Enter Meter Readings (CNDE009A) (CNDE009B)

Enter Meter Readings is found on the Contract Data Entry menu, 1-9.  All meter readings that are entered for the billing of the copies on contracts should be entered through this program.  The program can also be used to make the actual phone contact to the customer for the meter reading.  This applies to all meter billing methods.  The only exception to this is for those of you that use the Commitment module's Meter Reading Entry program.

 

There are two main ways to access the machines to enter a meter reading.  One is to create an index and let the program select the machines that need a reading.  The parameters for the population in the index are input by the operator.  The other is to input specific machines or contracts.  With both methods the goal is to enter meter readings on contracts that are due to be billed within the current Contract Billing cycle.

 

When a contract is created, that needs meter readings billed or factored in, a meter reading billing method is assigned to the contract.  There are 4 possible meter billing methods.  Operation within the Enter Meter Readings program is based upon which meter billing method is assigned to the contract.  This includes the updating of the contract and the determining factors of why the machine is displayed for a meter reading.  Details on each billing method are found within the Enter Data section of the documentation.

 

The Enter Meter Readings program automatically displays the machines that need a meter reading based on input of a specific time period.  The time period that is entered is the beginning and ending meter due date that is stored in billing method 1, 4 , and 2s that are into overage, contracts.  A meter reading index is created and the machines with a meter due date, within the inputted beginning and ending date range, automatically display for a meter reading.  Method 2s not into overage, and method 3 contracts do not have a stored due date.  What is stored is a number of days from the start date of the contract until the first meter reading should be entered.  When this is reached, and a reading has not been entered within 25 days, the machine is added to the index.

Enter Meter Readings  (Cont'd)

 

 

Introduction  (Cont'd)

 

While the machines, that are in the current index are being accessed, you have the ability to enter a P for previous and access machines that you had skipped entering the meter reading.

 

When using the meter index, the program allows machines to be displayed in customer number, contract number, group bill contract number, ship to customer alpha name, and item and serial number order.  The ability to access specific types of contracts is available.  The option is to access Maintenance, Rentals, Lease or all types of contracts.

 

Also within the index is the ability to input specific meter billing methods.  This will allow you to access up to three different billing methods.  As an example, you may access only contracts that are billing method 1.  Or you may access only contracts that are billing method 1 and 4.  Or you may access only contracts that are billing method 1, 2 and 4.  You may also access all billing methods.

 

Once the meter readings are entered, the machine is deleted from the index, thus preventing the machine from redisplaying for a reading.  When the index is rebuilt for the same parameters, there are other internal factors that prevent the same machine from redisplaying for a reading.  This includes the factor of the machine already having a current contract meter reading.

 

Only one operator at a time can enter meter readings using the index.  However, at the same time other operators can enter readings for specific machines or contracts.

Enter Meter Readings  (Cont'd)

 

 

Introduction  (Cont'd)

 

There is also the ability to access a specific contract.  This is very useful for companies that send out meter cards or meter faxing.  You are able to input what record that you want to enter the meter reading.  The program then returns and asks for the next specific record.  Specific records can be accessed by contract number, a specific item and serial number, or a specific serial number.  When accessing by item and serial number, an item search is available to select the item.  When accessing by a specific serial number, a serial number search is available.  A customer number or name can be input to view all of the machines that are on a contract for that customer.  An individual machine or a specific contract for the selected customer can than be chosen.  When accessing by customer name an alpha search on the customer name can be performed, allowing viewing of all of the selected customer's contract machines.

 

When entering a specific record for entry of a meter, the program requires that the meter reading is actually due for this machine or contract.  The checks the program does to determine if a machine should have a meter reading entered vary based on which meter billing method the record is.  If the inputted record fails the checks, a message is displayed.  This message will describe why the machine will not display for a reading.

 

Once a machine is accessed for a meter reading, various contract and machine information is displayed.  Information that is displayed is the Serial File and Customer File phone number, contract and Serial File contact name, group bill contract number, item number of machine, all seven quantity breaks and rates, contract starting meter, amount of service copies made, and the contract start and meter due date.  If there is no copy due date, as on a method 3 or 2 contract, the base due date displays.  If a contract is on inactive status, this is noted.

Enter Meter Readings  (Cont'd)

 

 

Introduction  (Cont'd)

 

Any contract that is a batch bill contract, whether it be in a group or a single contract, displays a message to notify the operator that they should have readings for all machines in the batch.  This is for all meter billing methods.  This is important as the meters on a batch billed contract will not be billed unless all of the machines in the batch have a reading entered.

 

When a method 2 contract reaches the copies included, a copy due date is written to the contract.  When a method 2 or 3 contract is in a batch billed group, all of the machines in the batch will have their meter readings added together to determine if the copies included or expiration copies have been reached.  The copy due date is written into all of the contracts that are included in the batch billed group.  A method 3 contract, that reaches the expiration copies amount, has the contract due date and expiration date changed on the contract.  These dates are automatically updated for all of the contracts in the group.

 

The number of copies made, since the last reading to the entered current meter reading, is written into the Contract Line Item File and stored in a field designated as month 1 (January) through month 12 (December).  This can be viewed in the program, Meter Readings File Maintenance.  Also calculated upon entry of a meter reading is the average monthly volume.  This is stored in the Serial File.

 

When the program is determining if a method 2 or 3 contract has reached the designated copy allowance, any service copies that have been entered are counted into the total copies made.  Service copies are also counted in on method 1 and 4 contracts.

 

New with Revision 12 is the ability to use an auto dial system to contact the customers for the meter reading.  This replaces the need to physically dial the phone number of the customer to get the meter reading.  There are required set up procedures to activate this feature.  See page 555 for details.  Also new with Revision 12 is the display of the entered meter reading on the machine the meter was input on.

Enter Meter Readings  (Cont'd)

 

 

Introduction  (Cont'd)

 

New with Revision 12 is the ability to enter an estimated meter reading.  At the prompt to enter the meter reading, an E is input to produce the estimated meter reading.  The Enter Meter Readings program than produces the calculation that provides the estimated meter reading.  The displayed estimated meter reading can be accepted or rejected.  The program also alerts the operator if there is not enough data to produce an estimated meter reading.  Upon exiting the Enter Meter Readings program, all accepted estimated readings are printed out.

 

The estimated process begins with a search for a service meter reading in the Dispatch File, within a designated number of days from the current system date.  The days are defined in the Contract Global File.  If the reading is within the number of days, that becomes the estimated reading.  If there is no service meter reading to use, an attempt to produce a calculation of copies per day is made.  The Contract Line Item File is searched for the copy usage from prior months of entering Contract meter readings for the machine.  The number of months that is used is determined by a Global File option in the Contract Global File.  If there is no copy usage in the Contract Line Item File, the program accesses the service history and searches for the highest and lowest meter reading within the number of months designated in the Global File.  Once the calculation for copies per day is made, the program uses the last meter reading and date.  The number of days between the current system date and last meter reading date is calculated.  This is multiplied by the copies per day.  This is than added to the last meter reading and that becomes the estimated meter reading.  Detailed documentation and examples of the estimated process begins on page 516.

 

The ability to store a maximum amount of meter reading estimates allowed and the number of consecutive estimated meter readings entered is now available in the Serial Files of the machines.  Every time an estimated meter reading is accepted as the meter reading in Enter Meter Readings, the Serial File is updated in the field for number of estimates accepted.  When an actual reading is input the number is zeroed out.  When an estimated meter is accepted this field is checked.  If the stored number of accepted estimated meter readings, plus the current estimate, exceeds the defined maximum allowed, acceptance of the calculated estimated meter reading is not allowed.  The operator is alerted.

 

The ability to allow acceptance of a calculated estimated meter reading is optional.  If you do not want to use the feature that is possible.  There is required set up in order to begin accepting estimated meter readings, see page 517.

 

Complete updated documentation of the program follows.

Enter Meter Readings  (Cont'd)

 

 

Enter Data

 

Input Screen

 

There are two methods that can be used to enter readings.  One is to use the meter index.  When the index is created various parameters are entered.  All machines that fall within the designated parameters appear for a meter reading.  They display in the selected order.  The program only allows one index at a time.  Thus only one operator can enter meter readings using a meter reading index.  If an operator is using the index, and another operator enters the Enter Meter Readings program and reaches the point where the index is created, the following prompt appears.

 

Meter Readings Are Being Entered On Another Terminal - Try Later

Enter 'Y' To Return To Menu

 

 

Enter a Y to return to the Contract Data Entry menu.  Note, an operator may be using the meter index and entering readings and another operator may enter the program and enter readings using the second method.  The second method is to input specific records for a reading.  There is no meter index involved.  The operator must tell the program which machines they want to access.  One way to utilize two people entering meter readings would be for one operator to create the index and designate a specific billing method such as all method 1 contracts.  The other operator could enter readings on specific contracts that were a different meter billing method, such as method 2's or 3's.  They could use the meter cards or Meter Card report or the Contract Percentage Report to find which machines to access.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Contd)

Input Screen  (Cont'd)

 

The situation may occur where a meter index is created and the operator is inputting readings.  Another operator is entering machines using the specific options.  If the operator entering the readings in the specific option mode enters a reading on a machine that is in the other operator's index, that machine will not appear in the operator's index.  Thus you will not get a double entry of readings.

 

Upon access to the program the Enter Company # prompt appears.  A carriage return defaults to company number 1.  Company number is stored in each contract.  Thus if you use a company number other than 1 you may override the default and enter the desired company number.  When using the meter index, only contracts assigned to the designated company number appear for a reading.  When using the specific options, company logic is not applicable.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The first input prompt is as follows.  During the input an up arrow key ^ to go back one space or a / slash to cancel and exit the program may be entered.

 

Enter Beginning Meter Reading Due Date Or E'nd

 

 

Enter an E to exit the program.  Enter the desired beginning meter due date range.  This should correspond with the time frame that is going to be billed in Contract Billing.  The meter due date can be viewed on a contract in field 36 in Contract Changes.  If an invalid date is input, the prompt Invalid Date -- Enter Again appears.  The cursor returns for reinput.  Any contract that has a meter due date that is less than the inputted beginning date will not be accessed for a meter reading.  Thus be careful with the date that is entered as the beginning date, as a contract with a meter due date less than what you entered will not appear and you will miss entering a reading.  It is suggested that at least one day in the cycle of entering meters that you enter the beginning day of the prior month in order to catch any contracts that were missed getting a reading last month.  A method 3 contract, and a method 2 contract that has not reached overage, will not use the beginning meter reading due date.  (MMDDYY)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Enter Ending Meter Reading Due Date

 

The date that was input as the beginning date appears as the default ending date.  A carriage return accepts the default date and than the due date range would only include 1 day.  This can be overridden to include a larger date range.  If an invalid date is input, the prompt Invalid Date --Enter Again appears.  The cursor returns for reinput and the default date reappears.  If an ending date is input that is less than the beginning date, the prompt Beginning Date Greater Than Ending appears.  The cursor returns for reinput and the default date reappears.  Any contract with a meter due date greater than the inputted ending date will not be accessed for a meter reading.  (MMDDYY)

 

Note, even if you plan on entering the readings using the specific option, where you input the records that you want to enter the readings on and do not use an index, you must still enter the proper meter reading due date range.  The goal of the program is to input meter readings on machines that are due to be billed.  You do not want to enter a reading on a machine that has a due date 6 months into the future.  Although the input of the due date range is controlled by the operator, hopefully they understand that they only want to enter readings for the current billing cycle.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Sort Meter Readings By CU'stomer No., CO'ntract No., GR'oup Bill No.,

Customer NA'me, IT'em/Serial No., Or Enter A Specific: 1' Contract No.,

2' Item/Serial No., 3' Serial No., 4 Customer No./Name

 

The above prompt determines what order that you want the machines to be displayed, when you are going to use the meter index.  The meter index automatically displays the machines that are within the designated due date range, contract type, and billing methods.  This is the preferred method when the customers are called on the telephone for a reading.  Or the customer is called and the readings are written on the Meter Card Report and than entered from the report.  The prompt also allows the operator to bypass the index.  The operator must than input the records that they want to enter meter readings on.  This will be very useful for those of you that mail out meter cards or fax customers for readings.

 

There are five possible sort options that can be used when creating the index.  The option selected determines the order that the machines, that are added to the index, display for a reading.  Note, the program determines that a serial number is a machine that needs a meter reading, based on a yes being in the Enter Meter Readings field on the serial number line on the contract.  If this prompt is no than the machine will never display for a reading.  The index sort option prompts are as follows.

 

Enter a CU to have the contracts display in customer number order.  The order the contracts display is the customer number that the machine is placed at.  This is the ship to customer number, which can be viewed in field 1 in Contract Changes.  If there is more than one contract assigned to the same customer number, the different contracts are displayed in smallest to largest contract group bill number order.  Within the same group bill number the contracts display in smallest to largest contract number order.  Contracts with more than one machine display the machines in the line number order they appear on the contract, the smallest line number first.

 

Enter a CO to have the contracts display in contract number order.  The order the contracts display is in contract number order, smallest to largest number.  Contracts with more than one machine display the machines in the line number order they appear on the contract, the smallest line number first.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Sort Meter Readings By CU'stomer No., CO'ntract No., GR'oup Bill No.,

Customer NA'me, IT'em/Serial No., Or Enter A Specific: 1' Contract No.,

2' Item/Serial No., 3' Serial No., 4 Customer No./Name

 

Enter a GR to have the contracts display in group bill contract number order.  The order the contracts display is in group bill contract number order, smallest to largest number.  Contracts in the same group are then displayed in contract number order, smallest to largest number.  Contracts with more than one machine display the machines in the line number order they appear on the contract, the smallest line number first.  For those of you that have a lot of batch billed contracts in a group, this sort is probably the best way to go to have all of the contracts in the group display one after another.

 

Enter a NA to have the contracts display in the ship to customer's name order.  This is the customer that the machine is placed at.  This is the name assigned in the Contract header not the Customer File.  Contracts assigned with the same customer name will then display in group bill contract number order, smallest to largest number.  Contracts in the same group are then displayed in contract number order, smallest to largest number.  Contracts with more than one machine display the machines in the line number order they appear on the contract, the smallest line number first.  Note, the program reads all 25 characters in the name.

 

Enter an IT to have the contracts display in item and serial number order.  Machines with the same item number appear in serial number order.  That is the only sort, the machines on the same contract will not display together unless the item and serial numbers follow each other.  The sort displays the machines strictly in item and serial number order.  Note, items or serial numbers that begin with a number display before items or serial numbers that begin with an alpha character.

 

That completes the sort options for the meter reading index.  The other options at this prompt are used to enter readings by inputting specific records.  The meter index is not used.  This function is described beginning on page 474.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

After selection of one of the five sort options, that is used in the meter index, the cursor continues on to the next prompt.

 

Do You Want R'ental, M'aintenance, L'ease Or A'll

 

You may define the contract type of the machines that are included in the meter reading index.  Enter an R to only include machines that are on Rental contracts.  Enter an M to only include machines that are on Maintenance contracts.  Enter an L to only include machines that are on Lease contracts.  Enter an A for all to include all contract types, Maintenance, Rental and Lease.  (R, M, L or A)

 

Enter Up To Three Billing Methods (1-4) Or A'll

 

You may define the meter billing method of the machines that are included in the meter reading index.  There are four possible meter billing methods.  They are method 1, 2, 3, and 4.  You may enter up to three different methods in one index.  To include specific methods enter a 1 for meter billing method 1 contracts.  Enter a 2 for meter billing method 2 contracts.  Enter a 3 for meter billing method 3 contracts.  Enter a 4 for meter billing method 4 contracts.  After input of one of the four possible numbers the cursor will wait for another.  You may also up arrow back one space between the input for the three possible methods.  If you do not want three different methods than carriage return after the entry of the last inputted method and the input at the prompt is completed.  If you want to include all meter billing methods in your index, enter an A for all.

(1, 2, 3, 4 or A)

 

The ability to only include specific billing methods is very useful for those of you that have a combination of different methods of meter billing.  That is because there are a lot of differences in the operation of the different methods.  Meter billing methods 1 and 4 will want a meter reading based solely on the meter due date and the fact that a current meter has not already been entered.  A meter billing method 2 contract, that has reached overage, will also want a meter based on the meter due date.  However, until it has reached the copies included there are other factors that will prompt the method 2's to appear for a reading.  This is the same case with meter billing method 3's.  These factors will be described later.  But because of the difference you may find it very beneficial to isolate the different types of methods.  You will want to experiment with this feature.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

After the input of the billing methods, the index is built.  The screen displays a message Building Meter Reading Index.....Customer = #### while the index is being created. 

 

 

The length of time during the index rebuild varies based on the number of machines in your Serial File.  The situation occurs where the index is created and you begin entering readings but do not complete the input of all of the readings before exiting the program.  When you re-enter the program you will want to input the same parameters so that the index is rebuilt for the same population.  The machines that you had already entered meters on will not reappear for a reading as they will already have a meter in the current meter reading field or have been billed and now have a different copy due date.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The next prompts that appear are based on which sort you have selected for the meter index.  These prompts are as follows.

 

When the customer number sort CU is selected, the following prompt appears.

 

Enter Customer Number Or 'CR' To Start At Beginning

 

 

There are two things that can be done at this prompt.  A carriage return can be entered and the first machine found in the index is displayed.  Or you can input a specific customer number, and if a machine is found in the index that is assigned to the inputted customer number, that customer's machines are accessed first.  The feature to enter a specific customer may be useful if you have been entering meters and skipping some of the machines.  Than when you exit the program and re-enter it you want to begin at the point that you left off.  Note, even though you are specifying a customer number all other machines that are due for a reading, based on the other input parameters, are added to the index.  They can still be accessed by paging forward or backward.  The specific customer is just a starting point.  (8 Digits Or Carriage Return)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When the contract number sort CO is selected the following prompt appears.

 

Enter Contract Number Or 'CR' To Start At Beginning

 

 

There are two things that can be done at this prompt.  A carriage return can be entered and the first machine found in the index is displayed.  Or you can input a specific contract number, and if a machine is found in the index that is assigned to the inputted contract number, that contract's machines are accessed first.  The feature to enter a specific contract may be useful if you have been entering meters and skipping some of the machines.  Than when you exit the program and re-enter it you want to begin at the point that you left off.  Note, even though you are specifying a contract number all other machines that are due for a reading, based on the other input parameters, are added to the index.  They can still be accessed by paging forward or backward.  The specific contract is just a starting point.  (8 Digits Or Carriage Return)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When the group bill number sort GR is selected, the following prompt appears.

 

Enter Group Bill Number Or 'CR' To Start At Beginning

 

 

There are two things that can be done at this prompt.  A carriage return can be entered and the first machine found in the index is displayed.  Or you can input a specific group bill number, and if a machine is found in the index that is assigned to the inputted group bill number, that contract's machines are accessed first.  The feature to enter a specific group bill number may be useful if you have been entering meters and skipping machines.  When you exit the program and re-enter it you want to begin at the point that you left off.  Note, even though you are specifying group bill number all other machines that are due for a reading, based on the other input parameters, are added to the index.  They can still be accessed by paging forward or backward.  The specific group bill contract number is just a starting point.  (8 Digits Or Carriage Return)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When the customer name NA sort is selected, the following prompt appears.

 

Enter Customer Name Or 'CR' To Start At Beginning

 

 

There are two things that can be done at this prompt.  A carriage return can be entered and the first machine found in the index is displayed.  Or you can input a specific customer name, and if a machine is found in the index that is assigned to the inputted customer name, that contract's machines are accessed first.  The feature to enter a specific customer name may be useful if you have been entering meters and skipping machines.  When you exit the program and re-enter it you want to begin at the point that you left off.  Note, even though you are specifying a customer name all other machines that are due for a reading, based on the other input parameters, are added to the index.  They can still be accessed by paging forward or backward.  The specific name is just a starting point.  The input for customer will allow and read 25 characters.  (25 Alphanumeric Or Carriage Return)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When the item and serial number IT sort is selected, the following prompts appear.

 

Enter Item No. Or 'CR' To Start At Beginning

Enter Serial No. Or 'CR' To Start At Beginning

 

 

There are three things that can be done at the prompts.  A carriage return can be entered at the first prompt and the first machine found in the index is displayed.  Or you can input a specific item number and serial number and if that machine is found in the index, that machine is accessed.  Or you can input a specific item number and carriage return at the serial number prompt, and access the first machine found in the index with the inputted item number.  The feature to enter a specific item and serial number may be useful if you have been entering meters and skipping machines.  When you exit the program and re-enter it you want to begin at the point that you left off.  Note, even though you are specifying an item or an item and serial number, all other machines that are due for a reading, based on the other input parameters, are added to the index.  They can still be accessed by paging forward or backward.  The specific item is just a starting point.  The input for item and serial number will allow and read 18 characters.  (18 Alphanumeric Or Carriage Return)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Enter Customer Number Or 'CR' To Start At Beginning

Enter Contract Number Or 'CR' To Start At Beginning

Enter Group Bill Number Or 'CR' To Start At Beginning

Enter Customer Name Or 'CR' To Start At Beginning

Enter Item No. Or 'CR' To Start At Beginning

Enter Serial No. Or 'CR' To Start At Beginning

 

At all of the above prompts for all five of the sorts, if you enter a specific record that is less than the first record found in the index, the first record found in the index is accessed.  If you enter a specific record that is not found, but a record is found that is higher than the entered number or name, that record is accessed.  If you enter a specific record that is higher than the last number or name found in the index, the following prompts appear.  These prompts will also appear when no records are found in the index, thus no meters are due within the designated parameters.

 

There Are No Contracts Due For The Dates Entered

Enter 'CR' To Continue

 

A carriage return displays the next prompt.

 

There Are No Records For Company No. #

Enter 'CR' To Continue

 

A carriage return exits the program.

 

If the machine, that the program is attempting to access, is being accessed on another terminal, in the programs Contract Changes, Machine Placement, and Serial File Maintenance, the message Item #### Serial # ##### Is In Use On Another Task! appears.  The purpose of this is to protect your data.  Updating cannot be done properly if the same record is open on two terminals.  The item and serial number that is being accessed appears in the message.  The next machine in the index is accessed or if there are no more machines, the prompt No More Contracts Found For Dates Entered Enter 'CR' To Continue appears and the program is exited.

 

That completes the inputs when creating the index.  The documentation of the display of the machines and entry of the meters begins on page 500.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When the meter index is not used, and you want to enter specific records for entry of the meter readings, you will direct this by the input at the following prompt.

 

Sort Meter Readings By CU'stomer No., CO'ntract No., GR'oup Bill No.,

Customer NA'me, IT'em/Serial No., Or Enter A Specific: 1' Contract No.,

2' Item/Serial No., 3' Serial No., 4 Customer No./Name

 

Enter the number 1 if you want to access the machines by inputting a specific contract number.  All of the machines on the contract that are due for a reading are accessed.  Note, this is not the group bill contract number.

 

Enter the number 2 if you want to access the machines by inputting a specific item and serial number.  This option will also include item number and item description search.  Only one machine is accessed at a time.

 

Enter the number 3 if you want to access the machines by inputting a specific serial number.  Serial number search is available.  If the program finds more than one serial number in the system, that matches exactly with your input, all of the same serial numbers are displayed and allow selection of the machine that you want.  Only one machine is accessed at a time.

 

Enter the number 4 if you want to access the machines by inputting a specific customer name or customer number.  After input of a customer name, the customer alpha search is activated.  All customers found in the Customer File, with a name that matches or begins with the input, are displayed.  You can than select a customer and all of that customer's machines that are on a contract are displayed.  You can than select a machine or contract.  After input of a customer number, all of that customer's machines, that are on a contract, are displayed.  You can than select a specific machine or contract.

 

All of the four options display the inputted beginning and ending meter reading due dates, as they are still applicable in determining if the inputted contract or machine is due for a meter reading.  For each one of the above options additional input prompts appear.  They are as follows.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The following prompt appears when the specific contract option 1 is selected.

 

Enter Contract Number

 

 

If you wish to exit the Enter Meter Readings program you may enter a / slash.  If you wish to return to the first input screen, enter an E and the cursor returns to the Sort Meter Readings By CU'stomer prompt.  You could then create an index or select another specific selection option or exit the program.  If a number is input that is not a valid contract, the prompt Invalid Contract Number - Press 'CR' To Continue appears.  A carriage return will return the cursor to the Enter Contract Number prompt.  After entering meters or accessing the machines and ending out, the cursor returns to this prompt for input of another contract number. (8 Digits Or E)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The following prompts appear when the specific item and serial number option 2 is selected.

 

Enter Item Number

Enter Serial Number

 

 

You may enter an E at the Enter Item Number prompt to return to the first input screen.  The cursor is at the Sort Meter Readings By CU'stomer No. prompt.  A / slash exits the program.  Enter the desired item number.

 

If you are not sure how the item number, that you wish to access is entered on the system, you may perform an item number search or a description search at the Enter Item Number prompt.

 

To access the item number search, enter any character except one E or a / slash.  Any item number that matches the input displays.  To access the item number description search, enter a \ back slash and the desired description.  Any item number that has a description that matches the input is displayed.  The following is displayed for each item found.

 

No  The computer assigned line number.

 

Item Number

 

Item Description

 

P/C The product class.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

When accessing the item number by item number or description search, one of the two following prompts appear.

 

Select Item Choice, Or E'nd:

Display N'ext, Select Item Choice, Or E'nd:N

 

 

The first prompt appears if there are 0 to 10 item choices.  The second prompt appears if there are more than 10 item choices.  Enter the computer assigned line number that corresponds with the desired line number.  Enter N, or a carriage return to accept the default of N for next, to display the next screen of item choices.  Enter an E to exit the item choice screen.  The cursor returns to the Enter Item Number prompt.  When the next screen of selections is accessed one of the two following prompts appear.

 

Display N'ext, P'revious, Select Item Choice, Or E'nd:N

Display P'revious, Select Item Choice, Or E'nd:

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

 

The first prompt appears until the last screen is reached.  The second prompt appears when the last screen of item selections is accessed.  Enter N to go to the next screen of choices.  Enter a P to go back one screen.  You may go back as many screens as exist.  Enter the computer assigned line number which corresponds with the desired selection.  A selection may be input from a previous or next screen.  Enter an E to return to the Enter Item Number prompt.  If a computer assigned line number is input that does not exist, a prompt Selection Is Out Of Range, appears.  The cursor returns for reinput.

 

Enter Item Number

Enter Serial Number

 

After the selection or input of an item number, the cursor continues to the Enter Serial Number prompt.  Enter the desired serial number.  If the serial number is not found, the prompt Serial Record Not Found appears and the cursor returns for reinput.  The prompt, Machine Is Not On A Contract.  Please Check Serial Number.  Press 'CR' To Continue, appears when a machine is not placed at a customer site.  A carriage return places the cursor back at the Enter Item Number prompt.  If the serial number is placed at a customer but is not on a contract, the prompt Machine Is Not On A Contract - Press 'CR' To Continue displays.  A carriage return will return the cursor to the Enter Item Number prompt.  After entering a meter or accessing the machine and ending out, the cursor returns to the Enter Item Number prompt for input of another machine.  (18 Alphanumeric)

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The following prompt appears when the specific serial number 3 option is selected.

 

Enter Serial Number

 

 

Enter an E to return to the first input screen.  The cursor is at the Sort Meter Readings By CU'stomer No. prompt.  A / slash exits the program.  (18 Alphanumeric)

 

Enter the desired serial number.  If a number is input that is not found in the Serial File, the prompt Serial Number Not Found.  Press 'CR' To Continue appears.  A carriage return will return the cursor to the Enter Serial Number prompt.

 

There are three ways to access machines by serial number.  The first is to enter the serial number of the machine.  The program searches for an exact match and displays the serial numbers it finds.  The second is to enter an * asterisk after characters in the serial number.  This produces a search of all serial numbers that begin with the inputted characters.  The third is to enter an * asterisk before the characters in the serial number.  This produces a search of all serial numbers that end with the inputted characters.  When using the straight serial number entry, 18 alphanumeric characters are allowed.  When using the beginning or ending * asterisk search, 17 alphanumeric characters of the serial number is allowed.  Once a meter reading is input or the machine is exited, the cursor returns to the Enter Serial Number prompt for input of another serial number or to exit the program.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Following is an example of the entry of the exact serial number.  No asterisk is used.  Only serial numbers that match exactly with the input display.  The serial number that is entered on the example is 11-5555.

 

 

The next example is utilizing the serial number search of characters that are at the beginning of the serial number.  The input of the characters of the serial number are entered before the asterisk.  The input on the example is 11*.  Notice the additional serial numbers that are displayed.  They all begin with the inputted characters 11. 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The next example is utilizing the serial number search of characters that are at the end of the serial number.  The input of the characters of the serial number are entered after the asterisk.  The input on the example is *11.  Notice that all of the displayed serial numbers end with 11. 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

There is also the ability to enter the machine ID number of the serial number and display the serial numbers.  ID number search will work when entering the exact ID number or utilizing the search for the beginning characters, ID followed by an asterisk.  Note, if the beginning character search is made and the ID number and actual serial number begin with the same characters that were defined in the search, the serial number is displayed twice.  Also if the serial number is stored in the ID number field the same serial number is displayed twice.  The ending character search is not applicable to the ID number.  Following is an example of the entry of an exact ID number.  I-5555 is input.

 

 

The machine that is displayed either has an ID of I-5555 or the serial number is I-5555.  In this case the ID number is I-5555.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Operation within the display of the serial numbers is the same regardless of how the serial numbers were accessed.  The cursor is at one of the two following prompts.

 

End Or Select Individual Machine Choice

Display Next, End, Or Select Individual Machine Choice

 

The first prompt appears when there is only one screen of machine selections.  The second prompt appears when there is more than one screen of machine selections.  Enter an E to exit the machine selections.  The cursor will return to the Enter Serial Number prompt.  Enter the computer assigned line number that corresponds with the desired machine selection.  Enter Meter Readings checks to see if the contract is due for a reading.  To view the next screen of machines enter N for next or carriage return to accept the default of N for next.

 

When entering N for next the next screen of possible machines displays.  One of the following two prompts appears

 

Display N'ext, P'revious, End, Or Select Individual Machine Choice

Display P'revious, End, Or Select Individual Machine Choice

 

The first prompt appears until the last screen is reached.  The second prompt appears on the last screen of selections.  Enter N for next to view the next screen.  Enter an E to exit the machine selections.  The cursor returns to the Serial # prompt.  Enter the computer assigned line number that corresponds with the desired machine selection. Enter Meter Readings checks to see if the contract is due for a reading.  Enter a P to go back one screen of items.  You may go back and forward as many screens as exist.  An existing line number from a previous screen can be entered.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The following information is included on the machine selection screen, when using the beginning and ending serial number search.  When accessing by specific serial number, the same information is displayed with the exception of the serial number.

 

Model #  The item number of the machine from the Item File.

 

Description  The items full description from the Serial File.

 

Serial #  The full serial number.

 

Grp Bill  The group bill contract number.

 

Contract  The contract number.

 

Cust #  The customer number the machine is placed at.

 

Only placed machines that are on contracts appear in the machine selection screen in Enter Meter Readings.  The machine also must have a Yes in the enter meter readings field on the contract.  When the machines are accessed with the serial number search or beginning characters search, the machines display in serial number order and than the order they were added to the index used by the program for the display.  When the machines are accessed with the ending serial number search, the machines display in serial number order but in the order of the last characters of the serial number not the first.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The following prompt appears when the specific Customer No./Name selection 4 option is input.

 

Enter Customer Number Or Name

 

 

Enter an E to return to the first input screen.  The cursor is at the Sort Meter Readings By CU'stomer No. prompt and allows another specific selection or a creation of the meter index.  You may also enter a / to exit the program.

 

You may enter a specific customer number and view all of the contract machines at that customer site.  If a 1 to 8 digit number is input and that is not a valid customer number, the prompt Invalid Customer Number appears and the cursor returns for reinput.  You may also enter a customer name and enter the customer alpha name search.  After selecting the desired customer you will then view all of the contract machines at that customer site.  Note, the program reads the ship to customer numbers as this is where the machines are placed at.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

To access the customer name alpha search enter up to 20 alphanumeric characters or a number greater than 8 digits.  The Customer File is searched.  If a customer's name matches exactly or begins with the inputted characters, that customer name is displayed on the customer choice screen.  The following is displayed for each alpha customer choice selection.

 

 

No.  A computer assigned line number.

 

Customer Name  The customer name that matches the input.

 

Address  The first address line for the Customer File.

 

City  The customer's city from the Customer File.

 

St  The customer's state from the Customer File.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

One of the two following prompts appear.

 

Select Customer Choice Or E'nd:

Display N'ext, Select Customer Choice, Or E'nd: N

 

The first prompt appears when there are less than 12 customer choices.  The second prompt appears when there are more than 11 customer choices.  Enter a carriage return to accept the default of an N for next.  The next screen of selections will than appear.  Enter an E to exit the search.  The cursor returns to the Enter Customer Number Or Name prompt.  Enter the computer assigned line number that corresponds with the desired customer choice selection.  (3 Alphanumeric)

 

When entering an N for next, the next screen of alpha customer choices appear.  The cursor is at one of the two following prompts.

 

Display N'ext, P'revious, Select Customer Choice, Or E'nd:

Display P'revious, Select Customer Choice, Or E'nd:

 

The first prompt appears until the last screen is reached.  The second prompt appears when the last screen is accessed.  Enter a N for next or carriage return to accept the default.  Enter an E to exit the alpha search.  The cursor returns to the Enter Customer Number Or Name prompt.  Enter a P for previous to go back one screen.  Enter the line number that corresponds with the desired customer selection.

 

If a line number is entered that does not exist, the prompt Selection Is Out Of Range, will appear.  The cursor returns for reinput.  A line number from a previous or next screen can be entered.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

Enter Customer Number Or Name

 

When a specific customer number is input or a customer alpha choice is selected, the Serial File is searched to see if the customer has any machines.  If the customer does not have any machines on contracts, the prompt This Customer Does Not Have Any Contracts - Press 'CR' To Continue appears.  The cursor returns to the Enter Customer Number Or Name prompt for reinput.

 

When a specific customer number is input or a customer alpha choice is selected, and the customer has machines on a contract, the machines are displayed.  Only machines, placed at that customer number and on a contract assigned a meter billing method, are displayed.  Note, the program determines that a record is a machine when there is a yes for Enter Meter Readings on the contract.  Thus an accessory marked as no for enter meter readings would not appear. 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

The following information is included for each contract machine.  The machines are displayed in group bill contract number then contract number order.

 

No.  The computer assigned line number.

 

Grp Bill  The group bill contract number.

 

Contract  The contract number.

 

Item Number  The item number of the machine.

 

Serial Number  The serial number of the machine.

 

SP  The Serial File service plan.

 

Start  Exp.  The start and expiration date of the contract.

 

The machine choice selection screen displays one of the two following prompts.

 

S'pecific Machine, Enter Contract No. Or E'nd:

Display N'ext, S'pecific Machine, Enter Contract No. Or E'nd: N

 

The first prompt appears when the customer has less than 13 contract machines.  The second prompt appears when the customer has more than 12 contract machines.  Entering N for next or a carriage return to accept the default of N displays the next screen of machines.  Enter an E to exit the machine choice screen.  The cursor returns to the Enter Customer Number Or Name prompt.   When N for next is input one of the two following prompts appear.

 

Display N'ext, P'rev., S'pecific Mach., Enter Contract No. Or E'nd:N

Display P'revious, S'pecific Machine, Enter Contract No. Or E'nd:

 

The first prompt appears until the last screen is accessed.  The second prompt appears when the last screen of machines is reached.  Enter a P for previous to go back one screen.  You may go back and forward as many screens as exist.  Enter N to access the next screen.  Entering an E to end returns the cursor to the Enter Customer Number Or Name prompt.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

S'pecific Machine, Enter Contract No. Or E'nd:

Display N'ext, S'pecific Machine, Enter Contract No. Or E'nd: N

Display N'ext, P'rev., S'pecific Mach., Enter Contract No. Or E'nd:N

Display P'revious, S'pecific Machine, Enter Contract No. Or E'nd:

 

Once you have decided which record that you want to access, you have the option of entering a contract number and accessing all of the machines on that contract for a meter reading.  You also have the option of selecting a specific machine and only entering readings for that machine.

 

To enter meter readings, for all of the machines that are on the desired contract, enter a contract number.

 

 

This is utilizing the Enter Contract No. option at the prompt.  If the contract has machines that need a meter reading, than the first machine on the contract is accessed. After that reading is entered the rest of the machines on the contract display.  After exiting the machines or entering the readings, the cursor returns to the Enter Customer Number Or Name prompt.  Note, the option allows the operator to enter any valid contract number, not just the contracts assigned to the displayed customer.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

 

To select a specific machine for the customer that is displayed, enter a S for specific.  The following prompt appears.

 

Select Individual Machine Choice

 

 

Enter the computer assigned line number that corresponds with the item and serial number that you want to access and enter the meter reading.  If the machine that is selected is due for a meter reading, the machine is accessed.  When that machine is exited, the cursor returns to the Enter Customer Number Or Name prompt.  If a line number is input that does not exist, the prompt Number Is Out Of Range. Please Select # To # displays.  The message lists the possible line number range and the cursor returns to the Select Individual Machine Choice prompt.  An up arrow key at this prompt returns the cursor to the appropriate Display S'pecific Mach., Enter Contract No. prompts.  A / slash exits the program.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages

 

Enter Contract No.

Enter Item Number/Enter Serial Number

Enter Serial Number

Enter Customer Number Or Name

 

As stated, once a contract or a specific machine is selected through one of the four above options, the machine is displayed for a meter reading.  However, the machine only displays if it truly needs a meter reading entered.  There are numerous reasons why a machine will not display for a meter reading.  The program produces a message which indicates what the problem is.  These messages display at the bottom of the screen.  Entering a carriage return will return the cursor to one of the four above prompts, depending upon how the record was entered.

 

Following is a list of the possible error messages that display if the contract or specific serial number that is input will not be accessed for a meter reading.  Each of the following messages is explained as to why the message would appear.  Some of the messages relate to all meter billing methods and some are method specific.  Note, these messages do not appear when the meter index is being used.  However, if you are using the index and you feel that a machine should be displaying and it is not, use the specific option feature.  When that record is input, the proper error message, explaining the problem, appear sand you will know why the machine is not displaying for a meter reading.

 

The first set of messages to be described are messages that indicate a problem with the contract.

 

Machine Is On An Invalid Contract.  Please Call LMS For Assistance.

Press 'CR' To Continue

 

Machine Is On A Contract But Contract Line Item Does Not Exist. 

Please Call LMS For Assistance

 

These messages indicate an index problem.  Not all of the necessary indexes have been updated for this machine on the contract.  The LMS Support Department should be notified as to what record you were attempting to access and they will correct the problem.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

Contract's Ship To Customer Number Is Not In Customer File.  Please Add Through Customer File Maintenance.  Press 'CR' To Continue.

 

This message appears if somehow a customer number has been deleted without removing the machine from the contract.  This should not occur, however, if some stops or file updating did not get performed correctly this circumstance could happen.  In order to enter a reading the customer number would have to be added back into the system.  You could go into Contract Changes and find what the customer number is.

 

The Contract's Meter Due Date Is Zero - Press 'CR' To Continue

 

If the contract is a meter billing method 1 or 4 there should always be a copy due date.  If for some reason a machine or contract is input and the due date is missing, the above message appears.  You should access the contract in Contract Changes and enter a copy due date or cancel the contract.

 

Machine Is On A Contract But Has No For Meter Billing.  Please Check Contract.  Press 'CR' To Continue

 

The program considers a serial number line on a contract a metered machine if there is a Y for yes in the field Enter Meter Readings.  The field can be viewed in Contract Changes by selecting the serial number line of the machine.  If this is no than the machine will never be accepted for a meter reading in the program Enter Meter Readings.  This relates to all meter billing methods.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

The Contract's Meter Due Date Is Not Within The Date Range Entered.

Press 'CR' To Continue

 

 

This message could appear for meter billing method 1 and 4 type contracts.  A meter billing method 2 contract, that has gone into overage and has a copy due date, could also display this message.  A method 3 contract will never get this message.  What this means is that the copy due date, on the contract, does not fall within the beginning and ending meter due dates that were input in Enter Meter Readings.  In the example, the only copy due dates that would be accepted for a reading are dates from 09/01/96 to 09/30/96.  You can change the copy due date in Contract Changes or enter a different meter reading due date range.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

Current Meter Reading On This Machine Is Not Equal To Zero. 

Press 'CR' To Continue

 

 

This message could appear on meter billing method 1 and 4 type contracts.  The message will never appear on meter billing method 2 or 3 type contracts.  The contract or machine that is accessed has a copy due date within the inputted date range.  However, there has already been a current meter input.  This could mean that it was already entered for this billing range but has not been billed yet.  Or it could mean that a meter was entered for a prior billing period but never billed.  You can view the current meter reading in field 4 in the program Meter File Maintenance and make any necessary corrections.  Note, be aware that when a record is accessed by contract number and the contract has more than one machine, if one of the machines does not have a current meter reading and another does, the machine that does not have a reading is accessed.  The message does not appear.  This is because you may have already input a reading on one machine and than left.  When you come back you may want to begin on the next machine in the contract.  Accessing by a specific item and serial number or serial number will look at that individual record only and produce the message if applicable.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

The Contract Start Date Is After Ending Date Entered.

Press 'CR' To Continue

 

 

The above message only appears on meter billing method 2 or 3 type contracts.  If the contract start date is greater than the ending meter due date, that was input in Enter Meter Readings, the message displays.  The contract start date can be changed in Contract Changes.

 

Current System Date Is Within 25 Days Of Last Reading.

Press 'CR' To Continue

 

The above message only appears on meter billing method 2 or 3 type contracts.  Method 2 contracts, that have not reached overage, or method 3 contracts do not have copy due dates.  Thus to prevent the machines from having more than one reading entered per month, the program only allows a meter reading to be entered 25 days or greater, since the last meter reading date to the current system date.  The last meter reading date that is used is the date stored in the Contract Line Item File.  This can be viewed in Meter Reading File Maintenance, field 5.  See the next page for an example.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

In the following example, note that the message appears for serial number 1810.  Notice that the current system date is 09/05/96.  Also included is a printout of the Meter Reading File Maintenance screen for this machine.  Notice that the reading date is 08/12/96.  The meter reading date of 08/12/96 to the current system date of 09/05/96 is less than 25 days so this machine will not allow entry of a meter reading in the Enter Meter Reading program.  If you still wanted to enter another meter reading on this machine, you would have to zero out the reading date in Meter Reading File Maintenance.

 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

Contract Start Date Plus Days Until First Meter Reading Is After Ending Date Entered.  Press 'CR' To Continue

 

The above prompt only appears on meter billing method 2 and 3 type contracts.  There is no copy due date assigned to a method 2 contract until it reaches overage and there is never a copy due date on a method 3 contract.  Attempts are made to set the copies included and expiration copies high enough so that the contract will not exceed the copies until near the end of the contract.  Thus you may not want to enter a reading right at the beginning of a new contract or renewal.  Because of this, the program needs a way to prevent a method 2 or 3 contract machine from being added to the meter index or accessed with the specific options until later in the contract period.

 

There is a field that is available on a method 2 or 3 contract that is used to define the number of days before a meter reading should be entered.  This is field 39 in Contract Changes, Days Before 1st Reading.  The Enter Meter Readings program reads the start date of the contract and adds the number of days stored in field 39 to the start date.  If this date is greater than the ending meter due date that was input in Enter Meter Readings, the machine will not be accessed for a meter reading.  As an example, contract 517 is input and the message appears. 

 

 

The ending meter due date was entered as 09/30/96.  On the next page is the Contract Changes screen of this contract.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Screen  (Cont'd)

Error Messages  (Cont'd)

 

 

Note the start date of 02/15/96 and the days before first reading of 255 days.  An ending meter due date of 09/30/96 is not 255 days from 02/15/96.  The date of 10/27/96 would be 255 days from the start date of the contract.  Thus entering an ending date of 10/27/96 and greater would allow entry of a meter reading.  You could also change the days before first reading for the contract so that the meter could be entered.

 

Once the first meter reading is entered on a method 2 or 3 contract, the program will then allow entry of a reading 25 days or greater from the last meter entry date.  Thus basically once a month a reading will be accepted for a method 2 or 3 contract machine, after the first reading is input.

 

The days before first reading and the reading entered every 25 days, is also what is used to add method 2 machines, that have not reached overage, and all method 3 machines to the meter reading index.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen

 

Once a machine is accessed there is numerous information displayed.  There are no differences on what is displayed when accessing the machines using the meter reading index or using the specific options. 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Contd)

 

Following are explanations of all of the information that is included on the screen.

 

Meter Date Range:  This is the beginning and ending meter due dates that were input.

 

Customer Number Order

Contract Number Order

Group Bill Number Order

Customer Name Order

Item/Serial Number Order

 

When the meter index is used the sort option that was selected is displayed.  When using the specific options, nothing will print in this space.

 

Company:  The company number that is stored in the Contract header.

 

Maint. Contract:

Lease Contract:

Rental Contract:

 

The appropriate type of the three possible types of contracts display.  The contract number displays after the type of contract.

 

Customer No.:  The ship to customer number.  This is the customer number that the machine is placed at.

 

Phone:  There are two possible phone numbers.  The first phone number is from the Serial File and can be accessed in Machine Placement.  The second phone number is from the Customer File and can be accessed in Customer File Maintenance.  If the two phone numbers are the same only one displays.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

Customer Name:

Address # 1:

Address # 2:

City/St/Zip:

 

The complete ship to customer name, address 1, address 2 and the city, state and zip from the actual Contract header.  This can be accessed in Contract Changes.  This is not the name and address from the Customer File.

 

Contract Contact:  The contact name stored in the Contract header.  This can be accessed in Contract Changes.  The full 20 character contact name is displayed.

 

Placement Contact:  The contact name stored in the Serial File.  This can be accessed in Machine Placement.  The full 28 character contact name is displayed.

 

Group Bill Number:  This is the group bill number on the contract.

 

** Inactive **  If the contract has been put on inactive status this displays and blinks.

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

Item No.:  The full item number of the machine.

 

Serial No.:  The full serial number of the machine.

 

Machine Description:  The full machine description from the Serial File.  This can be accessed in Machine Placement.

 

Qty Break #1 - #7:

Rate #1 - #7:

 

All seven possible quantity breaks and the corresponding rates are displayed.  These are from the Contract Line Item File and can be accessed in Contract Changes on the serial number line of the machine.

 

Billing Method:  The meter billing method assigned to the contract.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

Copies Included:  Only meter billing method 2 and 3's display a figure in this field.  On billing method 2 contracts, the copies included are displayed.  This is the amount of copies that are needed to be made to reach the overage and than begin billing the overage.  Copies included are stored in the serial number line of the machine and can be accessed in Contract Changes, screen 3 field 6.  If there is more than one machine on a method 2 contract, the copies included are from the first machine on the contract, even if the contract is marked as a no for batch bill.  If a machine is in a group of batch billed method 2 contracts, the copies included, stored on the first machine of the master contract, is displayed.  This is printed for all of the machines on the contract, the master and sub-contracts in the batch billed group.

 

On billing method 3 contracts, the expiration copies are displayed in this field.  This is the amount of copies that are needed to be made to expire the contract prior to the expiration date of the contract.  Expiration copies are stored in the Contract header and can be accessed in Contract Changes, the second screen, field 38.  If a machine is in a group of method 3 contracts, the expiration copies are from the master contract only. An amount stored in a method 3 sub-contract are not included.  The expiration copies stored in the master contract display for all of the machines in the group, the master and sub-contracts.

 

Average Reading:  The average monthly volume from the Serial File.  This figure is recalculated upon entry of a meter reading in Enter Meter Readings and Service Ticket Entry.  Average monthly volume will not calculate if the machine does not have a date placed in the Serial File.  The calculation is: # Of Months = (System Date - Date Placed)/30.  If this is 0 will = 1.  Average Monthly Volume = (Current Meter Entered - Initial Meter)/# Of Months.  Note, the initial meter is the Serial File initial meter not the contract start meter.

 

Starting Meter:  This is the contract starting meter of the machine and is from the Contract Line Item File.  This can be accessed in Contract Changes on the serial number line of the machine or in Meter File Maintenance.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

Service Copies:  Service copies can be entered on a machine, through the program Enter Service Copies or Service Ticket Entry.  Any service copies that were entered are displayed.  Service copies are stored in the Contract Line Item File.  Service copies are than combined with the meter reading entered for Contract Billing and zeroed out at the time the copies are billed or entered depending upon the meter billing method.

 

Contract Start Date:  The current start date of the contract.

 

Expiration Date:  The expiration date of the contract.

 

Meter Due Date:

Base Due Date:

 

A meter billing method 1 and 4 displays the current meter due date.  A meter billing method 2 contract, that has reached the overage and has been updated with a meter due date, displays the meter due date.  A method 2 contract that has not reached the overage displays the base due date.  A method 3 contract will always display the base due date as there should never be a meter due date.  The appropriate heading is displayed.

 

Last Service Reading:

Last Service Date:

 

The last service call meter reading and date from the Serial File.

 

Last PM Reading:

Last PM Date:

 

The last PM call meter reading and meter reading date from the Serial File.

 

Last Meter Reading:

Last Meter Date:

 

The last contract meter reading and meter reading date from the Serial File.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

Meter billing method 1, 2 and 4 type contracts, that are batch billed or batch billed in a group, must have current meter readings entered on all of the machines in the batch, in order for Contract Billing to generate an invoice for the meter charges of the batch.  If at least one machine in the batch does not have a current meter entered, the entire batch will not be billed.  Also the Enter Meter Readings program determines when a meter billing method 2 or 3 has reached the copies included or expiration copies that are allowed.  When a method 2 or 3 contract has more than one machine or is in a group, it is important that meters be entered for all of the machines, in order for the overage calculation to be correct.

 

The Enter Meter Readings program does not force the operator to enter readings for all of the machines on batch billed contracts.  However, there are two possible messages that are displayed to alert the operator that the machine is on a batch billed contract or a batch billed group of contracts.  The messages are the same whether the machine is accessed in the meter reading index or through the specific options.  The messages are as follows.

 

This Machine Is On A Contract That Is Batch Billed.

You Must Have Meter Readings For All Machines On This Contract

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

This Machine Is On A Contract That Is Batch Billed.

You Must Have Meter Readings For All Machines On This Contract

 

The above message displays on meter billing method 1, 2, and 4 type contracts that have a yes for batch bill and are not in a group of other batch billed contracts.  Thus it is a single batch billed contract.  A method 3 contract, that has more than one machine and is not in a group of contracts, will also display this message, regardless if the contract is marked as a yes or a no for batch bill.

 

This Machine Is On A Group Contract That Is Batch Billed.

You Must Have Meter Readings For All Machines On This Contract

 

The above message displays on meter billing method 1, 2, and 4 type contracts that have a yes for batch bill and are in a group of other batch billed contracts.  Thus the machine is part of a batch billed group of contracts.  A method 3 machine, that is in a group of other method 3 contracts, will also display the message, regardless if the contract is marked as a yes or a no for batch bill. 

 

Note the sample screens on the next page.  Contract 2535 is the master contract and 2647 is the sub-contract.  Both of these contracts are marked as a yes for batch billed and both display the message.  Notice that the machine assigned to sub-contract 2647 has no meter quantity breaks or rates.  That is because Contract Billing will only use the breaks and rates defined on the first machine of the master contract.  Thus no rates were entered on the sub-contract.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Meter Reading Entry Screen  (Cont'd)

 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings

 

While paging through the machines, that are in the meter index or accessing machines by contract number, if the next machine that is to be displayed is being accessed on another terminal in Serial File Maintenance, Machine Placement, or Contract Changes, the following message appears.

 

Item ###### Serial # Is In Use On Another Task!

 

 

In the example, the machine, item number SF90 serial number 1008 is the next machine that is due to be displayed.  That machine is skipped and the next machine in the index is displayed for a meter reading.  Note, the message will occur when you are paging forward or backward in the display of the machines.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Contd)

 

There are two possible prompts that are used to enter the meter readings when the meter index is used.  The same prompts are used when the machines are accessed by the specific contract option or selection of a contract through the customer/name individual selection option.  The prompts are as follows.

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, D'ial Customer, P'revious Or 'END'

 

The prompt that displays the option to produce and accept an estimated meter reading only appears if the Global File options are activated.  There are five options that can be entered at the prompt.  You may use the auto-dial feature to phone the customer for a reading.  You may enter the actual meter reading on the displayed machine.  You may produce the estimated meter reading and accept that as the meter reading.  You may skip the displayed machine and go forward or backward and access other machines.  You may exit the entry.

 

To exit the entry, enter the word END.  When you are entering readings on machines that are in the meter index, entering END exits the Enter Meter Readings program.  You will return to the Contract Data Entry menu.  When you are entering meter readings on machines, that you have accessed through the four specific record options, entering END returns the cursor to the option prompt that you used to access the machine.  As an example, if you are using the specific contract option, you will return to the Enter Contract Number prompt.

 

When you are entering meter readings, you may carriage return to skip the displayed machine and access the next machine in the index.  You may also enter a P for previous and access a machine that you already skipped.  You would be accessing the machine prior to the one that is being displayed.  When you are accessing machines by specific contract and the contract has more than one machine, the same applies.  Entering a P for previous, on the first machine in the index or on the contract, produces the following prompt.

 

This Is The First Machine.  Previous Is Not Allowed

Enter 'CR' To Continue

 

A carriage return redisplays the same machine.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

Once the last machine in the index is accessed the following prompt appears.

 

No More Contracts Found For Dates Entered

Enter 'CR' To Continue

 

Enter a carriage return.  When a reading has not been entered on the last machine, the machine is redisplayed.  When you enter a reading on the last displayed machine in the index, the machine prior to the machine that you just entered a reading may display.  This machine would have been previously skipped.  If you enter a reading on the last machine in the index and there are no other machines that were skipped, the program is exited.

 

When machines are accessed by the specific contract option, the following prompt appears.

 

No More Machines Found On This Contract

Enter 'CR' To Continue

 

Enter a carriage return.  When a reading has not been entered on the last machine, the cursor returns to the Enter Contract Number prompt.  When you enter a reading on the last displayed machine, the cursor returns to the Enter Contract Number prompt.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

When a machine is accessed by specific item and serial number or serial number the cursor is at one of the two following prompts.

 

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

Enter Meter Reading, D'ial Customer, Or 'END'

 

 

The prompt that displays the option to produce and accept an estimated meter reading only appears if the Global File options are activated.  Entering END or a carriage return returns the cursor to the option prompt that was used to access the machine, such as Enter Serial Number.  When the meter reading is entered the cursor also returns to the option prompt that was used to access the machine.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Auto-Dial

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

The auto-dial feature is available in Enter Meter Readings.  This feature replaces the need for the operator to dial the phone number to contact the customer for the meter reading.  The dial command is given and the call is made through a modem connection.  The same auto-dial feature is also available in the Contact Entry programs found in the Tele-Sales, Collection and Sale Management modules.  There is required operator set up to use this feature.  The set up functions are shared by all of the programs that have the auto-dial feature.  Thus activating the feature for one module basically activates it for all of the modules.

 

If the auto-dial has never been used at your site in any of the modules, there is needed assistance from the LMS Support Department, prior to implementation of the feature. This includes defining the hardware and software needed to use auto-dial.  There is a nominal fee for this implementation.  The connections to the modem varies based on whether a PC is used or a CRT.  Thus even after the initial set up for one module, there may be additional charges to activate the feature for more operators.

 

The first step to activate the feature is to contact the LMS Support Department.  They will deal with the hardware requirements.  In order for the program to function with auto- dial the feature must be activated in the Auto-Dial Control File.  The Auto-Dial Control File Maintenance program is found on the Contract File Maintenance menu, 3-12.  This same program is found in the Tele-Sales, Collection and Sale Management modules.  For details on the Auto-Dial Control File Maintenance program see page 555.  Note, there is a specific field that only relates to Enter Meter Readings that must be set.

 

The next operator set up procedure is to enter all of the local telephone prefixes into the Dial-Out Table.  This is done through the program Dial-Out Table Maintenance found on the Contract File Maintenance menu, 3-13.  This same program is found in the Tele-Sales, Collection and Sale Management modules.  By entering the local non-long distance telephones prefixes and area code, when the program dials it knows to strip the area code and not attempt a long distance call.  For details on the Dial-Out Table File Maintenance program see page 558.

 

After the software and hardware requirements are met the auto-dial feature is available to be used.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Auto-Dial  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

Enter a D to have the system automatically dial the customers phone number.  If the automatic dial out feature is not activated at your site, the prompt This Function Is Not Available displays and the cursor returns for reinput.

 

The phone number that is dialed is either the phone number stored in the ship to customer number Customer File or the Serial File of the specific machine.  The Customer File phone number is found in Customer File Maintenance field 8.  The Serial File phone number is found in Machine Placement, fields 28 and 29.  Both of these phone numbers are displayed on the screen after the heading Phone:.  Which one is dialed is dependent upon the set up in the Auto-Dial Control File, found on the Contract menu.  If the phone number that should be dialed is blank or invalid the other one is dialed.

 

If both phones numbers are found to be invalid or blank, the message: Invalid Telephone Number - Revise in Customer File Or Mach. Placement appears.  A number is considered invalid when the stored phone number is not at least 10 digits long.  The proper Customer File format is 608-784-8400 or 6087848400.  In Machine Placement the area code must be stored in field 28 and the phone number in field 29.  After the D is input, the program displays the full phone number, however, the area code is stripped prior to the system dialing the phone number, if the prefix and area code are defined in the Dial-Out Table.  This is used for local toll free calls.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Auto-Dial  (Contd)

 

When a valid number is found, the message Dialing #### appears.  The number that is being dialed is displayed.  At this point the system begins dialing the modem commands and the phone number.  After the wait, that is defined in the Auto-Dial Control File, has expired, the message Pick Up The Telephone is displayed.

 

 

At this point the system should have had enough time to dial the phone number.  The operator needs to pickup the line.  If the operator does not pickup the line, within the wait time defined in the Auto-Dial Control File, the line will go dead.  After the message is displayed the cursor returns to the Enter Meter Reading prompt.  If the call went through successfully, the operator can than enter the meter reading for the machine.  If when picking up the phone, the line was busy, the operator can enter D again to repeat the auto-dial.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

It is necessary to enter a meter reading in order for the contracts to bill for copies used or overage.  Often the reading is due but a customer cannot be reached for a reading, or they do not return the meter cards or fax.  In order to bill a method 1 or 4 contract for copy usage a meter must be entered.  Or on a method 2 or 3 contract a meter is desired so that it can be determined if the machine has reached the defined copies included or expiration copies.  Because an actual meter reading cannot always be received there is the ability to have the program calculate an estimated meter.  The estimated meter reading can then be accepted as the meter reading for this billing cycle.  Once an estimated reading is accepted, the normal updating that entering the actual reading produces occurs.  Upon exiting the Enter Meter Readings program, the machines that had estimated meters accepted are printed.

 

The estimated process begins with a search for a service meter reading in the Dispatch File, within a designated number of days from the current system date.  If the reading is within the number of days, that becomes the estimated reading.  If there is no service meter reading to use, an attempt to produce a calculation of copies per day is made.  The Contract Line Item File is searched for the copy usage from prior months of entering Contract meter readings for the machine.  The number of months that is used is determined by a Global File option in the Contract Global File.  If there is no copy usage in the Contract Line Item File, the program accesses the service history and searches for the highest and lowest meter reading within the number of months designated in the Global File.  Once the calculation for copies per day is made, the program uses the last meter reading and date.  The number of days between the current system date and last meter reading date is calculated.  This is multiplied by the copies per day.  This is than added to the last meter reading and that becomes the estimated meter reading.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

In order to receive and accept estimated meter readings, there is necessary set up requirements.  The set up occurs in Global File Maintenance, found in the Billing module File Maintenance Set up Menu, 3-1-18.  The Contract Management Control File, record 8 must be accessed.  Do Not access the Global File with anyone working in the Contract module.  Two fields relate to calculating estimated meters.  They are fields 15 and 16 in Global record 8.

 

 

15. Number Of Days For Service Meters:

 

Field 15 defines the number of days from the current system date, during the entry of the meter readings, and a completed service call meter reading that can be used for the estimated meter reading.  Thus if a completed service call is found with a completed call date that is within this defined number of days from the current system date during the entry of the meter readings, that calls meter reading displays as the estimated meter.  Enter the desired number of days.  If you want to be able to use estimated meter readings but do not want to define a specific number of days for usage of a specific service call meter, you may leave this blank or at zero.  You could still estimate based on the copies per day calculation and defined time period.  If you do not want to ever produce estimated meter readings, leave this field blank or zero.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

16. Number Of Months For Meter Estimating:

 

Field 16 is where you may define the time span that the copy usage and last meter reading is gathered from in order to calculate the estimated meter.  Enter the defined number of months.  A number from 0 to 12 months is the only allowable input.  If an attempt is made to enter a number greater than 12, the prompt Number Of Months Must Be 0 To 12 Only appears.  The cursor returns for reinput.

 

When estimating the meter reading the program reads what the current system date is and subtracts 1 from the current month and goes back the defined number of months and uses the corresponding copy usage in the Contract Line Item File of prior contract meter readings.  The copy usage in the Contract Line Item File is the 12 months that can be viewed in the program Meter File Maintenance, fields 6 through 17.  As an example, the current system date is 02/20/97.  This is considered month 2.  One month is subtracted.  With 6 months entered in field 16, in the Contract Global File, the copy usage used would be whatever is stored for months 1, 12, 11, 10, 9, and 8, six months prior to the current month.  In Meter File Maintenance this would be fields 6, 17, 16, 15, 14 and 13.

 

When the service history is used to calculate the estimated meter, only service calls with completion dates from the current system date and back the defined number of months are used in the calculation.  As an example, 6 months is stored as the number of months for meter estimating.  With a current system date of 02/20/97 service calls with a completed date from 08/20/96 to 02/20/97 are used.  If the system date was 02/28/97, the service call date range us 08/31/96 to 02/28/97.  The program accounts for leap year and the last day of each month.  Service history can be viewed in the program Service History Inquiry, found in the Service module.

 

If field 16 is blank or a zero Enter Meter Readings will not search the Contract Line Item File or Service History for copy usage.  You still could enter the number of days in field 15 to use a specific service call, if desired.  If both fields 15 and 16 are blank or at zero, the prompt to calculate and accept an estimated meter reading does not appear.  Thus if you do not want to use the system calculated estimated meter reading feature leave both fields 15 and 16 blank or at zero.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

There is also necessary set up in the Serial File.  This is the need to define the maximum amount of consecutive estimated meter readings allowed.  This is per individual machine.  This provides the flexibility to allow estimated readings on specific machines and not on others.  If the maximum amount of consecutive estimated meter readings allowed is left at zero, no estimated meter readings are produced in the Enter Meter Readings program.

 

The maximum amount field is accessible in the program Machine Placement, field 54.  Machine Placement is found in the Contract module, 1-1 and the Service module, 1-8.  The field is also accessible in the program Serial File Maintenance, field 27.  Serial File Maintenance is found in the Contract module, 3-1, and the Service module, 3-14.

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

To produce the estimated meter reading enter an E for estimate at the above prompts.

 

There are times when an estimated meter can not be calculated.  There are two possible messages that appear when an E for estimate is input, and there is not sufficient data to produce an estimated meter reading.  The first message is as follows.

 

Current Meter Reading Can Not Be Estimated

Press 'CR' To Continue

 

 

A carriage return places the cursor back at the Enter Meter Readings prompt.  The message displays when there is no service call meter within the defined number of days.  The program cannot find copy usage within the defined time span in the Contract Line Item File or service history.  Thus copy usage calculates out to be zero so no copies per day calculation can be made.  This would occur if this was a brand new contract with no prior contract readings.  Also there was not sufficient service history.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

The second message that displays when there is insufficient data to produce an estimated meter is as follows.

 

Current Meter Reading Can Not Be Estimated Because No Last Meter

Press 'CR' To Continue

 

 

A carriage return places the cursor back at the Enter Meter Readings prompt.  The message displays when there is no service call meter within the defined number of days.  The program was able to find copy usage, most likely in the Contract Line Item File.  A calculation for copies per day was made.  However, when the program continued its meter estimation it found no last meter reading with a date within the designated time span.  This would occur if there were prior meter readings but they are old.  Thus a meter has not been entered for quite some time on this machine.  As in the above example, there are readings but they are quite old and the contract has not been updated.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

In every Serial File is a field to store the maximum number of meter reading estimates allowed for the individual machine.  The field is Max. # Rdg Est. Allowed.  The field is accessed in the programs Serial File Maintenance, field 27 and Machine Placement, field 54.  If this field is left at zero and an E to produce the estimated meter is input, the following prompt appears.

 

This Machine Does Not Allow Estimation Of Meter Readings

Press 'CR' To Continue

 

 

A carriage return places the cursor back at the Enter Meter Readings prompt.  No program calculated estimate is allowed.  Obviously the operator can make up a reading but that is not desired or recommended.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Also stored in the Serial File is the number of consecutive estimated meter readings. The field is # Of Meter Rdg Estimates.  The field is accessed in the programs Serial File Maintenance, field 26 and Machine Placement, field 53.  Accepting an estimated meter in Enter Meter Readings adds 1 to this field.  The field is zeroed out when an actual non-estimated meter reading is input in Enter Meter Readings.  The purpose of the field is to prevent an excessive amount of estimated meter readings.

 

When an E to produce the estimated meter is input and the number of stored meter reading estimates plus the current attempt equals the defined maximum amount of estimates allowed, producing another estimated reading is not allowed.  The following prompt appears.

 

This Machine Has Met It's Maximum Number Of Estimates Allowed

Press 'CR' To Continue

 

 

A carriage return places the cursor back at the Enter Meter Readings prompt.  No program calculated estimate is allowed.  Obviously the operator can make up a reading but that is not desired or recommended.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

When the Global File is set to allow estimates, entering an E begins the calculation.  The first thing the program does after checking the maximum allowed and the number of estimates already entered for the machine, is to check the Dispatch, Disp.dt File.  This only occurs if field 15 in the Contract Global File has a number of days greater than zero.  Thus a service call within the defined number of days is the first reading that would be used as the estimated meter reading.  A service call is searched for with a completed call date that is within the defined number of days in comparison to the current system date.  The service call must have the service ticket entered.  This is determined by the service ticket entered switch set at a Y for yes.  CU type calls are never selected.  If there is more than one call, the call with a completed date closest to the system date is selected.  There is also a check of the call before the last call to see if the meter reading is greater than the last calls reading.  If so, than the service meter will not be used, because one of the readings is incorrect. 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

When the last service calls meter reading is used as the estimated meter, the following prompt displays.

 

Last Service Meter Reading Is: ###

 

 

The meter reading, from the service call found within the defined number of days, is displayed.  Note, the last service reading and date is already displayed with the machine information.  A carriage return accepts this as the current meter reading.  This can be overridden if desired and that becomes the current meter reading.  When the estimated reading is overridden, the reading is not flagged as an estimated reading.  An up arrow key to go back one space returns the cursor to the Enter Meter Reading prompt.  There is another option to allow cancellation of the meter.  In the above example, 10 days are defined in the Global File.  The last completed service call has a completion date of 02/14/97.  This is within 10 days of the current system date of 02/21/97.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

If the program cannot use the last service calls meter reading, the Contract Line Item File is accessed.  The copy usage, that can be viewed in the program Meter File Maintenance, is accessed.  Meter File Maintenance is found in the Contract module, 3- 2.  The copy usage is the number of copies that have been entered during prior entries within the Enter Meter Reading program.  Thus this is the number of copies made during past Contract readings.  The program subtracts 1 from the system date and then goes back the Global File defined number of months.  The copy usage found in the selected months is added together.  At the same time the number of days in the month for each selected month is added together.  A leap year would add 29 days for February.  The total copy usage is divided by the total number of days.  This produces the copies per day.  The calculation for Copies Per Day is Copy Usage/Number of Days.

 

Once Copies Per Day is calculated the program searches for the last meter reading and date.  The first check is in the Contract Line Item, Cnli.dt File.  If the last meter reading date is within the time span that the Copies Per Day was calculated, than that date and reading is used.  If no reading is found or the date is not within the date range, the Serial File is accessed.  The last contract meter reading and date is checked.  If the last meter reading date is within the time span that the Copies Per Day was calculated, than that date and reading is used.  If no reading is found or the date is not within the date range, the start date and start meter in the Contract Line Item File is checked.  If this is within the date range than that date and reading is used.  If it is not than the last service meter reading and date in the Serial File is checked.  If this is within the time span that meter and date is used.  If none are within the time span the estimated meter is not produced.  The prompt Current Meter Reading Can Not Be Estimated Because No Last Meter displays.

 

Once the last meter and date is found, the program calculates the number of days between this date and the current system date.  This is multiplied by the calculated Copies Per Day.  The result is then added to the last meter reading and that becomes the estimated meter.  The calculation is (Number of Days X Copies Per Day) + Last Meter Reading = Estimated Meter.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

When the Contract Line Item File is used to produce the estimated meter the prompt Estimated Meter Reading Is: appears.  A carriage return accepts this as the current meter reading. This can be overridden if desired and that becomes the current meter reading.  When the estimated meter is overridden, the reading is not flagged as an estimated reading.  An up arrow key to go back one space returns the cursor to the Enter Meter Reading prompt.  There is another option to allow cancellation of the meter.

 

Following is an example of an estimated meter that uses the Contract Line Item File copy usage.  The Global File is set at 6 months for the defined number of months.  The current system date is 02/21/97.  The copy usage is accessed.

 

 

The above screen displays the usage in the months.  Month 1, 12, 11, 10, 9 and 8 are used.  This is 6 months back from the current month which is month 2.  The total copy usage is 1600 + 4300 + 2600 + 1098 + 3347 + 1555 = 14500.  The number of days for these months is 31 + 31 + 30 + 31 + 30 + 31 = 184.

 

Copies Per Day = 14500/184 = 78.80 = 79

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

The last meter reading and date is found in the Contract Line Item File.  This is a date of 01/02/97 and a reading of 28300.  This actually was the reading entered for the January 1997 contract billing.  The number of days between 01/02/97 and the current system date of 02/21/97 is 50.

 

 

The calculation for the estimated meter of 32250 is Copies Per Day of 79 X 50 Number of Days between the last meter reading and the system date = 3950.  3950 is added to the last meter reading of 28300.  This equals 32250.

 

Note, be aware that if there is only one month of usage in the designated time span the estimated calculation is still made.  As an example, a six month time span is designated.  Only one month within the six months has a copy usage.  That amount is divided by the entire 6 month time span number of days.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

If the program cannot use the last service calls meter reading, and the Contract Line Item File has zero copy usage in the months within the time span, the service history, Dispatch File is accessed.  The probability on this increases on new contracts as there has been no prior contract meters entered, but there may be service history.  The service history is searched for completed calls that have a call date from the current system date back the number of months defined in the Global File.  As an example, with a system date of 02/21/97 the beginning date is 08/21/96.  With a system date of 02/28/97 the beginning date is 08/31/96.  The program knows the last day of each month and does factor in leap year.  The service call must have the service ticket entered.  This is determined by the service ticket entered switch set at a Y for yes.  CU type calls are never selected.

 

The service calls found in the designated time span, with the most recent completion date and highest meter and the lowest meter and oldest date, are selected.  If only one call is found, the start meter and date placed from the Serial File is found.  If the date is within the date range this is used as the lowest meter.  Note, the install meter and date are only used if there is only one call found in the date range.  Thus if the install date was in the date range and there were other calls, the calls would be used as the high and low meter, not the install meter.  Once the dates and meters are found, the low meter is subtracted from the highest meter.  This is the copy usage.  The number of days between the two dates is calculated.  The copy usage is divided by the total number of days.  This produces the copies per day.  The calculation for Copies Per Day is High Meter - Low Meter/Number of Days.  Once Copies Per Day is calculated the program searches for the last meter reading and date.  The first check is in the Contract Line Item, Cnli.dt File.  If the last meter reading date is within the time span that the Copies Per Day was calculated, than that date and reading is used.  If no reading is found or the date is not within the date range, the Serial File is accessed.  The last contract meter reading and date is checked.  If the last meter reading date is within the time span that the Copies Per Day was calculated, than that date and reading is used.  If no reading is found or the date is not within the date range, the start date and start meter in the Contract Line Item File is checked.  If this is within the date range than that date and reading is used.  If it is not than the last service meter reading and date in the Serial File is checked.  If this is within the time span that meter and date is used.  If none are within the time span the estimated meter is not produced.  The prompt Current Meter Reading Can Not Be Estimated Because No Last Meter displays.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Once the last meter and date is found the program calculates the number of days between this date and the current system date.  This is multiplied by the calculated Copies Per Day.  The result is than added to the last meter reading and that becomes the estimated meter.  The calculation is (Number of Days X Copies Per Day) + Last Meter Reading.

 

When the service history is used to produce the estimated meter the prompt Estimated Meter Reading Is: appears.  A carriage return accepts this as the current meter reading.  This can be overridden if desired and that becomes the current meter reading. When the estimated meter is overridden the reading is not flagged as an estimated reading.  An up arrow key to go back one space returns the cursor to the Enter Meter Reading prompt.  There is another option to allow cancellation of the meter.

 

Following is an example of an estimated meter that uses the service history for copy usage.  The Global File is set at 6 months for the defined number of months.  The current system date is 02/21/97.  Completed calls with a completed call date of 08/21/96 to 02/21/97 are used.  The example displays a partial section of the service history.

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Call number 52935, with a completed call date of 01/20/97 and a reading of 19000, is selected as the high meter.  Call number 52934, with a completed call date of 09/02/96 and a reading of 8015, is selected as the low meter.  Call number 52933 is out of the date range so is not used.  The copy usage is 19000 - 8015 = 10985.  The days between the two calls equals 140.  Copies Per Day = 10985/140 = 78.46= 78.

 

 

The last meter reading and date is the service meter found in the Serial File.  This is a reading of 19000 and a date of 01/20/97.  The number of days between 01/20/97 and the current system date of 02/21/97 is 32.  The estimated meter is Copies Per Day of 78 X 32 Number of Days between the high meter and system date = 2496.  2496 is added to the high meter reading of 19000 which equals 21496.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

Accepting an estimated meter reading that is lower than the last meter card meter or service reading produces various messages.  These are the same messages that display when entering an actual reading.  See page 534.

 

When an estimated meter reading is accepted, 1 is added to the Serial File for the number of estimated meter readings.  This is zeroed out when an actual reading is input through Enter Meter Readings.  Note, the program Enter Meter Readings is the only program that automatically updates the Serial File with the estimated number of readings.  Entering meter readings through Meter File Maintenance does not update the field. 

 

The estimated meter is written to the Serial File as the last meter card meter.  The estimated meter is written to the Contract Line Item File as the current meter.  The system date is the reading date.  The reading is used by the Contract Billing program for method 1, 2, and 4 contracts.  Method 2s and 3s use this reading to determine overage within the Enter Meter Readings program.  The calculation of average monthly volume uses the estimated meter.  The copy usage for the month that is stored in the Contract Line Item File uses the estimated meter.

 

When an estimated meter reading is accepted, the program stores this.  When the Enter Meter Readings program is exited, if there was at least 1 estimated meter reading accepted as the current meter, a report prints listing all of the machines that had an estimated meter reading.  The printer routine appears to allow selection of the print mode.  This is the only chance there is to print what meters were estimated in that meter reading entry process.  Note, if no estimated meter readings are accepted no report is printed.

 

The report could be given to management for analysis purposes and to inform what customers can not be reached for an actual reading.  This could be used to determine if an estimated meter is acceptable for billing purposes.  If it is determined that an estimated meter is unacceptable the reading should be corrected.  Correction procedures are to remove the reading from the Serial File and Meter File Maintenance.  The number of estimated meter readings stored in the Serial File should be reduced by one.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

Estimated Meter Readings  (Contd)

 

The following sample report includes the machines that were included in the documentation.

 

 

The following information is included on the report for each serial number that had an estimated meter accepted.  The report is sorted in the contracts bill to customer number order, than item and serial number.  An *asterisk appears if the contract start date is within the designated time span that is defined in the Global File.  This is to alert that the estimation may not be very accurate as there may have not been a lot of data.

 

BILL TO CUSTOMER  The bill to customer number from the Contract Header.

 

SHIP TO CUSTOMER  The ship to customer number from the Contract Header.

 

SHIP TO CUSTOMER NAME  The name from the Contract Header.

 

ITEM NUMBER

SERIAL NUMBER  The item and serial number of the estimated machine.

 

CONTRACT NUMBER  This is not the group bill contract number.

 

START DATE  The start date of the contract.

 

ESTIMATED METER RDG  The calculated and accepted estimated meter reading.

 

ESTIMATED FROM  This indicates what process the estimation used.  SERVICE HISTORY prints if the service history was used in the estimation process.  PRIOR SVC CALL is printed when the last service calls meter was used as the estimated meter.  COPY USAGE is printed when the Contract Line Item File was used in the estimation process. 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

Enter Meter Reading, Estimate, D'ial Customer, P'revious Or 'END'

Enter Meter Reading, Estimate, D'ial Customer, Or 'END'

 

The last procedure that can be done at the above prompts is to input the actual current meter reading.  There are various messages that can occur upon entry of the meter reading.  These messages also appear after acceptance of an estimated meter reading.  These are as follows.

 

Last Service Meter Reading Was ######

Enter 'CR' To Continue

 

This will occur when the inputted reading is less than the last service call meter reading.  A carriage return continues the cursor on to the Correct (Y/N) prompt.

 

Meter Reading Is Less Than Last Reading Taken

Enter 'CR' To Continue

 

The program will not allow entry of a meter that is less than the last meter reading that was entered in Enter Meter Readings.  A carriage return will return the cursor to the Enter Meter Reading prompt.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

Correct (Y/N)

 

 

After the input of a reading or the acceptance of the estimated meter reading, the amount of copies made from the last meter reading to the entered reading is always displayed after the heading, Copies Made.  The last meter reading that is used in the calculation of Copies Made is the meter reading that is displayed on the screen after the heading Last Meter Reading:, which is stored in the Serial File.  Also displayed after the heading Meter Entered, is the current meter reading that was input or accepted as an estimated meter reading.  Also appearing is the above prompt which allows the opportunity to cancel the input of the meter reading.  Enter an N for no and no updating occurs.  The cursor returns to the Enter Meter Reading prompt.  A Y for yes accepts the entered meter.  If the machine was in the meter reading index, the machine is deleted from the index.  Entry of the meter reading writes the reading into the Contract Line Item File, current meter reading field.  The reading is also written into the Serial File, last meter card meter.  The system date is written into both files as the last reading date.  The average monthly volume is recalculated and written to the Serial File.  When an estimated meter is accepted, one is added to the number stored in the field # Of Meter Reading Estimates in the Serial File of the machine.  Entry of an actual reading zeroes out the number of estimated meter readings in the Serial File.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

Enter Meter Reading, Or 'END'

Enter Meter Reading, P'revious Or 'END'

 

Upon entry of an actual or estimated reading, additional messages for meter billing method 2 and 3 contracts appear when applicable.  They are as follows.

 

Copies Have Exceeded Copies Allowed On The Contract

Copies Correct (Y/N)

 

To cancel the input of the reading, enter an N for no.  The cursor returns to the Enter Meter Reading prompt for reinput.  Enter a Y for yes to accept the reading.

 

The above message appears on a method 3 contract when the meter that is input exceeds the number of copies defined for the expiration copies.  If the contract has more than one machine or is a method 3 contract in a group, all of the machines on the contract or in the group will have the total copies made and their starting meters combined.  The difference between the current readings and starting meters are compared to the expiration copies.  This will occur even if you are inputting by serial number, one machine at a time.  If there are more machines on the contract or in the group, they will still appear for a reading and a reading should be entered.  Thus as each machine in the contract or group is accessed all of the machines' last contract meter from the Serial File is read and added to the calculation to see if the entire contract or group has reached the defined expiration copy amount.

 

When the expiration copy amount is reached the program automatically updates the contract's base due date and expiration date.  The date is the current system date month and year and the base due date's day of the month.  On a group of method 3 contracts, all of the contracts in the group will have the dates updated to the same dates.  This means the master and the sub-contracts.  This will also occur when entering meters by specific serial number or item and serial number.

 

Note, when an estimated meter reading causes the copies to exceed the defined amount you may want to cancel the reading.  Standards for this should be determined at your site.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

The following examples are of a group of method 3 contracts that have reached the copies allowed.  Master contract 2737 and sub-contract 2738 are shown prior to the entry of the meter reading. 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

 

Note that they both print 50,000 copies as the copies included amount.  This is the amount that is stored in the master contract 2737.  The combination starting meter reading is 1500.  The last contract meter reading entry is 40,530 copies for both machines combined.  Also involved in the calculation will be the service copies which total 250.  Thus 40,530 - 250 = 40280 - 1500 = 38780 total copies made.  This is less than 50,000 which is why the meters that were entered on 8/05/96 did not expire the contract.

 

The meters that are entered this month will expire the contract.  A reading of 25600 was input on the machine on contract 2737 and a reading of 28050 was entered on the machine on contract 2838.  Thus 53650 - 250 - 1500 = 51900 which exceeds 50,000.  The expiration and base due dates on contracts 2737 and 2738 will be changed to 09/15/96.  When the September billing is done, the two contracts will be billed. 

 

On the next page are screen prints of the entry of the meters on both machines.  Notice on contract 2738 the message that states the copies have exceeded the allowed amount.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

The following message displays on a method 2 contract when the meter that is input exceeds the number of copies defined for the copies included.

 

Copies Have Exceeded Copies Allowed On The Contract

Copies Correct (Y/N)

 

To cancel the input of the reading, enter N for no.  The cursor returns to the Enter Meter Reading prompt for reinput.  Enter a Y for yes to accept the reading.

 

If the contract has more than one machine or is in a batch billed group, all of the machines on the contract or in the group will have the total copies made and their starting meters combined.  The difference between the current readings and starting meters are compared to the copies included.  This will occur even if you are inputting by serial number, one machine at a time.  If there are more machines on the contract or in the group they will still appear for a reading.  A reading should be entered for all of the machines in order for the billing of the overage to be correct.  Thus as each machine in the contract or group is accessed, all of the machines' last contract meters from the Serial File are read and added to the calculation to see if the entire contract or group has reached the defined copies included amount.

 

After the meter is accepted, on the machine that the input of the reading met the copies included amount, the following prompt appears.

 

Base Due Date MM/DD/YY

Enter Copy Due Date MM/DD/YY

 

The current base due date is displayed.  A default copy due date is also displayed.  The cursor is at this date.  The default date is the current system date's month and year and the day is the base rate due date day.  A carriage return accepts the default date.  This can be overridden if desired.  If an invalid date is input, the prompt Invalid Date --Enter Again appears.  The default date redisplays.  Whatever date is accepted is written into the meter due date field on the contract.  If the contract is in a batch billed group, all of the contracts in the batch are updated with this copy due date.  This includes the master and the sub-contracts.  This will also occur when entering meters by specific serial number or item and serial number.  After the copy due date is input, the prompt Correct (Y/N) appears.  An N for no returns the cursor to the Enter Meter Reading prompt.  A Y for yes exits the machine.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

The following examples are of a group of method 2 contracts that have reached the copies allowed.  Master contract 2739 and sub-contract 2740 are shown prior to the entry of the meter reading.  There are three machines in this batch billed group. 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

 

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

Notice that all three machines print 60,000 copies as the copies included amount.  This is the amount that is stored on the first machine on the master contract 2739.  Also note that the meter billing charges are defined on the first machine of the master contract, as that is the machine that will be used for the rates to bill the overage in Contract Billing.  The combination starting meter reading is 1200.  The last contract meter reading entry is 56,000 copies for all three machines combined.  Also involved in the calculation are the service copies which total 250.  Thus 56,000 - 250 = 55750 - 1200 = 54550 total copies made.  This is less than 60,000, which is why the meters that were entered on 8/06/96 did not exceed the copies allowed. 

 

The meters that are entered for this month will exceed the copies allowed.  A reading of 29000 was input on serial number JMU9.  A reading of 26000 was input on serial number JMU7.  Input of the reading on JMU7 caused the contract to reach the overage.  This is even prior to entering the meter reading for the last machine as 29000 + 26000 + 10000 (on serial number KK9 from 08/06/96) - 1200 - 250 = 63550 which exceeds 60,000.  The prompt for the copy due date appears on serial number JMU7.  A carriage return would accept the date of 09/01/96 or this could be overridden.  Whatever is accepted is written into the copy due date field on contracts 2739 and 2740.  The last machine, serial number KKK9, will still display for a reading and the reading should be entered in order to bill all of the overage.  The copy due date prompt will not appear on this machine, as the group of contracts have already exceeded the allowed copies and the due date has been written into the contract that KKK9 is on.  Note, whether the other machines in the group display next is based on the sort that was selected.  The overage will be billed the next time the accepted due date is within the billing date range input in Contract Billing.

 

Note, when an estimated meter reading causes the copies to exceed the defined amount you may want to cancel the reading.  Standards for this should be determined at your site.

 

On the next page are screen prints of the entry of the meters on the second machine JMU7.  Notice the message that states the copies have exceeded the allowed amount and the prompt to enter the copy due date.

Enter Meter Readings  (Cont'd)

 

 

Enter Data  (Cont'd)

 

Input Of The Meter Readings  (Cont'd)

 

 

Enter Meter Readings  (Cont'd)

 

 

Additional Information

 

Input Of The Meter Readings  (Cont'd)

 

When service copies are found on machines, that are on method 3 contracts, they will remain stored in the machine until the contract exceeds the expiration copies amount.  When this occurs with the entry of the reading, the service copies are zeroed out by the Enter Meter Reading program.  All machines on the contract or group will have the service copies zeroed out.  You only need to accumulate the service copies up to the point of expiring the contract.  Note, if the contract expires based on the date and never reaches the expiration copies, any service copies would have to be zeroed out manually in the Meter File Maintenance program.

 

When service copies are found on machines, that are on method 1, 4, and 2 contracts, the Contract Billing program zeroes these out when the copies are billed.  The Enter Meter Readings program will not zero the service copies out.

 

When a meter reading is entered or the estimated meter accepted, the number of copies made from the current entered meter to the last Contract meter that was entered is calculated. This is stored in the Contract Line Item File.  This can be viewed in Meter File Maintenance in fields 6 through 17.  Field 6, month 1 is always January and month 2, February, and on through December, month 12.  What determines which month is updated varies based on the meter billing method.

 

All method 1 and 4 machines are updated using whatever is the contract's meter due date month.  As an example, the current system date is 02/01/96.  However, you are entering meters using a beginning date range of 01/01/96 to 01/31/96.  Thus the contracts with copy due dates in January will be accessed for meter readings.  The month updated in Meter File Maintenance would be month 1, field 6 as that is January.  The system date of 02/01/96 would not be used.

 

A method 3 machine does not have a copy due date.  Thus the ending meter due date month, that was input in Enter Meter Readings, is used.  As an example, the beginning and ending date range is 01/01/96 to 01/31/96.  Any meter entered on a method 3 contract is written into month 1 for January.

 

A method 2 contract does not have a copy due date until the copies allowed is reached.  Thus for consistency sake, the ending meter due date month, that was input in Enter Meter Readings, is used.  As an example, the beginning and ending date range is 01/01/96 to 01/31/96.  Any meter entered on a method 2 contract would be written into month 1 for January.  If a date range of 01/01/96 to 02/01/96 was input, the copies made would be written into month 2, for February.