Shutoff_List/Notices

Shutoff List/Notices

You can run this report to print and review a list of customers who have not had their assemblies tested within the range of time setup in their notification cycle. Then, you can print Shutoff Notices to send to customers and create service orders to shut off the assembly.


Requirements

  • Set up a form in Organization > Forms for Shutoff Notices. The default notification form for this report is stored in Organization > Notification Cycles.

  • Verify an active customer exists at the location.

  • Determine how many notices need to be printed. Will the customer need multiple copies? What about the cosigner or landlord, if one exists? 

Printing a Shutoff List

Use this report to print a list of customers who will be included on the Shutoff List based on the selection criteria. You can use this list to verify the names of the individuals or organizations that have been selected for shutoff.  


Do this...

1. Open Connect Backflow Management > Reports > Shutoff List/Notices.

2. Select a report title from the Title field.

3. Set up the Selection Criteria. Double-click the options in the Selection Criteria grid to set it up.

4. Select the Print Shutoff List checkbox.

5. Do you want to print a line between records?

  • Yes, I want to print a line to separate records. Select the Print a Line Between Records checkbox.

  • No, I want to print records as is. Deselect the Print a Line Between Records checkbox.  


6. Which notification cycle will you include?

  • I want to print the list for all notification cycles. Select ALL from the Notification Cycle drop-down list.

  • I want to print the list for a single notification cycle. Use the Notification Cycle drop-down list to select a cycle name.  


7. Which install and testing notifications do you want to include? For example, you would click the Select button if you only wanted to include the Final Install notification and Final testing notification.
NotesNote: Only includes notifications in the selection criteria when the notification properties are set up to include in shutoff notice.

  • I want to send all testing notifications. Click to select Include All Notifications.

  • I want to select the testing notifications to send. Click to deselect Include All Notifications.  


8. Click Print (CTRL+P).

The list prints.


Printing Shutoff Notices

Before you print shutoff notices make sure you have a shutoff notice form ready to go. The shutoff notice form needs to be saved in Organization > Forms. It tells the report where and how to print the customer's information on the form.

Do this...

1. Open Connect Backflow Management > Reports > Shutoff List/Notices.

2. Select a report title from the Title field.

3. Set up the Selection Criteria.

Tip: Use the same selection criteria that was used to set up the selection criteria for the Shutoff List.

4. Select the Print Shutoff Notices checkbox.

5. Now, set up the report options.

6. Load the notice paper stock in the printer's feed drawer, if needed.

7. Click Print (CTRL+P).

The shutoff notices print.


Options

Create service orders

These options will be available later. They will function like the Create Service Orders routine in the Utility Management application.

Form

If you're creating a shutoff notice, you'll also need to select which forms will tell the report where and how to print the information on the shutoff notice forms. These forms need to be set up in Organization > Forms before you attempt to use this report. The Form Type default will select the Shutoff Notice form. What this means is that any changes that you want to appear on the shutoff notice need to be saved to the Shutoff Notice form in Organization > Forms.

IdeaTip! You can change the default Shutoff Notice forms using Organization > Notification Cycles. For Install Notices or Testing Notices, selecting the option to Include in Shutoff Notices will make that notice a shutoff notice.

Do you want to use the default shutoff notice?

  • Use the default shutoff notice. This option is already selected.

  • Select a different shutoff notice. Use Organization > Notification Cycles to look up the shutoff notice. On the notification that is set up to send a shutoff notice, change the Form field to select a different Shutoff form.

Include install/testing notifications

An install notice is a letter that is sent to a customer who has had an assembly installed at a service address. Likewise, a testing notice is a letter that is sent once a year to a customer when an assembly needs to be tested. You can set up the Shutoff List/Notice to print the install notices, testing notices, or both install and testing notices for the notifications that will be included in the shutoff notice.  

Do you want to print install notifications?

  • Yes, print install notices. Select the option to Include Install Notifications.

  • No, I'll print install notices later. Clear the option to Include Install Notifications.


Do you want to print testing notifications?

  • Yes, print testing notices. Select the option to Include Testing Notifications.

  • No, I'll print testing notices later. Clear the option to Include Testing Notifications.


Intelligent Mail Barcode

You can print a USPS (United States Postal Service) Intelligent Mail Barcode on the form. The options for the Intelligent Mail Barcode are usually located on the Forms tab of a report. You may need to contact the USPS to set up an Intelligent Mail Barcode for your organization.

An Intelligent Mail Barcode allows you to track mail from the time it is sent to the time it is received at its intended destination.


Mailing, due, and shutoff dates

The mailing date is the date the statement will be sent. If you will be creating notification history, then the report will (1) use the Mailing Date as the Sent Date and (2) use the Due Date as the Due Date.

Do you want to use the current date as the mailing date?

  • Yes, I want to use the current date as the mailing date. The current date is the default mailing date. Continue to the next step.

  • No, I want to use a different date as the mailing date. On the Additional Report Options tab, select a different MM/DD/YYYY from the Mailing Date drop-down list, or click Advanced Options. 


Do you want to use the month end as the due date?

  • Yes, I want to use the month end as the due date. Continue to the next step.

  • No, I want to use a different date as the due date. On the Additional Report Options tab, use the drop-down list to choose the next month-end date as the due date. You can also click Advanced Options to change variable the system is using to set the due date. Or, if you would like to select a different day, because the due date falls on a weekend for example, select the Calendar Date option. Then, you can click the Calendar button to choose a different date.


Do you want to use the following month end as the shutoff date?

  • Yes, I want to use the following month end as the due date. Continue to the next step.

  • No, I want to use a different date as the shutoff date. Click Advanced Options to change variable the system is using to set the due date. If you would like to select a different day, because the due date falls on a weekend for example, select the Calendar Date option. Then, you can click the Calendar button to choose a different date.

Notifications

If you are sending an install notice, you need to complete this section. A notification is the install or testing notice that is sent to the customer. For example, if the testing notice is included in the notification as the third notice, then the notification that will be sent by this report is the 3rd Notice.

Are you sending install notifications?

  • I am sending all notices for install notifications. Select the option to Include All Notifications.

  • I am sending notices for the selected testing notifications. Clear the option to Include All Notifications. Then, click Select. Use the Selection form to add notifications to the Selected Notifications list. Click OK to continue.

This option allows you to print a duplicate notice when the service address is not the same as the assembly location.

Is the assembly located at the service address?

  • Yes, the assembly is located the service address. Clear the option to Print a Duplicate Notice for the Service Address.

  • No, the assembly is NOT located at the service address. Click to select Print a Duplicate Notice for the Service Address. 


When an assembly is installed at a location with multiple units, use this option to print a notice for each unit. The number of units is stored in the Number of Units field in Customers > Modify Existing Locations.

In addition to the original notice, do you want to print a notice for each unit?

  • Yes, print an additional notice for each unit. Click to select Print a Duplicate Notice for Each Unit checkbox.

  • No, the original notice is enough. Clear the Print a Duplicate Notice for Each Unit checkbox.


You can set up the report options to print up to three copies of the install notice. The first copy is for the person or organization that is responsible for the account. The second and third copies, if needed, can be sent to other interested parties that may need to be aware of the install notice if the primary account holder fails to remedy the situation.

Where do you want to send the notice? This is the notice for the customer's account.

  • I want to send the notice to the customer's mailing address. On the Additional Report Options tab, click Use Customer Mailing Address.

  • I want to send the notice to the cosigner's mailing address. On the Additional Report Options tab, click Substitute Cosigner Mailing Address for Customer Address.

  • I want to send the notice to the landlord's mailing address. On the Additional Report Options tab, click Substitute Landlord Mailing Address for Customer Address.


Do you want to send a copy of the notice to cosigner or landlord? This option allows you to send a copy of the notice to the cosigner/landlord.

  • I want to send a copy to the cosigner. On the Additional Report Options tab, select the Print Copy for Cosigners with Cosigner Name/Address checkbox.

  • I want to send a copy to the landlord. On the Additional Report Options tab, select the Print Copy for Landlords with Landlord Name/Address checkbox.


Update customer's notification history

This option will record that an assembly install notice has been sent to the customer. You can use Customer Inquiry or Assembly Inquiry to view a customer's notification history.

Do you want to update the customer's notification history?

  • Yes, I want to record the notice in the customer's account. Usually, this option is selected. Select the Update Customer's Notification History checkbox.

  • No, I want to print a notice without recording it in the customer's account. Use this option when a notice needs to be reprinted. Deselect the Update Customer's Notification History checkbox.


Which notification cycle will you include?

  • I want to print the list/notices for all notification cycles. Select ALL from the Notification Cycle drop-down list.

  • I want to print the list/notices for a single notification cycle. Use the Notification Cycle drop-down list to select a cycle name.

 

 

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