Summary

The Redistribute Credit Balances process is used to move overpayments or credit balances on services to unpaid balances on other services on a customer account. This ensures that credit balances on the customer account will be used to pay the balance on services that are unpaid. The process creates a credit and debit within the applicable services, creating a wash transaction (a transaction that does not affect the balance of the customer account). If there are UB customer accounts with deposits, the deposit amounts will not be redistributed to services with an unpaid balance.

The redistribute credit adjustment type set up in the Setup window (UB> Utilities> Setup> Payment tab> Redistribute Adjustment Type field) affects the GL accounts used when redistributing credits. The GL Type attached to the redistribute adjustment type will redistributed the balances as cash type transactions.

The following journal entry will be created when credits are redistributed:

Step by Step

1     Create a new Adjustments and Fees batch.

• Open the Adjustments and Fees Batches window (UB> Adjustments and Fees). The Batches window will display all the open Adjustments and Fees batches.
• Click the Create New Batch button to create a new batch. This will open the Create Batch window.
  • The Redistribute Credit Balances process will overwrite any transactions that have already been entered into the Adjustments and Fees batch, so you must run the process in a new batch.
• Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.
  • The fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report in UB> Adjustments and Fees> GL Distribution. The transaction date of the adjustment transactions created by the process is set up in the Redistribute Credit Balances window.
• Click Create to create the new Adjustments and Fees batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Adjustments and Fees process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag   must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Adjustments and Fees process.

3     Redistribute Credit Balances.

• Select Redistribute Credit Balances on the Adjustments and Fees menu to open the Redistribute Credit Balances window.
• Select the customer accounts to process in the batch.
• Select the billing cycles in the Cycles section if you would like to run the redistribute credits process by billing cycle
  • Click the toggle next to the field title to select or deselect all the displayed cycles. These selection options appear in the other fields as well.
• Select the services to redistribute in the Services section.
  • You must select each service you would like to include in the redistribution. For example, if you would like to redistribute a credit balance in the WATER service to a debit balance in the GAS service, both of those services must be selected in the Services field.
  • You must select at least one service in the window.
  • Services with the Exclude from Redistribute toggle checked (UB> Maintenance> Account> Services Tab) will not be included in the batch. This toggle is commonly used to exclude specific services from the redistribution process as is often required in energy assistance programs.
• Click the Account Number field search button   to select an account from a list to redistribute credits for a single account. This will open the Account Search window to select a customer account. If you enter a UB customer number in the Account Number field, you do not have to select a billing cycle in the Cycle field or an account status in the Status field.
• Enter a Transaction Date. This is the date that will be assigned to the adjustment transactions created by the redistribute credit balances process.
• Select the account statuses of the accounts you would like to include in the redistribute credit balances process in the Status field. If you entered a UB customer number in the Account Number field you do not have to select the status of the selected account to include it in the batch. You can leave this field blank.
• Check the Shift Credits on Negative Balance Accounts toggle if you would like to process accounts that have a negative balance on all services. The credit balances will be distributed to the services on the UB customer account based on the overpayment percentages set up on the services.
  • Overpayment percentages are set up on services using the Service Maintenance window (UB> Maintenance> Service> Overpay Percent field).
• Click the Submit button run the redistribute process.

4     Commit the UB Adjustments and Fees batch.

• Print a Proof List Report.
  • Generate the Proof List (UB> Adjustments and Fees> Proof List).
  • The Sort By field is used to sort the Proof List by either Account Number or Receipt Number.
  • Once the required report settings have been specified, click the Print button   to print your report.
  • Click the options arrow on the right side of the Print button to see other print options.
    • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
    • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
    • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
    • Enter a Date and Time to generate the report and click SUBMIT.
  • The Proof List will display the service balances being redistributed on each UB customer account included in the batch.
  • The services with a positive adjustment are the service balances that are being increased (reducing the negative balance) and the services with a negative adjustment are the service balances being reduced.
• Print a GL Distribution Report.
  • Enter the Journal Entry date, select a Report Type, and generate the GL Distribution Report (UB> Adjustments and Fees> GL Distribution).
    • Once a Report Type is selected for a GL Distribution report, that report type will be automatically set as the default for all UB GL Distribution reports.
  • If you would like to recreate the GL Distribution Report after the batch has been committed, you can create a Transaction by Date Report (UB> Reports> Transaction by Date) for the committed Adjustments and Fees batch. Select the committed batch (UB> Reports> Transaction by Date> Batch Number field), include all cycles, and make sure the date filter includes all of the transactions in the batch.
• Commit the batch (UB> Adjustments and Fees> Commit).
  • The Commit step is only enabled after you have generated all of the required reports on the Adjustments and Fees menu.