Summary

The Input Additional Billings process is used to apply manual billings to Utility Billing customer accounts using a fee code and/or service rate. The Input Billings process is generally used to create billing transactions that are not applied through the regular billing process (UB> New Billing).

You can only bill a fee code if the charge service on the fee code (UB> Maintenance> Fee Code> Service to Charge field) is attached to the customer account (UB> Maintenance> Account> Service Rates tab). You can also only bill service rates that are attached to the customer account.

Use the Miscellaneous Charges process (UB> Adjustments and Fees> Miscellaneous Charges) if you would like to assess charges on UB customer accounts using an adjustment type code. Alerts and credit information attached to the adjustment type code will be applied to the customer accounts processed in the Miscellaneous Charges process.

After charges have been created using the additional billings process, generate a New Billing batch on the accounts to bill the charges. Depending on how the billing statements are set up, the additional billings created by this process will display as individual lines items on the billing statement.

Step by Step

1     Create an Adjustments and Fees batch.

• Additional billings are generated using the Adjustments and Fees palette.
• 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 UB Adjustments and Fees batch number drop-down menu. This will open the New Batch window.
• 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 transaction date of the miscellaneous billing is set up in the Input Billings window when the billing is generated (UB> Adjustments and Fees> Input> Select Billing from the Create icon drop-down> Transaction Date field).
  • The fiscal period the journal entry created is set up during the GL Distribution report (UB> Adjustments and Fees> GL Distribution> Journal Entry Date field).
• 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. They are limited to five digits and must be unique with the batch month of the batch year.

2     Create the billing.

• Select Input from the Adjustments and Fees palette. This will open the Input and Display window.
  • The Input and Display window will display all of the transactions in the batch. Highlight a transaction and press ENTER to open the selected transaction.
• Click the Create icon drop-down menu and select Billing. This will open the Input Billings window.
• Select the customer account in the Account Number field. Enter an account number or click the Account Number field label to select the account from a list.
  • The service rates attached to the customer account will populate in the window. The service rates populate in the window so that you can create a billing using a service rate.
• The Transaction Date field will determine the transaction date of the billing.
• Check the Tax transactions toggle if you would like to tax the billing amounts.
  • This only applies to billings generated using a service rate. The tax code attached to the service rate will be applied to the billing entered on the service rate. Tax codes are attached to service rates using the Service Rate Maintenance window (UB> Maintenance> Service Rates> Winter Average/Taxes tab> Tax Code field). The tax amount will be applied using the target service on the tax code (UB> Maintenance> Tax Code> Target Service field).
• Check the Save fee codes toggle if you are generating billings on multiple customer accounts using the same fee codes. When this toggle is checked, the fee codes added to the Input Billings window will stay in the window after the billing has been created on a customer account. This reduces the data entry of adding the fee code to each customer account in the billing.
• Enter a description of the billing in the Description field.

3     Enter the charges.

• The Charges section is used enter the billing amount. The service rates attached to the customer account selected in the Account Number field will populate in the Charges section.
• Enter the billing amount on a service rate line item in the Charges section to create a billing on a service rate. Enter a billing amount in the Amount column and enter a multiplier in the Multiplier column.
  • If the Tax transactions toggle is checked, the tax codes attached to the service rates will be applied to the billing. Tax codes are attached to service rates using the Service Rate Maintenance window (UB> Maintenance> Service Rates> Winter Average/Taxes tab> Taxes field).
• Press INSERT to create a billing using a fee code. This will open the Fee Code Selection window. Select a fee code and the fee code will populate on the Input Billings window.
  • The charge service on the fee code (UB> Maintenance> Fee Code> Service to Charge field) must be attached to the customer account selected in the Account Number field.
    • Services are attached to customer accounts using the Account Master Maintenance window (UB> Maintenance> Account> Service Rates tab).
  • The flat amount attached to the fee code will populate on the billing line item created by adding the fee code. Modify the amount in the Amount column to change the amount of the billing.
  • Enter a multiplier in the Multiplier column. The value in the Multiplier column will be multiplied by the Amount to calculate the value in the Bill Amount column.
    • Enter 1 if the value in the Amount column should be billed.
• Press ENTER to create the billing. The Input Billings window will reload and the billing will populate on the Input and Display window. If the Save fee codes toggle was checked, the fee codes attached to the saved billing will populate in the Input Billings window.

4     Commit the Adjustments and Transactions.

• After the billings have been entered into the Adjustments and Transactions batch, print the Proof List and GL Distribution reports and commit the batch to commit the billings on the UB customer accounts.
  • The Commit step is only enabled after you have generated all of the required reports on the Adjustments and Fees palette.