- First Run
This section addresses the necessary setup that you should do before using other parts of the system.- If you are working with a demo, the files have already been set up for you. For demos, skip to the Billing section. If you have purchaseda new system, your first step will be to Add a new company using the Select Company otion under Core options. You will be ask to enter your Company.
- Setup Customer Records
- Enter customer records into the Customer file.
- Proof your spelling and rate code assignment. Use the Name and Number List (found under the Print and Customer Listings)
- Update customer records with current balances, using Enter Beginning Readings and Balances (from the Utilities sub-menu). You do not need to do this if you entered the beginning balances as you set up the customer records.
- Billing
Following are then normal options taken during a billing cycle, but they can vary by user.- Enter new readings and calculate new bills using Enter Readings and Charges (from the Billing sub-menu)
- You can find any customers who were accidentally skipped during the billing process by running the Unbilled Customer Listing (from the Billing and Print Reports sub-menus)
- Print a Billing Journal (from the Billing and Print Reports sub-menus) and review it.
- Print Bills to send to your customers (from the Billing and Print Bills sub-menus)
- Print a Usage Report (from the Billing and Print Reports sub-menus)
- Daily
These are things that arise on a day-to-day basis.- We recommend you post collections if batches that match the deposit slips. Use the Enter Collections option from the main menu.
- Balance daily using View Total Accounts Receivable (from the Utilities sub-menu)
- Make a backup every day (File > Save As on the menu bar)
- Mid-Month
- On due date for payment
- Make sure all collections are posted using Enter Collections
- Calculate penalties on all delinquent customers using Penalty Calculation.
- Print a Past Due and Turn Off List
- Print and mail Past Due Notices
- Month-End
- Print listing of all transactions on all customers using Transaction Listing.
- Print a Balance Breakdown (Aged by Month) (optional)
- Print a combined journal of all collections, called the Cash Receipts Journal
- Reconcile the customer deposits, using the Deposit List Report
- Annual
- Review the Annual sub-menu to determine if you need any of the reports listed.
- Zero Zero Year to Date Usage
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