Summary

The Redistribute Returns process ensures any BT Return credits on customer accounts will be used to pay the balance on any tax types or fees that remain unpaid. This process will create an adjustment line within the business history for each transaction that is included in the redistribution.

Step by Step

1     Create a Redistribute returns batch.

• Select the Redistribute palette in BT> Redistribute. This will expand the Redistribute palette and display the steps in the batch process.
• Select New from the Redistribute batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Redistribute process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The transaction date of the billing is set up in the Generate step and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report (BT> Redistribute> GL Distribution).
• Click the Generate icon   to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• You can delete batches by selecting a batch and pressing DELETE.

2     Generate the returns.

• Open the Generate window (BT> Redistribute> Generate).
• Filter the included returns by completing the Balance section. This section determines how and to where the credits will be applied.
  • Check the toggle next to each Tax Type you would like to include in the batch.
    • Use the Select All and Select None icon drop-down menus to quickly specify the tax types you would like to include. These icons can be used to select the remaining filter criteria as well.
    • Tax types are created and maintained on the Tax Type Maintenance window (BT> Maintenance> Tax Type).
  • Check the toggle next to each Fee you would like to include in the batch.
    • Fees are created and maintained on the Fee Maintenance window (BT> Maintenance> Fee).
  • Filter the included returns with the Date Type drop-down menu.
    • You can further filter the included returns by the selected date type by entering a date range in the From and To fields.
• Complete the Apply section. This section determines how and from where the credits will be redistributed.
  • Check the Match Credits By options to specify how the system applies the credits or deposits.
  • Select a Credit Type to determine what credits will be redistributed.
  • Enter a Max Credit value.
    • This value represents the maximum credit for each credit transaction that will be applied. For example, if a business has four associated credit transactions for $15.00, $25.00, $30.00, and $50.00, and 25 is entered in the Max Credit field, the $15.00 and $25.00 credits will be redistributed but the $30.00 and $50.00 credits will not. The result would be $40.00 in total credits applied.
  • Select a Credit Priority from the drop-down menu.
    • Select Age then Match to distribute qualifying credits and deposits by Post date from oldest to youngest.
    • Select Match then Age to distribute qualifying credits and deposits first by the Match Credits By criteria and then by age from oldest to youngest.
    • If a tax type or fee that is associated with a payment priority is included in the batch, the payment priority will be the third criteria considered when distributing the credits and deposits.
• Select a Transaction Date from the drop-down menu. This is the date that will be associated with the redistribution adjustments.
• Click the Create icon to add specific businesses to the batch.
  • This will open the Business Selection window. Use the Search Criteria section to filter the displayed business. Select a business and click the Confirm icon   to add that business to the Redistribution batch.
  • This will limit the businesses that the filter section pulls into the batch. The filter criteria will still be used, but only the selected businesses will be included.
• Click the Confirm icon when complete.

3     Edit the returns.

• Open the redistribution Select window (BT> Redistribute> Edit).
• The Select window will display all of the transactions that will be included in the batch. If more than one credit is being applied to the balance for an individual business, each of those credits will occupy a new line item.
• Highlight a line item and click the Modify icon   to edit an included transaction.
• Click the Create icon to add an additional record to the batch. This will open the Edit window where additional fees and infractions can be added to the record.
  • The fees that populate the data grid are pulled from the Tax Type specified on the invoice.
  • If a fee is added on the Edit redistribution window, that fee will be attached to the new invoice created through the redistribution process. Any redistribution transactions applied to fees from the original invoice will be recorded on that original invoice. This can result in two different invoice line items associated with the same redistribution on the Business History tab.
    • You will not be able to delete a fee that was attached to the return when the return was created in the Cash Receipts module. The Delete icon   will not be active when these fees are highlighted. However, any displayed fees that were deleted by the user or automatically deleted by the system during the Cash Receipts process can be deleted. These would include zero amounts line items that resulted from rate fees calculated against zero unit counts. Because the system does not differentiate between fees deleted by the user and fees deleted by the system, the generate step of the redistribution process simply pulls in all fees that meet the filter criteria.
    • Any fees added during the Edit step of the redistribution process can be deleted here as well.
  • If an Infraction is added on the Edit redistribution window, it will be recorded on the original invoice. If an Infraction from the original invoice is deleted on the Edit redistribution window, it will be flagged as Deleted, but will only be deleted from the database once the batch is committed. If the batch, or the redistribution invoice itself, is deleted before being committed, the deleted infraction will be restored to the original invoice.
  • Click the Save icon after making any changes. This will close the Edit window and return you to the Select window.
• Click the Exit icon to close the Select window and proceed to the next step.

4     Print the Proof List.

• Open the Redistribute Returns Proof List window (BT> Redistribute> Proof List).
• Select the Report Type you would like to print.
  • The Summary report will display the Transaction Date, Business Number, Business Name, Transaction Type, Adjustment Type, Description, Amount and report total.
  • The Detail report includes the information displayed in the Summary report as well as the Fee Code, Debit Account, Credit Account, and the amount associated with each fee code included in the batch.
• 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).

5     Print the GL Distribution.

• Open the GL Distribution Report window (BT> Redistribute> GL Distribution).
• Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
  • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
• 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 a Fund Total and a Report Total.
  • The Detail report will display everything included in the Summary report as well as the Business Number, Transaction Type, Fee Code and Description.
• 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).

6     Commit the returns batch.

• Open the Commit window (BT> Redistribute> Commit).
• Confirm the batch settings and click the Confirm icon to commit the batch.
• The new redistribution adjustments will now display on the Business Maintenance window (BT> Maintenance> Business> History tab).
• Once a return, credit, or deposit has been processed in a redistribution batch, it cannot be processed in a BT Adjustments batch.