Summary

The Generate Transfers process allows you to transfer an account or deposit balance of a customer account to the account balance or deposit balance of another customer account. If you want to transfer the deposit balance of a customer account to the account balance of the same account, you will have to use the UB Refund process.

The Generate Transfers process allows you to process transfers on either multiple customer accounts or on a single customer account. If you process multiple transfers in a single batch, you can filter the customer accounts that you would like to transfer balances from by Final Date, Deposit Date and Customer Account Status. When processing transfers on multiple customer accounts you can also set up defaults for how the account and deposit balances will be transferred from the customer accounts pulled into the batch. This reduces the amount of data entry when processing transfers on many accounts.

When creating transfers, you can attach a special charge code to the transfer to determine if the revenue or cash GL accounts attached to the service rates or special charge codes involved in the transfer will be used.

If you are transferring an account balance or deposit balance to the deposit balance of another customer account you will need to attach a deposit type special charge code to the transfer. This special charge code will be used to create the deposit amount in the Transfer To account.

Follow this process to transfer the credit balances between accounts rather than process refund checks.

Step by Step

1     Create a Transfers batch.

• Select the Transfers palette in UB> Transfers. This will expand the Transfers palette and display the steps of the batch process.
• Modify an existing batch or create a new Transfers batch.
  • Select a batch number from the drop-down menu at the top of the Transfers palette to select an existing batch.
  • Select New from the Transfers batch number drop-down menu to create a new batch. This will open the New Batch window.
    • The Batch Month and Batch Year of the Transfers batch is used for reference only and is not necessarily the fiscal month and year the transactions in the batch will be posted to.
• Click the Save icon to save the batch.

2     Enter the Transfer batch settings.

• Open the Generate/Transfers window (UB> Transfers> Generate).
• If you are processing transfers on multiple customer accounts at once, select Multiple Accounts from the Setup drop-down menu and complete the Settings section. The filters in this section are used to select which customer accounts you would like to transfer balances from.
  • The Account Status field will only be active if Multiple Accounts is selected.
  • Select the account statuses of the customer accounts you would like to transfer balances from in the Account Status field.
    • Unlike the Refunds process, you can process transfers on customer accounts with a Final account status.
  • The Tran Date field specifies the transaction date that will be recorded in the general ledger for the transfer. The Tran Date will default to today's date.
    • This is only the transaction date of the transfers. The post date of the transactions will be set when the batch is committed and the journal entry date is entered on the GL Distribution step.
  • The Final Date From and Final Date To fields will only be used as filters if you check the Final toggle in the Account Status section. This will filter the customer accounts pulled into the batch by final date.
    • You can view the final date of a customer account in the Account Maintenance window (UB> Maintenance> Account> Account tab> Account Activity Dates section> Final field).
  • The Deposit Date From and Deposit Date To fields allow you to filter the customer accounts pulled into the batch by the transaction date attached to the deposit on the customer account.
    • You can view the transaction date of a deposit transaction using the History tab of the Account Master Maintenance window (UB> Maintenance> Account> History tab> Select Deposit History in the drop-down menu at the top of the window> Expand a transaction> Transaction Date field).
  • The Cash Adjustment Type drop-down menu is used to select the adjustment type that will be used to make cash type adjustments.
    • In order for an adjustment type to display in this drop-down menu, the adjustment type must be attached to a fee code that is set up to be used in the transfers process, and the adjustment type must be set up as a cash type adjustment code.
      • Fee codes are set up to be used in the transfers process on the Fee Code Maintenance window (UB> Maintenance> Fee Code> Used in transfers toggle).
      • Fee codes are attached to adjustment types using the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type> Fee Code fields).
      • Adjustment codes are set up as cash type adjustments using the Adjustment Code Maintenance window (UB> Maintenance> Adjustment Type> GL Type drop-down menu).
  • The Bill Adjustment Type drop-down menu is used to select the adjustment type that will be used to make bill type adjustments.
    • In order for an adjustment type to display in this drop-down menu, the adjustment type must be attached to a fee code that is set up to be used in the transfers process, and the adjustment type must be set up as a bill type adjustment code.

3     Enter the default settings.

• Once you have entered the filters in the Settings section, use the Defaults section to select how you would like to process the transfers on the customer accounts that will be pulled into the batch. The selections in these fields only determine the default values. You will be able to manually change these values on each customer account included in the batch using the Select/Update step (UB> Transfers> Select/Update).
  • Select how you would like to transfer the account balance of the Transfer From account in the Balances drop-down menu.
    • If you select Default all to Zero, the transfer amount will default to zero and you will have to manually enter the amount to be transferred out of the account.
    • If you select Default as transfer to balance, the entire account balance will be transferred to the account balance of the account it is being transferred to.
    • If you select Default as transfer to deposit, the entire account balance will be transferred to the deposit balance of the account it is being transferred to.
    • The selection in this field is only a default value. If the selection does not apply to all of the customer accounts in the batch, you will be able to change how the balances are transferred using the Select/Update step (UB> Transfers> Select/Update).
  • Select how you would like to transfer the deposit balance in the Deposits drop-down menu.
    • If you select Default all to Zero, the transfer amount will default to zero and you will have to manually enter the amount to be transferred out of the deposit balance.
    • If you select Default as transfer to balance, the entire deposit balance will be transferred to the account balance of the account it is being transferred to.
    • If you select Default as transfer to deposit, the entire deposit balance will be transferred to the deposit balance of the account it is being transferred to.
    • The selection in this field is only a default value. If the selection does not apply to all of the customer accounts in the batch, you will be able to change how the balances are transferred using the Select/Update step (UB> Transfers> Select/Update).
  • The Account drop-down menu is used to select the default account where the balances will be transferred to. This is only the default value that will be applied to all of the accounts in the batch. You will be able to manually select the customer accounts the amounts will be transferred to using the Select/Update step (UB> Transfers> Select/Update).
    • Select Active account on lot if the amounts should be transferred to the customer account that is currently active on the lot.
      • You can view the current active account on a lot using the Account Master Maintenance window (UB> Maintenance> Account> Lot tab).
      • The Lot Maintenance window only displays the owner on the lot. The owner of a lot is not necessarily the active customer on the lot. For example, a customer could be renting the lot from the owner.
    • Select Do not default if you would like to manually enter the customer account number on each transfer on the Select/Update step (UB> Transfers> Select/Update).
    • Select Master Account if you would like the transfer to account to be the master account attached to each lot. You can set up a master account on a lot using the Lot Maintenance window.
  • If you are transferring balances to a deposit balance you can select a special charge code in the Fee Code drop-down menu.
  • Check the Use Original Deposit Date toggle to use the original deposit date as the process date rather than the currently selected transaction date.

4     Add accounts to the transfers batch.

• The Accounts section of Generate/Transfers window is used to manually add accounts to the batch. Each account that has been added to the batch will be displayed in this section.
  • Click the Create icon to add additional accounts to the window.
• Click the Confirm icon to generate the transfers.

5     Complete the Exceptions step.

• Open the Exceptions window (UB> Transfers> Exceptions).
• The Exceptions window will display any exceptions that resulted from the batch generate step.
• If the generate step did not produce any exceptions, an information window will appear.

6     Complete the Select/Update step.

• Open the Select Update/Transfers window (UB> Transfers> Select/Update).
• The Select Update/Transfers window will display all the accounts that fit the search criteria specified in the Generate step.
• Check the Selected toggle for each account that you would like to include in the transfers batch. You can also click the Select All or Deselect All icons to select or deselect all of the accounts displayed.

7     Print the Transfers Proof List report.

• Open the Transfers Proof List window (UB> Transfers> 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).
• Review the Proof List for accuracy.

8     Print the GL Distribution report.

• Open the UB GL Distribution report window (UB> Transfers> GL Distribution).
• The GL Distribution report will display the journal entry created by the Transfers process.
• Enter the Journal Entry date. This date will determine the fiscal period and fiscal year the journal entry is posted to. The Journal Entry date will default to today.
• The Fiscal Period and Fiscal Year fields will automatically adjust to reflect the selected Journal Entry date.
• Select a Report Type from the drop-down menu.
  • The Summary Report will only display the net effect on the general ledger accounts. If transaction line items create a wash on a general ledger account, that general ledger account will not display on the report. The summary report will display the general ledger account number, general ledger account description, debit amount and credit amount. The report will be grouped and totaled by fund and will also display a report total on the debit and credit columns.
  • The Detail Report will display every line item of the transaction, not just the net effect. The detail report will display the account number, customer number, utility billing service number, special charge code, general ledger account description, debit amount and credit amount.
  • The Summary Report debit and credit report total amounts may not balance between the summary by GL account report and the summary by transaction type report because the summary report only displays the net effect on the general ledger account in a grouping. Since the two summary reports group the general ledger accounts differently, certain transactions may not wash in both reports. The detail report credit and debit report total amounts will always balance between the two reports.
• 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).
• Review the Journal Entry and GL accounts used in the transaction for accuracy.

9     Commit the Transfers batch.

10     Review the customer accounts used in the transfers.

• Open the customer accounts that were used in the transfers in the Account Maintenance window (UB> Maintenance> Account).
• The Description column of the History tab will display the type of transfer transaction.