Summary

The Lot Maintenance window is used to maintain lot records. New lot records can be created from the Lot Maintenance screen (SS> Maintenance> Lot).

Step by Step

1     View the lots in the application.

• Open the Lot screen through the SS module (SS> Maintenance> Lot).
  • The Lot screen displays all of the lots that have been created in the application.
  • Enter information into the fields in the search criteria and then click the Search button or press ENTER to filter the lots that display in the window
  • When a lot record is selected, the primary data grid will automatically contract and the secondary Accounts and Contact Management data grid below will expand.
    • The Accounts tab on the secondary data grid will display the account number and module information attached to the selected lot.
    • The Contact Management tab on the secondary data grid will display each of the CM Issues attached to the selected lot.
• Highlight a lot and use the data grid buttons to edit, delete, or export the selected account.
  • You cannot delete lots that are attached to customer accounts.
• Highlight a lot and click Edit to open the selected lot. This will open the Lot Maintenance screen.
• Click the ADD NEW button to create a new lot.

2     Create or modify a lot.

• The Lot Maintenance screen includes the Lot, Miscellaneous, Work Orders, and Alert tabs.
• There are three buttons that appear at the top of the Lot Maintenance window regardless of which tab is open.
  • The Lot Search button is used open a Google Maps search in a new browser tab. The map search results will display the location of the lot based on the address information specified in the lot details below.
  • The Audit Trail button is used to open the Audit Trail screen. This screen is used to track any changes made to the lot record
    • Use the search criteria section at the top of the page to sort the displayed audit trail.
    • The Audit Trail will provide details about any changes made to the lot record including the date of the change, type of change made, user that made the change, and data table that was edited.
    • The Audit Trail will only display data after the lot has been created and saved.
  • The Attachments button is used to open the attachments screen.
    • From the attachments screen, you add new attachments to the lot record or remove existing attachments previously added to the lot record.
    • The number of attachments already added to the lot will display in a notification on the Attachments button.

3     Complete the Lot tab.

• Enter the general lot and owner information on the Lot tab.
• The Lot Number field will always be disabled. When you are creating a new lot, the Lot Number field will populate once the lot is created. An information window will open that displays the new lot number.
  • Lot numbers are assigned sequentially.
• The Status field is used to assign the status of a lot. This is the only field required when creating a new lot.
• The Owners Customer Number field is used to set the owner of a lot. Click the Search icon to select the owner from a list of customer records.
  • The Owner First Name and Owner Last Name fields will automatically populate with the information attached to the selected customer number.
• The Tax Lot field is generally used to track the tax lot identification number.
• The Parcel field is used by some organizations to record the lot parcel number.
• The Street Number, Street Directional and Street Name fields are used to enter the address on the lot. For example, if the address is 11 N Main Street, enter 11 in the Street Number field, enter N in the Street Directional field, and enter Main Street in the Street Name field.
• The remaining address fields are used to record specific lot address details and may not be used by every organization.
• The Master Account field is used to specify a master customer account on the lot. When the active customer account on the lot is finaled in the Utility Billing module, and the Final Billing batch is committed, the status of the master account will change to active and the master account becomes the active account on the lot. The connection date on the master account will be the date the Final Billing batch is committed.
  • A master account must be in suspended status. If the master account changes to Delete status, the account is no longer the master account.
    • A customer account will only display in the Master Account drop-down menu if it has already been attached to the lot and is in suspended status.
    • If the account selected in the Master Account drop-down menu is processed in the UB Final Billing process, the Master Account will be set to suspended status rather than delete status when the Final Billing batch is committed. In this case, the master account will maintain its position as the master account on the lot.
    • If the status of the Master Account is manually changed to Delete from the account maintenance window (UB> Maintenance> Account> Account tab> Account Status field), the master account will no longer be attached to the lot and the Master Account field will be blank.
• The Balance field displays any outstanding balances associated with the lot.
• The remaining fields are used to record specific details about the lot. Complete as many of these fields as desired.
  • Subdivisions are created and maintained on the Subdivision Maintenance window (SS> Maintenance> Subdivision).
  • Class codes are created and maintained on the Class Maintenance window (UB> Maintenance> Class).
  • Zone codes are created and maintained on the Zone Maintenance window (SS> Maintenance> Zone).
• Click the Save button to save the new lot details.

4     Complete the Miscellaneous tab.

• The Miscellaneous tab is used to enter user-defined information that is outside the scope of the Cirrus application. You can set the value of the miscellaneous field labels using the Miscellaneous Field Labels window (SS> Utilities> Miscellaneous Field Labels). 

5     Open the Work Orders tab.

• The Work Orders tab will display any work orders that are attached to the lot. Click on a work order number to open the Work Order Maintenance window.

6     Complete the Alert tab.

• The Alert tab will display all of the existing alerts attached to the lot.
• Highlight an alert code and click Delete at the top of the data grid or press DELETE to remove the selected alert code from the lot.
• Alerts are set up on the Alert Maintenance window (SS> Maintenance> Alert) in the Springbrook V7 application. The ability to create and maintain alerts in Cirrus is currently under development.