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**  Budget re-calculation in the middle of the year? Resetting Budgets

**  Resetting your Fiscal Year? Click here:

**  Resetting your Degree Days? Click here:

**  Resetting your YTD Gallons? Click here:

** Changing to Summer (Winter) usage?

** Change from Winter to Summer Scheduling and back. 
               Click here: Winter to summer            Click here: Summer to Winter

** PrePay Adjustments:

When a prepay account uses up his credit, you need to do a special posting so that part of the delivery can be posted at today's price.

In  Utilities - Posting Words - Charge Words  set up a charge category called 'PRE PAY ADJ'.   You will use it to close out pre pay balances.

Put 1.00 in the “Amount” box and a check mark in “Is a Rate”. Note the blue arrows above.

Now you are ready to go.

You must post the whole Fuel delivery on one line so that the Delivery-Factor is kept correct.   Then you must post two adjustments to fix the account.

The posting is best explained with pictures.  

 

 

 

Step 1.

As you post this delivery of 175.3 gallons, notice that the customer has 168.2 gallons left on his prepay.

When the fuel delivery line is completed the prepay area will turn red notifying you that the customer has exceeded his prepay.

Post a second line.   Press "Charges F3".  Choose the PRE PAY ADJUST charge you set up in Utilities - Post words - Charge Words.

When you reach the “Units” section enter exactly what you see in the red Prepay Qty Left field. In this case enter    -7.1.   (Green Arrow above)   Be sure to enter the minus sign.   Remember this number.   It is the number of gallons that will need to be posted at the regular price in step 3, below.

When you reach the price section, enter the same price you see in the Price Calc field above.   In this case enter   1.299    (his old contract price).   This lowers the invoice by the correct amount.

In the amount section expect to see a number (Red Arrow above) that is slightly different from the red Prepay Bal field.   There is almost always a rounding error.   Fix the amount to match PrePay Bal but be sure to leave the minus sign.

Now Prepay Qty Left and Prepay Bal are both zero.   “Esc” – “Esc” – “Enter”   to Post the transaction.

Step 2.

In the customer's Site Info page, change him to a Regular type.

In the customer's Fuel Scheduling section, remove his special Pricing and set the Pricing back to normal.

Step 3.

Post a new charge to the customer.  Choose "Charges F3"   and choose the PRE PAY ADJUST again. 

In the units section enter the 7.1 gallons you remembered from step 1.   This time do not use the minus sign.

In the Price section, enter today’s normal price for this fuel.   Post the transaction.

**  Reset Degree Days.

September 1st is when most dealers RESET DEGREE DAYS.

Be sure that you have entered the degree days for 08/31/07 before you do the reset. 

Go to "Reports" and choose "Degree Day Totals By Date".

 

Choose "UTILITIES" on the MAIN MENU.

 

Choose "YEAR END".

Choose "RESET DEGREE DAYS".

You printed this report in the first step.

 

Click "Next".

Each customer will be adjusted and your degree days will be reset to: 09/01/07 W1 H1. (If you have a degree day meter, reset it: Heat=1, Heat & Water=7)

Remember:

  1. Do a Back Up First. <---

  2. Reset only once.

  3. You can not use "Enter Degree Days" until after the reset.

** Reset YTD Units (Gallons or Liters).

September 1st is when most dealers RESET YTD Units.  The process adds up all the deliveries from the date you choose and puts the results on the Scheduled Fuel screen.

To add from the beginning of this heating season, set the date to Sept 1st of this year.  All YTD Units will be set to "0".

YTD Units can be reset over and over.  To add from the beginning of the calendar year, set the date to Jan 1st of this year.  You can always change back.

Choose "UTILITIES" on the MAIN MENU.

 

Choose "YEAR END".

Choose "Reset YTD Units"

Set the Start Date.  Choose "Next" and confirm by choosing "Yes".

    

**  Reset Fiscal Year.

  • End of Fiscal Year procedure:
    •

  • End your month as usual (Finance Charges. Statements. Over Due Notices).

  • Print Post Totals (for all batches).

  • Reports - View Totals.  Print for EVERY month in your year and one for the entire year.  Throw any older reports away.

  • Reports – Aging - Total Balances. Using the settings below, print the report two times.

    • Set the check boxes as below.     Then       Set the check boxes this way.

    Click OK   and print the report.                   Click OK  and print the report.

          

     

     

    Finally, in Utilities - Options - Posting:

     

    **   Summer to Winter Degree Days: 

    Change from Summer to Winter scheduling: When the daily temperature is below 65....   (usually early October): 

      

    ** Winter to Summer Degree Days:

    Change from Winter to Summer scheduling: When the daily temperature is above 65....   (usually early June): 

     

    ** Keyboard sounds:

    Does your computer make a noise whenever you type a character?  Try this:

    In Control Panel, find:    Double click it.

     

     

    Choose the Sounds tab at the top.  Highlight Default beep at the bottom.  Drop the arrow next to the 'Sounds:' box and choose (None).  Click Apply and OK>

     

     

     

     

     

     

    ** Reset Budgets Mid Year:

    Use Cust Info(F6)…  Reset Bdgt(F9)

    Move to regular = N

    Spread over = Y

    Price = Enter today’s price

    Enter, Enter…  Skip to Months in Budget =   Enter the number of months that remain in his budget year.

    Month Budget Start = today’s month.  Enter 2 for Feb.  3 for March.

    Now you are in YTD Gallons.  Enter the amount you think he should burn between now until the end of year.

    Hint:  Click (F3) Show Gals YTD