Conversion to Governmental Suite Version 2



The New Approach – Enter UB Meter Readings

Author: Steve L. Seawall, CPA Copyright 2015 Custom Micro Works All rights reserved

Revised 5/9/2016

Introduction

This document summarizes what is normally the first step in the monthly billing cycle - meter reading procedures.

Meter Readings

• Capture Meter Readings (MRs). The first step in the monthly billing cycle is to capture the MRs. Local governments capture MRs in two ways – electronically and manually.

Electronic Meter Readings. Local governments use different types of electronic tools to read meters. We currently support several different brands and types of electronic meter readers. We ask that you consult with us about electronic meter readers if you plan to use NA for your billing system. To date we have been able to provide support for every request made to us.

Additional Information: A separate download document is available that discusses how to set up a variable rate utility for electronic meter reading capability, including variable sewer rates based on actual water usage derived from electronic meter reads.

Manual Meter Readings. Reading meters manually typically means the meter reader walks from service address to service address in a specified sequence, and at each SA reads the meter and writes the reading on a sheet or card. If there are multiple meters at the SA, such as an electric meter and a water meter, all will be read at the same time.

The instructions below will focus on manual meter reading procedures.

• Print Meter Reading Sheets. NA prints meter reading sheets for use by the meter reader to record the meter readings. A separate set of sheets are printed for each SA Group (i.e., each Route). Use AR/Reports/Meter Reading Sheets.

Suggestion: The NA meter reading sheets are popular with both office staff and meter readers. If you have never tried them, it would be worth your effort to consider them.

• Read Meters. With meter reading sheets in hand, the meter reader(s) go out to read the meters and record the readings on the sheets. The meter reader then returns the meter reading sheets to the office staff.

• Print MR Reports. After all meter readings have been entered, you should print a report of the meter readings, one report for each Group. These reports might be useful when creating the related customer Billing Invoices. Use UB/Manual Entry of Meter Readings.

• Enter Meter Readings into Computer. The meter reading sheets serve as the input documents for entering the meter readings into the computer. To enter the meter readings in NA use UB/Manual Entry of Meter Readings.

Follow these steps to enter meter readings:

Step 1. Create blank (zero) MR records.

Select Utility (Start with Electric, Gas, or Water, Do not start with Sewer)

Select Group

Enter Billing Date (NOT Meter Reading Date)

Click on Create MR Records

Note: This procedure will create blank (zero) MR records for ALL SAs the selected utility has been assigned to (not just for the selected Group).

Step 2. Enter MRs using Meter Reading Sheets.

Select Billing Date for MRs to Display

Click on Update Listing

Highlight MR in Listing to Start with

Click on Start and follow the screen prompts to enter the meter readings from the meter reading sheets. You will find that you can enter 6 or 7 readings per minute. That translates to 300 readings in less than one hour.

Step 3. Repeat Steps 1 and 2 for the next metered utility (e.g., Electric, Gas, or Water). IF the Sewer Utility uses a variable rate code that is based on Actual Water Usage, wait until the metered utilities have been finished, then proceed to Step 4 for the Sewer Utility.

Step 4. Repeat Steps 1 and 2 for the Sewer Utility IF the Sewer Utility uses a variable rate code that is based on Actual Water Usage. Caution: When you get to the point in Step 2 and you Click on Start, you will receive a prompt asking if you would like to populate the Sewer meter readings with the already entered Water meter readings. Of course, you would answer Yes.

Finished. That should complete the meter reading entry process.

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