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Utility Billing

Utility Billing 101

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Utility Payments

  • If not already, navigate to https://apa.afanywhere.com/cs and log in.
  • On the top left you will find the site menu button.  Navigate to Menu > Core > Organization
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Enter a Utility Billing Payment

  • If not already, navigate to https://apa.afanywhere.com/cs and log in.
  • On the top left you will find the site menu button.  Navigate to Menu > Core > Organization
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Monthly Utility Billing Steps

This section will walk you through all the steps to read meters, create U/B charges & late fees and create U/B statements in AccuFund.  Use this step by step guide each month.  Do not attempt from memory.  The billing process is detailed and is required to be performed in a specific order.

QUICK TIP: Make sure any pop-up blocker is set to allow https://apa.afanywhere.com.  If it isn’t, the file generated will be blocked and you will have to allow AccuFund and restart the process again.

1. Read Meters

Before any billing process can be started you must read the meters for consumption information.  This is completed in two steps.  You must export the meter data from AccuFund and import the data into our meter software to be read.

BEST PRACTICE: It is best practice to have meter reading done on or before the 5th of the month.  Billing must be completed by the 15th of the month by Town ordinance.  You need to leave yourself enough time to get all pre-checks, account/meter changes, etc completed before the final billing date.

1.1 EXPORT METER DATA FROM ACCUFUND

Before meters can be read you must upload the meter information into the meter reading software, Neptune360.

If not already, log into AccuFund at https://apa.afanywhere.com/cs

Navigate to Menu > Utility Billing > Readings

Navigate to the “Do specified action to activity” button and choose Export Meters

Make sure the U/B Neptune360 Wizard is selected and choose Submit

Once completed a “.dat” file will be created and downloaded.  This is the file Nepture360 will use to read the meters.

Navigate to the file location of the “.dat” file that was just created and change the file name to “UB Meters” and the current date in the following format: YYYY-MM-DD.   i.e  UB Meters 2024-01-21.txt

You must also change the file extension of “.dat” to “.txt”; Neptune360 needs the file to have a “.txt” file type to be read.

INTERNAL CONTRAL STEP: Be sure to save a copy of the file that is generated with an to the U/B Monthly Billing cabnet in Revver!

1.2 IMPORT INTO NEPTUNE360 FOR READINGS

Now that you have your meter information you will have to upload the data into Neptue360 for the Water department personnel to collect the current reading.

If not already, navigate to and log into https://www2.neptune360.com  Note: you MUST use “www2”

Once logged in you should see the Dashboard.

On the left side of the screen you will find the site menu.  Expand the Billing Services tab and choose IMPORT FILES.

Then choose the blue Import button at the top.

A new window will open, choose the blue Browse button and select the file you just created in the last step.
i.e. UB Meters 2024-01-21.txt

Once you have the files selected choose the Import File button.

The Pre-Check will scan for any problems. This may take a few minutes.

Once completed you will be asked to confirm the import.  This message is saying that the system has found the locations and they are already active.  It is asking of you want to replace these active locations with the new data.  You will choose Replace active route(s).

The import summary window will expand, and it will begin to import the meter data.

Once completed Neptune360 will have a confirmation window showing any Errors or Warnings.

Warnings do not affect the meter read, however Errors do. If you have Errors you will need to correct them before the read will work.

If you see a message about warnings, download the error log to review at a later date and choose Import Anyway.  Note: Save warnings in monthly billing folder.

Once completed you should see a 100% import status and all the blue bars at the bottom should all say Complete.

You are now ready to have the meters read.

1.4 Contact Utilites to Read Meters

Contact Utilites personnel and let them know the meters are loaded and read to read.

Best Practice: To create a work order in Silversmith to accomplish this.

1.5 Export Meter Readings from Neptune360

If not already, log into https://www2.neptune360.com  Note: you MUST use “www2”

Once logged in you will see the Dashboard.

On the left side of the screen you will find the site menu. Expand the ‘Billing Services’ tab and choose ‘EXPORT FILES’

Select/Highlight the route to import into AccuFund.

Select the blue Export button.

The Export Process Box will appear.

Enter a filename with the date of the meter reading as ‘yyyy-mm-dd Meters’
i.e. 2024-01-21 Meters

Select the gray Export button

It will begin processing, once complete it will say 100% and the circle will be solid blue.  You can download the file via the blue Download button in the bottom right of the screen.

The file 2024-01-21 Meters.exp is exported.

INTERNAL CONTRAL STEP: Be sure to save a copy of the file that is generated with an to the U/B Monthly Billing cabnet in Revver!

1.6 IMPORT METER READINGS INTO ACCUFUND

If not already, log into AccuFund at https://apa.afanywhere.com/cs

Navigate to Menu > Utility Billing > Readings

Navigate to Do.. > Import Readings

A new window with upload information will open.  Here you can select the preset wizard for our Neptune meters

  1. Wizard: Choose U/B Neptune360 if it is not already selected from the drop down menu.
  2. Filename: Use the blue Select Import… button to select the meter read file you just downloaded from Neptune360.
  3. Schedule this for later processing:  Leave this box unchecked for standard billing.  When checked the “Schedule Options” become active and you may request the upload it performed at a future date.

When done select the Submit button at the top left.  This will import all the meter data into AccuFund so you can proceed with the U/B process.  You will see a processing window until it is complete.

Your meter readings are now imported, and you are ready to begin the process of running charges.

Check for useage over.. sort by meter usage… 0 reading report
Did Meters go backwards?

2. Pre-Checks Before You Run Charges

If not already, navigate to https://apa.afanywhere.com/cs and log in.

On the top left you will find the site menu button.  Navigate to Menu > Utility Billing > Report: Charges

Its good practice to run a zU/B Aging with Account Summary report for last month.  You can check the report against any manual credit card payments to be sure all payments were posted as well as see open balances.

INTERNAL CONTRAL STEP: Be sure to save a copy of the report that is generated with an anotations to the U/B Monthly Billing cabnet in Revver!

2.2 Check Meter readings.

How to…

3. Run Charges

You must run preliminary charges as an addtional control check before running actual charges. The preliminary charge run will run the charges as normal but will only generate a report of charges and will not post the charges to customer accounts.

3.1 RUN PRELIMINARY CHARGES REPORT

The first step is to run preliminary charges.  Navigate to Menu > Utility Billing > Edit: Charge Runs

Choose the Add button to create a new charge run.

A window will open that will have all the selection criteria you will need to enter.

  1. Order: Default is set to Customer lookup
  2. Billing Type: Choose UB Charges to run charges.
  3. Base Type: Always set to to run all charges.
  4. Location Type: Always set to to bill all locations.  May change to a specific type if special billing for that type only, not normal.
  5. Checkboxes
  6. Include inactive accounts: Check if you wish to include inactive accounts. For normal monthly billing leave this unchecked.
  7. Include accounting detail in report: This should be checked for normal monthly billing runs.
  8. Select rage of service locations to be billed: You can use this option to run charges for select locations.  When checked the From and To Location fields below will open so you can add location numbers to bill a specific location or location group.  For normal monthly billing leave this unchecked.
  9. Email Options: Dault is set to No Notification.  This will email the charge run info to the user upon completion.
  10. Generate New: You must select Charges when generating standard billing charges.
  11. Activity Date: Enter the date the charges are being created.  This should be the date of the billing.  Note: All U/B bills shall be created and sent out on or before the 15th of the month.
  12. Description: Enter a description of the charges.  The standard suggested format is: usage billed in .   i.e.  January usage billing in February
  13. Schedule this for later processing:  By default, this is left unchecked.
  14. Preliminary billing do not generate charges:  !!IMPORTANT!! This will allow you to preview the charges you are about to run.  Check this box to run a preliminary billing.  A preliminary billing will run all the charges and output them to a report to preview but will not create the charges in customer accounts.
  15. Schedule Options: The schedule options tab on the left side of the screen will open a new window to schedule the charge run for a future date.  This is not normally used.

When all information is entered, double check your entries.

You MUST run a preliminary billing first.  Make sure Preliminary billing, do not generate charges is checked to allow you to preview the charges you are about to run.

Select the Submit button at the top of the window to run the preliminary charges.

A new window will open while charges are being generated.  This may take 3-5 minutes.

When completed a PDF will open in an new window.

INTERNAL CONTRAL STEP: Be sure to save a copy of the report that is generated with an anotations to the U/B Monthly Billing cabnet in Revver!

3.2. RUN ACTUAL CHARGES

READ BEFORE CONTINUING:  THIS CANNOT BE UNDONE.
Be sure you have everything correct, all account changes have been done, and all pre-checks have been completed.  Once charges are run, they are posed to each customer’s account in real time.

You will now need to run the charges.  Navigate to Menu > Utility Billing > Edit: Charge Runs

Choose the Add button to create a new charge run.

A window will open that will have all the selection criteria you will need to enter.

  1. Order: Default is set to Customer lookup
  2. Billing Type: Choose UB Charges to run charges.
  3. Base Type: Always set to to run all charges.
  4. Location Type: Always set to to bill all locations.  May change to a specific type if special billing for that type only, not normal.
  5. Checkboxes
    • Include inactive accounts: Check if you wish to include inactive accounts. For normal monthly billing leave this unchecked.
    • Include accounting detail in report: This should be checked for normal monthly billing runs.
    • Select rage of service locations to be billed: You can use this option to run charges for select locations.  When checked the From and To Location fields below will open so you can add location numbers to bill a specific location or location group.  For normal monthly billing leave this unchecked.
  6. Email Options: Dault is set to No Notification.  This will email the charge run info to the user upon completion.
  7. Generate New: You must select Charges when generating standard billing charges.
  8. Activity Date: Enter the date the charges are being created.  This should be the date of the billing.  Note: All U/B bills shall be created and sent out on or before the 15th of the month.
  9. Description: Enter a description of the charges.  The standard suggested format is: usage billed in .   i.e.  January usage billing in February
  10. Schedule this for later processing:  By default, this is left unchecked.
  11. Preliminary billing do not generate charges:  Leave this unchecked to run actual charges.
  12. Schedule Options: The schedule options tab on the left side of the screen will open a new window to schedule the charge run for a future date.  This is not normally used.

When all information is entered, double check your entries.

THIS LAST STEP CANNOT BE UNDONE, BE SURE YOU HAVE EVERYTHINHG ENTERED CORRECTLY.

Select the Submit button at the top of the window to run the actual charges.

A new window will open while charges are being generated.  This may take 3-5 minutes.  When completed a PDF will open in an new window.

INTERNAL CONTRAL STEP: Be sure to save a copy of the report that is generated with an anotations to the U/B Monthly Billing cabnet in Revver!

4. Process Late Fees

You must run preliminary late fees first as a control check, same as was done in the charge run. The preliminary check will run the late fees as normal but will only generate a report and will not post the late fees to customer accounts.

4.1 RUN PRELIMINARY LATE FEE REPORT

Late fees are generated the same way as regular charges. So this should start to become a familiar process.

The first step is to run preliminary late fees.  Navigate to Menu > Utility Billing > Edit: Charge Runs

Choose the Add button to create a new charge run.

A window will open that will have all the selection criteria you will need to enter.

  1. Order: Default is set to Customer lookup
  2. Billing Type: Choose Penalties to run charges.
  3. Base Type: N/A
  4. Location Type: Always set to to bill all locations.  May change to a specific type if special billing for that type only, not normal.
  5. Checkboxes
  • Include inactive accounts: Check if you wish to include inactive accounts. For normal monthly billing leave this unchecked.
  • Include accounting detail in report: This should be checked for normal monthly billing runs.
  • Select rage of service locations to be billed: For normal monthly billing leave this unchecked.
  1. Email Options: No Notification.
  2. Generate New: You must select Penalties / Other Charges when generating late fees.
  3. Activity Date: Late fees are assesed on the 5th day of the month. i.e. If the bill date is January 10th then the date of the late fees would be January 5th.
  4. Description: Enter a description of the charges.  The standard suggested format is: Penalties for ‘Current Month Name’ billing.   i.e.  Penalties for January billing
  5. Schedule this for later processing:  By default, this is left unchecked.
  6. Preliminary billing do not generate charges:  !!IMPORTANT!! This will allow you to preview the charges you are about to run.  Check this box to run a preliminary billing.  A preliminary billing will run all the late fees and output them to a report to preview but will not create the late fees in customer accounts.
  7. Schedule Options: Leave unchecked, this is not normally used.

When all information is entered, double check your entries.

You MUST run a preliminary report of laste fees first.  Make sure Preliminary billing, do not generate charges is checked to allow you to preview the late fees you are about to run.

Select the Submit button at the top of the window to run the preliminary late fee report.

A new window will open while charges are being generated.  This may take 3-5 minutes.

When completed a PDF will open in an new window.

INTERNAL CONTRAL STEP: Be sure to save a copy of the report that is generated with an anotations to the U/B Monthly Billing cabnet in Revver!

4.2 RUN LATE FEE

You will now need to run the late fees. Navigate to Menu > Utility Billing > Edit: Charge Runs

Choose the Add button to create a new charge run.

A window will open that will have all the selection criteria you will need to enter.

  1. Order: Default is set to Customer lookup
  2. Billing Type: Choose Penalties to run charges.
  3. Base Type: N/A
  4. Location Type: Always set to to bill all locations.  May change to a specific type if special billing for that type only, not normal.
  5. Checkboxes
  • Include inactive accounts: Check if you wish to include inactive accounts. For normal monthly billing leave this unchecked.
  • Include accounting detail in report: This should be checked for normal monthly billing runs.
  • Select rage of service locations to be billed: For normal monthly billing leave this unchecked.
  1. Email Options: No Notification.
  2. Generate New: You must select Penalties / Other Charges when generating late fees.
  3. Activity Date: Late fees are assesed on the 5th day of the month. i.e. If the bill date is January 10th then the date of the late fees would be January 5th.
  4. Description: Enter a description of the charges.  The standard suggested format is: Penalties for ‘Current Month Name’ billing.   i.e.  Penalties for January billing
  5. Schedule this for later processing:  By default, this is left unchecked.
  6. Preliminary billing do not generate charges:  Leave this unchecked to run actual late fees.
  7. Schedule Options: Leave unchecked, this is not normally used.

ub-latefees-selectioncriteria.png

THIS LAST STEP CANNOT BE UNDONE, BE SURE YOU HAVE EVERYTHINHG ENTERED CORRECTLY.

Select the Submit button at the top of the window to run the late fees.

A new window will open while charges are being generated.  This may take 3-5 minutes.  When completed a PDF will open in an new window.

INTERNAL CONTRAL STEP: Be sure to save a copy of the report that is generated with an anotations to the U/B Monthly Billing cabnet in Revver!

5. Apply Open Credits

The first step is to run preliminary charges.  Navigate to Menu > Cash Receipts > Edit: Credits

ub-opencredits-menu.png

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ub-opencredits-applycredits.png

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ub-opencredits-selectioncriteria.png

INTERNAL CONTRAL STEP: Be sure to save a copy of the report that is generated with an anotations to the U/B Monthly Billing cabnet in Revver!

6. Run Statements

7. Send Statements to Printer

8. Process ACH for Accounts on Auto-Pay