subject: Utility Billing [print this page] The Municipal Suite Utility Billing application automates the billing, collections and administrative functions for a municipal utility or an independent utility district. The primary utilities of water, sewer, fire and refuse, along with special billings are processed with this application
This is truly an integrated system with the Utilities application automatically linked to the 4gov CENA (Central Name and Address) system and to the Cash Receipts module for collections.
Direct links to other 4gov applications include posting to the Financial Suite ledgers, and processing of refunds through accounts payable. A link to Work Orders provides the integration for scheduling and monitoring Work Orders for one or all departments.
Service Citizens by being better informed
Customer service is the key to a successful Utility Billing operation. Often the only continuing contact that the citizen has with the city or agency is with the Utility bills and requests for service. A major function of the Utility module is for servicing citizen inquiries about bills and for prompt and efficient payment processing. Your community can turn a billing and collection function into positive public relations and promotion for the city.
Key Functionality
Processing of Residential, Business, and Industrial accounts move-in, turn-on, shut-offs
Customer Full Account Inquiry Current and Historical information for meter readings, billing, payments, memo information, adjustments, and special comments
Unlimited Customer Notes by dates and events
Meter Reading Processing and Verification through meter reading devices and direct entry
Calculation of bills for multiple cycles and rates for individuals, businesses, government, not-for-profit, commercial, and industrial enterprises
Arrears processing, penalty, and interest calculations
Printing of customer bills, late notices, and communications in the form of self-mailers, laser printing of forms and data in a single operation, and interfaces to print stream technology for outsourcing billing and mailing functions. We can also setup e-Billing and ePay for your accounts.
Cash Collections via mail, lock box, back-office operations, and ePay applications.
Debit Processing for automatic payment and collections
Account History Analysis
Lien Processing with interfaces to Tax Systems
Deposit and Refund Processing
Route Numbering and Account Re-numbering
Service Billing Codes and Memo Billing
Billing Function
Billing is processed by cycle. Most common is a monthly cycle for commercial customers, and bi-monthly for residential accounts. Quarterly, semi-annual, yearly and other cycles can also be used. Special billings can be run for an entire cycle (special adjustment) or for customers with an action pending, such as turn-on fees and account closings.
The billing process starts with the entry of meter readings or by selecting the estimate bills option. Readings can be entered by route or processed through an automated interface from meter reading devices.
One time charges (fixing a damaged meter) or continuing charges (service charges, sidewalk abatements) can also be included on the bills. There is no limit to the number of charges on a bill. If a reading is not available, the system can be told to estimate the bill, with estimating rules set up by you. Various control and error reports are produced so that any corrections can be made before the bills are printed and sent.
Accounts Receivable and Collections
The Utility system creates each bill with its associated charges, and saves the details for each bill with the accounting information, dollar amounts, and meter readings. An unlimited amount of history can be kept on the computer, and retrieved for inquiry, analysis, and reporting. Flexible penalty and interest options are defined by your choices.
Payments are normally processed through the 4gov Cash Receipts system, which accommodates mail, back-office, lock box, and e-payment operations for any type of bill payment.
Standard Reports Include:
Cash Collections
Meter Readings
Billing Exceptions- before printing bills
Billing Calculations and Estimates
Water Usage Exception Report Highs and Lows
Water Usage Historical Analysis
Meter Replacement Analysis
Late Notices/Register
Shut-off Lists/notice
Late Notice/Lien List
Labels
Deposit Refunds Pending
Billing Rate Code/Memo Billing Lists
Audit Trail of Changes
Ad Hoc Reports can be developed and printed with the Cyberquery report writer. ODBC drivers allow you to create and populate Excel spreadsheets or use Crystal and other ODBC compliant report writers.
Re-routing of Accounts
Special District Usage reports
Interface to Bar Coding and MICR encoding systems to capture and record payments
Interface to 4gov CAPPS for printing of refund checks
