Handling Multi-Record Flat File Bill Re-Imports in EnergyCAP

• Include data for multiple meters on the same account and bill AND/OR
• Include an account-level charge

The Bill Import Processor in EnergyCAP contains intelligence logic that enables processing of multiple records in a single bill. However, when there are import problems, EnergyCAP stores the problem records independently of one another in the Bill Import Processor Problem folder. This can cause problems with some accounting system workflows when the problem records are RE-IMPORTED because the Re-import Processor has no built-in logic to distinguish which of the independent records should be included in the re-imported bill. That is, what was one bill in the original import can become two or more bills in the re-import process. Future releases of EnergyCAP will enhance the logic of the Import Processor and the Re-import Processor. For the time being, the following work-around is recommended:

1. Before the initial import, mark the multi-record problem bills (bills with mis-matched dates, or a new account, or multiple meters of same commodity), perhaps by inserting a “KO” in front of the account code. The new account code will cause the bill records to be routed to the Bill Import Processor Problem folder in EnergyCAP.
2. From the Bill Import Processor Problem folder, identify the multi-record bill records (these will be bill records with the same account number, start date and end date).
3. Choose one of the records as the ‘master’ record for the bill.
4. Carefully copy the data row from the remaining kickout records with the same account number, start date and end date and paste it into the ‘master’ kickout record to recreate the structure of the original bill. Then delete the copied kickout record(s).
5. Then run the Re-Import Processor and the single re-import record will create a single bill. See below:

The example below presents two kickouts, each with a header row and a data row:

To join the records, copy the data row from Kickout #2 to the data row of the ‘master’ kickout record for the multi-record bill. Then delete Kickout #2. Repeat the process for any additional kickout records bearing the same account number and start/end dates. In the examples below, the data was corrected in the kickout record (in this case, the account code ‘test2’ was changed to ‘test1’ which is an existing account):

After correcting the kickout records, re-import bills using the Re-Import Processor: