Cogitate Inc Newsletters

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December 2016 Newsletter

Duplicating Accounts in Your Chart of Accounts

When setting up a new fund or a new account branch under an existing fund, instead of creating each new account by hand, there is an easy way to duplicate multiple accounts. This process takes any existing account branch in your chart of accounts and copies it into a new branch. The following steps will guide you through duplicating an existing account or level in your chart of accounts.

  1. Open Account Maintenance
  2. Choose which account or account level that you want to duplicate
  3. Click on the Duplicate Account button
  4. Once the duplicate account screen appears, enter the new number for the account or account level that you picked in step 2. If you are doing an account level such as level 3, then you don’t need to enter a description.
  5. Click on OK to start the duplication process
  6. Exit and reopen Pro Fund Accounting to make sure that everything happened correctly.

For example, if you want to duplicate all accounts under 201-000 and want to change the 000 to 030, then you would select account 201-000 in step 2 and in step 4 enter 030. After the process is complete, all the accounts that are under 201-000 will be copied to 201-030.

If you need to add a new fund which has a similar account structure to an existing fund, then in step 2 choose the fund account level, and then follow the rest of the steps. When duplicating the fund account, there may be accounts that you don’t want to have in the new fund. You can simply delete those accounts from the chart of accounts.

This process will not remove or change any existing accounts.

If you need help with duplicating accounts, or if you have any questions about Pro Fund Accounting; please call our support staff at 866-634-9991 x2.

Read Full December 2016 Newsletter

November 2016 Newsletter

Rounded Meters in UtilAbility

When you setup metered services for your accounts, you need to setup and assign a meter to each of those services. While services can share meters, you need to have at least one meter for each account. This allows you to post your readings to the proper meters, services and accounts so the information can be saved appropriately.

The meters contain information such as the Serial Number, Book Number and Read Sequence (for your meter routes), and various other optional information.

Meters can also share common characteristics. Rather than repeating that common information in each meter, you would setup various meter types and assign those to your meters. Meter types can be assigned to any meters that share their characteristics. These would include the size, the maximum number of digits (for determining when meters roll over), the factor, and again, various other optional information.

The factor is important for your bills to be calculated correctly, because your readings may be gathered from various types of rounded meters. For example, you may gather and post some of your readings in single units with a factor of 1 such as in gallons and some of them in multiple units with a factor of 1000 such as in thousands of gallons (i.e. 5000 or 5 can mean the same thing when multiplied by the appropriate factor). This allows UtilAbility to use the same meter rate tables when calculating your bills regardless of how your meter readings are rounded.

When you print your bills, the readings are displayed the way they were gathered and posted and the factored usage (the gathered usage multiplied by the factor) is displayed the way it was used when calculating the bills. Typically this is the actual usage.

If you have different types of meters that may round their readings differently and need more help setting up various meter types with the appropriate factors, please see our UtilAbility help documentation or contact our support staff for more information.

Read Full November 2016 Newsletter

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PO Box 980685
Ypsilanti, MI 48198