Utility Billing FAQ

Open as: PDF or Word Document

Account Maintenance

Table of Contents


Finding/Creating an Account

Creating a New Account

The "General" tab

The "Mailing Address" tab

The "Agreement" tab

The "Meters" tab

Meter Information

Readings

The "Rates" tab

The "Cross Acct Meters" tab

The "Notes" tab

The "Billing" tab

The "Other" tab

The "Direct DB" tab

Save and Duplicate Account


picture1

Click on "6. Account Maintenance" from the Main Menu and the following window will appear:


Finding/Creating an Account

Click "6. Account Maintenance" from the Main Menu. The following window appears:

picture2

  1. Choose the account you want to modify or edit information for. For additional help on finding accounts with this screen, refer to UB GENERAL ACCOUNT LOOKUPS.
  2. Click this button to create a new account.

Creating a New Account

If you Click on "New Account" the following window will appear:

picture3

Using your procedure for numbering accounts, type in the Account number of the Account you wish to add. The maximum characters for the Account number (1) and Sub account number (2) are defined in "I. Installation" from the Main Menu.

Click "OK" to create the new account and move on to add information for the new account, or Click "Cancel" to cancel and return to the previous screen.

  1. OK: Click "OK" to create the new account and move on to add information for the new account.
  2. Cancel: Click "Cancel" to cancel and return to the previous screen.

The "General" tab

Click on the "General" tab and this window will appear:

picture4

  1. Last Name: The last name of either the owner of the property, or the last name of the tenant living there.
  2. First Name: The first name of either the owner of the property, or the first name of the tenant living there.
  3. Ext Name: An extended name of either the owner of the property, or the extended name of the tenant living there, such as "Jr." or "II".
  4. Address: The address where the bill should be sent. Note: if an address is used in the "Mailing address" tab, then the bill will be sent to that address, and not this address. The first section (4) is used for the number portion of the address. The second (5) and third (6) sections are used for the word portion of the address.
  5. City, Street, Zip: The City (7) that the property is in, the street (8) that it is on, and the zip code (9) that it is in.
  6. Location: The physical location of the property, including street name and house number.
  7. Home Phone: The Contact's home phone number.
  8. Work Phone: The Contact's work phone number.
  9. Cell Phone: The Contact's cell phone number.
  10. Contact Email: The Contact's E-mail address.
  11. Book: The meter route book that the property is in.
  12. Sequence: The order number that the property's meter is read within the book.
  13. Service dates: When the account was established (17), and when the account was moved to inactive (18).
  14. Status: A = Active I = Inactive F = Final. Accounts marked "F" will be moved to inactive after the bill is printed and the files are updated, meters will be turned off.
  15. Misc: User defined.
  16. Terms: Payment terms that are offered, if any.
  17. Carrier Cd (Carrier Code): The code of the person who delivers to the address where the bill must be sent. Not typically used, and not required.
  18. Exempt from penalty: Check this box if the account is exempt from the penalty calculations.
  19. Bankrupt: Check this box if the Account holder is bankrupt, and enter the date the Bankruptcy becomes effective.
  20. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  21. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  22. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  23. Delete Account: Click this button to delete this Account.

The "Mailing Address" tab

Click on the "Mailing Address" tab and this window will appear:

picture5

Leave this entire tab blank if you wish to use the Address from the "General" tab as the address to mail the bill to. This tab becomes highlighted if information is entered into it.

  1. Address: The address where the bill should be sent.
  2. Additional space for the Address.
  3. City, Street, Zip: The City (3), state (4) and the zip code (5) for mailing.
  4. Carrier Cd (Carrier Code): the code of the person who delivers to the address where the bill must be sent. Not typically used, and not required.
  5. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  6. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  7. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  8. Delete Account: Click this button to delete this Account.

The "Agreement" tab

Click on the "Agreement" tab and this window will appear:

picture6

This tab becomes highlighted if information is entered into it.

  1. This memo field is user defined. The recommendation is that agreements be established in a uniform way such that review can be done on a monthly basis. This information will appear on the "Agreement Report" found on the Reports Menu.
  2. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  3. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  4. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  5. Delete Account: Click this button to delete this Account.

The "Meters" tab

Click on the "Meters" tab and this window will appear:

picture7

  1. Add a meter to the account: Click to add a meter to this account. Clicking on "Add a meter to the account" will bring up the following window, where you may edit the information for the selected meter.
  2. Change selected meter: Click on the meter number to select from the table then Click to change information about a meter that already exists on this account. Clicking on "Change selected meter" will bring up the following window, where you may edit the information for the selected meter.
  3. Delete selected meter: Click on the meter number to select from the table then Click to delete the selected meter from this account.
  4. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  5. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  6. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  7. Delete Account: Click this button to delete this Account.

Meter Information

picture8

  1. Meter #: The register number of the individual meter, often found on the head of the meter.
  2. Type: User defined, up to four (4) characters.
  3. Location: Where physically to obtain the meter reading, at the place of service described in the Account tab of Account Maintenance. Ex. "next to front porch."
  4. Serial #: Found on the brass housing of the meter.
  5. Units: The units that the meter reads in. Important that it matches the actual units that the meter reads in. This is very critical when using any automated reading system.
  6. GANGED TO: Fill this in with any six (6) digit value (usually start with "000001" for the first ganged meter, then "000002" for the next, and so on) when this meter's consumption has ties with other meter consumptions for purposes of bill calculation. If the meter is not found, Click "Yes" to add it. This is where you add a ganged meter to this account. The ganged meter will appear in the table when you Click the "OK" button.
  7. Gang effects: Adding to the ganged meter consumption (+) or subtracting from it (-).
  8. Installed: Enter the date that the meter was installed.
  9. Turned on: Enter the date the meter was turned on. This date must be on or after the installed date.
  10. Turned off: Enter the date when the meter was turned off. This date must be on or after the turned on date.
  11. Touch Test: Y = yes, this is a touch read or radio read meter. N = no, this is a manual read meter.
  12. MXU #: Radio read identification number transmitted to a receiver.
  13. Latitude: Alternative locatable address via GPS.
  14. Longitude: Alternative locatable address via GPS.
  15. # of Dials: The number of dials on this meter that are expected to be read.
  16. Size: Size of installed meter.
  17. Manufacturer: Manufacturer of installed meter.
  18. OK: Click this button to save the information and return to the Meter tab. Note: If this is a new meter, you need to go to the Meter Readings tab before you leave this window.
  19. Cancel: Click this button to return to the Meter tab without saving.

Readings

Now click on the "Readings" tab and the following window will appear:

picture9

  1. Date: Date of the meter reading. Most Current will be at the top. Bills will be calculated only on the most recent, and second most recent meter readings.
  2. Reading: What the Reading was. The system will recognize that a roll-over occurred if the new reading is less then the previous, and the system will calculate the consumption as if the meter had rolled over. This must be manually changed if, in fact, a roll-over did NOT occur.
  3. Comments: Comment for that specific reading. Comments do not appear on the bills, but do appear when requested on a meter reading register and on a meter route book.
  4. Consumption: The reported consumption of that Date in the units that the meter reads in.
  5. For New Meters: when the new meter is first created on the account, you must fill in the top two rows with the date that it was turned on, and the reading that it is starting at.
  6. Average Consumption: The average consumption over the dates. If a date is left empty, and the reading is zero (0), then it will not be included in this calculation.
  7. OK: Click this button to save the information and return to the Meter tab.
  8. Cancel: Click this button to return to the Meter tab without saving.

Only the last fourteen (14) meter readings are displayed.


The "Rates" tab

Click on the "Rates" tab and this window will appear:

picture10

All rates to be used must be defined in Rate Maintenance.
The Meter Tab must be set up before the Rates tab if you use Meters in your rate calculations.

  1. Add to Rate Account : Click this button to add a Rate to this account.
  2. Delete a Rate from the Account : Select a rate that is to be deleted from this account, and Click this button. When prompted to confirm, double check that you have selected the rate that needs to be deleted, and Click "Yes".
  3. Rate Code : Select a Rate Code to use the Rate that is attached to the code. Create a new Rate and Rate Code through "7. Rate Maintenance" on the Main Menu.
  4. Description : The description of the Rate, as written in "7. Rate Maintenance" section.
  5. Service : The service code defined in Installation that the selected rate is for.
  6. Status : A = active I = Inactive.
  7. Units : Must be a value greater then zero (0). The unit factor for the rate.
  8. Linked to Meter : Link this rate to a specific meter that is attached to this account through the "Meters" tab.
  9. Meter Reading Entered : Checked means that you are ready to calculate this bill on this rate for this account, with the present meter readings in place. Unchecked will mean that you need to enter new readings, and the system will not allow you to calculate a bill for this rate until you enter up-to-date readings.
  10. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  11. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  12. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  13. Delete Account: Click this button to delete this Account.

The "Cross Acct Meters" tab

The following window is what should appear under the "Meters" tab before you do anything under the "Cross Acct Meters" tab.

picture11

Refer to the "Meters" tab, "Meter Information," item 6, for more information.

Click on the "Cross Acct Meters" tab and this window will appear:

picture12

You must have a ganged meter under the "Meters" tab before you can use this tab. Make sure you know the Account number and Meter number for the Account/Meter that effects this ganged meter prior to editing this tab.

  1. Add : Click this button, and then Click on the field to enter the account and meter that this ganged meter is connected to.
  2. Account : Type the first part of the account number here, and Click on the "Sub" field.
  3. Sub : Type the sub account number here, and Click on the "Meters" field.
  4. Meter : Type the exact Meter number here, and Click on the "Effects" field.
  5. Effects : Type either - (to the right of the "0" key) or + (hold the "shift" key and hit the "=" key) from the keyboard to determine whether this meter effects this ganged meter in a positive or negative way. Keys on the 9 key number pad work as well.

For additional help: Contact NEMRC support.

  1. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  2. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  3. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  4. Delete Account: Click this button to delete this Account.

The "Notes" tab

Click on the "Notes" tab and this window will appear:

picture13

  1. Notes: All notes are user defined. Each note field should be used in a uniform way.
  2. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  3. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  4. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  5. Delete Account: Click this button to delete this Account.

The "Billing" tab

Click on the "Billing" tab and this window will appear:

picture14

This is often used for customer inquiry during closings.

A report of the customer balances shown by aging and by balance type can be output in one of three ways:

  1. Print: Click this button to print this report. Refer to GENERAL PRINTING for more information.
  2. Preview: Report Click this button to preview this report. Refer to GENERAL PREVIEW for more information.
  3. File: Click this button to save this report on this computer. Refer to GENERAL FILE for more information.
  4. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  5. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  6. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  7. Delete Account: Click this button to delete this Account.

This is often used for customer inquiry during closings.

Once finished with this tab, click on the next tab that you would like to work on. If you are finished working on this account, click "Save Account" to save any changes, or click "Cancel" to go back to the account lookup screen without saving. Click "Save & Duplicate Account" to save this account, and duplicate it.


The "Other" tab

Click on the "Other" tab and this window will appear:

picture15

  1. Minimum Charge Bill Codes: Rates, that are set in "7. Rate Maintenance" off the Main Menu, may be attached here to this specific account. This will apply the specified Minimum Charge from the Rate code.
  2. Bill Comment Codes: These fields are used to add a Comment Code to this individual account's bill. Doing this will also overwrite a system-wide Comment set up in "I. Installation Options" off the Main Menu.
  3. Tax %: Sales tax that is to be collected. Type the %, for example: "5.700". This is unique to the specific service.
  4. Surcharge Bill Codes: Rates, that are set in "7. Rate Maintenance" from the Main Menu, may be attached here to calculate on entire bill of a service. Surcharges are done by a fixed rate calculation as a percentage.
  5. Allocation (gals/day): These fields are used to track allocations per service for this customer. There is an Allocation Report available from the Report Menu.
  6. Entire Bill: Only things in this row are applied to the entire bill.
  7. Rows Below "Entire Bill": Used to define different Services, which are set in "I. Installation Options" off the Main Menu.
  8. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  9. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  10. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  11. Delete Account: Click this button to delete this Account.

The "Direct DB" tab

Click on the "Direct DB" tab and this window will appear:

picture16

  1. Direct Debit Last Name: Enter the last name from the General tab in this field. This is used to confirm that the owner has not been changed during the processing of direct debits, "E. Process Direct Debits" from the Main Menu.
  2. Banks Account Holders Name: Enter the name as it appears on the bank account. This will be transferred and checked by the banking institute while processing.
  3. ABA: Enter the routing number for the banking institution from which the payment will be drawn.
  4. Account: Enter the customer account number that the funds will be drawn from during processing.
  5. Account Type: Check the appropriate type of account at the institution. The bank will confirm that the account type is correct during processing.
  6. Phone: Enter the contact phone number of the owner of the bank account from which the funds will be drawn in the event of a processing error.
  7. Save & Duplicate Account: Click "Save & Duplicate Account" to save this account, and duplicate it. Refer to the "Save & Duplicate Account" section below for more.
  8. Save Account: Click "Save Account" to save any changes and return to the Account Lookup screen.
  9. Cancel: Click "Cancel" to go back to the Account Lookup screen without saving.
  10. Delete Account: Click this button to delete this Account.

Save and Duplicate Account

Click this button to save and duplicate this account. When you click on this, the Account will be saved, and the following window will appear:

picture17

  1. Using your procedure for numbering accounts, type in the account number of the new account you wish to duplicate this account to.
  2. Book: The meter route book that the property is in.
  3. Sequence: The order number that the property's meter is read within the book.
  4. Clear all but current meter readings?: Checking this box, by Clicking it, will cause all meter readings for this account, except for the current meter readings, to be cleared when you click "OK".
  5. OK: Click the "OK" button to duplicate the Accounts information into the new account.
  6. Cancel: Click cancel to go back to the Account Lookup screen.


© NEMRC 2010-2022 | Privacy Policy