Account Ledger. User Guide Updated: 05/18/16 Document Number: 37UG

Transcription

1 Account Ledger User Guide Updated: 05/18/16 Document Number: 37UG

2 Copyright 2016 SEDC All rights reserved. No part of this document may be copied or reproduced in any form or by any means without the express prior written consent of SEDC. *** Changes and updates are periodically made to the software and services may be reflected in future publications. This publication does not intend to completely document every feature and function of the software; it only provides a general guide. Please consult other documentation in addition to this document. Information in this document is subject to change without notice and does not represent a commitment on the part of SEDC and/or its affiliates. All rights reserved. Other product names mentioned may be trademarks of other vendor/manufacturers. 2

3 Table of Contents OVERVIEW 4 CONFIGURING UPN 4 SETTING PARAMETER VALUES 4 CONFIGURING SECURITY SETTINGS 6 ACCESSING THE ACCOUNT LEDGER 8 ACCESSING THE ACCOUNT LEDGER FROM THE SEARCH/INQUIRY FORM 8 ACCESSING THE ACCOUNT LEDGER FROM THE ACCOUNT HISTORY SCREEN 9 ACCESSING THE ACCOUNT LEDGER FROM PREPAID METERING (PPM) 11 ACCESSING THE ACCOUNT LEDGER FROM THE CASH REGISTER TRANSACTION TAB 13 USING THE ACCOUNT LEDGER 16 USING THE ACCOUNT LEDGER TAB 16 Understanding Account Ledger Items 16 Understanding Item Details 17 USING THE CREDIT HISTORY TAB 18 Adjusting a Credit Event 19 Deleting a Credit Event 20 USING THE TRANSACTIONS TAB 22 USING THE NOTES TAB 23 Adding a Note 23 Changing a Note 25 Deleting a Note 27 USING THE ACCOUNT HISTORY TAB 28 Getting Usage from the Account History Tab 28 Reading a Meter from the Account History Tab 30 Changing Member History from the Account History Tab 31 USING THE ACCOUNT ACTIVITY TAB 33 3

4 Overview The Account Ledger is a Consumer Accounting (CA) feature that provides actual billed amounts and a running balance featuring transaction details such as adjustments, uncollectable accounts, new accounts, and delinquent notices. The Account Ledger dialog can be accessed from several different areas of UPN including: Search/Inquiry Form Account History screen PPM (Prepaid Metering) Account History Form Cash Register - Transaction Tab Please note that UPN functionality may change based on the different parameter and configurations set by your system administrator. Configuring UPN The Account Ledger dialog requires you to configure specific parameter and security settings prior to use. Setting Parameter Values Multiple parameters must be reviewed and configured before using the Account Ledger feature in UPN. To review or configure parameters: 1. From the CA Main Menu, select Control File. 4

5 2. Select Control File and enter your utility password. 5

6 3. Click OK. The Consumer Accounting Control File Webpage Dialog displays. 4. Using the Parameters tabs, configure the following parameter values: o Single Digit Parameter 496 o Proprietary, Single Digit Parameter 550 o Single Digit Parameter 609 Note: Contact SEDC Billing Product Support for assistance configuring parameter values. Configuring Security Settings Appropriate security settings must be configured in Class Maintenance before you may access and use the Account Ledger functionality. The security settings are configurable within the CA Control Options. To configure security settings: 1. From the CA Main Menu, click Control Options. 6

7 2. Select Class Maintenance. 3. Enter the desired Class Name, then click Search. 4. Click Change, then select the desired class from the Class List. 5. Scroll down and click CA Inquiry FM to open the list. 6. Select the Account Ledger check box. 7. Click Change. 7

8 Accessing the Account Ledger The Account Ledger dialog can be accessed from several different areas of UPN including: Search/Inquiry Form Account History screen PPM (Prepaid Metering) Account History Form Cash Register - Transaction Tab Accessing the Account Ledger from the Search/Inquiry Form After locating an account using the Search or Inquiry options you can view the Account Ledger. To access the Account Ledger from the Search or Inquiry forms, follow the process below. 1. Click the Inquiry or Search button from the CA Main Menu. 2. Select an Option from the drop-down menu. Note: Options vary based on your selection of Inquiry or Search. 8

9 3. Click an account in the search results to open the account record. 4. From the account screen, click Ledger from the menu to open the Account Ledger. Accessing the Account Ledger from the Account History Screen After accessing an account in Inquiry, a Ledger link appears which accesses the Account Ledger. To access the Account Ledger from the Account History screen: 1. Click the Inquiry button on the CA Main Menu. 9

10 2. Select Account History from the Option drop-down menu. 3. Enter an account number, then click Search. The Account History screen displays. 10

11 4. Click the Ledger link in the Account Information section of the screen to open the Account Ledger. Accessing the Account Ledger from Prepaid Metering (PPM) After accessing a PPM account in Inquiry, a Ledger link appears which accesses the Account Ledger. To access the Account Ledger from the PPM Account History screen: 1. Click the Inquiry button on the CA Main Menu. 11

12 2. Select PPM Account History from the Option drop-down menu. 3. Enter an account number, then click Search. The Account History screen displays. 12

13 4. Click the Ledger link in the Account Information section of the screen to open the Account Ledger. Accessing the Account Ledger from the Cash Register Transaction Tab A Ledger link also appears on the Transaction tab of the Cash Register application which is accessed from the CA Main Menu. Note: You must have the New Cash Register installed including a valid license. To access the Account Ledger from the Cash Register: 1. Click Cash Register from the CA Main Menu. 13

14 The Cash Register Options dialog displays. 2. Select Cash Register, then click OK. 3. Enter the required information for Employee ID, Drawer ID, Batch, Bank, Starting Amount, Payment Date, and Accounting Period. Note: Your information is not required to match the data shown in the graphic below. 4. Click Submit. 5. Select a Type and search option from the provided drop-down menus, then click Submit. The query displays the resulting account on the following screen. 14

15 6. Click Ledger to open the Account Ledger. 15

16 Using the Account Ledger All of the customer s account activity which affects their balance between billing cycles is organized by tabs and designed to provide account details for an at-a-glance reference. The Mbr Sep section at the top of the form displays the member separator number selected in the screen from which the ledger was accessed. You can search for a different account by entering a new Mbr Sep number and the desired MOYR (format MMYY, MM/YY, MYY, or M/YY) then clicking the Search button. Note: The MOYR field is automatically populated with a month/year that is 6 months before the current date. Clearing the MOYR field and clicking the Search button displays a full history of records in each of the tabs in the Account Ledger form. Using the Account Ledger Tab The default Account Ledger tab contains Account Ledger Items and Item Details. Understanding Account Ledger Items The Account Ledger Items section contains a listing of all transactions that apply to the account. This section allows you to see, at a glance, the individual changes made to an account between billing cycles. 16

17 Understanding Item Details When an Account Ledger item row is selected, the details display in the Item Details list to the right of the Account Ledger Items section. All of the detail items that affect a customer s bill amount are highlighted in yellow. Click View Bill to open a print-friendly copy of the bill in a new window. Click the Print button to select between sending All item details or sending only Ledger Items to the default printer. 17

18 Using the Credit History Tab The Credit History tab provides access to charges in arrears, broken payment arrangements, disconnects, delinquency, and other credit events. If the appropriate parameters are configured the Credit History tab allows you to view the credit rating and account balance information, add and delete credit events, and view details for Miscellaneous and Other charges. If there are clickable links in the Event Info section, shown above, you can click them to reveal more details about the specific credit event. 18

19 Adjusting a Credit Event Credit Events can be added or deleted from the Account Ledger using the Adjust Credit Events button. To add a Credit Event: 1. From the Credit History tab of the Account Ledger, click Adjust Credit Events. The Credit Event dialog displays. 2. Select Add from the Option drop-down menu. The Detail Section opens below. 19

20 3. Enter a Date and select an event from the Event drop-down menu. 4. Enter a note in the Add Note pane, if applicable. 5. Click Update. Deleting a Credit Event Credit Events can be added or deleted from the Account Ledger using the Adjust Credit Events button. To delete a Credit Event: 1. From the Credit History tab of the Account Ledger, click Adjust Credit Events. The Credit Event dialog displays. 20

21 2. Select Delete from the Option drop-down menu. The Detail Section opens below. 3. Enter the MOYR of the credit event to be deleted and select the event type from the Event drop-down menu. Enter a note in the Add Note pane, if applicable. 4. Click Update. 21

22 Using the Transactions Tab The Transactions tab provides you with access to a listing of transactions that occurred after the date in the MOYR field. Clear the MOYR field and click the Search button to display a full history of transactions. You can view and print all adjustments made to the account by clicking Print. 22

23 Using the Notes Tab Notes attached to an Account Ledger are accessible on the Notes tab. From this tab you can Add, Change, or Delete a note. Adding a Note Notes can be added to a customer s account from the Notes tab. To add a Note: 1. From the Notes tab, click Add. 23

24 The Add Note dialog displays. 2. Select an option from the For and Type drop-down menus, if needed. 3. Enter your note in to the text box, then click OK. 24

25 Changing a Note Notes on a customer s account can be changed from the Notes tab. To change a Note: 1. From the Notes tab, double-click on an existing note to open the note for editing. The Edit Note dialog displays. 2. To change the note type, select a new Type option using the search icon. 25

26 3. To change the note text, enter new data in to the text box, then click Change. 26

27 Deleting a Note You can delete notes on a customer s account from the Notes tab. To delete a Note: 1. From the Notes tab, click an existing note to highlight it for deletion. 2. Click Delete. 27

28 Using the Account History Tab The Account History tab displays histories for billing, payments, adjustments, and meter readings. Additionally, the Account History tab allows utilities integrated with Milsoft s outage interface to check connectivity using the Connectivity Check button. Note: Proprietary Single-Digit Parameter 550 must be activated before the Connectivity Check button displays. Additional setup and configuration is required by the SEDC Integration Group before utilizing this feature. Getting Usage from the Account History Tab Clicking the Get Usage button retrieves usage data from the MDM system if the MDM system functionality is integrated and active. 28

29 After clicking Get Usage the usage data displays in MDM. Note: For assistance using the MDM Usage Chart and other graphs, see the MDM User Guide. 29

30 Reading a Meter from the Account History Tab If the account has an AMI meter the Read Meter button on the Account History tab allows you to retrieve an on-demand meter reading from the AMI system. To retrieve an on-demand meter reading: 1. Click Read Meter. The AMR Reading dialog displays the current date and meter reading. 30

31 2. If appropriate security settings are configured and the account is a demand account you have the option to override the meter reading on the account. To override the meter reading select the Override check box and click Update. Changing Member History from the Account History Tab If you have the appropriate security settings configured, you can change member history and other billing information using the Change Member History button. To change member history or other billing information: 1. Click Change Member History. 31

32 2. Enter a password on the Member History Password Confirmation dialog, then click OK. The Change Member History dialog displays. 32

33 From this dialog you can perform the following tasks: o Modify the billing date o Modify the meter read date o Modify the payment due date o Modify the days of service o Modify the number of bad checks o Modify the read type o Modify the delinquent type o Modify the payment date o Modify the batch number o Modify the number of payments o Modify the number of adjustments o Indicate that the account is disconnected for non-payment. 3. Process changes to the member history data, then click OK. Using the Account Activity Tab The Account Activity tab displays a history of all credit, non-credit, and manual notes applied to an account. To view account activity, select an option from the Event Type drop-down menu, then click Submit. 33