This article covers the key reports available for utility billing and reporting. These reports are used in both the Main Building and Utility Sub-Group and can assist with reviewing reading information, checking balances, reporting on arrears, and confirming utility billing data.
Reading Record List
Record Reading List provides a way to search Utility Meter readings by account code, meter, reading date, and other available fields. When opened from Utility Subgroups, the search loads with preset fields and columns and can be further refined by updating the search fields, conditions, or values. Searches can also be saved, exported to Excel, or printed.
- From the Utility Sub-Groups, search for and select Record Reading List.
- Update the column display, fields of restriction, including the conditions, or values as required to refine the results.
- If required, limit the search using available fields such as account code, reading date, meter number, or specific buildings.
- Save Search As will allow the search to be saved for regular use.
- Export the results to Excel or Print the results, if required.
The legacy Reading Record List will continue to be available under Utility Billing, GoTo Menu.
Aged Balance List
The aged balance list shows the ageing balances of debtors within the Utility Sub-Group. This can be used to assist in determining which debtors are in arrears. The indicator that confirms the Utility Sub-Group is the Report Setup Title, which will have an E in front of the building number.
- From the Utility Sub-Group, search for or select Aged Balance List.
- Click OK.
Aged Balance List (Second Debtor)
The aged balance list (Second Debtor) shows the ageing balances of second debtors (finalised accounts) within the Utility Sub-Group. This can be used to assist in determining which debtors are in arrears. The indicator that confirms the Utility Sub-Group is the Report Setup Title, which will have an E in front of the building number.
- From the Utility Sub-Group, search for or select Aged Balance List (Second Debtor).
- Click OK.
Financial Statements
The Financial Statement is a report of the Balance Sheet, Income and Expenditure reports, and is used to check the integrity of balances. The financials should always balance, and this can be checked by ensuring that the total of the Owners Funds matches the Net Assets.
- From the Utility Sub-Group, open the Financial Statements menu.
- Select the Report Name from the drop-down menu.
- Management Fee is a recommended report, as it details the account codes that the balances are posted to.
- Financial Statements can be printed for previous periods. The end date under the Report Period section can be changed to any month end date in the current financial year, or the statements can be accessed via Stored Report from each month end rollover.
- Tick any additional Report Settings required.
- Click Proceed.
Any Utility Income will be posted to the Main Update codes that have been set up, and should be reflected within the Financial Statements.
Record Reading Query
The Record Reading Query is a report used to see readings entered for a particular debtor, or all debtors, for a specific period. This can be helpful when reviewing or troubleshooting a specific debtor.
- From the Utility Sub-Group, open the Utility Billing menu.
- Click GoTo > Reading Record Query.
- Tag the account or accounts to include in the report.
- Enter the Start Date and Finish Date for the required date range, then click OK.
- To export to Excel, highlight the entries as required and click Show in Excel.
Security Deposit Report
Running a Security Deposit Report will confirm what debtors have a Security Deposit held, the amount required to be held for the Security Deposit, and the balance of this Security Deposit. Totals can also be noted from the bottom of the report.
- From the Utility Sub-Group, search for or select Utility Billing.
- Select GoTo > Security Deposit Report.
- Select OK.
Billing Cycle Report
A field in Building Information called 'Billing Cycle' is available for users to enter the billing cycle for the building. This is located under the 'Utility Billing' header. This field can be reported and exported to Excel for a single, multiple, or all buildings with a 'Utilities' sub-group.
- In the Building Selector Filters, from the Sub-Group drop-down, select 'Utilities'.
- Select the required building.
- Search for or select Building Information.
- Ensure the 'Billing Cycle' field is visible.
- Click the Export to Excel button.
- In the 'Building Selection' window, select any or all of the required buildings and click Select.
- The data will be presented in Excel, where filters can be applied.
