Summary

Follow this process to commit an existing adjustments batch. This document will guide you through printing a proof list, generating the journal entries, printing the Statements and Letters, and committing the batch.

Step by Step

1     After adjustments have been entered you can commit the batch.

2     Print a Proof List.

• Open the Adjustments Proof List Report window (BP> Adjustments> Proof List).
• Select a Report Type from the drop-down menu.
  • The Summary report will display the Transaction Date, Transaction Type, Customer Number, Customer Name, Application Number, Permit Number, Description, and Amount for each line item. The report will also provide a total by customer.
  • The Detail report will display everything included in the Summary report as well as the Fee Code, Debit Account, and Credit Account.
• 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).

3     Print the GL Distribution report.

• Open the Adjustments GL Distribution Report window (BP> Adjustments> GL Distribution).
• Select the Journal Entry Date from the drop-down menu.
  • The date you enter in this field will determine the fiscal period and year that the journal entries from this batch will be posted to.
• Select a Report Type from the drop-down menu.
  • The Summary report will display the Fund, Account, Description, Debit Amount, and Credit Amount. The report will also provide totals by fund and a report total.
  • The Detail report will display everything included in the Summary report and will also provide individual account debit and credit information.
• 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).
• Fee adjustments included in the adjustments batch will not always display on the GL Distribution report. Because BP is a cash-based system, fees do not affect the General Ledger. Only payments on fee charges or credits of fee overpayments will generate GL journal entries. If you adjust a fee without affecting an existing payment or credit, the adjustment will not display on the GL Distribution report.
• If the GL Accounts used in the adjustments process belong to different funds, the system will use the Due To and Due From accounts set up on the SS Setup window to create a balanced journal entry.

4     Print the Adjustment Statements.

• Open the Print Adjustments Statements window (BP> Adjustments> Statements).
• Select the Adjustment Types you would like to include in the statement batch. By default, all types will be checked.
• Use the Printer Adjustment field to adjust where the first line of the statements will print. If you adjust the alignment of the statements you may want to print a test statement before printing a large batch.
  • Zero is the system default. Adjusting the value up will move the first line of the statement up on the printed page and adjusting the value down will move the first line down.
• Select how you want the logo to display in the Logo Options field.
  • Select All Pages to display the logo on all pages of the statements.
  • Select First Page Only if you would like to display the logo on the first page of a statement only. If the statement is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
  • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the statements. If the statement is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed statement stock with a logo at the top of every page.
  • Select Don't Print and Don't Leave Room if you would like to print the statements without logos or blank spaces.
• Check the Print Perforation Line toggle to print a perforation line at the top of the returnable section of the statement.
• Check the Print One Statement per Permit toggle to limit the generated statements to one for each included permit.
• Click the Address 1 field label in the Remit Address section to attach a remit address to the statement. Remit addresses are created and maintained in the Remit Address Maintenance window (BP> Maintenance> Remit Address).
• Fee adjustments included in the adjustments batch will not always display on the Adjustment Statements. Because BP is a cash-based system, fees do not affect the General Ledger. Only payments on fee charges or credits of fee overpayments will generate GL journal entries. If you adjust a fee without affecting an existing payment or credit, the adjustment will not display on the Adjustment Statements.

5     Print the Adjustments Letters.

• The Adjustments Letters are meant to be run in conjunction with the Adjustments Statements. Rather than providing the financial detail found in the statements, letters provide general information such as the total amount adjusted.
• Select a Form from the drop-down menu.
  • The printed letters will use the selected Form as a template.
  • Forms are created and maintained on the Forms Maintenance window (BP> Maintenance> Forms).
• The Tran Date field will populate with the transaction date specified on the GL Distribution step.
• The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
  • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
• 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).
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Commit the Adjustments batch.

• Open the Commit window (BP> Adjustments> Commit).
• The JE Date field will populate with the journal entry date you entered on the GL Distribution report step. This date will determine which fiscal period and year the journal entries from this batch will be posted to. If you want to change this date, you will be required to return to the GL Distribution step. If you return to the GL Distribution step you will also need to reprint the Statements.
• Click the Confirm icon to commit the adjustments batch.