Using Audit 49

Audit #49 enables the user to flag bills for which certain line items exist, such as Late Fees, Deposits, Adjustments, etc.

This audit observes the underlying Observation Type of the bill line item on the bill to see if it exists. Up to five different observation types may be defined for this audit.

A cost parameter and audit severity may be selected as well.

NOTE: The BL16 (Bill Line Item) report can also be used for tracking bills containing line items associated with a particular observation type. An Observation Type Name filter and an Observation Type Code filter may be used when generating the BL16 report. the Line Item value associated with the Observation Type is included on the final column of the report.

A user asks:

How do I use Audit 49 to monitor Special Charge line items?” (This applies for all Special Charges that are shown in the Special Charges editor)

ANSWER:

Audit 49 finds occurrences of Observation Types, not special charges. A special charge can be thought of as a “named observation type.” So to limit the audit to one particular charge, it is necessary to create an associated Observation Type that is UNIQUE.

For example, EnergyCAP has a pre-configured special charge called “Deposit.” However the underlying observation type that is associated with this special charge (see Deposit properties in the Special Charges Editor) is “charge.” In essence, “Deposit” is the same as a generic “charge” but with a special name. But since Audit 49 does not search for special charges, it will return results for other line item "charges" besides Deposits.

To narrow the focus of the audit, it is possible to create a new observation type called “deposit” and then edit the existing Special Charge called “Deposit” by removing “charge” as the underlying observation type and substituting the new ‘deposit’ observation type.

There are four or five prerequisites (depending on your current organization configuration) for successfully using Audit 49 to effectively flag bills with specific Special Charges:

1. The Special Charge must be created.
2. The Special Charge must be associated with a unique observation type (see below) using the Unit System Editor. If an appropriate Observation Type does not yet exist, it must be created.
3. The Special Charge must be fully defined using the Special Charge Editor.
4. The Special Charge Observation Type must be added to the Audit 49 Properties (see below).

Creating a New Observation Type

Once a Special Charge has been created (see link above), it is possible to associate it with a specific Observation Type using the Unit System Editor. Follow the instructions below to create a new Observation Type and then associate it with the Special Charge. The example provided assumes a cost value and not a consumption value. The example also demonstrates how to create a NEW Observation Type, if an appropriate Observation Type does not yet exist.

1. Click Tools/Unit System. The Unit System Editor window will open.
2. Click the Types tab. 
   
3. Click the "Plus" icon. The Create Type window will open. 
   
4. Enter an appropriate Code and Display name for the new Observation Type. Then use the drop-down menu choices for Class, Time of use, Origin, and Applied to fully characterize the new Observation Type. In this example, use the values shown above (e.g. Time of Use-NONE, Origin-NONE, Applied-CREDIT-PROVIDED).
5. When done, click OK. The Create Type window will close and the new Observation Type will appear in the list box.

Associating a Special Charge with a specific Observation Type:

 To associate a Special Charge with a specific Observation Type:

1. Click Tools/Unit System. The Unit System Editor window will open.
2. Click the Equivalencies tab.
3. Select the Commodity that shares a Class with the desired Observation Type (usually "Charge"). Make certain that the Unit Type and Default Unit are appropriate for the Commodity. If they are not, it may be necessary to create a new Commodity.
   
4. Click the Properties icon. The Equivalence Properties window will open.
5. In the Relationships pane, make certain that the desired Observation Type has a check mark in the associated checkbox. Also verify that the desired Unit has a check mark in the associated checkbox.
6. When done, click OK to save the settings and close the Equivalence Properties window.

Defining Special Charge Properties using the Special Charge Editor

1. Click Accounting/Accounts. The Account Manager will be displayed.
2. Click Account/Editors/Special Charges. 
   
   
   The Special Charge Editor window will open. 
3. Select the desired Special Charge ("Deposit" in this example). Then click the Properties icon.  
   
   
   The Special Charge Properties window will open. 
   
4. Add/update desired information for the Special Charge, using the fields and drop-down choices provided. The Help tag will be displayed when the user 'mouses over' the caption during bill entry. Make sure that the Commodity, Type and Unit information is correct. Then click OK to save the Properties and exit the Special Charge Properties window.
5. Click Close to exit the Special Charge Editor window.

Adding an Existing Observation Type to Audit #49

To add an existing Observation Type to Audit #49:

1. Click Analysis/Audits. The Audit Manager will be displayed.
2. Define an Audit Group that includes Audit #49.
3. Right-click Audit #49 from the Audit Group and select Properties from the popup menu options. The Audit Properties window will open.
4. Click the Settings tab and select one of the Observation Type lines (1-5).
5. Click the Properties icon. 
   
   
   The Create Audit Setting window will open.
6. Select the Audit Value from the drop-down list.
7. When done, click OK to save the changes and exit the Create Settings window.
8. Click OK to exit the Create Audit window. The Audit has been modified to include the criteria you selected.