Edit Menu

Bill Editor:

Allows you to edit certain Bill fields that are not editable from within EnergyCAP (ex: bill image file name, bill payment data, export flags). You need to know the BillID in order to retrieve a bill, so the normal process is to view bill properties in EnergyCAP, get the BillID, and then pull it up in Administrator.

 

Flag Setter/Unsetter:

This allows you to set or unset bill flags for many bills at once. For example, if you want to “unexport” a batch of exported bills, this allows you to do so. The A/P Export and G/L Export flags determine the export status of a bill record. When they are exported, the flag changes from N to Y and the date and operator are recorded. If you need to re-export the bills (the most common reason is because the export file was erased or is missing) you need to change the export flag from Y back to N. This will cause the bills to re-appear in the Waiting to A/P Export list in Work Flow Manager, which is your proof that they have been un-exported. Typically, you will use the “A/P Export Date” filter option (below) because you want to un-export all bills exported on one particular day. To unexport, click the “Update A/P Export” checkbox and set the Exported flag to N.

Batch Editor:

Allows you to edit records in the Batch control table (one record per Batch). This data table is not accessible from within EnergyCAP. Batch records hold information about each bill entry batch (if used).

Historical Bills:

Change Place or Vendor Code:

Allows you to update past bills when the place code or vendor code is not correct. Example: An account was assigned to the wrong vendor and bills have been entered. Changing the vendor now will ensure that future bills are assigned to the proper vendor code, but historical bills are not automatically updated when a vendor is changed. This option lets you update history.  Note – If you move a meter from one building to another, EnergyCAP DOES automatically update all history to the new building (the new place code).

Historical Bills – Assign History to A Different Meter on Same Account:

This usually occurs when you have deregulated accounts. You set up two meters and two accounts and now want to retain the two accounts but share the same meter on both. Let’s say that account #1 is the LDC (distribution) account with MeterLDC and account #2 is the supply account with MeterSUP. Since you want to share one meter instead of two (so that the one meter reflects total usage and cost), you want to eliminate MeterSUP and use only MeterLDC on both accounts.

• In EnergyCAP, go to Account Properties for the supply account, click on meters tab, click on add a meter (+), show all meters, and add MeterLDC to the supply account. You then need to add a supply/generation template to this meter (one that is a supply/generation template and doesn’t cause usage to be counted twice).You can now use Administrator to assign the history from MeterSUP to Meter LDC.
• When done, MeterSUP should be unassigned from the supply account because it is no longer used. You can unassign it from Account Properties – Meters. (You can also delete this meter via the Facility Manager.)
• Please see the Tech Bulletin on Deregulated Accounts for further background information.

Accounts and Meters:

Assign Many Meters to a Rate Code:

You can select many meters at once (based on a selection of commodity and vendor) and assign them to a rate code. Rate Code must already be set up in Accounting – Rates.

Change All Accounts in a Cost Center to Active/Inactive:

This function provides a quick way to inactivate many accounts at once. Create a cost center to hold the inactive accounts, move the accounts to it (right click on an account to move it) and then run this option to set the active flag to inactive. You can re-run the option to quickly set all accounts back to active. In order to EXCLUDE inactive accounts from reports, set the report Status Filter to Active accounts only.

Delete Entire Cost Center: