Utility Billing Review - WORD Format

Utility Billing Review 4/6/2018

1. Review Meter size - Use of these values 2. Service type – Restricted services 3. Penalty A, distribute B, current, outstanding, all C, inactive D, close 4. Consumption min/max 5. Cash Application Sequence 6. Miscellaneous Charge a. NSF Check b. NSF fee c. Deposit Refund 7. Rate tables 8. Geo Loc

Utility Billing Review 1 9. Account master a. Service start date b. Remarks c. Deposits d. Trend e. Action f. Rates g. Detail h. Direct Debit

10. Routing a. Add b. Insert c. Delete d. Change e. By Service

1. Estimating a. route or account b. all or range c. min d. max

Utility Billing Review 2 2. Meter read Entry a. Service to date b. Route or account c. Services d. Estimate an account e. End read Entry

3. Reading list a. Standard b. Exception

4. Miscellaneous Charge Entry a. Why b. Change c. Delete

5. Bill calculation a. From account to account b. Service dates c. Due date d. Mail date e. Past due date f. How to cancel a bill calculation

6. Preview Bill List – total page (Spooler)

7. Bill print a. Zip or Account b. All or range c. Message d. Restart e. Reprint bills until next billing run

8. Register 9. Letter print

Utility Billing Review 3 1. Lock Box 2. Auto CRP Update

3. Receipts Entry a. Entry b. Delete c. Manual cash application

4. Register a. Out of balance b. General Ledger

5. Unapplied a. When to run – Once a month this is an accounting function b. GL posting

6. Adjustment Entry a. NSF b. Unapplied c. Credit adjustment d. Add to a bill e. Adjusting tax

Utility Billing Review 4 1. Closed entry a. Warnings b. Change Address c. New resident d. Service dates e. Meter readings

2. Close listing a. Delete a closing b. Delete all closing c. Accepting the listing

3. Adjusting a closed listed account

4. Close Calculation

5. Miscellaneous Charges

Utility Billing Review 5 1. Penalty Calculation a. Cycle from b. Cycle to c. Service from d. Service to e. Due date f. Mail date g. How to cancel a penalty calculation

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

Utility Billing Review 6 1, Set up a new service a, Setup- Service Type

b, Setup – Cash Application Seq

Utility Billing Review 7 c, Setup – Penalty

d, Setup – Rate Table

Utility Billing Review 8 e, Account Master

f, On Demand – Mass Rate Change

Utility Billing Review 9 2, Consumption Reporting a, Setup – Geo Loc

b, Setup – Account Master

Utility Billing Review 10 c, Misc – Usage Rpt

d, Misc – Consumption Rpt

Utility Billing Review 11 e, Misc – Rate Analysis Report

f, Misc – Consumption Rpt One customer

Utility Billing Review 12 3, NSF Check recording a, Setup – Misc Charge

Utility Billing Review 13 b, Cash/Adj – Adjustment Entry

Utility Billing Review 14 c, Bill Process – Misc Chg Entry

Bill Process – Misc Chg List

Utility Billing Review 15 4, Standard Letters a, 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.

Utility Billing Review 16 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.

Utility Billing Review 17 c. Letter Printing

Utility Billing Review 18 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.

Utility Billing Review 19 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.

Utility Billing Review 20 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/Max B, Setup – Account Master C, Setup - Route D, Setup – Meter Size E, Bill Process – Read Estimating F, Bill Process - Mail Card Entry G, Bill Process - Meter Read Entry H, Bill Process – Read List I, Bill Process – Exception List J, 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 Report C, On Demand – Trail Balance D, 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.

Utility Billing Review 21 8, Utility billing historic data purges

A, Misc -Closed Acct Purge

Utility Billing Review 22 B, Misc – URI Hst Purge

Utility Billing Review 23 Utility Billing Review 24 C, Misc – Consumption Purge

Utility Billing Review 25 9, Setup – Account Master

1, Status 2, Start date 3, Routing No

Utility Billing Review 26 1, Parcel No 2, Geo Loc 3, Acct Class 4, Last Penalty 5, # of Penalties 6, Special Pay 7, Level Pay 8, Amt 9, Carr Route 10 Fields 22 through 28

1, Entry for each service 2, Automatically apply to final bill 3, Recording deposits through Cash/Adjustments – Receipts entry/Delete

Utility Billing Review 27 1, Metered or non metered 2, Combined Y/N/M 3, Estimate Y/N/A/C 4, Factor – When metered service and non metered 5, Hst Factor 6, Combine factor

Utility Billing Review 28 10, Adjustment Entry Adding 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.

Utility Billing Review 29 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 (-) sign B, 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.

Utility Billing Review 30 11, Cash Receipts

Discussion of the following A, Cash register interface. B, Lock Box C, Multiple payments from a customer in the same run. D, Deleting payments.

Utility Billing Review 31 NOTES

Utility Billing Review 32 12, Letter Processing Menu

A, Setup

Utility Billing Review 33 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 customers b, List the schedule c, Print the letters e, Exit the process

C, Customer Letter Print 1, Selection of printer 2, Option for line up pattern

Utility Billing Review 34 NOTES

Utility Billing Review 35 13 Utility Billing – Action

1, Action Type

Utility Billing Review 36 2, Agent File

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

3, Action File

Utility Billing Review 37 4, Receipts Report

List of collections by agent for a specified time frame.

Utility Billing Review 38 Customer Refund checks for Credit Balance or Deposit

1. Selection Process

Utility Billing Review 39 Refund Edit List

Utility Billing Review 40 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 PAYMENT ACCOUNT # 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 ...... 1 TOTAL REFUNDS DUE ...... 169.82

Refund Maintenance

Utility Billing Review 41 Refund control setup

Utility Billing Review 42 N O T E S

Utility Billing Review 43