EDIFICE Inquiry - Billing Explorer View

The Billing Explorer offers a convenient way to view, manage and process all types of billing transactions from a single screen. Types of transactions that can be processed include billing, billing adjustments, miscellaneous receivables, finance charges, final bills, open billing, past due/shut off, lien/roll and transactions created during the meter Import routines. The Billing Explorer offers 3 ways to view the transactions - by Account, by Service and by transaction. And, you can see both transaction summary information and details.

If you are looking for specific transactions you can easily limit the types of transactions to view by selecting the types of transactions to display. You have flexibility to add or change the columns of information that display, providing an easy way to look at just the information that you want. You can also filter the transactions by batches, due date, account and balances or any other column. The Billing Explorer has functions for entering, editing and removing transactions from the appropriate transaction file. There is also a journal for proofing your work, the ability to run statements and a posting function for updating the accounts with the transactions. In addition, the Explorer offers a hold feature that will prevent a transaction from being included on any journal, statement or post routine until it's released.

Note: The entry, journal, statements and post routines are the same as those found on the traditional menus for the type of transaction that you are processing. The Billing Explorer offers another way to process billing.

Directions:

From the EDIFICE Inquiry, click Tools and then, click Billing Explorer.

EDIFICE Inquiry - Billing Explorer Example:

EDIFICE Inquiry - Billing Explorer View Prompts

Create a List of Billing Transactions

To start, select the desired parameters for creating a list of transactions.

Types of Billing

Batches

Paper/Paperless

From the drop-down list, choose the types of transactions to display. You can select as many types as desired or only select 1 type.

Choose the batches to include.

Choose paper accounts, electronic accounts or both types of accounts.

To create a list of transactions, click Search.

Note: To look for accounts that have for the same service, transactions in multiple journals, click the search drop-down and then click Load Accounts Present in Multiple Journals.

View and Organize Transactions

The transactions display in a grid view. Transaction details can be seen by clicking the Plus on the line.

The list of transactions can be sorted and filtered so that you only see the desired ones. The grid can be viewed: By Account, By Service, By Transaction.

Tips:

If you created a list that includes multiple types of transactions you may want to use the By Account tab. The By Account tab will display accounts grouped with a separate line for each of their transactions.
The Billing Explorer has a grid setting that allows you to choose the columns to display in the grid including user definable fields. Column order can be changed by dragging the header to the desired location.

Sort List

To sort, simply click the desired column heading. To sort in descending order, click the column heading a second time.

Filters

To limit the transactions to those that meet certain criteria, click Filter next to the desired column heading. The available filter choices display. Here is an example of location filters.

To select the choices to use as criteria, click to check the desired box or boxes and then, click OK.

Note: Advanced filtering options are available by clicking Text Filters.

Process Transactions

Transactions can easily be processed in the Billing Explorer. The following actions are available for transactions that are selected and that are not on hold (see Actions below). You can enter transactions, print journals and post. These functions can be done by batch numbers, which allows you to keep your work separate.

To edit a transaction:

1. Double-click the desired account. Or, click to highlight and then, click Edit.

2. The appropriate billing entry window opens where you can edit the transaction.

3. From the Transaction Detail List area, click to highlight the desired billing transaction detail line to change.

4. Press [TAB] to or click the field to change.

5. Enter the data changes.

6. To complete the edit process, click Add to List.

Tip: After you click Add to List, you can see the changed charge transaction in the Transaction Details List area.

To remove the selected transactions, click Delete. The Delete prompt displays.

To delete, click Proceed. The transaction is removed from the appropriate billing file and from the Explorer.

Entry

To enter a transaction, click Entry and then select the type of transaction to enter. The desired entry window displays.

1. From the Customer Entry area, retrieve the displayed Sequence Number or enter a Customer ID or a Location ID.

2. Accept the displayed Transaction Code or enter another Transaction Code, if applicable.

3. Accept the Prior Reading or enter a new Prior Reading, if this is a usage transaction.

4. Enter or edit the Present Reading, if this is a usage type transaction.

5. Confirm the Charge amount and Tax amount, if applicable.

6. Confirm the Age for the transaction.

7. To complete the billing transaction, click Add to List.

8. When all billing transactions for the service connection are entered, click Commit List.

Journal

To print a journal, click Journal and then, from the drop-down list select the type of journal to generate.

The journal screen displays for you to choose the options for printing the journal.

Statements

To generate statements for the selected transactions, click Statements and then, select the type of transactions for which to generate statements.

The statement screen displays for you to choose the options for printing the statements.

Post

To update the account and history with the transaction, click Post. Then select the type of transactions to post.

The posting screen displays for you to select the posting options.

Additional Actions

There are several additional actions that are explained below.

Hold/Release Transactions

Use Hold/Release Transactions to hold on a transaction so that it can not be processed. If a transaction is placed on hold it will not be included on a journal, nor processed with statements and is not eligible to be posted. This feature offers you time to research, finish or remove the transaction.

1. To select a transaction, check the selection box in the first column for the desired transaction.

2. Click Actions and then, click Hold Transactions.

To release a transaction so that it can be processed or deleted:

1. Click to check the selection box in the first column for the desired transaction.

2. Click Actions and then, click Release Transactions.

Change Batch

If you are using batch processing you can change the batch ID for a transaction , by clicking to check the selection box in the first column for the desired transaction. Then, click Actions and Change Batch. The Change Batch screen displays where you can enter the new batch ID or search for the desired ID.

Reset Journal/Statement Printed

If you need to reprint the journal or a statement for a transaction that has already been printed, you will need to reset the Print flag that tells the system if a function has already been done.

1. Click to check the selection box in the first column for the desired transaction.

2. Click Actions and then, click Reset Journal/Statement Printed.

Billing Explorer View Right-click Functions

To see additional options, right-click. Below is an example.

The option for edit transaction is explained above.
To load the account information into the Inquiry, click to highlight the account. Then, right-click and select Load Account.
To expand all rows in the grid, click Expand All.
To collapse all rows in the grid, click Collapse All.
To copy the information highlighted in the selected rows, click Copy.

Printing & Exporting Functions

These functions can be handy for further manipulating or formatting the data or sending copies to coworkers. In addition, Print and Print Preview functions are available.

To begin printing a report of the items in the grid, click Print.
Or, to view a list of the transactions to the Print Preview window, click Print Preview.
To create a Microsoft Excel spreadsheet from the items in the grid, click Save as Excel.
Tip: This can be handy if you want to further manipulate the list.
To create a PDF document from the items in the grid, click Save as PDF.
To create a Microsoft Word document from the items in the grid, click Save as Word.