.4, when all letters have been scheduled you have the option to:

a, Add more customersb, List the schedulec, Print the letterse, Exit the process

C, Customer Letter Print1, Selection of printer2, Option for line up pattern

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NOTES

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13 Utility Billing – Action

1, Action Type

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2, Agent File

Agents and Action Types must be established before the action file can be used.

3, Action File

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4, Receipts Report

List of collections by agent for a specified time frame.

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Customer Refund checks for Credit Balance or Deposit

1. Selection Process

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Refund Edit List

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SYS DATE 122702 [UCBRL] L O C I S SYS TIME 09:37 U/B R E F U N D E D I T L I S T I N G DATE: 12/01/02 SUNDAY DECEMBER 1,2002 PAGE: 1

CREDIT DEBIT REFUND PAYMENTACCOUNT # NAME/SERVICE ADDRESS G/L NUMBER G/L NUMBER TYPE\DUE AMOUNT===============================================================================================

0010000100 MAYFAIR PROPERTY MANAGEMENT 01-00-111 01-00-111 CREDIT BAL 1600 W ACER STREET CASH IN BANK WORKING CASH CASH IN BANK WORKING CASH ANYTOWN, IL 60444 CK COMMENT: CREDIT BALANCE REFUND 169.82 169.82

SYS DATE 122702 [UCBRL] L O C I S SYS TIME 09:37 U/B R E F U N D E D I T L I S T I N G DATE: 12/01/02 SUNDAY DECEMBER 1,2002 PAGE: 2===============================================================================================TOTALS.........................................TOTAL ACCOUNTS LISTED .............. 1TOTAL REFUNDS DUE .................. 169.82

Refund Maintenance

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Refund control setup

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N O T E S

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