.. include:: aliases.rst Account Wizard ============== The Account Wizard is a step-by-step interface for setting up a new customer account or performing a move in process. This includes entering details such as address, services, deposits/contracts, open work orders, meter readings, miscellaneous fees and calculations. New Customers can be created and moved in to existing Locations. Existing Customers can also be moved, but moving them in to one Location does not move them out of another. When more than one Customer is moved to a Location, the first is actually moved in, and subsequent Customers are listed as Waiting. The Account Wizard walks you through these processes. Details ------- In order to use the Account Wizard, a Location must already be created. The Wizard will then facilitate moving a Customer into the Location. The Customer may already be in your UMS system, or you can create a new Customer through the Wizard. Note: All items marked with a red asterisk (\*) are required fields, and the Account cannot be completed until all required fields have been properly completed. To open the Wizard, select **Management > Account Wizard** from the main menu or **Move > Move In** from the Account Control Panel footer toolbar. The *Welcome* screen will open. Welcome ~~~~~~~ |image189| Figure 126: Account Wizard - Welcome - **Location**. Type in or search/select using the **Browse** button (|image190|) the Location number into which you are moving a Customer. Note: The Location number will already be filled in for you if you opened the Wizard using the Move In option on the Account Control Panel footer when a Location is open. It can be edited if this is not the Location you need. - **Location Address**. This field is populated automatically with the current address for the Location when the selection is made, and cannot be manually edited. If changes are required, exit the Account Wizard and edit the Location before proceeding. Click **Next** to proceed to the *Name* screen. Name ~~~~ |image191| Figure 127: Account Wizard - Name - **Account**. If your system is configured (**Setup > Company > Company Options**) to automatically generate new Account numbers, this field will not be marked as required. You will be able to use an existing Account number, type in a specific new Account number, or leave the field blank so that the system creates an auto-generated number for the Account. If the auto-generate feature is not turned on, you will have to enter a number. - If you are moving in an existing Customer, either type in the Account number or search for it using the **Browse** button next to the field. - If you wish to create a new Customer, either type in the new number you wish to assign to this Account or leave the field blank if you are using the auto-generate feature. - \ **Mailing address is the same as the location.** Check this box if the mailing address for the new/existing Customer should be the same as the Location address. If the Customer is an existing one, the existing address will be updated to the Location address. Note: If you check this box, the next page of the Wizard (Address) will be skipped. - **Customer Type.** Select the type of Customer moving into the Location. If you are moving in an existing Customer, this will be pre-selected, but it can be changed. - Name fields. The name fields will change depending on the Customer type selected. The information for existing Customers will be pre-populated but can be edited. - If *Individual* is selected, the required fields are First and Last. (**Title**, **Middle**, **Suffix**, and **Spouse** fields are optional.) - If *Profit*, *Non Profit*, or *Government* is selected, the **Business Name** field is required. (The **Tax ID** field is optional.) Click **Next** to proceed to the next screen or **Back** to revisit the previous one. Address ~~~~~~~ \ |image192| Figure 128: Account Wizard - Address - **Mailing address is the same as the location.** Check this box to save the service address (Location) as the Customer’s address. Do not check it if the Customer wishes to maintain the previous address. - **Address Type.** Select a designation (Home, Work, etc.) for the information entered on this screen. - **Address fields**. Verify or enter/edit the address details in the fields provided. - **Preview.** When you click **Preview**, a window with sample mailing label text will open: |image193| Figure 129: Account Address Preview Click **Next** to proceed to the *Contact Info* screen or **Back** to revisit previous one(s). Contact Info ~~~~~~~~~~~~ \ |image194| Figure 130: Account Wizard - Contact Info Contact Information Fields. All of the fields in this section are optional and may be filled in later as needed. Select or enter/edit any applicable information for the Customer. Any information previously on file for an existing Customer will appear in this form, and may be updated here. Note: Driver’s License and Social Security information is sensitive, and it is therefore automatically masked and only available for administrator users. When the Show button is clicked, a login box will open. Once your login information has been entered, the field contents will be visible. All views are automatically tracked by the UMS audit trail. Also when you Click Next to continue to the next screen a prompt would show up when a customer already exists with provided Social Security or Drivers License number and allow you to view those customers. - \ **Email the bill to this address.** This box is only active if an e-mail address is entered. Check the box if the Customer wants to receive e-bills. - **Review Credit**. *This button is only applicable if the Credit Review Module is licensed to your system.* Clicking here submits the customer information to the selected credit review agency. Click **Next** to proceed to the *Documents* screen or **Back** to revisit previous one(s). Communication Preferences ~~~~~~~~~~~~~~~~~~~~~~~~~ |AccountWizardCommPref| Figure 645: Account Wizard - Communication Preferences This step will allow for the configuration of communication preferences for the customer being moved in and consists of the same preferences grid that is available in other areas of the application, such as Customer/Company communication preferences. The grid selections will be made available to the user based on the provided customer information in the previous wizard step (**Contact Information**). Email communication preferences for example, will be disabled if no email address is provided. Similarly, IVR/Text/SMS preferences will be disabled if no phone number is provided. In either situation, going back to the prior wizard step and supplying the required information will re-enable these selections. If a preference selection is disabled due to missing information, it will also be unselected unless the preference is a company mandatory. **Default selections** '''''''''''''''''''''' The grid will be loaded with preferences pre-selected, based on the type of customer being moved in. - **New customers:** Any company default/mandatory preferences will be pre-selected, as well as the **Printed** preference for **Statements** and **Delinquencies**. Note that company mandatory preferences will also be disabled, and the user will not be able to change these preferences. Company defaults however will be enabled for further changes. - **Existing customers:** The customer's current communication preferences will be pre-selected. Note that when attempting to make changes to an existing customer's preferences, the user will be presented with an informational dialog to confirm that the changes are intended. **Text/SMS preferences** '''''''''''''''''''''''' **Text/SMS** preferences will only be enabled for customers who have already subscribed to SMS notifications. Therefore, these preferences will be disabled for new customers by default, and will only be enabled for existing, SMS-subscribed customers. If these preferences are unavailable for a customer, a note will be displayed above the grid, specifying that the customer must subscribe to SMS notifications in order to be able to set these preferences. **Validation** '''''''''''''' |AccountWizardCommPrefNoRequiredPreference| Figure 646: Error icons specifying that at least one preference selection is required for statements and delinquencies. Much like setting communication preferences for a customer from the **Account Control Panel**, at least one preference selection is required for **Statements** and **Delinquencies**. If this requirement is not met, error icons will be presented on the associated communication activity, and the **Next** and **Finish** buttons will be disabled until the errors are addressed. Furthermore, if a preference is selected, but the information required to persist this preference is not found (such as an email preference selection without an email address), an error dialog will be presented specifying the issue when the **Next** or **Finish** buttons are clicked. The user will not be able to continue to the next steps until the required information is provided. |AccountWizardCommPrefNoEmailAdrs| Figure 647: Error dialog specifying that email preferences are selected but an email address has not been entered. Since any preference selections are automatically unchecked and disabled if the required information is missing unless the preferences are mandatory, the situation described above should only apply if the customer does not have the information required to persist any company mandatory preferences. Customer Contacts ~~~~~~~~~~~~~~~~~ |image195| Figure 131: Account Wizard - Customer Contacts Contact information is optional and may be filled in later as needed. Select the **Add** button. The **Edit Contact Window** opens where contact information may be added. |image196| Figure 132: Account Wizard - Edit Contact Window - **Contact Type**. Select the relationship between the new contact and the customer. The **Add** button may be used here to create a new contact type. - **General**. Enter the contact’s name, DL, DOB, etc. as relevant. Note that Driver’s License and SSN are treated as sensitive information fields and will be masked by default (as noted above). - **Address**. If the contact’s address is different from the customer’s, the **Add** button may be used to open the **New Address** window and enter the contact’s address. Multiple addresses may be entered, if relevant. - **Email.** Select the **Add** button to open the **Edit Email** window and enter the contact’s email, if desired. Multiple emails may be entered for the contact, if relevant. - **Phone.** Select the **Add** button to open the **Edit Phone** window and enter the contact’s phone number, if desired. Multiple phone numbers may be entered for the contact, if relevant. Documents ~~~~~~~~~ \ |image197| Figure 133: Account Wizard - Customer Documents The **Add** button will open the **Add Customer Documents** window, which will allow you to attach any applicable document(s). Any documents you have attached will show in the list. Use the **Edit** and **Delete** buttons to make changes. Once the Account setup is complete, the listed documents will appear in the Account Control Panel for this customer, in the Customer tab>Documents sub-tab. Click **Next** to proceed to the *Services* screen or **Back** to revisit previous one(s). Services ~~~~~~~~ \ |image198| Figure 134: Account Wizard - Services - \ **Move-In Date**. This is the date when the Customer physically moves in to the Location, and will be used as the start date for the services provided. This defaults to the current date, but the date can be edited as needed. - **Transaction Date**. This is the date when any fees or deposits or other applicable transactions will be charged to the account. It is usually the same as the **Move-In Date**. - **Services.** The services listed in the window are those currently (or most recently) in use at the Location in question. This list corresponds to the list of services in the service details section of the Account Control Panel Location Tab. Select or deselect by checking the boxes next to the services on or off. Add missing services by clicking the **Add** button and setup the necessary service and rate codes in the **Service Location Maintenance** window. |image199| Figure 135: Service Location Maintenance This window will allow you to select and edit details for services you want to add, without exiting the Account Wizard. The Service drop-down menu will contain only those services set up for, but not currently active at, the Location. You will be able to select rate codes and other pertinent details for the service. In order to edit any of the services already associated with the Location, you will need to exit the Account Wizard and open the **Utility Maintenance** window from the service details section of the Account Control Panel Location tab. Click **Next** to proceed to the *Multiple Fixed Items* screen or **Back** to revisit previous one(s). Multiple Fixed Items ~~~~~~~~~~~~~~~~~~~~ \ |image200| Figure 136: Account Wizard - Multiple Fixed Items The term Multiple Fixed Items refers to anything at a service location provided by a utility to be used in delivering the service. This can be a meter, a transmitter, a back flow device, a dumpster or trash bin, or any other item that relates to the delivery of the service. If the rate codes are properly set up for this type of charge, you will be able to add Multiple Fixed Items to the account from this screen of the Account Wizard. Items available for the account will depend on which services were selected (in the previous screen) and on the rate codes associated with them. Any available items, depending on the selected services and on how the associated rate codes are set up will appear in this window. If the required items are not listed, additional setup will be required, and you will need to exit the Account Wizard and perform some setup tasks before proceeding. Note: Multiple Fixed Items can also be added after the Account is set up, through the Service Details section of the Account Control Panel Location tab. The setup actions will still be required in order to add Multiple Fixed Items, but need not be completed before the Account is created. **Selecting Available Multiple Fixed Items** '''''''''''''''''''''''''''''''''''''''''''' If the Multiple Fixed Item you need is available in the list in the Account Wizard, the **Edit** button will be active. Click **Edit** to open the **Edit Multiple Fixed Items** dialog box. |image201| Figure 137: Edit Multiple Fixed Items Within this window, use the **Add**, **Edit**, and **Delete** buttons to manage the list of items on the Account. **Adding Multiple Fixed Items** ''''''''''''''''''''''''''''''' Click the Add button to add items. This opens the Setup MFI window. |image202| Figure 138: Setup MFI: Select Item (Left) and Select Quantity and Charge (Right) Select the applicable item from the drop-down menu. Note: The drop-down menu will contain all unselected items. That is, if there are two available Multiple Fixed Items, and both have already been selected for the Account, the menu will be empty. Once the item is selected, two additional fields will become visible. - **No. of Items.** This is the number of items type associated with the account. The charge per item will be multiplied by the number entered here. - **Charge per item.** Enter the charge associated with each item added to the account. This charge will be multiplied by the number of items. Additional items can be selected until all configured item types have been used. Each selected item will appear in the **Edit Multiple Fixed Items** window, with its quantity and charge. **Editing Multiple Fixed Items** '''''''''''''''''''''''''''''''' Use the **Edit** button to change the quantity and/or charge for an item. This button will open the same **Setup MFI** window as described above, except that the drop-down menu is fixed on the item previously selected. Note: If the item type is incorrect, Delete that item and add the correct one in using the Add button. Enter a new **No. of items** and/or a new **Charge per item**, as needed. **Deleting Multiple Fixed Items** ''''''''''''''''''''''''''''''''' Select an item and click **Delete** to remove it from the account. You will be prompted to confirm the deletion. When you delete an item, it is removed from the **Edit Multiple Fixed Items** list. When you return to the Account Wizard screen, the deleted item will still appear in the list, but only until the screen is refreshed. Once the screen has been refreshed, the item will no longer be available for selection through the Account Wizard. If it was deleted in error, see below for reactivation details. **Configuring Multiple Fixed Items** '''''''''''''''''''''''''''''''''''' In order to have any Multiple Fixed Items associated with an account, the appropriate rate codes must first be configured for them. In addition, these Multiple Fixed Item rate codes must be the ones selected for the services that are active for the account, and the items must be added to the service before using the Account Wizard. You may need to exit the Account Wizard and perform some setup tasks before proceeding, or complete the move-in without Multiple Fixed items and add them to the account separately **Setting Up Rate Codes** ''''''''''''''''''''''''' Multiple Fixed Items can only be added to rate codes with Multiple Fixed Items code types. This includes only **Multiple Fixed Item** and **MFI & Consumption** types. When one of these types of codes is created, there is a section in the rate details that allows you to set up any Multiple Fixed Items that are to be associated with the code. You will be able to select existing items or create new ones. The items in this section are those that will later be available for any service line item with that particular rate code. Refer to Rate Codes chapter for more specific details on setting up Rate Codes, including setting up individual Multiple Fixed Items for a code. **Selecting Rate Codes** '''''''''''''''''''''''' The selection of Multiple Fixed Items depends on the rate codes (and items) associated with the services selected. When you add a service to a Location, you can select a rate code to define the charges for that service. However, if a given service was previously active for that Location, the rate code will already be selected, and you will not be able to change the rate codes from inside the Account Wizard. If an incorrect code is listed for the service you want to select, you must change it through the Account Control Panel, in the service details section of the Location tab. |image203| Figure 139: Service Details in Account Control Panel Location Tab Select the applicable service from the grid, and either double-click the line or click the **Edit** button. This will open the **Utility Maintenance** screen for the selected service. |image204| Figure 140: Change Rate Code for Service In the *General* Tab, use the **Rate** drop-down menu to select an appropriate code, one that has Multiple Fixed Items attached to it. Once a correct code has been selected, any item that have been defined for this code will be available in the *Multiple Fixed Items* tab. Add or edit them using the buttons below the window, just as described above. If more or different items are needed, refer to Rate Codes for details on how to define them. **Re-Activating Multiple Fixed Items** '''''''''''''''''''''''''''''''''''''' When a Multiple Fixed Item rate code is selected for a service, the Multiple Fixed Items attached to it are by default available for selection/editing through the Account Wizard. However, if any items are deleted from within the Account Wizard, they will need to be added back through the service details section of the Account Control Panel Location tab. This is done by opening the Utility Maintenance window by double-clicking the service line in question in the location tab , and going to the Multiple Fixed Items tab to re-add the deleted codes. These are added just as described in Selecting Available Multiple Fixed Items, above. From this point, you can proceed with the Account Wizard setup of Multiple Fixed Items, and complete the Account move-in. Click **Next** to proceed to the *Demographics* screen or **Back** to revisit previous one(s). Demographics ~~~~~~~~~~~~ \ |image205| Figure 141: Account Wizard - Demographics Use this screen to add any applicable demographics and variances for the selected Account, Customer, and/or Location. The **Add**, **Edit**, and **Delete** buttons can be used to manage these items. Refer to the Account Control Panel discussion for further information on managing these items. Once the Account setup is complete, the listed demographic items and variances will appear in the Account Control Panel for this Account, in the Demographics tab. Click **Next** to proceed to the *Add Miscellaneous Fees* screen or **Back** to revisit previous one(s). Add Miscellaneous Fees ~~~~~~~~~~~~~~~~~~~~~~ |image206| Figure 142: Account Wizard - Add Miscellaneous Fees If there are any fees associated with the account creation, enter them here. Use the **Add** button to add any applicable miscellaneous fees, such as turn-on or after-hours work fees. The **Edit** and **Delete** buttons can be used to make changes. Clicking Add opens the **Add Miscellaneous Fee Details** window, which will allow you to select from pre-defined service codes and fees. See **Miscellaneous Transactions > Miscellaneous Fees** for more information. Click **Next** to proceed to the *Deposits* screen or **Back** to revisit previous one(s). Deposits ~~~~~~~~ \ |image207| Figure 143: Account Wizard - Deposits Use this screen to add any applicable deposits selected Account, Customer, and/or Location. The **Add**, **Edit**, and **Delete** buttons can be used to manage these items. This screen is identical to the one displayed in the Account Control Panel, in the location tab and the Deposits sub-tab. Once the Account setup is complete, the information you add here will be in that tab. Refer to the Deposits chapter of this Guide for more detailed information on managing deposits. Click **Next** to proceed to the *Exemptions* screen or **Back** to revisit previous one(s). Exemptions ~~~~~~~~~~ \ |image208| Figure 144: Account Wizard - Exemptions Select check boxes for any exemptions that will apply to the Account for each of the applicable services. Note that there is s scroll bar at the bottom of the window. These exemptions are tied to services for the Account being created. After exemptions are added through the Account Wizard, they will appear in the *Exemptions* tab of the **Utility Maintenance** window for the services in question. They can be edited later. Click **Next** to proceed to the *Confirmation* screen or **Back** to revisit previous one(s). Confirmation ~~~~~~~~~~~~ |image209| Figure 145: Account Wizard - Confirmation The confirmation screen will list all of the details entered for the Account. A **Print** button is also provided so that you can easily print all of the information for review or historical documentation. If there are any errors, click the **Back** button to return to previous screens and make changes. If no changes are needed, click the checkbox at the bottom of the screen, indicating that the information has been reviewed is correct. This will activate the **Next** button, which when clicked will take you to the *Finish* screen. Wizard Finish ~~~~~~~~~~~~~ \ |image210| Figure 146: Account Wizard – Wizard Finish - \ **Amount Due**. This is the total of all charges resulting from the Account setup, including all deposits and fees. - **Create service order** **now.** If this box is checked, the New Service Order window will open after you click **Finish**. Refer to Service Order Management for further details on managing service orders. - \ **Make payments now.** Check this box to process a payment the new Account, such as a payment towards the new Amount Due. The **New Payment** window will open after you click **Finish**. Refer to **Payments** for further details on entering payments. - **Print Posting Totals.** If this box is checked, a Posting Totals report will be generated after you click **Finish**. Refer to UMS Reporting > Posting Totals for further details on this report. - **Finish.** Click **Finish** to complete the new account setup and exit the Account Wizard. After the Service Order, Payment, and Posting Total information opens (if selected) and has been closed, the Account Wizard will finish creating the Account. You will receive a prompt asking if you want that new Customer’s information open in the Account Control Panel. |image211| Figure 147: View New Customer Information If you select **Yes**, the previously-selected Customer information will be replaced by the new Customer’s information. Waiting Customers ----------------- A Waiting Customer is a Customer who has been moved into a Location while there is already a current Customer at that Location. The new Customer is therefore waiting for another Customer to move out before being officially being moved in. Creating Waiting Customers ~~~~~~~~~~~~~~~~~~~~~~~~~~ The Account Wizard will create Customers and associate them with Locations, but it will not move existing Customers out. Therefore, if you create a new Account for a Location that has not been vacated, you have created a Wafting Customer. Additional Waiting Customers can be created as well. If more than one Waiting Customer is in line for a Location, you will be able to select which of these gets moved in after the current Customer moves out. A Location search will yield the current Customer and any Waiting Customers that have been set up for the account. |image212| Figure 148: Current and Waiting Customers Cancelling Move-Ins ~~~~~~~~~~~~~~~~~~~ If a Waiting Customer decides not to move in after all, or if you move a Customer into a Location in error, the move-in can be cancelled as long as no charges have yet been created. Note: This option is only available for customers with a status of “Current” or “Waiting” and who have no associated history or deposit information. From the Account Control Panel, select the Customer whose move-in needs to be cancelled. |image213| Figure 149: Cancel Move In For Waiting Customers Then select **Move > Cancel Move In** from the Account Control Panel Footer. You will be prompted to confirm the cancellation.