Summary

The Import step of the UB Adjustments and Fees process is an optional step used to import a group of adjustment fees. For example, an organization that outsources garbage collection could import a set of fee adjustments to bill for garbage contractor services.

Step by Step

1     Create an Adjustments and Fees batch.

• Additional billings are generated using the Adjustments and Fees palette.
• 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 UB Adjustments and Fees batch number drop-down menu. This will open the New Batch window.
• Enter a Batch Month and Batch Year. These fields will default to the current calendar period and calendar year, and are used for reference only.
  • The transaction date of the miscellaneous billing is set up in the Input Billings window when the billing is generated (UB> Adjustments and Fees> Input> Select Billing from the Create icon drop-down> Transaction Date field).
  • The fiscal period the journal entry created is set up during the GL Distribution report (UB> Adjustments and Fees> GL Distribution> Journal Entry Date field).
• 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 of the batch year.

2     Import the fee adjustments.

• Open the Adjustments and Fees Import window (UB> Adjustments and Fees> Import).
• Select the Configuration of the import file.
  • The Configuration drop-down field will display all of the import configurations created in the application.
    • Import configurations are customized import layouts that will take the data from an from a third-party application export file and reconfigure it to meet Springbrook layout requirements.
    • Import file configurations are created and maintained on the Import Configuration Maintenance window (SS> Maintenance> Import Configuration).
  • Once a configuration is selected, you can click the Layout icon   to display additional information about the expected layout of the import file.
    • If the import file does not match the expected configuration, the import process will encounter an error and the file will not be imported.
• Enter the File Name or click the field label to browse to the desired import file.
• The Tran Date field is used to assign a specific transaction date to all records included in the import file. This will override any transaction date previously associated with those records.
• Check the Use record Date toggle to use the transaction date associated with each record in the import file.
  • When this toggle is checked, the import will ignore the Tran Date field above.
  • An error message will display if this toggle is checked and any of the records in the import file do not include a transaction date.
• Click the Confirm icon   to import the file.

3     Commit the Adjustments and Transactions.

• After the fee adjustments have been imported into the Adjustments and fees batch, print the Proof List and GL Distribution reports and commit the batch to commit the billings on the UB customer accounts.
  • The Commit step is only enabled after you have generated all of the required reports on the Adjustments and Fees palette.