Overriding the G/L Code for a Specific Bill

The Edit Bill toolbar contains a number of shortcut tools you can use to access bill edit functions.

Toolbar Icon	Shortcut	Description
	Previous/Next	View the Previous/Next bill in the sequence.
	Properties	View the bill properties
	Override G/L Code	Override the G/L code. This icon becomes active when the focus of the application is on a bill entry field. See the topic on Overriding a G/L Code for a specific bill.
	Add Special Charge (left icon)	Add a special charge
	Remove Line (right icon)	Remove a line
	New Message	Create a new bill message
	Bill Messages	View bill messages
	Account Alerts	View Account Alerts (Account Alerts can be set in the Account Properties window from the Alerts tab).
	Account Memos	View Account Memos (Account Memos can be set in the Account Properties window from the Memos tab).
	Bill Image	View the scanned bill image (icon is active only if an image is available to view)
	Issue Tracker	Create a bill issue using the Cost Avoidance Issue Tracker tool. Issues can be tracked, shared, and reported on.
	View Issue	View existing bill Issue.
	Find	Locate a particular Account using the Find Account window.
	Cancel Edit	Exits the Edit window and opens a Create Bill window for the current account. CAUTION: If used from the Edit window for an historical bill, the historical bill dates will be the default date values.
	Calculator	NOTE: This icon is only active when the cursor/focus is in a numeric field in the bill enty grid ('yellow' portion of the bill entry screen).  Permits entry of mathematical formulae. The result will automatically be entered in the current field.
	Run Rate Processor	NOTE: This icon is only active when the current account/meter has an associated rate.  Runs the rate processor for the rate associated with the current account/meter.
	Assign Template	Opens the Assign Templates and G/L Records window for the current account.
	Refresh Templates on Screen	Updates the Bill window with the current bill template.
	Void/UnVoid	Voids or UnVoids the bill (toggle) while maintaining billing data in the system. Void bills are not counted in reports or PowerViews. They will not display in the bill entry window. They will display in the Bills tab, and may be unvoided using the right-click popup menu, or by editing the bill, clicking on the Void/UnVoid icon, and selecting the UnVoid option. NOTE: Voided bills can be hidden in the Account Manager Bill list if the Hide Non-Standard Bills checkbox is checked (see Bills tab). Although a change is made to the Bill History List in the Account Manager as soon as the the box is checked/unchecked, there is no communication between the Account Manager and the Bill Entry window so the state of the checkbox is not recorded by the EnergyCAP application until the application shuts down and is restarted. If it is necessary to see/hide voided bills quickly, set the checkbox appropriately and restart the EnergyCAP application.
	Edit this Bill	Opens an Edit window for the currently-viewed Bill.
	Split Bill	Splits the current bill by running the Bill Split Processor for the current bill. This icon is only active from the Bill Edit window for bills that were not split during data entry
	Unsplit Bill	Reverses/unsplits the bill split for the current bill. This icon is only active from the Bill edit window for a bill that has already been split.
	Line Item Adjustment	Opens the Line Item Adjustments window to permit Adjustments for all or part of any bill line item. Adjustment Bills will be created for any adjusted line item. If exporting bills, consult with your A/P department regarding an appropriate adjustment process.

Accessing the Edit Bill window

Access the Bill Edit window from the Work Flow Manager. Click Accounting>Work Flow Manager and click to open one of the Bill or Batch folders. Then click to select the bill from the bill list, right-click, and select the Edit option from the popup menu. The Edit Bill window will open.

It is also possible to access the Bill Edit window from the historical bill list in the Create Bill and View Bill windows.

Double-click the bill from the list. The Edit Bill window will open.

It is also possible to access the Bill Edit window from the Account Manager. Click Accounting>Accounts to open the Account Manager. Then click the Bills tab.

Highlight the historical bill in the list, right-click the bill line, and select the Edit option from the popup menu. The Edit Bill window will open.

Bill Editing Options

Once the Bill Edit window is open, you can:

1. View the bill's properties

1. View the bill's scanned image

2. View, add, or print bill messages

3. View account alerts

4. View account memos

5. Edit bill entry fields

6. Edit or remove line items

7. Access the Bill Grid calculator

8. Assign a special charge

Bill Auditing Options

To audit the bill, click the  button at the bottom of the Edit Bill window. The bill will be audited using the current Work Flow settings for the quick check audit. After the audit is complete, audit results will be posted in a popup window. When the window is closed, additional audit groups may be selected from the Select Audit Groups window.

After making your selections, click Save to save the edited bill and close the Edit Bill window.

To close the Edit Bill window WITHOUT saving changes, click .

To override the G/L Code for a specific bill:

1. Create the bill requiring the G/L change OR open an existing bill for editing.
• For bills with multiple meters: Click a bill line item associated with the G/L change. The G/L Override icon on the bill entry toolbar will become active. Click the icon. 
  
  The Override G/L Record ... window will open.
• For bills with a single meter: Click the G/L Link from the bill entry template.
  
  
  The Override G/L Record ... window will open.
2. Input the first characters of the desired G/L code into the Filter: field. EnergyCAP will display a list of matching G/L Codes in the text box.
   
   
3. Click to select/highlight the desired G/L Code from the list.
   NOTE: If desired,  use the PLUS button to create and save a new G/L code "on the fly".
4. After the correct G/L Code has been highlighted from the text box, click the Select button. The Override G/L Record ... window will close, and the highlighted G/L Code will be inserted into the bill.
   
5. Save and process the bill using your normal procedure.