Summary

The Statement Setup window is used to create and maintain New Billing, Final Billing and Past Due statements. Once statements have been created they can be selected during the Statements step of the New Billing, Final Billing and Past Due palettes and printed out for the UB customer accounts in the batch.

A statement is basically a set of customizations (title text, return address, hours of operation, message lines, logo display, etc.) done to a standard billing or Past Dues statement. You can create as many statements as you would like based on the standard reports.

Step by Step

1     Open the Statement Setup Selection window (UB> Utilities> Statement Setup).

• The Statement Setup Selection window will display all of the statements that have been created, including inactive statements.
• Highlight a statement and press DELETE to delete the selected statement.
  • If you do not want the statement available for use, but you do not want to delete the statement, change the status of the statement to inactive. Inactive statements will not display in the Statement drop-down menu on the Statement step of the New Billing, Final Billing, or Past Dues process.
    • Statements are set up as inactive by removing the check from the Active Statement toggle in UB> Utilities> Statement Setup> Select a statement> General tab.
• Highlight a statement and press ENTER to open an existing statement.
• Press INSERT to create a new statement. This will open the Statement Setup Maintenance window.

2     Create a new statement. 

• The Statement Name field will automatically populate with the statement name associated with the file selected in the File Name drop-down menu. This is not an editable field.
• Enter a name for the statement in the Report Name field. The report name will be used to select the statement from drop-down menus, so make sure it is named something you can easily recognize and differentiate from other statements.
  • The Report Name field can be up to 25 characters long.
• Select the report you would like to customize in the File Name drop-down menu.
  • The report selected in the field will determine which fields are enabled in the window.
• The Title Line fields display at the top of the past due statements and most billing statements. Many organizations enter their organization name and address in these fields.
  • The Title Line fields can be up to 50 alphanumeric characters long.
  • The Title Line fields will not display on the four to a page, three to a page, or standard billing statements.
• The Hours of Operation, Checks Payable To and Phone Number fields will only display on certain statements.
  • The Hours of Operation field is generally used to add the hours of operation to a statement. For example, “Monday through Friday 8:30 AM to 6:00 PM.”
  • The Checks Payable To field is generally used to enter the name of the organization checks should be made out to. For example, “Make Checks Payable To: Springbrook Software.”
    • When this field is populated, the statement will include a "MAKE CHECKS PAYABLE TO:" message. If this field is not populated, the message will not be displayed.
  • The Phone Number field is generally used to add a customer service number to a statement. For example, “Customer Service: 1-800-999-9999.
• Enter a zip code in the Return Address Zip Barcode field if you would like a barcode of the zip code to be added to the statement. This will display in addition to the return address zip code entered on address line three or four. If this field is left empty, the zip code will not display as a barcode on the statement.
• The Return Address Line fields are used to enter the return address of you organization.
  • These fields will display on the z-fold, full page, full page detail and statements.
• Check the Active Statement toggle if the statement is an active statement.
  • Only active statements will be available for use when printing statements in New Billing, Final Billing, and Past Dues. If the Active Statement toggle is not checked the statement will not display in the Statement drop-down menu in the Statement step of the New Billing, Final Billing and Past Dues process.
• Check the Add To New Accounts toggle if this statement should be added to new UB customer accounts when they are created using the New Account Wizard.
• When the Use meter cons multiplier and divisor on consumption toggle is checked, the system will use the consumption multiplier and consumption divisor values associated with the device type when calculating the consumption that will display on the statement.

3     Complete the Messages tab.

• The Message Line fields are used to enter messages on a statement.
  • Select a message that has already been created or manually enter a new message in a Message Line field.
    • Be aware of space limitations when creating statements that print more than one to a page, such as Past Due Statements 3 and 4. If too many characters are entered in the Message Line fields, these statements will not print properly.
    • For example, a single Message Line field on Past Due Statement 3 can accommodate up to 500 characters. However, if you intend to use all six Message Fields, you should limit each field to approximately 100 characters in order to maintain the intended formatting.
  • Click on a Message Line field label to select a message from a list. Messages are created and maintained on the Statement Message Maintenance window (UB> Maintenance> Statement Message).
  • Message statements that are manually entered into the Message Line fields will not be available in UB> Maintenance> Statement Message.

4     Complete the Billing Options tab.

• Complete the Preferences section of the tab.
  • Choose a Pre-Sorted Box option from the drop-down menu.
    • The City, State, Zip Code, and Permit Number fields will only be enabled, and can only be added to the statement, after selecting Yes from the Pre-Sorted Box drop-down menu.
  • Select Yes from the Display Payment Message drop-down menu to include the payment message on the statement.
    • Enter a Payment Message if you have selected Yes in the Display Payment Message field. This message will replace the default "Payments Received" message that appears on the statements.
  • The Additional Date Label field is used to add an optional, custom-labeled additional date field to the New Billing and Final Billing Statement Settings step. This date field can be customized to meet the specific needs of your organization.
    • By default, this field will be empty. A value must be specified in order to enable the related field in the New and Final Billing processes.
    • This field is only enabled when setting up a standard, full-page billing statement.
  • The Exclude Payment Plan Details field is used to specify how payment plan details are displayed on the standard, full-page billing statement.
    • By default, this field is set to "No" and billing statements will display the next four installment plan details for payment plan accounts set up to display on the statement.
      • Payment plans are set up to display on the billing statements by checking the Print on statement toggle on the UB Account window (UB> Maintenance> Account> Account tab> Payment Plan Maintenance section).
    • Select Yes to exclude those details and to enable the Payment Plan Message field below. This field can then be used to specify a more generic payment plan message that will display on the billing statement. The Payment Plan Message field will populate with a default message that can be customized to meet your organization's needs.
  • Select Yes in the Use Past Due Threshold field if you would like the statement to include an Account Past Due indicator. This indicator will only display if the beginning balance on the account minus the payments made during the current period are greater than the value entered in the Past Due Threshold field below.
    • If Yes is selected in the Use Past Due Threshold field, the Past Due Threshold field will be enabled. Enter the past due value that must be exceeded in order to display the Account Past Due value on the statement.
      • When generating final bills, please be aware that the Final Bill indicator WILL be displayed on the statement and the Amount Past Due indicator WILL NOT be displayed on the statement even if the past due threshold conditions are met.
    • If No is selected in the Use Past Due Threshold field, the Past Due Threshold field will not be enabled. No is selected by default.
  • Check the Address Service Requested toggle if you would like “Address Service Requested” to display at the top of all of the billing statements.
• Complete the Display Options section of the tab.
  • The selections made in this section will determine what is displayed on the statement.
  • Check the Summary Charges toggle to display a single total amount for all current charges on each service.
    • If this toggle is not checked, the statement will display the details of each charge for all services.
  • Check the Logo toggle to include the logo on the statements. The logo image is set up on the System Setup window (SS> Utilities> System Setup> Organization tab> Logo field).
    • Do not use the logo option if you have specified a Title, Hours of Operation and Phone Number on the General tab. These items occupy the same space as the logo and could result in overlapping if both are displayed.
  • Check the Tenant Copy toggle to display "Tenant Copy" in red on the top-right corner of the billing statement for all copies sent to the tenant associated with the account.
  • Check the Owner Copy toggle to display "Owner Copy" in red on the top-right corner of the billing statement for all copies sent to the owner associated with the account.
  • Check the Duplicate Copy toggle to display "Copy" in red on the top-right corner of the billing statement for all copies requested by the customer.
  • Check the Deposits (Applied) toggle to display any deposits applied to the total invoice amount if those deposits were not actually applied to the amount due during the Final Billing process.
    • This toggle will only apply to Final bills that include a refund amount.
  • Check the Total Days In Period toggles to include this billing information on the Account Information section of the statement.
  • Check the CR Barcode toggle to display a barcode on the statement stub that contains the customer's account number and total amount due. This barcode is used to scan information into the Cash Receipts module.
  • Check the CR Barcode - Balance Due When Scanned toggle to set the statement barcode to display the current balance due when scanned in Cash Receipts.
  • The Additional Billings With Current Charges toggle determines how billings applied to a customer account after a New or Final billing will be addressed.
    • Check this toggle to include these additional billing amounts and descriptions in the Current Charges section of the billing statement.
    • If this toggle is not checked, all additional billings will be excluded from the current charges, totaled, and then displayed in the Additional Billing section of the Bill Summary.
  • Check the Adjustment Details toggle if you would like to group adjustments made during the billing period by adjustment type description and to display each adjustment type description separately.
    • When this toggle is NOT checked, all adjustments made during the billing period will be displayed in the Bill Summary section on full-page billing statements.
    • This toggle will only be active on full-page billing statements.
  • Check the Budget Billing Amounts toggle if you would like to include budget billing values on the statement.
    • When checked, the Budget Current Charges value will display in the Bill Summary section of the statement.
  • Check the Display Deferred Amounts toggle if you would like to include monthly and total deferred amounts on the statement.
    • When checked, the Deferred Amount and Total Deferred Amount values will display in the Bill Summary section of the statement.
    • This toggle will only be enabled if the Budget Billing Amounts toggle is checked above.
  • Check the Bill-To Message toggle if you would like the message entered on the Bill To sub-tab of the Account Master Maintenance window to display on the statement (UB> Maintenance> Account> Open an account> People tab> Bill To sub-tab> Message column).
    • This message will be displayed under the Special Message section of the statement.
  • Check the Final Message toggle to display "Final Bill" under the "Amount Enclosed" section of the stub.
  • Check the Auto Pay Message toggle if you would like an auto pay message to display on billing statements. The auto pay message will only display on the statement if there is bank account information entered on the UB customer account on the Account Master Maintenance window (UB> Maintenance> Account> Open an account> Account tab> ACH sub-tab). Since payment will be received from these customer accounts through the Direct Debits process (CH> Direct Debits), the statements will display as paid.
  • Check the Reference Number toggle to include the reference number on the generated billing statement.
    • This display option cannot be used on any of the "4 to a page" statements.
  • Check the Hide Service Period toggle to generate the statement without included the Service Period information at the top.
  • Check the Period Dates as Meter Read Dates toggle to display the meter read dates as the period dates at the top of the statement.
    • When this toggle is checked, and if reads are conducted on the 10th of each month, the Service Period line on the statement will display those read dates as the beginning and ending of the service period even if the actual service period is different. For example:
    • Service Period:   8/10/2021 to 9/10/2021 (31 Days)
    • If the account does not include a prior read date, the period begin date and the newest read date will be used.
    • If the account includes more than one read date, the oldest prior read date and the newest read date will be used.
    • If the does not include any read dates, the period begin date and period end date will be used.

5     Complete the Consumption Graphs tab.

• This tab is used to configure the consumption graphs included on the billing statement.
• The Display Consumption Graphs drop-down menu is used to specify if the billing statements will display zero, one or two consumption graphs.
  • If you do not wish to display consumption graphs on your billing statements, simply select None and save the billing statement to complete the statement setup process.
  • Consumption graphs will display up to eight digits of total consumption. In the event that the displayed consumption amount exceeds eight digits, the amount will appear in full on the statement but it will truncated on the graph.
  • The Daily Average Usage value will display below the consumption graph.
• The Graph One Title and Graph Two Title fields are used to enter the title that will appear above the graphs when the billing statement is generated.
  • These fields will only be enabled if Single Graph or Two Graphs is selected in the Display Consumption Graphs drop-down above.
  • Graph titles are limited to 10 alphanumeric characters.
• The Reduction Percent field is used to provide a consumption reduction target, often related to drought-related water reduction initiatives.
• The Comparison Date From and Comparison Date To fields are used to set a comparison date range that will the reduction percents specified above will be compared to.
• The Display daily avg as field is used to specify a unit type for the Daily Avg Usage value in the graph.
  • The unit types displayed in the drop-down menu will be determined by the unit types associated with the selected Bill Types for the graph.
  • This option is only available on the standard billing statement.
• The Graph One Bill Types and Graph Two Bill Types fields are used to specify what data will be displayed in the graphs.

6     Complete the Meter Display tab.

• The Meter Display Options drop-down field is used to specify how the billing, reading, and consumption data will display on the statement.
  • The first drop-down option is the default meter display. If no selection is made, that is the option that will be used when generating the statement.
  • The Meter Display Options field will not display when setting up a 4-to-a-page billing statement.
• The Tier Display drop-down field is used to specify how the tier information will display on the standard UB billing statement.
  • Select Special Message / No Tier Info to display the only the Bill-To Message set up on the Billing Options tab.
    • This is the existing functionality and will be selected by default.
  • Select Tier Information to display the Tier Display section in place of the Special Message. The Tier Display section will display the service code, consumption, and billed amount for each tier billed on the statement.
  • Select Special Message and Tier Information to include both the specified Bill-To Message and the Tier Display section.
  • Select Single Graph and Tier Information to include the Usage History graph that compares prior to current usage and the Tier Display section.
• Check the Meter Info toggle if you would like the meter information included on the statement. This will include the read data, consumption value, and serial number of a meter attached to the account. If no meter information is generated, for example, on a flat fee customer, this toggle can be left unchecked.
• Check the Meter Changeouts toggle to display both the Active meter and the Removed meter if the meter was removed within the billing cycle.
• Check the Estimated Read Flag toggle to display an "E" next to the any meter with an estimated read in the Meter Readings section of the statement.

7     Complete the Past Due Options tab.

• Enter a Statement Heading for the new statement. The statement heading will display below the Title Lines near the top of the printed statements. Past Due Notice or Shut Off Notice are examples of common statement headings.
  • The Statement Heading field can be up to 25 characters long.
• The Display Beginning Balance field is used to select which balance will display on the past due statement.
  • Select Past Due Amount if you would only like to display the past due amount on the statement.
  • Select Balance Forward if you would like to display the entire balance forward on the statement.
• The Stub Location field is used to determine whether the returnable statement stub will be printed at the top or the bottom of the past due statement.
• The Display Options section allows you to configure the way the Past Due statement is displayed. The Past Due statement type - 1, 2, 3, 4, or 4 to a page - selected in the File Name field on the General tab will determine which of these display toggles are enabled.
• Check the Additional Charges toggle if you would like the penalties generated during the Past Dues process to display on the statement. For example, if $15.00 worth of past dues penalties were generated on the customer account during the Past Dues process, check this toggle to display those charges as a separate line item on the statement.
• Check the Auto-pay toggle to include an auto-pay indicator on the statement if the account is signed up for auto-pay. If the account is not signed up for auto-pay, this toggle will have no effect.
• Check the CR Barcode toggle to display a barcode on the statement stub that contains the customer's account number and total amount due. This barcode is used to scan information into the Cash Receipts module.
• Check the CR Barcode - Balance Due When Scanned toggle to set the statement barcode to display the current balance due when scanned in Cash Receipts.
• Check the Logo toggle to include the logo on the statements. The logo image is set up on the System Setup window (SS> Utilities> System Setup> Organization tab> Logo field).
  • Do not use the logo option if you have specified a Title, Hours of Operation and Phone Number on the General tab. These items occupy the same space as the logo and could result in overlapping if both are displayed.
• Check the Service Period toggle to include the service period on the statement.
• Check the Total Due toggle if you would like the total due amount to display on the statement.
• Check the Include Aged Balances on Statement toggle to generate a Past Due statement that will include a past dues table that displays past due balances that are 0-30, 31-60, 61-90, 91-120, and 120+ days old.
• Check the Reference Number toggle to include the reference number on the generated past due statement.
  • This display option cannot be used on any of the "4 to a page" statements.
• Press ENTER or click the Save icon when complete to save the statement setup.

8     Complete the OCR Scanline tab.

• The OCR Scanline tab is used to configure the OCR scanline values to meet individual bank requirements. This scanline is used to scan information into the Cash Receipts module.
  • This tab will only display when configuring the UB Billing Statement and Past Due Statement 2 statements.
• Check the OCR Scanline toggle to enable the other fields and toggles on the tab.
• The Number of digits for Amount field is used to specify the number of digits that will display for the account total amount within the OCR scanline.
  • This value will default to 8.
• The Left, Top, Height, and Width fields are used to adjust the location of the scan line.
  • While negative numbers are allowed when adjusting the size, the Height value cannot be reduced beyond -0.14.
  • The maximum value for each of these fields is 100.00.
• Check the Do not calculate check digit toggle to omit the calculated check digit that appears at the end of the OCR scanline.
• Press ENTER or click the Save icon when complete to save the statement setup.