Summary

Once charges have been generated on assessments, Past Dues can be assessed and Statements can be generated. Follow this process to generate Past Dues in the SA module.

Step by Step

1     Create a new Past Dues batch.

• Select the Past Dues palette in SA> Past Dues. This will expand the Past Dues palette and display the steps in the Past Dues process.
• Select New from the Past Dues batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Past Dues process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields will default to the current fiscal period and fiscal year. These values are used for reference only, and are not necessary the fiscal month and year the transactions in the batch will be posted to. The fiscal period the transactions are posted to is determined by the journal Entry date entered when creating the GL Distribution List report.
• Type in a batch number and click the Save icon or press ENTER to create a batch in the current batch month and year.
  • To automatically create a batch with the next available batch number (the highest batch number used in the present month plus one), click the Generate icon.
• The batch number is used to identify a specific batch. Batch numbers are limited to five digits and must be unique with the batch month of the batch year.
• You can have more than one open batch in a process at a time.
• If there is an open batch, the batch with the lowest batch number and fiscal period will open. Select a batch from the drop-down menu at the top of the palette.
• You can delete batches by selecting a batch and pressing DELETE.

2     Generate Past Dues.

• Open the Generate Past Dues window (SA> Past Dues> Generate).
• Select the Cycles you would like to include in the batch.
  • Click the Select All or Deselect All icon drop-down menus to select or deselect all of the displayed Billing Cycles. All cycles are selected by default.
    • These icons can be used to select or deselect the Statuses as well.
  • Billing cycles are created and maintained on the Billing Cycle Maintenance window (SA> Maintenance> Billing Cycle).
• Select the Statuses you would like to include in the batch.
  • Assessment Statuses are created and maintained on the Assessment Status Maintenance window (SA> Maintenance> Assessment Status).
• The Aging Date tells the system to ignore all transactions after the date entered in this box.
• The Transaction Date is the transaction date that will be associated with the new penalty charge being generated.
• The Due Date is the date that the new penalty charge being generated is due.
  • The Transaction and Due dates can also be used for calculating penalties in future Past Due batches. If an account included in the current Past Due batch remains unpaid, the transaction or due date specified here can be used in a future Past Due batch to calculate a new past due penalty that includes the past due penalty generated from the current batch. This will require that the Include previous penalties in past due amount toggle is checked and the past due penalty fee code applied in the current batch includes an attached late fee (SA> Maintenance> Fee> Penalty Fee field).
• The Minimum Age will cause the process to ignore all transactions with an age less than the minimum age. Enter the minimum age in days.
• The Maximum Age will cause the process to ignore all transactions with an age greater than the maximum age. Enter the maximum age in days. If you want to include all transactions enter 999 in the Maximum Age field.
• Click the Age From drop-down menu to specify Due Date, Post Date, or Transaction Date as the age from date.
• There are three rounding choices in the Round drop-down menu.
  • Round Up will round all amounts up to the next increment you have specified in the Round To field. If you round to the nearest dollar and a penalty is calculated at $1.01, Round Up will make that a $2.00 penalty. A penalty calculated at $1.99 will also round to $2.00.
  • Round Down will round all amounts down to the previous increment you have specified in the Round to the nearest field. With this choice, if you have specified $1.00 in the Round to the nearest field, and the penalty is calculated at $1.99, it will round down to $1.00. Also, a penalty calculated at $1.01 will round to $1.00.
  • Select Off to round consumption up if the consumption decimal amount is 0.5 or greater and down if the decimal amount is less than 0.5.
• If your penalties use percentages to calculate you can control how the system rounds the penalty amounts. The Round To field allows you to determine if you want the system to round to the nearest penny, five cents and so on. If you round penalties to the nearest dollar, put 1.00 in the Round to the nearest field.
• Check the Include previous penalties in past due amount toggle and the past due amounts on which the penalties are calculated will include any previous penalties that are past due.
  • This toggle will only affect the new past due penalty calculations if the original penalty fee code applied to the account includes an attached late fee (SA> Maintenance> Fee> Penalty Fee field).
• Check the Include uncommitted payments toggle to include payments that have not yet been committed in the Past Dues batch.
• When finished, click the Confirm icon.

3     Edit the past dues.

• Open the Edit Past Dues window (SA> Past Dues> Edit).
• The Edit Past Dues window displays all of the currently generated past dues. You may edit these charges by clicking the Expand button next to a line item and modifying the amount listed in the Penalty Amount column.
• Check the Print toggle next to each of the line items you would like to include in the batch.
  • Use the Select All or Deselect All icon drop-down menus to select or deselect all of the displayed past due records.
  • All line items will be checked by default.
• When finished, click the Save icon to save your changes.

4     Print the Aging Report.

• Open the Aging Report window (SA> Past Dues> Aging).
• The Aging report displays those assessments that have outstanding past due balances.
• Not all of the print options are enabled.
  • The toggles in the Cycle and Status fields are read-only and determined by your selections on the Generate step.
• The Aging Date field will default to today's date.
• Specify an age range in the Minimum Age and Maximum Age fields.
• The Age From drop-down menu will be inactive as this option was specified on the Generate step.
• Select the order you would like the report to print in the Sort By drop-down menu.
• Specify a Minimum Balance to filter out transactions that fall below a particular dollar value.
• Check the Include zero balance assessments toggle to include assessments that have a zero balance in the report.
• Check the Include negative balance assessments toggle to include assessments that have a negative balance in the report.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).
• The report will display the User that created the report, Date Printed, Aging Date, Category, Application Number, License Number, License Type, Customer Number, and Customer Last Name. The report will also provide a total Balance by license or application, balance for Under 30 days, 30-60 Days, 60-90 Days, 90-120 Days, and Over 120 Days as well as a report total.

5     Print the Proof List.

• Open the Past Dues Proof List window (SA> Past Dues> Proof List).
• Select the report type you would like to print.
  • The Summary report displays the Transaction Date, Transaction Type, Customer Number, Customer Name, Assessment Number, Description, Amount and Report Total.
  • The Detail report displays everything included in the Summary report as well as the Fee Code, Debit Account, Credit Account and Fee Amount.
• Click the Print icon   to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

6     Print the GL Distribution report.

• Open the GL Distribution Report window (SA> Past Dues> GL Distribution).
• Enter the transaction date you want to appear in the General Ledger for this batch in the Journal Entry date field. This date will determine the fiscal period in which the invoices are recorded.
  • The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.
• Select the Report Type from the drop-down menu.
  • The Summary report displays the Fund, Account Number, Description, total Debit Amount by account and total Credit Amount by account. By default the report will subtotal by Fund and provided a grand total of debits and credits.
  • The Detail report displays everything included in the Summary report as well as a detailed break-down of individual credits and debits for each account.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

7     Print the Past Due Statements.

• The Past Due Statements provide the complete financial detail for the account that is past due.
• Open the Past Due Statements window (SA> Past Due> Statements).
• Select the Report Type from the drop-down menu.
  • The Summary statement displays the Customer Name, Customer Address, Customer Number, Assessment Number, Statement Date, Due Date, Transaction Type, Invoice Number, Invoice Date, invoice Due Date, Invoice Amount, Balance Due, Penalty Charged, Total Due, and Total Balance Overdue.
  • The Detail statement displays everything included in the Summary statement as well as the Line Item Description, Line Item Balance Due, and Line Item Penalty Charged.
• Use the Printer Adjustment field to adjust where the first line of the statement will print. If you adjust the alignment you may want to print a test statement before printing a large batch.
  • Zero is the system default. Adjusting the value up will move the first line of the statement up on the printed page and adjusting the value down will move the first line down.
• Select how you want the logo to display in the Logo Options field.
  • Select All Pages to display the logo on all pages of the statements.
  • Select First Page Only if you would like to display the logo on the first page of the statement only. If the statement is more than one page, the logo will not display on the second page and the space where the logo normally prints will be blank, shifting all fields on the second page up.
  • Select Don’t Print and Leave Room if you would like to leave the space that the logo normally prints in on the top of every page, but leave the logo off the statements. If the statement is more than one page, the spacing on the second page will be the same as the first. Choose this option if you are using pre-printed statement stock with a logo at the top of every page.
  • Select Don't Print and Don't Leave Room if you would like to print the statements without logos or blank spaces.
• If more than one statement is being printed, select how the statements are sorted in the Sort By field. The statements can be sorted by Assessment Number, Customer Name, Customer Number, or Zip Code.
• In the Message box, type a global message you want to print on all of the past due statements. This message will appear at the top of the statement.
• Check the Print Perforation Line toggle to include a perforation line at the top of the returnable section of the invoice.
• The Remit Address section will populate with the remit address specified on the Remit Address Maintenance window (SA> Maintenance> Remit Address).

8     Print the Past Due Letters. This is an optional step.

• The Past Due Letters are meant to be run in conjunction with the Past Due Statements. Rather than providing the financial detail found in the statements, letters provide general information such as the total past due.
• Select a Form from the drop-down menu.
  • The printed letters will use the selected Form as a template.
  • Forms are created and maintained on the Forms Maintenance window (SA> Maintenance> Forms).
• The Tran Date field will populate with the transaction date specified on the GL Distribution step.
• The Compatibility mode toggle is used to activate compatibility mode for legacy forms that don't use standard Springbrook forms functionality.
  • Springbrook does not recommend using Compatibility mode as it will disable a number of useful form features.
• Click the Print icon to process the report immediately or enter a date and time in the field next to the Print icon to schedule the report to generate at a later time. You can view the progress of the report on the Job Viewer window (SS> Utilities> Show Scheduled Jobs).
  • Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
  • Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
  • Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
  • Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report).

9     Commit the Past Dues batch.

• Open the Commit Past Dues window (SA> Past Dues> Commit).
• The Journal Entry Date field determines which fiscal period the journal entries will be posted to. This field will populate with the journal entry date entered when creating the GL Distribution report. If you want to change this date, you will have to return to that step and change the JE date.
• Click the Confirm icon to commit the Past Dues batch.