Control Table Setup Sequence
To implement the system, you must set up your organization's business rules in "control tables". Setting up these tables is time-consuming because we allow you to tailor many aspects of the system to meet your organization's requirements. We strongly recommend that you take the time to document how you plan to set up all of these tables before you use the following roadmap to enter the control data. Time spent understanding the interrelationships between this data will reap the rewards of a clean system that meets your current and long term needs.
While we describe the transactions and options in more detail in other sections of this manual, use the following chart (and the remaining sections of this chapter) as your roadmap. Here we list the order in which you perform tasks and the pages you'll use to set up your system. The order is important because some information must exist before other information can be defined (i.e., many dependencies exist).
Function | Menu | Auto Setup |
---|---|---|
Global Context | ||
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that populates global context values. The global context is used by various zones in the system to display relevant data. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Accounting Environment | ||
Country & State | Admin Menu, Country | |
Currency | Admin Menu, Currency | USD is automatically populated |
Accounting Calendar | Admin Menu, Accounting Calendar | |
GL Division | Admin Menu, General Ledger Division | |
Security Environment | ||
Application Service | Admin Menu, Application Service | All base package transactions are automatically populated |
Security Type | Admin Menu, Security Type | |
User Group |
Admin Menu, User Group Note, you won't be able to set up users at this point |
One user group, ALL-SERVICES, is automatically setup. It references all other application services and a single user called SYSUSER. Note, you may be able to import user groups if your organization has already defined them using LDAP. |
Language | Admin Menu, Language | ENG is automatically populated |
Display Profile | Admin Menu, Display Profile | Two display profiles are automatically setup: NORTHAM displays currencies and dates in a classic American format; EURO displays information in a classic European format |
Data Access Role | Admin Menu, Data Access Role | |
Access Group | Admin Menu, Access Group | |
User | Admin Menu, User |
SYSUSER is automatically set up. Note, you may be able to import user groups if your organization has already defined them using LDAP. |
Return to User Group | You must return to your user groups and define all of their users | |
Customer Class Environment | ||
Customer Class | Admin Menu, Customer Class. At this point, you'll only be able to set up your customer class codes. You will return to these customer classes throughout the setup process to populate additional information. | |
Financial Transaction Environment | ||
Work Calendar | Admin Menu, Work Calendar | |
Division | Admin Menu, Division | |
Revenue Class | Admin Menu Revenue Class | |
Algorithm | Admin Menu, Algorithm. You will need to set up the algorithm that constructs a distribution code's corresponding GL account when it is interfaced to the general ledger | |
Distribution Code | Admin Menu, Distribution Code | |
Bank & Bank Accounts | Admin Menu, Bank | |
Billable Charge Template | Admin Menu, Billable Charge Template. Note, if you want the system to default service quantities onto billable charges created using this template, you must setup the appropriate unit of measure code, time-of-use code and/or service quantity identifier. | |
Billable Charge Line Type | Admin Menu, Billable Charge Line Type | |
Algorithm | Admin Menu, Algorithm. You will need to set up several algorithms. These algorithms: 1) retrieve a bill segment's consumption, 2) calculate a bill segment's bill lines, 3) construct a bill segment's financial transaction, 4) cancel previously estimated bill segments | |
Bill Segment Type | Admin Menu, Bill Segment Type | |
Algorithm | Admin Menu, Algorithm. You will need to set up the algorithm that constructs a payment segment's financial transaction | |
Payment Segment Type | Admin Menu, Payment Segment Type | |
Algorithm | Admin Menu, Algorithm. You will need to set up the algorithm that constructs an adjustment's financial transaction | |
Algorithm | Admin Menu, Algorithm. Several plug-in spots are available to perform additional logic when processing adjustments. For example, if you have the system calculate adjustments, you must set up an adjustment generation algorithm. Refer to Adjustment Type for other available plug-in spots that may be used by your implementation. | |
Algorithm | Admin Menu, Algorithm. You may want to set up an algorithm that formats the Adjustment information that is displayed throughout the system for a specific Adjustment Type. This algorithm is plugged-in on the Adjustment Type. | |
Algorithm | Admin Menu, Algorithm. You may want to set up an algorithm that formats the Adjustment information that is displayed throughout the system. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Adjustment Type | Admin Menu, Adjustment Type | |
Adjustment Type Profile | Admin Menu, Adjustment Type Profile | |
Approval Profile | Admin Menu, Approval Profile. Note, an approval profile references a To Do type and one or more To Do Roles; these must be set up before you can set up the approval profile. After the approval profile(s) are set up, they must be referenced on the adjustment types that they govern. | |
Cancel Reason - Bill | Admin Menu, Bill Cancel Reason | |
Cancel Reason - Payment | Admin Menu, Payment Cancel Reason | |
Cancel Reason - Adjustment | Admin Menu, Adjustment Cancel Reason | |
Tender Type | Admin Menu, Tender Type | |
Tender Source | Admin Menu, Tender Source | |
A/P Request Type | Admin Menu, A/P Request Type | |
Installation | Admin Menu, Installation Options - Framework and Admin Menu, Installation Options. Many fields on the installation record impact the financial transaction environment. Refer to the description of the Billing and Financial Transaction tabs for more information. Also, refer to . | |
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that distributes payments. | |
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that handles overpayment situations. | |
Algorithm | Admin Menu, Algorithm. You may need to set up an algorithm if specific customers can have individual bill due dates. | |
Algorithm | Admin Menu, Algorithm. You may need to set up an algorithm if you want the system to delete bills that contain only information about historical payments. | |
Algorithm | Admin Menu, Algorithm. You may need to set up an algorithm if you want the system to levy a non-sufficient funds charge if a payment is canceled due to non-sufficient funds. | |
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that formats the bill information that is displayed throughout the system. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that formats the payment information that is displayed throughout the system. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that defaults the amount when a payment is manually added. This algorithm also calculates the amount of an automatic payment for a bill for an account with an active auto pay option. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. Refer to Customer Class for other available plug-in spots that may be used by your implementation to perform additional logic when processing payments and bills. | |
Return to Customer Class | Admin Menu, Customer Class. You will need to plug-in the algorithms defined above on your customer classes. | |
Budget Environment | ||
Algorithm | Admin Menu, Algorithm. You will need to set up several algorithms at this time: How To Calculated The Recommended Budget Amount, How To Periodically True Up A Customer's Budget Amount, The Circumstances When The System Should Highlight A Customer As Having An Anomalous Budget. | |
Budget Plan | Admin Menu, Budget Plan | |
Algorithm | Admin Menu, Algorithm. Budget eligibility is set at the contract type level. You will need to set up an override budget eligibility algorithm if some contracts for a contract type are not eligible for budget based on certain conditions. | |
Customer Environment | ||
Account Management Group | Admin Menu, Account Management Group. Note, you will probably have to set up To Do Type and To Do Roles before you can setup account management groups. Refer to Assigning A To Do Role for more information on how account management groups may be used to define an entry's role. | |
Account Relationship Type | Admin Menu, Account Relationship Type | |
Alert Type | Admin Menu, Alert Type | |
Bill Message | Admin Menu, Bill Message | |
Algorithm | Admin Menu, Algorithm. If you have software that's capable of reconstructing an image of a bill in a PDF (for the purpose of online display), you will need to create an algorithm that formats the extract records that are sent to your bill image software. | |
Bill Route Type | Admin Menu, Bill Route Type | |
Contract Quantity Type | Admin Menu, Contract Quantity Type | |
Algorithm | Admin Menu, Algorithm. If you have software that's capable of reconstructing an image of a letter in a PDF (for the purpose of online display), you will need to create an algorithm that formats the extract records that are sent to your letter image software. | |
Letter Template | Admin Menu, Letter Template | |
Customer Contact Class | Admin Menu, Customer Contact Class | |
Customer Contact Type | Admin Menu, Customer Contact Type | |
Algorithm | Admin Menu, Algorithm. You may need to set up the algorithms that determine if person ID's are in a predefined format. | |
Person Identifier Type | Admin Menu, Person Identifier Type | |
SICs | Admin Menu, SIC Code | |
Tax Exempt Type | Admin Menu, Tax Exempt Type | |
Algorithm | Admin Menu, Algorithm. You may need to set up the algorithms that determine if phone numbers are in a predefined format. | |
Phone Type | Admin Menu, Phone Type. | |
Person Relationship Type | Admin Menu, Person Relationship Type. | |
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm that formats the person information that is displayed throughout the system. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm to validate a person's name. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. You can override the system's standard account information string by setting up an algorithm that produces this string of information. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. If you have software that's capable of reconstructing an image of a letter in a PDF for the purpose of online display, you will need to create an algorithm that renders this PDF. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. If you have software that's capable of reconstructing an image of a bill in a PDF for the purpose of online display, you will need to create an algorithm that renders this PDF. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Installation | Admin Menu, Installation Options. Many fields on the installation record impact the Customer Environment. Refer to the description of the Main, Person, and Account tabs for more information. | |
Statements | ||
Algorithm | Admin Menu, Algorithm. If you have software that's capable of reconstructing an image of a statement in a PDF (for the purpose of online display), you will need to create an algorithm that formats the extract records that are sent to your statement image software. | |
Statement Route Type | Admin Menu, Statement Route Type | |
Statement Cycle | Admin Menu, Statement Cycle | |
Algorithm | Admin Menu, Algorithm. If you have software that's capable of reconstructing an image of a statement in a PDF for the purpose of online display, you will need to create an algorithm that renders this PDF. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Automatic Payment (EFT) Environment | ||
Algorithm | Admin Menu, Algorithm. You will need to set up an algorithm to create automatic payments. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Tender Source |
Admin Menu, Tender Source Note: earlier, you created tender sources for the remittance processor and your cash drawers. At this point, you'll need to add at least one tender source for automatic payments. Why? Because automatic payments get linked to a tender control (which, in turn, gets linked to a tender source) when they are interfaced out of the system. |
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Algorithm | Admin Menu, Algorithm. You will need to set up the appropriate automatic payment date calculation algorithm to populate the extract, GL interface and payment dates on automatic payments. | |
Auto Pay Route Type | Admin Menu, Auto Pay Route Type | |
Tender Type |
Admin Menu, Tender Type Note: earlier, you created tender types for things like cash, checks, etc. At this point, you'll need to add a tender type for each type of automatic payments (e.g., direct debt, credit card, etc.). |
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Work Calendar | Admin Menu, Work Calendar. You need only set up additional work calendars if the auto pay sources (i.e., the financial institutions) have different working days than does your organization | |
Algorithm | Admin Menu, Algorithm. If you need to validate the customer's bank account or credit card number, you will need to set up the appropriate validation algorithms. | |
Auto Pay Source Type | Admin Menu, Auto Pay Source Type | |
Algorithm | Admin Menu, Algorithm. You may need to set up an algorithm if your customers can define a maximum withdrawal limit on their autopay options. | |
Return to Customer Class | Admin Menu, Customer Class. You should plug-in the Autopay Over Limit Algorithm in each appropriate customer class. | |
Deposit Environment | ||
Algorithm | Admin Menu, Algorithm. You will need to set up several algorithms at this time: The Definition Of A Good Customer, When To Refund A Deposit To A Customer, When To Recommend An Additional Deposit, How / When To Calculate Interest, How To Generate The Recommended Deposit Amount. | |
Deposit Class | Admin Menu, Deposit Class | |
Non Cash Deposit Type | Admin Menu, Non Cash Deposit Type | |
Credit & Collections Environment (if you collect on overdue bills (as opposed to overdue debt), you will NOT set up these tables; refer to Overdue Processing - Set Up Tasks for the list of control tables required to collect on overdue bills) | ||
Algorithm | Admin Menu, Algorithm. You may need to set up algorithms if you have non-standard collection events. | |
Collection Event Type | Admin Menu, Collection Event Type | |
Algorithm | Admin Menu, Algorithm. You may need to set up a collection process cancellation algorithm if your organization allows individual contracts to be removed from a collection process if they are paid (rather than performing cancellation based on all contracts in a debt class). | |
Collection Process Template | Admin Menu, Collection Process Template | |
Collection Class | Admin Menu, Collection Class | |
Algorithm | Admin Menu, Algorithm. You will need to set up several algorithms at this time: Collection process cancellation criteria and Override arrears due to promise to pay. | |
Debt Class | Admin Menu, Debt Class | |
Write Off Debt Class | Admin Menu, Write Off Debt Class | |
Algorithm | Admin Menu, Algorithm. You will need to set up Collection Condition algorithms. | |
Collection Class Control | Admin Menu, Collection Class Control | |
Algorithm | Admin Menu, Algorithm. You will need to set up several algorithms at this time: How to refer debt to a collection agency, How to transfer debt to another active contract, How to write down small amounts of debt, and How to refund credit balances to a customer. | |
Algorithm | Admin Menu, Algorithm. You may need to set up algorithms if you have non-standard write-off events. | |
Write Off Event Type | Admin Menu, Write Off Event Type (Note, you'll have to wait until you have defined your Contract Types before you can set up the Write Off Events because Contract Type is a necessary parameter to write off debt). | |
Write Off Process Template | Admin Menu, Write Off Process Template | |
Write Off Control | Admin Menu, Write Off Control | |
Collection Agency | Admin Menu, Collection Agency. Note, each collection agency references a person therefore you must set up a person for each agency before you can enter collection agency information. | |
Algorithm | Admin Menu, Algorithm. You may need to set up algorithms if you have special logic that should be executed when a promise to pay is canceled. | |
Promise To Pay Type | Admin Menu, Promise To Pay Type | |
Pay Method | Admin Menu, Pay Method | |
Third Party Payor | Admin Menu, Third Party Payor. Note, you must create an account before you can create a third party payor. | |
Installation | Admin Menu, Installation. Several fields on the installation record impact the Credit & Collections Environment. | |
Algorithm | Admin Menu, Algorithm. You will need to setup an algorithm that's called when a user write-off debt real time. | |
Return to Customer Class | Admin Menu, Customer Class. You should plug-in the Autopay Over Limit Algorithm in each appropriate customer class. | |
Services & Characteristics | ||
Service Type | Admin Menu, Service Type | |
Algorithm | Admin Menu, Algorithm. If you have ad hoc characteristic types, you may need to set up the algorithms that control how they are validated | |
Foreign Key Reference | Admin Menu, FK Reference. If you have foreign key characteristic types, you may need to set up foreign key references to control how the user selects the characteristic values (and how the foreign key values are validated). | All base package FK references are automatically populated |
Characteristic Type & Values | Admin Menu, Characteristic Type | |
Bill Environment | ||
Bill Cycle | Admin Menu, Bill Cycle | |
Bill Period | Admin Menu, Bill Period | |
Bill Route Type | Admin Menu, Bill Route Type | |
Rate Environment | ||
Frequency | Admin Menu, Frequency | |
Service Quantity Identifier | Admin Menu, Service Quantity Identifier | |
Algorithm Type | Admin Menu, Algorithm Type. If you create new Service Quantity Rules you must set up an algorithm type for each such rule (the algorithm type defines the types of parameters that are passed to the SQ rule). | All base package algorithm types are automatically populated |
Service Quantity Rule | Admin Menu, Service Quantity Rule | |
Bill Factor | Main Menu, Rates, Bill Factor | |
Algorithm Type | Admin Menu, Algorithm Type. If you create new Register Rules you must set up an algorithm type for each such rule (the algorithm type defines the types of parameters that are passed to the register rule). | All base package algorithm types are automatically populated |
Rate | Main Menu, Rates, Rate Schedule | |
Rate Version | Main Menu, Rates, Rate Version | |
Algorithm | Admin Menu, Algorithm. If you use algorithms to dynamically change step boundaries, calculate prices, or implement rate component eligibility rules, you must set up these algorithms. | |
Rate Component | Main Menu, Rates, Rate Component | |
Bill Factor Value | Main Menu, Rates, Bill Factor Value | |
Bill Factor Interval Values | Main Menu, Rates, BF Interval Values | |
Late Payment Environment | ||
Algorithm | Admin Menu, Algorithm. You will need to set up the algorithm that determine if customers in a customer class are eligible for late payment charges | |
Algorithm | Admin Menu, Algorithm. You will need to set up the algorithm that levies late payment charges for customers in a customer class | |
Return to Customer Class | Admin Menu, Customer Class. You will need to plug-in the late payment charge algorithms set up above. | |
Contract Configuration | ||
Algorithm |
Admin Menu, Algorithm. You will need to set up the algorithms that determine: How to calculate the late payment charge amount for contracts of a given type Special criteria to be tested before a contract is severed. Special processing that should take place prior to the completion of a bill that references contracts of a given type. Special processing that should take place during completion of a bill that references contracts of a given type. Special processing that should take place when contracts of a given type are created. Special processing that should take place when a financial transaction is frozen for contracts of a given type. |
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Algorithm | Admin Menu, Algorithm. You may want to set up an algorithm that formats the contract information that is displayed throughout the system. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Algorithm | Admin Menu, Algorithm. You may want to set up an algorithm that formats the contract information that is displayed throughout the system for a specific Contract Type. This algorithm is plugged-in on the Contract Type - Algorithms. | |
Algorithm | Admin Menu, Algorithm. If you want a Control Central alert to highlight when the current account has any stopped contract(s), you will need to set up the algorithm that does this. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Contract Type | Admin Menu, Contract Type | |
Terms and Conditions | Admin Menu, Terms and Conditions | |
Notification and Workflow | ||
Workflow Event Type | Admin Menu, Workflow Event Type | |
Workflow Process Template | Admin Menu, Workflow Process Template | |
Notification Upload Type | Admin Menu, Notification Upload Type | |
Workflow Process Profile | Admin Menu, Workflow Process Profile | |
Notification External (Sender) ID's | Admin Menu, Notification External ID | |
Notification Download Type | Admin Menu, Notification Download Type | |
Service Provider. | Admin Menu, Service Provider. Note, you must create a person before you can create a service provider. | |
Notification Download Profile | Admin Menu, Notification Download Profile | |
Algorithm | Admin Menu, Algorithm. If you want a Control Central alert to highlight when the current account has active workflow processes, you will need to set up the algorithm that does this. This algorithm is plugged-in on the installation options. For more information, refer to | .|
Sales and Marketing | ||
Order Hold Reason | Admin Menu, Order Hold Reason | |
Order Cancel Reason | Admin Menu, Order Cancel Reason | |
And more... | Refer to Campaign and Package Setup Sequence for additional setup requirements | |
Service Credit Membership | ||
Algorithm | Admin Menu, Algorithm. You may need to set up algorithms for the service credit membership type and service credit event type to control behavior for the service credit membership and its events. | |
Credit Unit | Admin Menu, Credit Unit. If your service credits record non-monetary units. | |
Service Credit Membership Type | Admin Menu, Service Credit Membership Type | |
Service Credit Event Type | Admin Menu, Service Credit Event Type | |
Membership Inactive Reasons | Admin Menu, SC Membership Inactive Reason | |
Wrap Up | ||
Algorithm |
Admin Menu, Algorithm. You will need to set up the algorithms that determine: Special alerts on Control Central (assuming you have special alerts) |
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Installation Options | Admin Menu, Installation Options - Framework and Admin Menu, Installation Options. At this point, it's a good idea to double-check everything on the installation record. | |
Postal Default | Admin Menu, Postal Code Default |
If you have cash drawers you will also need to set up the following information:
- Create a person / account to which you will link your over / under contract. Refer How To Get An Unbalanced Tender Control In Balance (Fixing Over/Under) for more information.
- Create a contract to which your over/under payments will be linked. This contract will reference your over / under contract type. Refer to Over / UnderCashDrawer Segmentation for more information.
If you upload payments from an external source (e.g., a remittance processor or lock box), you must set up the following information:
- Create a person and account to which the system will link payments with invalid account. Refer to Phase 3 - CreatePayment Events, Tenders, Payments and Payment Segments for information about the process that books invalid payments to this account. Refer to How To Transfer A Payment From One Account To Another for how a user transfers the payment from the invalid account to the correct account (once known).
- Create a contract for this account. This contract will reference your payment suspense contract type. The system needs this contract so that it can distribute the invalid account's payment (and this is necessary so that cash will reflect the payment). Refer to Payment Upload Error Segmentation for more information.
- Update the tender source associated with the respective source of payments to indicate the contract created in the previous step should be used for payments with invalid accounts. Refer to SettingUp Tender Sources for more information.
- Because the payment upload process simply books payments that
reference invalid accounts to the account associated with the suspense
contract on the payment's tender source, this account should belong
to a customer class with the appropriate payment distribution algorithms.
This may entail creating a new customer class that will only be used
on suspense accounts. This customer class would need the following
algorithms:
-
We'd recommend using a simple payment distribution algorithm like PYDIST-PPRTY (distribute payment based on contract type's payment priority)
. -
We'd recommend using an overpayment distribution algorithm like OVRPY-PPRTY (distribute overpayment to highest priority contract type)
.
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The remaining sections describe additional control tables that must be set up for specific functional areas.