Summer 2008

KeeyyBulletin
Keystone Software Systems
Summer 2008
Newsletter
H I G H P E R F O R M A N C E I N F O R M AT I O N S O L U T I O N S
Keystone
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KEY BILLING MODULES BENEFIT UTILITIES
Is your utility expanding? Are your
customers asking for more convenient payment features? Has the
economy forced your customers to
ask for budget billing? Key-Billing
may have the modules you need to
answer these demands. Contact
[email protected] for more
information.
operator error in that it will not allow duplicate account numbers to be created.
Additional Service allows user to bill an
additional service, for example, adding
storm water. User may require new bill
cards.
Account Number Bar Coding allows
the user to print a barcode that represents the account number on the portion of the bill that customers return.
This bar code can then be scanned
to enter the payment, thus preventing
operator entry errors and speeding up
the cash posting process. This includes one bar code scanner.
Auto Pay (ACH Bank Debit) allows the
user to automatically withdraw funds
for the current utility bills from customers’ bank accounts and deposit those
monies into the utility company’s bank
account. This module is developed to
work with the utility company’s bank
through the Federal ACH banking file
structure. It also generates the cash
transactions automatically so the user
only has to update them.
Account Number Change allows the
user to change an individual’s account
number at any time without losing the
history associated with that account
number. This module is useful for
major account number restructuring or
for an occasional account number
entry mistake. This module prevents
Budget Billing allows the user to process and track budget billing for Electric, Water, Sewer and Gas services.
The module includes all necessary programming for the bill cards, reports and
budget routines for setting up a budget
system and for ease of maintaining the
budget billing customer information.
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Where You Will See Us Next
Aug. 5 - 8
Sept.22 - 25
Oct. 8 - 9
Oct. 12 - 15
Oct. 21 - 23
Oct.
27
Ft. Wayne
Vevay
Middlebury
South Bend
Clarksville
Carmel
IN County Treasurers Assoc.
Association of IN Counties
ILMCT Northern District Mtg.
IACT Conference
IN County Auditors Assoc.
IN Regional Sewer Dist. Assoc.
Oct. 28 - 29
Oct.
30
Nov.
6
Nov.
19
Nov.
20
Dec. 8 - 10
Nashville
Columbus
Lebanon
Wabash
Columbus
Columbus
ILMCT Southern District Meeting
Keystone School User Meeting
Keystone School User Meeting
Keystone Cities & Towns User Mtg.
Keystone Cities & Towns User Mtg.
IN Rural Water Association
F O R C I T I E S , T O W N S & U T I L I T I E S I N F O R M AT I O N S T R E A M S
H I G H
P E R F O R M A N C E
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(Key Billing Modules continued from page 1)
S O L U -
Greetings,
I hope that your year is going well, although I am sure that it has been crazy and going way too
fast as usual.
This time of year we start attending conferences and meetings with you. It is always nice to be
able to reconnect after the fierce winter year-end. We have recently been in French Lick for School
Business Officials, Indianapolis for County Auditors, Middlebury for Educational Office Professionals and Evansville for City/Town Clerk-Treasurers.
Keystone
I would like to mention a couple of topics of interest that came up while visiting with you. The
dominate topic was state government and what the legislative and executive branches have done.
This may be why I used the word crazy above. Without being political, government sure seems to
have put a lot of the burden back on you and it may be just the beginning.
Another topic that came up was the number of new clerk-treasurers that took office on January 1.
We have had many compliments from our Keystone users about our new clerk-treasurer classes
and I wish to say thank you for those compliments. Our staff has done a fantastic job getting all of
us through that transition.
Demand Meter/Power Billing allows the
user to input, calculate, edit and print special large power (reactive meter) customers, for use with Electric billing companies
only.
In product news, some of our staff has been getting extensive technical training on both our
workflow Content Management System “CMS” and our Electronic Forms Management System.
Also, EZStub, our web based electronic deposit advice, has been installed a couple of places and
we are using the product successfully here at Boyce. We’ve had a lot of interest in this cost saving
product. When working on your 2009 budgets please plan on an increase for the software maintenance. It could be as much as 10% and we will send out a notice sometime later this year.
eBill Web Export allows the user to create a text file of customer information to
export to a website provider to send eBills
to customers.
In staff news, we have advertised locally to add to our support staff. Boyce Forms has been
quite busy processing many of the Homestead Rebate Checks along with rebinding and restoring
customer’s old record books.
In addition to being proud of our staff for their commitment to our customers, I’d like to mention their commitment to community. Our staff and company have pledged just over $20,000 for
United Way in 2008 and we had a successful blood drive in March. Boyce/Keystone/Komputrol
is a fantastic and caring group to be part of.
Best Wishes,
2
H I G H
Cycle Billing allows the user to bill a cycle
group of customers in the master file separately from other customers in the master
file (Ex: 20,000 customers billed monthly in
4 groups of 5,000).
P E R F O R M A N C E
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S O L U T I O N S
Final Bill allows the user to process a final
bill separately from normal billing. Final
bills can be processed as often as needed
and at any time during the month. This
module prevents operator error in that it
will delete a normal billing for a customer
(A transaction in edit billing), if one exists,
when a final bill is input for that customer.
Liens and Certification allows a user to
process and track sewer liens and certification through the billing program. This
option includes all reports and letters
necessary to document liens and certification to the County Auditors, legal offices,
and to the customer. A separate screen is
provided for easy access to this
information.
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Meter Deposit Refund Check allows
the user to track and monitor meter deposits. This routine creates a list of final
customers that are due a meter deposit
refund. It also prints the checks for those
refunds payable to the utility company
for applied payments or payable to the
customer for deposit refunds or both.
It will automatically generate the cash
posting transactions to apply the deposits against the customer accounts.
Meter Inventory allows the user to track
all meters by meter number
number, both installed and uninstalled.
Meter Reading Device Interface allows users to import meter readings
from various meter reading devices. This
module eliminates or greatly reduces the
need for manual input of meter readings.
Remote data access by Keystone is
required. Due to the interface with third
party software, installers must coordinate visits with the Device software installer/trainer visits. It may be necessary
for meter numbers to be unique.
Keystone
theHLoop
with
CEO
H In
I G
P E
R the
F OKeystone
R M A N
C E I N F O R M A T I O N
T I O N S
Michael Galliher, CEO
Keystone Software Systems
Komputrol Software Systems
Boyce Forms/Systems
Cash Drawer Software allows the user
to post payments and to look up a customer’s history separate from the normal
billing program. This module can include
the ability to use cash till. This is not a
cash register, but a locked metal cash
box designed to fit in a counter drawer.
The module can also use a receipt printer
or plain paper laser printer; use account
number bar coding and bar code scanning; and provide tracking and posting of
payments by user. The cash drawer program can remain in operation during other
normal billing procedures like updating
and backing up without affecting Key-Billing files.
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Other Charges allows the user to track
other charges separately (reconnect
fees, tap fees, returned check fees, etc.)
through the billing program. A master
table allows the user to list several different charges with a two digit code. It
will track up to three unpaid charges per
account bill. The charges are manually
applied to each account as an adjustment.
Payment Import allows the user to
import a text file of customer payment
information directly into cash posting.
This text file can be from outside payment collecting sources, online web
payments, other bank credit card
services.
Postnet Barcode/Cass Certification
allows the user to print a postal bar code
on all billing cards and letters, delinquent/disconnect cards and letters. This
module should save postal costs by
UTILITIES
(continued on page 4)
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STREAMS
H I G H
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for you to sign and fax back.
printing the bill cards in an order that is in
compliance with local Post Office sorting
rules, thereby allowing the Post Office
to charge less to mail bill cards each
month. The master file must be sent to a
Cass Certified Dealer several times each
year to update the +4 digit zip codes,
and bill- sorting fields necessary for this
module to work. There is an additional
charge from the Cass Certified Dealer.
Y may then upload a billing data backYou
up and fax your new rate ordinance to the
Keystone office. If you prefer, you may
mail your backup disk or CD and a copy
of your new rate ordinance. Your backup
medium will not be returned.
Keystone
Web Export of Customer Data allows
certain customer data fields to be exported to a website for customer review
and online payment features.
FOR
Work Orders allows users to input and
track all work orders for repairs and/or
meter installation through the billing system. This module links the work orders
to the account and meter numbers as
well as provides a history record for that
meter. This module prints a standard
work order form and related reports.
Utility Rate Changes
Is your utility anticipating a rate change?
Do you have a multi-year rate ordinance
that changes once a year for three
years? If either of these apply staying in
contact with Keystone is imperative.
Rate changes are done at no charge for
our maintenance customers; however,
you should allow four to six weeks from
notification to execution. If you do have
a multi-year rate ordinance you will be
expected to notify Keystone and follow
the recommended procedure each year.
Here is the procedure.
Call the helpdesk to request the rate
change four to six weeks prior to the effective date. The helpdesk will prepare
and fax to you a rate change agreement
CITIES,
TOWNS
&
UTILITIES
F O R
C I T I E S ,
T O W N S
&
U T I L I T I E S
Boyce / Keystone /
Komputrol Launches New
Website to Facilitate
Customer Use
Your rate change will be scheduled,
completed and sent to you. A helpdesk
support representative can assist you in
restoring your rate change CD.
Company Receives
IAEOP “Gem Award”
Mike Galliher and
Boyce Forms/
Systems were
honored this past
April at the Indiana Association of
Educational Office Professionals
(IAEOP) Conference in Middlebury,
Indiana. Mr. Galliher was presented the
‘GEM’ award, GEM being the acronym for
‘Going the Extra Mile.’ “I was moved by
the receipt of this award. Any time our efforts are recognized it is an indication that
we are on the right track with taking care
of our customers,” Mike commented. In
addition to the GEM award, salesmen
Chuck Saparnis, Rick Phillips and Jim
Whittern were given Honorary Memberships to the IAEOP in recognition of their
continuous service to the organization
and its members.
Annual ILMCT Conference
Representatives from Boyce / Keystone /
Komputrol attended the 72nd annual
Indiana League of Municipal Clerks and
Treasurers Conference in Evansville, June
8-12.
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I N F O R M AT I O N
S T R E A M S
EZStub, the Online Pay
Stub Service
Payroll administrators save time and
effort because employees can obtain
current and past pay stub information on
their own with EZStub’s online self-serve
features. Security is assured through
many checks and balances so sensitive
data remains safe and secure at all times.
Security
New logo, new facility and now the new
website will be launched in June. The
modern red and blue brand builds on the
legacy of Boyce and Komputrol Red and
Keystone Blue. Under one roof at last it
is time to be under one site on the web.
Designed to let our customers move
freely between the three companies it
also affords direct access to the news,
products and services of each division.
Slated to be a dynamic and interactive
site, your feedback about what you expect from our website is certainly welcomed and appreciated. Communicating
at the speed of the newest technology is
our goal and together we will grow this
website to serve your needs as well as
our own. Visit: www.boycesystems.com
Employment Opportunity
with Keystone Team
Keystone Software Systems is currently
seeking a team member for the Customer
Support Department. This person will
need to have a strong aptitude in Fund
Accounting, Payroll and General Ledger
Systems. They will be required to travel
within the state of Indiana. They must
possess excellent customer service, communication and computer skills, along
with being self-motivated. Position available immediately.
H I G H
P E R F O R M A N C E
Safe and secure via password-protected
login, SSL certificates that enable 256-bit
encryption from GeoTrustTM, and firewall
protection.
EZStub information is never cached in
computer memory. All data is cleared
upon logoff, which allows for secure data
access at airports, hotels, or with any
public internet connection.
EZStub suppresses information such as
SSN, home addresses and bank account
numbers to eliminate the chance of identity theft.
Keystone
(Key Billing Modules continued from page 3)
Usage Graph for bill letters adds a
comparative graph of current month
consumption and the consumption of the
prior twelve months.
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S O L U T I O N S
Employer Benefits
• No new software required for implementation
• Eliminates requests for pay stub reprints
• On-time delivery
• Eliminates pay stub distribution costs
• Messaging feature
Employee Benefits
• EZStub is available 24/7 online
• Access to current and past pay statements for quick reference when applying for credit to purchase a new car or
home, or for tax verification
• Employees can choose additional delivery options such as email and text
message notifications
Keystone
www.boycesystems.com
800.875.1553
Ph: 317.664.7400
Fx: 317.664.7402
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S O L U T I O N S
H I G H
P E R F O R M A N C E
I N F O R M A T I O N
S O L U T I O N S
Keystone
High Performance
Information Solutions
Software Systems
9401 Innovation Dr.
Suite 400
P.O. Box 669
Daleville, IN 47334-0669
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• Boyce Forms/Systems
• Keystone Software Systems
• Komputrol Software Systems
SAVE THE DATE - Keystone Announces Fall User Meetings
Keystone
Planning for the Annual Fall User Meetings has begun and dates have been set:
School
School
City/Town North
City/Town South
October 30
November 6
November 19
November 20
Holiday Inn in Columbus
Quality Inn in Lebanon
Honeywell Center in Wabash
Holiday Inn in Columbus.
Continental Breakfast and Lunch will be provided as a venue for interaction with other
Keystone clients. We usually find our similarities far outweigh our differences. The morning
will include a welcome from our own Michael B. Galliher, President and CEO of Boyce/Keystone/Komputrol. The rest of the day will be set out into sessions of particular interest. If
you have any questions or specific requests send us an email and we’ll make every effort
to work it into the appropriate session.
Cathy Stewart will provide a session on federal and state tax law, year end procedures in
relation to W2s, 1099s, etc. Cathy is willing to research a specific concern or issue for our
clients. Other sessions will include information on program procedures for year-end, program enhancements for cities and towns, and a refresher on the electronic CTAR.
We received excellent feedback last year concerning the breakout sessions, so be sure
to register early to ensure a spot in your session of interest. A direct mailing registration
packet will go out this August. Watch for it! You may also go to our website
www.boycesystems.com and register online. Look for the online registration by late
August.
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