EDIFICE Inquiry - Shut Offs View Prompts

Create a List of Accounts Eligible to be Shut Off

To start, select the desired parameters and then, click Search.  This will create a list of delinquent accounts.  Building a list is similar to creating a workfile using Shut Off Create Workfile.

Or, to view a list of shut offs already in progress, click In Progress .  When selected, the button turns green.

Parameters

Choose the parameters for determining the accounts to include in the shut off list.  Here you can enter the minimum balance they must have to be shut off and whether to include lien or roll amounts.  You can also set the notice date and payment due date and add a message code, if desired.

Services

To narrow your list to a service or a group of services, click to select the services in the drop-down list.  The default is the first service only.  Check additional services, if desired.

Companies

To narrow your list to a company or a group of companies, click to select the companies in the drop-down list.  Or, leave blank to include all companies.

Balances

Select all of the aging balances to consider for overdue balances.

To create a list of accounts eligible to be shut off, click Search.

Organize Shut Off List

The shut off list shows all eligible accounts in a grid view for you to review, manage and take action on.  The list can be sorted and filtered so that you only see the desired accounts.  For example, to generate a list of delinquent accounts by largest delinquent balance, sort by current arrears.  Then, filter by street or book to work shut offs and work orders for certain geographic area.  This allows technicians to be dispatched in an efficient manner.

Tips:  

• The Shut Off view offers a grid setting that allows users to choose the columns to display in the grid including user definable fields.

• The initial arrears column contains the original balance when the shut off was created, and the current arrears column contains the current balance that reflects any payments since the shut off process started.

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 accounts to those that meet certain criteria, click Filter next to the desired column heading.  The available filter choices display.  Here is an example of street name 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 Shut Offs

Note:  If an account is in the shut off process and the customer wants to start a payment plan, change the shut off status to paid, none or canceled and save it.  Manually change the work order to canceled, if one is associated with the shut off.  Then, use the Create Payment Plan wizard to add a payment plan for the customer.

Selecting Accounts

A single account, a group of accounts or all accounts can be selected.  

• To select an individual account to shut off, click to check the Selection box.

• To quickly select all accounts listed, click the Selection box in the first column heading.

• To quickly select a batch of accounts, click to highlight the first account, hold the shift key and click to select the last account.  All accounts in between are selected.  Press [Space bar] to check the Selection box for the highlighted accounts.  If you press [Space bar] a second time the Selection box for the highlighted accounts is de-selected.

To generate customer shut off notices or certified mailers for the selected accounts, click Notices and then, select Print Letter Notices or Print Certified Mailers.

Notes:  

• The last notice date is updated each time a notice is sent to the account and a copy of the notice is stored in the account's Documents view.

• The shut off status changed to started and the notice date is added to the timeline for the account.

• During installation, the notice or certified mailer format is defined using your specifications.  For more information, contact NDS Support.

Status indicates the shut off status of the account and can be changed if needed.  Certain statuses are set when shut off steps are performed or when a payment that pays the balance in full is posted to the account.

Statuses are:

• None - The shut off process for the account is not started.

• Started - The shut off process has started for the account and a notice is created.

• Created Shut off Transaction - A transaction for the shut off costs have been created for the account.

• Canceled - The shut off is canceled, which closes or completes the shut off process for this shut off.  A new shut off can be started.

• Paid - When a payment that pays the account balance in full is posted through the Cash Receipts Post, the shut off is set to paid and can be viewed in history.  A new shut off can be started.

• Shut Off - The account is shut off.  The shut off process for the account is considered completed and closed.

• Past Due Sent - Using the Past Due view, a past due notice for the account has been sent.

• Created Past Due Transactions - Using the Past Due view, a transaction for the past due costs have been created for the account.

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

2.  The Edit Shut Off window opens where you can edit the shut off information.  

To reset the shut off to a status of None, click Reset.  This will allow a new shut off to be created and  the old shut off to show in history.

Create Work Orders

Work orders can be created for the shut off work to be done.  Select an account or a group of accounts and then, click Work Orders to open Shut Off Work Order Entry.  Only one work order per account is created even if the account has multiple services being shut off unless the services are processed separately.  

Notes:  

• Work orders can be created at the same time as generating the notices or later.  In addition, you can create a work order before the shut off process is started for the account.

• If the work order status is set to dispatched and mobile work orders are used, then the work order is sent to the mobile work order device.

• To edit a work order, hover over the desired work order number.  When Edit displays, click to edit.  For directions, see Work Order Entry.

Technician

Click to select the technician to perform the shut off in the drop-down list.  Or, leave blank to assign a technician later to individual work orders.

Problem Code

Select the problem task code that identifies the shut off.

Scheduled On

Enter the date of the shut off or click the down arrow and select the date from the date picker.

Status

Select New or Dispatched if a technician is assigned.

Office Notes

Enter notes about the shut off, if applicable.

To finish the entries, click Assign.

Note:  When it is time to print the shut off work orders, use the print function in the Service Management view.

Assess Shut Off Charges for Shut Off Accounts

Use the Transactions functions seen here if your organization assesses accounts fees that are associated with the processing of the shut off notices.  When you perform the Shut Off Post, the accounts and the appropriate files are updated to reflect the shut off charges.

Follow these steps to assess fees to the accounts in the shut off process:

1.  Generate shut off cost transactions for the selected accounts.

2.  Run the shut off edit transaction journal to proof the charges before posting them to the accounts.

3.  Print shut off statements, if applicable.

4.  Run the Shut Off Post to update the accounts with the charges.

Viewing Shut Off History

To view all the shut off details for an account, simply click History .

Shut Offs View Right-click Functions

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

Tip:  The options for edit record and view history are 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 selected accounts in the grid, click Print.  

Or, to print a list of the selected accounts to the Print Preview window, click Print Preview.

To create a Microsoft Excel spreadsheet from the selected items in the grid, click Save as Excel.  Then, follow the normal Windows® save procedure listed below.

Tip:  This can be handy if you want to further manipulate the test list.

To create a PDF document from the selected items in the grid, click Save as PDF.  Then, follow the normal Windows® save procedure listed below.

To create a Microsoft Word document from the selected items in the grid, click Save as Word.  Then, follow the normal Windows® save procedure listed below.

Tip:  This can be handy if you want to change the heading, formatting or print the list on letterhead.

Window Save As

The Windows Save As steps:

• At the Save In field, navigate to the desired location.

• At the File Name field, enter a file name.

• The Save as Type is set based on the Save as selected:

• Excel document to save as an Excel file.

• PDF to save as a PDF document.

• Word Document to save as a Word document.

• PNG to save as a PNG image.

• Click Save .