Summary

The Final Account Wizard is used to enter the final meter readings on a UB customer account, enter the forwarding address of the final billing statement, calculate the final billing on a UB customer account and change the status of the account to a Final status. The Final Account Wizard can be launched from the Account Master Search window (UB> Maintenance> Account> Select a UB customer account> DELETE key) or from the Final Billing palette if you use final account service requests (UB> Final Billing> Final Accounts). UB customer accounts will only display in the Final Accounts window (UB> Final Billing> Final Accounts) if a final account service request has been closed and committed on the UB customer account.

A final account service request is used to enter the final readings on the devices attached to the UB account and enter the forwarding address on the final billing. The meter readings and forwarding address entered on the final account service request will populate on the Final Account Wizard when the UB customer account is finaled. Committing the final account service request will not change the status of the UB account, it will only make the account available in the Final Accounts window (UB> Final Billing> Final Accounts) and add the meter reading line items to the meter record. The UB customer account will change to a Final status after the customer account has been processed in the New Account Wizard.

Depending on how the Utility Billing module is set up (UB> Utilities> Setup), the final billing generated by the Final Account Wizard is either processed in UB> Final Billing or UB> New Billing. If the Bill Finals with cycle toggle is checked on the Setup window (UB> Utilities> Setup> Billing tab), the final billing for the account will be processed using the New Billings process (UB> New Billings) when the billing cycle of the finaled account is billed. If the Bill Finals with cycle toggle is not checked, the finaled account will be billed using the Final Billing process (UB> Final Billing).

Step by Step

1     Open the Final Account Wizard.

• The Final Account Wizard can be run from the Account Master Search window (UB> Maintenance> Account) by highlighting a UB account and clicking the Final the Current Account button.
• You must select the UB account, not just the customer record. This means you must click the Expand button next to the customer record to display the attached UB accounts.
  • The Final the Current Account button will not be enabled if the selected UB customer account has a Delete status.
• The Final Account Wizard can also be run from the Final Accounts window (UB> Final Billing> Final Accounts). UB Accounts will only display in the Final Accounts window if a final account service request has been closed and committed on the UB account.
  • Service requests can be created on a UB account on the Service Requests window (UB> Service Requests> Input), or directly from the UB Account Maintenance window (UB> Maintenance> Account> Service Requests tab> New Service Request button).
    • A final account service request code is created by selecting Final Account from the Request Type drop-down menu on the Service Request Code Maintenance window (UB> Maintenance> Service Request Code).
  • Service requests are committed in the final step of the Service Request batch process (UB> Service Requests> Commit).

2     Enter a Final Date.

• The first step of the Final Account Wizard is used to review the customer account information and enter a Final Date on the UB account.
• Enter the final date of the UB customer account in the Final Date field.
  • If the UB customer account has been processed using a final account service request, the Final Date field will default to the request date on the final account service request. If the UB customer account has not been processed using a final account service request, the Final Date field will default to the current date.
  • If the Final Date on the account is prior to the current date, the account will be backdated. Backdating a final will credit the consumption and minimum amount on the account that occurred after the final date on the account.
  • If there are unbilled readings on the account, the Final Account Wizard will prorate the final billing based on the final date on the account.
  • If there are no unbilled readings on the account and the final date on the account is before the last billed meter reading, the Final Account Wizard will calculate a credit on the UB account. The credit on the account is refunding the previously billed amount. In order to create a credit on the account the UB module must be set up correctly.
• The Reading Year and Reading Period fields will populate based on the Period End Date and Days in Period of the billing cycle on the account and the Final Date on the account.
  • The Period Begin and Period End fields in the window will display the period begin and period end date of the billing cycle attached to the account.
  • If the Final Date on the account falls outside of the current period, the Reading Year and Reading Period field will be calculated based which billing period the Final Date will fall into. While these fields are automatically populated, you can edit the Reading Year and Reading Period.
• The next two toggles on the Initialization window of the Final Account Wizard do not apply unless the customer is moving to a new lot or a new customer is moving to the lot attached to the account being finaled.
  • Check the This customer is moving to another lot toggle to transfer the customer account being finaled to a different lot. This will launch the New Account Wizard when the Final Account Wizard is complete in order to create the UB customer account at the new address.
    • The lot that the account is moving to does not have to be in the database. You can create a new lot for the account if you check this toggle.
  • Check the A new customer is moving to this lot toggle to move a new customer to the finaled lot. This will launch the New Account Wizard after the Final Account Wizard is complete in order to create the new UB customer account.
    • The information that will be copied to the new account on the lot is set up in the Utility Billing Setup window (UB> Utilities> Setup> General tab).
  • If you check both of these toggles, the New Account Wizard will launch twice after the Final Account Wizard is complete. First you will create the new UB customer account for the account being finaled, and then you will create the new UB customer account for the customer moving to the lot.
• The Deposits drop-down menu is used to apply an existing deposit to an account when it is finaled.
  • Select Apply to apply the deposit to the customer's final bill.
    • When Apply is selected, the Calculate Interest and Alternate Interest Rate fields will be enabled.
    • The Calculate Interest field is used to determine how the interest will be calculated on the applied deposit.
      • Select For One Year to accrue interest of an entire year.
      • Select Since Last Time to accrue interest since the last time interest was calculated on the deposit fee codes included in the batch.
    • The Alternate Interest Rate field is used to change the interest rate that will be calculated on the applied deposit. This drop-down menu will populate with the interest rate associated with all the deposit fee codes in the module.
  • Select Transfer to transfer the deposit to another lot associated with the same customer.
    • Transfers are only enabled when the This customer is moving to another lot toggle is checked.
    • When Transfer is selected, the Use original deposit date toggle will be enabled.
    • Check this toggle to use the deposit date associated with the original deposit as the deposit date that will be associated with the transferred deposit. If this toggle is not checked, the current date will be used as the deposit date.
  • The Deposits section below will display all of the deposits on the account. Check the Selected column for each deposit you would like to apply.
• Click the Next button   when complete to move onto the next step.
• If you would like to exit the Final Account wizard, click the Cancel button on any step in the process.

3     Enter the final meter readings.

• All of the meters attached to the account will display in the window. Backflow devices attached to the account will not display in the window.
• Enter the Final Reading on the devices attached to the UB account. If there are unbilled meter reading on the account, the unbilled meter readings will display in the Current Read field.
  • If a final account service request has been closed and committed on the UB account, the device readings from the final account service request will populate in the Current Read column.
  • The Consumption field will calculate after the Current Reading has been entered.
  • The Prior Estimated column will display True if the prior read on the meter was an estimated meter reading.
  • If the New and Billed toggles are checked on a meter reading (UB> Maintenance> Account> Devices tab> Meter History sub-tab> New and Billed toggles), the meter reading will not display Prior Reading column. If you would like this meter reading to display on the Final Account Wizard, delete the meter reading in the Device Maintenance window (UB> Maintenance> Device> Consumption tab). After the meter reading has been deleted, enter a new meter reading with the Billed toggle checked, but not the New toggle.
• The Read Date on the meter reading will default to the Final Date entered on the first step of the Final Account Wizard. Modify the read date if the final date does not apply.
• Click the Next button when complete.

4     Preview the final billing.

• The Review Bills step of the Final Account Wizard displays the calculated charges on the final bill and any refunds that will be applied. You cannot modify the billing from this step. If the calculated charges are incorrect, you can click PREVIOUS to adjust the readings or exit the Final Account Wizard.
• The Review Bills step will display a separate line item for each service on the billing. Click the Expand button to view the detail line items associated with each service.
• The Detail Code column will display if the detail line item is a tax, consumption or flat/minimum amount line item. The line item will display Flat for both minimum and flat amount charges.
• The % Period column will display the percentage of the period that the charge represents.
  • If the minimum/flat amount or the consumption is set up to prorate, the percentage of the period value will affect the calculated billing.
• The Billable Consumption column will display the consumption based on the meter readings entered on the previous step.
• The total billing will display at the bottom of the Billing section.
• The Refunds section will display any deposit details that are being applied through the Final Account Wizard.
• Click the Next button when complete.

5     Enter a forwarding address.

• If a final account service request has been closed and committed on the account, the forwarding address fields will populate with the forwarding address entered on the service request.
• Entering a forwarding address will modify the address on the customer record.
• Click the Next button when complete.
  • If the A new customer is moving to this lot toggle was checked on the first step of the Final Account Wizard, the Finish button will display rather than the Next button. Please skip the next step if that is the case.

6     Activate any suspended accounts associated with the lot.

• The Account Activation step of the Final Account Wizard displays any suspended account that are associated with the lot.
• Check the Activate toggle to activate a suspended account for the lot.
  • If only one suspended account is associated with the lot, that account will be selected by default.
  • If a Master Account is associated with the lot, that account will selected by default.
• Enter a Connect Date for the selected account to become active.

7     Final the account.

• Click the Finish button to complete the final account process.
  • If the This customer is moving to another lot or the A new customer is moving to this lot toggles were checked on the first step of the Final Account Wizard, the New Account Wizard will launch.
  • Upon completion of the Final Account Wizard, the Status on the finaled account is changed from Active to Final.
  • A Billing line item is created on the account on the History tab. The Transaction Date is the Final Date on the account.
  • After the account has been finaled proceed to UB> Final Billing to generate the last charges or process them during a regular New Billing Cycle depending on how the UB module was set up (UB> Utilities> UB Setup> Billing Settings).
  • Once an account in final status has been committed in a Final Billing or New Billing batch, the account status will change from Final to Delete.