Summary

The Redistribute Credit Balances process is used to move overpayments or credit balances on services to unpaid balances on other services on a customer account. This ensures that credit balances on the customer account will be used to pay the balance on services that are unpaid. The process creates a credit and debit within the applicable services, creating a wash transaction (a transaction that does not affect the balance of the customer account). If there are UB customer accounts with deposits, the deposit amounts will not be redistributed to services with an unpaid balance.

The redistribute credit adjustment type set up in the Setup window (UB> Utilities> Setup> Payment tab> Redistribute Adjustment Type field) affects the GL accounts used when redistributing credits. The GL Type attached to the redistribute adjustment type will redistributed the balances as cash type transactions.

The following journal entry will be created when credits are redistributed:

Step by Step

1     Create a new Adjustments and Fees batch.

• Select the Adjustments and Fees palette in UB> Adjustments and Fees. This will expand the Adjustments and Fees palette and display the steps of the Adjustments and Fees process.
• Select New from the batch number drop-down menu. This will open the New Batch window.
  • The Redistribute Credit Balances process will overwrite any transactions that have already been entered into the Adjustments and Fees batch, so you must run the process in a new batch.
• Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year, and are used for reference only. The fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report in UB> Adjustments and Fees> GL Distribution. The transaction date of the adjustment transactions created by the process is set up in the Redistribute Credit Balances window.
• Enter a Batch Number, or click the Generate icon   to create a batch using the next available batch number.
  • The batch number is used to identify a specific batch within a batch month and batch year. Batch numbers are limited to five digits and must be unique within each batch month of the batch year.

2     Redistribute Credit Balances.

• Select Redistribute Credit on the Adjustments and Fees palette to open the Redistribute Credit Balances window.
• Select the customer accounts to process in the batch.
  • Select the billing cycles in the Cycle section if you would like to run the redistribute credits process by billing cycle.
    • Press CTRL+A to highlight all of the billing cycles in the window. Press SPACE to check or uncheck all of the highlighted toggles.
  • Click the Account Number field label to select an account from a list to redistribute credits for a single account. This will open the Account Master Search window to select a customer account. If you enter a UB customer number in the Account Number field, you do not have to select a billing cycle in the Cycle field or an account status in the Status field.
• Select the services to redistribute in the Services section.
• You must select each service you would like to include in the redistribution. For example, if you would like to redistribute a credit balance in the WATER service to a debit balance in the GAS service, both of those services must be selected in the Services field.
  • Press CTRL+A to highlight all of the billing cycles in the window. Press SPACE to check or uncheck all of the highlighted toggles.
  • You must select at least one service in the window.
  • Services with the Exclude from Redistribute toggle checked (UB> Maintenance> Account> Services Tab) will not be included in the batch. This toggle is commonly used to exclude specific services from the redistribution process as is often required in energy assistance programs.
• Enter a Transaction Date. This is the date that will be assigned to the adjustment transactions created by the redistribute credit balances process.
• Select the account statuses of the accounts you would like to include in the redistribute credit balances process in the Status field. If you entered a UB customer number in the Account Number field you do not have to select the status of the selected account to include it in the batch. You can leave this field blank.
  • Press CTRL+A to highlight all of the account statuses in the window. Press SPACE to check or uncheck all of the highlighted toggles.
• Check the Shift Credits on Negative Balance Accounts toggle if you would like to process accounts that have a negative balance on all services. The credit balances will be distributed to the services on the UB customer account based on the overpayment percentages set up on the services.
  • Overpayment percentages are set up on services using the Service Maintenance window (UB> Maintenance> Service> Overpay Percent field).
• Press ENTER to run the process immediately or enter a date and time in the field next to the Confirm icon   to schedule the redistribution process to run at a later time.
  • You can view the progress of the process on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). If the process has been scheduled to run at a later time, you can view the scheduled date and time in the Scheduled Date/Time field.
  • You cannot schedule the process to run on a date and time that has already passed. If you want the process to run later in the evening, enter a PM in the AM/PM portion of the date field before entering the hour.

3     Commit the UB Adjustments and Fees batch.

• Print a Proof List Report.
  • Generate the Proof List (UB> Adjustments and Fees> Proof List).
  • Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
    • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
    • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
    • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
    • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
  • The Proof List will display the service balances being redistributed on each UB customer account included in the batch.
  • The services with a positive adjustment are the service balances that are being increased (reducing the negative balance) and the services with a negative adjustment are the service balances being reduced.
• Print a GL Distribution Report.
  • If you would like to recreate the GL Distribution Report after the batch has been committed, you can create a Transaction by Date Report (UB> Reports> Transaction by Date) for the committed Adjustments and Fees batch. Select the committed batch (UB> Reports> Transaction by Date> Batch Number field), include all cycles, and make sure the date filter includes all of the transactions in the batch.
• Commit the batch (UB> Adjustments and Fees> Commit).
  • The Commit step is only enabled after you have generated all of the required reports on the Adjustments and Fees palette.