MUNSOFT 5.1 INCOME: CONSUMER DEBTORS REPORT MANUAL. Y Walters B.Sc. (Math Science) Hons

Transcription

1 MUNSOFT 5.1 INCOME: CONSUMER DEBTORS REPORT MANUAL 1 Y Walters B.Sc. (Math Science) Hons

2 CONSUMER DEBTORS REPORTS... 4 Introduction... 4 Quick Help... 4 Reports that will help you to:... 4 Excel Extracts:... 5 Balancing to the GL... 6 Ageing ReportS... 7 Section 71 Report... 7 Levy Control Reports... 8 Agreement Reports... 9 Agreement Register... 9 Defaulting Agreements... 9 Agreement Control Deposit Reports Deposit Register Deposit Report Deposit Control Indigent Reports Indigent Register Interest Levied Reports Meter Recon Reports Annual Summary Meter Recon Rates Recon Report Annual Rates Recon Register Levied Reports Summary Levied Report Detailed Levied Report Movement Reports Detailed Account Movement Summary Account Movement Payment reports Detailed Payment Report Summary Payment Report Payment Rate Summary Payment Report: Payment Summary BreakdowN Detailed Monthly Payments

3 Control Report Notes

4 CONSUMER DEBTORS REPORTS INTRODUCTION Consumer Debtor Levy Period (or Billing Period) VS. General Ledger Fiscal Period VS. Date Range - Each Consumer Debtor Transaction is stamped with the current Consumer LEVY PERIOD and General Ledger FISCAL PERIOD - The two may not necessary coincide. The Levy Period rolls over with the Consumer Month end and the GL Fiscal Period rolls over with the GL Month end. - The Consumer Debtor Levy period may run from the 15 th to the 15 th of each month. For example the Levy Period may be 2013/05 but the GL Fiscal Period may still be in 2013/04 - Also note that if the GL Month end is running late then the Date Range for the FISCAL month may not be from the 1 st to the 30 th or 31 st of the month. PLEASE NOTE: - Take note when running a Consumer Reports whether you need data pertaining to a LEVY PERIOD, a DATE RANGE or a GL FISCAL PERIOD - If you are running any Consumer Transaction Report to balance to the Closing Balances on the GL then you should run the report for the GL FISCAL PERIOD - When you are running Consumer Reports to compare one period with another make sure you are comparing Apples with Apples i.e. LEVY PERIOD with LEVY PERIOD or FISCAL PERIOD with FISCAL PERIOD - Do not attempt to compare values on a report for a Levy Period with values on another report for a Date Range or GL Fiscal Period. You might be overlapping data or excluding data. - All Munsoft reports can be RERUN at any stage which means that you do NOT have to run any report for fear of not being able to get the same report and data. Running reports and statements should NEVER be a reason for the consumer billing to hold up the rest of the system. QUICK HELP REPORTS THAT WILL HELP YOU TO: - Balance your Debtors to your General Ledger per Type of Service Consumer Control Report Ageing Report Back Dated type G. Select Excel Summary option - Get the consumer balances per account type Balance Report Balance as at Balance per Account Type - Calculate provision for bad debt (impairment) Ageing Report Back Dated Ageing Report. Select the Excel Detailed or Summary option Movement Report Annual Payment Reports Detailed Monthly Payments Payment Reports Detailed Payment Rate (Excel option) - Service Settlements amounts Payment Reports Settlements Summary or Settlements Breakdown - Calculate Payment Levels (payment rate) Payment Report Detailed Payment Rates. Select the Excel option - Rates Reconciliation 4

5 Rates Recon Report Annual Option - Section 71 Reporting Ageing Report Select Sections 71 option - Agreement Reconciliation Agreement Reports Agreement Control or Agreement Register - Agreement Balance - Short Term & Long Term split Agreement Reports Agreement Register - Accounts that are Defaulting on their Arrangements Agreement Reports Defaulting Agreements - Deposit Reconciliation Deposit Reports Deposit Control or Deposit Register - Indigent Subsidies Indigent Reports Indigent Subsidies or Indigent Register - Top 20 Consumer Debtors Balance Report Detailed Select Top option - Meter Consumptions Statistics Meter Recon Report Annual Detailed or Annual Summary Meter Consumptions Reports - Check Consumer Types and Charges linked to each account Tariffs on Accounts Report Excel Option - Give to your Vat Consultants or Debt Collecting Company Payment Reports Detailed Extract (Excel option) - Check Billing and monthly movement Levy Control Report Select Incl Control Report and look for Control Report by Type of service - Increase step tariff changes for new Financial Year Levy Control Report Select Split Step Tariffs - Answer Interest Audit Queries Interest Levy Report Select Include balances per service The interest = Interest bearing balance * interest % / 12 - List detailed consumer transactions that make up a consumer Bulk Posting Vote Enquiry History Details Click on Document Number Drop Down Adjustment Report Enter in the Fiscal Period and specify the Vote Number EXCEL EXTRACTS: - Full account detail Consumer Debtors Extract Menu Consumer Extract - Full meter levy history detail Consumer Debtors Extract Menu Meter History 5

6 - Full Valuation Roll Consumer Debtors Extract Menu Valuation Master - All Tariff Codes Consumer Debtors Extract Menu Tariff Codes Extract - Ageing Report Data Consumer Debtors Reports Ageing Report Detailed Excel, Grouped Excel, Summary Excel & Section 71 - Agreement Data Consumer Debtors Reports Agreement Reports Defaulting Agreements - Account Balances Consumer Debtors Reports Balance Reports Balances AS AT a Levy Period or GL Fiscal Period per Account or Per Account Type - Levied amounts per service to investigate irregularities on movement - Meter Recons Consumer Debtors Reports Levy Reports Detailed and Summary Consumer Debtors Reports Meter Recon Report Annual (12 months) Detailed and Summary - Payment Rate per Account - Rates Recons Consumer Debtors Reports Payment Reports Payment Rate, Detailed Extract (includes unallocated payments), Detailed Monthly Payments (over 12 months) Consumer Debtors Reports Rates Recon Report Annual (12 months) BALANCING TO THE GL If you want to see if the Consumer total balances are equal to the closing balance on the Consumer Control Vote then at any given moment you can run the Consumer Control Report which should always be in balance. If you want to see if the consumer balances at the end of a GL Fiscal Period are in balance to the Closing Balance on the GL then you can run a back dated Consumer Control Report, back dated Ageing Report (for type G ) or a back dated Balances Report AS AT for the Fiscal Period and compare with the closing balance on the Vote for that fiscal period. What causes imbalances? 1. Historically the opening balance was ever correct a. Solution Pass a journal to fix the opening balance to balance to the detail that was converted 2. A journal is passed to the Control Account on the GL Whenever a journal is done to a control vote you are affecting the GL balances without affecting the Consumer Accounts a. Solution Reverse the journal and pass the Debit or Credit notes on the actual Consumer accounts that should be affected 3. Cash Book or Receipts are captured on the Control vote. ONLY CON Bulk entries should reflect on your Control Vote a. Solution pass a journal from the control vote to the correct vote 4. On the AGREEMENT CONTROL a Debit or Credit note created using the Agreement Tariff Code as well as an Agreement Transaction using a NON agreement tariff will cause an imbalance 5. On the DEPOSIT CONTROL a Debit or Credit note created using the Deposit Tariff Code as well as a Deposit Increase or Reimbursement using a NON deposit tariff will cause an imbalance 6. The system defaults to the correct tariff code when you create an agreement and deposit, and the system warns you when you create a debit/credit note using an agreement or deposit tariff. The operator authorising the transactions should also double check the tariff codes. 6

7 AGEING REPORTS Summary Ageing Excel Report (note the 150, 180 and 210, Year and Over 1 Year columns): SECTION 71 REPORT 7

8 LEVY CONTROL REPORTS 8

9 AGREEMENT REPORTS AGREEMENT REGISTER DEFAULTING AGREEMENT S 9

10 AGREEMENT CONTROL DEPOSIT REPORTS 10

11 DEPOSIT REGISTER DEPOSIT REPORT 11

12 DEPOSIT CONTROL INDIGENT REPORTS 12

13 INDIGENT REGISTER INTEREST LEVIED REPORTS 13

14 METER RECON REPORTS ANNUAL SUMMARY METER RECON 14

15 RATES RECON REPORT ANNUAL RATES RECON REGISTER LEVIED REPORTS 15

16 SUMMARY LEVIED REPORT DETAILED LEVIED REPORT 16

17 MOVEMENT REPORTS DETAILED ACCOUNT MOVEMENT 17

18 SUMMARY ACCOUNT MOVEMENT PAYMENT REPORTS Note that all PAYMENT amounts on the Consumer Module will INCLUDE PAYMENTS, PAYMENT REVERSALS and PAYMENT TRANSFERS (the Payment and Payment transfers cancel each other out but the Reversals do not) All PAYMENT amounts on the Cashiers will NOT include the payment reversals done on the Consumer Module If you have a difference between the Cashier Report and the Payment Report (both pulled for a GL Fiscal Period) check how many Payment reversals have been passed. Cashier Receipts for system CD (Consumer Debtors) for a Fiscal Period = Payment Report for a Fiscal Period (excluding reversals) 18

19 DETAILED PAYMENT REPORT Note the difference between the Cashier Report and the Detailed Payment Report equals the Payments Reversed Amount. SUMMARY PAYMENT REPORT 19

20 PAYMENT RATE See the Payment Rate Report for comparing the Billing of one Levy Period with the payments received in another SUMMARY PAYMENT REPORT: 20

21 PAYMENT SUMMARY BREAKDOW N DETAILED MONTHLY PAYMENTS 21

22 CONTROL REPORT Consumer Control Report including the totals per service 22

23 NOTES 23