Maintaining Readings & Running Utility Billing Process

The function of the Utility Billing process is to raise Tenant Invoices for utilities.
As a part of the process, a trial report can be generated to review what charges are going to be raised before proceeding to generating the final report.
This screen is also used to enter Meter Readings.

Processors

Utility Billing

Mandatory Prerequisites

Prior to processing Utility Billing, refer to the following Topic:

Utility Meter - Maintaining Utility Meters

Screenshot and Field Descriptions

Selection

Meter-G: this is the utility meter Group to filter on.

Type: this is the type of energy to filter on, such as electricity, water, gas or others.

Include Inactive Meter: ticking on this check box will include all inactive meters in the selection.

Division: this is the division to run the Utility Billing process for. It will default to the division that the user is logged into.

Process

Range: this is the date range of the meter readings.

Transaction (Date / Year / Period): this is the Date and Accounting Period values that the transaction will be assigned when raised.

Due: this is the Due Date for the transactions that will be raised. It is used for ageing analysis in reports such as the Aged Trial Balance.

Preview

Utility Billing Preview table: this will be populated with the Utility Billing amounts to be raised when the Application tool-bar push button: Select is clicked. The check box in the Process column can be ticked to include / exclude rows in the grid.

How Do I : Add a new Meter Reading

Enter values in the Selection fields if required and press the Application tool-bar push button: Select to populate the Utility Billing Preview table.
The Range value will default to the current date range based on the previous Utility Billing date range. Change the Range if required.
In the Utility Billing Preview table, enter the required reading amount in the Current Reading column.
Click the Application tool-bar push button: Change.
Confirm that you wish to save the record.

How Do I : Modify an existing Meter Reading

Enter values in the Selection fields if required and press the Application tool-bar push button: Select to populate the Utility Billing Preview table.
The Range value will default to the current date range based on the previous Utility Billing date range. Change the Range if required.
In the Utility Billing Preview table, change the amounts in the columns for Previous Reading and Current Reading columns as required.
Click the Application tool-bar push button: Change.
Confirm that you wish to change the record.

How Do I : Delete an existing Meter Reading

Enter values in the Selection fields if required and press the Application tool-bar push button: Select to populate the Utility Billing Preview table.
In the Utility Billing Preview Table, change the value in the Current Reading column for the meter reading to be 0.00 (zero).
Click on the Application tool-bar push button: Change
Confirm that you wish to change the record.

How Do I : Run the Utility Billing Process

If a Utility Billing report is already held in the system (from a previous run), the Application tool-bar push button: X Report will appear. Click the button to reset the pending report so a new Utility Billing process can be run.

Enter values in the Selection fields if required and press the Application tool-bar push button: Select to populate the Utility Billing Preview table.
Click the check box in the Process column to include / exclude lines. In addition, if required, filter the Utility Billing Preview table for specific lines to process. Refer to How Do I : Create a Filter on a Grid to see how to do this.
The Range value will default to the current date range based on the previous Utility Billing date range. Change the Range if required.
The Transaction (Date / Year / Period) values will default to the current Accounting Period. Change these values if the transactions need to be created in a different accounting period.
The Due Date will default to today's date. Change if required.
Refer to Maintaining Readings & Running Utility Billing Process to add a meter reading if required.
Click the Application tool-bar push button: Trial to generate a Trial report for analysis and review.
Click the Application tool-bar push button: Reports and select Utility Billing to open the saved Trial Utility Billing report.
If something needs to be changed discard the report by clicking the Application tool-bar push button: X Report, then repeat the Select and Trial stage after the changes have been made.
If nothing needs to be changed, click the Application tool-bar push button: Final to finalise and raise the transactions.
Click the Application tool-bar push button: Reports and select Utility Billing to open the saved Final Utility Billing report.

Running the Trial Process instead of pressing the Application tool-bar push button: Change will also save the readings.

The Utility Billing report is only temporary. It will be overwritten when the next Utility Billing process is run.