As 2018 year-end approaches, members need to start thinking about the CIS Infinity UB year-end process. Year-end involves several tasks that need to be done in CIS Infinity and members must decide when they want to do their balancing and reporting.
Year-end reports are point in time reports and must be generated ‘last thing’ on December 31, 2018 or ‘first thing’ on January 2, 2019, after all 2018 batches are updated and before any 2019 batches are created. These reports CANNOT be processed at a later date to obtain year-end data.
The year-end CIS Infinity process pertains to cycle billing batches, final billing batches, adjustment batches, penalty batches, ACH batches, etc. Members will run an Interface Table Synchronization to ensure that all credit card and/or e-Check payments are picked up. Members will reconcile A/R balances within CIS Infinity by first running non-zero balances, then zero balances. A CIS Infinity process called the G/L Interface Routine will also need to be completed/run. The G/L Interface Routine creates a journal entry in the financial software, of all transactions done within CIS.
CIS Infinity year-end reporting includes running a Multiple A/R Summary Listing and Single A/R summary, (if required), which displays the balances in each A/R Account. An Advanced Search is then run in CIS Infinity in order to find/report the balance due on every account in CIS Infinity.
Members will need to generate the Aged Arrears Listing report, which tracks aging data, the Land Use reports, which track billed consumption, and/or the Block Summary report, which tracks billed consumption by zone.
Did you know the CIS ‘Collection Status’ field can be used to monitor more than collection status information?
The ‘Collection Status’ field in CIS can be configured to add alternate account conditions, IE: WATER OFF/WATER ON and the changing of the ‘Collection Status’ can be ‘ruled’ by setting the priority of the ‘Collection Status’ in CIS, behind the scenes, based on the City’s business needs. The ‘Collection Status’ priority can be configured to be ‘un-changeable’ unless a user answers ‘Yes’ to a pop-up message when making a change.
Contact LOGIS UB Support staff with any questions regarding the ‘Collection Status’ field and how it may be used to improve your Utility Billing process.
LOGIS invited Advanced Utility Systems for an onsite visit May 29th through June 1st for Utility Billing Support Staff training. The purpose of the training visit was to provide one-on-one training to the newest Support Analyst team member. Additionally, Advanced arranged for in-depth training for all team members on such topics as collections, penalty calculations and payment arrangements.
During the site visit, LOGIS staff had the opportunity to review outstanding Team Support incidents. The exclusive time with Advanced Staff gives way to building stronger relationships.
Be sure to attend the Fall 2018 Utility Billing User Group meeting to learn how these features may work for your city.
Advanced released new Build 3.1.27 towards the end of 2017. LOGIS along with some Member volunteers have been working hard to test this new build within Members’ TEST databases. Testing is being done utilizing Windows 7, Windows 10, Office 2013 and Office 2016. LOGIS plans to start rolling out Build 3.1.27 late February and into March 2018.
Along with testing all Member processes on Build 3.1.27, LOGIS is also planning to test the new Web Services Build 03.03.02.17. All Member processes will be tested along with functionality between CIS and Invoice Cloud.
The annual Harris Customer Training Conference took place November 15th – 17th. The event is an opportunity to increase technical and application knowledge, glean insight from peers and provide feedback for product improvement. The two-day pre-conference sessions held on November 13th – 14th, offer in-depth training on best practices for CIS Infinity.
Advanced Utility Systems, a subsidiary of Harris Computers, was represented by 22 employees. There were 176 registered attendees from 64 US clients. LOGIS has been a regular attender of the Customer Training Conference and finds the networking opportunities to be invaluable. Three client-led sessions were on the agenda this year with topics including realizing AMI potential to lessons learned upgrading from Version 3 to Version 4. Client-led sessions are a big success as it allows CIS Infinity clients to network with industry peers.
The semi-annual Utility Billing User Group Meeting was held on October 10th, 2017 at 9:00 AM at the LOGIS office. The User Group consists of 19 Utility Billing member Cities.
After introductions, LOGIS started the discussion by going over upcoming items within the Work Plan. A handful of upcoming projects were mentioned, such as multiple Cities preparing for remote change-out projects, the City of Minnetonka working to implement SAC/REC charges into Utility Billing, and the City of Edina looking to start using a Lockbox for Utility payments.
Discussion questions submitted by the User Group followed the LOGIS topics. Member discussion questions included the use of a phone tree for incoming calls, online options for Move In/Out submissions, Owner Tenant Billing, and best practice for reporting on the number of accounts.
The meeting was rounded out by an update and discussion of the new Electronic Bill Payment & Presentment (EBPP) vendor. Currently 15 LOGIS members are now using the new system.
The User Group Meetings have been a great way for the Utility Billing users and LOGIS to network together to share ideas and best practices.
The replacement of the current Electronic Bill Presentment and Payment solution is rapidly coming to an end. Currently fifteen out of the nineteen Utility Billing Members have had successful Go Lives with Invoice Cloud, and the City of Apple Valley will Go Live on Monday, October 16th, 2017.
The City of Lakeville has chosen a different vendor, and is planning to Go Live the beginning of November. Some of what LOGIS’ role is in the transitioning of the members to the new EBPP vendor(s) include configurations of databases, data conversion such as ACH from CIS to the EBPP vendor and coordinating with the City, and the vendor, the best options to fit Cities business needs.
Additional options some of our members have chosen to make available to their customers include IVR, pay by text, scheduled payments and the ability to pay by echeck.
Advanced has released a new build for CIS Infinity, and LOGIS will begin testing 3.1.27. This testing will be done utilizing Windows 7, Windows 10, Office 2013, and Office 2016. LOGIS is hoping to have this testing done within a 60 day window.
If you would like to volunteer to test the new build in your CIS TEST system, please contact LOGIS UB Support.
The replacement of the current Electronic Bill Presentment and Payment Solution will come to a close by year-end. All Utility Billing members have chosen their new EBPP vendor. To date, thirteen cities are live and four are in progress.
Each implementation team is a collaborative effort and is made up of members from City Utility Billing staff, LOGIS and the vendor. The average implementation is 9 weeks, which is a comfortable pace. We’ve successfully strived to keep projects moving and completed on time.
Shutting Down Your Workstation
Did you know that shutting down your workstation at the end of the day for a minimum of 2 minutes allows the memory to be completely refreshed?
Running CIS Maintenance Weekly
Did you know that running weekly CIS Maintenance before any billing calculation will ensure customer address information is updated?
Vacant Account Move-In Pickup
Did you know there is a pickup routine in CIS that you can run that will move ‘Vacant’ accounts from the ‘Incoming’ status to ‘Active’ status?
Cycle Bill Batches
Did you know that ‘Cycle Bill Batches’ are sort-able on the ‘Amount Due’ column within the billing batch? Sorting this way can give you a quick review of dollar amounts billed, enabling you to see extremely high or low/credit balances in your batch before printing and mailing your bills.
Daily Balancing In CIS
Did you know that daily balancing will provide you confidence that your UB processes are ‘up to par’ and ‘accurate’ at the end of each day? Daily balancing can be a huge time-saver by preventing you from having to ‘dig’ and ‘research’ several days back when something is ‘not right’. Performing ‘Daily Balancing’ will help you preserve the ‘Billing Integrity’ of your City.