Final Customer Wizard Prompts

 Notes:  

• This wizard creates customer final bills.  For additional information, see Bill Entry - Special Bills Final Bills.

• To delete a customer final bill, see Bill see Bill Entry - Special Bills Charge Reversals.

Location

Note:  If a customer is loaded in the Inquiry, the location and customer are automatically loaded.  You will go directly to the Enter Billing Run Code step.

Entry Options:

• Select the location where service for the customer is being terminated. (up to 12 characters)

• Or, to select a previously displayed Location click the appropriate Location ID listed in the drop-down list.

• Or, to search for the location, click Search or press [CTRL + f].

To display the next step, click Next or press [ENTER].  Keyboard shortcut:  [ALT + n]

Enter Billing Run Code Step

Use the Enter Billing Run Code step to specify the billing run for the customer with the final bill.  Billing run information includes book numbers, company numbers, cycle, billing frequency and the service from and to dates, discount date and prorating date, if applicable.

Billing Run ID

Enter a billing run ID to identify the billing run for the customer and then click Next. (up to 8 characters)

Tips:

• To search for a billing run ID, click Search or press [CTRL + f].

• To create a billing run ID, click Fast Maintenance or press [CTRL + o].  

Billing Run Dates Step

Here you will set the dates for the billing run.

Billing Cycle

NOTE:  The following fields can not be edited at this time.  To edit, use Billing Run Code Maintenance.

• Book Number - Displays the book to which that the location belongs

• Cycle Number - Displays the cycle to which the location is part of

• Billing Frequency - Displays the number of times per year customers in the billing run are billed.
  Billing Frequencies:  1 - annual, 2 - semi-annual, 4 - quarterly, 12 - monthly

Service Dates

Enter or edit the following dates for the billing run:

• Service From Date - Displays the date from the last time the bills were done, but can be edited.

• Service To Date - Enter the date for the next time the bills will be done for the regular billing cycle.  This is not the date of the final billing.

• Discount Date - Enter a date that is up to, but not including the date the discount is no longer offered.  Leave blank if you do not offer a discount.

Click Next.

Enter Final Billing Step

Enter the date of the final reading for the customer.

Final Date

Displays today's date but can be changed to the appropriate date to charge the customer for final service at this location. (mmddyy)

Note:  The final date is used for charges figured with usage.

Enter Final Reading Step

Enter the final readings for the service connection.

Reference

Displays the service connection ID associated with the location. (up to 12 characters)

Prior Reading

If the transaction code requires usage, the customer's prior reading displays, but can be changed, if necessary. (10.0 numeric)

Present Reading

Enter the present reading which is used to determine usage. (10.0 numeric)

Usage

Displays the difference between the prior reading and the present reading as the usage or consumption.  This cannot be edited.

Select New Customer for the Location Step

Use this step to assign the customer who is taking over the service at the location.  You can assign an existing customer or you can assign a customer who is not currently set up.

Customer

Enter the ID for the new customer. (up to 12 characters)

Or, to search for a customer, click Search or press [CTRL + f].

Or, to create a new customer, click Wizard and follow the steps below to set up the customer information.

Tip:  If you assign a customer ID that is already set up please skip to Confirm New Customer ID step.

New Customer ID Step 1

The system generated ID for the new customer displays, but can be changed to an ID of your choosing.  Then, click Next.

New Customer Demographics Step 2

Enter the customer name to print on bills.  Enter contact phone numbers, an email address and any general notes that apply to the customer.

New Customer Address and Care of Name Step 3

Enter the customer's mailing address and any care of name, if applicable.

New Customer Messages Step 4

Assign message codes that are applicable to the customer and specify if courtesy statements are allowed.

Message Code 1 - 3

Enter up to 3 message code for the customer. (up to 5 characters)

Tips:  

• To search for a message code, click Search or press [CTRL + f].

• To create a new message code, click Fast Maintenance or press [CTRL + o].

Courtesy Statement

To allow courtesy statements to print for the customer, click Yes.

To prevent courtesy statements from printing for the customer, click No.

New Customer Choose Services Step 5

Each service for the customer must be set up individually.  If you skip setting up a service, it will not be billed.  Click to select the service to be set up.  The wizard automatically moves to the next screen.

New Customer Service Information Step 6

Enter the customer codes and the general service information that controls how the customer charges are created and how they are billed.

Service Connection Settings

Enter the appropriate settings for the service including:

• Finance Period - Enter the financial period ID to assign an aging group to the customer. 

• Rate Class - Enter the defined class ID as the rate class for the customer.

• Billing Frequency - Enter the number of times the customer is billed during the year. 

• Company - Enter the company ID assigned to the customer's service. 

New Customer Service Step 7

Enter the general service information that controls billing, taxation and the type of account for the customer.  If the customer should receive a paperless statement select Yes.

New Customer Processes Allow Step 8

Select the service process settings that determine if the customer can be included in meter export/import, the electronic payments process, the shutoff process, the past due process and the collections process.  Then click Finish to complete the service setup for the customer.

New Customer Step 9

Select the next service to set up and repeat the steps for setting up the service for the customer.  When all services are set up, then click Finish.

New Customer Confirm Customer ID Step 10

To confirm the new ID for the customer, click Next.

Confirm Final Billing Information Step

Use this step to review the customer's final billing information that you entered and to review the new customer assigned to the service connection.  

If the information is correct, click Finish to automatically generate the Final Billing Edit Journal.  

If the information is incorrect, click Back to return to the information that needs correcting.

Print Final Statement Step

Use this step to print a final billing statement for the customer.

Select the appropriate statement ID to generate the final statement.  Choose the books you are billing.  Enter the bill date and the due date for the statement.  

Post Final Bill Transaction Step

After the statement prints the Post Transactions window displays.  This step will update the appropriate files with the customer's final billing information and assign the new customer to the service connection.

Verify the update date, select a GL period to which to post, if applicable and click Proceed.