Summary

The Miscellaneous Charges window is used to create a billing on all Active status UB customer accounts within selected billing cycles using an adjustment type code. The billing will default to the flat amount attached to the fee codes of the selected adjustment type, but you can modify the billing from the default amount. If you would like to create a billing using a fee code rather than an adjustment type code, create the billing in the Input Billing window (UB> Adjustments and Fees> Input> Create icon> Select billing). 

If there is a receipt or account alert set up on the adjustment type code used to create the charge (UB> Maintenance> Adjustment Type> Account alert or Receipt alert toggles), the alert will be attached to the UB customer accounts when the charges are committed. The alert windows will display when either the account is opened (UB> Maintenance> Account) or a receipt is entered (Cash Entry window). For example, if you are charging NSF fees on customer accounts, you can add alerts to the NSF adjustment type code to create an alert on the UB customer accounts processed in the batch. If you process the billing using the Input Billing window (UB> Adjustments and Fees> Input> Create icon> Select billing) instead of the Miscellaneous Charges window, you will not be able to add alerts to the customer accounts in the batch. The Input Billing window creates a billing using a fee code and alerts are attached to adjustment types.

After the miscellaneous charges have been generated on UB customer accounts they will display on billing statements the next time a New Billing batch (UB> New Billing) is run on the billing cycles included in the Miscellaneous Charges process. The miscellaneous billing will create adjustment type transactions on the statements and UB customer accounts. 

After the miscellaneous charges have been generated in the Miscellaneous Charges window, you can delete or modify the charges on each UB customer account using the Input step of the Adjustments and Fees process (UB> Adjustments and Fees> Input).

Step by Step

1     Create an Adjustments and Fees batch.

• If you generate miscellaneous charges on UB customer accounts using an open Adjustments and Fees batch, the existing transactions in the batch will be overwritten by the miscellaneous charges.
• Select the Adjustments and Fees palette in UB> Adjustments and Fees. This will expand the Adjustments and Fees palette and display the steps of the Adjustments and Fees process.
• Select New from the Adjustments and Fees batch number drop-down menu. This will open the New Batch window.
• Enter a Batch Month and Batch Year. These will default to the current calendar period and year. The fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report in UB> Adjustments and Fees> GL Distribution.
• Enter a Batch Number or click the Generate icon   to create a batch using the next available batch number.
  • The batch number is used to identify a specific batch within a batch month and batch year. They are limited to five digits and must be unique with the batch month and year.

2     Create a miscellaneous charge.

• Select the cycles you would like to apply the miscellaneous charge to in the Cycle field.
  • The miscellaneous charge will be applied to all Active status customer accounts in the selected billing batches.
  • Press CTRL+A to highlight all of the billing cycles. Press SPACE to check or uncheck the selected cycles.
  • After the miscellaneous charges have been created they will display in the Input step of the Adjustments and Fees palette. From the Input and Display window you can delete and modify the miscellaneous charges applied to each UB customer account.
• The Transaction Date field is used to enter the transaction date of the miscellaneous charges.
  • The journal entry date of the transactions in the batch will be assigned during the GL Distribution step (UB> Adjustments and Fees> GL Distribution).
  • The post date of the transactions in the batch will be assigned to the current date when the batch is committed in UB> Adjustments and Fees> Commit.
• The Adjustment Type field is used to select the adjustment type code that will be used to generate the charges.
  • Adjustment type codes are created and maintained on the Adjustment Type Code Maintenance window (UB> Maintenance> Adjustment Type Codes).
  • The service in the Charge This Service field on the fee codes attached to the adjustment type code (UB> Maintenance> Fee Code> Charge This Service field) must be attached to the UB customer accounts selected in the Cycles field. If the service is not attached to a UB customer account included in the batch you will receive an error message in the Jobs Viewer window (Jobs Viewer   icon on the main application window) and no transactions will be display in the Input step (UB> Adjustments and Fees> Input).
  • After the adjustment type code has been selected the fee codes attached to the adjustment type code will populate in the Fee field.
• The Description field is used to add a description to the adjustment transactions created by the process.
• The Fees field will display the fees attached to the adjustment type code selected in the Adjustment Type field.
  • Fees are attached to adjustment type codes in the Adjustment Type Maintenance window (UB> Maintenance> Adjustment Type> Fee Code field).
  • The fee codes attached to the adjustment type will determine the GL accounts used to assess the charges.
  • The Amount field will default to the flat amount set up on the fee code.
    • Click in the Amount field to change the amount of the miscellaneous charge.
• Click the Confirm icon to generate the transactions. Open the Jobs Viewer window (Jobs Viewer icon   on the main application window) to view the progress of the generate step.

3     Delete or modify the miscellaneous charges using the Input step of the Adjustments and Fees palette.

• Open the Input and Display window (UB> Adjustments and Fees> Input). This window will display all of the charges generated by the Miscellaneous Charges process.
• Select a charge and press DELETE to remove the charge from the UB customer account.
• Select a charge and press ENTER to modify the charge amount. This will open the Cash Receipt Maintenance window and display the charge information.
• Modify the amount in the Amount column in the Details section to change the charge amount. Changing the charge on one UB customer account will not affect the charges on the other customer accounts in the batch.
• Click the Save icon when complete.

4     Commit the Adjustments and Fees batch.

• Run the Proof List, GL Distribution, and then commit the batch.
  • The Post Date of the transactions in the batch will be the current date when the Commit step is processed.

5     Bill the miscellaneous charges.

• Create a New Billing batch on the billing cycle that miscellaneous charges were applied to in UB> New Billing.
• When a New Billing is processed, the miscellaneous charges will display on the billing statements as adjustment type transactions.