Summary

The Remove Budget Accounts process is used to remove UB accounts from the Budget Billing process. Organizations can also use this process to generate adjustments to clear underpayment or overpayments on Budget Billing accounts.

Step by Step

1     Create a UB Adjustments and Fees batch.

• 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 to create a new batch. This will open the New Batch window.
  • If there are open batches in the Adjustments and Fees process, you can create a new batch without affecting the open batches.
• Enter a Batch Month and Batch Year. These fields default to the current calendar period and are used for reference only. The batch month and batch year do not affect the transaction or journal entry date of the transactions in the batch.
  • The transaction date of the billing is set up in the Generate step and the fiscal period the transactions are posted to is determined by the Journal Entry Date entered when creating the GL Distribution Report in UB> Adjustments and Fees> GL Distribution.
• Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
  • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .

2     Remove the Budget Accounts.

• Open the Remove Budget Accounts window (UB> Adjustments and Fees> Remove Budget Accounts).
• Select the billing cycles you would like to include the process in the Cycles field.
  • Press CTRL+A to highlight all of the toggles in the fields. Press SPACE to check or uncheck the highlighted toggles.
• Check the toggle for each Account Status you would like to include in the batch.
• The Transaction Date field is used to enter the transaction date of the budget account removal.
  • The Transaction Date field will default to the current date, but you can modify the date if you would like to set the budget account removal to a different date.
• Select an Adjustment Type for the removal transaction.
  • Only adjustment types set up as Bill distribution adjustment types can be selected.
• The Started Before field is used to limit the accounts included in the batch to those that were part of the budget billing prior to the date entered.
  • This can help filter out those accounts that may have only been recently added to the budget billing process.
• The Keep on Budget drop-down field is used to determine if the accounts included in the batch to remain on budget billing.
  • No will be selected by default.
  • Many organizations will use the Remove Budget Accounts process on an annual basis to address any differences between the budget billing amount and the actual consumption amount. When Yes is selected in this field, the system creates an adjustment on the account to either debit any underpayments or credit any overpayments.
    • Included accounts will have their Budget Deferred Balance value cleared and the Recalculation Date field on the account will display the date the Remove Budget Accounts batch was committed.
  • The Yes and Keep Current Budget Amount option works like the Yes option but does not clear our the current Budget Amount. This option is used by agencies that want to bill accounts for their current budget deferred balance partway through the budget term but are not ready to recalculate Budget Billing until the term is complete.
• Click the Create icon   to select a specific account for the batch. This can be used multiple times to add multiple accounts tot he batch.
  • When individual accounts are added to the batch, the Billing Cycle, Account Status, and Started Before filters above will be ignored and only the accounts added to this field will be processed.
• Press ENTER or click the Confirm icon to begin the remove budget accounts process.
  • You can view the progress of the process on the Job Viewer window in SS> Utilities> Show Scheduled Jobs.

3     Confirm the Budget Accounts for removal.

• Open the Input step (UB> Adjustments and Fees> Input). This is an optional step.
• After the Remove Budget Accounts step is complete, the Input window will display all the accounts included in the batch.
• Highlight an included account and click the Modify icon to edit the adjustment details.
• If you would like to add additional miscellaneous adjustments to the batch, click the Create icon   drop-down and select the desired adjustment type.
  • You cannot add additional remove from budget adjustments on this step. If there are additional accounts that need to be added to the batch, they must be added via the Remove Budget Accounts step.

4     Print a Proof List.

• Open the Proof List window (UB> Adjustments and Fees> Proof List) and print the Proof List Report.
• Use the Sort By drop-down menu to sort the report by Customer Number or Order of Input.
• 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).

5     Print a General Ledger Distribution Report.

• Open the GL Distribution window and print a GL Distribution report.
  • Select a detailed option in the Report Type drop-down menu if you would like to display the journal entry line item created by each customer account in the batch.
  • Select a summary option if you would like to display the net journal entry created by all the transactions in the batch.
• 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     Commit the batch.

• Open the Commit window (UB> Adjustments and Fees> Commit) and commit the batch.