Utility Cashier System - PDF Free Download

Utility Cashier System CASHIER MANUAL July 29, 2012 Version 1.2 1

System Account Overview Logging into Utili.Ca$h Logging Out of Utili.Ca$h Changing your Utili.Ca$h Password Cashier Daily Processes Cash Batch Processing Batch Navigating to the Batch Page Creating a Utili.Ca$h Batch Viewing your Batch List Editing a Utili.Ca$h Batch Verifying a Utili.Ca$h Batch Pause/Resume a Utili.Ca$h Batch Reopening a Verified Batch Voiding a Utili.Ca$h Batch Payment Navigating to the Payments Page Entering a Utili.Ca$h Bill Payment Entering a Utili.Ca$h POS Payment Viewing your Batch Payment List Voiding a Utili.Ca$h Hanging Payment Reversing a Utili.Ca$h Payment Endorsing A Cheque Reprinting a Utili.Ca$h Receipt Manual Payment Navigating to the Manual Payments Page Entering Manual Payments in File Uploading Manual Payments Inquiries & Reports Customer Account Search Archived Batches Help Downloads Icon Listing 2

Logging into Utili.Ca$h Accessing Utili.Ca$h Internally: On your browser, go to https://utilicash/utilicash. The screen below appears. Accessing Utili.Ca$h Externally: On your browser, go to https://www.utilicash.bz. The screen below appears. 1. Username: Enter user name in the space provided. 2. Password: Enter your password in the space provided. Forgot your password? Click on the Forgot Password? option. 3. Click the Login button. 4. The Home screen will be displayed. 4a. Main Navigation Bar 4b. Quicklinks panel. To view a list of Utili.Ca$h s Icon Listing, click here. 4c. Grid displaying your verified batches for the day 4d. Grid displaying your confirmed batches for the day 3

Logging Out of Utili.Ca$h 1. Click on the Logout located in the upper right corner of the application. 2. Click Ok to confirm logging out. The system will proceed to log you out. 3. The Login page will be reloaded. 4

Changing Your Utili.Ca$h Password 1. Click on your login name located in the upper right corner of the application. 2. A User Settings page will pop up. 5

3. Enter your Old Password, New Password and Confirm New Password. Click on the Set Password button. 6

Navigating to the Batch Page 1. On the Main Navigation Bar, click on the Batch option located on the Cash Register Processing drop down menu. Or click on the Batch icon panel on the home page. located on the Quicklinks 2. The Batch page is loaded. If the cashier has an open batch, it is loaded by default. 7

Creating a Utili.Ca$h Batch 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. Click on the Add Batch icon. A Cashier can only have 1 Opened Batch, 1 Batch On Hold, and 1 Verified Batch at a time. 3. The form is enabled for input. 8

4. Input batch description typed as below example. The user s initials, current date and the agent name. Example: TZ16072012BELHQ 5. Enter Amount for Cash Register Float (if any and must be deducted from your batch total at the end of the day). 6. Click Save on the information Toolbar (at the top). 7. A Batch Successfully Created message is displayed and your opened batch is loaded. The Batch ID number and batch status information is displayed. 9

Viewing your Batch List 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. Click on the Batch List tab. 3. The Batch List grid is populated with all opened, voided, verified and confirmed for the day. The list will not display batches open on a previous date and confirmed for today s date. 10

4. To view the batch details of a specific batch, click on the Batch Name hyperlink for that batch. 5. The Batch Information form loads the batch information for the selected batch. 11

Editing a Utili.Ca$h Batch 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. You can choose to work on your Opened batch, which is loaded by default or you can choose another batch from your Batch List. For instructions on selecting a different batch, click here. 3. Click on the Edit icon. 4. The form is enabled for editing. Only the Description and Cash Float Amount (if no payments have been entered into the Batch) can be edited. 12

5. Make necessary changes and click the Save icon. 6. A Cash Batch Successfully Updated message is displayed. 13

Verifying a Utili.Ca$h Batch 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. Click on the Verify icon. A Cashier can only have 1 Opened Batch, 1 Batch On Hold, and 1 Verified Batch at a time. 3. The form is enabled for Verify. 4. Enter the Total On Hand amount and click on the Save icon. The Total on Hand which is the total cash and cheque to deposit into BEL s bank account. 14

5. A Cash Batch Successfully Verified message is displayed. 6. An email is sent to the cashier and his/her supervisor confirming that the batch has been verified. See sample email below. 15

Only Batches with valid payments can be verified. If an attempt is made to verify a batch that has no payments or only has voided payments the following message is displayed. Batches with hanging payments cannot be verified. If an attempt is made to verify a batch with hanging payments the following message is displayed. 16

Pause/Resume a Utili.Ca$h Batch 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. You can choose to work on your Opened batch, which is loaded by default or you can choose another batch from your Batch List. For instructions on selecting a different batch, click here. 3. Click on the Pause/Resume icon. A Cashier can only have 1 Opened Batch, 1 Batch On Hold, and 1 Verified Batch at a time. 4. Opened batch status is changed to On-Hold. A Cash Batch Successfully changed to On-Hold is displayed. 17

5. On-Hold batch status is changed to Opened. A Cash Batch Successfully changed to Opened is displayed. Only batches with status Opened or On-Hold can be Paused/Resumed. Voided, Verified and Confirmed batches cannot be put On-Hold. Batches with hanging payments cannot be put On-Hold. The following message is displayed. 18

Reopening a Verified Batch When should a cashier reopen a Verified Batch? Reopening a batch allows a cashier to edit the batch Total On Hand and to continue entering payments. 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. You can choose to work on your Opened batch, which is loaded by default or you can choose another batch from your Batch List. For instructions on selecting a different batch, click here. 3. Click on the Reopen Batch icon. A Cashier can only have 1 Opened Batch, 1 Batch On Hold, and 1 Verified Batch at a time. 4. A Cash Batch Successfully Re-Opened message is displayed. 19

Voiding a Utili.Ca$h Batch 1. Navigate to the Batch Page. Click here for instructions on Navigating to the Batch Page. 2. Click on the Void Batch icon. 3. A Void confirmation popup is displayed. Click Ok to Void the batch. 20

4. A Batch Successfully Voided message is displayed. Only batches with no payments or all voided payments can be voided. If a Batch has a valid payment (payments with status Finaled and/or Reversed ) the following message will be displayed. 21

Navigating to the Payments Page 1. After creating a batch, click on the Enter Payment icon located on the Batch Page. This will automatically navigate you to the Payments page. 2. The Payments page can also be accessed by: a. On the Main Navigation Bar, click on the Payment option located on the Cash Register Processing drop down menu. b. On the Home page, click on the Payment icon located on the Quicklinks panel. 22

3. The Payments page is loaded with the open batch of your default/preferred company. The default payment method selected is to enter a utility bill payment. 23

Entering a Utili.Ca$h Bill Payment 1. Navigate to the Payment Page. Click for instructions on Navigating to the Payment Page. 2. You start a payment by retrieving a customer s account. This can be done in several ways. a. To search by Customer Number: Focus is made by default on the Customer field. Enter the customer number in the textbox provided and press Enter. 24

b. To search by an Active Account Number: Press the F2 key or click the Search Active Account icon. An Account Number search pops up. Enter the Active Account Number and press Enter or click on the Search icon. c. To search by Customer Name/Customer Number/Account Number/Meter Number: Press F3 or click on the Search Customer/Account icon. d. Scan Bill: Scan the customer s bill when the cursor focused on the Customer Number textbox. 3. The following customer information is displayed: on the Customer/Account Tab. a. On the Customer/Account Tab, an Account Number dropdown list includes all Accounts tied to the customer Number. The first Active Customer Account is selected by default. The Customer Account information displayed includes: Name, address, collection status, account status, last payment, meter number, current bill, last bill date, balance and past due. To view another account s information, select the desired Account Number on the drop down list. The 25

customer account information is updated. b. The Transaction History tab displays the selected customer account s last six transactions. c. The Today s UCS Payments tab displays all payments made for the day to the selected account. UCS will only display payments input through UCS, payments made to CIS will not be reflected here. 26

Did you enter the wrong customer number? If yes, click on the clear/cancel icon clear the customer and account number and start over. to 27

4. The Apply Amount field is automatically populated with the account s Current Due amount. To apply this payment, press Enter or click on the Apply Amount button. If the amount being applied is different than the amount displayed, type the amount in the Amount to Pay field. 5. After applying a payment: a. An official BEL receipt number is generated and the payment s status is updated to Entered. b. The payment tendered panel is displayed. This panel includes tab to pay Cash, Card & Cheque. The required amount to be tendered is displayed. c. The Transactions grid displays the Amount Applied in the previous step. The Balance in the grid is the current balance on the account, after the amount is applied. The Total Transaction Amount and Change fields are updated. 28

Did you apply the wrong amount? Click on the delete icon record within the transaction in the grid. next to the transaction 29

The transaction record is removed from the grid and the Transaction Amount, Tendered Amount and Change are updated to reflect the change. 30

Do you wish to cancel this payment? If yes, click on the Void icon Only payments with the status Entered can be voided. at the top. 31

A confirmation popup will be displayed. Click Ok to void/cancel the payment. A Payment Successfully Voided message is displayed. 32

You may enter multiple payments to the same customer number and print one receipt which will display the different payments. Select a different account from the account dropdown list. Apply payment to the selected account. The different payments are reflected in the transactions grid. 33

6. To apply the tendered amount, a cashier may enter a Cash, Card, or Cheque payment. d. Cash Payment: The Cash tab is selected by default. The Cash field is automatically populated with the total needed to be tendered. If the amount is different, type in the desired amount and press Enter or click on the Save Cash Payment icon. If the Cash tab is not selected, click on F6 to return to the Cash tab. The transactions grid is updated to reflect the Cash entry. The Cash Tendered field, Total Amount Tendered and Change fields are also update. e. Cheque Payment: Press F7 to select the Cheque tab. The Cheque field is automatically populated with the total amount applied to the amount needed to be tendered.. If the amount is different, type in the desired amount and press Enter or click on the Save Cheque Payment icon. The cheque number is mandatory. Post dated cheques are not acceptable. 34

Cheque endorsement is required for payments made with Cheque. Read more about Endorsing A Cheque. The transactions grid is updated to reflect the Cheque entry. The Cheque Tendered field, Total Amount Tendered and Change fields are also update. f. Credit/Debit Card Payment: Press F8 to select the Card tab. The Card field is automatically populated with the total amount applied to the amount needed to be tendered.. If the amount is different, type in the desired amount and press Enter or click on the Save Card Payment icon. The card number and Name on Card are mandatory fields. 35

The transactions grid is updated to reflect the Card entry. The Card Tendered field, Total Amount Tendered and Change fields are also update. Did you apply the wrong payment amount? Click on the delete icon payment record within the transaction in the grid. next to the 36

The transactions grid is updated to reflect the deleted entry. The Total Amount Tendered and Change fields are also update. If the customer is paying a portion in cash enter the total amount tendered for cash and then either click on cheque or Credit/Debit Card tab or simple press F7 for Cheque or F8 for Credit/Debit Card then press the enter key or click on the save icon. 7. After entering the required (or more than required) total amount tendered, the print button is activated. Press F10 or click the active Print icon located at the bottom of the form. If the Total Transaction Amount equals the Total Amount Tendered, the change reflected is set to zero, 0.00. 37

If the Total Amount Tendered is greater than the Total Transaction Amount, the change reflected is the amount to be returned to the customer. This amount is displayed in Green. If the Total Amount Tendered is less than the Total Transaction Amount, the change reflected is the remaining amount needed to be paid to complete the Utili.Ca$h payment. This amount is displayed in Red. This receipt cannot be printed. The cashier needs to enter more payments to match the Total Transaction Amount. 38

Entering a Utili.Ca$h POS Payment 1. Navigate to the Payment Page. Click for instructions on Navigating to the Payment Page. 2. Press the F4 key on the payment screen or select the Point of Sale option on the Transaction Type radio button list. 3. The Point of Sale entry form is loaded. 39

4. Select the Inventory Type and Stock Code. Enter the Actual Selling Price, Quantity, Name, Invoice Number and Misc/Comment. In the Misc/Comment Field, include the name of the customer and the POS/Invoice number. 5. Press Enter or click on the Save POS icon. Actual Selling Price, Quantity, Name & Misc/Comment are required fields. Invoice Number is a required field for PFI Payments. Multiple POS can be displayed on one receipt. For example, after inputting the Paid for installation, before printing, you may go back and input the GST information and then print the receipt. 6. After the POS payment is entered: 40

g. An official BEL receipt number is generated and the payment s status is updated to Entered. h. The payment tendered panel is displayed. This panel includes tab to pay Cash, Card & Cheque. The required amount to be tendered is displayed. i. The Transactions grid displays the POS Payment entered in the previous step. The Total Transaction Amount and Change/Owing fields are updated. Did you apply the wrong amount? Click on the delete icon transaction record within the transaction in the grid. next to the 41

The transaction record is removed from the grid and the Transaction Amount, Tendered Amount and Change are updated to reflect the change. 42

Do you wish to cancel this payment? If yes, click on the Void icon top. Only payments with the status Entered can be voided. at the 43

A confirmation popup will be displayed. Click Ok to void/cancel the payment. A Payment Successfully Voided message is displayed. 8. To apply the tendered amount, a cashier may enter a Cash, Card, or Cheque payment. j. Cash Payment: The Cash tab is selected by default. The Cash field is automatically populated with the total needed to be tendered. If the amount is different, type in the desired amount and press Enter or click on the Save Cash Payment icon. If the Cash tab is not selected, click on F6 to return to the Cash tab. 44

The transactions grid is updated to reflect the Cash entry. The Cash Tendered field, Total Amount Tendered and Change fields are also update. k. Cheque Payment: Press F7 to select the Cheque tab. The Cheque field is automatically populated with the total amount applied to the amount needed to be tendered.. If the amount is different, type in the desired amount and press Enter or click on the Save Cheque Payment icon. The cheque number is mandatory. Post dated cheques are not acceptable. Cheque endorsement is required for payments made with Cheque. Read more about Endorsing A Cheque. The transactions grid is updated to reflect the Cheque entry. The Cheque Tendered field, Total Amount Tendered and Change fields are also update. 45

l. Credit/Debit Card Payment: Press F8 to select the Card tab. The Card field is automatically populated with the total amount applied to the amount needed to be tendered.. If the amount is different, type in the desired amount and press Enter or click on the Save Card Payment icon. The card number and Name on Card are mandatory fields. 46

The transactions grid is updated to reflect the deleted entry. The Total Amount Tendered and Change fields are also update. If the customer is paying a portion in cash enter the total amount tendered for cash and then either click on cheque or Credit/Debit Card tab or simple press F7 for Cheque or F8 for Credit/Debit Card then press the enter key or click on the save icon. 9. After entering the required (or more than required) total amount tendered, the print button is activated. Press F10 or click the active Print icon located at the bottom of the form. If the Total Transaction Amount equals the Total Amount Tendered, the change reflected is set to zero, 0.00. 48

If the Total Amount Tendered is greater than the Total Transaction Amount, the change reflected is the amount to be returned to the customer. This amount is displayed in Green. If the Total Amount Tendered is less than the Total Transaction Amount, the amount reflected is the remaining amount needed to be paid to complete the Utili.Ca$h payment. This amount is displayed in Red. This receipt cannot be printed. The cashier needs to enter more payments to match the Total Transaction Amount. 49

Viewing your Batch Payment Listing 1. Navigate to the Payment Page. Click here for instructions on Navigating to the Payment Page. 2. Click on the Payments List tab. 3. The Payment List grid is populated with all payments ( Entered, Saved, Voided & Reversed ) entered into the selected batch. Payments with the status Entered are considered hanging payments. These are payments that were not successfully saved and are considered invalid. Hanging payments are highlighted in a light blue grey shade. Voided payments are visible in red. Reversed payments are italicized. 51

4. Click on the Receipt # hyperlink to view the details of the payment. 5. The receipt information is reloaded and displayed on the Details lab. 52

Voiding a Utili.Ca$h Hanging Payment 1. Navigate to the Payment Page. Click here for instructions on Navigating to the Payment Page. 2. If your batch contains Hanging payments (payments with the status Entered ), the following message is displayed. 3. Go to your payments List and select a payment with the status Entered. For more instructions about viewing your payments list and selecting a payment click here. 53

4. The payment detail is loaded on the details tab of the page. Click on the Void icon at the top. Only payments with the status Entered can be voided. 54

5. A confirmation popup will be displayed. Click Ok to void/cancel the payment. 6. A Payment Successfully Voided message is displayed. 55

Reversing a Utili.Ca$h Payment 1. Navigate to the Payment Page. Click here for instructions on Navigating to the Payment Page. 2. Go to your payments List and select the payment you wish to reverse. For more instructions about viewing your payments list and selecting a payment click here. 3. The payment detail is loaded on the details tab of the page. Click on the Reverse icon at the top. Only payments with the status Saved can be reversed. 56

4. A confirmation popup will be displayed. Click Ok to Reverse the payment. 5. A Payment Successfully Reversed message is displayed. 57

If a receipt needs to be reversed the original receipt must be kept for end of day procedures and to be sent to Collections Department after reconciliation is completed. Reversed transactions are not removed from Utili.Ca$h. They are marked as Reversed and remains as entries in the batch and in the confirmation email for auditing purposes. 58

Endorsing a Utili.Ca$h Cheque 1. A cheque must be endorsed for every cheque payment made. 2. After printing the receipt, an Endorse Cheque icon appears on the screen. 3. Place the cheque into the Generic Printer, for printing on the back of the cheque. 4. Click the Endorse Cheque icon to endorse the cheque and complete the payment. 59

Reprinting a Utili.Ca$h Receipt 1. Navigate to the Payment Page. Click here for instructions on Navigating to the Payment Page. 2. Go to your payments List and select the payment you wish to print. For more instructions about viewing your payments list and selecting a payment click here. The payment detail is loaded on the details tab of the page. Click on the Print icon the top. Only payments with the status Saved can be printed. at 60

Navigating to the Manual Payments Page 1. The Manual Payments page can be accessed by: a. On the Main Navigation Bar, click on the Manual Payments option located on the Cash Register Processing drop down menu. 2. The Manual Payments page is loaded with the open batch of your default/preferred company. 61

Entering Manual Payments in File 1. Enter Manual Payments Information on the selected Manual Payments spreadsheet file provided in the downloads page. a. Enter Manual Cash Payments in the Manual Payments File Cash spreadsheet. b. Enter Manual Cheque Payments in the Manual Payments File Cheque spreadsheet. c. Enter Manual Card Payments in the Manual Payments File Card spreadsheet. 62

Uploading Manual Payments 1. Manual Payments uploaded will be uploaded to the current user s open batch. 2. Select the Manual Payments File Type that you are uploading: a. Select Cash Payment File if the file you are uploading is for Manual Payments Cash. b. Select Cheque Payment File if the file you are uploading is for Manual Payments Cheque c. Select Card Payment File if the file you are uploading is for Manual Payments Card 3. Select Browse to find the file that you are going to upload. 4. On the Upload File Page. Select the file you wish to upload and select Open. 63

5. Click on the Upload Manual Payment File icon. 6. If errors exist in the file, they will be displayed on the error list on the screen and will Manual Payments will not be uploaded. 64

7. If no errors exist on the file, all Manual Payments will be uploaded successfully and will be displayed on the screen. 65

Customer Account Search 1. On the Main Navigation Bar, click on the Customer Account Search option located on the Inquiries & Reports drop down menu. Or, on the Home page, click on the Customer Account Search icon located on the Quicklinks panel. 2. The Search Customer/Account page is loaded. 3. Select company to search from the company radio button list. Your preferred company is selected by default. 66

4. There are various options to search by depending on the company chosen. To search by: a. Customer Name: Select the Customer Name option on the Search Options radio button list. The Search by Name/Company Name form is loaded. Enter your search criteria. Press Enter or click on the search icon. b. Account Number: Select the Account Number option on the Search Options radio button list. The Search by Account Number form is loaded. Enter the 67

account number to search. Press Enter or click on the search icon. c. Customer Number: Select the Customer Number option on the Search Options radio button list. The Search by Customer Number form is loaded. Enter the Customer Number to search. Press Enter or click on the search icon. d. Meter Number: Select the Meter Number option on the Search Options radio button list. The Search by Meter Number form is loaded. Enter the Meter Number to search. Press Enter or click on the search icon. 68

5. The search results are loaded in the results grid below. 6. Click select to make a payment to the selected customer account. The payments page will be loaded with the selected customer/account number. 7. Click View Details to view the customer account information for the selected customer/account number. 8. The Customer Account Inquiry page is loaded with the account information and transaction history. 69

Archived Batches 1. On the Main Navigation Bar, click on the Archived Batches option located on the Inquiries & Reports drop down menu. Or, on the Home page, click on the Archived Batches icon located on the Quicklinks panel. 2. The Archived Batches page is loaded with all batches created in the past two weeks. The Batch List tab displays your batches with the status Voided or Confirmed 3. Click on the Search Batch icon to search for batches created more than two weeks ago. 71

4. A Search by Date Range form appears. Enter the From Date and To Date. Click on the search icon to view all batches for the specified date range. 72

5. Click on the View Details hyperlink of the batch you with to view. The batch information is loaded on the Batch Information tab. 73

6. Click on the View Payments hyperlink of the batch you with to view. The Payments List for the selected batch is loaded on the Payment List tab. Click on the Export Payments List icon to export the Payments List to an excel spreadsheet. Click on the Receipt Number hyperlink to view the details of a receipt. The receipt details are loaded on the Payment Detail tab. 74

Downloads 1. On the Main Navigation Bar, click on the Downloads option located on the Help drop down menu. 2. The Downloads page is loaded. This page includes downloads for Manual Payments templates and drivers required to run the Utili.Ca$h application. 76

Icon Listing 1. On the Main Navigation Bar, click on the Icon Listing option located on the Help drop down menu. 77

2. The Icon Listing page is loaded. This page includes a list of all icons with description, used in Utili.Ca$h. 78

Cashier Daily Processes 1. Create a Utili.Ca$h Batch 2. Enter Utili.Ca$h Payments 3. Verify your Utili.Ca$h Batch. Your supervisor will verify the cash and cheque on hand and confirm your batch. 4. End of Day Reconciliation Deposits should be separated by Cash, Cheque and New Services(pink receipt forwarded to collections) What to check for when reconciling your cashiers? Deleted Transactions/Receipts Manual Receipts Cheques POS Invoices provided by BEL(where applicable) 79