Summary

Adjustment types are collections of fee codes used to create adjustments on UB customer accounts. The function of the adjustment type code and the fee codes attached to the adjustment type code will vary depending on the type of adjustment being created. For example, the fee codes attached to a Past Due adjustment type are used to assess penalties and will determine which general ledger accounts will be used in the journal entry created by the Past Due process. Conversely, the fee codes attached to a Collections adjustment have no function. A Collections adjustment type is only used to determine which general ledger accounts attached to service rates and fee codes being written off will be used in the journal entry generated by the Collections process. For information on how to set up an adjustment type for a specific process, refer to the documentation on that process.

Adjustment codes can also be used to assess charges on customer accounts using the Miscellaneous Charges process (UB> Adjustments and Fees> Miscellaneous Charges). If there are account or receipt alerts attached to the adjustment type code used to assess the charge, those alerts will be added to the customer accounts when the batch is committed.

Adjustment type codes are also used to create credit scores on customer accounts. For example, customer accounts processed in the Past Dues or Collections process can be assessed a credit value, and those values can be reviewed to assess the credit risk of a customer.

Step by Step

1     Open the Adjustment Type Selection window (UB> Maintenance> Adjustment Types).

• The Adjustment Type Selection window will display all of the adjustment types that have been created.
• Right click in the left section of the window and select Export grid contents to Excel if you would like to create an MS Excel spreadsheet of the information that displays in the window.
• Highlight an adjustment type and click the Delete icon to delete the selected adjustment type.
  • You will not be able to delete an adjustment type that is attached to a UB history record.
• Click the Create icon to create a new Adjustment Type. This will open the Adjustment Type Maintenance window.

2     Create a new adjustment type.

• Enter an Adjustment Code.
  • The adjustment code can be up to eight alphanumeric characters long.
  • You cannot modify the adjustment code once an adjustment code has been created and saved.
• Enter a Description of the adjustment code.
  • The description can be up to 20 alphanumeric characters long.
• Select Bill or Cash in the GL Type drop-down menu.
  • If this adjustment type is used in the Adjustments and Fees palette, the selection in this field determines which types of adjustments can be created from the Adjustments Input Wizard (UB> Adjustments and Fees> Input).
    • If Bill is selected, the adjustment type will be available for billing, bill adjustment, Past Due, Collections and Refund adjustments.
    • If Cash is selected, the adjustment type will be available for payment and cash adjustments.
• Select the process that will use the adjustment type in the Process drop-down menu. This allows you to categorize your adjustment types so that they are not used incorrectly.
  • Select Adjustments and Fees if you would like to use the adjustment type code to create adjustments in the Adjustments and Fees palette. This includes misread, leak, and consumption adjustments on meters, billing and payment adjustments, and any other type of adjustment created using the Adjustments Input Wizard. This also includes adjustment type codes used to create miscellaneous charges (UB> Adjustments and Fees> Miscellaneous Charges).
  • Select Collections if you would like to use the adjustment type code in the Collections process. The adjustment type code used in the Collections process is entered in the Setup window (UB> Utilities> Setup> General tab> Collections Adjustment Type field).
  • Select Past Dues if you would like to use this adjustment type code to assess penalties on UB customer accounts in the Past Dues process. The fee codes attached to the adjustment type will be used to assess penalties on the UB customer accounts included in a Past Dues batch.
  • Select Refunds to use the type code in the Refunds process. The Refunds adjustment type is selected in the Setup window (UB> Utilities> Setup> General tab> Check Refund Adjustment Type field) and will be used on all check refund transactions.
• The Alert Days field is used to set a limit on the number of days an alert generated on a UB customer account will display. This field is used in conjunction with the Account Alert and Receipt Alert toggles at the bottom of the window.
  • For example, if you are creating a Past Dues adjustment type and have checked the Account Alert toggle, the alert window will open with the Account Master Maintenance window as long as the alert days have not expired.
  • Enter 999 if you would like the account alert to display on the customer account for the maximum amount of time.
• The Credit History Days and Credit Value fields are used to create a credit history on customer accounts.
  • The Credit History Days field is used to select the number of days a credit line item created by this adjustment type code will display on a customer account.
    • For example, enter 120 if you are creating a Past Dues adjustment type code and the credit line created by the transaction should only display on the customer account for 120 days.
  • The Credit Value field is used to enter the credit value of the credit transaction line item.
    • For example, enter 500 if you are creating a Collections adjustment type code. The value of the credit value field is user defined and relative based on the credit values you assign to other adjustment type codes. For example, a Collections adjustment type code would probably have a higher value than a Past Dues adjustment type code.
• The Trigger Code field is used to specify an adjustment type with a fee code attached to be charged automatically when the adjustment type is utilized. This must be a Bill adjustment type.
  • For example, an adjustment type used to reverse payments may have a trigger code of an adjustment type that has your organization’s Non-Sufficient Funds fee code attached to it. When using the adjustment type to reverse a payment a billing of the NSF fee code attached to the trigger code adjustment type will also be charged.
• The Service Request Code field is used to specify a UB reconnect service request that can be automatically launched when the adjustment type is used in the Past Dues process.
  • This feature is meant to automate part of the reconnection process. When a customer makes a counter payment in order to get their disconnected service reconnected, this Past Dues adjustment type will generate a message for the cashier asking if the service should be reconnected. If the cashier selects "Yes", the service request code specified here will be automatically triggered. If the cashier selects "No", the process continues as usual.
  • This field is only enabled if the Prompt for service requests toggle is checked below.
• Check the Account Alert or Receipt Alert toggle to create an alert on all customer accounts charged this adjustment type. For example, check the Account Alert toggle if you are creating a Past Dues adjustment type and would like an alert window to display on the Account Master Maintenance window of each customer account that has been charged this adjustment type.
  • Check the Account Alert if you would like an alert window to open when the Account Master Maintenance window is opened (UB> Maintenance> Account).
  • Check the Receipt Alert toggle if you would like an alert window to open when the receipt is being entered on the UB customer account.

3     Add fee codes to the adjustment type code.

• If you are creating a Collections type code, there is no reason to attach a fee code to the adjustment type code.
• If you are creating a Past Dues adjustment type code, the fee codes attached to the adjustment type will be used to assess the penalties on the customer accounts.
• Click the Create icon to add a fee code to the adjustment type. This will open a list of fee codes.
  • Fee codes are created and maintained in Fee Code Maintenance window (UB> Maintenance> Fee Code), but can also be created from the Fee Code Selection window.
  • If you would like to view the information attached to the fee codes and the Maintenance section does not display in the Fee Code Selection window, move the mouse to the right border of the window. When the border changes color (generally from blue to orange), right click the mouse. This will expand the Maintenance section and display it in the window.
  • Highlight a fee code in the window and click the Confirm icon to select a fee code.
• Click the Save icon when complete to save the adjustment type code.