How to Fix Wrongly Billed Water & Electricity Charges in i-Account

Monday, May 24, 2021 TimeTec 8 Comments



Introduction
In i-Account, invoices for Water and Electricity are issued based on meter reading values that the user adds or imports into the system. At times, a wrong meter reading value could have been added for certain units, leading to an incorrect calculation of the usage and invoice amount. 

If this is only detected after the invoice is generated, certain steps can be taken to rectify the records. To make the correction, refer to the steps listed below. 

Please note that we refer to “Water” in our guide below but the same steps are applicable for both Water and Electricity billing.

How to Fix Wrong Billing
If a Water meter bill is wrongly charged, there are 2 options:

I : Void the incorrect invoice > Edit the incorrect reading value > Generate a new invoice with the same reading
        a) Void the incorrect invoice at System > Maintenance > Void a Transaction.
        b) After voiding the incorrect invoice, you can edit the reading value at Property > Water Meter. 

II : Issue Credit Note for the full amount of the invoice > Import a new reading with the correct current reading value > Generate another invoice with the newly added reading.

Option 1: Void Incorrect Invoice & Edit Reading 
1. Once invoices have been generated for the water meter reading, users can view the invoices at the Water Meter page. In our example below, if the water meter reading for unit A-1-1 on 21st April 2021 is incorrect, we can void the invoice that has been generated. Check the invoice number by clicking on the view invoice icon. 

2. This is the sample of the incorrect water bill.


3. Next, go to System > Maintenance > Void a Transaction to void the incorrect invoice. For the Transaction Type menu, select the Sales Invoice option.


4. Select the incorrect invoice by clicking on the pencil icon.


5. After selecting the invoice, users will be directed to the bottom of the page, where we can enter a Memo to record why the invoice needs to be voided. Then, click on the “Void Transaction” icon to proceed with the void action.  


6. This confirmation message will pop out once you click on the “Void Transaction” icon.


7. Click on the “Proceed” icon at the bottom of the page to confirm. 

8. After the invoice has been voided, go to the Property > Water Meter page again to edit the meter reading. The edit icon will appear once the invoice has been successfully voided. 

9. Click on the edit icon to amend the water meter reading for that particular unit and click “Update” to save the changes. 

10. After entering the correct meter reading, you can now generate a new invoice for this unit at Property > Batch Invoice page using the edited reading.  

Option 2: Issue Credit Note for the Whole Invoice and Import New Meter Reading

a) Issue Credit Note for the Whole Invoice
1. For the 2nd option, we will use another unit, B-1-4 as the example.

2. In this option, firstly, issue a Credit Note for the whole amount of the incorrect invoice. Go to Accounting > Sales > Transactions > Customer Credit Notes.

3. Select the owner and Credit Note Items, then enter the price based on the invoice amount for water billing. Click the (+) icon to add the item in the line. 



4. Next, click on “Process Credit Note” at the bottom of the page. 

5. Once the Credit Note has been issued, allocate the Credit Note against the invoice. Go to Accounting > Sales > Transactions > Allocate Customer Payments or Credit Notes to allocate the Credit Note.

6. Select the owner’s name, for instance owner for B-1-4. System will show the Credit Note that has been issued to that particular owner. 

7. Click on the “Allocate” icon in order to do the allocation.

8. Users will be directed to the Allocate Customer Payment or Credit Note page. Allocate the amount to the water bill.



9. Click on the “Process” button to proceed with the allocation.
 

b) Import New Meter Reading & Generate New Invoice 

Next, you need to import a new meter reading for the same reading date. 

1. Go to Property > Water Meter page and click on “Upload Data” to import the new reading.


2. Download the Water Meter Reading CSV file. Enter the correct value for the Current Reading (e.g., 225 m3). Additionally, key in the text “edit” in the Edit column to indicate this is a correction. Save the file and proceed to import after selecting the same reading date. 

IMPORTANT NOTE:

  1. Normally, for each unit number, the system only allows entry of one reading on each date

  2. To import a 2nd reading for the same date, you have to key in "edit" in the Edit column of the csv file. 






3. Once you have successfully imported the new meter reading, go to Property > Batch Invoice page to generate a new Water Bill/Invoice. 


4. When adding the batch, refer to the following guide:
a. Customer Group
Select the same group for this unit owner. System will check the selected customer group whether there are any unbilled readings and only generate new invoice for the new reading.

b. Reading Date 
Select the date for the newly added reading (marked as “Edit”)  




Note: If some of the screenshots or steps viewed here are different from the ones in the current system, this is due to our continuous effort to improve our system from time to time. Please notify us at info@timeteccloud.com, we will update it as soon as possible.



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