Attachment 4 - Reports Requirements
This Attachment describes the list of reports the City requires from the System.
User Group: Various
Functional Area: Customer Accounts
Report Name: Account Info
Report Description:
Listing of accounts including info such as customer class (commercial, multi-family, residential), services provided (water/sewer, water only, sewer only), billing frequency (monthly, bi-monthly, quarterly, annual, other), status (-active, inactive, other), special flags (government, wholesale, critical care).
User Group(s): Billing and/or BES
Functional Area: Services
Report Name: Water Customers with No Sewer Services
Report Description:
List of water customers not billing sewer and/or not billing stormwater and sewer customers not billing stormwater. Include consumption and date of read from water meter.
User Group(s): Billing
Functional Area: Services
Report Name: Killed Services
Report Description:
Provide report that identifies services that have been killed.
User Group(s): Billing/Finance
Functional Area: Rates
Report Name: Rates with Assigned Accounts
Report Description:
Listing of accounts assigned to a defined rate
User Group(s): Billing
Functional Area: Billing Controls and Reporting
Report Name: Bill Register
Report Description:
The system produces a preliminary billing register listing accounts that failed validation of the bill consumption, dollar amounts, or other user defined criteria. This includes to-be-billed amounts including line item detail and the total amount of unbilled charges
User Group(s): Billing
Functional Area: Billing Controls and Reporting
Report Name: Bill Verification/Exception Report
Report Description:
Billing cross-checks are available to ensure that all reads were input, all charges calculated correctly, and all bills printed for the scheduled cycles and off-cycle accounts. A report is produced for exceptions
User Group(s): Billing/Finance
Functional Area: Billing Controls and Reporting
Report Name: Pre- and Post-Bill Exceptions
Report Description:
Bill register to verify any differences between pre and post billing
User Group(s): Billing/Finance
Functional Area: Billing Controls and Reporting
Report Name: Read Exception Report
Report Description:
Report to include reading not posted from upload interface, submeter usage > water meter usage, reading larger than number of dials, all reads not available to bill, and other user-defined criteria.
User Group(s): Data Entry
Functional Area: Bill Print
Report Name: Bills and Notices to be Printed
Report Description:
Report shows the number of bills and notices expected to be printed during daily batch run.
User Group(s): Customer Services
Functional Area: Bill Print
Report Name: Duplicate Bills
Report Description:
Ability to print duplicate of any bill sent to customers
User Group(s): Billing
Functional Area: Billing Controls and Reporting
Report Name: Accounts Not Billed Aging
Report Description:
Customer accounts with billing delays over "x" days. If applicable, show if flag to suspend billing has been set.
User Group(s): Billing
Functional Area: Billing Controls and Reporting
Report Name: Accounts Not Billed by Cycle
Report Description:
Detail and summary listing of accounts that did not bill during their normal billing cycle. If applicable, show if flag to suspend billing has been set.
User Group(s): Billing
Functional Area: Billing
Report Name: Estimated Bills
Report Description:
Produce a report showing the number of estimated accounts and the bill amount.
User Group(s): Billing
Functional Area: Billing Controls and Reporting
Report Name: Bills > $1000 (Daily)
Report Description:
A report of bills greater than $1,000 on a daily basis.
User Group(s): Billing/Finance
Functional Area: Account Balance
Report Name: Customers with Credit Balances
Report Description:
System will provide a report of active and inactive accounts with a credit balance, by fund.
User Group(s): Finance
Functional Area: Financials
Report Name: Accounts with Over/Under Condition
Report Description:
Identify accounts (both active and inactive) with a debit in one fund, and a credit in another. The amount of the debits and credits and the fund they belong to should be included, as well as the overall account balance.
User Group(s): Billing
Functional Area: Financials
Report Name: Small Balance Write Off
Report Description:
Identify (for write off) those final billed accounts with a credit or debit balance of less than $5.00.
User Group(s): BES
Functional Area: Final Bills
Report Name: Domestic Service Finaled/Fireline Open
Report Description:
Provide for identification of fireline, irrigation , or other associated accounts at the same property whose accompanying domestic account had been final billed.
User Group(s): Billing
Functional Area: Billing
Report Name: New Services with no Assigned Route
Report Description:
Provide a report of all new services that do not have a route assigned.
User Group(s): Billing
Functional Area: Sewer Billing
Report Name: Accounts Billed Sewer on STLY
Report Description:
Identify all billings, by account number, where sewer charges are calculated based on the previous year’s winter average.
User Group(s): LINC Admin.
Functional Area: LINC
Report Name: LINC Customers w/ Non-Cash Payments
Report Description:
List of customers who are receiving a low-income discount or who have received a crisis voucher or other type of non-cash payment.
User Group(s): LINC Admin.
Functional Area: LINC
Report Name: Customers with Expired LINC
Report Description:
List of customers who are receiving a low-income discount that are due for renewal.
User Group(s): Billing
Functional Area: Consumption
Report Name: Vacant Properties Showing Usage
Report Description:
Identify properties in vacant status that have a meter showing consumption.
User Group(s): Service Center
Functional Area: Consumption
Report Name: Inactive Meters with Consumption
Report Description:
Inactive meters registering consumption
User Group(s): Parks Bureau
Functional Area: Consumption
Report Name: Parks Bureau Usage
Report Description:
Total consumption and dollars for all Parks Bureau accounts.
User Group(s): Parks Bureau
Functional Area: Consumption
Report Name: Parks Bureau Usage by Account
Report Description:
Consumption and dollars for bureau by account.
User Group(s): Various
Functional Area: Service Orders
Report Name: Incomplete Service orders
Report Description:
Incomplete service orders by type or other defined criteria, and days past due
User Group(s): Finance
Functional Area: Payments
Report Name: Cash Receipts Journal
Report Description:
Cash receipts journal
User Group(s): Billing
Functional Area: Payments
Report Name: Payment Suspense Account
Report Description:
Payments unable to post from the remittance processor
User Group(s): Finance
Functional Area: Payments
Report Name: Payment Transactions by Fund and Batch
Report Description:
Detail and summary for financial transactions related to all customer payments by fund, by batch.
User Group(s): Service Center
Functional Area: Collections
Report Name: Returned Checks - Misc. Criteria
Report Description:
Report of returned checks by fund. Report would include: Customer name, mailing address, service address, amount, date of original payment, date check was returned, charge applied for returned check, and other user-defined information.
User Group(s): Finance/Billing
Functional Area: Refund Processing
Report Name: Refunds by $
Report Description:
Validate the amount of the refund given to each customer against a predetermined parameter. System will check for any "large" refund payments and provide a report.
User Group(s): Finance/Billing
Functional Area: Refund Processing
Report Name: Refunds Requested
Report Description:
Provide a report of all requested refunds
User Group(s): Finance
Functional Area: Refund Processing
Report Name: Refunds Detail Report
Report Description:
Refunds Detail Report which shall include elements such as the account number, customer name, amount of refunds, fund the refund came from (water/sewer), total number of refunds, refund processing errors, cancelled refunds, refunds pending but not issued.
User Group(s): Finance/Service Ctr
Functional Area: Payment Arrangements
Report Name: Payment Plan Customers - Misc. Criteria
Report Description:
Report of customers on a payment plan including the "age" of their debt, the payments they have made, and the timeliness of those payments.
User Group(s): Service Center
Functional Area: Payment Arrangements
Report Name: Payment Arrangements on Accounts
Report Description:
Report (or online view) of payment extensions made with a customer for an account. Report can be segmented by class, status of arrangement, or amount.
User Group(s): Service Center
Functional Area: Payment Arrangements
Report Name: Defaulted Payment Arrangements
Report Description:
Track the total payment arrangements and pay plans and the amount past due that are in default.
User Group(s): Finance
Functional Area: Payment Arrangements
Report Name: Pay Plan Accts and Total Deferred Revenue
Report Description:
Provide a report that tracks the total number of accounts on payment extensions including the total deferred revenue by fund
User Group(s): Service Center
Functional Area: Collections
Report Name: Scheduled for Shut-Off Accounts - left on
Report Description:
Identification and user-defined reporting of non-pay customers scheduled for shutoff but left on
User Group(s): Service Center
Functional Area: Collections
Report Name: Non-pay Shut-Off Accounts
Report Description:
Identification and user-defined reporting of non-pay disconnect customers for subsequent follow-up
User Group(s): Service Center
Functional Area: Collections
Report Name: Non-pay Shut-Off Accounts with Usage
Report Description:
Identification and user-defined reporting of non-pay disconnect customers with usage after shutoff for subsequent follow-up.
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User Group(s): Service Center
Functional Area: Collections
Report Name: Future Collection Activity
Report Description:
Identification and user-defined reporting of collection activity anticipated for a specific date in the future
User Group(s): Service Center
Functional Area:
Report Name: Accounts Assigned to Collection Agencies
Report Description:
Provide a report of accounts assigned to collection agencies, with additional user-defined criteria. Detailed and summary report of assigned to a collection agency. Report should include customer name, date of assignment, account balance at assignment, current account balance, payments during the current month, payments to date through the collection agency.
User Group: Service Center
Functional Area: Collections
Report Name: Collection Agency Account Summary
Report Description:
Detailed and summary report of accounts assigned to a collection agency. Report should include customer name, date of assignment, account balance at assignment, current account balance, payments during the current month, payments to date through the collection agency.
User Group: Service Center
Functional Area: Collections
Report Name: Final Bill Assignment
Report Description:
Automated report based on user-defined aging of final billed account for assignment to collection agency
User Group(s): Service Center
Functional Area: Payments
Report Name: Assigned Accounts with Payments
Report Description:
Provide a report that shows accounts that have received payment after they were assigned to a collection agency
User Group(s): Customer Services
Functional Area: Collections
Report Name: Reactivated Owner w/ Collection Agency Assignment
Report Description:
Identify owners with collection agency assignments who have accounts that have been reopened.
User Group(s): Billing
Functional Area: Collections
Report Name: Bankrupt Account Activity
Report Description:
Report of financial activity on accounts in a bankrupt status.
User Group: BES
Functional Area: Collections
Report Name: Sewer Only Lien Processing
Report Description:
On a fixed review date (once annually), identify accounts with outstanding balances using debt recovery alert.
User Group(s): Meter Shop
Functional Area: Meter Entity
Report Name: Large Meter Inventory
Report Description:
Identify large meters currently installed.
User Group(s): Meter Shop
Functional Area: Meter Entity
Report Name: Large Meters to be Tested
Report Description:
Identify large meters currently installed that are due to be tested, including previous test data.
User Group(s): Meter Readers
Functional Area: Meter Reading
Report Name: Daily Read Report
Report Description:
Daily report identifying meters to be read in a particular route.
User Group(s): Meter Readers
Functional Area: Meter Reading
Report Name: Route Report
Report Description:
All routes with meters and property information listed in read sequence order.
User Group(s): Meter Readers
Functional Area: Meter Reading
Report Name: Daily Read Exception Warning Report
Report Description:
Notes directed to meter reader regarding special meter reading instructions
User Group(s): BES/PBWW Finance
Functional Area: Consumption
Report Name: Billed Water Consumption by Rate and Customer Class
Report Description:
Statistical reports to include consumption by rate and customer class
User Group(s): BES/PBWW Finance
Functional Area: Rates
Report Name: Rates with Misc. Criteria
Report Description:
Provide for general rate reporting for example allow reporting of consumption used and dollars received
User Group(s): BES/PBWW Finance
Functional Area: Consumption
Report Name: Consumption by Period and Meter Size
Report Description:
Consumption of water billed by period (week, month, 4-week periods, other) and meter size.
User Group(s): BES/PBWW Finance
Functional Area: Consumption
Report Name: Top Ten Users
Report Description:
Top users for bond documents and annual reporting requirements). By total billings and type of service, and other user defined criteria. Ability to sort and combine by customer name.
User Group: BES
Functional Area: Consumption
Report Name: Sewer Submeter Volume
Report Description:
Sewer submeter volume by type, for example, extra strength, discharge, clean to storm, etc. Show account number.
User Group(s): BES
Functional Area: Sewer Billing
Report Name: # of Accounts by Winter Average Value
Report Description:
Winter average frequency report (number of accounts by winter average value)
User Group(s): Finance
Functional Area: Consumption
Report Name: Usage and $ – Wholesale Customers
Report Description:
Reports usage and billed charges for the City’s wholesale customers.
User Group(s): Finance
Functional Area: Rates
Report Name: Wheeled Accounts
Report Description:
Modification (custom report) to summarize district usage and the usage and dollars credited for the wheeled accounts within each. PBWW requires that this report would be for all specified Water Districts
User Group(s): Finance
Functional Area: Accounting
Report Name: Revenue (Charges and Adjustments) by Fund
Report Description:
Revenue by rate, customer classification, and service type, by fund, for a specified period of time.
User Group(s): Finance
Functional Area: Accounting
Report Name: Billing Transactions by Fund
Report Description:
Detail and summary for financial transactions related to all billed (charges) by fund and by type, for a specified period of time.
User Group(s): Finance
Functional Area: Accounting
Report Name: Adjustment Transactions by Fund
Report Description:
Detail and summary for financial transactions related to all adjustments (including usage and discounts) by fund and by type, for a specified period of time. Must have ability to filter by user ID.
User Group(s): Finance
Functional Area: Payments
Report Name: Payment Transactions
Report Description:
Detail and summary for financial transactions related to all customer payments (cash, money order, check, etc.) by fund, for a specifed period of time. Includes source (walk-in, mail, pay station) and type (cash, check, money order, non-cash, voucher) of payment
User Group(s): Finance
Functional Area: Accounting
Report Name: Payment Allocations to Receivables by Fund
Report Description:
Detail and summary of allocations /deallocations/and reallocations of payments to receivables by fund , for a specified period of time.
User Group(s): Finance
Functional Area: Accounting
Report Name: Refund Transactions by Fund
Report Description:
Detail and summary for financial transactions related to all refunds by fund, for a specified period of time.
User Group(s): Finance
Functional Area: Accounting
Report Name: Accounts Receivable Transactions
Report Description:
Detail and summary for financial transactions related to all accounts receivable transactions by fund, for a specified period of time. Includes transactions that show amounts outstanding and unapplied payments and credits. Ability to group transactions by various parameters (such as customer, customer class, service type).
User Group(s): Finance
Functional Area: Accounting
Report Name: Total Receivables by Account
Report Description:
For all accounts, includes water and or sewer amounts outstanding, unapplied water and/or sewer credits, unapplied payments, and account balance
User Group(s): Finance
Functional Area: Financials
Report Group: Aged Past Due Balances by Fund
Report Description:
Accounts with amounts past due, and number of days past due, by fund Ability to group accounts by various parameters (such as customer class, billing frequency). Aging segments are flexible and may be 30, 60, 90, 120 days.
User Group(s): Finance
Functional Area: Collections
Report Name: Write-Offs Due to Non-collectibility
Report Name:
Detail and summary for write-offs due to non-collectibility by fund and in total.
User Group(s): Billing
Functional Area: Collections
Report Name: Past Due Fireline Accounts
Report Name:
Provide report to identify accounts for fireline services that are past due.
User Group(s): Finance/Billing
Functional Area: Financials
Report Name: Bankrupt Accounts with Balance
Report Description:
Detail and summary of the amount owed by fund by customers who have filed bankruptcy.
User Group(s): Finance
Functional Area: Financials
Report Name: Out of Balance
Report Description:
Report automatically generated to include details related to an out-of-balance condition.
User Group(s): Finance
Functional Area: Financials
Report Name: Reconciliation
Report Description:
Report that allows PBWW to reconcile CIS to IBIS.
User Group(s): Finance
Functional Area: Financials
Report Name: Transaction Verification
Report Description:
Report shows all transactions are passed to and from the interface to the general ledger
User Group(s): Finance
Functional Area: Financials
Report Name: Franchise Fee
Report Description:
A calculation of the franchise fee due to the City. This is a % of qualified revenue to be paid to the City by BES/PBWW.