Field

Description

1. ACCOUNT NUMBER

This is the identifying number of the account. It can be letters or numbers. It must be a unique number.

2. CYCLE

The CYCLE defines the group with which this account is billed. In the most typical system this would be A, B, or C.

ROUTE

The ROUTE further defines the group with which this account is billed. Usually this will be the section of the cycle for which the meters are read at one time. In a manual system this might be called the book.

SEQUENCE

The SEQUENCE designates the position within the route. In a manual system this might be the page number within the book.

3. SERVICE NAME & ADDRESS

This is the location of the property being billed and the current resident of that property.  The SERVICE NAME should be entered as follows: Last Name with Suffix, Prefix First Name Middle Initial.  For Example: Smith MD., Mr. John Q. This would be reversed at the comma so that it would print on the bill as: Mr. John Q. Smith MD.

SERVICE ADDRESS

is entered as two fields, the STREET NUMBER followed by a ‘CR’ and then the STREET NAME. This allows sequencing of this file by the street name.

CITY, STATE and ZIP CODE

should be entered as separate fields. Note that during addition mode Street, City, State and Zip will default to the one last entered. To change the information, just type over the existing information and then (C/R).

ADDITIONAL SERVICE NAME

may be used as a further description of the service name or address. Examples might be: AND MARY DOE, or BILLS TEXACO STATION.

BILL TO NAME AND ADDRESS

If the bill is to be directed to someone or some place different than those designated at the SERVICE ADDRESS, then these fields should be entered. Use the same format as the SERVICE NAME and ADDRESS fields for entry.  Note that these fields would be left blank if the service name and address is also the bill-to name and address. If only the bill to name is different then just enter the bill-to name. If only the bill-to address is different then you may just enter the bill-to address.

6. PHONE NUMBER

Enter the customers primary phone number without any spaces or punctuation. The computer will convert it into the correct format. Example: 2155551212 or 5551212 will turn into: (215) 555-1212 or (   ) 555-1212

7. UNITS

Enter the number of billable units at this address. Usually this will be one (1). In the case of divided apartments or office, more units may be entered.

8. TYPE (R/C/F/I/P/S)

Enter 1 letter to describe the type of property. Residential / Commercial / Industrial / Public / School

9. USAGE (W/S/M/B/E)

Enter 1 letter to describe the type of service being provided. W-Water Only, S-Sewer Only (Unmetered/Flat rate), M-Sewer Only (Metered), B-both (Metered Water and Metered sewer), E-Electric

10. STATUS (I/V/?)

This may be any letter that describes that status of the service or property. Typical usages would be I-Inactive, V-Vacant. Usually a blank here would mean a normal situation. If there is a status indicated here then a warning will display in many programs. Status codes may be defined in the Customer Status Code File with certain properties associated with them (see Status Codes under File Maintenance.)

12. TOWNSHIP

Enter the township code or type "?" for a list. This field may be left blank as it is an optional field and may not display on your system.

13. REFUSE

Enter refuse code if any or else leave this blank. This is used if refuse removal is part of the billing.

14. TAX MAP #

This is the map code from the township map for this address. This is an optional field and may not display on your system.

15. DISCHARGE AREA

Location of septage discharge. This is used to gather the gallons passing through each discharge area.

16. REFERENCE #

This field is open and can be titled and used for your individual needs.

17. PARENT ACCOUNT #

Enter the number of the parent account if this account is a satellite of another account. The reading entered for this account will then be added to the usage on the parent account. This usage, and any other usages from other satellite accounts will then be used to create the parent account bill.

20. # OF HYDRANTS

Enter the number of fire hydrants at a location.

21. SPRINKLER SIZE

Enter the size of the size of the sprinkler heads.

22. # OF HEADS

Enter the number of sprinkler heads at this location.

24. METER CODES

A two character entry may be made to indicate a special instruction concerning the meter. These codes may be specified in the Special Instructions File (See special instructions under File Maintenance.)  Enter a "?" for a list of possible meter instruction codes.

30. SERVICE TYPE

This is the type of meter at this property. W- Water only, S-Sewer Only, B-Water and Sewer, M-Metered Sewer.

31. METER TYPE

Enter meter type or "?" for a list of valid meter types.

32. METER SIZE

Enter meter size or "?" for a list of valid meter sizes. This is the primary component for the calculation of the bill.

33. METER NUMBER

Enter identification number or serial number of the meter. This is mostly used in electronic meters reading systems.

34. REGISTER #

Enter the identification number of this register.

35. REMOTE #

Meter # on the outside rgeister

36. METER LOCATION

Enter a code indicating where the meter is physically located.  Example: I = INSIDE, O = OUTSIDE, P = PIT

37. MULTIPLIER

Used on electronic billing. A number 1-4 to indicate how many zeroes are to be added.

38. # OF DIALS

Used on electronic billing to indicate the number of moving dials on the meter.

39. FACTOR

Used to recalculate usage after the reading.

40. DATE INSTALLED

This is the date on which the meter was installed. Enter in the format: MM/DD/YY. For example: 05/01/92.

41. DATE LAST READ

This is the date on which the meter was last read. This is computed by the system. This field will be kept current by the invoice update.

42. FINAL READING

This is the date of the final meter reading. Enter in the format: MM/DD/YY. This field will be kept current by the invoice update.

43. GARDEN METER Y/N

A garden meter measures the amount of water that exits into a pool or sprinkler system. This water will not pass through the sewer line so it will be subtracted from the amount of sewer usage. Enter Y if the property has a garden meter and N if there is not a garden meter at this address.

45. WATER UNITS

If the number of water units is not the same as the units.

46. SEWER UNITS

If the number of sewer units is not the same as the units. If the is a sewer charge then the first character will be $.