Lot Icon

Lot Maintenance

Summary

 

The Lot Maintenance window is used to maintain lot records. Lot records can either be created from the Lot window (Lot icon on the main desktop) or they can be created when a new customer account is created from the UB New Account Wizard.


Related Links

 

Click here for information on customer record maintenance.

 

Step by Step

 

1     View the lots in the application.

 

  • Open the Lot window by clicking the Lot icon on the main desktop or through the SS module (SS> Maintenance> Lot).
    • The Lot window displays all of the lots that have been created in the application. The Accounts section at the bottom of the window will display the account number and module information attached to the lot.
  • Enter information into the fields in the Search Criteria section and then press ENTER to filter the lots that display in the window.
  • To enhance the performance of the application, all records may not load in the window. The Complete icon will display in the bottom right corner of the window if all records matching the criteria entered in the Search Criteria fields have been loaded into the window. The Incomplete icon will display if only a portion of the records have been loaded. Click the Incomplete icon if you would like to load all of the records into the window.
    • NOTE - Springbrook Cloud users will not be able to click the Incomplete icon to display all of the available records. Data grid filters will need to be refined in order to display all records that meet the filter criteria. However, Springbrook Cloud users can generate a .csv file that includes all the records in the database that meet the specified filter criteria via a data grid export. Click here for information on Data Grid Exports.
  • The Accounts section will display each of the accounts attached to the selected lot.
    • To edit an attached account, highlight the account and select Modify Account from the Modify icon drop-down menu. This will open the module-specific Account Maintenance window for the selected account.
  • The Contact Management section will display each of the CM Issues attached to the selected lot.
    • To modify an attached issue, highlight the issue and click the Modify icon drop-down menu. You can also attach a new issue to the lot by selecting New Issue from the Create icon drop-down menu. This will open the Issue Maintenance window. Click here for information on Issue Maintenance.
  • Highlight a lot and click the Delete icon to delete the selected lot.
    • You cannot delete lots that are attached to customer accounts.
  • Highlight a lot and select to open the selected lot. This will open the Lot Maintenance window.
  • Click the Create icon drop-down menu and select New Lot to create a new lot.

 

2     Create or modify a lot.

 

  • Enter the general lot and owner information in the General section.
  • The Lot Number field will always be disabled. When you are creating a new lot, the Lot Number field will populate once the lot is created (when the Save icon is clicked). An information window will open that displays the new lot number.
    • Lot numbers are assigned sequentially.
  • The Status field is used to assign the status of a lot. This is the only field required when creating a new lot.
  • The Owners Customer Number field is used to set the owner of a lot. Click the Owner’s Customer Number field label to select the owner from a list of customer records.
    • The Owners First and Last Name fields will automatically populate with the information attached to the selected customer number.
  • The Tax Lot field is generally used to track the tax lot identification number.
  • The Parcel field is used by some organizations to record the lot parcel number.
  • The Street Number, Street Directional and Street Name fields are used to enter the address on the lot. For example, if the address is 11 N Main Street, enter 11 in the Street Number field, enter N in the Street Directional field, and enter Main Street in the Street Name field.
  • The remaining address fields in the General section are used to record specific lot address details and may not be used by every organization.
  • The Master Account field is used to specify a master customer account on the lot. When the active customer account on the lot is finaled in the Utility Billing module, and the Final Billing batch is committed, the status of the master account will change to active and the master account becomes the active account on the lot. The connection date on the master account will be the date the Final Billing batch is committed.
    • A master account must be in suspended status. If the master account changes to Delete status, the account is no longer the master account.
      • A customer account will only display in the Master Account drop down menu if it has already been attached to the lot and is in suspended status.
      • If the account selected in the Master Account drop down menu is processed in the UB Final Billing process, the Master Account will be set to suspended status rather than delete status when the Final Billing batch is committed. In this case, the master account will maintain its position as the master account on the lot.
      • If the status of the Master Account is manually changed to Delete from the account maintenance window (UB> Maintenance> Account> Account tab> Account Status field), the master account will no longer be attached to the lot and the Master Account field will be blank.

 

3     Complete the Details section of the Lot tab.

 

  • The Balance field displays any outstanding balances associated with the lot.
  • The remaining fields in the Details section are used to record specific details about the lot. Complete as many of these fields as desired.
  • Click the Launch URL icon drop-down menu and select a URL type code to transmit data from the customer or lot to the web site attached to the URL type code.
    • This icon is accessible from any tab on the Lot Maintenance window.
  • If your organization uses third-party web sites for tasks such as lot mapping or license applicant background checks, URL type codes can help improve efficiency by reducing data entry.
  • URL type codes are created and maintained on the URL Setup window (SS> Maintenance> URL Setup). Click here for information on the URL Setup window.

 

4     Complete the Miscellaneous tab.

 

 

5     Open the Work Orders tab.

 

  • The Work Orders tab will display any work orders that are attached to the lot. Click on a work order number to open the Work Order Maintenance window. Click here for information on Work Orders.
  • Click the Save icon when complete.

 

6     Complete the Alert tab.

 

  • The Alert tab will display all of the existing alerts attached to the lot.
  • Highlight an alert code and click the Delete icon or press DELETE to remove the selected alert code from the lot.
  • Highlight an alert code and click the Modify icon or press ENTER to edit the selected alert code.
  • Click the Create icon or press INSERT to attach a new alert code to the lot. This will open the Alert Code Selection window.
  • The Description field will automatically populate with the description attached to the selected alert code.
  • Enter an Alert Date for the new alert code. This represents the date that the alert code becomes active.
    • This field will automatically populate with today's date.
  • The Expiration Date is calculated by adding the alert duration specified on the selected alert code to the date specified in the Alert Date field. If the Alert Date is updated, the Expiration Date will automatically update according to this calculation.
    • The Expiration Date cannot be prior to the Alert Date.
  • The Comment field will populate with the comment attached to the selected alert code.
  • Check the Selection Alert toggle to activate the alert message when the lot is selected and attached to another entity in the application.
  • Check the Maintenance Alert toggle to activate the alert message when the lot is opened from any window where the lot details can be maintained or edited.
  • The CR Receipt Alert toggle is not enabled for alerts associated with lots or other System Setup entities.
  • Click the Save icon to save any updates made to the attached alerts.

 

7     Track any changes made to the Lot Maintenance window. 

 

  • Click the Audit Trail icon to open the Audit Trail window.
  • Use the Search Criteria section to sort the displayed audit trail.
  • The Audit Trail History section will provide details about any changes made to the lot maintenance window including the date of the change, type of change made, user that made the change, and data table that was edited.
  • Click here for information on the Audit Trail window.