Miscellaneous Billing Setup

The Miscellaneous Billing (MB) module is used for charging customers for services provided by your municipality. It is designed for use by a number of departments and can generate one-time or repeat bills. This module provides flexible billing and processing for all types of monies collected. It automates customer transaction processing, payment collection, and account adjustments while maintaining all billing and account information online.

The software requires that the System Administrator in your organization define the different types of invoices that are generated by your municipality and all the different types of activities that are billed on the different invoice types. Each person, business or other entity that is invoiced has a unique customer profile. The system also easily stores and manages complete customer information, including customer number, name and address, primary contact, customer type and much more. In the system, users can also track each customer’s history, including all invoice and receivable transactions, which can be easily accessed by customer or invoice number.

System security restricts users to only certain types of invoices and originating departments for processing. The System Administrator in your organization must set up the Security, Process Manager, System Settings, MB Types, and Validation Sets before users can begin processing MB invoices.

All users who process Miscellaneous Billing invoices need access to several security components and functions. Refer to the Permissions and User-Based sections below for information on the security features that need to be configured.

Permissions

To set permissions for users to the different Miscellaneous Billing components in the system, follow the steps below:

  1. Go to Maintenance > new world ERP Suite > Security > Users.
  2. Select a user in the list and click Permissions.
  3. Click the Show Search link in the top-right corner of the page to expand the Search pane.

  4. Make sure the Permission Type is Company Applications.
  5. In Feature Group, select Miscellaneous Billing.
  6. Click Search. The application components grid shows the Miscellaneous Billing components.
  7. Use the above search criteria as a starting point. Additionally, you may need to give users access to other Permission Types components such as, but not limited to: Miscellaneous Billing Reports and Company Documents and Notes.

See Set User Permissions for more information on how to set permissions for users.

User-Based

User-based security allows authorized users to assign security permissions to various functions in the system for a specific user. In user-based security, assign the appropriate invoice types that can be used by each user. This prevents users from being able to use invoice types that they should not be able to access.

  1. Go to Maintenance > new world ERP Suite > Security > User-Based Security.
  2. Select the User that should be granted access to Miscellaneous Billing.
  3. In Function, select Miscellaneous Billing Invoice Types. The page refreshes to display the Miscellaneous Billing Invoice Types screen.
  4. In the Available Miscellaneous Billing Invoice Types list, select and move the appropriate invoice types to the Authorized Miscellaneous Billing Invoice Types list.
  5. Click Save.

Process Manager allows authorized users to set up and view the process or departments to which a user will be authorized and denote the level at which the user can approve transactions. This can be done in four different ways depending on the user’s security level. It provides the ability to define and maintain processing information by process, department, manager, and user. To access the Process Manager and set up departments and approvals as needed for your organization, go to Maintenance > new world ERP Suite > Process Manager.

The following processes are available for Miscellaneous Billing:

  • Adjustment Processing
  • Bad Debt Processing
  • Delinquent Fee Processing
  • Inquiry
  • Invoice Processing
  • Late Fee Finance Charge

(For more on Process Manager, click here.)

To access the Company FM system setting page to set defaults for Miscellaneous Billing processing go to Maintenance > Financial Management > Company FM Settings and click the Miscellaneous Billing tab. See Miscellaneous Billing for more information on the Miscellaneous Billing tab.

Setup allows authorized users to define adjustment types, invoice types, and customer types. These types must be set up before users can begin using the Miscellaneous Billing module.

Customer Types

Invoice Types

Adjustment Types

Standard Messages

Validation Sets

The following Validation Sets are used in Miscellaneous Billing:

Number Name
17 Telephone Type
293 MB Customer Category

To access Validation Sets, go to Maintenance > new world ERP Suite > System > Validation Sets > Validation Set List. See Add or Edit a Validation Set for more information.

See Also

Miscellaneous Billing Overview