Auditing Bills

The auditing setup process is discussed in detail in the comprehensive HELP topic group on the subject.

This topic provides information on bill audit options that may be part of the work flow process for bill entry.

Bills can be audited in a number of ways:

• by Bill (see below)
• by Batch (see below)
• From the Audit Manager via the Account menu option (see below)
• by Account (right-click the account from the Account tree and select the Audit option)

Auditing a Single Bill

To audit a single bill in EnergyCAP, open the bill in the Create, View or Edit mode and click the Audit button at the bottom of the Bill window. 



The Quick Check Audit Group that was pre-selected in the Work Flow Wizard will run automatically for the bill, including any and all audits associated with the group.

After the Quick Check is complete, audit results (if any) will be displayed in the Audit Results window.

• If the Save Bill w/Problem Flag option is the selected response to the Quick Check, the bill will be saved but will appear in the Work Flow Manager Problem folder. The Select Audits window will open, permitting user selection of additional audit groups for that bill.
• If the Save the bill and set to the alert status to Ignore ... option is the selected response to the Quick Check, the bill will be saved and will NOT appear in the Work Flow Manager Problem folder. The Select Audits window will open, permitting user selection of additional audit groups for that bill.
• If the Return to the bill for further review or editing ... option is the selected response to the Quick Check, the bill will not be saved and the Select Audit Groups window will open, permitting user selection of additional audit groups for that bill.

To run additional audits, click the check box corresponding to the desired audit group. Then click the OK button.

Auditing a Bill Batch

To audit a bill batch, complete bill entry for all bills in the batch. Then click the Work Flow Manager icon from the Accounting navigation icons. The Work Flow Manager will open.

Locate the Batch folder in the Work Flow Manager Tree View and then find the desired batch in the folder.

 

Once the bills are displayed, use the Shift-click or Ctrl-click functionality to highlight/select the bills in the batch. then RIGHT-click and select Audit from the popup menu options.

If the batch has already been closed, click the Options button from the Work Flow Manager title bar to open the Work Flow Options window.

From the General tab, select the desired display option in the drop-down list and then click the checkbox for the Show Bills in Batch filter option. Input the Batch Code, then click OK.

Once the bills are displayed, use the Shift-click or Ctrl-click functionality to highlight/select the bills in the batch. then RIGHT-click and select Audit from the popup menu options.

Audit results will be displayed in the Audit pane of the Work Flow Manager, directly below the bill list. Audits are listed individually for each bill. to view the audits, scroll down the bill list and highlight individual bills. You can also use the keyboard up/down arrow keys to select the next bill in the list.

Auditing from the Audit Manager

To audit from the Audit Manager, click on the Bill Audits folder for a desired Audit Batch. Then click the Audit menu item and select Execute/All Data or Execute/Selected.

• The All Data option will perform the audits in the selected audit group for all available bills in the database.

NOTE: This option may take quite some time, and is generally not recommended. If the Audit procedure is initiated using this option, the audits may be cancelled by clicking the Cancel Audit button that will appear in the Audit Manager title bar during audit execution.

• The Execute Selected option will open the Use Accounts and Dates to Select Bills window, which provides filter options to perform the audits in the selected audit group for only the desired vendors, commodities, cost centers, places or accounts (see graphic, below).

NOTES: Use the Drop-Down arrows to select the desired Vendor/Commodity/Cost Center/Place/Account. Use the horizontal "Add" arrow to add the accounts associated with the filter to the Selected Accounts list box. 
The Remove Selection arrow removes a highlighted account from the Selected Accounts list box. 
Multiple accounts can be added individually by selecting the individual account from the drop-down list, and then clicking the "Add" arrow to populate the Selected Accounts list box with the currently-selected account.

Re-Audit Notes

Audits may be run multiple times. The same audit may be part of multiple audit groups. Running an audit more than once on a bill will cause the bill to be re-audited, regardless of the results of the previous audit.

If the bill failed previously, the audit result record will be updated with the new result.

The audit result table (called BillMessageLog) does not record the Audit Group; i.e. the Audit Group is irrelevant.

For additional information on auditing in EnergyCAP, see the Audit Overview and Installation.