A frequency code let's you define how often you bill a service. Common frequency codes bill services, for example, once each month, once each quarter, and once a year. In the frequency code, you can choose the billing period and set how many days are in the billing period. 

You can use a frequency code to set up one service to bill every period and another service to bill once a year. Every service does not need to bill at the same time and you can set up the service billing frequency to fit your billing schedule.  

Webinar: Utility Management Refresher Training

Learn how to use frequency codes to bill a service. This snippet is from the refresher training webinar. [MP4]

Adding a frequency code

1. Open Connect Utility Management > Organization > Frequency Codes.

2. Click New (CTRL+N).

3. Enter a Frequency Code.

This is the name assigned to the frequency code.

4. Select the Group Codes.

Apply the frequency code to the selected group codes. Click the Select button to choose group codes. To add or remove a group code, see the help topic titled How do I set up group codes?

5. Enter the Average Days.

Use Average Days to prorate a service that calculates an amount for a billing period. For example, for monthly, quarterly, or annual billing. Prorating a service will determine the number of days in the billing period that have elapsed (Billing Period - Elapsed Days in the Billing Period = Remaining Days in the Billing Period), divides the amount to be billed for the period by the average number of days (Billed Amount / Average Days = Billed Amount per Day) and then multiples the the billed amount per day times the number of days remaining in the billing period (Billed Amount per Day x Remaining Days in the Billing Period = Prorated Amount).  

6. Select the Billing Periods.

Use the options in the Billing Periods area to select the billing periods for the current frequency code. Click here to view examples of setting up billing periods to bill every period, monthly, quarterly, and annually.

7. Click Save (CTRL+S).

Deleting a frequency code

1. Open Connect Utility Management > Organization > Frequency Codes.

2. Use the Lookup bar to enter a frequency code. Press Enter.

3. Click Delete (CTRL+D).

Average days

Average days refers to the number of days to include during a given period. Use Average Days to prorate a calculation that calculates an amount for example, for monthly, quarterly, or annual billing.

The following examples assume twelve billing periods per year.

Code: Monthly

Average Days: 30

Description: Billing occurs once a month. Allows for prorating new connects, final bills, or new connects and final bills that occur during the month.

Code: Monthly – Actual Days

Average Days: 0

Description: Billing occurs once a month. Use the actual number of days in each month as the Average Days.

Code: Quarterly

Average Days: 90

Description: Billing occurs once per quarter. Allows for prorating new connects, final bills, or new connects and final bills that occur during the quarter.

Code: Quarterly – Actual Days

Average Days: 0

Description: Billing occurs once per quarter. Use the actual number of days in each quarter as the Average Days.

Code: Annual

Average Days: 365

Description: Billing occurs once a year. Allows for prorating new connects, final bills, or new connects and final bills that occur during the year. Example: If period 6 (June) is selected as the billing month, the customer will be billed for the full amount in June. If a customer moves out on September 15th, then the system will prorate the billing based on 2.5 months (July, August, and half of September).

Code: Seasonal

Average Days: 30

Description: Billing occurs once a year. Only prorates new connects, final bills, or new connects and final bills that occur during the month selected for billing in Periods. Example: If period six is selected as the billing month, then the customer will only be prorated if he or she moves in or moves out during the month of June. No billings will occur if the customer moves in or moves out during any other month.

Billing periods

A billing period is the total amount of billed amount within a given portion of time, usually equal to a calendar month. Use the options in the Billing Periods area to select the billing periods for the current frequency code.

How do I increase/decrease the number of billing periods? Open the Organization > Organization > Dates tab and modify the Max Periods field. Example: To set up monthly and quarterly frequency codes, the Max Periods per Year field must be set to at least 12.

Bill every period

Select every checkbox to bill each period.

Bill every quarter

Select one checkbox every three periods to bill each quarter.

Bill once a year

Select a checkbox to bill annually. This example will bill once a year in Period 1, but you can choose any period you wish.

202302, 2023Feb21

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