MUNSOFT 5.1 INCOME: CONSUMER DEBTORS DAY END, BILLING, MONTH END AND YEAR END MANUAL 1 Y Walters B.Sc. (Math Science) Hons
CONSUMER DEBTORS DAY END, BILLING, MONTH END & YEAR END... 3 Day End Procedure... 3 Month End Procedure... 3 Tasks before Billing... 3 Test Billing run... 4 Live Billing Run... 5 Year End Procedure... 8 Notes... 9 2
CONSUMER DEBTORS DAY END, BILLING, MONTH END & YEAR END DAY END PROCEDURE 1. GL Interface Listing (Supervisor Regular Procedures Daily Day End Procedures C/Debtors I Face Print) 2. GL Interface Posting (Supervisor Regular Procedures Daily Day End Procedures Post C/Debtors to G/L) 3. Control Report (Consumers -> Procedures -> Control Report) MONTH END PROCEDURE TASKS BEFORE BILLING - Meter Readings - Capture all meter readings (Consumer Debtors Meter Menu Meter Readings) - Import all meter readings (Consumer Debtors Meter Rdgs Imp/Exp Menu Readings File Import) - Average all unread meters (Consumer Debtors Meter Menu Meter Averaging) - Calculate consumptions (Consumer Debtors Meter Menu Meter Consumptions) - Check Meter Deviations (Consumer Debtors Deviation Report) - Capture Transactions (Consumer Debtors Transactions) - Debit & Credit Notes - Deposit Increases & Reimbursements - Payment Transfers & Reversals - Account Reimbursements - Meter Disconnections & Reconnections - Agreements - Indigents - Interims - Account consolidations 3
TEST BILLING RUN 1. Copy Live to Test (Supervisor Utilities Copy LIVE to TEST Click Ok ) 2. Log onto Test (Username muntestg and Password muntestg. Second password is blank) 3. Mark books Ready To Levy (Consumer Debtors Mark Books Ready) This should be done throughout the month. As a book is read and deviations have been corrected the book can be marked Ready to Levy on the Route Book Master (Consumer Debtors Meter Menu) 4. Journal Authorisations (Consumer Debtors Transactions Auth Transactions) 5. Cashier Day end (or Month end depending on whether the Consumer month end coincides with GL month end) 6. Do the Test Billing (Supervisors Regular Procedures Month End Procedures Consumer Debtors Procedures) 1) Indigent Tariff Swap 2) Rates Levy Run 3) Service Levy Run 4) Meter Levy Run 5) Interest Levy Run 6) Group Account Transfers 7) Other Optional Runs: Bulk Deposit Increase Penalties & Collections Levy Run Late Payment Levy Run Housing Levy Run Rates Rebate Reversal Sundry Charges % Escalation 4. GL Interface Posting (Supervisor Regular Procedures Month End Procedures Consumer Debtors Post C/Debtors to G/L) 5. Consumer Month End (Supervisor Regular Procedures Month End Procedures Consumer Debtors Consumer Month end) The system will calculate & save the Ageing so that it can be rerun after month end 6. Run various reports and send to Head of Income to sign off or ask Head of income to log onto Test to check and sign off 4
LIVE BILLING RUN 1. Mark books Ready To Levy (Consumer Debtors Mark Books Ready) This should be done throughout the month. As a book is read and deviations have been corrected the book can be marked Ready to Levy on the Route Book Master (Consumer Debtors Meter Menu) 2. Journal Authorisations (Consumer Debtors Transactions Auth Transactions) 3. Cashier Day end (or Month end depending on whether the Consumer month end coincides with GL month end) 4. Lock the system (Supervisor Utilities Open/Close System Click on Lock and Ok ) 5. Make a Backup (Supervisor Regular Procedures Daily Quick Disk Backup Click Ok ) 6. Do the Live Billing (Supervisors Regular Procedures Month End Procedures Consumer Debtors Procedures) 1) Indigent Tariff Swap 2) Rates Levy Run 3) Service Levy Run 4) Meter Levy Run 5) Interest Levy Run 6) Group Account Transfers 7) Other Optional Runs: Bulk Deposit Increase Penalties & Collections Levy Run Late Payment Levy Run Housing Levy Run Rates Rebate Reversal Sundry Charges % Escalation 7. GL Interface Posting (Supervisor Regular Procedures Month End Procs Consumer Debtors Post C/Debtors to G/L) 8. Consumer Month End (Supervisor Regular Procedures Month End Procs Consumer Debtors Consumer Month end) The system will calculate & save the Ageing so that it can be rerun after month end 9. Unlock the system (Supervisor Utilities Open/Close System Click on Unlock and Ok ) 5
10. Create the Statement Files (Consumer Debtors Statement Menu) 1) Create a batch (Consumer Debtors Statement Menu Create Statement Batch) Tick which accounts you want to include, the minimum amount if you want to only send accounts to consumers that are in debt over a specific amount, and whether you want the files you send to your printers to separate by Town, Ward, Suburb or Account Type and if you want your mailing instructions and group accounts to also be in their separate file. The reasons for separating the files are perhaps because you want to send statements to all accounts except for accounts in the FARMS ward. You may need to send your Hand Delivered accounts in a separate file to your printing company so that they can courier the hand delivery accounts back to you separately. You might not want to post statements to your group accounts. By having the files separate you can then decide which files you want to send for printing 2) Create MMS File (Consumer Debtors Statement Menu MMS Statement Batch) File is created under the csm_statements directory This option is used by users that MMS statements for Consumer Account Mailing Instructions set to M 3) Create Email File (Consumer Debtors Statement Menu Email Statement Batch) File is created under the csm_statements directory This option is used by users that Email statements for Consumer Account Mailing Instructions set to E 6
4) Create Printer s File (Consumer Debtors Statement Menu Print Statement Batch) The system will pop up a window where you select the directory on your local machine where the statement files should be copied to automatically. If you send out MMS or Email statements and you also want to send out a hard copy statement then you select the Include MMSed and Emailes Statements Tick boxes. After Consumer Billing is done and you have generated the statements, it is advised that you do your consumer month end. If you DO NOT do your consumer month end then any transaction that affects the consumer s account will still affect the period that you have already generated statements for and the consumer will not see the transactions on his/her next statement for the next period 11. Reports (See the Consumer Report Manual) - The system automatically calculates & saves the ageing with every Consumer & General Ledger Month end. - You can rerun any report for any Consumer Period or GL Period - Income staff can log on and run any various reports needed 7
YEAR END PROCEDURE Consumer Year end is a normal Consumer Month end. The system will automatically create the New Year s Tariff Codes. With the GL year end the Consumer Valuation Roll for the new financial year will be created and the system will automatically save an Ageing Report. 8
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