UB Adjustment Input Wizard - Adjust a Billing Transaction

1 Create a new Adjustments and Fees batch.

Adjustment transactions added to an existing batch will not overwrite the transactions already entered into the batch, but the batch will return to the Input step if a Proof List or GL Distribution report has already been created.
Select the Adjustments and Fees palette in UB> Adjustments and Fees. This will expand the Adjustments and Fees palette and display the steps of the Adjustments and Fees process.
Select New from the UB Adjustments and Fees batch number drop-down menu. This will open the New Batch window.
Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year and are used for reference only. The fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report (UB> Adjustments and Fees> GL Distribution).
Enter a Batch Number or click the Generate icon to create a batch using the next available batch number.

The batch number is used to identify a specific batch within a batch month and batch year. They are limited to five digits and must be unique with the batch month of the batch year.

2 Create a new adjustments transaction.

Open the Input and Display window (UB> Adjustments and Fees> Input). The Input and Display window will display all of the transactions in the Adjustments and Fees batch.

Highlight an existing transaction and click the Delete icon to delete the transaction.
Highlight an existing batch and click the Modify icon to open the transaction.
Click the Create icon drop-down menu.

Select Adjustment from the drop-down menu. This will open the Adjustment Wizard.

3 Create an adjustment on an account.

Enter an account number or click the Account Number field label to select the customer account from a list.

This will populate the Reference Number, Customer Name and Service Address with the information attached to the selected customer account.

Select Billing in the Transaction Type drop-down menu.

An error icon will display next to the Transaction Type drop-down menu if there are no committed billing transactions on the customer account.

Select an adjustment type in the Adjustment Type drop-down menu. The selected adjustment type will be attached to the adjustment type transaction line.

Only bill type adjustment types will display in the drop-down menu when Billing is selected in the Transaction Type drop-down menu.
Adjustment types are set up as bill types using the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type> GL Type drop-down> Select Bill).

Modify the date in the Transaction Date field to change the transaction date of the adjustment. This field will populate with the current date.
The Consumption Adjustment Type drop-down menu is used to create a leak, meter read, or consumption adjustment. Select N/A unless you would like to adjust the meter readings that resulted in the billing line item.

There is a separate document that describes leak and meter read adjustments.

Enter a description of the adjustment in the Description field if you would like to add a description to the adjustment transaction.

The description will display on the History tab of the Account Master Maintenance window (UB> Maintenance> Account> History tab> Description column).

The Customer Name and Service Address fields will populate after you select a customer account in the Account Number field.
Click the Next button after you have entered the information on the first step.

4 Select a billing line item to adjust.

The second step of the Adjustment Input Wizard will display all of the billing line items on the customer account selected in the first step. The window will only display committed billing line items. Uncommitted billing line items cannot be adjusted.

If you would like to adjust an uncommitted billing, delete or modify the billing in the uncommitted batch. For example, if the billing you would like to modify is in a New Billing batch, delete the New Billing batch, modify the customer account, and then regenerate the New Billing batch. You can also commit the New Billing batch and then adjust the billing.

Select the billing line item you would like to adjust. You can select only one billing to adjust.
Check the Adjust Actual Amounts - Budget Bills toggle to adjust the Budget Deferred amount on an account set up for budget billing. If this toggle is left unchecked, the adjustment will be made to the account balance.
Check the Reverse Transaction toggle if you would like to reverse the selected transaction. This will automatically create adjustment amounts on the next step of the wizard that reverse the selected transaction.
Click the Next button when the billing is selected.

5 Adjust the billing detail line items.

The billing line items associated with the billing selected in the last step will populate in the window. Enter an adjustment amount in the Adjustment Amount column to create the adjustment.

For example, if you would like to reduce the billing on a billed service rate by $15, enter -$15 on the line item of the service rate you would like to reduce.
If you enter 0 in the Adjustment Amount column, an adjustment will be created but it will have a zero amount. If you would like to reduce the billing down to zero, enter a negative amount to offset the billing.
The GL accounts used in the journal entry created by the adjustment transaction will be pulled from the service rates or fee codes being adjusted. For example, if you reduce the billing on the WT1 service rate, the GL accounts attached to service rate WT1 will be used to create the adjustment journal entry.
If the Reverse Transaction toggle was checked on the previous step, the Adjustment Amount column on the line items will populate with the values to reverse the transaction.

Click the Finish button when complete to adjust the billing.

6 Commit the billing adjustment.

Once the adjustment has been created, you can view the adjustment on the UB customer account using the Account Master Maintenance window (UB> Maintenance> Account> History tab).

The adjustment transaction will display in red as it is still uncommitted.

Print a Proof List.

Generate the Proof List (UB> Adjustments and Fees> Proof List).

Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs). Click here for information on the Jobs Viewer window.
- Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
- Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
- Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
- Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

The Proof List will display the adjustment amount, the service being adjusted and the customer account information.

Print a GL Distribution report.

Enter the journal entry date and generate the GL Distribution Report (UB> Adjustments and Fees> GL Distribution).
The GL Distribution Report will display the journal entry created by the adjustment.
The GL accounts attached to the service rates or fee codes on the billing line items being adjusted will be used in the journal entry. The revenue and cash accounts attached to the fee code or service rates will be used in the journal entry.

Commit the adjustments.

Open the Commit window (UB> Adjustments and Fees> Commit).
The Commit window will display the journal entry date of the journal entry created by the process.

Adjustment Input Wizard

Billing Adjustment