Managing Monthly Electricity Rebates for Residents

Overview

This document provides guidance on handling the monthly Electricity Rebates for Long Term/Permanent pension residents. There are two main options available:

• Individually processing through a POS transaction into each Guest Folio.
• Setting up a second Billing Policy for Electricity Rebates.

Prerequisites

• Ensure you have access to the POS system and billing setup.
• Familiarity with the guest folio and billing policy setup processes.

Steps

1. POS Transactions

• Process Each Rebate Individually:
• Right-click on the Guest Folio and select Make Sale.
• Select the Product Group and Product Label for the Electricity Rebate product.
• Enter the amount as a negative (e.g., -$26.50) and click Post.
• Ensure the Payment Type is Guest Folio Transfer and click Post and Submit to finalize.
• Repeat these steps for other clients who receive the rebate.
• If a Product Has Not Been Set Up:
• Click on a Menu button, select the Setup tab, and click on Product Setup.
• Click Add.
• Fill in the following:

• Label: Electricity Rebate (or desired name for statements)
• Group: Select an appropriate Product Group (e.g., Long Term Products)
• GL Type: Revenue
• Taxes: Select the appropriate tax
• Assign the GL Code in GL Ref #1

• Press Submit to finalize.
• Enter the Rate for the Electricity Rebate:
• Click on a Menu button, select the Setup tab, and click on Product Rate Setup within Pricing and Rates.
• Press Select Date and choose the 1st of the Month.
• Enter the Rate into the New Rate column and press Submit to finalize.
• Note: Ensure the rate is entered as a negative amount to discount off (e.g., -26.50).

2. Set up a Second Billing Policy

• Create a Second Billing Policy:
• Click on a Menu button, select the Setup tab, and click on Billing Policy Type Setup.
• Click Add.
• Fill in the following:

• Label: Enter a label for the Policy Type (e.g., Electricity Rebate or Meter Billing)
• Policy Type: Property
• Default Invoice Label: Enter a label for the charge (e.g., Electricity Rebate)
• Destination Account Type: Reservation

• Press Submit to finalize.
• Creating the Policy for a Resident:
• Click on a Menu button, select the Admin tab, and click Billing Policy Setup.
• The Billing Policy Review panel will display all residents’ current rental billing policy.
• Select the first resident and press Add to set up the policy.
• Fill in the following:

• Policy Type: Select the Electricity Rebate Policy
• Unit #: Select the resident’s Unit Type and Unit #
• Reservation #: Select the resident’s reservation number
• Start Date: Select today’s date
• End Date: Select a future date
• Next Billing Date: Select the next date the Electricity Rebate is to be applied (ensure this is the previous month’s date)
• Time Period/Interval: Month/1

• Under the Products/Services tab, click Add to add the Electricity Product.
• In the Add Billing Policy Product panel, select:

• Product Group: Select the appropriate Product Group (e.g., Long Term Products)
• Product Label: Electricity Rebate
• Rate Type: Pull from Product Rate – the rate will automatically appear in the Base Rate.

• Press Add to apply to the policy.
• Review the Policy to ensure all is correct, then press Submit.
• Press Activate to activate the policy.
• Processing the Electricity Rebate Policies:
• Processing the Rebate Policies follows the same procedure as processing Rental Billing policies.
• Click on a Menu button, select the Admin tab, and click on Process Billing Policies.
• Select the 1st of the previous month and select the Policy Type: Electricity Rebate and press Search.
• All Active policies will display to process – select ALL and press Process.
• Scroll down and expand the Batch Review panel to confirm the batch.

Troubleshooting

• Ensure all rates are entered as negative amounts for discounts.
• Verify that all billing policies are activated before processing.
• Confirm that the correct dates are selected for billing and rebates.

For further assistance, click here to print the Help Document.