Summary

Once you have generated the SA billing batch, you can print the related reports, generate the bills and commit the batch.

Step by Step

1     Generate the billing batch.

2     Print the proof list. 

• Open the Billing Proof List Report window (SA> Billing> 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, Assessment Number, Transaction Description and Transaction Amount. A report total will also be provided.
  • 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 Billing GL Distribution Report window (SA> Billing> 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).

4     Print the Bills.

• Open the Print Bills window (SA> Billing> Bills).
  • The Bills palette item will only be enabled if the billing cycle selected on the generate step is set up with "Bills" as the statement method (SA> Maintenance> Billing Cycle> Statement Method drop-down menu).
• Use the Printer Adjustment field to adjust where the first line of the billing 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 First Page 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.
• Select a Sort By option from the drop-down menu to specify how all of the billing statements included in the batch will be sorted.
• Enter an optional Message that will be included on the billing statement below the billing details.
  • This message can be up to 512 characters long.
• Check the Print remittance line toggle to print a perforation line at the top of the returnable section of the billing statement.
• Check the Print amortization schedule for each bill toggle to include the amortization schedule on each generated bill.
• Check the Print customer number on bill toggle to include the Customer Number below the Assessment Number on the remittance section of the generated billing statement.
• 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 (SA> Maintenance> Remit Address).

5     Print the Transfer Register Report.

• Open the Transfer Register Report window (SA> Billing> Transfer Register).
  • Transfer Register Report and Export files are used by organizations that transfer assessment billing responsibilities to another entity. Once the transfer register report and export file are created, and the Billing batch is committed, the system will create both a receivable and a payment in the same transaction. Once the batch is committed, the account will be in PAID status.
  • The Transfer Register Report and Transfer Register Export palette items will only be enabled if the billing cycle selected on the generate step is set up with "Transfer Register" as the statement method (SA> Maintenance> Billing Cycle> Statement Method drop-down menu).
• Use the Printer Adjustment field to adjust where the first line of the transfer register 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 if you would like to display the logo on every page of the statement.
  • 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.
• Select a Sort By option from the drop-down menu to specify how all of the transfer register statements included in the batch will be sorted.
• The report will display the Assessment Type, Customer Name, Tax Lot, Billed Interest amount, Billed Principal amount and Total Billed amount. A report total will also be provided.
• 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     Generate the Transfer Register Export.

• Open the Transfer Register Export window (SA> Billing> Transfer Register).
• The Export step will create an ASCII CSV file containing the same information that is included in the Transfer Register Report processed above.
  • Click the File Layout icon to preview the formatting for the exported file.
• Click the Confirm icon when complete to create the export file.
  • You can view the progress of the export on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
• Once the export has finished processing, the Export Settings window will open. This window is used to specify the export path for the transfer register export file.
  • Check the Open toggle if you would like to open the exported file after it is saved locally.
  • Enter the export path location and click the Save icon to export the file to the local path.

7     Print the billing letters.

• Open the Print Billing Letters window (SA> Billing> Letters).
  • The Letters process is used to generate user created MS Word merge forms for the assessments included in the billing batch.
  • A letter will be generated for every included assessment that has the Notification toggle checked (SA> Maintenance> Assessment> General tab> Notification toggle).
  • A letter will also be generated for every contact that has the Notification toggle checked that is attached to an included assessment.
• The Form drop-down menu is used to specify which MS Word mail-merge form will be printed.
  • Forms are created and maintained on the Form Maintenance window (SA> Maintenance> Form).
• The Tran Date field will automatically populate with today's date.
• 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).
  • 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).

8     Commit the Billing batch.

• Open the Billing Commit window (SA> Billing> 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 billing statements.
• Click the Confirm icon to commit the billing batch.