Creating a Bill Batch

A bill batch is a collection of related bills. Batches allow data entry personnel to organize their work by keeping related bills together in order to better manage bill entry work flow. Using bill batches also helps the supervisor during the verification and approval process.

A batch can only be created if the Enter bills in batches option is enabled in the Work Flow Wizard. If the option is not enabled, it is impossible to enter batch bills (see Work Flow Wizard Batch Window). EnergyCAP permits only one open batch at a time per user.

If the Close Batch option is displayed on the Bill menu selections in place of the Create Batch option, this indicates that the current user already has a batch open and cannot open another batch until the open batch is closed.

1. Select Accounting > Work Flow Manager. The Work Flow Manager appears.

2. From the Bill menu, select Create Batch. The Batch Setup window appears.

3. In the Batch number field, enter the unique, user-defined identifier for the collection of related bills.

4. The Batch Setup Grid displays any fields available to automatically populate into the specified bill entry field. This may or may not include the following fields:

   • Statement Date: The calendar day signifying when the account record was generated.
   • Due Date: The calendar day signifying when payment is expected.
   • Next Reading: The calendar day signifying the subsequent scheduled meter/counter examination.
   • Control Code: Can be used for anything; is often used as a file or document scan identifier distinguishing the storage location of the physical bill or its scanned image.
   • Invoice Number: The unique vendor defined identifier for the bill.
   • Account Period: The user defined chronological division used to group bill data for financial accounting and/or budgeting purposes.
   • Account Year: The specific twelve-month period with regards to your organization's financial accounting system.

5. Enter any comments in the Note field.

   Any related comments specific to this bill batch up to 255 characters.

6. After making your selections, click OK.