The Utility Billing module allows you to assign and manage utility meters for properties, units, and leases. Once meters are defined, PropertyBoss can track meter readings, calculate utility charges, and generate utility invoices.


TABLE OF CONTENTS

Overview

After the Utility Billing module has been activated:

  • Single-unit properties display the Def-Meters tab in the Property Notebook.
  • Multi-unit properties display the Def-Meters tab in the Unit Notebook.
  • Meters defined at the property or unit level automatically populate new leases created for that property or unit.


Defining Meters

Create a New Meter

  1. Open the appropriate Property or Unit Notebook.
  2. Select the Def-Meters tab.
  3. Click New Meter.
  4. Select the appropriate:
  • Utility
  • Rate Schedule
  • Meter Type
  1. Enter the Meter ID.
  2. Click New Meter again to add additional meters if needed.
  3. Click OK to save.

When updating a meter ID, PropertyBoss will ask whether the new meter ID should also be updated on all leases currently using that meter.


Creating Leases with Meters

When a lease is created, meter information automatically populates the Lease Meter tab if meters were previously defined on the Property or Unit Def-Meters tab.


Lease Meter Requirements

For each meter assigned to a lease:

  • Verify the Meter ID.
  • Enter a Base Reading.
  • The Base Reading is used only for calculating the first utility charge.
  • Additional meters may be added to the lease manually if needed.
  • Existing meters may be removed without deleting historical readings or posted transactions.


Removing a Meter from a Lease

  1. Open the Lease Notebook.
  2. Select the Meters tab.
  3. Highlight the meter.
  4. Click Delete.


Reset Reading

The Reset Reading option:

  • Removes the Last Post Date.
  • Updates the Last Billing Period based on the date the meter was last read.


Using the Meter Readings Navigator

The Meter Readings Navigator is the primary area used to enter meter readings and create utility charges. Meter readings cannot be entered directly through a transaction.


The View Readings By option provides three views:

  • Reading Due – Displays meters that are ready for the next reading based on their billing period.
  • Reading Completed – Displays readings entered during a selected time period.
  • Current Meters – Displays the most recent completed meter readings.


Entering Meter Readings

  1. Open Meter Readings from the Navigator.
  2. Select Reading Due.
  3. Enter the Billing Period:
  • From Date
  • Thru Date
  1. Enter a Transaction Comment if desired.
  2. Enter:
  • Post Date
  • Due Date
  1. Enter the current reading for each meter.
  2. Review the calculated Billing Amount.
  3. Click Create Charges.


PropertyBoss automatically:

  • Calculates usage based on the difference between the previous and current reading.
  • Calculates the billing amount using the corresponding rate schedule.
  • Posts utility charges to the lease register.

After charges are created, the A111 AutoPost Transaction Log is generated for review.


Importing Meter Readings

Meter readings can be imported in bulk using a tab-delimited file.


Required Import Columns

The import file should include:

Column

Description

Meter ID

Must exactly match the Meter ID on the lease

Current Reading

Current reading for the billing period

Post Date

Transaction posting date

Comments

Optional notes

Note: The file must be saved as a Text (Tab Delimited) file before importing.


Import Process

  1. Open Meter Readings.
  2. Select Import → Import.
  3. Choose:
  • Excel/Tab-Delimited
  • Fixed Format
  1. Select the import file.
  2. Enter:
  • Billing From Date
  • Billing Thru Date
  • Post Date
  • Comment (optional)
  1. Verify field mappings.
  2. Select Import.
  3. Review the import confirmation.
  4. Click Create Transactions to generate utility charges.


Important Import Notes

Readings will not post if:

  • A reading already exists for the same meter and billing period.
  • The Post Date falls after the accounting close date.

If a current reading exceeds the meter's maximum reading value, PropertyBoss assumes the meter has rolled over and calculates usage accordingly.


Viewing Meter Reading History

Meter history can be viewed from either:

  • The Property/Unit Def-Meters tab
  • The Lease Meters tab

Click View Meter Reading History to review previous readings and charges.


History Features

Users can:

  • Filter history records.
  • Print history reports.
  • Export history to Excel.
  • Email reports as PDF attachments (requires the Email Communications module).

History Display Differences

  • Opening history from a Property or Unit shows all leases using that meter.
  • Opening history from a Lease shows only that lease's meter history.


Generating Utility Invoices

After utility charges have been created, invoices can be generated directly from the Meter Readings Navigator.


Available Invoice Types

  • Standard Metering Invoice
  • Meter Card Invoice

Invoice Options

Users may:

  • Print invoices.
  • Email invoices based on lease communication preferences.
  • Print office copies.
  • Publish invoices to the Lease Notebook.
  • Publish invoices to Web Portals.
  • Include payment stubs.
  • Display computed rates.


Key Points

  • Meters must be defined before leases can automatically inherit meter information.
  • Meter readings can only be entered through the Meter Readings Navigator or imported through the utility import process.
  • Base Readings are only used for the first utility charge calculation.
  • Historical meter data is retained even if a meter is removed from a lease.
  • Utility invoices can be generated and distributed directly from the Meter Readings Navigator.