UB Final Account Wizard
Final an Account
Summary
The Final Account Wizard is used to enter the final meter readings on a UB
customer account, enter the forwarding address of the final billing statement,
calculate the final billing on a UB customer account and change the status of
the account to a Final status. The Final Account Wizard can be launched from the
Account Master Search window (UB> Maintenance> Account> Select a UB customer
account> DELETE key) or from the Final Billing palette if you use final account
service requests (UB> Final Billing> Final Accounts). UB customer accounts will only display in the
Final Accounts window (UB> Final Billing> Final Accounts) if a final account service request has been closed
and committed on the UB customer account.
A final account service request is used to enter the final readings on the devices attached to the UB account and
enter the forwarding address on the final billing. The meter readings and forwarding address entered on the final
account service request will populate on the Final Account Wizard when the UB customer account is finaled.
Committing the final account service request will not change the status of the UB account, it will only make
the account available in the Final Accounts window (UB> Final Billing> Final Accounts) and
add the meter reading line items to the meter record. The UB customer account will change to a Final status
after the customer account has been processed in the New Account Wizard.
Depending on how the Utility Billing module is set up (UB> Utilities> Setup), the
final billing generated by the Final Account Wizard is either processed in UB>
Final Billing or UB> New Billing. If the Bill Finals with cycle toggle is
checked on the Setup window (UB> Utilities> Setup> Billing tab), the final billing for the
account will be processed using the New Billings process (UB> New Billings) when the
billing cycle of the finaled account is billed. If the Bill Finals with cycle toggle is not checked,
the finaled account will be billed using the Final Billing process (UB> Final Billing).
Related Links
Click here for information on final account service requests.
Click here for an overview of the final an account process.
Click here for information on the New Account Wizard.
Step by Step
2 Enter a Final Date.
- The first step of the Final Account Wizard is used to review the customer account information and
enter a Final Date on the UB account.
- Enter the final date of the UB customer account in the Final Date field.
- If the UB customer account has been processed using a final account service request, the Final Date field will
default to the request date on the final account service request. If the UB customer account has not been processed
using a final account service request, the Final Date field will default
to the current date.
- If the Final Date on the account is prior to the current date, the account will be
backdated. Backdating a final will credit the consumption and minimum amount on
the account that occurred after the final date on the account.
- If there are unbilled readings on the account, the Final Account Wizard will prorate the
final billing based on the final date on the account.
- If there are no unbilled readings on the account and the final date on the account is before the
last billed meter reading, the Final Account Wizard will calculate a credit on
the UB account. The credit on the account is refunding the previously billed
amount. In order to create a credit on the account the UB module must be set up
correctly.
- The Reading Year and Reading Period fields will populate based on the
Period End Date and Days in Period of
the billing cycle on the account and the Final Date on the
account.
- The Period Begin and Period End fields in the window will display the
period begin and period end date of the billing cycle attached to the account.
- If the Final Date on the account falls outside of the current period, the Reading Year
and Reading Period field will be calculated based which billing
period the Final Date will fall into.
- The next two toggles on the Initialization window of the Final Account Wizard do not apply unless the
customer is moving to a new lot or a new customer is moving to the lot attached
to the account being finaled.
- Check the This customer is moving to another lot toggle to transfer the customer account being finaled to a
different lot. This will launch the New Account Wizard when the Final Account
Wizard is complete in order to create the UB customer account at the new
address.
- The lot that the account is moving to does not have to be in the database. You can create a new
lot for the account if you check this toggle.
- Check the A new customer is moving to this lot toggle to move a new customer to the
finaled lot. This will launch the New Account Wizard after the Final Account
Wizard is complete in order to create the new UB customer account.
- The information that will be copied to the new account on the lot is set up in the Utility
Billing Setup window (UB> Utilities> Setup> General tab).
- If you check both of these toggles, the New Account Wizard will launch twice after the Final
Account Wizard is complete. First you will create the new UB customer account
for the account being finaled, and then you will create the new UB customer
account for the customer moving to the lot.
- The Deposits drop-down menu is used to apply an existing deposit to an account when it is finaled.
- Select Apply to apply the deposit to the customer's final bill.
- When Apply is selected, the Calculate Interest and Alternate Interest Rate fields will be enabled.
- The Calculate Interest field is used to determine how the interest will be calculated on the applied deposit.
- Select For One Year to accrue interest of an entire year.
- Select Since Last Time to accrue interest since the last time interest was calculated on the deposit fee codes included in the batch.
- The Alternate Interest Rate field is used to change the interest rate that will be calculated on the applied deposit. This drop-down menu will populate with the interest rate associated with all the deposit fee codes in the module.
- Select Transfer to transfer the deposit to another lot associated with the same customer.
- Transfers are only enabled when the This customer is moving to another lot toggle is checked.
- When Transfer is selected, the Use original deposit date toggle will be enabled.
- Check this toggle to use the deposit date associated with the original deposit as the deposit date that will be associated with the transferred deposit. If this toggle is not checked, the current date will be used as the deposit date.
- The Deposits section below will display all of the deposits on the account. Check the Selected column for each deposit you would like to apply.
- Click the Next button when complete to move onto the next step.
3 Enter the final meter readings.
- All of the meters attached to the account will display in the window. Backflow devices attached to the account will not display in the window.
- Enter the Final Reading on the devices attached to the UB account. If there are unbilled meter
reading on the account, the unbilled meter readings will display in the Current Read field.
- If a final account service request has been closed and committed on the UB account, the
device readings from the final account service request will populate in the Current Read column.
- The Consumption field will calculate after the Current Reading has been entered.
- The Prior Estimated column will display True if the prior read on the meter was an
estimated meter reading.
- If the New and Billed toggles are checked on a meter reading (UB> Maintenance> Account> Open an
account> Devices tab> Meter History sub-tab> New and Billed
toggles), the meter reading will not display Prior Reading column. If you would
like this meter reading to display on the Final Account Wizard, delete the meter
reading in the Device Maintenance window (UB> Maintenance> Device> Open a
device> Consumption tab). After the meter reading has been deleted, enter a new
meter reading with the Billed toggle checked, but not the New
toggle.
- The Read Date on the meter reading will default to the Final Date entered on the
first step of the Final Account Wizard. Modify the read date if the final date
does not apply.
- Click the Next button when complete.
4 Preview the final billing.
- The Review Bills step of the Final Account Wizard displays the calculated charges on the final
bill and any refunds that will be applied. You cannot modify the billing from this step. If the calculated charges
are incorrect, you can click the Back button to adjust the readings or click
Cancel to exit the Final Account Wizard.
- The Review Bills step will display a separate line item for each service on the billing. Click
the Expand button to view the detail line items associated with each service.
- The Detail Code column will display if the detail line item is a tax, consumption or
flat/minimum amount line item. The line item will display Flat for both minimum
and flat amount charges.
- The Percentage of Period column will display the percentage of the period that the charge
represents.
- If the minimum/flat amount or the consumption is set up to prorate, the percentage of
the period value will affect the calculated billing.
- The Billable Consumption column will display the consumption based on the meter readings
entered on the previous step.
- The total billing will display at the bottom of the Billing section.
- The Refunds section will display any deposit details that are being applied through the Final Account Wizard.
- Click the Next button when complete.
5 Enter a forwarding address.
- If a final account service request has been closed and committed on the account, the
forwarding address fields will populate with the forwarding address entered on
the service request.
- Entering a forwarding address will modify the address on the customer record.
- Click the Next button when complete.
- If the A new customer is moving to this lot toggle was checked on the first step of the Final Account Wizard, the Finish button will display rather than the Next button. Please skip the next step if that is the case.
6 Activate any suspended accounts associated with the lot.
- The Account Activation step of the Final Account Wizard displays any suspended account that are associated with the lot.
- Check the Active toggle to activate a suspended account for the lot.
- If only one suspended account is associated with the lot, that account will be selected by default.
- If a Master Account is associated with the lot, that account will selected by default.
- Enter a Connect Date for the selected account to become active.
7 Final the account.
- Click the Finish button to complete the final account process.
- If the This customer is moving to another lot or the A new customer is moving to
this lot toggles were checked on the first step of the Final Account Wizard,
the New Account Wizard will launch.
- Upon completion of the Final an Account Wizard, the Status on the finaled account is changed
from Active to Final.
- A Billing line item is created on the account on the History tab. The Transaction Date is the Final
Date on the account.
- After the account has been finaled proceed to UB> Final Billing to generate the last charges or
process them during a regular New Billing Cycle depending on how the UB module was set up (UB>
Utilities> UB Setup> Billing Settings).
- Once an account in final status has been committed in a Final Billing or New Billing batch, the
account status will change from Final to Delete.
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