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.

• Open the Adjustments and Fees Batches window (UB> Adjustments and Fees). The Batches window will display all the open Adjustments and Fees batches.
• Click the Create New Batch button to create a new batch. This will open the Create 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 will default to the current calendar period and calendar year 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 fiscal period the transactions in the batch are posted to is determined by the Journal Entry date entered when creating the GL Distribution report (UB> Adjustments and Fees> GL Distribution).
• Click Create to create the new Adjustments and Fees batch.

2     Open the Batch Overview page.

• The Batch Overview page provides a general overview of the selected batch.
• The left navigation menu displays all the steps in the Adjustments and Fees process.
• In the main section you'll see information about batch steps that are currently processing, next available batch steps, and the last completed batch step.
  • Batch steps that are currently processing will display a blue indicator bar to alert you that the step has not yet completed.
  • Once the preceding batch step is complete, the next available batch steps will be enabled and you can select the next step you would like to run.
    • While some batch steps are optional, any batch step that includes the Required tag must be completed before the batch is allowed to proceed through to the Commit step.
• The Batch Outputs section on the right will display any reports or exports that have already been generated in the Adjustments and Fees process.

3     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.
  • Click the toggle next to the field title to select or deselect all the displayed cycles. These selection options appear in the other fields as well.
• 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 Add button 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.
• Click the Submit button 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.

4     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 Edit button to edit the adjustment details.
• If you would like to add additional miscellaneous adjustments to the batch, click the Add button 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.

5     Print a Proof List. 

• Open the Proof List window (UB> Adjustments and Fees> Proof List) and print the Proof List Report.
• The Report Sort field is used to sort the Proof List by either Customer Number or Order of Input.
• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

6     Print a General Ledger Distribution Report.

• Open the GL Distribution window and print a GL Distribution report.
  • Enter the Journal Entry date for 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.
  • Once a Report Type is selected for a GL Distribution report, that report type will be automatically set as the default for all UB GL Distribution reports.
• Once the required report settings have been specified, click the Print button   to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Enter a Date and Time to generate the report and click SUBMIT.

7     Commit the batch.

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