NextGen Utility Billing

Account Information General Tab Customer & Location Account dates Account Balance Information at a glance Account services

Account Information ACH Information

Account Information Multiple email addresses can be entered Email Bill option is available Secondary Responsible Parties can be added for contact and look up purposes

Account Information Comments can be added to the account for future reference Screen Notes will create a pop-up note that will appear when account is viewed

Account Information Screen Note will pop up when account is selected

Account Information Services tab displays information for the service highlighted This tab is used for setting up the service, meter maintenance, edit readings, etc. Tabs – Service, Metered, Reading History, Service Bill History

Account Information A/R By Service tab displays bill breakdown by service

Account Information Bill History tab displays detailed information for each billing cycle Expand billing transaction by clicking for more detail

Account Information Transaction tab displays all transactions for the account Double click on transaction to view details

Account Maintenance Account Inquiry can quickly be changed to Account Maintenance by selecting Switch To Maintenance option on the option wheel Quick access to Estimate Bill option and Account Transaction Report

Service Orders

Service Orders Service Order – An order created in NextGen that is directly related to the status of an account in Utility Billing. The order contains a task to be performed that can be tracked within the software. A form is created with Service order details that can be printed or emailed to the employees performing the task. Connect – Turn on new or existing account Disconnect – Finalize or terminate active account Meter Change – Replacing current meter on the account Queued Connect – A connect on an account that has a disconnect order that has not been completed yet.  Queued Disconnect – A disconnect on an account that has a connect order that has not been completed yet.

Service Orders Click Task Tracker button to issue Service Order

Service Orders Example: Issue Disconnect Service Order Click Next

Service Orders Click Next

Service Orders Enter Needed Date Enter Task Comments Click Next

Service Orders Click Finish

Service Orders Tasks Create Another Task View Created Task Print Created Task View Account Queue Connect For Next Tenant Service Order Number

Requested and Issued Date Customer Information Meter and Reading Information Service Order Instructions and Completed By information

Service Orders Use Task Tracker button to complete Service Order

Service Orders Enter Final Reading Comments can be entered Click Next to complete order

Receipting

Receipt Batch

Transaction Types appear in a drop down Receipting Transaction Types appear in a drop down Once the Transaction Type is selected, the total paid defaults

Receipting Payment Types appear in a drop down If the customer pays using two methods such as cash and check, select the Multiple option to open a window to key those in.

Use the Options Wheel to View the Receipt Distribution Receipting Use the Options Wheel to View the Receipt Distribution

The payment distribution can be changed as needed. Receipting The payment distribution can be changed as needed.

Receipting An account in an open cutoff batch displays a message alerting the cashier.

The Tasks menu on the batch shows available reports. Receipting The Tasks menu on the batch shows available reports. The batch is then closed and the entries affect the UB accounts.

Reading Process

Reading Process 12/16/2017 12/2017 December Readings January Billing

Importing Readings After Importing Readings, the Message area displays the number of readings imported, the number of services with no reading and the number of skipped bills.

Review Readings Click Review Readings to see the readings that are importing. Click the Tabulate Edits option to see a dropdown of Edit Messages.

Review Readings Select a Message to see all services with that error. This example shows the services with no current reading entered. Enter the reading in the ‘Current’ column. As soon as the reading is entered, the record no longer displays as a “No Entry” message. To look at the account or make changes other than the current reading, double click on a line to open the account in inquiry then use the Options wheel to jump to maintenance as needed.

Review Readings To see all service items grouped by the messages, click on the Edit Message column to sort.

Review Readings Use the Options wheel to Estimate Readings, Enter Consumption or flag the service to Skip Bill. Estimate All Readings will estimate all services with no current Reading.

The following reading reports are available. Reading Process Reports The following reading reports are available.

Reading Process Reports The Reading Edit Report prints the service records with edit messages. The user selects which services and edit messages to include on the report.

Reading Process Reports The Reading Top Consumption Report prints in consumption order (highest to lowest).

Reading Process Multiple reading batches can be open at the same time You can either close and process the batch to update the readings to the accounts then do your re-reads and other edits or you can leave the reading batch open until you are finished with all edits Once a Reading Batch is closed, select Readings, Reading Batches to go to that batch to view the readings entered or to print reading reports

Billing Process

Billing Process

Billing Process Verify Billing Calculations immediately shows any errors that prevent the service from correctly calculating. Double click on a line to go to the account and make necessary changes.

Billing Process Select the Calculation Messages drop down to see all messages. Select a message to see only accounts with that message.

Billing Process The Verify Billing grid shows all accounts/services that will be billed. There are more columns in the grid than can display in the window. Use the scroll bar to see the additional columns. Columns can be resized, moved and sorted. Click Reset Layout to set the display back to the default layout. Use the Find Account box to search for a particular account number. Use the Grid options to export or print the grid information.

Billing Process The Service Billed column shows the calculated amount to bill for the service. Click on the “Service Billed” column heading to sort the records by that amount to quickly spot any extremely high or low bills. Click and hold on the column heading to move it to another location on the grid.

Billing Process Printing the Billing Register includes the ability to print accounts based on status, e-billing, bank draft and skip bills.

The Billing Register prints detailed billing information. Billing Process The Billing Register prints detailed billing information.

Billing Process The billing process offers several additional reports. These reports are available for printing even after the billing batch has been closed and the billing updated to the accounts.

Billing Process Select Print Bills to view the bills on the screen then send them to the printer. Below is an example of a printed bill. The message that prints on the bills is at the bottom of the Billing Batch record.

Billing Process Once the billing is complete select Close Batch to update the billing to the accounts.

Billing Process Multiple billing batches can be open at the same time If the bills are printed by a third party company, the Print Bills option is removed and the option to create the file for the printing company is included Once a Billing Batch is closed, select Billing, Billing Batches to go to that batch to view the billing details or to print billing reports

Penalty Batches

Penalty Batch Enter Batch ID Click Calculate Penalty Enter Transaction Date

Penalty Batch Accounts can be viewed by clicking on the Penalties Tab

Penalty Batch Penalty Report shows detailed listing of penalty that will be applied

Penalty Batch Penalty Report is found under Tasks Click Apply Penalty/Close Batch when finished and ready to apply penalty to the accounts.

Cutoff Batch

Cutoff Batch Enter Description Enter Cut-Off Date

Cutoff Batch Don’t Cut-off check box is available if needed

Cutoff Batch List of accounts selected for Cut-Off

ACH

ACH File Enter Effective date Verify File Path Enter File Name Click Next

ACH File ACH file can be viewed at a later time by searching for the file, then clicking on the payments tab

Reporting

Reporting The Transaction by Type Report prints a listing of all transactions that meet the selection criteria. For receipts, a separate line prints for each affected service based on the receipt distribution.

Reporting The Statistical Report prints the billing less adjustment amounts for the selected billing periods.

Reporting The Sales Tax Report prints the sales tax amounts to report to the state.

Reporting The Daily Transaction Report prints daily and month to date totals for transactions.

This completes our presentation of the NextGen Utility Billing software for Resource 2018. If you have questions about this presentation, please see our Marketing folks at their booth or contact LGC Software Support Help Desk at 800.439.4504.