1	UTILITY BILLING Entering Customers
2	ADDING A NEW CUSTOMER Existing Property
3	On the Utility Billing panel, select “Customer Inf” and “Customer Maintenance”
4	Adding A New Customer (Existing Property) Select “NewAct(F5)” – This brings up the New Accounts Options Menu Select “New Customer” under the Existing Property heading
5	Adding A New Customer (Existing Property) This brings up the Property Location lookup screen Select the existing property that the new customer is moving into NOTE: The property that you are copying the new customer to cannot have an active tenant
6	Adding A New Customer (Existing Property) This brings up the Customer Name/Address Maintenance screen with the Customer Address and Mailing Address already filled in with the property address Enter the new customer’s name and change the mailing address if necessary
7	Adding A New Customer (Existing Property) You have the option of changing the ID Type from Personal to Business or Government You can also enter the Social Security Number or EIN in the Tax ID field You also have the option of adding telephone numbers If the Customer Address and Mailing Address are the same and you want to update all address with this single address, select “CpyAdr(F6)”
8	Adding A New Customer (Existing Property) This brings up the Owner Name/Address Maintenance screen with the Owner Name and Addresses already filled in with the Customer Name/Address information from the previous screen If this is a rental property, this screens allows you to track the Owner Name/Address information separate from the Customer Information NOTE: If the “CpyAdr(F6)” key was selected on the previous screen, this information is automatically saved with the Customer Name/Address information and this screen is not shown
9	Adding A New Customer (Existing Property) The next screen is the Property Location If the property is a rental, the Owner Type can be changed from Owned to Rental Put the property on the appropriate Billing Cycle (if you only have one Billing Cycle, this should already be defaulted in correctly) Print Service Address on the Bill should be set to “01 YES” Verify that the POC Code is correct. If you are using POC Codes, one will default in but it may need to be changed
10	Adding A New Customer (Existing Property) This brings us to the Service Master screen Since this was an existing property, we can simply select “Copy Prev Services” and the software will copy all of the service information (including meter info) from the last customer to this new customer
11	Adding A New Customer (Existing Property) After selecting “Copy Prev Services”, you will be prompted for a Customer Start Date This date will be the start date on all of the services attached to this account
12	Adding A New Customer (Existing Property) This brings us back to the Service Master screen You will notice that the “Copy Prev Services” option is no longer listed because the services have already been copied Select “Exit” here to return back to the Customer Master record
13	Adding A New Customer (Existing Property) This is the final step in the process to add a new customer Verify that the Customer Type is correct. It should default to “ 1 Residential” but will need to be changed if the customer is Business, Industrial, or Government Verify that the Residence Code is correct. A Residence Code should default in, but may need to be changed NOTE: If the Customer Type and/or Residence fields are incorrect, the Totals By Service By Customer Type/Residence reports that are printed during the billing process will also be incorrect
14	ADDING A NEW CUSTOMER New Property
15	On the Utility Billing panel, select “Customer Inf” and “Customer Maintenance”
16	Adding A New Customer (New Property) Select “NewAct(F5)” – This brings up the New Accounts Options Menu Select “New Customer” under the New Property heading
17	Adding A New Customer (New Property) This brings up the Book Number lookup screen Select the Book where this new customer/property needs to be added
18	Adding A New Customer (New Property) Enter the account number that is to be assigned to the new customer The Tenant number is not entered. Since this is a new property the software will automatically assign the tenant number as 01 NOTE: the account number needs to follow the appropriate sequence based on how the meters are read
19	Adding A New Customer (New Property) This brings up the Customer Name/Address Maintenance screen All of the appropriate information will need to be filled out on this screen No information is defaulted in here because this is a brand new customer and property
20	Adding A New Customer (New Property) This brings up the Owner Name/Address Maintenance screen with the Owner Name and Addresses already filled in with the Customer Name/Address information from the previous screen If this is a rental property, this screens allows you to track the Owner Name/Address information separate from the Customer Information NOTE: If the “CpyAdr(F6)” key was selected on the previous screen, this information is automatically saved with the Customer Name/Address information and this screen is not shown
21	Adding A New Customer (New Property) The next screen is the Property Location If the property is a rental, the Owner Type can be changed from Owned to Rental Put the property on the appropriate Billing Cycle (if you only have one Billing Cycle, this will already be defaulted in correctly) Print Service Address on the Bill should be set to “01 YES” Verify that the POC Code is correct. If you are using POC Codes, one will default in but it may need to be changed
22	Adding A New Customer (New Property) This brings us to the Service Master screen Since this is a new property, the services will have to be added individually Select “Add a Service”
23	Adding A New Customer (New Property) Select the service you wish to add
24	Adding A New Customer (New Property) This brings us back to the Service Master screen Enter the Start Date for this service. If this start date is beyond the Bill Date of the next billing, this service will not be billed Skip Bill should be set to “02 DO NOT SKIP BILL” except in rare cases where the service does not need to be billed The Number of Minimum Charges should be set to “1” unless it is a compound meter Verify that the Bill Cycle code is correct
25	Adding A New Customer (New Property) The Charge Rate is the rate table that you want to use to calculate the amounts for this service. A Charge Rate may default in here but it must be checked to ensure that it is correct Tax-Status should default to “01 Normal” but may need to be changed to Industrial Reduced or Exempt Tax Code should default to normal tax rate but may need to be changed if you have more than one tax rate
26	Adding A New Customer (New Property) Pen-Exempt field will default to “02 NO” and should only be changed if this customer is exempt from penalty on this service The standard penalty code will default in here. This only needs to be changed if you have more than one penalty rate
27	Adding A New Customer (New Property) The next screen is the Financial Information screen You will enter the deposit information here (if this service requires a deposit) The One Time/Flat Charge fields are used if this service is simply billing a flat charge (not based on consumption). The charge amount is entered in the Monthly Payment field NOTE: If you are setting up a service for either a one time or a flat charge, the Calculation Code on the Service Master record must be set to either “01 ONE PAYMENT CHARGE” or “03 CONTINUOUS FLAT CHARGE”
28	Adding A New Customer (New Property) This is the Customer Link screen If this screen appears, just hit “Update(F4)” to continue Normally this screen is not used and can be turned off so that it will not pull up automatically
29	Adding A New Customer (New Property) The next screen is the Meter Master-Available screen This screen shows all of the meters that are in the software that have a status of “Available” Normally, you will need to add a new meter and not select an existing available meter If this is the case, hit “Exit(Esc)” to escape out of the lookup screen
30	Adding A New Customer (New Property) This brings up the Meter In Service screen Enter the Installed Date for this meter. Normally it would match the Start Date on the Service Master record Enter the Meter Type
31	Adding A New Customer (New Property) This brings you to the Meter No field Hit the “AddMtr(F5)” key to add a new meter
32	Adding A New Customer (New Property) Enter the Meter Type, the Meter Number, and the Meter Size If you are not actually tracking meter numbers, you can use the account number as the meter number Everything else should default in properly NOTE: If you are using handheld meter readers, you may have to adjust the Handheld Type, Number Of Dials, and Radio Information fields
33	Adding A New Customer (New Property) This brings you back to the Meter In Service screen The Meter No field should have the number of the newly entered meter filled in Verify that the Meter Multiplier field is correct (normally should be 1.0000) Make sure that the Installed Date of the meter is showing as the Previous Reading Date
34	Adding A New Customer (New Property) This brings us back to the Service Master screen Select “Add a Service” again and repeat these steps to set up all other services for this customer