|
How to Delete a False Alarm
Entry
There intentionally is
no "DELETE" function for a mistaken input false alarm so as to preserve
the integrity of an audit process for a billing amount. There already
is a solution to the problem, it is simply not a "DELETE" function.
There are two simple
steps to achieve the some goals as "DELETE".
1.
To roll back the year to date false alarm count of an alarm
user.
A. Display the specific
alarm user with the incorrectly billed false alarm on a screen as
if you were going to add a false alarm.
B.
Click on (highlight) the false alarm which was entered
in error.
C. To the immediate left
of the "add false alarm" button there is a button labeled "Edit false
alarm". Click on it. This will display the disposition selection
screen with the previously selected disposition highlighted.
D. Click on the
3rd last disposition labeled "Misc. void or non-billable alarm (Not
Billable)".
Be sure it says (Not
Billable). If it says "Billable", you must first go into the tool bar
selection of "Maintenance", then "Jurisdiction", then select the "Disposition"
tab. Then click on and change the third last disposition (which is the
"Misc. Void Disposition") from "Billable" to "Non-Billable" by clicking
on the box with the checkmark to de-select "Billable". Then go back
and complete the task outlined in the beginning of Step "D".
This step changes the
previously labeled "Billable" false alarm to "Not Billable" and rolls
back the chargeable false alarm count by one. If the error false alarm
was number five for the year-to-date, once this change of the disposition
to a "Misc. Void" is achieved, the alarm user will once again be at
four for the year-to-date.
E. The "Comments"
box on this disposition screen should describe the reason for
the change so as to create an audit trail.
F. If this previously
incorrectly entered false alarm has not already been billed, no further
actions are required.
If it has been billed
and therefore the charge has been posted to the user account financial
data, a credit must be processed by following the steps in #2 below.
2.
To credit an incorrectly billed false alarm.
A. Click on "Billing"
on the tool bar.
B. Click on "Payments"
on the resulting drop-down.
C. Select the user
account which needs to be credited for a false alarm charge made
in error.
D. Select the
invoice with the error in the "Invoice" box, then in the box below
it click on (highlight) the line item billed in error.
E. On the upper
right of the screen, click on the "Add Payment" button.
F.
This allows the following choices of payment:
Select the "Write-off"
G. Enter the amount
of the "Write-off" in the "Amount" box.
H. In the "Authorize
by/Comments" box, enter your employee number or initials (per
jurisdiction policy) and the reason for the write-off so as
to create an audit trail.
I. At the bottom of the
screen, click on the "Apply (line)" button.
J. The credit will have
been applied to the correct line item, the account receivable amount
will have been credited by the amount of the write-off and the comment
entered (initials and reason) will provide an audit trail of the event.
This completes the two
functions necessary to correct an incorrectly billed false alarm.
For additional technical assistance,
contact:
Bill Fox at The Bold Group
(847) 625-7700 ext 30
billf@boldgroup.com
|
