Utility Billing Guide

1. File Maintenance - Account Maintenance

At any time during the month you may and should do the following:

Maintenance all accounts by changing addresses, status codes, etc. Add or transfer all accounts.

Run an Exception Report. This can be run any time and should print nothing if all accounts are balanced. This is found under Inquiry / Report - Exception Report.

* Important Note: If this prints a report you should call BBI.

Enter readings for the month.

* Important Note: Always run a readings report to check for errors. Make any necessary corrections.

2. Billing

Billing - Meter Reader - Build Route File and download to handheld then when readings are brought back in you will need to upload from handheld and then Billing - Meter Reader - Print Readings Report after readings have printed if corrections need to be made go into Billing - Meter Reader - Readings Corrections.

Calculate Readings. Go into Billing - Bill Calculation only if you are ready to bill.

Print billing register from Billing > Billing Reports > Billing Register. Any mistakes can be caught here before bill print changes can be made to correct and account can be re-calculated.

Make any changes to the bill message as needed under File Maintenance > Control Maintenance - Billing Tab. If message changes each month or if no message is needed then any message used last month will need to be cleared.

Print utility bills under Billing - Print Bills.

Print Bank Draft listing in Inquiry/Reports - Bank Draft Listing then print Bank Drafts Billing - Print Bank Drafts or Build ACH File if you take diskette to bank or send via modem / internet.

Go to Billing - Close Billing Cycle and close the billing cycle. After billing cycle is closed, any calculation mistakes found will need to be adjusted and you cannot recalculate after this point..

3. General Reports

Run an alpha listing to keep your counter for easy access when a customer is paying (optional). You will find this under Billing > Billing Reports >Alpha Billing Report.

4. Meter Deposits

Apply meter deposits. This will only apply to accounts whose deposits show on the maintenance screen and whose status is Final. If during the month a cut off is requested, change status to Final and do a final meter reading. Calculation of bill should be processed with regular billing.

Deposit Refund
- Finals List
- Apply Deposits
- Refund List
- Refund Checks
- Check Register / Update

* Important Note - Only after printing check register and updating will accounts show as deposit applied.

5. Receipts and Adjustments

:: Receipt Payments
Collections - Manual/Scan Receipts after all receipts for posting have been entered then you must print report.
Collections - Receipts Journal/Update and update if report printed correctly.

:: Make Adjustments
Adjustments after entering adjustments you must print adjustment journal and update for adjustments to take effect.

:: Auto-post Bank Drafts
Collections - Bank Draft Receipts will build a file for bank draft receipts only, it will not print. After building you will need to print journal and update through Collections - Receipts Journal/Update.

6. Delinquent Accounts

Post late charges and print late notices. Past Due Processing - Apply Late Charges this will print a late charge report you must update to apply. Then print late notices Past Due Processing - Print Late Notices.

Print cut off list via Past Due Processing - Print Cut Off List.

7. Month Ends Reports / Balance Update

Run an Exception Report - This should print nothing if all accounts are balanced. Inquiry / Report - Exception Report - If This prints a report you should call BBI.

Monthly - Ageing Report
Monthly - Account Activity Report (The Ageing and the Account Activity reports must balance!!)
Monthly - MTD Receipts Report give month ending date (mm/dd/yyyy)
Monthly - MTD Adjustment Report give month ending date (mm/dd/yyyy)
Monthly - Sales Tax Report gives sales tax for the month including late charge tax.
Monthly - A/R Balance Update (this does not print anything)

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