Setting Up and Assigning Special Charges

Setting Up Special Charges

The Special Charges Editor allows you manage a list of special charges, any of which can be added to the bill entry template for a specific bill during the bill entry process. Special Charges enable data entry of one-time, occasional or periodic charges that do not exist on the bill entry template that has been associated with the account.

To manage the list of Special Charges available to bill entry personnel:

1. Select Accounting > Accounts. The Account Manager appears.

2. From the Account menu, select Editors> Special Charges. The Special Charges Editor window will open.

3. You can:

   • Create special charges

   • Modify special charges

   • Delete special charges

4. Exit the Special Charges Editor window by clicking Close.

Assigning Special Charges

Special charges are assigned during bill entry, and may be added to a bill whenever the pay amount total does not equal the sum of the template charges/costs (i.e., whenever there is a balance) at the time the Save button is clicked.

EnergyCAP will prompt bill entry personnel to allocate any balance (positive or negative) through the Remaining Balance window.

To assign a Special Charge:

1. Complete bill entry. The remaining balance, as displayed in the bottom right corner of the bill window, should equal the special charge.
2. Click the Save button for the bill. When the bill is out of balance, the Remaining Balance window will open automatically.
   
   
3. Select the radio button corresponding to the appropriate option for handling the balance, as follows:
• Click Assign to Meter(s), Prorate if Multiple Meters if all charges are to be associated with the meter or distributed among the several meters associated with the account. Charge will be prorated based on the percentage of cost that each meter contributes to the bill. 
• Click Assign Special Charge to Account if the balance is to be associated with the account and NOT the meter (appropriate in cases such as late fees where the costs are sporadic and/or not associated with energy consumption).
4. If assigning the special charge to an Account, select the desired Special Charge from the list of available special charges by clicking it's Caption.
   NOTE: If the appropriate charge does not exist, you can create it 'on the fly' by clicking the "+" button to open the Create Special Charge window.
5. Click the Select button from the Remaining Balance window to add the selected Special Charge. The Remaining Balance window will close and EnergyCAP will finish saving the bill.