Utility - Edmunds GovTech2016/06/03 · The Utility Account Maintenance stores various Utility...

Utility

CHAPTER 1 Utility Accounts 1Account Maintenance 1

Look-up/Edit/Delete 1View Balances 3View Backflow Devices 7Notes 8Detail 8File Attachments 9Generate Letter 10Print an Individual Bill 11Add Account 11

Cycle Maintenance 20Bill Group Maintenance 22User Message Maintenance 23

User Code Listing 23Custom Report 24

Page 1 25Page 2 26Page 3 27Save and Open Custom Reports 28

Account Labels 29Mailer Export 30Property Tax/Utility Comparison Report 30CASS Import/Export 31Update Bank Codes From Bank File (Non-Tax users only) 31Backflow 31

Backflow Maintenance 32Backflow Listing 34Backflow History Adjustment Routine 34

CHAPTER 2 Meter Readings 1Meter Reading Batch 1

Create New Batch - Manually Add Readings 1Modify Existing Batch 4Auto Create Batch - Manual Entry 6Batch Verification and Update 7

Import Meter Readings 8Copy (Step 2) 8Import (Step 3) 9

Export Meter Gun Data 10Auto Estimate Readings 11Utility Usage Study Export 13Meter Reading Report 14Tripped/Zero/Consecutive Estimates Report 15

Tripped Meter Report 16Zero Reading 17Consecutive Estimates 17

1 - 1

Create Work Orders 17Reading Variance Report 17Meter Inspection Report (Work Order users only) 19Meter Worksheet/Books 19Meter Reading Adjustment Routine 20

CHAPTER 3 Billing 1Bill Code Maintenance 1

Create New Bill Code 2Look-up/Edit/Delete 7Bill Code Listing 8

Deduction Code Maintenance 8Create New Code 9Look-up/Edit/Delete 9Deduction Code Listing 9

Bill Calculation/Update 9Reverse Billing 11Bill Log Listing 11

Billing Register 11Print Utility Bills 13

Print Utility Consolidated Bills 15Calculate Utility Final Bill Adjustment 18Print Final Bill 21Reconcile Budget Plans 22Calculate New Budget Plan Amounts 23Calculate Leak Adjustment 24Utility Bill Adjustment Batch 25

Create New Batch 25Modify Existing Batch 27Batch Verification and Update 28

Billing Adjustment Report 29Penalty Calculation/Update 31Surcharge Calculation/Update 32Bill Format Maintenance 34

Page 1 35Page 2 (Non-Postcard formats) 36Page 2 and 3 (Postcard formats) 37Page 3 - PDF Bills 38Bill Format Listing 39

CHAPTER 4 Balance Adjustments 1Balance Adjustment Code Maintenance 1

Balance Adjustment Code Listing 3Balance Adjustment Batch 3

Create New Batch 3Modify Existing Batch 5

1 - 2

Batch Verification and Update 6Automated Balance Adjustments 7

Apply Overpayments/Transfer Credits 8Transfer Penalty Credits 9Refund Overpayments 10Establish/Transfer Lien (NJ Municipal) 11Cancel By Resolution 13Adjust Principal/Penalty Balances 14

Balance Adjustment Report 15

CHAPTER 5 Reports 1Account Status 1Aging Report 3Overpayment Report 5Delinquent Report 6

Create Work Orders 8Delinquent Notices/Labels 8

Page 1 9Page 2 10

Transaction Inquiry 12Zip Code Summary 13Utility Change Transaction Inquiry 14Posting Reference Report 15Charge Search 16

Page 1 16Page 2 17

CHAPTER 6 Utility Payments 1Payment Code Maintenance 1

Add 1Editing/Deleting Payment Codes 5Payment Code Listing 5

Payment Window 6Validating 11Payment Window Toolbar Options 12Payment Window FAQ’s 12

Payment/Reversal Batch 14Batch Entry - Editing/Deleting/Adding Payments 14Reversals 16

Verifying and Updating Payment Batches 19Batch Verification and Update 19

Payment Batch Summary Report 20Bank Payment Batch 21Payment Entry - Bank Code (Utility) 22Payment Entry - Import (WIPP and Utility Lockbox Import) 23

Edmunds WIPP (Web Inquiry & Payment Portal) 23

1 - 3

Lockbox Imports 25Utility Lockbox Export 27Direct Withdrawal 28Void Reversals 30Cash Receipts Report 31Payments/Reversals Reference Report 34Search Payment by Check Number Report 34

CHAPTER 7 Work Orders 1Work Order Code Maintenance 1

View/Edit/Delete 2Add 2

Work Order Maintenance 2Add 5

Print Range of Open Work Orders 9Process Completed Work Orders Routine 9Work Order Management Report 10Purge Work Orders 11Auto Create Recurring Work Orders 12

1 - 4

CHAPTER 1 Utility Accounts

This chapter will discuss the Utility Account Maintenance, Accounts menu, and other maintenances required for utility accountset-up.

• Utility Account Maintenance• Cycle Maintenance• Bill Group Maintenance• User Message Maintenance• Account Custom Listing/Labels/Reports/Exports• Backflow

Note: Options and screens in this chapter will vary depending on the services types used by an organization (e.g. Water, Sewer, Trash, Electric).

Account Maintenance

The Utility Account Maintenance stores various Utility account information including owner and bill to addresses, billing cycles and rates, meter information, and balances. Detailed transaction information (payments, adjustments, billings, meter readings, and work orders) can be viewed directly from the Account Maintenance screen. The following sections will walk you through viewing, editing, and adding utility accounts.

Look-up/Edit/Delete

Select Billing/Collections>Utility Billing>Utility Accounts>Account Maintenance.

Utility Accounts 1 - 1

Account Maintenance

Figure 1-1

You may Tab, Enter, or Click between fields in this screen.

Accounts may be selected using the following fields:

• Account Id• Alternate Id• Owner• Property Location• Service Location• Bill To Name• Property Identifier (BLQ, Map/Parcel, etc.)• Meter Number (See the Meter tab)• Book/Page (See the Meter tab)

Move to the appropriate field. Type the information in and press Enter or use the picklist to make a selection. Partial searchinformation can be entered in most fields. For example, type “Main” in the Property Location field and then use the picklist toview all Main Street properties. See Figure 1-2.


Account Maintenance

Note: The Owner Name and Property Location picklists will display if an account is Inactive.

Scroll between accounts using the > toolbar buttons.

Figure 1-2


Edit - Click this toolbar button to change account information. Click Save when finished.

Delete - Click this toolbar button to delete an account. Only accounts with no transaction history may be deleted. A Delete Pass-word is required.

View Balances

Total Balances

Click on the Balances tab. The Total Balances tab will default and show the overall principal and interest/penalty balances for each service type on the account. The screen will also display a Current Due (amount due as of today) for each account. If Collections Parameter Maintenance is set to show balances that will come due within a certain number of days, a separate column will appear to show balances Due As of MM/DD/YY. Any account deposit balances and earned interest are displayed at the bottom of the screen.


Account Maintenance

Figure 1-3

Interest Date - If per diem interest is calculated on delinquent balances, this button can be used to project interest due as of a futuredate.

Transfer Deposits - If applicable, this button is used to transfer the deposit balance on an account to another account. Click on thebutton to display the following screen. Specify the service type balance to transfer, transfer date, and the account to which the bal-ance should be transferred.

Figure 1-4


Account Maintenance


Note: The Deposit buttons will only be enabled for accounts with a deposit balance.

Apply Deposits - If applicable, this button will apply a deposit balance and any accumulated deposit interest to the account bal-ance. Click on the button to display the following screen. Specify the deposit service type balance to apply and an adjustmentdate. The adjustment code used to apply the balance to the account should default from the system parameters, but can be changed.If interest has been earned on the deposit balance, it can be applied to the account balance by checking the appropriate box.

Figure 1-5


Year/Period Balances for a Service Type

To view a year/period display of the balances for a service type, click on the tab for that service type. An example of a year/periodtab for a Water service type balance is displayed below.


Account Maintenance

Figure 1-6

Note: The balances displayed with a code (e.g. ADM, REC) indicate a Separate Charge balance exists for the year/period.

Aged Balances

Click on the Aged Balances tab to display service type balances by the number of days they are past due. Balance categories are shown in the below figure.


Account Maintenance

Figure 1-7

View Backflow Devices

If an account has backflow devices installed, click on the W/S Meter tab and then click the Backflow tab. The Backflow tab will display any backflow devices installed on an account. This information can only be updated in Backflow Maintenance.

Figure 1-8

Note: The Backflow Device Listing may be printed by double clicking on a backflow device sequence line.


Account Maintenance

Notes

Date stamped notes may be added or modified on a Utility account.

To add or modify notes, click Edit and then click the Notes toolbar button. See Figure 1-9.

Figure 1-9


Click the Add Note button shown in the above figure to create a new note.

Existing notes may be modified by typing in one of the note fields.

Click Done when finished. Click Save.

Detail

Various transaction detail and Work Order history can be viewed for an account. Click the Detail toolbar button.

Figure 1-10


Account Maintenance


Tran Type - Select the type of information to view. Choices are described below:

Transactions - Produces a detailed Utility Account Status report showing all payment, reversal, adjustment, and bill-ing transactions.

Summarized Transactions - Transaction activity is summarized by type and transaction date. No year/period or transaction codes are shown, making the report easier to read.

Summarized by Service - Transaction activity is summarized by type, transaction date and service type. No year/period or transaction codes are shown, making the report easier to read.

Billings - Produces a Transaction Inquiry report which shows all calculated billings, final bills, and billing adjust-ment transactions.

Meter Readings - Produces a Meter Reading report which shows detailed meter readings and usage.

Work Orders (only appears if Work Order module installed) - Produces a Work Order Management report for an account’s work orders.

Payments - Displays payments by date. Check numbers and amounts are shown. If the Print Detail Lines box is checked, the report will display how the payments were applied.

Change Transactions - The Change Transaction Inquiry displays all changes made to the account in Account Main-tenance.

Service Type - Select the service type(s) for which to display detail.

Begin/End Date - A transaction begin and end date may be specified to limit the transaction detail displayed on the selected report.

Order by Year/Period - When checked, transactions are displayed in year/period order, rather than date order.

Exclude Non-NSF Reversed Payments - This box is only enabled when the Transactions report is selected. Check this box toexclude payment transactions that have been reversed with a Non-NSF type payment code (used for bounced checks). This willhelp to eliminate some of the unnecessary payment detail from the report. Reversal transactions entered with an NSF paymentcode will remain on the report.

Click Ok. Reports may be printed after they generate to the screen.

File Attachments

Electronic files can be attached to a Utility account for informational or record keeping purposes.

Files are attached, opened or removed by clicking the paperclip icon shown in the bottom right corner of Figure 1-11.


Account Maintenance

Figure 1-11

To attach a file, click the paperclip icon and then click the Attach File button. A Windows Attach dialog box will appear. Browseto a file, select it and then click Attach. A special description for the file may be entered. Click Ok to attach the file.

If a scanner is connected to your PC, the Scan Document button can be clicked to scan and attach a file.

Accounts with attached files will display a green plus (+) sign on the paperclip icon as seen in the previous figure. To open anattached file, click on the paperclip icon and double click on one of the file names listed, or select a file name and click Open. Toremove an attached file, click on the paperclip icon; select a file name and click Remove.

Generate Letter

A form letter can be automatically generated by clicking the Letter toolbar button shown in the figure below.


Account Maintenance

Figure 1-12

After clicking the Letter button, the system will prompt the user to select a PDF form letter from the MCSJ\Forms\UtilityBillingdirectory. After selecting a letter, the form fields will populate with the appropriate information from the Utility account and theletter can be printed.

Note: Contact an E&A representative for assistance with designing a form letter.

Print an Individual Bill


Click the Print Bill on the General tab. Select a bill year/period from the menu or select Other to print a bill for a year/period thatis not listed. Enter the bill print information and click Print.

Add Account


Click Add. Choose from one of the following options:

Create a new account - The user will be prompted with the next available utility account number. This number can be accepted or any previously unused account number may be entered.

Add sub to existing account - This option will be used to add a sub account to an existing account number. The user will be prompted to enter the existing master account number. The system will assign the next available sub number (can’t be changed) to the existing account. Sub numbers are added when multiple utility accounts exist for the same property location. (e.g. condos, apartments, strip malls, etc.)

Duplicate this account - This option will add a sub account account to an existing account number and will transfer selected information from the existing account number to the new account number (e.g. owner name/address, bill codes, last reading, meter information, etc.). It is designed for users who create new accounts for each new owner/tenant on a property.


Account Maintenance

Figure 1-13

Regardless of the option selected, the process of adding a new account is basically the same. If the “Duplicate” option wasselected, some account information will already appear on the new account.


Account Maintenance

General

Figure 1-14


Type - This field is usually used to specify whether an account is residential (RES) or commercial (COM). However, it may beused for a variety of creative purposes. Up to 3 alphanumeric characters can be entered. This is a required field.

Note: Totals by Type are provided on a variety of Utility reports.

Owner - Enter the property owner’s name. e.g. (SMITH, JON AND NANCY)

Prop Loc - Enter the property location. e.g. (15 MAIN STREET)

Serv Loc - A service location may be entered if it differs from the property location of an account.

Alternate Id - This is a user specific field usually used to reference a previous account number from another software program.The field can be used look-up up an account. It is not required.

Owner - Complete the owner address information for the account.


Account Maintenance

Bill To - Enter the billing name and address information for the account if it differs from the owner name and/or address.

Note: User specific bill formats will determine whether bills are printed for Bill To, Owner or both addresses.

E-Bill - Select for the owner and/or bill to if an E-Bill is to be sent when bills are printed. If this checkbox is selected, you mustenter an e-mail address.

Section - The section can be used to categorize an account for reporting purposes. Section totals appear on a variety of Utilityreports. If desired, specify up to 3 alphanumeric characters.

User Msgs - Red message(s) will appear on the Utility account and in the Payment Window if a code is assigned in the User Mes-sage Code fields. Codes can be set-up in Billing/Collections>User Message Maintenance to display a message like the one in thebelow figure. Up to three messages can be assigned to each account.

Figure 1-15

Lien/Assignment, Sp Charges - These boxes will be checked by the system when a Lien or Special Charges account is added forthe property. When checked, a red note will appear on the account, indicating these special accounts exist. The boxes may beselected or deselected manually.

Bankruptcy/Date - The user can manually select this box and enter a date when an account is in bankruptcy. A red note willappear on the account.

Exclude from Tax Sale (NJ) - If selected, delinquent account balances will not be subject to the Tax Sale.

Do Not Disconnect - When checked, no automated work orders will be generated for this account from the delinquent report.

CO Date - Certificate of Occupancy date.

Bank Code - Used to reference a mortgage holder and/or service company for an account. Bank Codes are added in Bank CodeMaintenance.

Property Identifier (BLQ, Map/Parcel, etc.) - Type in or use the picklist to select the property identifier number for an account.

Note: The City Id field, if enabled, is used to identify the city/town of an account located in another municipality. It also helps to ensure a Property Identifier (BLQ, Map/Parcel, etc.) is not duplicated as a result of this sit-uation.


Account Maintenance

Note: If a Property Identifier number is entered, it may not already be assigned to another master Utility account number. All Utility sub accounts must have the same Property Identifier number.

Primary Property (Property Tax users) - If selected, this Utility account will display the Property Tax balances for the PropertyTax account with the corresponding property identifier (e.g. BLQ, Map/Parcel, etc.).

Additional

Click on the Additional tab. Miscellaneous account data, including Direct Withdrawal information, is stored and entered on this tab.

Figure 1-16


Direct Withdrawal -These fields are applicable to accounts who have funds electronically debited from their accounts.

Bank DFI - Routing number. The routing number must exist under System Utilities>Bank DFI Maintenance before it can be entered on this screen.

Account Num - Bank account number


Account Maintenance

Type - Checking/Savings

Prenote - Tells the system whether a test record should be created on the ACH file for this account. When checked, the account will appear as a test record on the file and will NOT be debited.

WIPP (Web Inquiry & Payment Portal) - These fields are applicable to clients who accept on-line payments using MCSJ WIPP.

WIPP PIN - This number is auto-generated by the system, but may be changed. If the WIPP module is configured to require user PINS, the bill payer on the account is required to enter this PIN number in order to utilize on-line inquiry and payments.

Do Not Accept Online Payment - Check to prevent this account from making on-line payments.

Bill Group Id - A Bill Group Id may be assigned to an account when a single person or company owns several different propertiesand wants to receive only one bill. A “Consolidated Bill” may be printed for all accounts with the same Bill Group Id. Bill GroupId’s are added under Utility Accounts>Bill Group Maintenance.

Vendor - The user may select a specific Vendor Id from the picklist to be used when a refund purchase order is created using theCreate Utility Refund Payments routine (A/P menu). If no Vendor Id is assigned to a Utility account, the routine will automaticallycreate a Vendor Id (if applicable). Vendor Id’s are added in Finance>A.P>Vendor>Vendor Maintenance.

Soc Sec # / Driver’s License / State / Birth Date / Employer / Co-Applicant - A tenant’s information can be stored for debt col-lection purposes.

Service Type Tabs (e.g. Water, Sewer, etc.)

Click on a Service tab (e.g. Water/Sewer, Sewer, Electric, etc.). If the account has multiple services, each applicable service tab must be completed. The Service Type tabs indicate the status of a service type (i.e. Active/Inactive) and store bill codes (rates), billing cycle, and a few fields related to interest/penalty.

Note: Screens below will vary depending on the services installed.


Account Maintenance

Figure 1-17


Cycle - Use the picklist to assign a billing cycle to the account. The billing cycle determines the billing and due date schedule foran account. Cycle records are created for each service type and billing year in Cycle Maintenance.

Status - Select the service type status: Active or Inactive. Inactive accounts will not be updated when bills are calculated.

Active/Inactive Date - Specify the date the account became active/inactive.

Bill Codes / Units - Use the picklists to assign an account up to 6 bill codes. Bill codes store the rates used to calculate a billing.In order for a bill code to be included in the bill calculation, a number of units MUST be specified. Depending on the bill code set-up, units may be factored into the rate calculation.

Ded Code - If applicable, use the picklist to assign the account a Deduction code. Deduction codes act as a “discount” rate and willreduce any calculated billing on the account by a set amount or percentage.

Apr 2 - 2nd Annual Percentage Rate. This field is only applicable when an interest/penalty threshold amount is used. For exam-ple, an organization may calculate 8% interest on balances under $1500 and 18% interest on balances exceeding $1500. The sys-tem will automatically check the box when all balances for the service type are calculating at the 2nd rate of interest. The box maybe checked or unchecked manually if special circumstances arise.

Int Exemp - Check the box to exempt an account from delinquent interest or penalty.


Account Maintenance

Unpaid Int - An unpaid amount of service type interest may be entered in this field. The amount will be included in the delinquentbalance shown in the Payment Window. This amount may be updated by the system when a per diem interest amount is overriddenin the Payment Window.

Budget Plan Information

Budget plans are an optional feature designed to help customers manage their finances when billings tend to have large seasonalfluctuations. A budget plan allows an account to pay the same “budgeted” amount on each billing, instead of paying for the actualusage during the billing period. The system will continue to track the actual billings and balance on the account and at the end of ayear or other specified time period, the budgeted figure can be adjusted to ensure the customer’s actual balance isn’t falling out ofline with their budget balance.

Accounts can be placed on a budget plan by checking the Budget checkbox. When on a budget plan, the system will bill the Bud-get Amt on each calculated billing after the Start Date. Until the account is removed from the budget plan, the system will displaya “budgeted balance” in addition to its actual balance.

Note: An account must be flagged as “Int Exemp” in order to be placed on a budget plan.

****

Complete the appropriate fields for each applicable account service type.

Meter Tab

If a metered service type (e.g. Water, Sewer, Electric) is active for the account, click on the appropriate meter tabs and complete the following information.

Note: The information entered on this screen will vary depending on the type of reading software and reading methods (hand-helds, radio, etc.) used by an organization. The completion of this screen should be dis-cussed thoroughly with your trainer prior to completing meter information for an account.


Account Maintenance

Figure 1-18


Meter Num - Primary meter number for an account.

Book / Page - Commonly referred to as route numbers or a walking order. The book and page identify the location sequence ofmeters for manual reading routes. When radio or remote reading technology is used, the book helps to group meters read with thistechnology together.

Mult - Multiplier. The multiplier factor is applied to the reading imported/entered. For example, a reading of 500 becomes a read-ing of 5000 when a multiplier of 10 is used (i.e. 500 x 10). Based on parameter settings, multipliers may be applied at the time ofimport/batch entry or may be applied only for purposes of the usage calculation.

Num Dials - Dial size for a meter. This field is used to specify the maximum reading size for an account (e.g. 4 represents a max-imum reading of 9999). Specifying the correct number in this field allows the system to identify when a meter has rolled.

Location - Meter location.

Serial Num - Meter serial number.

Gun Type - Company that supplies readings.


Cycle Maintenance

Gun Rdg Type - Reading technology used.

Sensus MXU - Trainer will inform user if field needs to be completed.

Badger/MVRS - Trainer will inform user if field needs to be completed.

Meter Descript - A size or other meter description may be entered.

Pipe Size / Footage / Year Installed - Additional meter description information.

Latitude/Longitude - Enter if known.

View Map - Click to display the property location on Google Maps.

2nd Meter - The meter fields on the right hand side of the screen are used when a 2nd meter is present on the account. Secondmeter functionality is described below:

Compound (Water/Sewer) - this option will combine usage from both meters to calculate both water and sewer usage.

Deduct (Sewer) - this option will deduct the usage from the second meter when calculating sewer usage.

Compound (Water) - this option will combine usage from both meters to calculate water usage only. Sewer usage will be based only on the first meter’s usage.

If a second meter exists, complete the remaining meter information in the same manner as meter 1.

Click Save when the Meter tab(s) are complete.

Cycle Maintenance

The Cycle Maintenance stores billing and due date schedules for each service type. Accounts are billed based on the cycles assigned to them.

Select Billing/Collections>Utility Billing>Cycle Maintenance.


Cycle Maintenance

Figure 1-19


Note: Cycle Active periods and Revenue Years may not be edited while Payment batches exist.

To select a cycle, type in the Bill Year and press Enter. Select a Service Type and then use the picklist to select a Cycle number.

Edit - Click to change cycle information. Click Save when finished.

Add - Click to create a new cycle. A Bill Year, Service Type and Cycle number must be specified. Complete the remaining fieldsas described below:

Bill Format - A bill format (Bill Format Maintenance) must be assigned to the cycle in order to be able to print bills for the cycle.

Each Period represents a billing. If the period is Active (Y), a billing, payment or adjustment can be applied to it. Inactive periodsshould be designated with an (N). For example, if the cycle is billed quarterly, only periods 1-4 should be active.

From/To - This date range represents the time period covered by the billing. For example, the period 1 bill may cover the timeperiod of the 1st quarter (01/01-03/31). Depending on Bill Format settings, this date range may appear on the bills. The date rangehas no impact on any calculations or the way payments are applied.

Due - Specify the payment due date for the billing. The due date should NOT include any grace period, which would be specifiedon bill codes.

Discount Expires - If a discount is given for paying prior to a certain date, specify the discount date. Discount parameters shouldbe specified in Utility Billing Parameter Maintenance.


Bill Group Maintenance

Revenue Year - This field will only appear for organizations operating on a fiscal year. When payments are applied to a particularperiod, the system will use the Revenue Year specified to determine which payment code revenue account should be utilized. Forexample, if 2013 is specified, the system would use the revenue account slotted in the payment code’s 2013 Billing field.

Click Save.

Bill Group Maintenance

Bill Group Id’s are created and stored in this maintenance. A Bill Group Id may be assigned to an account when a single person or company owns several different properties and wants to receive only one bill. A “Consolidated Bill” may be printed for all accounts with the same Bill Group Id.

Select Billing/Collections>Utility Billing>Utility Accounts>Bill Group Maintenance.

Figure 1-20


Scroll between accounts using the > toolbar buttons.

Add - Click to create a new Bill Group Id. Enter up to 10 alphanumeric characters. A Description can be entered.

Edit - Click to make changes to owner information.

Delete - Click to remove a Bill Group Id.

Click Save to finalize changes. If owner information is changed, you will be given the option to update owner information on allutility accounts with this Bill Group Id assigned. Click Yes if you wish to update owner information on the Utility Accounts withthe information entered in this maintenance. Click No to leave current owner information on Utility accounts.


User Message Maintenance

User Message Maintenance

User Messages are customized messages that can be assigned to a Utility account. A red message will appear in both the Utility Account Maintenance and Payment Window.

Select Billing/Collections>User Message Maintenance.

Figure 1-21


Add - Click to create a new message.

Edit - Double click or select a message and click Edit to change the message.

Delete - Click to remove a message.

Click Save to finalize changes.

Print - Click to print a list of user messages.

User Code Listing

The User Code Listing enables the user to view the accounts that have particular messages.

Select Billing/Collections>User Code Listing.


Custom Report

Figure 1-22


Custom Report

The Custom Utility Report is a user customizable report that can be generated to Excel. The user chooses the static account infor-mation to display on the report and has options to print account balance and transaction totals and/or usage data. A variety of report parameters also give the ability to only list accounts meeting user specified criteria.

Select Billing/Collections>Utility Billing>Utility Accounts>Custom Report.


Custom Report

Figure 1-23


Page 1

This screen is mainly used to select the accounts to include on the report and to choose the order in which they will appear.

Report Sequence - The report may be sorted by Account Id, Property Id (Map/Parcel, etc.), Property/Service Location, Owner/Bill To Name, Bill Group Id, Book/Page, Alternate Id or Bank Id Code. Ranges may be specified depending on the sort sequenceselected.

The report may be filtered to only include accounts that contain Types, Sections, Cycles, Bill Codes, or User Message Codeswithin the specified ranges. Leave these ranges blank to include all accounts.

CO Date (Certificate of Occupancy) - The report can filtered to only include accounts with a CO date in the range. Leave therange as it defaults to include all accounts.

Enter Status to Include - Only accounts with selected status will appear on the report.

Include Only Accounts With - Use these selections to only include accounts with one or more of the available criteria listed inthis section. If more than one set of criteria is selected, the user must specify whether to include an account if it meets ANY of theselected options or only if it meets ALL of the selected options.


Custom Report

Skip Budget Service Types - If checked, accounts with budget plans are skipped.

Print To Excel - If the report should be generated to Excel, check this option.

Page 2

Click on Page 2. This screen is used to select the account information to appear on the report. If a metered service type was selected on Page 1, the user will also have the option to include account usage data on the report.

Figure 1-24


Select the static information fields to appear for each account listed on the report.

Meter Usage

Usage - Check to include usage data on the report.

Reading Year/Prd - Usage will be calculated for the year/periods specified.

Export Separate Usage Column for each Reading Prd in Range - If selected, usage will print for each reading year/period in the specified range. If not selected, usage for the entire year/period range will be summarized into one total.


Custom Report

Page 3

Click on Page 3. Use this screen to select any account balance information to appear on the report. The user can choose to include information from the Utility Account Status or from the Aging Report.

Figure 1-25


Report Type - The user can select information from the Utility Account Status report or from the Aging report. If Aging isselected, the Aging Report selections will become enabled and the Status Report selections will be disabled.

Include Only Accounts With - Located at the bottom of the screen, these options are available for both report types. The usermay use these fields to include/exclude accounts based on their balance amount. Total (principal + penalty), principal, or depositbalance criteria can be specified.

Export Separate Columns for each Service Type - Located at the bottom of the screen, this option will be enabled if multipleservice types have been selected. Check the box to print separate data columns for each service type. If not checked, service typetotals will be combined.


Custom Report

Status Report Selections

Bill Year/Period - Balances are accumulated for the specified year/period range. If activity summary options are selected, only theactivity affecting the year/period range is included on the report. If Include Prior Year/Prds in Balance is selected, balances forany prior year/periods are included in the beginning and total balance, but the activity for these prior periods is not included.

Date Range - Only activity during this range and affecting the year/period range will be summarized on the report. The previousbalance will show as of the day prior to the first date in the range.

Select the balance and transaction summary information to appear on the report.

Export Separate ‘Billed’ Column for each Bill Prd in Range - This box is enabled when the Billed transaction summary optionis checked. When this box is enabled, it can be checked to print separate billed totals for each selected year/period.

Aging Report Selections

Specify an As Of Date for the balance calculation and then select from any of the available Aging Report balance options.

Save and Open Custom Reports

When the same report will need to be run on multiple occasions with refreshed data, the report selections can be saved as a query and later retrieved. This saves the user the hassle of having to re-select report options each time they want to generate the same report.

After choosing the desired report selections, click Save on the toolbar and a Windows dialog box will appear enabling the reportquery to be saved. Browse to the location where the file will be saved and type a file name. Click Save. The file will be savedautomatically with the (.ser) file extension.

Figure 1-26


If the parameters for a customized report have been previously saved, the report may be regenerated with refreshed data by return-ing to the Employee Custom Listing report screen and opening the saved file.

Click Open on the toolbar and a Windows dialog box will appear. Browse to the saved query file, select it, and click Open. All ofthe report parameter selections will appear and the report can now be reprinted.


Account Labels

Account Labels

Account owner or bill to address labels may be printed to laser or dot matrix printers. Options to include account numbers and meter information on labels are available.

Select Billing/Collections>Utility Billing>Accounts>Account Labels.

Figure 1-27


Select Print Sequence - Print the labels by Account Id, Zip Code/Account Id, Block/Lot/Qual or Book/Page.

Use the various ranges to filter the account labels to print. At least one service type must be selected.

Enter Status to Include - Labels will only print for the selected type(s) of accounts.

Name/Address to Print - Select whether to print Owner or Bill To name and address labels.

Select Printer Type - Specify the label format: Laser - Avery 5160, Dot Matrix - Avery 4603, or Meter Book/Page Labels (Laser).The Meter Book/Page Labels will include a meter number and serial number.

An alignment label may be printed by clicking the Check Alignment of Labels button. If the alignment needs to be adjusted, usethe X and Y Offset fields. X adjusts to the right, Y adjusts up and down.


Mailer Export

Mailer Export

This routine will generate a mailing file containing account numbers, bill to and owner information, service and property location, and block/lot/qualifier (property id). The file is designed for printers who may be contracted to do certain types of mailings.

Select Billing/Collections>Utility Billing>Utility Accounts>Mailer Export.

Figure 1-28


Select File Sequence - The file can be sequenced in Account Id, Zip Code/Account Id or BLQ (Property Id) order.

Use the various ranges to filter the accounts appearing on the file. At least one service type must be selected.

Export File Name - The file will be created in the MCSJ\importFiles directory. The default file name is utmailer.exp. The loca-tion and file name may be changed.

Click Next.

Property Tax/Utility Comparison Report

Using a property identifier number (e.g. BLQ, Map/Parcel), this report will compare selected information (i.e. Bank Codes, Prop-erty Location, and Owner data) on Tax and Utility accounts. It also identifies any properties that don’t have a Utility account.

Select Billing/Collections>Utility Billing>Utility Accounts>Property Tax/Utility Comparison Report.


CASS Import/Export

CASS Import/Export

This routine exports a file of mailing addresses which will be certified by the USPS for delivery location accuracy and will be assigned a +4 zip code. Once processed, the addresses are imported back into the system and bills may be printed with special bar coding that indicates the addresses have been CASS certified. Mailings that are CASS certified will result in discounted postal rates. An E&A representative must be contacted in order to utilize this feature.

Select Billing/Collections>Utility Billing>Utility Accounts>CASS Import/Export.

Note: The MCSJ/ImportFiles directory will be used when importing and exporting files.

Update Bank Codes From Bank File (Non-Tax users only)

This routine will update bank codes on Utility accounts from a file provided by a bank (mortgage service company).

Select Billing/Collections>Utility Billing>Utility Accounts>Update Bank Codes From Bank File.

Note: The file to import must be placed in the MCSJ/ImportFiles directory and named as specified on the screen.

Backflow

The MCSJ Utility module can track backflow devices and their installation and testing history. A backflow prevention device is used to protect water supplies from contamination or pollution. Many states or local municipalities require annual testing of these devices. The MCSJ system can track these devices and produce a listing of devices that need to be tested. This section will cover how to add the devices, record installation and testing history, and how to print a listing of devices.


Backflow

Backflow Maintenance

The Backflow Maintenance is used to add backflow devices to a Utility account and record installation and testing history. Device information is recorded and modified on this screen.

Note: Once added in Backflow Maintenance, backflow devices can be viewed on a Utility account. The Backflow tab is located under the Water/Sewer Meter tab of Utility Account Maintenance.

Select Billing/Collections>Utility Billing>Utility Accounts>Backflow>Backflow Maintenance.

Figure 1-29


To select an existing device, type in the appropriate information and press Enter or use the picklists in the Account Id, PropertyLoc or Serial Num fields.

Edit - Click to change device information. Click Save when finished.

Delete - Click to remove a device. Devices with history may not be removed.

Detail - Click to view the Backflow Device Listing. This report displays device information and its installation and testing history.

Add - Click to create a new device. Type in or use the picklist to select a Utility Account Id. Complete the remaining fields asdescribed below:


Backflow

Enter any available device information in the appropriate fields.

Device Type - DCV (Double Check Valve), RPZ (Reduced Pressure Zone), None

Install Date - Enter the installation date of the device.

Click Save.

Record Device History

Installation and testing history for a backflow prevention device is updated from the Backflow Maintenance screen.

Click on the Record History toolbar button and the following figure will appear.

Figure 1-30


Tested Date - Enter the transaction date for the history transaction.

Tester Id - Use the picklist to assign the individual who installed or tested the device.

Note: Tester Id’s must exist in System Utilities>User Maintenance.

Status - Select the type of history transaction to record from the list shown in the above figure.

Comment - Notes may be added to the history transaction.

Clicking Ok will create a history transaction.


Backflow

Backflow Listing

The Backflow Listing can be used to display backflow device information and transaction history. It also includes an option to only display backflow devices that have not been tested since a given date.

Select Billing/Collections>Utility Billing>Utility Accounts>Backflow>Backflow Listing.

Figure 1-31


Select Status Type to Include - In order for a device to be listed on the report, it must have at least one selected transaction withinthe Transaction Date Range.

Exclude Devices Tested After - Enabled when Device Tested is selected. Devices tested after this date will not appear on thereport.

Backflow History Adjustment Routine

This routine is used to correct or delete history transactions updated with the wrong date, status, Tester Id, or comment.

Select Billing/Collections>Utility Billing>Utility Accounts>Backflow>Backflow History Adjustment Routine.


Backflow

Figure 1-32


To modify or delete a transaction, enter or select the Utility Account Id and Seq (sequence) number of the backflow device. Thenenter the bad transaction’s original Tested date (transaction date) and Status.

Click Edit to change any information. Click Save.

Click Delete to remove the transaction.


CHAPTER 2 Meter Readings

This chapter covers the Meter Readings menu of the Utility Billing module. Instructions will be provided for entering, adjusting,importing/exporting, and auto-estimating meter readings. In addition, the various types of meter reading and usage reports will becovered.

Meter Reading Batch

The Meter Reading Batch is used to manually enter or estimate readings and to edit auto-created or imported readings. Meter Reading batches must be verified and updated before accounts are posted.

Create New Batch - Manually Add Readings

This section will cover the manual entry of readings and estimated readings.

Select Billing/Collections>Utility Billing>Meter Reading>Meter Reading Batch.

Meter Readings 2 - 1

Meter Reading Batch

Figure 2-1


Batch Id - Type in a unique Batch Id and press Enter.

Batch Date - Enter the default reading date for entries in the batch. Reading dates may be changed within the batch.

Note: The Service Type, Reading Type, Year/Period and Meter Book fields are only applicable when using the Auto-Create Batch option.

With the Batch Entry button selected, click Next to enter the batch.

Click Add.


Meter Reading Batch

Figure 2-2


Acct # / Sub # - Type in a Utility account number or press to access the account picklist.

Service Type - Select the appropriate service type. Readings for different services (e.g. Water, Electric) may be entered in thesame batch.

Reading Type - Click on the field or press the spacebar to access the combo box. Reading types are described below:

Standard - A normal reading. Usage is calculated by subtracting the previous reading.

Interim - An actual reading taken, but entered prior to the standard read for a year/period. These are usually entered when a meter is replaced. Usage is calculated by subtracting the previous reading.

Final - A reading taken when an account is “finaled”. In most cases, final reads are entered using the Calculate Final Bill Adjustment Routine. The next bill will only be calculated on usage accumulated after this reading.

Reset - A beginning read, usually for a new meter. No usage is associated with a reset reading.

Prorated - A final reading indicating that a pro-rated final bill was calculated. In most cases, prorated reads are entered using the Calculate Final Bill Adjustment Routine. In terms of the billing calculation, a prorated read is included in the total usage (like Standard and Interim) to calculate a subsequent billing. However, because the previ-ous billing transactions were prorated, the prorated billing amounts will be subtracted from the calculated subse-quent billing.

Consumption - This is a usage amount, not an actual reading.

Note: The system expects readings to be entered sequentially by year/period and reading date. If readings are entered with the wrong year/period or date it will impact the usage calculation. Within a period, readings should be entered in the following order: Interim, Reset, Standard (I-R-S).

Date - The reading date may be changed.

Year / Period - Enter the year/period of the reading. Entering the wrong year/period will impact the usage and billing calculations.


Meter Reading Batch

2nd Meter - If N, the reading is assigned to an account’s 1st meter. If Y, the reading is assigned to the account’s 2nd meter.

Estimate - This field is only applicable when entering an estimated reading. Click on the field to make a selection. Choose Esti-mate when the estimated read is calculated by the user. Customer Read can be selected to indicate the estimated read was called inby the customer.

Reading - Enter the reading or consumption (Consumption reading type only). The reading may be multiplied automatically if amultiplier exists on the account. If the reading is not known, it can be estimated automatically by pressing the key. The fol-lowing screen will appear.

Figure 2-3


Enter the previous reading year/period range on which to base the estimated usage. When Ok is selected, the system will populatea reading that would result in the appropriate estimated usage.

Rollover - If the meter has rolled, change the rollover flag to Y. This will ensure that negative usage is not calculated on a readingthat is lower than the previous reading entered.

Enter to the next line and continue to enter meter readings. When finished, click Save. Click Close to exit the batch. The batchmust now be verified and updated before the readings will post to the accounts.

Modify Existing Batch

This section will describe how to modify readings in an existing Meter Reading Batch. The steps to modify manually created, auto-created, or imported Meter Reading batches are the same.

Note: Only the readings may be modified and no new lines may be added in an auto-created Meter Reading Batch.

Note: Refer to the “Create New Batch - Manually Add Readings” section for reading type and field explanations.



Meter Reading Batch

Figure 2-4


Batch Id - Use the picklist to select the appropriate Meter Reading Batch Id.

With the Batch Entry button selected, click Next to access the batch. A screen similar to Figure 2-5 will appear.

Figure 2-5


Add - Click to add a new reading. Click Save when finished adding lines.

Edit - Double click a line or select the line and click Edit to change information on a reading line. Click Save when finished.

Delete - Select a line and click Delete to remove a reading line. To delete an entire batch, press CTRL + DEL on the keyboard.Click Save.


Meter Reading Batch

Go To - Click this button and enter a sequence number to jump to a particular line in the batch. Sequence numbers appear to the farright of each line in the batch and on the Batch Verification Listing.

Auto Create Batch - Manual Entry

The Auto Create Batch option will create batch entries for all accounts or for a specified Meter Book. An entry will be created for every account that does not already have a reading with the same specified type and year/period. All accounts in the batch will be assigned the same date, reading type, and year/period. Once the entries are created, the user must use the Batch Entry to edit the reading for each account.

Note: Only the readings may be modified and no new lines may be added in an auto-created Meter Reading Batch. Batch lines may be deleted.


Figure 2-6


Batch Id - Type in a unique Batch Id and press Enter.

Batch Date - Enter the reading date for entries in the batch. Dates may NOT be changed.

Service Type - If multiple metered services are used, select the appropriate service type.

Reading Type - Specify the reading type for each entry in the batch.

Reading Year/Period - Specify the reading year/period for each reading.

Meter Book - Leave blank to create entries for all books. Otherwise, specify a single book.

With the Auto Create Batch button selected, click Next.


Meter Reading Batch

The batch must be modified using the Batch Entry screen. Refer to the “Modify Existing Batch” section for assistance.

The batch must be verified and updated in order for readings to post to accounts.

Batch Verification and Update

In order for readings to post to accounts, each Meter Reading Batch must be verified and updated.


Figure 2-7


Use the picklist to select the Batch Id to verify and update.

Batch Verification - Select this option and click Next to print the verification listing. The screen or printer options may be usedto review the listing. However, the verification listing MUST be printed to a printer in order to update the batch. The listing maybe printed in Sequence or Account Id order.

The verification listing will show each reading transaction and display a usage total at the bottom of the report. The last page of thelisting will identify any warnings or errors. Warnings should be reviewed, but errors MUST be corrected. Errors can be correctedin the Batch Entry and the verification listing MUST be reprinted in order to proceed.

Update Batch - Once the verification listing has been successfully printed and reviewed, click on the Update Batch button andselect Next. When the batch has updated, a Meter Reading Batch Update Report can be printed. The report displays the number ofposted entries and a reference number.


Import Meter Readings


This routine is used to automatically import meter readings from a file into the Meter Reading Batch. Some details associated with this process will vary depending on the company or gun software providing the file. However, basic instructions are provided in this section. Your organization’s particular process should be reviewed with your E&A trainer.

The import process requires 3 basic steps:

1. Place the meter readings file in the MCSJ directory.

Note: If using reading gun software, make sure the software is configured to export the file to the MCSJ direc-tory. Contact the software provider for assistance with configuring the software file import and export locations.

2. Run the copy routine. This will rename and move the file to the final import location for the MCSJ software (MCSJ/Import-Files directory).

3. Run the import routine. This routine will import readings into the Meter Reading Batch and print a warning/error listing.

Select Billing/Collections>Utility Billing>Meter Reading>Import Meter Readings.

Figure 2-8


Copy (Step 2)

Note: The current file to be imported must exist in the MCSJ directory prior to running the Copy routine.



Routine Type - Will default to Copy File. This is correct.

Select File Type - Select the appropriate file type for your organization. This correct selection should have been discussed withyour E&A trainer.

Input File Name - The default file name will appear based upon the selected file type If the file name that appears does not matchthe meter reading file placed in the MCSJ/ directory, the input file name may be changed.

Click Next to run the copy routine. A “File Copied Successfully” message should appear. If the file was not copied, the Importroutine cannot be run. Go back to the beginning of this section and try again. Contact an E&A representative if further assistanceis required.

Import (Step 3)

Note: Do not attempt to import the file if Step 2 (above) has not been completed successfully.

Figure 2-9


Routine Type - Select Import Readings.

Book Page Range - A book/page range can be specified to only import readings for a selected route. Leave the range blank toimport all readings on the file.

Batch Id - Specify a unique Meter Reading Batch Id.

Service Type - If multiple metered service types are used, be sure to select the correct service.

Select File Type - Make sure the correct file type is still selected.


Export Meter Gun Data

Reading Type - Specify the type of reading being imported. This reading type is assigned to each imported reading.

Bill Year/Period - Assign the appropriate bill year/period to the imported readings.

Input File Name - Will be disabled.

Click Next to run the import.

A Reading Import Exception Listing will appear on the screen. If the file could not be imported, it will explain why. If the file wasimported, any warnings or errors will be displayed. Warnings will be imported and may be edited in the Meter Reading Batch.Errors are not imported. The listing should be reviewed thoroughly prior to updating the Meter Reading Batch.

If the file was imported, the Meter Reading Batch must be verified and updated before the readings will post to accounts. See theMeter Reading Batch section for assistance with editing, verifying, and updating the batch.

Export Meter Gun Data

This routine will export a file containing account and meter information used to load meter reading guns/devices. The file created will be located in the MCSJ/Import Files directory. The file name will vary depending on the company or type of guns used by an organization.

In order for an account to be exported:

• Account service type must be Active.• Meter Number field on the Account Maintenance Meter tab must have a number.• Account must be in the Book/Page range.

Note: Any additional export requirements for account meter information are specific to the Meter Gun Company and type of reading technology used by an organization. These requirements should have been previously discussed with an E&A trainer.

Select Billing/Collections>Utility Billing>Meter Reading>Export Meter Gun Data.


Auto Estimate Readings

Figure 2-10


Select Meter Gun Company - Select the appropriate company.

Select Service Type to Include - If multiple metered service types are used, be sure to select the correct service.

Book/Page Range - Information for a selected route may be exported by specifying a range. If the range is left blank, the meterinformation for all accounts will appear on the file.

Enter Year/Period to calculate usage for High/Low Limits - This field will only appear for certain meter gun company selec-tions. The field is used to alert readers when a new reading results in current usage significantly higher or lower than previoususage levels for an account. The user should specify a previous year/period containing usage that would be reasonably comparableto the current period’s usage. (e.g. prior quarter, same period last year, etc.)

Output File Name - The file will be exported to the MCSJ\ImportFiles directory with the specified file name.

Click Next to run the routine.


This routine is used to create an estimated reading for all accounts that do not have reads entered for the specified year/period. Itmay also be used to enter zero reset reads on accounts. The routine generates a Meter Reading Batch that must be verified andupdated.

Select Billing/Collections>Utility Billing>Meter Reading>Auto Estimate Readings.



Figure 2-11


Batch Id - Specify a unique Meter Reading Batch Id.

Service Type - Select the appropriate metered service type.

Ranges of Cycles / Book/Page - The routine will only estimate readings for accounts in the designated cycles and/or routes. Acycle range MUST be specified.

Reading Date - All estimated readings will be assigned the date entered.

Year/Period - All estimated readings will be assigned to the year/period entered.

Estimate Type - Options are described below:

Same as Previous Reading - This option will calculate an estimated read based on a prior/year period’s average usage. The system will create a reading that will give the year/period specified usage equal to the average usage during the range specified. User must specify a Year/Period Range for prior usage. Readings will not be created for an account if a Standard read already exists for the specified year/period.

Flat Consumption - All readings will be estimated to create a specified amount of usage. User must enter the amount of usage to be calculated in the Consumption field. Readings will not be created if any reading exists for the specified year/period.

Zero Reset - This will create a zero reset read for each account in the range.

Click Next to run the routine. An Auto Estimate Meter Readings Error Listing will be generated to the screen. The listing willidentify accounts where readings could not be estimated. The listing should be printed and reviewed prior to updating the MeterReading Batch. The routine will create all estimated readings in a Meter Reading Batch. The batch must be verified and updatedbefore the estimated reads will post to accounts. Refer to the Meter Reading Batch section of this chapter for assistance in modify-ing and/or updating the batch.


Utility Usage Study Export

Utility Usage Study Export

This routine will generate an Excel file and is designed to help an organization analyze billable usage and the potential effect rate or usage allowance changes will have on revenue. Users will be able to see how total usage (user specified period) for selected accounts is allocated to the allowance levels of a rate structure bill code (usage study bill code). The usage study bill code can be a pre-existing code or a “test” code can be created to analyze various “what-if” scenarios.

Select Billing/Collections>Utility Billing>Meter Reading>Utility Usage Study Export.

Figure 2-12


Service Type - Select the appropriate service type.

Accounts may be filtered on the report by status, cycle, and account type. Leave the cycle and account type ranges blank to includeall.

Range of Bill Codes - An account must have at least one bill code in the specified range in order to be included in the study. Leaveblank to include all.

Reading Year/Period Range - Usage will be calculated for the year/period range entered.

Usage Study Bill Code - A rate structure bill code must be entered or selected from the picklist. All calculated usage will beapplied to the allowance increments on this bill code.

Click Next to create the Excel file. A Windows Save dialog box will appear. Enter the name of the file to create and browse to thesave location.


Meter Reading Report

Meter Reading Report

This report offers a variety of options for displaying updated meter readings and usage. Some of the reports capabilities include:

• Calculate total usage and excess usage• Filter accounts by a variety of criteria (e.g. Account Type, Section, etc.)• Display detailed meter reading information or usage summary information• View select types of readings • Display only accounts with zero usage• Specify a minimum and maximum usage threshold on the report

Select Billing/Collections>Utility Billing>Meter Reading>Meter Reading Report.

Figure 2-13


Report Sequence - The report may be ordered by Account Id or Book/Page. A range of accounts or book/pages may be specified.

Range of Reading Dates - Only readings dated within the range will be included on the report, in either detail or for usage calcu-lation purposes. Leave 0 in the first date field to include all readings prior to the second date.

Range of Reading Years/Periods - Only readings in the specified year/period range will be included on the report, in either detailor for usage calculation purposes.

The report will only include accounts that fall within the Range of Cycles, Account Types and Sections. Leave these fields blankto include all accounts.

Range of Group Ids - The range may be used to include only accounts with a particular Bill Group Id.


Tripped/Zero/Consecutive Estimates Report

City Id Range - If applicable, this range can be used to include/exclude inside or outside of town accounts.

Select Reading Type to Include - The report will only include readings of the selected types.

Service Type - Make sure the correct metered service type is selected.

Status - Readings and usage can be displayed for either Active or Inactive accounts.

Report Formats - Select from the following options:

• Detail - The report lists readings and usage breakdown by date and year/period. A variety of general account and meter infor-mation will print for each account.

• Condensed - Only total and excess usage is displayed for each account. Some general account information will print for each account.

• Super Condensed - Identical to the Condensed report except that no owner/bill to name will print on the report. • Totals Only - Total accounts and usage breakdown are summarized by Account Type. No individual account detail is printed.• Zero Usage - Prints only accounts with zero usage totals during the specified time period.

Note: Use the Tripped/Zero/Consecutive Estimates report to print accounts with zero readings.

Name / Location to Print - When applicable, specify the information to appear for each account.

Minimum / Maximum Usage - The report will print accounts with accumulated usage that falls between these two amounts.Leave the fields alone to include accounts regardless of their usage totals.

Select Estimate Flag to Include - Actual will show non-estimated readings when checked. Customer Reads will show estimated customer reads when checked. Estimate will show estimated readings (does not include customer reads). Deselect any of these options to exclude a particular type of reading from the report.


This reading report is actually 3 reports in one. Each of the reports help to identify potential reading and usage issues and should be reviewed prior to billing. The reports may be run separately or combined into a single report. Each individual report is described below.

The report also contains an option to auto-generate work orders for any accounts that meet the report selection criteria. For exam-ple, re-read work orders can be automatically generated for any accounts that appear on the Zero Readings report.

Select Billing/Collections>Utility Billing>Meter Reading>Tripped/Zero/Consecutive Estimates Report.



Figure 2-14


Standard report options:


Report Sequence - The report may be ordered by Account Id or Book/Page.

Location to Print - The report can display the Property or Service location for each account.

The report will only include accounts that fall within the Range of Cycles, Account Types and Sections. Leave these fields blank to include all accounts.

Meter - Leave All to search readings/usage on both 1st and 2nd meters on an account. Options are also available to only look at at 1st or 2nd meters.

Tripped Meter Report

The Tripped Meter report shows accounts that have negative usage and/or accounts that have a previous reading that is higher than the subsequent reading (rollover). The report should be reviewed prior to billing to ensure the rollover flag has been set properly on accounts and the correct usage is billed.

Select Report Type to Include- Check Tripped Meter.

Reading Year/Period Range - Usage is accumulated for the specified range.


Reading Variance Report

Zero Reading

The Zero Reading report shows accounts that have no readings in the year/period range selected.

Select Report Type to Include- Check Zero Readings.

Reading Year/Period Range - The report will display accounts with no readings in the specified range.

Consecutive Estimates

This report is designed to identify accounts that have estimated reads for a specified number of periods. It can help identify accounts with a non-functioning meter or which are not being read for other reasons.

Select Report Type to Include- Check Consecutive Estimates.

Reading Year/Period Range - Readings and usage are listed for each year/period in the range.

Consecutive Estimates - Specify the number of consecutive estimates in the year/period range. The report will only displayaccounts with consecutive estimated readings equal to or greater than this number.

Create Work Orders

Work orders can be auto-generated for any accounts that appear on these reports. For example, if accounts are appearing on the Zero Readings report, work orders can be auto-generated for re-reading each account on the report.

To auto-generate work orders, select the Create Work Orders box. Enter a Work Order Prefix for the new work orders. Eachcreated work order number will start with the designated prefix. Numbering begins after the last number entered for that prefix.Then, select a Work Order Code for each enabled service type. The work order code(s) will appear on each work order created.

Click Print to generate the report and create work orders. The report will contain a list of the generated work orders. Use the PrintRange of Open Work Orders option under the Work Orders menu to print the work orders.

Note: It is recommended that report results are reviewed on the screen PRIOR to selecting the “Create Work Orders” option.


This report will compare the usage between 2 selected year/periods. A variance percentage will print for each account. Variance % levels can be entered to only show accounts where usage exceeds or falls below certain percentages. The report is useful for iden-tifying accounts with excessively high or low usage compared to prior usage history. The report should be run prior to billing to help reduce the number of over or under billings due to bad readings, leaks, etc.



Select Billing/Collections>Utility Billing>Meter Reading>Reading Variance Report.

Figure 2-15


Report Sequence - The report may be ordered by Account Id or Book/Page.


The report will only include accounts that fall within the Range of Cycles, Account Types and Sections. Leave these fields blankto include all accounts.

The report will print only accounts that have a variance % less than the percentage entered in the Less Than Variance field ormore than the percentage entered in the Greater Than Variance field. Leave the variance fields blank to print any accounts witha usage variance. A (-) sign should be used to show variance greater or less than a negative variance percentage.

The following formula is used to calculate the variance %:

((Current Usage - Compared To Usage)/Compared To Usage) * 100

The usage in the first Year/Period (usually current) will be compared against the usage calculated for the Compared To Year andPeriod (prior usage).

Average same for last 3 years - If selected, the system will average the usage for the “Compared to” year/period and the prior 2corresponding year/periods (e.g. 2009 5, 2008 5, 2007 5). The current usage will be compared to the averaged prior usage to cal-culate a variance.

Print Accounts with No Previous Usage - Check to show accounts that have zero usage in the “Compared To” year/period. “NoPrevious Usage” will print next to these accounts on the report.


Meter Inspection Report (Work Order users only)

Name/Location to Print - Select the account information to print.

Meter Inspection Report (Work Order users only)

This report is designed to identify Utility accounts that require a meter inspection. The report will search for accounts without a work order (with a specific work order code) after a certain date.

Select Billing/Collections>Utility Billing>Meter Reading>Meter Inspection Report.

Figure 2-16


Exclude Meters Inspected Since - Accounts without a meter inspection work order created after this date will be identified.

Work Order Codes - Identify the codes used for meter inspections.

Location to Print - Select the account information to print on the report.

Meter Worksheet/Books

The Meter Worksheet/Books can be used to print a worksheet or a meter book. The worksheet prints accounts in book and page order, provides meter and property location information, previous reading and date, and a blank space to enter the current reading


Meter Reading Adjustment Routine

and date. Books print one account per page and include name and address information, meter information, and the previous read-ing/date.

Select Billing/Collections>Utility Billing>Meter Reading>Meter Worksheet/Books.

Figure 2-17


Print Type - Select Worksheet or Book.


This routine is used to modify or delete individual meter reading transactions. Users select an updated reading and can delete it or change the reading, year/period, estimate flag, and meter rollover flag.

Note: The MCSJ Special Routines program contains a routine to delete readings by reference number.

Select Billing/Collections>Utility Billing>Meter Reading>Meter Reading Adjustment Routine.



Figure 2-18


Service Type - Select the metered service type of the reading to modify or delete.

Account Id - Type in or use the picklist to select one. Press Enter.

Meter - Specify whether the reading is on the account’s 1st Meter or 2nd Meter.

Reading Type - Specify the type of reading.

Reading Date - Type in the reading date and press Enter or use the picklist to select the reading.

Note: Use caution and make sure the correct reading has been selected.

The reading transaction information will default.

To edit the reading information, click Edit. All editable fields will appear in white. Click Save when finished.

To delete the reading from the account, click Delete. Enter the Delete Password.


CHAPTER 3 Billing

The following areas will be discussed in the Billing chapter:

• Creating Bill Codes • Calculating Billing• Billing Register• Printing Bills• Calculating/Printing Final Bills• Reconciling/Calculating Budget Plans• Calculating Leak Adjustments• Billing Adjustments• Billing Adjustment Report• Penalty and Surcharge Calculations• Bill Format Maintenance

Bill Code Maintenance

Bill Code Maintenance stores codes used to calculate or add billing to an account. The codes can store default rates and rate struc-tures. Bill codes will be assigned to accounts in order to calculate a standard billing, but can also be used to adjust billing chargesin the Bill Adjustment Batch. There are various types of billing codes including flat rate, rate structure, percentage, and separatecharges. This section will discuss each unique type of bill code.

Select Billing/Collections>Utility Billing>Calculate Bills>Bill Code Maintenance.

Billing 3 - 1


Figure 3-1


Create New Bill Code

Click Add. Enter up to 3 alphanumeric characters for a bill code. It is recommended similar type billings (same service type) be grouped with sequential codes.

Description - Enter a description for the code.

General

Service Type - Select the service type to be affected by the bill code.

Calc Type - Calculation type options are described below:

Flat - Select this option when the code will be used to calculate or adjust a flat billing amount.

Rate Structure - This option should be chosen when a bill is calculated based on usage. A Rate Table tab will appear which can be used to specify a minimum bill, allowances, and excess usage rates.

Percentage of Selected- This option is used when the billing to be calculated is a percentage of other calculated bill-ings on an account. Selecting this option will display a Percentage Codes tab which can be used to reference up to 6 bill codes. The Percentage bill code will multiply a specified percentage by the total charges on an account for each specified bill code. If the user chooses not to specify any bill codes, the Percentage bill code will multiply the per-centage by any non-percentage billings of the same service type.

Percentage of All this Service Except Selected - This code works like the above option, but it will automatically cal-culate a percentage of all non-percentage billings for its service type. Instead of using the Percentage Codes tab to

Billing 3 - 2


specify the bill codes on which to calculate, the user will only specify the codes that should be excluded from the percentage calculation.

Bill Group Rate Structure (For Condos) - This rarely used option can be selected when usage is entered on a main account, but bills must be calculated for sub accounts. A Rate Table tab will appear and can be completed just like a Rate Structure bill code. However, the billing that is calculated will be multiplied by a percentage that is stored on the sub accounts. Each sub account will receive a portion of the total calculated bill.

Disable Code - Checking the box will prevent the bill code from calculating charges during the bill calculation routine.

Calc Interest - Check to ensure that penalty and/or per diem interest is calculated on billed amounts.

Grace Days - Interest or Penalty will not be calculated on charges during the number of grace days entered. The grace days will beadded from the due date of the bill code’s charges (could be adjustment date or period due date).

Adjustment Due Date - The due date of charges levied with this code will depend on the option selected in this field.

Period Due Date - Code charges are due on the year/period due date to which they are assigned. Due dates are spec-ified in Cycle Maintenance. Per diem interest will calculate from this due date when charges are delinquent.

Adjustment Date - Code charges are due on the date they were adjusted/assigned to the account. Per diem interest will calculate from this date when charges are delinquent.

30 Days from Adj Date - The due date of the code charges will be 30 days from the adjustment date of the charges. Per diem interest will calculate from this date when charges are delinquent.

Separate Charge - A separate charge is a billing that maintains its own separate balance on an account. For example, a bouncedcheck fee can be billed on the water service type, but the balance of this particular fee will appear separate from the water billing.Payments are applied to the separate charge balance with a designated payment code, which enables users to track these paymentsand record revenue accurately.

Separate Charge - This is the standard selection for a single separate charge.

Combine w/ Sep Chrg - This option can be used to pool various separate charge billings together under a single sep-arate account balance. Sometimes multiple separate charge bill codes need to be created because of varying rates or other reasons, but the billings are all for the same purpose and can be tracked as a single separate balance. In this scenario, the user can create a “master” Separate Charge bill code and then link the other codes to this code by set-ting them up with the Combine w/ Sep Chrg type. Although the actual code used to bill the account will appear on transaction reports, the charges will always accumulate under the master Separate Charge balance. The same pay-ment code referenced on the master bill code will be used for the “sub” bill codes.

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Utility - Edmunds GovTech2016/06/03 · The Utility Account Maintenance stores various Utility...

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