EC Express: Bill Processing Overview
Posted by Matthew Heinz on 06 June 2012 02:46 PM
Bill Processing is the heart of EnergyCAP. Use Bill Processing to enter new utility bills, manage bill problem flags, display filtered lists of bills, and quickly copy a list of bills to the clipboard or spreadsheet.
An overview of utility bill tracking features and functions:
1. After a bill record has been saved, click on Bill PDF to view or print this bill in a convenient format.
2. Enter the account code/number, or a portion of it, to find the correct account record for the bill you need to enter.
Important Note: The bill entry screen has been carefully designed to allow you to use the Enter key. You do not need to use your mouse to move field-to-field.
3. The Start Date is the date of the prior meter reading. It will default automatically to the End Date of the last bill for this account.
4. Enter the current meter reading date, which is the end date of the bill.
5. The number of days in the billing period will be calculated for you when you enter the End Date. Speed Tip: Jump over the End Date (just press Enter) and key in the Days instead of the End Date. In this case, the End Date will be calculated for you.
6. The Pay Amount is the amount due on this bill.
7/8. The Due Date and Statement Date are optional.
9. If bill is estimated, click the Estimated checkbox (or press the space bar to avoid the need to grab the mouse) to indicate an estimated meter reading. If bill is Void, click the Void checkbox to indicate Void status. When checked, a Void message will also be displayed prominently at the bottom of the bill entry window.
10. This is the optional "Bill Entry Note" which is configured in Buildings & Meters - Meter Properties (highlight the desired meter in the tree and click the pencil edit button at lower left.) It's a handy way to remind the bill entry clerk of an important note.
11. The data rows can vary for any meter and account. These data rows are called the bill entry "template" and are set when you create a new account and meter. You can select another template design.
12. The balance must be zero, i.e. the sum of the cost lines on the lower portion of the bill must equal the Pay Amount at the top. If there is a balance left over, you will have the opportunity to assign the balance to a "one-time fee" such as a late fee.
13. The Cost Per Day chart helps you to see that the Pay Amount is reasonable. Click on the Help icon (?) for more information.
14. The 7 Quick Audits check the top portion of the bill. Move the mouse to an item to see a description of the test.
15. Click on Verify to move to page #2 (shown below) for further validation tests.
16. Click on the Flag icon to assign a Problem Flag to a bill. This documents an issue and reminds you to follow up.
17. Click on the Memo icon to enter a text memo.
Page #2 - Verify:
18. When a bill has more than one meter, use the tabs at top to pick the meter.
19. These four charts let you see if the bill is reasonable. The red circle is the point for this bill. Click on ? for more information.
20. This is the bill history list. You can re-sort by clicking on any column heading.