EC Express: Resolving Bill Problem Flags
Posted by Matthew Heinz, Last modified by Matthew Heinz on 08 June 2012 10:08 AM

Resolving Bill Problem Flags

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In EnergyCAP, bills with potential errors or issues are flagged in the database when running an audit. These bills are listed in the Bills with Problem Flags folder (Bill Processing > Bill Audits).

Supervisory review of Bills with Problem Flags should be part of the bill processing workflow for any organization.

To review bills with problem flags:

Go to Bill Processing and click Bill Audits > Bills with Problem Flags.

Two tables will be displayed. Table data that may be hidden can be viewed by using the scroll bars to the bottom and right of each table.

The top table, Bills with Problem Flags, lists bills with problems, and provides basic billing information and a link to the associated account.

Information included in the BIlls With Problem Flags table includes (by column):

  • Account: Account associated with the bill. Click the hyperlink to switch to an account view of the billing data.
  • Vendor: Vendor associated with the bill.
  • Period: Billing Period Month associated with the bill.
  • Year: Year associated with the bill.
  • Start Date: Start date of the billing period.
  • End Date: End date of the billing period.
  • Cost: Cost associated with the bill (includes all line item costs on the bill).
  • Cost/Day: Cost per day associated with the bill. Determined by dividing total cost by number of days in the billing period.
  • Severity: Level of severity associated with audit failure (user-configured).
  • Variance: Variance from the expected audit value, expressed as a percentage.
  • Days: Number of days in the billing period.
  • V-E-A: Bill types (Void/Estimated/Actual) .
  • Created Date: Date the bill was created.
  • Created By: EnergyCAP User who created the bills.

The bottom table, Problem Flags for Selected Bill, displays a list of specific audit messages associated with the currently-selected problem bill, and may be used as a permanent audit record. There is a line in the table for each failed audit.

Information included in the Problem Flags for Selected Bill table includes (by column):

  • Severity: Severity of the Audit failure (user-determined Audit setting).
  • Status: Status of the Audit (see below for an explanation of Status messages and logic).
  • Message: Audit message/explanation.
  • Variance: Variance from the expected audit value, expressed as a percentage.
  • Comment: Editable "Notes" field for auditor/supervisor review comments.
  • Audit: Name of the problem Audit.
  • Audit Group: Name of the problem Audit Group that was run when the problem flag was created.
  • Created Date: Date of the Audit.
  • Created By: User logged in to run the Audit.
  • Modified Date: The date of the last change to the Audit record (Status change, edited comment, etc.)
  • Modified By: User who last modified the Audit.

A status is assigned to each bill based upon the audit results:

Problem: Bill has failed the audit.

Fixed: User has reviewed the information and updated Status to Fixed.

Ignored: User has reviewed the failed audit and updated Status to Ignored. Bills with audits which are flagged as Ignored will not be audited with that specific audit in that specific Audit Group in the future. However, if the same audit is run via a different Audit Group, the audit will be run for that bill.

Re-Audit Failed: Indicates that the audit was run again and a problem remains. The Re-Audit message is appended to the audit record; the original Problem message will remain in the Audit list.

Re-Audit Passed: Indicates that the audit was run again and passed. The Re-Audit message is appended to the audit record, and the status on all previous audit messages for the same bill are changed to Re-Audit Passed.

Below is a table explaining the Status record logic in EnergyCAP.

Sample Audit Review Process

  1. Below is a suggested audit review process:
  2. Click the problem bill in the Bills with Problem Flags bill list (top table).
  3. Review each problem associated with the bill. Correct the bill record if necessary.
  4. When resolved, change the status per your review procedures; use the Comment field to document resolution.
  5. Change status Problem to Fixed when bill has been corrected or issue has been resolved.
  6. Change status Problem to Ignore if it is desirable to ignore the bill data in all future audits for that Audit Group. A problem flag set to Ignore will be removed from the table unless the Show All ... checkbox is selected.
  7. Following review of all desired problems with each bill, re-audit the bills using the same filter set.

Other Bills with Problem Flags functionality

Control Totals

The Bills With Problem Flags display includes a running total of problem bills (total cost and number of bills in the folder). This information is displayed in the header above the top table. These control totals can be useful during the review process.

Show Accruals & Voids

The Show Accruals & Voids checkbox above the top table is a toggle. If the box is checked, accruals and void bills will be displayed. If the box is unchecked, these lines will be hidden and will not be displayed or counted in totals.

Export Data

The Export Data button will export an Excel-format file to the location you specify.

Show All ...

The Show All ... checkbox option for the Problem Flags for Selected Bills table will, when checked, enable display of the complete audit history, including those audits with status of Fixed, Ignored, and Re-Audit Passed.

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