Key-Utility. Year End Procedures 2018 Enhancements. Presented by: Thomas Curtis

Size: px

Start display at page:

Download "Key-Utility. Year End Procedures 2018 Enhancements. Presented by: Thomas Curtis"

Eric Hines
5 years ago
Views:

1 Key-Utility Year End Procedures 2018 Enhancements Presented by: Thomas Curtis

2 I Table of Contents Foreword Part I Billing... Enhancements 1 2 Year End... 11

$1 1.1 2018 Billing Enhancements 1 Key-Utility Enhancements & Notifications NOTIFICATIONS Cash Receipt Program If cash is pending in Cash Receipt program upon program update, go to Housekeeping\ Sort$

3 Billing Enhancements 1 Key-Utility Enhancements & Notifications NOTIFICATIONS Cash Receipt Program If cash is pending in Cash Receipt program upon program update, go to Housekeeping\ Sort Files. This will rebuild the data and clear any errors when going into edit cash. Account Number Change Program will now look at all transaction options including cash receipt program to see if the account number being changed is in one of them and change it to match to the new number. ADMIN Added more space for additional information on Admin\Display Change Customer Record \Work Orders screen Problem and Solutions areas.

$Admin\Display Change Customer Record Added switch in Admin\City$ and Town Table to not put Cash Only Alert on accounts when two

4 2 Expanded service address on Service Address lookup screen. Admin\Display Change Customer Record Added switch in Admin\City and Town Table to not put Cash Only Alert on accounts when two or more Bad Check "BC" coded other charges are done to an account.

$Admin\Display Change Customer Record\Data Added User that$

5 3 Added option to select Send Duplicate Bill to Owner in the data screen when creating a new account. Admin\Display Change Customer Record\Data Added User that completed the transaction to detail screen. Admin\Display Change Customer Record\Detail\ Click on record

6 4 Added option to adjust bill card print up, down, left, or right. Admin\City and Town Table

$Admin\Display Change Customer Record\Add Resi (Will turn red once information$

7 5 When additional resident is added, the program will now put a red box outline on the button. Admin\Display Change Customer Record\Add Resi (Will turn red once information is added and saved.) Added Drop down menu in customer codes for Electric Multiplier. Admin\Display Change Customer Record\Customer Codes\More Codes

8 6 Added Drop down menu on meter screen for 2nd and 3rd meters to be able to charge a different multiplier then 1st meter. Admin\Display Change Customer Records\Meters\Elect

$7 BILLING Added Radio Read numbers to High\Low option under Duplicate Missing Reading Report.$

9 7 BILLING Added Radio Read numbers to High\Low option under Duplicate Missing Reading Report. Billing\Dupl Missing Readings CK\Click High/Low Report Changed Report when Creating Flat Charges. Added total service amounts. Billing\Create Flat Charges.

$Cash\Post Cash Changed how to add to cash batches This option will ask if you would like to Create New$

10 8 CASH Changed cash type field to a drop-down menu. (Note: You can still use letters to select cash type). Cash\Post Cash Changed how to add to cash batches This option will ask if you would like to Create New Batch or Add to Batch. Cash\Post Cash (will only prompt if cash was already entered) PENALTIES Added option to edit text on both Disconnect and Delinquent letters. Penalties\Delinquent Menu\Letters\Edit Text

$Liens and Certification \Cash\Certification\Post Cert Cash\ (Input the account and click Print Release) Added$ $Liens and Certification\Edit Lien/Cert City/Town Info REPORTS Added Grand Total to last page on Deposit$

11 9 LIENS AND CERTIFICATIONS Added ability to change owner information on certification release. Liens and Certification \Cash\Certification\Post Cert Cash\ (Input the account and click Print Release) Added date in the Lien/Cert City Town Information to put a date on the forms for notary and preparer. Liens and Certification\Edit Lien/Cert City/Town Info REPORTS Added Grand Total to last page on Deposit Tickets report. Cash\Deposit Ticket

$10 Added Age Report based on service (Note: Must have aged cash). Reports\Master File Report Menu\Age Trial Balance\Continue\Long Added Zero Consumption option on Summer Sprinkling Report (SSC).$

12 10 Added Age Report based on service (Note: Must have aged cash). Reports\Master File Report Menu\Age Trial Balance\Continue\Long Added Zero Consumption option on Summer Sprinkling Report (SSC). Reports\Master File Report Menu\Summer Sprinkling\Zero Cons Added option to print mailing labels to owner. Reports\Master File Report Menu\Additional Reports\Labels Menu\Print Labels Added option to Accounts with Balances Report to show only accounts with credit balances. Reports\Master File Report Menu\Accounts with Balances Added new option to Customers with Special Code Report Normal or With Flat Amounts and Subtotals". Reports\Master File Report Menu\Customers W/Special Code Report HOUSEKEEPING Added option to reprint a cash receipt that has been updated. Housekeeping\History Review lookup\by Receipt # Added Budget Billing options from Year-End menu to now show with Budget Billing under Housekeeping\Options Menu\Budget Billing Added Field to View Users to show if the account is active or inactive. Housekeeping \System tools\view Users\All YEAR-END Added option to remove all Summer Sprinkling Credit codes from all accounts. Year-End \Summer Sprinkling Credit\Clear Summer Sprinkling Codes

1.2 11 Year End Year End Process Step Sheet You should do the year end process before updating your first billing for the next year and after you have updated your last payments for the current year.

13 Year End Year End Process Step Sheet You should do the year end process before updating your first billing for the next year and after you have updated your last payments for the current year. You can do your year end with a billing transaction file for next year pending. Go to Housekeeping - Sort Files Do two backups - Keep one off site and one at the office. (We recommend you use Memory Sticks - Have two just for the purpose of year end backups) Go to Reports - Master File Reports Menu - Accounts With Balances Only - SBA requirement Go to Reports - Master File Reports Menu - Aged Trial Balance - This should be printed before the update of your billing for the new year. Go to Cash - Cash Summary Report - Print this for the entire year XX to XX. Reminder - do this after you have updated payments for the last time for the current year. Go to Reports - Master File Reports - Meter Deposit Report - print year date range for any or all of the information you require. Print your Year To Date Client Ledger - Year End Menu - YTD Client Ledger (This is an optional report - it will be a very long report and as long as you archive your data you do not have to print this report.) Go to Year End - Yearly Data Archive - This will make a copy of your current data. It will create a new folder in your Keystone/keyutl folder and you will have access to your data before deletion of master files and history. You can only do this once for the year. (This archive should be done before you update your billing for the new year and after you have updated your payments for the last working day of the current year so that your reports will reflect the correct information for your archived year.) Make sure everyone is out of the program when doing the archive process. Click on Yes to continue Make sure all your transactions for payments, adjustments and billings have been updated for a previous year. Click on Yes

12 Put in the year that you are archiving.

This could take a little time dependent on the

14 12 Put in the year that you are archiving. Click on Continue. Click on Continue - for screen below. The program will process your archive. This could take a little time dependent on the size of your master files. The next screen will ask if you want to archive all attachments - You will click on Yes

15 Go to Keystone Backup Utility Select the program you would like to backup. Put a check mark in the box for "Backup Archive" under Backup Options. Click "Choose" button. Select the year you would like to backup. 13

Click "Yes" to verify you would like to make a backup. Click "Yes" to Rename the backup.

16 14 Click "Done" after you have selected the the archive year you would like to backup. Click "Start Process" on the main screen. Click "Yes" to verify you would like to make a backup. Click "Yes" to Rename the backup Note: If you say no the backup will not be renamed and can easily be mixed in with all normal backups this is not advised. Rename backup and click "OK".

17 15 Program will now begin to backup your archive click "OK" when done. Go to Admin - Review Prior Year History - verify you can see your archived data. Put in the date you will be reviewing. Make sure your data is in Archive, if not, call the Keystone Help Desk for assistance. To verify archived data you will not be able to edit information on the screen.

****IF YOU ARE A BUDGET CUSTOMER AND YOU RETRIEVE BUDGET ESTIMATES FROM YOUR HISTORY FILE, DO NOT RUN THIS ROUTINE UNTIL AFTER YOU HAVE RETRIEVED

18 16 To return to Current Data - Go to Admin - Review Prior History. Put in a year that has not been archived. and it will return you to your current data. ****IF YOU ARE A BUDGET CUSTOMER AND YOU RETRIEVE BUDGET ESTIMATES FROM YOUR HISTORY FILE, DO NOT RUN THIS ROUTINE UNTIL AFTER YOU HAVE RETRIEVED THE ESTIMATES FROM THE HISTORY FILE.******* Go to Year End - Delete History After Archiving. This process will allow you to delete by a date range. Click on Yes to continue. The date you will put in the field is a PRIOR TO DATE. The program will delete all history prior to the date you enter.

17 Click Yes to continue. Depending on how much history you have for deletion this may take some time. PRINT OUT A MASTER FILE BALANCE IN HOUSEKEEPING - SUMMARIZE MASTER FILE BALANCES.

NOTE: All of the accounts that will be deleted will be marked for delete, will not have history, will not have customer balances including deposits, lien/certified balances, service balances and

19 17 Click Yes to continue. Depending on how much history you have for deletion this may take some time. PRINT OUT A MASTER FILE BALANCE IN HOUSEKEEPING - SUMMARIZE MASTER FILE BALANCES. "You will want to save this to compare to the MASTER FILE BALANCE FROM HOUSEKEEPING - SUMMARIZE MASTER FILE BALANCES after deletion of customers." Deletion of dead accounts. NOTE: All of the accounts that will be deleted will be marked for delete, will not have history, will not have customer balances including deposits, lien/certified balances, service balances and accounts must be marked as a Route 99. Customers marked for deletion will not be deleted until you complete the year end process. For customers that are "snow birds" or land lords, you do not want to mark these accounts as delete. The process of marking your customers for deletion can be done throughout the year as customers become final. Marking the customers throughout the year for deletion will eliminate having to do all of this at year end. To verify the accounts you want to delete, go to Reports - Master File Reports - Customer with Balances - Sort by route, choose routes >94. This list will give you the necessary information to prepare your records for deletion.

18 Go to Admin - Display/Change - bring up the customers that are on the report and click on the Delete box on the master file screen "When clicking on the Delete box you will be asked to confirm

20 18 Go to Admin - Display/Change - bring up the customers that are on the report and click on the Delete box on the master file screen "When clicking on the Delete box you will be asked to confirm deletion at year end, click "Yes". Go to Year End Menu - Customers Marked for Deletion Report "Verify the information on this report is correct and all the customers marked for deletion are customers that you want to delete". Do a backup Named - Before Master File Deletion Go to Year End - Delete Accounts in Master File Click "Yes" to continue. Then again on the next screen Click on the Marked "Delete" then "Continue" - "Only customers that are marked as Delete and meet all requirements will be deleted." Depending on how large your master file is this could take some time. After the process has ran you will get reports to show customer that where marked for deletion, but not deleted and the reason why there were not deleted. You will also get a report to show the customers that were deleted. You will want to keep this report with all of your year end reports. "If you have to add history to a customer because of balances being adjusted you will not be able to delete this customer until the next year. You can leave the customer as marked for deletion." Go to Housekeeping - Summarize Master File Balances - Compare this to your Summary before deletion process. If it does not match, restore to before deletion and call the help desk for assistance on how to proceed. If you do summer sprinkling credit go to Year End - Summer Sprinkling Credit - Clear Sewer Count and Accumulation. "This needs be done before you start your accumulation for the next year". You may also clear accumulation for all services and Clear Leak Adjustment counts/dates from the year end menu.

21 19 If you have EAP (Energy assistance), you can also clear all EAP information from the year end menu. You are now ready to go on with your new year processing.

Key-Utility Enhancements & Notifications

Key-Utility Enhancements & Notifications NOTIFICATIONS Cash Receipt Program If cash is pending in Cash Receipt program upon program update, go to Housekeeping\ Sort Files. This will rebuild the data and