INSTALLATION ... 5
LOCATIONOFDATA ... 5
PASSWORDS ... 5
SERVICES ... 11
ADDINGANEWSERVICE ... 11
METERED SERVICES ... 12
TRANSIENT SERVICES ... 12
DEPOSIT SERVICE ... 13
DEPOSIT INTEREST ... 13
FA(FUNDACCOUNTING)ACCOUNTCODES ... 14
SETUP FUND ACCOUNTING ACCOUNT CODES ... 14
RATES ... 14
CREATING RATES ... 14
SURCHARGES/TAXES ... 15
CREATING SURCHARGES/TAXES ... 15
BILLINGGROUPS ... 16
Add a New Billing Group... 16
BILLINGSCHEDULES ... 17
Receipt Distribution Priorities ... 17
ACCOUNTS ... 17
ACCOUNTSCREEN ... ACCOUNT SCREEN – TOP OF SCREEN ... 19
ACCOUNT SCREEN – BILLING TAB ... 19
ACCOUNT SCREEN – OWNER TAB ... 20
ACCOUNT SCREEN – PROPERTY TAB ... 20
ACCOUNT SCREEN – NAMES TAB ... 21
ACCOUNT SCREEN – AGING TAB ... 22
ACCOUNT SCREEN – SERVICE TAB ... 24
ACCOUNT SCREEN – METER TAB ... 24
ACCOUNT METER SCREEN ... 24
ACCOUNT SCREEN – SURCHARGE TAB ... 27
ACCOUNT SCREEN – MEMO TAB ... 27
ACCOUNT SCREEN – TRANSACTION TAB ... 28
ACCOUNT SCREEN – PRO RATE TAB ... 28
ATTACHINGSERVICESTOANACCOUNT ... 28
ASSIGNINGRATES ... 29
ATTACHINGANDREMOVINGSURCHARGES ... 29
ACCOUNTTEMPLATES ... 30
ADJUSTMENTS ... 30
UR(UNDISTRIBUTEDRECEIPTS)ADJUSTMENTS ... 31
MASSADD ... 32
SETUPOPTIONS ... 33
General Tab ... 33
Bill Calc Tab ... 33
Bill Print Tab ... 33
Receipts Tab ... 33
Certify Tab ... 33
Acct Descripts Tab ... 33
Meters Tab ... 33
Prop Descripts Tab ... 33
Features Tab ... 33
Options Tab ... 34
FAxfer Tab ... 34
ACCOUNTSRECEIVABLE ... 34
Fund Accounting Set Up ... 34
Utility Billing Set Up ... 34
RECEIVABLE TRANSFER SETUP (*ADD-ON MODULE*) ... 35
Transferring Billing Information ... 35
Transferring Penalty Information ... 35
Transferring Adjustment Information ... 35
PENALTYCOLLECTIONS ... 36
GROUPS TAB ... 36
SERVICES TAB ... 36
SURCHARGES TAB ... 36
CHARGE DETAIL TAB ... 37
BACKUP/RESTOREPROCESS ... 37
CALCULATIONS ... 38
Interest Calculation ... 38
CHECK FOR DUPLICATE METER ID OR SERIAL NUMBER ... 38
FIND ACCOUNT BY METER ID, SERIAL NUMBER, OR METER TRACKING NUMBER ... 38
FINALBILLINGSTEPS ... 39
BUDGETBILLING ... 40
BUDGET SETUP ... 40
SET AN ACCOUNT TO BE BUDGETED ... 40
SERVICE BUDGET (MANUAL) ... 41
SERVICE BUDGET (AUTOMATICALLY) ... 41
CALCULATE BUDGETS ... 41
BUDGET BY ACCOUNT ... 41
DECLINING BALANCE ... 42
METERDEVICE(ADD-ONMODULE) ... 43
ACCESSING THE METER DEVICE MODULE ... 43
METER DEVICE SETUP ... 43
Meter Device Profile ... 43
Adding new records to the send/receive tabs ... 45
Service List Tab ... 46
Options Tab ... 46
SEND AND RECEIVE READINGS ... 46
HYDRANTMANAGEMENT(ADDONMODULE) ... 50
DIRECTPAYMENTS-ACHTRANSFER(ADD-ONMODULE) ... 50
BILLINFOTOFILE(ADD-ONMODULE)... 54
DEPOSITSLIP(ADD-ONMODULE) ... 65
TIER REPORT………67
MANAGEHISTORY ... 70
CERTIFICATION OF BALANCES TO TAX -FILE..………..79
IMPORTANT NOTE
: Throughout this manual the word CLICK means “left-click” with the mouse button. “Right-click” means to right-click with the right mouse button. If you use the left handed mouse setup, then substitute a left-click for a right-click and vice versa.INSTALLATION
-
Only install to the local drive of PCs where the application resides.-
You must have the Windows operating system to install.-
Have a minimum of 500 megabytes of free disk space available to install.-
Close all programs before installing the BANYON DATA software.-
Insert the BANYON DATA CD in the CD drive.-
Installation should start automatically, if it does not: Click on START button; select RUN; in the OPEN text box enter “D:\setup”, and press ENTER.-
Follow instructions on the screen to complete the installation.
LOCATION OF DATA
When the BANYON DATA application is opened for the first time, it will prompt you the location of the Shared Folder where the data is stored and shared.
REMINDER: BANYON DATA Support Staff suggests that you know where your data is located and that you understand how to find it.
NOTE: Allow one station to complete the initial start-up before allowing
other stations to use the application.
PASSWORDS
There is an icon (shortcut) for each installed application. Click on the icon and the software will ask for your security password. Two passwords are available by default: MASTER and BANYON
The MASTER password is used to setup and change passwords. The BANYON password is used to access the application software. The password BANYON has been setup for you. In addition, you can assign USER RIGHTS to passwords for those who will be looking at data but not allowed to make entries or changes. The default access is Full
Read/Write access.
CREATING NEW PASSWORDS AND CHANGING MASTER PASSWORD
1. At the password entry screen enter “MASTER” and then press the ENTER key. NOTE: If you have changed MASTER enter that password instead.
2. The password screen will then appear.
Under USER NAME, click on the next open field. Enter the new user name and then enter the password. Using the drop down list, select the rights level for this user.
To change MASTER password, simply click on password field for the master password and enter in the new MASTER password. NOTE: If you change your Master password, please keep it on file so BANYON DATA can have access to your password setup when and if needed.
General Software Navigation- USING THE RIBBONS
File Menu
The Banyon Data Utility Billing software program for Version 10 uses four main
ribbons for navigation. These four areas are found at the upper left corner of the
Window. They include: File, View, Tools and Help.
The File menu option opens with general information “About” Banyon Data Systems
including a Suggestion Box, a link to our web site, link to check for updates available
and a link to our Products web site products page.
Account Menu
The next Ribbon tab is Account. This menu option is designed specifically for the
Utility Billing software application and contains many of the menu items available in
previous versions of the program. Remember, the functions available via the Ribbons
are still available on the Window right side “click here for options” menu that you all
are familiar with.
between provide the options for most of the processing and inquiry functions of the
Utility Billing program. Also, here is where you build your Director Report.
Tools Menu
Next Ribbon option on the menu is the Tools tab. This tab, much like the original Tools
tab in the upper right of the previous programs provides the basic system information
including:
Maintenance
Backup / Restore LogsEntity Information Check for Updates
Accessories
Add a purchased Add-on Module Calculator
Notes
Report Transfer
Release notes show abbreviated notes about what has been added, fixed and
changed in the program with a date stamp.
The BANYON DATA Add-On Modules item on the Accessories Ribbon segment
allows Banyon Data Systems to turn on modules purchased by your entity using a
password.
Help Menu
The Help Menu, much like the previous versions of Utility Billing provides access to
system related support and setup.
Glance in with Sessions 1-3 for great online support and training. Send data to
Banyon Data, receive data back, return to your Password Entry screen to switch users
or change your user rights if you have been setup with “Full Rights”. If not, and you
are read only, you will not be able to change access rights.
View Menu
The View Menu Ribbon shows how to return to an Account Screen if lost in closings
the account screen Window, allows access to Report Writer and prints an empty Work
Order for new customers. The Account lookup feature can find accounts based on
their meter ID or serial number.
Report Preview
SERVICES
GETTING TO THE SERVICE SETUP SCREEN
If you are doing your initial setup, click on the Services button.
If you have already completed setup, right-click on the Account Screen background, select Setup from the menu, and left click on Services.
This is display the Service Screen, shown below.
If no services exist the following message will appear: “No service on file. Service 1 will be added automatically.” Click on the OK button.
ADDING A NEW SERVICE
To add a new service, left-click on the Add button at the top of the screen.
You will be asked to enter a new service number. You can accept the one the computer supplies or enter a new number. Then click the OK button. If you change your mind about adding a new service, click the Cancel button.
Once you click OK a new service will be created.
You will receive a reminder to schedule the service. (See “Schedules” section) Click on the OK button. Enter a Service Name (such as “Water” or “Sewer Res”). The Service Name is what your customer will see on their bill. Keep this in mind while naming the services.
Choose a Service Type.
Discount service may also be added off the Service Option tab. A corresponding crediting tier rate (-.001) or base charge may also be added. Make sure your rate has a minimum of -9999999999 in order for a credit rate to be assigned.
METERED SERVICES
Estimating readings when the account did not get a new meter reading. Calc when No New Reading Present
“Estimate New Reading” is the default process where the computer will compute a new reading based on previous readings for this account.
“Assume Zero Usage” would be used if you want to bill them for zero usage if they do not have a new meter reading.
“Average All Non-Zero Periods” uses the average of the twelve periods of usage as the usage for the current billing cycle.
“Estimates based on” is used when “Estimate New Reading” is selected.
“Usage from last period” should be selected if you want to base the estimate on usage from the previous period. For example, if the current billing period is 12, the usage from period 11 would be used.
“Estimates based on same period last year” Should be selected if you want to use the usage from this same period last year. This is generally more accurate since usage going from winter to summer and vice versa can vary considerably, whereas usage for December of one year is generally similar to the usage of December for the previous year.
TRANSIENT SERVICES
Transient Services are charges attached to a customer’s account that are generally billed just once.
• Enter the amount to be charged. If the amount differs from situation to situation you may leave the amount field blank. The system will then prompt you to enter a dollar amount to charge when you attach it to an account. • You may also attach a tax to charge with it, if applicable.
To attach a Transient Service to an account:
• Access the customer’s account screen to which the transient charge should be added. • Click on the Service Tab.
• Click on the transient service to be added.
• The program will ask you if you want to attach this transient service. Click Yes to attach it.
• If you have not specified a dollar amount for the charge when setting up the service the program will prompt you for the amount to charge for the transient service. Enter this amount.
You may build and add multiple transient services to a customer’s account. Each will be billed and shown separately on their billing statement.
If the service is already ‘Used’ on the account and you need to charge it again, you will need to make an adjustment to the Trans Amount in the Adjustment Screen.
DEPOSIT SERVICE
Enter the Deposit Amount. If you leave the amount
field blank or 0.00 you will be prompted for the Deposit Amount when attaching the service to an account. This is useful if deposit amounts vary from customer to customer.
Enter Minimum Amount for Interest. (Example
$10.00) This would be the minimum deposit amount that would receive interest.
Use Deposit to Pay Account After _____ Periods without a late fee. The Deposit will be applied to the
account after the account exceeds this number of billing cycles without receiving a penalty. Leave this blank if the deposit should not be applied to the account after a certain number of billing periods.
Use Deposit to Pay Account After _____ Days (done during bill calculation). Enter the number of days after
which you would like the deposit applied to an account. Or leave this blank if the deposit should not be applied back to the account after a certain number of days.
There are several setting that can be used to return a deposit back to the customer. These normally are setup as part of our training. If used later on please call Banyon Data for assistance.
DEPOSIT INTEREST
Enter the Deposit Interest Rate. Ten percent
would be entered as 10.
Use Interest to Pay Account After ____ Periods without a Late Fee. Enter the number of periods
after which you would like the interest applied to an account after as long as there have been no late fees. Leave this blank if the interest should not be applied back to the account after a number of periods.
Use Interest to Pay Account After ____ Days (done during bill calc). Enter the number of days
after which you would like the interest applied to an account. Leave this blank if they interest should not be applied to the account after a certain number of days.
Compound Interest (Interest on Interest). Checking this box means that interest is compounded.
Interest Type Flat Interest: Use this option if you run interest calculation once a year.
Daily Interest: Formula: (interest rate/100)/365 = interest rate per day
FA (FUND ACCOUNTING) ACCOUNT CODES
You have the option of assigning Fund Accounting Account Codes to your services. This allows you to more easily track the amounts and to more easily transfer receipts into BANYON DATA Fund Accounting.
SETUP FUND ACCOUNTING ACCOUNT CODES
From the Service Screen, left-click on the FA AccountCodes button. Next, click on the Setup Account Codes
button. Then click on the Select Accounts from BANYON
DATA Accounting button. This allows you to acquire the
account codes from the BANYON DATA Fund Accounting. If you
do not have the BANYON DATA Fund Accounting you will need to enter your account codes manually.
Choose which account codes you will need to attach. Choose from General Ledger, Expenditure, and Revenue.
Once you have selected the codes you need click the Click to Start Loading Selected Items button.
Close the Load Account Reference window. Also, close the Account Reference Table window. This brings you back to the Service Fund Accounting Account Codes window.
This is where you will select the account codes you just loaded.
Use the drop down arrows to select the accounts.
EXAMPLE: Notice on the screen we are attaching codes for the WATER service. On the Receipt line, we will choose the REV radio button since a receipt is revenue coming in. And we selected the 301-37100 code which is Water Sales.
On the next line, you will choose your Cash Account Code.
On the Receipt Penalty line, we will choose the REV radio button again. We’ve selected the 601-37160 code for Water Penalty Charge. Again, on the next line choose your Cash Acct code. Continue attaching account codes to EACH service by looking up the specific service in Setup Services.
RATES
CREATING RATES
If you are doing your initial setup, click on the Rates button.
If you have already completed setup, right-click on the Account Screen background, select SETUP from the menu, and left click on RATES.
The “99 No Charges” rate will be added automatically.
To add more Rates left click on the Add button.
Enter a new rate number or accept the default. Click on the Ok button.
Enter the Rate Name.
Base Charge This is an amount that is added to the charge after all other amounts are applied. If you are
charging a flat fee, or the rate includes a flat fee, enter the flat fee amount here.
Minimum Charge This is the minimum amount that this rate can bill.
Tier information If the rate is based on a Usage then you would need to enter the tier information: To units and Amount per Unit. Make sure you know how many digits you will use in your meter readings.
Discount rates may also be added. Contact Banyon Data for details.
To test the usage: Enter a number into the TEST USAGE field and press Enter. The Rate test window will be
displayed with the detailed results. Click on Exit when you are finished reviewing the results.
SURCHARGES/TAXES
CREATING SURCHARGES/TAXES
If you are doing your initial setup, click on the Surcharges button.
If you have already completed setup, right-click on the Account Screen background, select SETUP from the menu, and left-click on SURCHARGES.
If you have not added a Surcharge/Tax the following message will appear:
Click on the Yes button.
Enter Surcharge name in the Surcharge Name field.
Surcharge Percent. This is the percent to be charged. Six and a half percent should be entered as 6.5.
Surcharge Amount. This is a flat amount to be charged on a service. Leave this as zero if it is not used.
BILLING GROUPS
A few things to keep in mind when you are creating new billing groups:
If you bill RESIDENTIAL and COMMERCIAL accounts at different times (i.e. Residential bills monthly and commercial bills quarterly) then you would want to set up two billing groups, one named RESIDENTIAL and the other named COMMERCIAL. You would then attach the monthly bill schedule or quarterly bill schedule to the respective group. Bill schedules are explained Billing Schedules section.
If you bill meter books at different times you would want a separate group for each book. If you bill all your accounts at the same time you would not need separate groups for each book.
NOTE: Having more than a few Billing Groups is very inconvenient for you. If you are doing your initial setup, click on the Billing Groups button.
If you have already completed setup, right-click on the Account Screen background, select SETUP from the menu, and left click on Billing Groups.
You will automatically have two groups, the 00 Final Group and 01 Everyone. The Final Group is displayed by default.
Add a New Billing Group
Click on the Add New button at the top of the Billing Group Screen.
Enter the Billing Group Number you would like to
assign or click on the OK button to accept the default number. You may also change the
Current Billing Period so that it matches the
current month.
Enter the Billing Group Name.
You can move to a different group by clicking on a Group Number and Name on the left or selecting it from the drop down Lookup arrow.
Be sure to set the Fund
Accounting account codes for
the Undistributed Receipts (overpayments).
Accept or change the default values as they relate to your city. Choose which Billing Schedule the group will use. This tells the program when to bills specific services for this group. You can view the schedule by clicking on the
View Schedule button. When you are done adding Billing Groups, click on the X in the upper right hand corner of
BILLING SCHEDULES
To create, view, or edit Billing Schedules, right-click on Account screen background, highlight Setup,
and left- click on Schedules. Schedules can also be accessed by clicking on the Schedules button on the Billing Group, Service, and Surcharges screens.
If you do not currently have any Schedules the program will add a default schedule for you.
The Schedule Name will be highlighted. You can change the name if you like.
NOTE: Setup Billing Period information carefully as it is the table used for keeping History and is also used by Services that depend on Usage from particular Billing Periods.
Enter an ‘X’ into each Billing Period box that billing should occur. If monthly
billing for the subject service, then simply click on the service name and 12 boxes will be filled in with an “X”. This can save you time. You can also
put a number into a Billing Period box if that Billing Period box should get its usage from a different Billing Period. The number would correspond to the period that would be providing the usage. When a number is found in the Billing Period, the bill calculation will ignore the current usage and use the usage from the period number you specified.
Receipt Distribution Priorities
Priorities range from 0 to 9. Charges are paid in ascending priority order. All charges with priority 0 are paid first, then all charges with priority 1, until you reach priority level 9. This only affects an account when less is paid than is due.
ACCOUNTS
If you are doing your initial setup, click on the Accounts button.
If you have already completed Setup, you can add accounts by clicking on the Add button on the Account Screen.
When you enter your first account the following screen will appear.
You can fill in the information for city, state, and zip code. This will automatically fill in these fields on new accounts that you create. If you do not enter this information this screen will continue to appear when you add new accounts.
If you have set up the Billing Group to allow you to enter your own account numbers, the program will prompt you for the Account Number. The next default Account Number is shown automatically. When the number you want is entered, click the OK button. If the Billing Group is set to automatically assign account numbers then this screen will be skipped.
If you have chosen to use templates and have already set up at least one template, you will be prompted to select a template. A template is created from an exiting account that has the services and rates already attached. You must right click on the subject account, click on Other Tools, and then on Create Template. That template will then show on the Select Template screen.
If you are using an account template, click on it and click OK. (You must have your services setup in order to create account templates.)
If you do not wish to use a template click on “None” and then click OK.
You can now fill out the customer information screen.
If the account is a person (residential) enter the information on the Person tab. If the account is commercial, click on the Commercial tab to fill in the information. You can also Lookup an existing customer if they own multiple properties and you have already entered them.
IMPORTANT NOTE: Street address goes on Address Line 1 PO Box should go on Address Line 2
Once the name and address are filled in, complete the check boxes at the bottom as they apply to this account.
If the person is not the owner of the property, uncheck the Owner box and you can add the owner’s name to the account later.
The Send Notification box is used if you also want a copy of the bill to go to the owner if the customer fails to pay. This is common for rental properties.
Account Type Enter C for commercial, R for Residential, I for Industrial, or any other code you are using to distinguish account types.
Once you are done filling in the information click the OK button and you will be ready to enter another account.
IMPORTANT NOTE: You might want to enter just one residential customer and one commercial customer and
then create account templates. (see Template Set Up). Remember, Creating and using templates will save you time.
Once you have successfully created an Account, the Utility Billing program will automatically display the Main Account screen the next time you run the program.
The Utility Billing Account screen is automatically displayed when you run the program. You will start most of the utility billing processes from this screen. Each customer in your database will have a screen like this.
We will break down the account screen into the top section and then each tab from left to right.
ACCOUNT SCREEN – TOP OF SCREEN
First, we will discuss the features at the top of the account screen.
The Reports on the account screen are special reports. This is where you will select your Billing Register, Bill Forms, Penalties-Cur Charges, and Penalty Forms. The uses of these forms will be discussed later.
You can select the sorting order of the accounts for when you use the Next and Prev buttons. You can sort through your accounts by Account Number (most common), Service Address, Billing Name, Owner Name, Book/Stop, PIN # (Parcel ID), Post Office Zip Code sorting order, or by Social Security Number.
On the right side of the screen you will see Balance, Credits, Account Status, Account Type, and Units. An account would normally have at least one unit; otherwise the bill might not be correct.
Account statuses available in the drop down menu are:
Active: This would be used for a current customer that is receiving a bill. Inactive: This would be for an account that is vacant for a period of time.
New: This would be for an account that has been just created; the status will turn to active during the next bill calc. Final: This would be used for a customer that has just moved out; account will be moved to the final bill group. Final Calc: The system will change to this status during your calculation for your final bill group, this is when final
charges to the account are made.
Final Calc Print: The system will change the account to this status once your final bills have been printed. Auto-Activate: This would be used for a new customer that should not be included in your next bill calc, the
system will change account to an active status
You can print single address label, on the Print
Label button. The popular
Dymo Labelwriter can also print the Billing and Owner label on the single print output Labelwriter. Make sure you select the path for the Dymo printer before printing.
Once you have clicked the Print Label button the Print Stock Labels window will appear. Here you can choose how many labels you wish to print and the label where printing will start.
To print an envelope for the customer, click on the Print Envelope button from either the Billing Tab or Owner Tab.
Clicking on the Print Envelope button will send the customer’s name and address to the printer formatted to print on a standard #10 envelope. This will only work if your printer is capable of printing envelopes. Please check with your printer setup to see how your specific printer handles envelope printing.
NOTE: This is only for standard #10 envelopes.
Please check with your printer set up to see how your specific printer handles envelope printing.
You can view an Internet map of the address by clicking on the View Map button. Of course, you have to have access to the Internet to use this feature. This will open your web browser and display the map.
ACCOUNT SCREEN – OWNER TAB
Similar to the Billing tab, this screen shows Owner Information. They would only have different information if the Billing Customer isn’t the Owner (i.e. Landlord and Tenant).
View Map, Print Label and Print Envelope are also
here.
ACCOUNT SCREEN – PROPERTY TAB
The Property tab has information about the physical property location.
Area fields are also available for a closer definition of the property for reporting purposes. Date of property sale and Sales ID is also on the screen for reporting.
ACCOUNT SCREEN – NAMES TAB
This tab shows all the customers associated with the account. For more detail, left click on the person’s name.
The Customer Link to Account Screen will appear.
Here you may make changes or add comments.
Check the applicable boxes for Send Bill, Billing Customer, Owner, Send Email Bill, and Bill is a Copy.
By clicking on the Add New button you may add another customer to this account. Clicking on the Delete button will remove the customer from the account (although it will not remove the customer from any other account with which they may be associated.)
ACCOUNT SCREEN –
SEASONAL ADDRESSES
Date Range and enter setting. Then, when billing during those dates, the customers bill will apply the seasonal address for mailing purposes.
ACCOUNT SCREEN – AGING TAB
This screen gives you a quick look at the account’s aged balances.
It also tells you the last payment amount, last payment date, the last penalty date, and how many penalty calculations have been done since the account was last penalized.
Note: The Payoff Amount could be different from the Account Balance if there is a credit or deposit attached to the
account.
ACCOUNT SCREEN – MISC. TAB
Exempt from Penalty for _ periods. This enables you to exempt the Account from receiving penalties for a
certain number of billing cycles.
Always Exempt from Penalty. This allows you to permanently exempt the Account from receiving penalties.
Exempt from Estimate Fee. If you charge for meter estimates, this option allows you to exempt this account from
being billed for meter reading estimate charges.
Creation Date. This is the date the account was created. The program sets this automatically when the account is
created.
Last Move IN Date. This is the last time a customer moved into the property. The program sets this automatically
when a new customer is added to an Inactive account and the account is reactivated.
Move Out Date. This is the date the account was final billed. The program defaults to the day the Final Bill is
done, however you can change the date during the final bill process.
Date Billed. This is the date that the account was last billed. The program sets this automatically when you run
bill calculations.
Units. This is the number of units for the account. This is normally used for apartments.
Current Level. This is how many times the account has been charged a penalty since the account was last paid
in full (or paid the percentage you set for this on the Setup screen).
Total Level. This is the total number of times the account has been charged a penalty.
Turn offs. This is the number of times the account has been turned off (how many times the Turned Off status has
been selected from the Status drop down menu).
Current Period. This is the current billing period for the billing group of this account.
Old Group Number. If the account was originally in another billing group, this is that original group number.
Optional Codes A-D. These fields can be used for anything you want. These fields are available in Report Writer.
Summary Code. This field allows you to summarize, by code, several related bills on one combined statement.
Each set of bills to be summarized should have the same Summary Code. The Summary Code should be a number. You also need to print current bills first then print the Summary. This report is available as a Choose Form under the Setup Option and then to access click on the Reports drop down arrow at the top of the Account screen. Again, you should run your regular bills first, then run the Full Bill Summary and attach the individual bills.
Bill Message. This bill message will be displayed instead of the normal bill message on this account’s bill only.
Cash Only. If you check this box, you should only accept cash from this account. When in Receipt Entry, a
message window will appear reminding you that the account is cash only.
ACCOUNT SCREEN – SERVICE TAB
On the right side of the screen you have the option to show All Services, Used Only Services, and Unused Only Services.
If you choose All, you will see a list of all services that have been created. If you choose Used Only, you will see a list of services that are attached to this account. If you choose Unused Only, you will see a list of the services that are not attached to this account.
To get more detail about a service, left-click only once on the service name. This will bring you to the Account Service Screen.
Here you can make adjustments, change rates and surcharges. It also shows you the service and penalty balances. Late in Period shows a check mark in the corresponding period in which the customer received a penalty.
ACCOUNT SCREEN – METER TAB
This tab shows the meters records that are attached to the
account. It shows the Current Reading, New Reading
and Usage. For more detail left-click on the service
name and it will open the Account Meter Screen.
ACCOUNT METER SCREEN
The Account Meter Screen it shows you more detail, including the meter readings, serial number, and meter ID.
You also notice that there are 5 tabs: Info, Misc., Device, Replacement, and Work Orders.
Shown here is the Info, you can enter the information to suit your needs.
The DEVICE TAB on the Account Meter Screen has information regarding the “Reader Device” for when you transfer your meter readings using a meter device.
The REPLACEMENT TAB allows you to easily swap out meters for a service.
Click on the Replacement Tab.
On this screen, you will enter the Old Meter Final Reading. Generally this is all you need to do, but if the new meter is not brand new and there is a reading on it, you will want to enter that starting reading in New Meter Initial Reading. Then, click OK.
The meter is now changed out and you will be ready to enter the new meter reading as you normally would.
(NOTE: After the meter is changed out, the current read will usually be a very large number, this is normal so that the correct usage is calculated.)
The WORK ORDER TAB allows you to create work orders and view existing or completed work orders. In order to use this option, Use Work Orders must be checked in Setup Options under the Options Tab.
The General work order has Work Order 1 and Work order 2. They are similar. However, Work Order 1 has much more information. Choose the one that best fits your needs.
Use the Final Read Work Order when you need a final reading.
Use the Meter Check Work Order when a meter must be checked for various reasons.
To create a new work order, use the mouse to click the radio button to choose which type of work order is needed. Click on the Add button. The system will ask if you want to add a work order, choose yes or no.
The work order will then appear on your screen. Fill in the information and print it out.
METER TRACKING OPTION (New)
ACCOUNT SCREEN – METER HISTORY TAB
This option allows you view the meter history at a glance.
As with Usage History Reports, this updates each billing cycle and over writes the previous year’s usage for that period.
Click on a line on the Meter History Tab that you wish to view and the Meter History screen will be displayed.
This shows Calc Usage, Actual Usage and Readings and Dates.
ACCOUNT SCREEN – SURCHARGE TAB
This tab shows information aboutsurcharges that are attached to the account.
Click on a surcharge on the
Surcharge Tab to display the
Account Surcharge screen.
This allows you to view more detail and make adjustments if needed.
ACCOUNT SCREEN –
MEMO TAB
The account memo is available for any notes you may have about the account.
You can search for keywords and print this screen.
You can set automatic messages to be added at the top or bottom of the memo using the Setup
Options screen.
ACCOUNT SCREEN – TRANSACTION TAB
The Transactions tab shows all the transactions
(Receipts, Adjustments, and Late Fees) that apply to this account.
There are many options for displaying specific
transaction information on this screen. You may display only current transactions or just have a list of all transactions. You may also print the transaction information by clicking on the Print button.
ACCOUNT SCREEN – PRO RATE TAB
This screen is used toprorate bills.
If you bill monthly the Days in
Period would be 30. If you bill
bi-monthly the Days in
Period would be 60. If you bill
quarterly the Days in Period would be 90.
To bill for 15 days out of the
current period enter 15 into the
Days to Bill field.
If you are billing for the full billing cycle you do not need to change these numbers (as long as they are the same).
You can change the default Days in Period, on the Billing Groups screen. On the Billing Group screen change the
Default Prorate Days.
ATTACHING SERVICES TO AN ACCOUNT
First you need have to created services, which is discussed in the Services section of the manual. Once they are created you are able to attach them to your accounts. You would also need to have created any rates that would be assigned to the services. See the Rates section of the manual for creating rates.
Look up the account for which you’d like to attach the service. Next, left-click on Service from the menu on the left side. On the right side of the screen, you see the options All, Used Only, and Unused Only. Choose All. Click on the service you want to add.
Using the screen to the right as an example we are going to attach the Water service. To add the Water service just left-click on Water.
Choosing yes will bring you into the Account Service Screen. Generally you would need to assign a rate to the service.
ASSIGNING RATES
Once you have attached the service to the account, you will want to assign a rate to the service.
On the left side of the Account Service screen there is a drop down arrow next to Rate. Use the drop down arrow list to select the correct rate.
Once you have done this the rate is now attached to the service and the Rate Name will be displayed.
You can also assign a rate by typing the rate number into the Rate Number field.
As a default, we have added the ‘99’ Rate to your setup, this is the No Charge rate.
If you wanted to attach a service to a customer’s account, but did not want them to have any charges for it, you would use the 99 rate. You will also find this in the drop down rate menu.
NOTE: Once you want the customer to start getting charges you will need to manually change the 99 rate to the rate that corresponds with the service.
Continue attaching services and rates until you have all the necessary services and rates attached.
ATTACHING AND REMOVING SURCHARGES
Before you can attach surcharges to services you must have first created your surcharges. If you haven’t done this, please refer to the Surcharges section of this manual.
From the Service Tab on the Account screen, click on the service that the surcharge will be charged against. This will display the Account Service screen.
Under Surcharge Code/Name, you can either enter the surcharge number or use the drop down menu and select the surcharge name from the list. The surcharge will be attached to this service on this account and can be viewed under
Surcharge Tab on the Account screen.
To delete a surcharge from a customer you must first access the Account screen and then click on the Surcharge Tab. Click on the surcharge to be removed to display the Account Surcharge screen. Then click on the Delete button at the top of the screen to delete. This will delete the surcharge/tax from the account.
IMPORTANT NOTE: You must also remove the surcharge from the service on the Account Service screen. If you do not remove the surcharge from the service, the surcharge will be added back onto the account automatically during the next billing calculation.
Note: Removing the surcharge from the Account Service screen does not remove the surcharge entirely from the account. It will simply make this service stop billing for the surcharge. Sometimes the surcharge might still have dollar amounts due or it might be in use on a different service for this account.
ACCOUNT TEMPLATES
A template can be set up for your accounts to make an exact copy of the services and rates on an account. When adding accounts you can then select a template to use and it will copy the services and rates from the template to the new account you are adding.
Templates are usually set up for residential and commercial accounts.
To create a template for an account:
You first need to add services, rates, and surcharges to the account you want to use as a template. If you do not have services or rates created or attached see the service and rates setup section.
Next, right click on the upper right corner of the Utility Billing Account Screen, select Other Tools, and select
Create Account Template. The program will then ask you to name the template.
Once you name it, press Enter and the program will respond, “Account Template Created”. Click OK.
Now when you create a new account, the program will ask if you want to use a template. You can select the appropriate template for that customer. By doing this, it will automatically attach the services and rates from the template rather than you having to attach each one manually.
Follow the above steps to create additional templates for accounts with different services.
Helpful Hint: Since rates are sometimes dependent upon meter size all residential customers might not have the same rate. You could set up some templates to be named Residential 5/8, Residential ¾, etc. You could do the same for commercial accounts.
ADJUSTMENTS
**Groups must be “Marked as Done Editing” before adjustments can be performed.
To change the amount due for a service follow this procedure:
First, access the customer’s account that you need to adjust. Next, click on the Services or Surcharge tab.
Then, click on the Service to be adjusted. This will display the Account Service Screen for that service.
Click on the Adjust button at the top of the Account
Service Screen. This will display the Service Adjustment Screen.
Click on the radio button on the left to indicate what you want to adjust.
Enter the amount to be added to or subtracted from the service. A credit adjustment is entered with a minus sign in front of the amount (e.g. –10.00). A charge or increase adjustment to the service is entered as a positive number (e.g. 10.00).
You can also enter an Adjustment Comment for the adjustment for future reference. This comment must be 30 characters or less.
After entering the dollar amount and the comment, click on the Apply button to apply it or the Cancel button to cancel the adjustment.
The program will explain the adjustment to you. If it confirms
what you want to do click on Yes.
Once having made your service adjustment, the program will
prompt if a surcharge/tax is attached to the service and
if you want to adjust this as well..
UR (UNDISTRIBUTED RECEIPTS) ADJUSTMENTS
IMPORTANT: IF YOU DO NOT FULLYUNDERSTAND THIS PROCESS PLEASE CALL BANYON SUPPORT STAFF TO HELP YOU. UR or Undistributed Receipts is a credit on the account, usually from an over payment or a deposit being refunded. Most of the time, you will just leave the over payment on the account. It will sit there until the next billing calculation is done. During the calculation process the credit will be distributed to the individual charges.
However, if there is a need to give this credit back to the customer, you will need to do a UR
Adjustment. This is done differently than regular adjustments. Please note that you cannot apply an adjustment that would result in the CREDITS field of the account screen being less than zero.
Notice on this sample screen to the right, there is a $6.50 BALANCE and a $10.00 CREDIT.
If you wanted to give the customer their $10.00 back, you would do an UR adjustment.
This is a feature that needs to be turned on in order to access it.
To turn the feature on, right-click on the Account Screen background, highlight Setup, then left-click on Setup
Options.
Next, select the Features Tab. Under the heading
in the check box Enable Account Budget/UR Adjustments.
Now you can access this feature from the right-click menu on the Utility Billing Account Screen.
This is the Adjustment screen.
Using the example from above, we will give the customer their $10.00 credit back.
In the Adjustment Amount enter -10.00. Make sure the radio button under “Adjust What” is selected for Undistributed Receipts. Enter a comment if you wish and click Apply. The program will ask you to confirm that you want to make the adjustment. If you click Yes the adjustment will be made.
MASS ADD
IMPORTANT: IF YOU DO NOT FULLY UNDERSTAND THIS PROCESS PLEASE CALL BANYON SUPPORT STAFF FOR ASSISTANCE.
Mass adding your services and surcharges is a quick and simple way of attaching them to your accounts.
However, this is done by billing group only, so make sure you understand that everyone in that billing group will get the service or surcharge attached to their account.
Make sure you BACKUP your data prior to Mass Adding!!
Right-click on the Account screen to bring up the options menu. Highlight Other Tools and click on Mass Change.
Click on the button for either Mass Add a Service or Mass Add a
Surcharge.
Did you remember to back up your data? Click Yes if you have. If not, backup your data and continue.
Step 1: Select the Billing Group or groups to which you want to attach the service. Click on the Next button.
Step 2: Select the SERVICE you want to attach to the accounts. You may only choose ONE service. Click on the
Next button.
Step 3: Select the RATE that goes with the service. You may only choose ONE rate. Click on the Next button.
Step 4: (Step 4 is optional) If there is a surcharge that goes with the service you may select it here by clicking on it. Click on Next or Skip. If you do not wish to add a surcharge, do not highlight anything and click on Next or Skip.
Step 5: (Step 5 is optional) If you wish to add the service from Step 2 only to accounts that have another specific service, you would select that service here. Click on Next or Skip. If you wish to add it to all accounts, click Next or Skip without selecting a service.
Step 6: Click the Start Adding button. The program will confirm, “Begin Mass Add Procedure?” Click Yes.
SETUP OPTIONS
IMPORTANT NOTE
: Almost all the features on the Setup Options screen are highly technical andcan drastically impact the operations of the Utility Billing program. Do NOT change ANY of these options unless you are either instructed to do so or fully understand the consequences of changing the option.
Right-click on the Account Screen background to display the Options Menu. Then highlight Setup, and left-click on Setup
Options. This will display the Setup Options screen.
General Tab
The Maximum number of tracking records and Maximum
number of error records default to 999999999. This tells the
program how many records to keep on file.
Default Values When Adding If you did not enter default values for
city, state, and zip code at the default information screen, you may enter it now.
Use Templates When Adding defaults Leave this turned on, it will save you time later.
Bill Calc Tab
For Final Group, Calculate only New Final Bills defaults to yes/on. Move Meter Readings on Inactive Accounts and Input Bill Calc Date default to no/off. Move Meter Read in Look Behind Month also defaults to
no/off.
Bill Print Tab
It is better to set these options when you are printing your bills.
Receipts Tab
Choose the options for receipts. Allows for Deposit Slip Module printing options. Also has special boxes to select how you enter receipts and how multiple name accounts are displayed.
Certify Tab
This option is for the states that can collect unpaid utility balances through property taxes. It is used to clear certified balances and prepare a report to show what needs to be applied to customers’ taxes.
Acct Descripts Tab
These options are for user specific default account description values.
Meters Tab
These options are for user specific meter descriptions
Prop Descripts Tab
These options are for user specific property descriptions
Features Tab
Choose the optional feature, optional fields, and optional processes values. Common choices have been set to yes/on for your convenience.
Owner services are services that do not transfer to the final bill when an account is final billed. Mostly it is used for Deposits that the owner paid, which would stay with an apartment rather than being used to pay the final bill.
Budgets Tab
Choose your budget values. If running budgets without any budget history, uncheck the auto-recalc box.
Options Tab
Select the options values.FA Xfer Tab
Enter the path for your BANYON DATA Fund Accounting. An example Location of Fund Accounting would be: C:\BANYON DATAWIN\
You can transfer to Fund as Cash Basis or Accounts Receivable, depending on your city’s needs: Cash Basis will enable you to transfer your receipt batches into Fund Accounting. Accounts
Receivable Basis allows you to transfer both billing
and receipts.
Combine batches when multiple batches are selected: Check this box if you want to combine or merge multiple Utility Billing receipt batches into one batch in Fund Accounting. If the box is left
unchecked, batches will transfer individually, even if more than one is selected.
ACCOUNTS RECEIVABLE
Fund Accounting Set Up
Create an accounts receivable account as a cash account in the fund accounting side.
1. Open fund accounting. Click on Tools. Click on Setup Options, and then click on the Default Accounts tab. 2. On a blank line select Cash from the Type column. Then in the accounts column select your accounts
receivable account. Then in the name column put “accounts receivable”.
3. Close the screen. Then click on Tools. Click on View. Click on Chart of Accounts. Now you need to add the accounts receivable account to every fund that is used on the Utility Billing side. Click on GL Accounts. Choose your fund. Click on the Show Accounts icon. Next, click on the Add Account icon (or press f5) and add your accounts receivable account. Repeat this step for all funds used on UB side.
Utility Billing Set Up
1. The Utility Billing needs to be switched from Cash to AR. This must be selected and checked. Assuming you have done this, you then need to activate the feature. To do this right-click in the upper corner of the Account screen and select Setup, then Setup options.
2. Next, click on the FAXfer Tab and select the Accounts Receivable Basis option.
3. Close the setup options screen and right-click on the Account screen, select Setup and then Services. Next, click on the FA Codes button on the top of the screen.
4. You will need to do this for each service and surcharge that you bill. Below is a sample example of how your screen might look after it is completed.
The bottom of the screen is used when you run the billing calculation and then transfer billed amounts to the fund accounting. Revenue is credited and accounts receivable is debited.
If your codes are not listed when you click on the drop down arrows, click on the Setup Account Code button in the top right corner and load those.
To assign account codes for surcharges right-click on the Account screen, select Setup, and then Surcharges. Follow the same steps as the Services setup.
Remember ALL services and surcharges should have fund accounting account codes assigned.
RECEIVABLE TRANSFER SETUP (*ADD-ON MODULE*)
This is a two step process. First you bill customers and then the billing amounts are transferred to the Fund Accounting. Revenue is credited and accounts receivable is debited.
The second step is to transfer receipt information to the Fund Accounting where cash is debited and accounts receivable is credited.
Transferring Billing Information
After you have calculated bills you will transfer the billed amounts to the Fund Accounting System.
1. Right-click on the Account screen. Then select Transfers, then FA Transfer.
2. Click on the Receivables tab and make sure the Billing radio button is selected. Highlight what you want to transfer on the left and then click on the Transfer button.
3. This will show up in the Fund Accounting in the External Batches area. You will load the batch and then go to the receipts area to print and post it.
When the batch is brought into the Receipts area of the Fund Accounting the check box for Cash Batch should be checked and the Cash account should be your Accounts Receivable.
Transferring Penalty Information
After you run the penalty calculation, those amounts can be transferred to the Fund Accounting System. 1. Follow the same steps for transferring the billing except when on the Receivables tab make sure the
Penalties radio button is selected.
Transferring Adjustment Information
BANYON DATA recommends that you allow your adjustments to be transferred with the rest of your billing information. Transferring it separately can be confusing and can be more difficult to reconcile.
If you choose to transfer adjustments separately rather than with the billed amounts, then that option needs to be turned on.
This is an optional feature. Most entities do not use this feature and the adjustments are transferred with the billed amounts after you run your billing calculation.
To transfer the Adjustment information follow the same steps used to transfer the billing information except on the
Receivables tab make sure the Adjustment button is selected.
Any Adjustments you do not transfer before the billing calculation for a group will be added to that group’s receivables for that billing calculation. Those adjustments will no longer be available for transfer separately.
PENALTY COLLECTIONS
To access Penalty Collections, right-click on the Account screen, highlight Setup, and left-click on Penalty
Collections.
If you are entering Penalty Collections for the first time this message will appear:
Click OK.
Enter the Penalty Collection Name.
Fill in the information according to how your late fees are applied.
You can create additional Penalty Collections by clicking on the Add New button at the top. You may need more than one collection if you apply different penalty percentages depending on the circumstances. For example, you might bill quarterly and need a penalty applied after the first month of the quarter and a different penalty applied after the second month of the quarter.
Left-click on the Setup Penalties button.
GROUPS TAB
Highlight the Billing Groups that should be penalized and click on the “>” button to move one at a time or click on the “>>” button to move all groups into the Bill Groups which will be penalized window.
SERVICES TAB
Highlight the Services that should be penalized and click on the “>” button to move one at a time or click on the “>>” button to move all services into the Services which will be
penalized window.
SURCHARGES TAB
CHARGE DETAIL TAB
Fill in the information on the screen in accordance with how you want the late fees to be applied.
After you have filled out the information for the first service, click on the Next button or select another service from the list on the left and fill out the information for that Service. Continue on for all services that are penalized.
BACKUP/RESTORE PROCESS
Backups are
CRITICAL
. Copies of data can protect you against loss or damage. Reconstructing work can be time consuming and sometimes impossible. It is important to keep at least four backups at all times.To use
Backup/Restore: Left click on Utility Billing Account Screen. Choose
Backup/Restore.
Multiple backup locations may setup on the Setup tab.
To create a new Backup, right click under Description. Highlight Create New Backup In and click on the path where you would like to save the backup.
Next, you will be asked to name your backup. NOTE: You may use only letters, numbers, spaces and/or dashes. Do not use special characters.
Once you have named your backup, click on OK.
Once the backup process is complete, a window will pop up saying Backup Completed Successfully. Click on the
Deposit Interest Calculation
Interest Calculation
BACKUP YOUR DATA (always back up before a calculation)
1. Right-click on the Utility Billing Account Screen to bring up the options menu. 2. Select Calculations.
3. Left-click on the Deposit Interest button.
4. Select the Bill Groups for which you want to apply interest by clicking on the group and then the “>” arrow to move the group to right side of the window.
5. Click on Start.
Aging Tab on Utility Billing Account Screen
During bill calculations the Interest will be applied to an account if the number in the Pen Calcs
without a Penalty field on the Account screen
under the Aging tab is greater than the number in the Apply Deposit to Account After ___
Periods” on the Deposit Interest service setup
screen. If that field on the Deposit Interest service setup screen is blank, the interest will not be applied.
The field Pen Calcs without a Penalty on the Account screen automatically increments during a penalty calculation if the Account does not get a penalty. If the account gets a penalty, this number is reset to zero.
CHECK FOR DUPLICATE METER ID OR SERIAL NUMBER
To activate this optional feature, right-click on the UtilityBilling Account Screen to display the menu, highlight
Setup, and click on Setup Options. Click on the Meters
Tab. Click on the check box to Check for Duplicate
Meter ID and Serial Numbers.
Once this is activated, any time you attempt to enter a Serial Number or Meter ID that is already being used, a message will be displayed informing you of this fact.
FIND ACCOUNT BY METER ID, SERIAL NUMBER, OR METER TRACKING
NUMBER
FINAL BILLING STEPS
The Final Billing Process is a quick and simple way to produce a final bill for a customer who is moving out, and entering new information for the new resident who will be moving in. When a customer is final billed, their account is moved from their normal billing group to the “00 – Final Billing Group”. This is done so that you can calculate and print the final bill without affecting your regular billing groups. It also changes the status of the vacated account to Inactive so that it will wait dormant until a new customer moves in and the account resumes billing. You do NOT have to create a new account for the person moving in.
Make sure that all readings are current and accurate for the account that is to be final billed. Make sure all other charges are entered.
NOTE: Enter Transient Services AFTER an account has been final billed. All other charges, readings and other information should be entered BEFORE final billing.
1. Bring up the account you wish to Final on the Account Screen. 2. Click on the Meter Tab.
3. Click on the Service for which you need to enter a final read. Enter the reading in the NEW READING field of the Account Meter screen. Close the Account Meter screen.
4. On the Account screen, click on the drop down arrow on the STATUS field. 5. Click on Final.
6. The program will ask, “Are you sure you want to final bill this account?” Click Yes or No.
7. The program will prompt you for the prorating information for the final billed account. If it is correct, click on OK. If not, enter the number of days in your billing period and the number of day you want to bill. You can also enter the date for the final billing if it is not today’s date. Then click OK.
8. To enter the New Customer Information, bring up that account on the Account screen. 9. Click on the Names tab.
10. Click on the Add New Person button.
11. When it asks “Do you want to reactivate this account?” Click on Yes or No. No will leave the account at an Inactive Status, but it will still allow you to update the new customer information. Inactive accounts are not billed. Yes changes the Account Status to New.
NOTE: The rest of the steps are optional. If you process your final bills with all the rest of your bills you can skip
these steps until your normal billing process.
12. Backup your data.
13. Calculate bills for the 00 Final Billing Group. 14. Print a Bill Register for the 00 Final Billing Group. 15. Verify all amounts on the Bill Register.
16. If the data is incorrect, access the account and edit the Current Bill. 17. Reprint the Bill Register and verify it.
BUDGET BILLING
Budget billing provides a uniform billing amount year round. Using Budgets is optional. Utility Billing allows you to budget by service or by account. Usually only metered services are budgeted. You shouldn’t need to budget non-metered services since non-non-metered service are generally always billed the same amount from one billing period to the next.
BUDGET SETUP
1. Right click on the Utility Billing Account Screen to bring up the options menu. 2. Select Setup to bring up the Setup Menu.
3. Click on Setup Options. 4. Select the Budgets tab.
5. Make sure there is a check mark in the box next to Use Budgets.
6. Select Budget Type by clicking the appropriate button. Budget by Account will budget the entire bill.
NOTE: Budgeting by Account has limited penalty options. Budget by Service will allow you to budget specific services.
Complete the other options:
Budget Percent is used when you have the program determine budget amounts for you. The program averages
the previous year’s worth of bills and multiplies the resulting budget amounts by this percentage. This allows you to set budgets at 110% (or any other percentage) of the previous twelve month of bills.
Roll Budget allows you to roll over any unpaid amounts from the previous year’s budget and include it in this
year’s budget amount. For example: If you have a customer who has an unpaid budget balance of $100.00 at the anniversary of their budget setup, the system will take that $100.00 and divide it by the number of periods in your billing cycle. It will then be tacked on to the new monthly (or quarterly) budget amount.
Auto Recalc Budget will automatically recalculate the budget amount at the anniversary date of the budget setup.
The new budget amount will be based on the average of the previous twelve months of bills and factors in the Budget Percent. DO NOT CHECK THIS BOX WITHOUT HISTORY DATA FOR BUDGET AVAILABLE. IF BOX CHECKED WITH ON HISTORY, THE VALUE CALC’D WILL BE ZERO.
No Budget Recon Period tells the program to budget continuously without any reconciliation period. This is useful
if you want to manage all the budget amounts yourself.
After completing the budget setup under Setup Options, you are now ready to proceed to the individual accounts you wish to budget.
SET AN ACCOUNT TO BE
BUDGETED
1. Bring up the account you want to set as budgeted.
2. Make sure the Budgeted check box is marked.
SERVICE BUDGET (MANUAL)
1. Click on the Service tab.2. Click on the service you want to budget. This will display the Account Service screen.
3. Make sure the Budgeted check box is marked for the service. This tells the system that this service budgeted.
4. In the Budget Amount field, enter the dollar amount you want to bill each period. This is only for THIS ONE service. This is the amount you want the customer to pay for this service each billing cycle.
5. You are done setting up budget for this service. If you have other services on this account you’d like to budget, repeat these steps.
SERVICE BUDGET (AUTOMATICALLY)
1. Click on the Service tab.2. Click on the service you want to budget.
3. To have the system calculate the budget amount for you, make sure the check box next to Budget Set by
System is checked.
4. Do this for each and every service you want to set up on budgets.
5. When the budget calculation is performed it will calculate the Budget Amount for any account with a Beginning Period equal to the Billing Group’s Current Billing Period.
CALCULATE BUDGETS
1. Right-click on the Utility Billing Account Screen. 2. Click on Calculations.
3. Click on the Budget Calc button.
4. When the program prompts you “Begin Budget Calculation?” Click Yes.
You are now finished setting up Budget by Service Automatically.
BUDGET BY ACCOUNT
1. Bring up the account you would like to budget. 2. Make sure there is a check mark in the box
next to Budget Each Period. This lets the system know that you want to budget this account.
3. Fill in the Beginning and Ending Budget Periods on the MISC tab.
4. Enter the dollar amount you want to bill each period in the field next to Budget Each
Period. This is the amount you want to
budget for the ENTIRE ACCOUNT each billing period.
As an alternative you can have the program calculate a budget amount for you. Simply run the Budget Calculation.
1. Right click on the Utility Billing Account Screen to bring up the options menu. 2. Click on Calculations.
3. Click on the Budget Calc button.
