EnergyCAP Calculated Accounts are used to calculate bills for actual submeters for chargeback or re-billing purposes. The Calculated Account bills can track Use, Demand and Cost.
When Might You Use Calculated Accounts?
An example is a campus situation where a 'Master' Account or Meter serves multiple Places. Each Place has a Submeter installed to track the consumption. Meter readings are taken on a monthly basis. Bills need to be generated for each Place because the Cost Center (such as an agency, or a tenant) is charged for the commodity consumed.
The Monthly Meter Readings are used to determine the Use for the bill. The bill cost can either be based on the Average Unit Cost of a 'Master' Account/Meter, or on the results of an EnergyCAP Rate Schedule calculation.
NOTE: Calculated accounts that are based on the Average Unit Cost (AUC) associated with a master meter do not include account-level charges in the cost determination. If an Account Level Charge needs to be included in the AUC, the bill entry template for the master account/meter should be changed to include a bodyline for this charge to associate the charge with the meter instead of the account.
To Create a Calculated Account:
- Open the Account Manager (Accounting>Accounts).
- Select the Cost Center for the Calculated Account (or create a new Cost Center).
- Click the Account menu.
- Select New > Calculated Account OR right-click on the Cost Center and select Calculated Account from the menu options.The Calculated Account Wizard will launch. The first page of the Wizard defines the Calculated Account Properties.
- Either use the default Effective Date, or set a new Effective Date.
- Enter the Account Code.
- Enter the Account Display.
- Select an existing EnergyCAP Vendor, or click the "+" button to create a new one.
- Select the EnergyCAP Commodity being tracked by this Calculated Account.
- OPTIONAL – Select an existing EnergyCAP G/L Code, or click the "+" button to create a new one.
- OPTIONAL – Click the Address button to enter the Account service address.
- OPTIONAL – Select an existing EnergyCAP Customer, or click the "+" button to create a new one.
- OPTIONAL – Enter a Memo.
- Click the Next Button to proceed to the Method tab.
The Method tab options define how the bills should be created. Currently, the only option is for Bills to be calculated based on Meter Readings.
- Click the Next Button to proceed to the Meter/Channel tab.
This tab defines the Meter and Channel Properties.
- In the Select Place navigation pane, expand the Facilities Tree to select/highlight the Place to which the Meter should be assigned.
- Enter the Meter Code.
- Enter the Meter Display.
- Select if the Meter Rule is Odometer or Trip. Odometer indicates that the Meter Readings will continually increase to a point where they ‘roll-over’ (similar to the odometer on a car). "Trip" indicates that the meter is reset to zero, once the Meter Reading has been taken.
- Enter the Calibration Date of the Meter.
- OPTIONAL – Enter the Meter Serial Number.
- Enter the Number of Dials on the meter.
- Enter the Maximum Meter Reading.
- Enter the Number of Decimals.
- Enter the Meter Multiplier.
- Select the Usage Units.
- If the meter has Demand readings, click the Meter has Demand Readings checkbox.
- Select an existing EnergyCAP Meter Route, or click the "+" button to create a new one.
- Click the Next button to proceed.
OPTIONAL: If the meter has associated demand, the Demand tab will open.
- Enter the Type (if options are available).
- Enter the Rule (Trip or Odometer). Odometer indicates that the Meter Readings will continually increase to a point where they ‘roll-over’ (similar to the odometer on a car). "Trip" indicates that the meter is reset to zero, once the Meter Reading has been taken.
- Enter the max reading for the meter.
- Enter the Number of decimals
- Enter the Multiplier.
- Click to select the Demand unit from the available choices in the list box. If necessary use the side scroll bar to reveal more options.
- If necessary, click the Next button to proceed to the Bill Calculation tab:
The Bill Calculation tab defines how the Bill Cost will be calculated. There are two ways to calculate costs:
- The Cost can be calculated by determining the Average Unit Cost for a particular Account/Meter, or
- The Cost can be calculated based on an existing EnergyCAP Rate Schedule for the associated commodity/vendor.
- Select the Account and then select the Meter that should be used to determine the Average Unit Cost OR select the existing EnergyCAP Rate Schedule.
- Click the Save button to finish the creation of the Calculated Account.
To Create Bills for all Calculated Accounts:
- Enter or Import the Meter Readings.
- If your organization enters bills in Batches, navigate to the Work Flow Manager and create an Open Batch.
- There are two locations where you can execute the Calculate Bills Processor for all Calculated Accounts:
The Account Menu in the Account Manager of EnergyCAP
The Tools Menu
Either option will open the Create Calculated Bills from Meter Readings window.
- Select the desired bill creation options. The default is to use "All Readings taken later than the last bill end date" Or you may manually choose a time period for which to run the Calculated Bills Processor. Note that at least two readings must be available in the specified date range, in order for EnergyCAP to compute the average cost.
- Click the Start button to execute the Calculated Bills Processor.
- If any of the following is true for the account, the calculated Bills Processor will NOT generate bills for the account (see Account Properties>Services tab):
- Start date > any date in the defined bill process period.
- End date < any date in the defined bill process period.
- "Active" checkbox is unchecked. In each situation, the following message will be displayed: "Account is not active for the period between [previous meter reading date] and [current meter reading date].
- The user does not have necessary permissions for the selected cost center.
- Status Bar will appear in the lower portion of the window. When the Calculated Bills Processor completes, it will state if it has “Finished Status OK” or if it has “Finished with Problems.”
- If the Calculated Bills Processor has a status of “Finished with Problems,”a Confirmation window will open to allow you to view the errors
- Click on the Yes Button to view the errors.
A Log file will display the errors.
- Click the Print icon to print the Log file, OR click the disc icon to save it to a File.
- Click on the Close Button to close the log window.
- Click on the Close Button to close the Calculated Bills Processor.
- If an Open Batch was created, the Calculated Bills that were created will appear in the Open Batch folder in the Work Flow Manager.
- Audit these bills, if desired.
To create bills only for a selected Cost Center or Account
- Right-click the desired Cost Center or Account from the Account Manager and select the Calculate Bills option. The Create Calculated Bills ... window will appear.
- Select the desired bill calculation parameters (see previous section for details).
- Click Start to run the Calculated Bills Processor (see previous section for details).