UB FUNDAMENTALS. UB Reports + Inquiry and Maintenance (RIM)

Transcription

1 UB FUNDAMENTALS

2 Vadim Computer Management Group (Vadim) has prepared this document for use by Vadim Customers, Licensees and Staff. Although every effort has been made to ensure the accuracy and integrity of the content of this Manual, Vadim will not be held responsible for any damages (including consequential) caused by reliance on the material presented, including, but not limited to, typographical, arithmetic or listing errors or omissions. Information in this document is subject to change without notice. Companies, organizations, names and data used in examples and screens are fictitious unless otherwise noted Vadim Computer Management Group Ltd. All rights reserved icity is a registered trademark of Vadim Computer Management Group Inc. Microsoft Excel and Microsoft Word are trademarks or registered trademarks of Microsoft Corporation. All other product and company names referenced herein are trademarks or registered trademarks of their respective companies and are hereby acknowledged. Error! No text of specified style in document.icity Release Vadim Software Landmark Technology Centre 1632 Dickson Ave, Suite 400 Kelowna, BC Canada V1Y 4B9 Phone Fax Page 1

3 AGENDA The course content offered within assumes the attendee understands how to use the UB module in icity v2 and is not suitable for those who are new to icity. e 3 is not going to be the Go to place for power users who are performing processing tasks, loading readings or printing bills, etc. They can use RIM but they are far more likely to continue to spend most of their time in v2. It is recommended that you use Google Chrome, Firefox, or Internet Explorer 10 or higher. Customer Inquiry and Maintenance Viewing account details Adding a new account Editing an account Deleting an account Customer Service Maintenance Viewing service details Adding a service Editing a service Maintaining the service history Deleting a service Exchanging a meter on a service Work Order Request Maintenance Viewing work order details Adding a work order Editing a work order Deleting a work order Page 2

4 Printing a work order UB Fundamentals Meter Reading Inquiry and Maintenance Viewing meter reading details Adding a meter reading Editing a meter reading Deleting a meter reading Meter Inquiry and Maintenance Viewing meter details Adding a meter Editing a meter Deleting a meter Stock Reports Searching for a report Previewing a report Filters and fields on a report Printing and exporting a report Modifying and saving a report (for VadimEXPLORER users) Page 3

5 Presented by: Kerry Vasey Customer Services Consultant Introduction This is a two hour session that will give the seasoned icity user an in-depth understanding of how to navigate within the new web based e 3 environment; more specifically within the Customer Account, the Customer Account Services, the Work Order functionality, the Meters and their Readings and the stock reports. Viewing account details Adding a new account Editing an account Deleting an account Viewing service details Adding a service Editing a service Maintaining the service history Deleting a service Exchanging a meter on a service Viewing work order details Adding a work order Editing a work order Deleting a work order Printing a work order Viewing meter reading details Adding a meter reading Editing a meter reading Deleting a meter reading Viewing meter details Adding a meter Editing a meter Deleting a meter Searching for a report Previewing a report Filters and fields on a report Printing and exporting a report Modifying and saving a report (for VadimEXPLORER users) Page 4

6 TABLE OF CONTENTS Customer Inquiry & Maintenance... 7 How do I view account details?... 8 Where is the service information for a customer? Where is the customer billing plan information? How do I find the balance owing? How do I see the payments for a customer? How do I add a new customer? How do I change the billing plan for a customer? How do I set up pre-authorized payments for a customer? How do I set up an equal payment plan for a customer? How do I change the account details for a customer? How do I add a deposit to a customer? How do I add the property information for a customer? How do I delete a customer account? Customer Service Maintenance How do I see detail for a service? How do I add a service to a customer account? How do I change a service on a customer account? How do I change the status on a customer service? How do I change the effective date on a customer service? How do I remove a service from a customer? How do I change out a meter on a service? Work Order Request Maintenance How do I find work order request information for a customer account? How do I create a work order request for a customer account? How do I attach a service to a work order request? Page 5

7 How do I attach a meter to a work order request? How do I bill the customer for a work order request? How do I change a work order request? How do I remove a work order request? How do I print a Work Order? (blank) Meter Reading Inquiry & Maintenance How do I find the meter readings for a service? How do I find the meter readings for a date range? How do I add a meter reading? How do I modify a meter reading? How do I delete a meter reading? How do I add units delivered? How do I modify units delivered? How do I delete units delivered? Stock Reports How do I find a report? Reports List Actions How do I run a report? Filters and Fields in Reports Printing and Exporting Reports Modifying a Report What permissions are needed in order to be able to edit a report? How do I know if I have VadimEXPLORER or not? Page 6

8 Inquiry & Maintenance UB Fundamentals This is the menu area you can use to inquire into various aspects of Utility Billing relative to a customer. You can click on any menu item that is available to you to inquire further and you can add the menu items to your list of Favorites as well. However, from this area you cannot create transactions through calculations or payments. Customer Inquiry & Maintenance The Customer Inquiry & Maintenance pages contain information about the customer that is specific to the Utility Billing module. The customer name and mailing address are set up and maintained in Client Maintenance and linked to the Utility Billing account using a client code. The Customer Inquiry & Maintenance holds information regarding the account status, start and termination dates, service address, deposits and other information. The billing plans, services, work order requests and meter readings may also be accessed from here, providing that sufficient permission has been granted to see the information. 1. Click on Customer Inquiry & Maintenance from the main left navigation menu or from your Favorites menu. Page 7

9 How do I view account details? Customer account details are broken down into three basic areas: Account, Property, Billing. Clicking each of the buttons will display further information. These buttons are actually called pills as they are related to navigating rather than initiating an action. 1. Click on an account to open the details tab from the Search and Results list. 2. Click on the Account pill to see detail for the account, deposit, notes, attachments and activity history. Page 8

10 3. Click on the Property pill to see detail for the property assigned to the account, services assigned to the account, general bill plan information, work order request information, and meter readings. 4. Click on the Billing pill to see detail for account balances, billing and transactions. Page 9

11 5. If you have security permission to see more information, there will be buttons on some of the tabs that will take you to the appropriate page to further manage the information such as bill plans, services, work orders, and meter readings. Where is the service information for a customer? A summary of the customer service information is provided under the Property pill or button. 1. Click on the Property pill to see the information associated to the property in general. Page 10

12 2. Click on the Services tab to see a summary list of the services attached to the property. 3. To see more detail for services or to perform maintenance on services, click the Manage Services button. Where is the customer billing plan information? There are two kinds of information surrounding the billing plan information. The first is generic account information such as the billing client name and address, mailing sequence and tax exemption information. The second is specific plan information surrounding the frequency of billing, equal payment plan and pre-authorized payment information. 1. Click on the Account pill, which is a button used for navigation. 2. Click on the Bill Plan tab. This will display the generic account billing information. Page 11

13 3. Click on the Manage Bill Plan button to display the list of specific billing plans that can be viewed and managed in more detail. How do I find the balance owing? The balance owing is summarized on the Customer Inquiry & Maintenance detail for an account. 1. Click on the Billing pill, which is a button used for navigation. 2. Click on the Summary tab. This will display the aged total summary including the overall balance owing based on the date selected. Page 12

14 3. To change the As of Date, enter or select a new date and click the Update button to recalculate the balance totals and batch summary list. 4. Click on the Print button to launch a report in preview. How do I see the payments for a customer? Payments are just a select group of transactions for a particular account. To see only the payment transactions simply requires adding filters to a list of transactions to only see the source code or service code defined as payments. Payment source codes that you might want to include in your filter (perhaps along with payment service codes) are: APP, CR, PAP, UBP and possibly T/M. These sources translate to applied payments, cash receipts, preauthorized payments, uploads from banks, and transaction maintenance. Service codes that you might want to include in your filter would be those that have been set up specifically to capture payments such as PMT. 1. Click on the Billing pill, which is a button used for navigation. 2. Click on the Transactions tab to see a list of transactions based on the As Of Date on the Summary tab. The transactions are defaulted to summarize by date, service code and source code. Page 13

15 3. Click on the Filters and Fields tabs to change the information that is displayed. Page 14

16 4. After previewing the report, you may print or export the full results How do I add a new customer? Customer Inquiry & Maintenance contains information about a customer that is specific to the Utility Billing module. The customer name and mailing address are defined and held in the Client Maintenance. The customer account is linked to this information using a client code. 1. Click the Add Customer Account button from the Search page. 2. Enter a customer account number. There are three parts to this number: a. Book this section is the first three digits in the account number and allows you to identify all of those customers with like billings in a unique number range. The book section can be used to identify different water systems in the municipality. b. Account this section is used to identify the customer. Often the Tax Roll number is used as the account code. The account section can be alphanumeric if set as such in the User Parameters. Page 15

17 c. Sequence this section is the last three digits in the account number and is often used when there are two utility accounts on one property. For example, one account would use 000 in the sequence area and the second account would use 001. It can also be used to track the account when transferred to another owner. For example, the first owner would be 000 and then subsequent owners would be incremented by 1 to 001, 002 etc. If there is no need to use the sequence number, use 000 in the sequence section. 3. Enter all required information indicated by a red asterisk (*) beside the field. 4. Click the Save button to commit the new information or click the Cancel button to abandon the new account and return to the Search page. Page 16

18 5. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. How do I change the billing plan for a customer? The customer billing plan defines the billing frequency and whether the customer is on an equal payment and/or pre-authorized payment plan. Equal payment plan options are used to pay an equal amount each billing according to the Billing Frequency. Pre-authorized payment options allow the customer to have automatic withdrawals made from their bank accounts and they can work with an equal payment plan. A customer can have more than one billing frequency defined. Bill Plan information under the Bill Plan tab also includes the Bill To Client that can be shown when printing utility bills, the mailing sequence, letter stage code and also the tax exempt indicator. 1. Click the Manage Bill Plans button from the Bill Plan tab. 2. To add a new bill plan, click Add Bill Plan. 3. To edit an existing bill plan, click either the edit pencil icon in the grid, or click the Edit button when viewing the detail for the bill plan. Page 17

19 4. Enter all required information indicated by a red asterisk (*) beside the field. 5. Click the Save button to commit the new information or click the Cancel button to abandon the changes and return to the previous page. 6. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. 7. Click the Account hyperlink to return to the Customer Inquiry & Maintenance. How do I set up pre-authorized payments for a customer? When adding or editing a Bill Plan for a customer account you can specify if the customer has a pre-authorized payment agreement in place or not. The agreement allows payment to be taken from the customer s bank account on a regular basis. Page 18

20 1. Click on the Add Bill Plan button, the edit icon or the Edit button to open the page that allows you to enter or change the billing plan information. 2. In the PRE-AUTHORIZED PAYMENT section, select Yes from the dropdown beside the Active field. 3. The fields that become required for pre-authorized payments will be indicated. 4. Enter or select the appropriate information and click the Save button. (Note: the Bank Amount may be entered or may be zero as it is calculated by the Load Bank Payment program). How do I set up an equal payment plan for a customer? An equal payment plan attempts to equalize utility payments for the given cycle, usually one year. For example, a monthly amount of $100 will be charged for services received throughout the year that would on average cost about $1200 for the entire year. At a specified time any difference between the actual cost and the total of the equal payments will be billed or credited to the account. The equal payment plan can be used in conjunction with pre-authorized payments. Page 19

21 1. Click on the Add Bill Plan button, the edit icon or the Edit button to open the page that allows you to enter or change the billing plan information. 2. In the EQUAL PAYMENT PLAN section, select Yes from the dropdown beside the Active field. 3. Enter an amount for the equal payment plan that will be used for billing. How do I change the account details for a customer? There are many details on an account that can be changed: customer status, account start and termination dates, service address, deposit information and property information. 1. Select an account from the Search tab to view the details. Page 20

22 2. Click on the Edit button at the top of the page or from any of the other tabs inside the details click the Edit this button. The Edit this button will focus on the tab that you clicked from in the edit page. 3. Modify information on any of the tabs. 4. Enter all required information indicated by the red asterisk (*) beside the field. 5. Click the Save button. 6. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. 7. To abandon changes and return to the previous page, click the Cancel button. How do I add a deposit to a customer? Deposits may be collected on accounts and need to be indicated and tracked for the account. 1. Click the Edit button or the Edit this button from the Deposit tab under the Account pill, which is a button used for navigation. 2. Select the appropriate status from the dropdown list: Received, Applied, Billed, To Be Billed, and Not Applicable. Page 21

23 3. Enter the amount of the deposit and the date it was received. 4. The Applied Date is updated when the deposit is applied to the customer account. The termination process and the apply deposits to account process will both update the Applied Date. 5. The Interest Amount and Interest Date may be entered manually but are also updated automatically by the calculate deposit interest process. 6. Click the Save button to commit the changes or the Cancel button to abandon the changes you have made. 7. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. Page 22

24 How do I add the property information for a customer? The property tab is used to define information about the property. This information includes the property address and tax folio/roll information: Street number, unit number, street name, street direction, postal code, and folio number. 1. Click the Edit button or the Edit this button from the Property Details tab under the Property pill, which is a button used for navigation. 2. Enter the tax folio number or click on the magnifying glass icon to search for and select the applicable property folio number. 3. When a folio is selected, the address will be populated from the property tax information. 4. Click the Save button to commit the changes or the Cancel button to abandon the changes you have made. 5. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. Page 23

25 How do I delete a customer account? Deleting a customer account is only possible when there has been no activity associated with the account including billing plans and work orders. 1. Click the Delete button at the top of the page. 2. A confirmation will be displayed if the account is able to be deleted. 3. If the account cannot be deleted a list of what is preventing the delete will be displayed. Customer Service Maintenance Use Customer Service Maintenance to set each service that a customer will be billed for. The Service Codes set here and the rates set for each will be used to calculate the customer s bill. A customer can have services billed in different billing periods. For example, a customer could have a monthly metered water billing and a quarterly garbage billing. It is not necessary to set up different customer accounts to accomplish this. Page 24

26 A customer can also have multiple instances of the same service code. For example, a customer may have two meters on his property. These meters can be activated and deactivated separately. Meter numbers are attached to a service code in Customer Service Maintenance. This is especially useful for agricultural businesses that have two meters, one for the household and one for agricultural purposes. The meter used for agricultural purposes can be turned off in the winter without affecting the billing for the household meter. How do I see detail for a service? Customer service information is broken down into two areas details and service history, which relates to the status of the service. 1. Click on Customer Service Maintenance from the main left navigation menu or from your Favorites menu. You can also click the Manage Services button from the Property>Services tab in the Customer Inquiry & Maintenance. 2. Choose a Customer Account to view. 3. Click on one of the services listed in the grid to open the detail tab. You may add filters to the grid to refine the list. Page 25

27 How do I add a service to a customer account? In order to bill a customer for municipal services supplied to a property, the appropriate services via service codes must be added to a customer account. 1. With the Account(Services) tab open, click on the Add Service button. 2. Enter all required information indicated by a red asterisk (*) beside the field. 3. The service code drop down list will only include the first 15 services. Start typing to focus the list on the services that match. 4. Click the Save button to commit the new information or click the Cancel button to abandon the new account and return to the Search page. 5. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved 6. If the service code selected is a metered service, additional sections to add the meter information will be displayed including the option to add the initial meter reading for the service. Page 26

28 How do I change a service on a customer account? You can change some of the details on a service including the status and the meter information. It is not recommended to simply edit meter information when changing a meter, but to use the Meter Exchange function instead. 1. Click the Edit button from the Service tab or click the edit pencil icon for the service from the grid on the Account(Services) tab. 2. Enter all required information indicated by a red asterisk (*) beside the field. Page 27

29 3. Click the Save button to commit the new information or click the Cancel button to abandon the changes and return to the previous page. 4. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. How do I change the status on a customer service? The status on a service will affect whether the service is included in a billing calculation or not. The most recent service status will be displayed with the service, but the status history for the service is displayed on the Service History tab. 1. The status can be changed by editing the status field on the service itself. See How do I change a service on a customer account?. 2. The status can also be changed by editing or adding to the service history records attached to the service. Page 28

30 3. To change the status associated with an already existing date, click the edit pencil icon (*not the service line) on the grid line for the date. 4. To add a new effective date for a status, click the Add Status button. Page 29

31 5. Enter all the required information indicated by a red asterisk (*) beside the field. 6. Click the Save button to commit the new information or click the Cancel button to abandon the changes and return to the previous page. How do I change the effective date on a customer service? The effective date on a customer service is tied to the Service History. Each Service History must have a unique date, which is the effective date for that status. There are two ways to change the effective date on a customer service. 1. The first is to edit the service and change the Status Effective date which will update the Service History. Page 30

32 2. The second is to add a Service History record with the effective date required. Page 31

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34 How do I remove a service from a customer? UB Fundamentals A service can only be removed from a customer if there are no transactions existing for the service and if it is a metered service, there must also be no meter readings attached to the service. 1. Click the Delete button in the Service tab or click the trashcan icon from the grid. 2. A confirmation will be displayed. 3. Click the Delete button to commit the change or click Cancel to abandon the delete and return to the previous page. How do I change out a meter on a service? You can change a meter to a different meter using the Customer Service Maintenance. You can exchange a meter to a meter of the same type, or you can upgrade or change a meter to a different type, for example from an imperial meter to a metric meter. When you change the meter you have the option of entering the final reading for the existing meter and the initial reading for the new meter. You also have the option of automatically inactivating the existing meter and also exchanging associated sewer information. Page 33

35 If the meter is eligible to be exchanged based on the status of the service, the Meter Exchange button will be visible and enabled. 1. Click on the Meter Exchange button. 2. Enter the required information indicated by a red asterisk (*) beside the field. 3. Enable the optional actions by checking the appropriate boxes on the page to expose the necessary fields. 4. Click the Exchange button to commit the changes and create the new service with the new meter. 5. Click the Cancel button to abandon the exchange and return to the previous page. 6. Any errors will be indicated in a red error box at the top of the form and the information will not be saved until all errors have been resolved. Page 34

36 Work Order Request Maintenance The work order request maintenance allows you to create a work order to initiate meter readings, meter maintenance, service connections, service disconnections and more. These work orders instruct line workers and other maintenance staff about non-billable work that needs to be performed. There are three types of information associated with a work order. The first is the general information, the second is the details of the work required, and the third is the meter information if a meter is going to be affected. How do I find work order request information for a customer account? Work Order request information can be accessed from the main menu or from the Customer Inquiry & Maintenance. 1. Click on Work Order Request Maintenance from the main left navigation menu or from your Favorites menu. You can also click the Manage Work Orders button from the Work Order tab in the Customer Inquiry & Maintenance. Select the appropriate customer account. 2. Click on one of the work orders listed in the grid to open the detail tab. You may add filters to the grid to refine the list. Page 35

37 How do I create a work order request for a customer account? The work order request is tied to a specific customer account. Using the standard search and results grid, select the appropriate account requiring the work. 1. Click the Add Work Order button. Page 36

38 2. Enter the required information indicated by a red asterisk (*) beside the field. 3. You may click on the Work Service and then Meter Info tab to enter the required information before clicking the Save button. 4. Click the Save button to create the work order or Cancel to abandon the work order and return to the previous page. How do I attach a service to a work order request? You may attach a service to a work order either at the time of adding a new work order or when modifying a work order. 1. While adding or editing a work order, click on the Work Service tab. Page 37

39 2. Click the Add Service Request button to add a new service to the work order. 3. Edit attached services by clicking the edit pencil and trashcan icons on the grid. 4. Click the Save button to commit all changes on all tabs. Click the Cancel button to abandon changes and return to the previous page. How do I attach a meter to a work order request? You may choose a meter from the list attached to the account that is applicable to the work order. 1. While adding or editing a work order, click on the Meter info tab. 2. You will see a list of the unique meters that are attached to the customer account. Page 38

40 3. Select a meter by checking the box beside the one requiring service. 4. You may then click the edit pencil to update the meter Read amount. 5. Click the Save button to commit all changes on all tabs. Click the Cancel button to abandon changes and return to the previous page. How do I bill the customer for a work order request? Billing the customer for a work order request is entirely dependent upon the work request attached to the work order. For the work to be billed to the customer, the work request code selected has to also exist in the Service Code Rate detail. If the work request code has corresponding service code rate detail, a category selection will be required. Page 39

41 How do I change a work order request? Work Orders may be edited as long as the status of the work order is not Completed. 1. Click on Work Order Request Maintenance from the main left navigation menu or from your Favorites menu. You can also click the Manage Work Orders button from the Work Order tab in the Customer Inquiry & Maintenance. Select the appropriate customer account for the work order. 2. Click the Edit button or the edit pencil icon from the grid. Page 40

42 3. Modify the work order as required. 4. Click the Save button to commit all changes or Cancel to abandon the changes and return to the previous page. How do I remove a work order request? Work orders may only be removed if the status is not set to Completed. 1. Click on Work Order Request Maintenance from the main left navigation menu or from your Favorites menu. You can also click the Manage Work Orders button from the Work Order tab in the Customer Inquiry & Maintenance. Select the appropriate account for the work order. Page 41

43 2. Select the Work Order and click the Delete button or click the trashcan icon from the grid. 3. A confirmation will be displayed. Click the Delete button to remove the work order or click the Cancel button to abandon the delete and return to the previous page. How do I print a Work Order? (blank) Meter Reading Inquiry & Maintenance The Meter Reading Inquiry & Maintenance is used to add, edit and delete meter reading values. Meter readings that have been billed (indicated by the presence of a batch number) can only be edited or deleted if the Utility Billing added security parameter is set appropriately. Page 42

44 How do I find the meter readings for a service? UB Fundamentals Meter reading inquiries use the same standard Search and Results as many other inquiry programs. You may create and save views here as in other areas of the application. 1. Click on Meter Reading Inquiry & Maintenance from the main left navigation menu or from your Favorites menu. Select the appropriate customer account. 2. Once the account information is displayed, a results list will show all readings for all services on the account sorted in reverse date order so that all of the most recent readings are listed first. 3. Finding the meter readings for a service is a matter of filtering the list to show the readings for only the service that you want. 4. The result list may be printed or exported at any time for further analysis. 5. To see the detail for a reading, click on the line in the grid to open the Reading Details tab. Page 43

45 How do I find the meter readings for a date range? Finding the readings that pertain to a specific date range of activity is a matter of adding a filter to the result list view. By default the readings result list displays with the most recent readings listed first and continue to the oldest readings last. 1. Click on Meter Reading Inquiry & Maintenance from the main left navigation menu or from your Favorites menu select the appropriate customer account. 2. Once the account information is displayed, a results list will show all readings for all services on the account sorted in reverse date order so that all of the most recent readings are listed first. 3. Finding the meter readings for a date range is a matter of filtering the list to show the readings for only the dates that you want. Page 44

46 4. The result list may be printed or exported at any time for further analysis. 5. To see the detail for a reading, click on the line in the grid to open the Reading Details tab. How do I add a meter reading? In order to correct the billing for a customer you may be required to add a meter reading manually rather than importing a set of readings from the reading devices. 1. Click the Add Reading button from the Account(Readings) tab. 2. Enter the required information indicated by a red asterisk (*) beside the field. Page 45

47 3. If you don t know the unique service id for the reading you want to add, click the magnifying glass to search for the correct value. Page 46

48 4. If you want to enter a previous reading, you can activate this field by checking the Previous Reading Enabled box. Note that this will not update the current reading for the previous reading record, but only the previous reading figure for this reading record. 5. Click the Save button to create the reading, or click the Cancel button to abandon the changes and return to the previous page. 6. Any errors will be shown in a red error box and the reading will not be created until all errors have been resolved. How do I modify a meter reading? When viewing meter readings, you will note that sometimes the Edit button and the edit pencil icon in the grid are not enabled. This will be the case when the reading has already been billed. 1. Click on Meter Reading Inquiry & Maintenance from the main left navigation menu or from your Favorites menu. Select the appropriate customer account for the reading. 2. Click the Edit button or the edit pencil icon from the grid. Page 47

49 3. If you want to enter a previous reading, you can activate this field by checking the Previous Reading Enabled box. Note that this will not update the current reading for the previous reading record, but only the previous reading figure for this reading record. 4. Click the Save button to update the reading, or click the Cancel button to abandon the changes and return to the previous page. 5. Any errors will be shown in a red error box and the reading will not be updated until all errors have been resolved. How do I delete a meter reading? When viewing meter readings, you will note that sometimes the Delete button and the trashcan icon in the grid are not enabled. This will be the case when the reading has already been billed. Page 48

50 1. Click on Meter Reading Inquiry & Maintenance from the main left navigation menu or from your Favorites menu. Select the appropriate account for the reading. 2. Select the reading and click the Delete button or click the trashcan icon from the grid. 3. A confirmation will be displayed. Click the Delete button to remove the reading or click the Cancel button to abandon the delete and return to the previous page. How do I add units delivered? A service that requires the collection of units delivered is indicated by the calculation code on the service definition. If the calculation code set up via UB1010 is a C indicating that units consumed will be the basis for billing, then the readings will require you to enter the amount consumed. 1. Click the Add Reading button from the Account (Readings) tab. 2. Enter the required information indicated by a red asterisk (*) beside the field. 3. If you don t know the unique service id for the reading you want to add, click the magnifying glass to search for the correct value. Page 49

51 4. You will note that you cannot activate or enter a previous reading or current reading amount, but you can enter a consumption amount. These are the units delivered that will be used for billing. 5. Click the Save button to create the reading, or click the Cancel button to abandon the create a return to the previous page. 6. Any errors will be shown in a red error box and the reading will not be created until all errors have been resolved. How do I modify units delivered? A service that requires the collection of units delivered is indicated by the calculation code on the service definition. If the calculation code set up via UB1010 is a C indicating that units consumed will be the basis for billing, then the readings will require you to enter the amount consumed. When viewing meter readings, you will note that sometimes the Edit button and the edit pencil icon in the grid are not enabled. This will be the case when the reading has already been billed. Page 50

52 1. Click on Meter Reading Inquiry & Maintenance from the main left navigation menu or from your Favorites menu. Select the appropriate customer account for the reading. 2. Click the Edit button or the edit pencil icon from the grid. 3. Click the Save button to update the reading, or click the Cancel button to abandon the changes and return to the previous page. 4. Any errors will be shown in a red error box and the reading will not be updated until all errors have been resolved. How do I delete units delivered? A service that requires the collection of units delivered is indicated by the calculation code on the service definition. If the calculation code set up via UB1010 is a C indicating that units consumed will be the basis for billing, then the readings will require you to enter the amount consumed. When viewing meter readings, you will note that sometimes the Delete button and the trashcan icon in the grid are not enabled. This will be the case when the reading has already been billed. 1. Click on Meter Reading Inquiry & Maintenance from the main left navigation menu or from your Favorites menu. Select the appropriate account for the reading. 2. Select the reading and click the Delete button or click the trashcan icon from the grid. 3. A confirmation will be displayed. Click the Delete button to remove the reading or click the Cancel button to abandon the delete and return to the previous page. Stock Reports Each e 3 module will include a set of stock reports. Many of these reports will be similar to existing V2 reports where parameters may be entered and a report is generated based on the user s selections. In addition to running reports, e 3 provides the following new options: - HTML Output - Export to Excel - Export to Word - Export to CSV - Export to XML Page 51

53 - Export to RTF - Export to Open Office With the click of a button a link to any report can easily be ed to other authorized users in your office or municipality. VadimEXPLORER users have the added benefit of being able to edit a report and create their own version of any report to which they have Read permissions. How do I find a report? Reports are organized differently than in v2 in the sense that they don t have a number attached to them, but a title and description that can be searched or filtered. Reports can only be searched from within the Reports category and not from the main Search box. 1. Click Reports in the left navigation menu to view the Reports List and see the entire list of reports available to you. 2. Position your cursor in the search box at the top of the list of reports and enter at least one word to search for. 3. Press Enter or click the button with the magnifying glass. Page 52

54 4. To clear the contents of the box and return to the full list of reports that you have access to, click the X inside the search box. Reports List Actions The Actions column on the right-hand side of the reports list includes icons that allow you to perform several actions even without first previewing a report. Printer Print to HTML (report opens in browser) Export Excel, Word, CSV, XML, RTF, Open Office Pencil Opens the Report Designer if report permissions allow it and if VadimEXPLORER is available. From here you may edit and Save/Save As a new report. Trash Can Allows you to delete a report if report permissions allow it. Page 53

55 How do I run a report? There are several options for running reports; the easiest way is to click the report name shown in the first column of the reports list. 1. Click Reports in the left navigation menu to view the reports list and find the report that you want to view. 2. Click on the report name in the first column of the list. 3. A Report tab opens up to the right of the search tab and the report is displayed. 4. Close this tab or just click the Search tab to return to the list of reports and select another report to view. The Report tab will reload with the next report. Page 54

56 Filters and Fields in Reports Filters and fields in Reports work exactly the same way that they do for lists of items in the Inquiry & Maintenance programs. Click the Fields tab located on the right-hand side above the report listing to see a list of the fields currently shown and additional fields available to be added to the report. Go to the Filters tab located next to the Fields tab. Select any available field to include in the report filters. Note that a field must be selected for the report (is in the box on the right in the fields tab) in order to be selected as a filter. Printing and Exporting Reports Reports can be printed or exported using the icons available in the Report Viewer when viewing a report. These actions can also be performs from the Reports List page (Actions column). Page 55

57 Print Export: - HTML Output loads the report in a browser window and from there it can be sent to a printer or PDF. (We recommend using Chrome for its built-in PDF output options). - Export to Excel Microsoft Excel format where the report looks as it does on screen. Excel has size limitations and may be slow to load data sets over 10,000 records. If you are interested in being able to manipulate the data use CSV format instead as it will provide more flexibility for working with the raw data. - Export to Word - Microsoft Word format where the report looks as it does on screen. Word has size limitations and may be slow to load data sets over 10,000 Page 56

58 records. If you do not need to edit the report then printing to HTML PDF may be a better option. - Export to CSV Exports the raw data to a comma separated file format that can easily be edited in a spreadsheet such as Excel. Good for large data sets. - Export to XML Useful if you are exporting the data to be used in 3 rd party software that accepts XML as input. - Export to RTF Rich Text Format where the report looks as it does on screen. RTF documents may be opened for editing in a variety of word processing programs. - Export to Open Office Format used by Open Office software. Modifying a Report All reports that you have permission to edit will have a pencil icon in the Actions column in the Reports List. 1. Click on the pencil icon located in the Actions column in the Report List. 2. The Report Designer opens and the fields tab is displayed 3. From here the VadimEXPLORER Report Designer options are available (VadimEXPLORER training is available separately). Page 57

59 4. After making modifications click the Save As button and provide a unique name for the report. It will be displayed in the Reports List along with all the other reports. Hint: Don t forget to go to the Misc tab in the Report Designer to define the report permissions and scheduling options. What permissions are needed in order to be able to edit a report? There are several levels of permissions that may apply to reports. By default all stock reports are Read Only which allows VadimEXPLORER users to open these reports in the Report Designer but they may only Save As and create another copy of the stock report. Stock reports cannot be over-written or changed in any way. Administrators can remove a stock report from the reports list by taking away permissions for some or all user groups. The creators of non-stock reports (those created by doing Save As on a stock report) can set permissions on a report as follows: None only the report owner can view or edit the report. Page 58

60 UB Fundamentals Locked the user can only view the report but they cannot do anything else such as apply filters or make changes. View Only - the user can view the report, they cannot do a 'Save As' or edit or delete it. Read Only - the user can view the report and do a 'Save As' but they cannot edit or delete it. Full Access - the user can view and edit the report, this includes being able to delete it. How do I know if I have VadimEXPLORER or not? If your municipality has a license for VadimEXPLORER AND you belong to a group that has been granted permission to use it, then VadimEXPLORER will be shown in the modules menu in e 3 and also in the V2 gateway menu. Page 59

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