Entering Bill Special Charges

To enter bills, first locate and select the account to which the biill is to be assigned.

To select a specific account for bill entry:

1. Open the Account Manager (Accounting > Accounts) and click the Accounts icon.
2. Bowse the account Tree View and click the desired account to highlight it.
   1. If the account location in the Tree View is not known, click the binoculars icon   from the menu bar to open the Account Selection window:
      
      
   2. In the Account Code field, type any or all of the account's unique, self-defined identifier. All potential matches are dynamically displayed in the Matches list.
      NOTE: To include inactive accounts in the search, click the Show Inactive checkbox from the Account Selection window..
   3. Double-click the account ID from the displayed list  (or select it and click OK). The Account Tree View will automatically open to that account.

NOTE: For a more advanced account search, use the Find Account button  from the Account Manager title bar to open a Search window. With the advanced Search window, multiple search criteria can be selected:

A bill can only be created for a bill-enabled account with an associated template effective for the period relevant to the bill start date. A current bill is the next or most recent usage or cost data to be entered in the system. When using the Create Current Bill Process, the start date defaults to the end date of the most recent bill for that account in the system. If you need to enter a bill with a different start date, go to Creating a Historical Bill.

You can create current bills from the EnergyCAP Work Flow Manager or the Account Manager.

1. To create a current bill from the Work Flow Manager:

   1. Select the Bill folder.

   2. From the Bill menu, select New > Current. The Account Selection window appears.

   3. In the Account code field, enter any or all of the account's unique, self-defined identifier. Matches are displayed in the Matches list.

   4. Select the appropriate account.

   5. Click OK. The Create Bill window appears.

   6. Enter bill information.

   7. When done, click Save to save the bill information. Or use the Alt-N or Alt-S keyboard combination. Alt-S saves the current bill and does nothing else. Alt-N and the Save button saves the current bill and moves forward per the user's work flow manager option settings (Tools > Options-This Manager > Bill Entry tab).

2. To create a current bill from the Account Manager:

   1. Click to navigate to the cost center under which the account exists.

   2. Select the account to add the bill.

   3. From the Bill menu, select New > Current. The Create Bill window appears.

   4. Enter bill information.

   5. When done, click Save to save the bill information.

A bill can only be created for a bill-enabled account with an associated template effective for the period relevant to the bill start  date. A historical bill is any usage or cost data to be entered in the system relevant to a period in time prior to the most current data already in the system.

When creating a historical bill, the system prompts you for a start date instead of using the default start date of the most recent bill in the system. If you need to enter a bill with a start date that is more recent than the most current bill in the system, go to Creating a Current Bill.

You can create historical bills in the Work Flow Manager or the Account Manager.

1. To create a historical bill in the Work Flow Manager:

1. Select the Bill folder.

2. From the Bill menu, select New > Historical. The Account Selection window appears.

3. In the Account code field, enter any or all of the account's unique, self-defined identifier. Matches are displayed in the Matches list.

4. Select the appropriate account.

5. Click OK. The Assign Bill Dates window appears.

6. Go to step 3.

2. To create a historical bill in the Account Manager:

1. Click to navigate to the cost center under which the account exists.

2. Select the account to add the bill.

3. From the Bill menu, select New > Historical. The Assign Bill Dates window appears.

4. Go to step 3.

3. In the Assign Bill Dates window Start date field, enter the date or use the drop-down calendar to select the date.

   The calendar day signifying the beginning of the specific billing interval.

4. In the Assign Bill Dates window End date field, enter the date or use the drop-down calendar to select the date.

   The calendar day signifying the conclusion of the specific billing interval.

5. Click OK. The Create Bill window appears.

6. Go to Creating a Bill.

During bill entry, complete or edit any line items associated with the bill entry template. Depending on the nature of the bill entry template used, some available fields may require a value and others may not. It is impossible to address the bill creation process with specificity. Many of the displayed labels and inputs are components of one or more templates assigned to the account or the associated meter(s). Others are part of the bill entry work flow as defined in the Work Flow Wizard.

1. Enter or edit the following fields:
   

   • Start date: The calendar day signifying the beginning of the specific billing interval. The default is the end date of the most recent bill entered in E2is or the current date if no bills are currently entered.

     • To change the date, type the date or use the drop-down calendar to select the date.

   • End date: The calendar day signifying the conclusion of the specific billing interval. The default is the end date based on the account billing cycle.

     • To change the date, type the date or use the drop-down calendar to select the date.

   • Billing period: The user defined chronological division used to group bill data for accounts payable purposes.

     1. Select the month from the drop-down list. This field is auto-populated based on the midpoint between bill Start and End dates but can be changed by the user.

     2. Select the year from the drop-down list. This field is auto-populated based on the midpoint between bill Start and End dates but can be changed by the user.

   • Pay amount: The monetary figure representing the balance of payment due.

2. If applicable, complete or edit options including the following:
   

   • Batch number: The bill batch that includes the current bill.

   • Invoice Number: The unique vendor identifier for the bill.

      

   • Account Period: The chronological division used to group bill data for financial accounting and/or budgeting purposes.

   • Next Reading: The calendar day of the subsequent scheduled meter/counter examination.

   • Control Code: File or document scan identifier distinguishing the storage location of the physical bill.

   • Statement Date: The calendar day the account record was generated.

   • Due Date: The calendar day payment is expected.

   • Account Year: The specific twelve-month period with regards to your organization’s financial accounting system.

   • Estimated checkbox: Indicates that the bill values are estimated, not actual, values.

3. Complete the unique template information for the commodity associated with the account/meter, including:

• Use: The amount of the commodity consumed, as indicated on the billing statement.

• Cost: The cost for purchasing the commodity (may be the same as pay amount or may be different).

• Other: Unique items required for energy management and utility bill tracking. Will vary from bill template to bill template

• Special Charges: Additional bill elements that are customarily not associated with usage, such as late fees, etc.

1. Click in the Bill Entry Grid (the 'yellow' portion of the Bill Entry window) to activate the Special Charge toolbar icons  below the bill entry window title bar.
   
   NOTE: The toolbar icons are only active when you are creating or editing a bill. The icons will not be active from the View Bill window.

2. To add a line for the special charge to the bill entry window, click the Add Special Charge icon  . The Remaining Balance window will open. Use the radio buttons to assign the charge(s) to the account or meter. Then select the desired charge from the list box.

   1. Special Charges are listed by caption and unit of measure. Sort the list of available Special Charges by clicking a column heading. To reverse sort, click the column heading again.

   2. If the Special Charge list does not contain an appropriate charge for the specific situation, the list can be modified from the Account Manager (Account/Editors/Special Charges). Or a new special charge can be created 'on the fly' from the Remaining Balance window by clicking the 'plus' button and completing the required information in the Create Special Charge window. For more information, see Setting Up and Assigning Special Charges.

3. To remove a line from the bill entry window, click the specific line data entry field and then click the Remove Line icon   from the bill menu bar. The Confirm window will open. Click Yes to remove the line or No to cancel the action.