Rolls Process

The Rolls Process describes how to roll delinquent customer balances to taxes for the town to collect.   The Rolls process has two phases.  Phase one is the Roll Transfer routines where the delinquent customer balances are transferred to customer roll balances.  Phase Two consists of the steps for writing off the roll balances if the customer has not paid them.  The written off balances are transferred to the town tax roll for collection purposes.  Using the roll routines you can set the parameters that control how rolls are generated, assess customers for the cost of preparing and sending the roll letters, print customer roll letters, create customer roll transactions, create customer roll balances and then transfer their outstanding balances to the town for collection purposes.

Note:  When the customer roll amounts are posted to the customer roll balances, customers can still pay the utility for their outstanding balances.  After the roll amounts are written off customers can no longer pay the utility for their outstanding balances.  They must make their payments to the town.

Directions:

To see the steps for...

• Setting up for rolls processing, click More.

   

  1.  Use Transaction Code Maintenance to create a transaction code for roll amount transactions, a transaction code for roll cost amount transactions, and a transaction code for roll interest amount transactions and set the following fields:

  • Rate Code = User-defined abbreviated description

  • Description = User-defined description

  • Transaction Type = Billing Entry

  • Service Code = Specify the service to be rolled

  • Debit/Credit = Debit

  • Calculation Types = 2-Flat

  • Billing Code = Roll (for Roll Transactions), Roll Cost (for Roll Cost Transactions) or Roll Interest (for Roll Interest Transactions)

  • G/L Debit Account = Specify your general ledger account number to debit

  • G/L Credit Account = Specify your general ledger account number to credit

  2.  Using Rolls Service Parameter Maintenance create a roll parameter for each service to be rolled and assign the roll transfer transaction codes.

  3.  Create the rolls write off payment transaction codes to be used for the Rolls Write Off routines.  You will need to create three transaction codes one for roll transactions, one for roll cost transactions and one for roll interest transactions and set the following fields:

  • Rate Code = User-defined abbreviated description

  • Description = User-defined description

  • Transaction Type = Cash Entry

  • Service Code = Specify the service to be rolled

  • Debit/Credit = Credit

  • Calculation Types = 2-Flat

  • Cash Code = Roll (for Roll Transactions), Roll Cost (for Roll Cost Transactions) or Roll Interest (for Roll Interest Transactions)

  • G/L Debit Account = Specify your general ledger account number to debit

  • G/L Credit Account = Specify your general ledger account number to credit

  4.  Assign the write off payment transaction codes to the service cash transaction profiles that are used during the Write Off routines.

  5.  Verify that the customer accounts have the roll field checked.  You can view this field in the Services view of the Enhanced Inquiry and in the Customer Status Panel of the Customer Inquiry.

  6.  If you want to include roll amounts in the balance forward balance on customer bills, set the Company Table Include Roll Amounts in Total Balance option to Yes before you begin the bills process.

   

• Printing Roll Notices and assessing notice costs to customers, click More.

   

  Follow these steps to print the roll notices for customers informing them that their delinquent balances will be rolled and to assess them for notice costs, if applicable:

  1.  Perform Roll Service Parameter Maintenance to maintain the transaction codes, letter cost amounts, flat cost amounts, cost percentage amount, current roll year and current roll month for this roll notice cycle.

  2.  Print an Aged Trial Balance for the services, companies, and finance periods that have customers to be rolled.

  3.  Print a Customer Statistics Report, if applicable.

  4.  Run the Rolls Prepare Workfile routine to determine which customers will be in this roll letter cycle.

  5.  Print the Roll Placement Report to list the customers who qualified to have their balances rolled.

  6.  Perform Rolls Workfile Maintenance to delete individual customers from the rolls workfile, when applicable.
  Tip:  If you edit or delete customers, reprint the Roll Placement Report for a complete audit trail.

  7.  Generate Roll Notice Cost Transactions for the customers who will receive a roll notice and be charged for the cost of sending the notice.

  8.  Print the Rolls Print Transaction Journal to list all customers to receive a roll notice and their notice cost amounts.  Review this journal and check the accuracy of the notice cost information.

  9.  Use the Rolls Transaction Entry routine to edit or delete any notice cost amount transactions that are incorrect or should not update the customer's account, when applicable.
  Tip:  If you edit or delete roll transactions, reprint the Rolls Journal for an accurate audit trail.

  10.  Print the Roll Notices after the Rolls Journal has been printed and approved.

  11.  Print Roll Notice mailing labels, if applicable.

  12.  Mail the roll notices to the customers.

  13. Perform the Rolls Post Transactions routine to update the customer balances with the notice cost amounts, if applicable.

   

• Printing Roll Letters and transferring customer balances to roll balances, click More.

   

  Follow these steps to print the roll letters for customers and to roll their outstanding balances to roll balances:

  1.  Perform Roll Service Parameter Maintenance to maintain the transaction codes, letter cost amounts, flat cost amounts, cost percentage amount, current roll year and current roll month for this roll notice cycle.

  2.  Print an Aged Trial Balance for the applicable services, companies, and finance periods to be rolled and review the customers to be rolled.

  3.  Print a Customer Statistics Report, if applicable.  Specify balances greater than zero to exclude credit balances from the report.  Compare this report to the ATB.

  4.  Run the Rolls Prepare Workfile routine to determine which customers will be in this roll letter cycle.

  5.  Print the Roll Placement Report to list the customers who qualified to have their balances rolled.

  6.  Perform Rolls Workfile Maintenance to delete individual customers from the rolls workfile, when applicable.
  Tip:  If you edit or delete customers, reprint the Roll Placement Report for a complete audit trail.

  7.  Generate Rolls Transfer Transactions for the customers whose delinquent balances will be transferred to roll balances for collection purposes.

  8.  Print the Rolls Transfer Print Transaction Journal to list all customers whose delinquent balances will be rolled.  Review this journal and check the accuracy of the generated roll information.

  9.  Use the Rolls Transfer Transaction Entry routine to edit or delete any roll transactions that are incorrect or that should not update the customer's account, when applicable.
  Tip:  If you edit or delete roll transactions, reprint the Rolls Transfer Print Journal for an accurate audit trail.

  10.  Print the roll letters after the Rolls Transfer Print Journal has been printed and approved.

  11.  Print Roll letter mailing labels, if applicable.

  12.  Mail the roll letters to the customers.

  13. Perform the Rolls Transfer Post Transactions routine to roll the customer delinquent balance amounts to customer roll balances, if applicable.

  14.  After the Transfer Post is finished, you can see the rolled balances in the Account Balances view of the Enhanced Inquiry.  Or, from the Classic Inquiry an r will display next to the customer's total balance for each rolled service as seen in the examples below.

   

  Enhanced Inquiry - Account Balances View

   

  

   

  Classic Inquiry Balances

  

• Writing Off Customer Roll Balances, click More.

   

  After the pre-determined time period has elapsed, you can write off the unpaid customer roll balances.  Follow these steps to write off customer roll balances and to roll the customer write off balances to the town's tax roll for collection purposes.

  1.  Verify that the cash transaction profile is set with the correct payment transaction codes for writing off the roll balances, roll cost amounts and roll interest amounts.

  2.  Generate the rolls write off transactions.

  3.  Print and approve the Rolls Write Off Transactions Journal.

  4.  Using the Rolls Write Off Transaction Entry edit or delete any transactions.
  Tip:  If you delete or edit any transactions, reprint the journal for a complete audit trail.

  5.  To complete the process and write off the customer roll balances, run the Rolls Write Off Post Transactions routine.