How do I set up my Checkout options? (2023.11)
Running Checkout is part of the period end checklist. It helps you find and fix errors in the database. There may be a situation where you need to search for a specific type of error. Read this help topic to learn what each option will search for.
Setting up Checkout options
This is a list of options that you'll find on the Checkout view. Clicking on an option will take you more information in this help topic.
Customer numbers
Use ALL to select all customers in the database. To run Checkout for a single customer number or a range of customer numbers, delete ALL and replace it with the customer number.
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Use a comma to separate multiple customer numbers.
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Use a dash to separate a range.
Selection Criteria , Filter by customer number
Cycle
This option is available if the organization is using more than one cycle. Run Checkout to search for errors in the transactions for customers assigned to the cycle.
Selection Criteria, Filter by cycle number
Billing information
Search for errors in billing information that Connect will use to calculate bills.
Billing information
Check final disconnect dates
Verify the final disconnect date in the customer table has a date in it for every normal service. A final bill customer should have a final disconnect date on each billing service that will not be billed after the final bill. In most cases, that means each billing service should have a disconnect date.
Check for invalid meters
Verifies the
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service ID in the billing record matches the service ID in the meter record.
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the location ID in the billing record matches the location ID in the customer record.
Check for invalid rates
Verifies
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the service ID in the billing record for the rate matches the service ID for the billing, and
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the billing record has a rate.
Check for meters tied to multiple billings
Verify each metered service is tied to only one meter. If a metered service is tied to more than one meter, the metered service will billed for each meter. The customer may be billed more than once.
Check for duplicate billing descriptions or sequence numbers
Verify a billing service is only tied to one billing service description and sequence number. Together the billing service description and sequence number create a code that should only be assigned to a specific customer. When more than one customer is assigned to the same billing service description and sequence number, it may cause reporting tools to show the wrong amount.
Verify meters exist for [all/active] metered services
Check if metered services in the customer record and related transactions are tied to a meter.
Include disconnected services
Check if the customer has a disconnected service tied to an active meter.
Customer information
Search for errors in customer information in the customer record.
Customer information
Verify billing cycles are valid
Search for customer records where the cycle is less than 1 or the cycle is greater than the cycles per period for the district.
Check final bill information
See if the customer final bill and transaction final bill have a final bill date. Check the final bill customer record and the final bill transaction to make sure they
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have a final bill date, and
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have a deposit that has been refunded, applied, or transferred.
Location information
Verify location information in the location and customer records.
Location information
Check for multiple active customers at a single location
Search for customer records that share the same location ID as another customer record.
Each location should have only one active customer. When there is more than one active customer at a location, duplicate billings may be created for each active customer.
Verify an active customer exists at each location
Search location records for a location ID that does not match the location ID in an active customer record. It's important because the location cannot be billed unless the location has an active customer and usage cannot be billed unless the location is tied to an active customer.
Check for duplicate meters numbers at a location
Search location records with multiple meters for meters that have been created for the same service, sequence, and status. Each meter at a location should be assigned to a new sequence number. The application uses the meter ID and sequence number combination to bill the service.
Verify landlord customer accounts
Search location records with more than one landlord.
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Search customer records that are set up as a landlord, but the customer record is not linked to a landlord.
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Search for customer records where the landlord does not match the landlord on the related location record.
If a customer account is not attached to the landlord, no billings will be created for the tenant and it may cause issues when it's time to switch to a new tenant.
Meter information
Including meter information will also check for duplicate route/sequence information and duplicate electronic meter reading IDs.
Meter Information
Verify a billing service exists for each active meter
Search active meter records for a billing record.
Check for missing register titles
Find out if each register has a register title. Some reporting tools use the register title instead of the register number to look up a register. When a register is missing a register title, it may cause reporting issues.
Check for duplicate route/sequence information
Look for customers who have the same billing service and sequence number assigned to more than one billing service. Connect uses the billing service description and sequence combination to bill the customer and generate reports. Using the same billing service description and sequence combination for a different customer may cause the billing service to bill the wrong amount.
Check for duplicate EMR IDs
Search active electronic meters that share the same Electronic Meter Reading (EMR) ID. If you are using an electronic meter reading identification number for electronic reading, some meter reading companies will require each meter to have a unique meter reading identification number.
Meter activity information
Search the transactions that record meter activity for errors.
Meter activity information
Check for invalid dates
Search meter activity record for period meter reading or new connects where the period date does not match the date, rotation/period, and cycle for the related customer record.
Meter activity with invalid dates can cause billing issues. An invalid date can occur when the period date and rotation period do not match the expected period date and rotation period. The meter activity date must fall in the expected period date and rotation period.
Check for duplicate readings in the same period
Search for multiple meter activity records for the same customer number, service, meter sequence number created for the same meter in the same period or date. Under normal circumstances, each meter should only have one meter reading recorded in a period. If a meter has more than one meter reading in the same period, it may create a duplicate billing.
Summary information
This section checks the summary balance for each customer. The summary balance includes a service balance and the prior period service balance.
Summary information
Verify summary balances
Search each customer for a summary record that matches the customer's cycle and date.
If the customer's cycle and date does not match the current cycle date and
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the summary balance does not equal the total transactions for the corresponding period for the customer and service, or
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the transaction amount is not zero and the summary balance is null (blank) for the corresponding customer and service, then
the customer will be reported as an error on the error report.
Check for missing equal pay history
Search for equal pay customers who do not have an equal pay record for each related billing date.
The equal pay history has the customer's expected equal pay balance. The customer's equal pay balance may be different from the customer's service balance.
Equal pay is a payment option that averages power usage from the last twelve months and divides it into equal monthly payments. When a transaction for equal pay is recorded, the application records the transaction in a log. The transaction log is the equal pay history. Each equal pay transaction should include the related summary balances.
Verify billing services exist for each summary record
Search for customers that have a summary record where the service ID does not match the service ID for a billing for that customer. Connect uses the customer's service summary as another way to verify the customer's billing transactions.
Transaction information
Checking transaction information will also check for transactions with an amount that records a thousandths value (00.000).
Transaciton Information
Check for customers missing a transaction service
Look for transactions that do not have a billing record, or the billing type is blank and the transaction is not a summary transaction. Each customer should have a billing service for each service in their transaction history.
Check for invalid dates
Search for billing type transaction records with a rotation/period of zero or blank. Connect uses the customer's connect date and final bill date as the valid date range for creating transactions for the customer. The customer should not have any transactions that occur outside the valid date range.
Check for invalid rates
Search for billing type or billing adjustment type transaction records where the rate does not match the rate for the corresponding service. Only rates that are tilandlorded to a service can be used to create a service transaction.
Check for invalid amounts
Find transactions with an amount that has more than two decimal places (0.000000). Some amounts come from certifications, deposit, or normal account transactions. The amount is calculated and rounded to the nearest penny. This error happens when the calculated amount was not rounded to the nearest penny and the calculated amount is recording an amount that is less than one penny.
Verify transactions have been updated to the general ledger
Search for regular transactions and deposit interest accrued transactions that have not been updated to the general ledger.
Verify billing services exist for each transaction
Check if a billing record exists for the each customer and service combination. Each customer should have a billing service for each service in their transaction history.
A/R balance
Print the sum of the transaction amounts for the current period.
Print A/R balance
When this option is selected
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the Customer Number must be set to ALL, and
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the transaction date must be before or on the current period end date to include it in the A/R balance.
202402, 2023Sep19
Copyright © 2025 Caselle, Incorporated. All rights reserved.
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