Zortec Utility Billing

Third Party Vendors

Something that has come up quite a bit is vendors that visit your site and show you something that they provide that will compliment the software such as Online Bill Pay, Offering to give you a better meter reading option by changing all your meters, aka Mass Meter swap. What you may not know is there is a charge for these services.

If your site is interested in something a vendor is offering give us a call and inquire if there is an additional charge for the service.

Service Distribution Issues

Have you ever went back to a customer that you have done a refund on and noticed that the some of the services on screen 3 still have a balance? There is actually a way to clear that using the A/R Refund Process.

This option can be used to clear the accounts receivable distribution on screen 3 when there are accounts that have a zero total due balance but have service distribution on screen 3. This is typically the result of using the UB AR Refund Process which posts the entire refund amount to service 1 and leaves the amounts due on the other services. By clearing out the distribution, the accounts receivable balance by service is more accurate. This program creates an AR refund transaction for each service amount to remove the distribution. Users do not need to stay out of the UB software while this option is ran.

If you would like to know more and have some help running this to get the results you need please contact support and we will be glad to help you get the distribution on the accounts cleaned up for you.

Sales Tax Issues

We have had sites that have been going through audits and have found issues with the taxable accounts versus’ what is paid. The tax exempt flag on screen 2 is set to Y but the service itself has a tax code, is one example.

We have a parameter under Office Manager that can disable the tax exempt flag on screen 2. This will stop users from being able to change the flag on screen 2 to Y. But if you have customers that are currently marked Y for tax exempt then those will need to be updated to N.

If you would like to have a report of the accounts that have the tax exempt flag or to see the accounts that are not paying sales tax please contact LGC support. LGC is also able to mass change the Tax Exempt flag for your site.

If you would like assistance in turning on or off the tax exempt flag for your site please contact LGC support.

Multiple Meter Calculation

Things to remember when using multiple meters on an account. Is this a compound deduct type meter, if it is how should the consumption be calculated on the sewer service. We have different options for most situations. The calculation for the service comes from the highest meter id. See Example on next slide.

If the first meter with id 01 and the rate code is 63 and the second meter with an id of 02 and the rate code is 61 the account is calculated based on the rate code of 61 since the meter id is 02. Also if you have different tax codes on the 2 meters, example meter 1 has a tax code of 1 which is the 9.75 rate but meter 2 has a tax code of 0 or blank then the account is not charged tax.

NextGen UB Things to be thinking about

A couple of things to be thinking about in the Z system, if you are thinking about a conversion to NextGen. If you use the deposit system you need to make sure there are no negative deposits on the system. You may want to go ahead and clean up the service address field and make everyone standard. We will discuss this in just bit as to what you need to do.

Zortec Custom Export-Import file

What you get with Zortec Custom Export-Import file: Support assisted ability to create a custom export file. You can also import data back into the Z applications using this feature.

Practical Uses: Standardize Service Addresses Boulevard, Blvd., Street, St. Road, Rd, etc Populate data fields on Z screens with data exported from other systems (like GIS information to UB Screen 16). Create a custom export file for After Hours Phone Service systems, GIS Systems, Automated Phone Systems to inform customers of service outages, late notices, cut off notices, etc

You can use this option to clean up your accounts prior to the NextGen conversion.

The next few slides shows an example of exporting service address information from the Z Utility Billing System, modifying the information using Excel, then importing the changes back into Z Utility Billing (to accomplish standardizing service addresses).

Warning ! Mass Updating Data is only a good thing if you get the results desired. If you Mass Update thousands of records “incorrectly” then there is no “Un-Do” button, no magic wand to wave and correct the mistakes you made. Make sure you have a good backup before you import data from a file into your Z System.

Note – the Custom Export file creation process can be fully automated – to the point that it runs (completely without user interaction – started by windows scheduler) and exports the data desired, based on filters that you specify. If you need to deliver a specific set of data to a 3rd party vendor on a regular basis the Z Custom Export File creation process can make that very easy to accomplish.

If you would like to have the Zortec custom export-import option installed simply place a support call or submit a support request online. The Zortec custom export-import option is included in the price of the Z software and annual support – there are no additional cost for using this feature.

Common Problems

Night Process

NIGHT PROCESS Why is Night Process important: It allows you to do time consuming items after hours Creates a back up directory for test files Allows for quick data restore of corrupted files Allows items to update while no one will need to be logged on to the system Such as payment posting Billing updates Alternate Key Rebuilds and Clean up Database

Night Process Features: Ability to have custom options added to the screen Want to be able to run something in Night Process and it is not listed we should be able to add it Can run the options at anytime during the night Reports will generate to the spooler

NIGHT PROCESS Setting up Night Process: Go into UB and the Night Process option it is best to be logged in as the user NIGHT Be sure only ONE user is setting up and running Night Process

Night Process Select the options you wish to run in Night Process Recommended options: Night Process Backup Update Accounts After Bill A/R Summary this will allow for a true AR balance since no one will be in the system Rebuild Alternate Keys Clean up Database Logoff

Night Process Optional programs: Cash Receipts process Allows you chose packets to process using Managers approval option Cash recap Calculate Bills

Night Process Things to run on the last day of the month/year: A/R Detail Report Deposit Report in Detail When you run these on the last day of the month/year is it best to pull the reports from the DQZ\Usr directory and save and rename them for easier access. The report names in the DQZ\Usr directory will be UB7610LS for the AR detail and UB2640LS for the Deposit Report

Night Process If you need help with being able to move these files to a new location and renaming contact LGC support and we will be glad to help set up file transfers for your convenience.

If you have problems with Night Process not completing or hanging up on any options, especially Bill Update, PLEASE DO NOT APPTEMPT TO RESTART IT. Call support and let the receptionist now it is an emergency.

Setting up options in Night Process (Just a few examples)

NIGHT PROCESS Setting up the Cash Receipts process in Night Process requires the use of the Manager’s Approval option under Cash Receipts Under Manager’s Approval select the balanced packets that will need to be processed

NIGHT PROCESS When you select Manager’s Approval we recommend leaving the Display Unbalanced Packets to Y so that you can review all packets to make sure that a packet was not missed Place a Y beside the packets you wish to process in Night Process Press F9 and the selections are saved

NIGHT PROCESS When you select the Cash Receipts process in Night Process you should be able to leave the defaults being sure to verify the Transaction Date This process will then precede to process all packets selected during Manager’s Approval

*Interesting piece of information for Night Process * Did you know that you can run processes for other applications in Night Process? If you have online Property Tax you can build the online file for Property Tax in UB night process. If there is an option in another application you wish to see about running in UB Night process, please contact Support

Balancing the AR

AR Out of Balance 1. Check for any unprocessed adjustment packets AR Out of Balance 1. Check for any unprocessed adjustment packets. From the UB Main menu select option 3 Cash Receipts, 4 Packet Control. Look for any packets that start with "AJ". Adjustments hit the customer's account and AR immediately. The entries do not appear on the Daily Transactions Report until the packet is processed and Cash Recap updated.

AR Out of Balance 2. Check to make sure the Cash Recap has been updated. From the UB Main menu 3 Cash Receipts, 9 Cash Recap, Print Report Only, answer Y. If the system allows you to enter a printer number, there are transactions that have not been processed. You will need to run this option again and answer N to Print Report Only. If you get the error "Cash Recap file cannot be opened--try again later" there are no unprocessed transactions in the file. After running this option reprint 10 Daily Transaction Report.

AR Out of Balance-cont. You can 'look' for the amount you are off. From the UB Main menu select option 52 Utilities, 1 General Utilities, 2 Find Specific Transaction Amounts. Enter the transaction year, date range and amount you are out of balance by as a positive and a negative number. If there are any transactions that match this amount, they will print on the report. Research these accounts for possible record locks or other problems. Records locks are caused when an account is pulled up on two different screens and a transaction is posted to that account.

AR Out of Balance-cont. For example, you are entering an adjustment to XYZ Account and another user has this account pulled up. Or you are processing packets or updating billing during the day and a user has one of the accounts with a transaction to be posted pulled up. One way to avoid record locks is to process packets and update billing in Night Process.

If you still cannot find the problem or it does not correct itself the following day, please call the support center. The sooner we know about the problem the better chance we have of finding and correcting it.

Problems with In-Process Amounts The In-Process amount field is found on screen 1 of Customer Inquiry. This field displays all pending transactions for payments, balance transfers, AR refunds and AR Journal Entries. It is an information only field. The only UB programs that ‘look’ at this field are the Delinquent Account programs. This field is cleared when either the POS Receipting sessions or the UB Cash Receipt packets are processed and Cleanup Database runs. There are times when this field will display an ‘incorrect’ amount, i.e. the in-process amount is doubled. Possible causes are the payment was entered twice, the payment was voided and re-entered in POS, or an additional payment exists in UB or POS.

Cash Receipt Packet in Use Error You try to print or process a packet and receive the error ‘Packet is in Use – Please try later’. If you are sure no one is using the packet in question, from the Utility Billing main menu select option 3 Cash Receipts, 20 Rebuild Packet Control.

Cash Receipt Packet in Use Error Type the packet name and enter. You will see ‘This Packet Is In Use – Rebuild and Reset?’ Type Y and press enter. F9 until you see ‘Packet Control has been successfully rebuilt’.

We strongly suggest that you run the following options: In Meter Reading, Exception Edit Report. This report changes the Skip Next Bill flags on screen 2 and 5. It will also fix the ‘hidden read dates’ that print on the bills. Answer the question ‘Fix Problems with Service Dates Y’.  

Ebill Options

E-billing Screen 18 has been added to the Customer Inquiry for email addresses. When programming is complete, you will have the option of e-billing customers. A “Y” will e-bill the account. A “N” will be for information purposes only. Updates to this screen are made via File Maintenance.

AR History Data

AR History Data Several new options were added to the Delinquent Accounts menu for AR History. These options work with the Record AR History option under Period End Process. The Record AR History option will create a file of the AR balances as of the date it is ran.

AR History Data This is a valuable tool for Support in helping track down problem record locks and other out of balance issues. We strongly recommend this option be added to your month end and fiscal year end steps. This will be very useful if you need to reprint the AR Detail for your auditors.

The Period End Process menu was updated to include the Build AR History option. Run this option for all accounts, AR Record Date is the current date (or the date of the AR if using saved files), Record as Permanent should be Y. The Delinquent Accounts menu was updated to include three new options: AR History Summary, AR History Detail and AR History Inquiry.

The AR History Summary and Detail Reports print like the regular AR Summary and Detail reports but the history report pulls from the AR history files and can be printed as of any date that history is recorded. If the Build AR History option is ran on 11/30/2008, 12/5/2008 and 12/15/2008, this report can be printed for any of those dates. It cannot be printed for dates other than those included in the AR history file.

Delinquent Accounts Menu

Reporting

Customer History Report

Customer History Report The Customer History Report prints service information for selected accounts. This report prints account number, name, service address, status, type, service, rate code, service total, service average, 14 months of consumption and service amounts. Print options include: Beginning and Ending Account Numbers Print for a particular service or all services Print for a particular rate code or all rate codes Print accounts with a particular status or statuses Print service total consumption and amount for each service

Customer History Report Print service average consumption and amount for each service Start each account on a new page Create a sequential file that can be imported into a spreadsheet Choose which history months are printed. History month is the last month a transaction occurred on an account. Choose which billing months are included

Customer History Report

Customer History Report The UBHISTSQ.CSV file will always be created in the user profile directory under the DQZ\USR\ folder. Generally a shortcut can be set up on the users pc to transfer the file from the server to the users pc. Once you have the file UBHISTSQ.CSV, the file can be brought into Excel to sort the information, in the manner you desire. This file is also easier to email to other departments.

Selective Report By Service

Selective Report By Service The Selective Report by Service prints service information. This report can be used to analyze consumption within a particular rate code, to check for multiplier accuracy, to get a count of customers that meet selected criteria, to print accounts with consumption in a particular range, etc. This report can only be printed for one service at a time.

Selective Report By Service Print options include: Print for a particular cycle Print for a range of routes Print for a selected service Print accounts that were last billed in a particular month Print accounts with a particular customer type. This is useful if the customer type field on screen 2 of the customer's record classifies the account as residential, commercial, or industrial.

Selective Report By Service Print options continued: Print for a particular sales tax code Print for a particular rate code Print for a particular status Include a customer count summary. This includes a count by status, rate code, sales tax code, other tax code, and customer type Print only the customer count summary with none of the detail Print accounts with the "Inside City" flag set to "Y" or "N" on screen two.

Selective Report By Service Print options continued: Prints accounts with a particular city code Print accounts with history months in the range specified. History month is the last month a transaction occurred on an account. Print labels for each account list on the report. The labels automatically go to the spooler in a file called UB1640LB. Include account number on the labels

Selective Report By Service For metered services only: Print twelve month history line. This prints the consumption for the last twelve months for each account listed on the report. Include consumption from and to a specified range

POSTAL SERVICE

POSTAL SERVICE If you print your own bills then more than likely you are printing the IMB barcode for the Post Office. The Post Office is beginning to request the new option called the Full Service Mailing. We are compliant with this and have it set up and running a site. If your Post Office request for this your bills just call and we will set this up.

This completes our presentation on the Zortec UB Common Issues section of Resource 2016. If you have questions about any of these processes contact our Customer Support Center at 800.439.4504. For your convenience you can submit support requests and questions online at: www.localgovernmentcorporation.com