Calculated Accounts for Usage Credit Submeters

The Account Manager displays a number of shortcut icons and buttons to access account-related functions. These are located on the Toolbar under the menu, and on the Account Manager Title Bar:

Toolbar Icon	Shortcut Name	Description
	New	Create a new cost center or account depending on your selection in the Cost Center hierarchy tree
	Delete	Deletes the selected account or bill
	Properties	Opens the Properties window for the selected account or bill
	Favorite Reports	Accesses report favorites
	Help	Accesses online help
	Assign Rate or Assign Template	Lets you assign a rate or template to the selected account
	New Cost Center	Opens Create Cost Center window  under currently-selected node of the Account Manager Tree View.
	New Account-Meter	Opens the Account Wizard to create a new account.
	New Bills	Either icon opens the Create Bill window for the currently-selected account. May only be functional when a valid account (possessing an assigned meter and bill entry template) is selected.
	Move	Either icon opens the Browse Cost Centers window. Click on the folders/subfolders to locate the new destination for the currently-selected account.
	Options	Opens the Account Options window to select display and Bill Entry options.
	Find Account	Opens the Advanced Search window, which features advanced filter selection options for locating the desired account.
	Refresh	Refreshes the Account Manager Tree View lists and PowerView charts/graphs with the most current information in the database.
	Search	Opens the Account Selection window, which locates and displays records with Account Code, Vendor, Cost Center, Account Display, Address, and Previous Account Code fields containing a match for the search string.

WATCH VIDEO on Accounts, Meters, Places & Groups (Basic Session)

The Account Manager allows you to create cost centers and accounts, assign templates to accounts, add, edit or delete bills associated with an account, access the Special Charges Editor to add line items to a bill, and access the G/L Code Editor to add or remove G/L codes (an accounting code used to specify how charges are posted to the general ledger).

An account is a formal business arrangement between a customer and a vendor. Accounts are typically used to track bills, but are not required to do so.

NOTE: In a deregulated energy market, it is possible to be served by multiple vendors.

The Account Manager workspace is divided into two sections:

Hierarchy Pane A hierarchy of cost centers and accounts displayed similarly to the Windows Explorer display of folders and files.

A cost center is a group or collection of related accounts. Cost centers allow you to organize accounts into categories that represent different departments or divisions within their organization. Cost centers must be created before an account can be created.

Click on the hierarchy tree to navigate to cost centers and their related accounts.

To collapse or expand the tree view to view different layers/levels of the cost center structure, click the "plus" or "minus" icon that preceeds the account name. Or highlight the desired cost center name/node and press the right or left arrow key. Navigate longer tree views by using the scroll bar or up/down arrow keys.

When a specific account has been clicked/selected, its information will appear in the View Pane.

View Pane

The View Pane lists account properties and also provides blue hyperlinks to related the EnergyCAP Facility Manager, graphical data, and functions (Assign Bill Template, G/L, Rate Codes, etc.). PowerView charts are also available via a series of tabs at the bottom of the pane. These tabs provide tabular and graphic data for the selected account.

• General tab Displays the properties of the selected cost center or account, as well as a Total Cost Summary bar graph and an equivalent YTD bar graph.

• Bills tab Displays a list of bills for the selected account. Lists bills by their vendor, period, year, start date, end date, cost, cost per day, days, creation date, created by, and creation.
  
  
  
  Sort the lists by clicking a column heading. Sort the lists in reverse order by clicking the column heading once more. Click (check) the Hide Non-Standard Bills checkbox to hide Voids and Accruals from view.

• Commodity tab Displays a three year cost and use trend charts for all bills associated with the selected account. Modify the chart's display to include more or fewer years using the Options button on the Account Manager title bar.

• Monthly tab Displays monthly cost, use and unit cost in graphical format.

• Bill Preview tab Displays the current Bill Template for bill entry, and provides a link to the Template Manager.

Accessing the Account Manager

1. On the navigation bar, select the Accounting module.

2. Click the Accounts icon. The Account Manager appears.

1. Select Accounting>Accounts. The Account Manager appears.

2. From the Tools menu, select Options-This Manager. The Account Options window appears.

3. In the General tab, set any of the following options:

• Code: The account code will appear in the tree hierarchy.
• Display: The account display will appear in the tree hierarchy.
• Code and Display: The account code and display will appear in the tree hierarchy.
• Number of years of History to Display and Graph: Select the number of years from the drop-down list.

4. Select the Bill Entry tab.

5. In the Data Entry section, select the Use auto decimal check box to automatically place a decimal point before the last two numbers entered.

   Example: Entering 12345 becomes 123.45. If this option is not selected, entering 12345 becomes 12345.00. 

6. In the Data Entry section, select the Display line item values and costs in color check box to display the status of line items in color, black=credit, red=debit, and green=ignore.

• This is an excellent tool to visualize the effect of a line item on a bill immediately.

7. In the Bill Splits section, click the the check box to receive a prompt to split bills during the bill entry process. If this option is NOT checked, then the Bill Split processor will have to be run manually (Tools/Processor/Split Bills) at a later point in the data entry process or the bill(s) will not be split. 

8. After making your selections, click OK.

EnergyCAP provides a search/find/lookup option to assist users in browsing the Account tree and quickly locating a particular account.

This functionality is particularly useful for larger organizations and/or situations where the EnergyCAP user is not well-acquainted with the Account tree hierarchy.

There are two methods for searching the Account tree:

1. Quick Search enables searching for Account Code, information or Address.
2. The Find function enables more robust searching for Accounts, Cost Centers and Bills using search operators.

Account Quick Search (binoculars)

1. From the Account Manager (Accounting> Accounts), click on the Binoculars icon to open the AccountSelection window.
   
2. In the Account Selection window, begin to enter the Account Code in the field provided. As you type, the list box below will be automatically pouplated with a list of matches.
   NOTES:
   Show Inactive checkbox will include inactive accounts in search.
   Advanced Search checkbox will also include Vendor, Cost Center and Address.
   For larger organizations, additional SQL operators % and _ can be used as wildcards. Use [] to define a text string or set: [a-f], [abcdef]. use [^] to define a "not like" letter, text string or series (i.e., del[^ete].
3. When the desired Account Code appears in the list of Matches, click on it to select it. Then click OK to locate the meter in the Account tree.
4. The Account tree will expand to the point where the selected Account appears, and the account properties will be displayed.

Find function

A more robust Find function lets you search the Account Manager and Work Flow Manager for accounts, cost centers or bills, and then modify their properties. You must enter at least one filter to activate the Search button.

1. Select Accounting>Accounts. The Account Manager appears.

2. From the Edit menu, select Find.    Or click on the Advanced Search button  and The Search window appears.

3. In the Search for drop-down list, select either Accounts, Cost Centers, or Bills.
   
   

4. Select the search parameter from the drop-down list.

5. Select the search operator from the drop-down list.

• You may use wildcards when using the Like or Not Like search operators.
• Wildcards "*" (asterisk) and "?" (question mark) behave in the following ways:
  
  * - Returns any character(s) or none
  
  Examples:
  
  *st* - Stewart, stone, Easton, Host, Best, West - Returns any word containing "st"
  st* - Stewart, stone - Returns any word beginning with "st"
  *st - Host, Best, West - Returns any word ending with "st"
  
  ? - Replaces one character 
  
  Examples:
  
  goo? - Good - Returns words beginning with "goo" and one character after
  ?ood - Good, Hood, Mood - Returns words with one character before "ood"

1. Click in the Value field then type the value to search.

2. Click . The filter is added to the Filters list.

3. Create additional filters by repeating the previous steps and then either:

• Click to search using the previous filter and this filter.
• Click to search using the previous filter or this filter.

1. After creating your filters, click Search. The search results are displayed in the Results field.

• "No data found" is displayed in the search results field if EnergyCAP Enterprise does not locate any matching data.

1. Modify the properties for the Cost Center or Account by double-clicking on the appropriate item in the Results field. The Properties window appears. Follow the instructions for either:

• Modifying a Cost Center
• Modifying an Account
  
  NOTE: When Bills are selected for the search, clicking the desired bill from the Results field will open the bill in View mode. Closing the bill will return to the search Results. Bill search is limited to 100 entries.

1. Automatically go to the cost center or account in the Account Manager by selecting the appropriate item in the Results field and clicking Locate. The Search window closes, and EnergyCAP Enterprise highlights the selected item in the Account Manager.
   
   NOTE: Clicking the Locate button for a selected Bill will search for the related Account.

2. Exit the Search window by clicking Close.

This topic describes the Account Properties window and the tabbed views associated with it. Most Account Properties are set by default during account creation but properties may be edited at any time.

To open the Account Properties window, right-click the desired account from the Account Manager and click Properties from the pop-up menu. The Account Properties window will appear. Click the tabs to access the desired properties. When done editing, click OK to save changes and exit the Account Properties window.

General tab:

The General tab provides an interface for changing the Account Code and Display names. It also enables selection of the vendor associated with the account, and the role of that vendor (may impact some reports).

Services tab:

The Services tab provides basic financial setup information for the account, including any required initial deposit amount and status. It provides fields to indicate begin and end dates of service for the account. It also provides a checkbox indicating whether or not the account is active. The Active checkbox setting can affect PowerView displays (inactive accounts can be hidden), reports (data can be filtered according to account active status), and Calculated Account processing (the Calculated Account Processor only runs for currently-active accounts).

Memo tab:

The Memo tab provides a display window that may be used for notes/comments. Click the Edit Memo button to add desired content.

Meters tab:

The Meters tab lists the meter(s) currently associated with the account. If necessary, additional meters can be added to or removed from this account by using the + and – buttons.

NOTE: The meter Edit button is not active from this view.

Billing tab:

The Billing tab indicates the nature of the account (receives bills or creates bills). If the account is used to create bills, the associated customer can be selected from the customer contact drop-down menu. The Billing tab also lists any unbundled accounts associated with the account.

Audits tab:

The Audits tab provides a mechanism for account-specific adjustments to EnergyCAP audit tolerances. To adjust an audit for the selected account, click the audit from the Audit list. Then click the desired audit property from the Properties: list and click the Edit button. The Create Override Value window will open. Input the override value in the editable Audit Value field. Or click the Use Default button to restore the default audit value. Then click OK to save account-specific changes to the audit.
NOTE: Account-specific override values will be honored regardless of general audit settings.

Alerts tab:

The Alerts tab provides a means for generating an audit-like alert message window which will open any time a bill window associated with the alert start-end dates is opened. The Alert can serve as a high-visibility reminder to bill entry staff regarding the account. Set the Alert severity and begin/end dates.

NOTE: A severity setting of Fail for the Account Alert will prevent the saving of any bill associated with the account during the active dates for the Alert.

Contracts tab:

The Contracts tab displays any contract information associated with the account/vendor. Contract information may be updated from the Contact Manager (Vendor Properties > Contracts tab) or the Account Properties window. Use the +, – and Edit buttons to add, delete, or update Contract information.

Accruals tab:

The Accruals tab specifies whether Accruals can be created for this account in the Accrual Manager. Click the radio button corresponding to the desired accrual setting for the account.

Issue: I have “deduct” water submeters on cooling towers, irrigation, boiler make-up water feeds and other water end uses that are not connected to the sanitary sewer. I read these submeters and submit the data to the sewer authority where the usage is deducted from the master water meter in order to determine billable sewer volume. What’s the best way to set up EnergyCAP to track and report on my credits?

Solution: Create a series of submeter accounts that is separate from your primary organization accounting structure. Then set up Calculated Account submeters. Follow the procedure below:

1. From the Account Manager (Accounting > Accounts), create a new cost center for water submeters.

2. Under that cost center, create calculated accounts (see Calculated Accounts topic). Each calculated account represents one water submeter.

(In this example, the cost calculation is irrelevant. A dummy water rate was created and assigned to the calculated account(s).

3. For each water account that has more than one deduct submeter, create a Meter Group (Group Manager-Setup/Groups) and assign all of the deduct meters to the account group. The purpose of each group is to facilitate the use of the BL28 report to provide the total deduct consumption per group.

4. Create one meter reading route in Route Manager and assign the deduct submeters to it. Each month, enter the meter readings in the route:

5. Calculate bills each month after entering the submeter readings.

6. A bill will be created for each submeter each month.

7. Use Billing Report BL07 for a detailed report (one bill on one page). 
   NOTE: Because this bill was created internally by EnergyCAP (as opposed to an incoming bill from a vendor), the bill is internally coded as a “to customer” bill. It will not appear on reports unless you set the Status Filter as shown below:

8. Report BL28 will show totals by Meter Group (note that units of measure are shown in “common units” which in this case is MGal (1,000 gal).

There are currently two options for handling accruals in EnergyCAP.

1. The BL33 - Estimated Accruals by Commodity report is available with all EnergyCAP installations at no extra charge.
   WATCH VIDEO on Accruals (Basic Session)

2. An optional Accrual module is available at an added cost for the license and annual EnergyCAP Maintenance Agreement (ECMA).
   WATCH VIDEO on Accruals (Advanced Session)

The differences between these two alternatives are:

• Bill transactions: The Accrual module creates bill transactions in EnergyCAP. These can be viewed, reported, edited, audited, exported to accounting, reversed, voided, deleted, etc., the same as any other bill transaction. The BL33 report does not create any bill transactions – it is simply a report created "on the fly" (using current data).

• Usage/demand: The Accrual module estimates accrued usage and demand and well as cost. The BL33 report is cost only.

• License fee: The Accrual module is an optional module and is available for an additional license fee. The BL33 report is available to all users at no additional charge.

• Management overhead: The Accrual module is a rather sophisticated system (as described in this document) that requires a skilled operator and multiple management steps/actions. The BL33 report can be run quickly, then printed or exported to Excel for further manipulation outside of EnergyCAP.

• Accrual methods: The Accrual module breaks each bill down to a daily basis and offers a number of options to create estimated accruals for missing and future days. The BL33 report simply calculates the most recent average cost per day for each meter from the latest bill and projects that forward for the number of ‘missing’ days until the end of the calendar month.

Using the Accrual module

The Accrual module is accessible from the Accounting tab on the Navigation Bar in EnergyCAP:

The accrual process includes four steps:

1. Populate Meter History -- Split past bills into daily pieces and put these into a day-by-day tracking table called MDAY. (Per meter, per day) Bills are split and stored on a daily basis for better tracking, management and visibility.
2. Fill Gaps (generates accrued daily data) -- The definition of accrued data is daily use, demand and cost values that are ‘estimated/contrived’ for accounting purposes but have not yet appeared on a bill.
3. Accrue Bills (generates accrued bills from the accrued daily data) -- Accrued bills can be reported, exported, audited, etc the same as normal bills. They are identified as creation method = ‘Accrual’ in bill lists.
4. Reverse Bills (reverses the accrual -- When necessary, the accrual can be reversed; either when the actual bill arrives or at another time.

This process is reflected in the design of the Accrual Manager title bar, which includes a Display Daily Data button and four clickable button icons (Meter History, Fill Gaps, Accrue Bills and Reverse Bills) providing links to configuration windows that help you define and complete the accrual process. A fifth button icon (Clear Display) removes displayed accrual data from the Accrual display pane. See below for details on using the Accrual Manager to accomplish the accrual process.

Step 1 – Populate Meter History

The first step is to split historical bills into daily pieces and store the results in the MDAY table. This can be a time-consuming process and for large numbers of accounts may best be performed overnight. The resulting daily meter history will serve as the basis for generating the accrual.

1. Select Accrual- Populate Meter History. The Meter History Processor window will open.
   
   

2. Select the beginning and end dates. For example, selecting 6/1/2007 to 7/1/2008 means that the day-by-day MDAY table will be populated with actual bill data for this range of days.

   
   NOTE: It’s important to select an appropriate range of dates. The first time the Meter History Processor is run, make sure to select a date range beginning last year because some accrual methods create current year accruals based on last year's actual data. Until daily Meter History has been created using the last year’s data, that data will be unavailable for creating accrual 'bills'. Selecting a broad range of dates is preferred. 
   
   NOTE: Any actual bills from the selected date range that have previously been processed will be skipped. Any bills that have been previously processed but subsequently edited, as well as new bills, will be processed.

3. After selecting dates, use the radio button options to select All or a subset of Selected Accounts.
   
   
   
   NOTE: If the Selected Accounts radio button option is selected (see graphic above), use the appropriate Vendor/Commodity/Cost Center/Place filters to restrict the generation of accrual data as appropriate for your organization protocols. It is also possible to add or remove individual accounts: Use the Account drop-down arrow to select individual accounts to add. To remove a single account, click/highlight it from the list and click the Remove Selection arrow. To 'clear' the Selected Accounts list of the entire subset of accounts, click the All Accounts radio button option, and then click the Selected Accounts radio button again.

1. When done, click the Start button to run the Meter History Processor. The processor will run, and a progress bar will indicate progress made.
   
   

Step 2: Fill Gaps (Generate Estimated Accrual Data)

The next step is to fill in the gaps in daily data for the accrual period. This is accomplished by the Estimated Accrual Data Processor.

1. Click Accrual>Generate Estimated Accrual Data. Or click the Fill Gaps button from the Accrual Manager title bar. The Estimated Accrual Data Processor window will open.
   
   
2. Select the date range for accrued data. Using the example shown below, any “yellow” empty days will be filled in with accrued data from 6/1/2005 through 7/1/2005.
3. Select the accrual method. At present, there are three choices: Previous Year, Most Recent and Companion Meter.

• Previous Year: The actual data (“green day”) from the same date last year will be pulled forward to this year and tagged as accrued data. Example: To populate June 15, 2005 with accrued use and cost, the actual data from June 15, 2004 will be copied. In order for this to function, two conditions must be met: (1) There is a historical bill in EnergyCAP that covers the June 15, 2004 data and (2) Step 1 above (Populate Meter History) has been run so that June 15, 2004 appears in the chart as a green day.
• Most Recent Bill: The most recent bill will be used to establish an average daily use and average daily cost. These values will be carried forward to the accrual period. You can set the number of days to be used to create the averages to fill in any ‘holes’ in the data (missing days).
• Companion Meter: The Companion Meter method creates accrued data for Meter B based on actual data of Meter A. Example: Sewer bills (Meter B) are produced by the Sewer Authority based on the metered consumption from the water bills (Meter A). We establish water/sewer bills as ‘companion meters’ and store the companion meter pairs in the MDayMeterCompanion table. (Important! You must populate this table using your own external process.) Step 2 then copies the actual water usage data to the accrued sewer usage data for the same day – June 15, 2005 water goes to June 15, 2005 sewer.

The Cost options allow you two choices:

• Accrued cost adjusted by "X" percent: Increase or decrease the cost by a % factor (example: add a 5% inflation factor when using previous year’s bills as the accrual method),
• Accrued usage x current unit cost: Create the cost by multiplying the accrued usage times the calculated average unit cost from the most recent bill.

1. Next, select the desired accounts and remaining option checkboxes. Then click Start to run the Accrual Data Processor (see previous section for information on using the account selection filters).

Step 3 – Display Daily Data (Chart, View and Manually Add Accrued Data)

You can now view the chart to verify that accrued data (represented by the RED graph lines) is present for the date specified for the desired accounts and ranges. Note in the example below that accrued data (red) is now present (see sample below).

Some days in the desired range may be missing data (i.e. are still yellow instead of red) because there was insufficient actual historical data upon which to base the accrued data. In such as case, it is possible to manually add accrual data. Determine the accrual value using an accepted procedure. Then double-click on the month cell in the grid to display the editor for that month. Input data for the missing 'yellow' days.

Step 4 – Generate Accrued Bills

After accrual data has been created, the next step is to create the associated accrued bills.

1. In the Accrual Manager Tree View, click on the desired cost center or account.
2. Select Accrual>Generate Accrued Bills. Or click the Accrue Bills button from the Accrual Manager title bar. The Accrue Bills ... window will open.

NOTE: If a subset of accounts is selected/highlighted from the Accrual Manager Cost Center tree (see above), the Accrue Bills... window title bar will include the name of the account or cost center to which the accrual will be applied.

There are several options available for generating accrual bills:

• Accrual Period: Select the date range for which you desire accrued bills. The date range selector has different meaning based upon which Data Types you select. If you select Accrual Data, the resulting accrued bill will start on whichever date is later – the Begin Date you enter or the first red day following the last green day. (EnergyCAP will not create an accrued bill that covers dates for which actual data exists.) The bill end date will be the End Date selected. (Important note: To cover the period that ends on June 30, use July 1 as the End Date. July 1 will end the June period and begin the July period.)
• Companion Meter: If Companion Meters are defined, the Begin and End Dates are used as date ‘bookends’ to widely bracket the resulting accrued bill. The actual accrued bill will start on the first red day and end on the last red day that fall within the date bookends.
• Billing Period: EnergyCAP automatically assigns a billing period equal to the month in which the ‘middle day’ of the bill falls. You can also override this using the Billing Period radio button options (see graphic below) and force all bills to have a specific billing period.
• Replace Existing: Click the checkbox to replace existing accrual data with newly-generated data.

The accrued bills will then be created. If Batch Mode is in effect, bills will be members of the open batch. Bills will appear in appropriate bill lists, and will be shown as Creation=Accrual.

Accrued bill transactions can be exported from EnergyCAP in a process similar to actual bills.

Step 5 – Reverse the Accrued Bills

Accrued bills can be reversed by right clicking on the bill and then selecting Reverse. Also, when you manually key an actual bill, you will be prompted to reverse the accrual if an unreversed accrual exists for the account.

Creating a Single Accrual Bill Manually

Beginning with Enterprise Rel 6.2, there is a procedure for manually creating a single accrual bill. It will use the account/meter's existing template and will be flagged internally as an accrual bill.

1. Navigate to the Account Manager (Accounting > Accounts).
2. Click to highlight/select the desired account from the Account Manager tree view.
3. From the menu, click Bill > New-Accrual. The Bill Entry window will appear.
4. Input the billing information and click Save to save the accrual bill.

NOTE: If batch mode is active, the accrual bill  will be added to the existing batch.

Exporting BL33 Report Data and Reimporting as Accrual Bills

Some organizations find that it is advantageous to export the BL33 Accrual report data and then massage it and reimport as accrual bills, rather than use the Accrual module.

The disadvantage with this approach is that the data must be sorted and analyzed carefully prior to performing the import. A second disadvantage is that the accrual bills must be voided when the actual bills are entered in the system.

To export BL33 data:

1. Create the BL33 report, setting the desired end date for the accrual.
2. After the report has been generated and displayed, verify that the data is what is desired.
3. From the Report Manager, click File>Export. The Export window will open.
4. Select the desired format for the export, using the drop-down list.
5. Select the destination (usually "Disk file").
6. Click OK. The Number and Date Format Dialog will appear.
7. Check both checkboxes for number and date formats. You can change the formats later if desired. Then click OK. The Choose Export File window will appear.
8. Select the location, file name and file type for the accrual data, using the fields provided. Then click the Save button. The accrual data will be saved to the file specified.

To massage exported data (suggested protocol):

1. Open the accrual data file in your preferred application (usually Excel or a database program).
2. Add a header row with labels corresponding to the BL33 report (Meter Code, Account Code, etc.).
3. Perform a preliminary sort by account code.
4. Delete unneeded rows and columns.
5. Perform a second sort by accrual DAYS. Remove any data rows for which the accrual days are outside acceptable parameters.
6. Reorganize and sort the data, including date formats, according to the required non-EDI bill import format. See the Overview topic on Non-EDI BIll Import for more information.
7. Save the file and close it.

To import the accrual file as bill data:

1. Open the Account Manager in EnergyCAP Enterprise.
2. Click File>Import. the Import File window will open.
3. Select the previously-created accrual bill file and click Open. The file will be imported and an import log detailing the import details will be created in the same directory as the import file.

A Cost Center in EnergyCAP is essentially a directory/folder that you can use to organize your accounts in various ways. It is possible to nest a Cost Center within a 'parent' Cost Center, creating an accounting structure that is two or more levels deep.

To create a Cost Center:

1. Select Accounting>Accounts. The Account Manager will be displayed.

2. To create a top level Cost Center, highlight the "Cost Centers" node in the Accounting tree view and go to step 4.

3. To create a Cost Center under a 'parent' Cost Center:

   1. In the Account tree view, navigate to the Cost Center under which you wish to create the new Cost Center.

   2. Select the appropriate Cost Center (make sure that the existing cost center is highlighted in the account tree).
      
      

4. From the Account menu, select New>Cost Center (or click the Add New Cost Center icon from the Account Manager title bar). The Create Cost Center window will open.

5. In the Code field, enter the unique, self-defined identifier for the Cost Center.

6. In the Display field, enter the display name for the Cost Center.

7. After making your selections, click OK to save the new Cost Center and close the Create Cost Center window. Or click Cancel to exit without saving.

1. Select Accounting>Accounts. The Account Manager will be displayed.

2. Use the Account Manager Tree View to navigate to the cost center to be modified. Make certain that it is highlighted.

3. From the File menu, select Properties. The Cost Center Properties window will open.

4. Input new information in the Code field if desired.

5. Input new information in the Display field if desired.

6. Click OK to save your changes and exit the Cost Center Properties window. Or click Cancel to exit without saving.

1. Select Accounting > Accounts. The Account Manager appears.

2. In the Accounting tree, navigate to the Cost Center you want to move. Make sure it is highlighted.

3. From the Account menu, select Move. Or click the Move icon from the Account Manager title bar. The Browse Cost Centers window will open.

4. Select the Destination location ('parent') for the Account by highlighting it in the Browse... window and clicking OK. Or click Cancel to close the Browse... window without moving the Cost Center.

NOTE: When a Cost Center is moved, all accounts associated with the Cost Center are moved as well.

Normally, an entire Cost Center should not be deleted, since the Cost Center is a repository for accounts and the historical billing information associated with each. The usual procedure is to move the Cost Center and/or the associated accounts to a different Cost Center or an "Inactive" Cost Center. In this way, the historical billing information will be maintained for reporting/archival purposes.
To prevent unintentional deletion of historical billing information, EnergyCAP will prompt with an error if the Cost Center deletion procedure below is attempted with a Cost Center containing additional cost centers and/or historical account/billing information.

1. Select Accounting | Accounts. The Account Manager will open.

2. In the Accounting tree view, navigate to the Cost Center you wish to delete.

3. From the Account menu, select Delete. Or press the Delete key. The Confirm window will open.

4. Click Yes to delete the Cost Center. Or click No to exit without deleting the Cost Center.

NOTE: If the Cost Center contains accounts, bills and/or other assigned Cost Centers, it cannot be deleted, except from the Administrator program. See the Administrator help topic for more information.

For some large organizations with multiple cost centers, it may be advantageous in terms of EnergyCAP Enterprise software speed/performance to eliminate tabbed views for Cost Center properties. Removing the Summary, Commodity and/or Monthly tabs eliminates the PowerView displays associated with these tabs and improves the screen refresh rate.

To remove the tabs, use a basic text editor such as Microsoft Notepad or Wordpad. Open and edit the custom_tabs.ini file to turn off the cost center PowerView tabs, following the instructions below.

These changes will apply only to that workstation, so tabbed views can be limited for individuals who do not require the Cost Center rollup information.

To remove the tabbed views:

1. Exit EnergyCAP.
2. Locate the custom_tabs.ini file in the Program Files\EnergyCAP Enterprise folder
3. Copy and paste the "custom_tabs.ini" file to the same folder. The Windows operating system will automatically name the file Copy of custom_tabs.ini, or something similar. This step provides an archive copy of the original (unaltered) file.

4. Edit the custom_tabs.ini file so that the [Cost Center] section of the file looks like the example below, as follows:

   1. Add a semi-colon in front of the existing line and
   2. Add the Tabs=General line. The semi-colon causes the first line to be skipped/ignored so in essence, the first line is being replaced with the second line, removing the Summary, Commodity and Monthly tab views.

SAMPLE COST CENTER PORTION OF custom_tabs.ini FILE:

[Cost Center]
;Tabs=General,Summary,Commodity,Monthly
Tabs=General

5. Save the edited file.
6. Re-start EnergyCAP. The Cost Center tabs not included in the new line of the .ini file will no longer be visible.

See Also: Options/Global/Settings tab

WATCH VIDEO

Prerequisites for Account Setup

• The Facility Manager Tree View Places and Account Manager Tree View Cost Centers should be established prior to creating accounts and meters.
• A recent copy of a bill should be available for each of the accounts to assist with bill template selection. If necessary, custom bill templates should be created to conform to bill details to be tracked in EnergyCAP.
• Before proceeding with the account/meter set-up, it is important to have a business rule in place dictating a naming and numbering scheme for the Account Codes, Vendor Codes, Meter Codes, and Display names for each. Account codes will be the account number assigned by the vendor (as shown on the bill (use leading zeros and remove blank spaces).

NOTE: If interfacing with an accounting system, the vendor codes will most likely be set up by the AP department.

Account Wizard Setup

The preferred method for creating an account is to use the Account Wizard. The Account Wizard presents a sequential series of windows with prompts for entering all required account information, and for associating the newly-created account with the relevant meter(s). The Account Wizard does not provide for setup of audit overrides or audit alerts. These may be done separately after the account has been created.

To create an account using the Account Wizard:

1. Navigate to the Account Manager (Accounting/Accounts).
2. Highlight the Cost Center for the new account and then click the New Account/Meter button from the Account Manager title bar. 
   
   
   The Account Wizard-Welcome window will open. Leave the Basic Mode checkbox checked (The advanced 'unbundled' account feature is not recommended; for recommended best practice for handling deregulated scenarios, see Deregulated (LDC/Supplier) and Summary Account Setup.
3. Click Next. The Account Wizard-General window will open. 
   
   
4. Enter a Code and Display for the new account in the fields provided. If desired add a service address by clicking the Address button, filling in the address fields in the Address window, and clicking OK.
5. Click Next. The Account Wizard-Vendor window will open. 
   
   
6. Click the drop-down arrow to open the selection box to select the desired vendor for the account. Or use the binoculars icon to open the Search window to select search parameters (useful for organizations with very extensive vendor lists).
   
   
   
   NOTE: If the vendor has not yet been created, click the Plus button to open the Create Vendor window. Fill out all necessary information for each tab (General/Contact Info/Other/Contracts). 
   
   NOTE: If you would like to track energy contract information, select a contract from the list or (if the contract has not been entered into EnergyCAP) click the plus (+) icon to create and track a new contract associated with the account.
7. When done, click OK to save the new vendor and close the Create Vendor window.
8. When a vendor has been selected, click Next. The account will be saved and the Account Wizard-Continue window will open.
9. Click Next to continue. The Account Wizard-Meters window will open.

Creating the Associated Meter

Accounts can have one or more meters, BUT each account MUST have at least one meter even if a physical meter doesn’t exist (e.g. sewer or refuse accounts).

To create the associated meter from the Account Wizard-Meters window:

1. Click the Plus (+) button to launch the Meter Wizard.  
   
   
   
2. Click the Next button and locate and select/highlight the building where the new meter is to be created.
   
   

NOTE: To create a new place, click the Plus icon to open the Create Place window. Then enter the related building information in the appropriate fields and click OK to save the new place and close the Create Place window.

1. Click Next and use the drop-down arrow to select a commodity type for the meter.
   EnergyCAP will automatically generate a Meter Code and Display Name; these can be changed to accommodate the user’s business rule regarding a naming and numbering scheme. If the Bill indicates a meter serial number, enter it in the Serial Number: field.
2. Click Next to exit the Meter Wizard and return to the Account Wizard-Meters window.
3. If there is more than one meter associated with the account, repeat the meter creation process until all meters have been created and/or associated with the account.
4. When done, click Next. The Account Wizard-Continue window will open.

WATCH ADVANCED VIDEO

Selecting the Bill Template, G/L and Rate Codes

1. After all necessary meters have been created from the Account Wizard-Meters window, click Next from the Account Wizard-Continue window to open the Account Wizard-Templates window. All associated meters for the account will be displayed in the window. "Yellow" fields are clickable, and will turn green when account information has been added to them.
2. Click Next to automatically open the template selection window. Or click in the yellow template field for a specific meter and click the adjacent ellipsis icon. The Bill Templates window for the meter commodity type will open. 
   
   NOTE: The Template field is required. G/L codes are only required when bills are exported from EnergyCAP to an A/P system. Rate Codes are required for reporting purposes. If G/L information is not required for organization accounting, uncheck the G/L Code check box.
   
3. Click on a template folder from the left pane of the window to display the associated template version in the right pane of the window. Browse through the available templates until a 'match' is found with your utility bill for that meter/commodity.

NOTE: It is very important that the units of measure on the template match the units on the bill!

1. When a matching template is highlighted, click the Select Template button. If all required information has been entered (Templates/G/L/Rate Codes), the Bill Templates window will close. The selected bill template is now associated with the account/meter for bill data entry.
2. Click Next from the Account Wizard-Templates window to open the Account Wizard-Finish window.
3. Click the Finish button to complete creation of the new account. The Account Wizard-Finish window will close and the account and associated meter will be visible in the related tree views.

This completes Account/Meter setup using the Account Wizard.

Alternative Account Setup

In some situations it may be necessary to set up an account without establishing the account-meter relationship up front. To create such an account, use the following procedure:

1. Navigate to the Account Manager (Accounting/Accounts).
2. Select (highlight) the cost center under which the account is to be created.
3. From the Account menu, select New>Account. The Create Account window will open.
4. Follow the window prompts to complete account setup (see Additional notes, below).

Additional Notes on Entering Advanced Account Data

The instructions below provide additional assistance for Basic and Advanced Mode account creation. Also included is information on formats for advanced scripting (Visual Basic programming skills required).

General Tab

1. In the Code field, enter the unique, self-defined identifier.

2. In the Display field, enter the name to appear throughout the system.

3. Select the appropriate vendor from the drop-down list. If the vendor does not exist, click . The Create Vendor dialog box appears. Follow the instructions for Creating a Vendor.

4. Indicate the vendor's role by selecting the check box next to any applicable roles. The default selection is Service Provider.

5. If creating an unbundled account (NOT recommended), select the date usage from the drop-down list.

   • Parent: Follows the billing cycle of the parent account

   • Own: Has its own billing cycle

Services Tab

1. In the Deposit Information section:

   1. Enter the deposit amount.

      The value associated with the quantity of currency given as a deposit.

   2. Enter the date paid by clicking in the Paid field then use the drop-down arrow to select the date from a calendar.

      The date the original deposit was paid.

   3. Enter the deposit return date by clicking in the Return field then use the drop-down arrow to select the date from a calendar.

      The date the deposit is to be or was returned.

   4. Enter any comments about the deposit in the Note field.

      Any related comments specific to this account. You are limited to 255 characters.

2. In the Service section:

   1. Enter the beginning service date (the date that service started or is scheduled to begin) by clicking in the Begin field then using the drop-down arrow to select the date from a calendar.

   2. Enter the ending service date (the date that service ended or is scheduled to terminate) by clicking in the End field then using the drop-down arrow to select the date from a calendar.

   3. If the account is inactive, clear the Active check box.

   4. Enter the service address by clicking Address. The Address dialog box appears. Follow the instructions for Entering Addresses.

Memo Tab

1. Enter any comments or other information about the account by typing in the space provided.

2. Print the memo text by clicking . The text is printed using your default printer.

Meters Tab

1. Assign meters by clicking . The Assign Meters window appears. Follow the instructions for Assigning Meters.

   • Assign meters with a different effective date by repeating step 1.

2. Remove meters assigned in error by selecting the appropriate meter and clicking . The Confirm dialog box appears.

   1. Select the Delete this meter relationship option to remove all references

   2. Click OK. The Confirm dialog box closes.

Billing Tab

1. Select the billing relationship, either Receives bills or Creates bills.

2. If the account create bills, select the customer for whom this account creates bills from the drop-down list.

   • If the customer does not exist, click . The Create Customer dialog box appears. Follow the instructions for Creating a Customer.

3. Select a billing cycle from the drop-down list.

NOTE: If the account is being used to create bills using a Virtual Bill Script, ensure that the Account Properties>Bills tab indicates that the account Creates bills.

Audits Tab

1. In the Audit lists field, select the appropriate audit. The Description field displays the audit description. The Form properties field displays the default settings.

2. Modify the default setting by selecting the appropriate form properties then clicking . The Create Override Value window appears. Follow the instructions for Overriding Audit Variances.

Alerts Tab

Set an alert by clicking .

• Click on the Severity Field to expose the drop-down menu and select the severity that is appropriate for this alert (see below).
• Enter a Begin Date (the date after which you want the alert to appear).
• Enter an End Date (the date after which you do not want the alert to appear), or leave it blank.
• Enter the Message that you want to display during the bill entry process.

Creating Account Alerts (Bill Entry Messages) for a large number of accounts can be done by appending records to the FormMessage Table in EnergyCAP Enterprise.

Create a table in either MS or MSSQL containing the accountID, formID, message, beginDate, endDate, severity, and alertType fields, for the accounts that you desire to create an Account Alert for.

NOTE: When using MS Access, link the Account Table, to the Form Table, to the FormMessage Table.

Table should be:

The accountID field contains the AccountID for the account that will have the Account Alert assigned.
The formID field contains the formID value that is associated with the AccountID in the Form Table.
The message field will need to contain the message you want to display during the bill entry process.
The beginDate field contains the date after which you want the message to appear.
The endDate field contains either 1/1/3000, or the data after which you want the message to stop appearing.
The severity field contains an indicator of how important this message is.

0 = Pass.  Message is informational only.

1 = Low. Message is informational only.

2 = Moderate.  Message may require some sort of action by the data entry staff.

3 = Severe.  Message is a warning and may require some sort of action by the data entry staff.

4 = Fail.  Message indicates a problem with the Account and does not allow a bill to be saved. Can be used to prevent bill entry for Accounts that have been closed or are no longer the responsibility of the organization.

NOTE: The alertType field has a default setting of ‘0’.

Use an append query to add these records to the FormMessage Table.

Creating Bill Entry Alerts Messages

Creating Bill Entry Alerts Messages for a large number of accounts can be done by appending records to the FormMessage table in EnergyCAP Enterprise.

Create a table in Access with the accountID, formID, message, beginDate, EndDate, severity, alertType fields for those accounts that you wish to add a Bill Entry Alert Message

• The message field will need to contain the message you want  to display on the user’s screen
• The beginDate field will contain the date you want the messages to appear
• The endDate field will contain the date 1/1/3000, or the date you want the messages to stop appearing
• The severity field can be set from 1 to 5.

Use an append query to add these records to the FormMessage table.

Accounts may need to be modified for a variety of reasons including:

• Revisions to the Account Code or Display name
• Adjustments to Services (Start/End Dates, Active toggle)
• Changes to Meter associations
• Updates to a vendor address
• Audit Override (Alter Audit Severity for the selected account)
• Additions/deletions of Account Memos or Alerts
• New Contracts or Contract revisions
• Accrual toggle

Account Code Change Scenarios:

QUESTION: What I do if my vendor changes billing systems and so all of my account code numbers have changed?

ANSWER: If you want to keep track of the old account number, add an effective date for a new account number. Otherwise, just change the account code.

QUESTION: What I do if I switch service from one vendor to another at a facility?

ANSWER: It is recommended that you effective end date the account as of the end date of the last bill’s end date. Then create a NEW account and associate it with the existing meter at the facility.

QUESTION: When should I change an account’s vendor?

ANSWER: Only if you have made a mistake setting up the account.

Ending Service

To end service, add the Effective End Date and deactivate the account as of a certain date if you no longer have to pay the account in question with that vendor. This does not necessarily mean you need to terminate the meter relationship. If another vendor is providing service at the facility, then create a new account and add the existing meter to the new account.

To change account associations for bill templates, G/L codes, or rates, see the individual topic links.

Modifying Account Properties:

1. Select Accounting>Accounts. The Account Manager appears.

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

3. Select the account to modify.

4. From the File menu, select Properties. The Account Properties window appears.

   • Select the General tab to set the account code, display, vendor, and role.

   • Select the Services tab to enter the account deposit information.

   • Select the Memo tab to enter a memo for the account.

   • Select the Meters tab to assign or unassign meters to the account.

   • Select the Billing tab when creating a top-level account to enable bill tracking and set the billing cycle.

   • Select the Audits tab if bill tracking is enabled to set account level audit defaults.

   • Select the Alerts tab if bill tracking is enabled to set account alerts.

5. After making your selections, click OK.

General tab

1. If an historical record of the original account code is desired, set a new code and effective date  by clicking the calendar   icon. The Account Code History window appears. Follow this procedure to preserve the original account code information:

   1. In the Code field, enter the new code.

   2. Enter the effective date or use the drop-down arrow to select the date from a calendar.

   3. Delete an account code history by selecting the account code then clicking . The Confirm window appears. 
      
      

      • Select Yes to delete the account code.

      • Select No to cancel.

   4. Click OK. The Account Code History window closes.
2. If an historical record of the original account code not necessary, just input the replacement code in the Code: text box.
3. Modify the display by clearing the Display field and then enter the new display content.
4. If applicable, select a new vendor from the drop-down list.
   NOTE: Changing the vendor for an established account is not recommended. When the vendor changes, it is recommended to assign an end Service date to the account (Services tab). Then create a new account for the existing meter and make the previous account inactive by unchecking the Active checkbox (Services tab).
5. If applicable, change the vendor's role by selecting or clearing the check box next to any roles.

• Click OK

Services tab

1. In the Deposit Information section:

   1. Enter the deposit amount. This is the amount required by the vendor for maintenance of the account for the specified period. Once it has been entered in EnergyCAP, Setup Report SU02 displays this information.

   2. Enter the date the original deposit was paid by clicking in the Paid field then use the drop-down arrow to select the date from a calendar.

   3. Enter the date the deposit is to be or was returned by clicking in the Return field then use the drop-down arrow to select the date from a calendar.

   4. Enter any comments about the deposit in the Note field. You are limited to 255 characters.

2. In the Service section:

   1. Enter the beginning service date (the date that service started or is scheduled to begin) by clicking in the Begin field then using the drop-down arrow to select the date from a calendar.

   2. Enter the ending service date (the date that service ended or is scheduled to terminate) by clicking in theEnd field then using the drop-down arrow to select the date from a calendar.

   3. If the account is inactive, clear the Active check box.

   4. Enter the service address by clicking Address. The Address window appears. Follow the instructions for Entering Addresses.

Memo tab

1. Enter any comments or other information about the account by typing in the space provided.

2. Print the memo text by clicking . The text is printed using your default printer.

Meters tab

(Deleting meters, changing meters or adding meters to an account)

Adding meters to an account:

1. Assign meters by clicking from the Meters tab in Account Properties. The Assign Meters window appears.

   NOTE: If assigning meters to an account from the Account Properties window rather than through the normal Account/Meter Setup Wizard process (recommended), the meter must be created first. It cannot be created 'on the fly' during meter assignment.

   

2. Click the desired filter using the drop-down list. Options include:
   Show all unassigned meters only (the Code/Display list will appear in the text box)
   Show all meters (the Code/Display list will appear in the text box)
   Search for meter code (Input the Search string in the field provided. Corresponding meter Codes/Displays will appear in the text box)

3. Click the desired meter. Then click OK. The meter will be added/assigned to the account.

QUESTION: What do I do if I need to remove an account/meter relationship but keep the historical account data?

ANSWER: EnergyCAP gives you the ability to DELETE or UNASSIGN a meter from the associated account. The Delete option deletes the account/meter relationship. Use the Delete option if you originally assigned the meter in error and have no need to associate the historic billing data with a particular meter. The Unassign option prevents bill entry for the account/meter after the Unassign date--the unassigned meter will not appear in the bill entry window; however, the account/meter relationship is retained, and historical bills may be added/edited. Use the Unassign option if you may be entering or adjusting historical billing information for the account/meter.

NOTE: A deleted meter will no longer appear in the General PowerView tab for the account. An unassigned meter will be retained in the General PowerView tab for the account, and will appear in red type to distinguish it from assigned meters.

Deleting a meter association from an account:

Meters can be deleted from an account, removing the account/meter relationship; however, historical billing data for the account-meter will not be affected. Deleting a meter makes it impossible to enter additional bills (current or historical) for the account/meter.

1. To delete a meter relationship with the account, open the Account Properties window by right-clicking the account from the Account Manager and selecting Properties from the popup menu.

2. Click the Meters tab.

3. Select/highlight the meter to be deleted.

4. Click the minus button ( ) . The Confirm window appears.

   

5. Select the Delete this meter relationship radio button option to remove the meter from its association with the Account. Note that historical billing information for the account will not be affected.

Unassigning a meter from an account:

Meters can be unassigned from an account, removing the meter from the bill entry window, and preventing entry of new bills for that account/meter after the unassign date. Historical billing data for the account-meter will not be affected, and historical bills can be added/edited (Bill>New>Historical), provided that the bill start/end dates fall within the time period that the meter was assigned to that account.

1. To unassign a meter from an account, open the Account Properties window by right-clicking the account from the Account Manager and selecting Properties from the popup menu.

2. Click the Meters tab.

3. Select/highlight the meter to be deleted.

4. Click the radio button option to Unassign this meter relation as of a particular effective date.

5. Click the minus button ( ) . The Confirm window appears.

6. Enter the effective date in the field provided, or use the drop-down arrow to select the date from a calendar.

7. Click OK. The Confirm window closes.

NOTES: Unassigned meters will no longer appear in the Meters tab for the account unless the Show All checkbox is checked. The Effective and End Dates for the unassigned meter will be displayed in the meter list (Meters tab).

For unassigned meters, the account-meter relationship is maintained visibly in red print in the Account Properties PowerView to indicate the prior association:

Meter assignment dates may not be changed for accounts with bills in the database that are associated with that meter. Unassigning the meter removes the meter listing from the bill entry window; it will not be visible when entering new bills with start/end dates after the date the meter was unassigned.

Billing tab

If there are unbundled accounts associated with the account, the Unbundled accounts field lists them by their code, display, and use dates.

1. Modify the current billing relationship by selecting either Receives bills or Creates bills.

2. If the account create bills, select the customer for whom this account creates bills from the drop-down list.

• If the customer does not exist, click . The Create Customer window appears. Follow the instructions for <Creating a Customer.

3. Modify the current billing cycle by choosing the new billing cycle from the drop-down list.

Audits tab

1. In the Audit list field, select the appropriate audit. The Description field displays the audit description. The Form properties field displays the default settings.

2. Modify the default setting by selecting the appropriate form properties then clicking . The Create Override Value window appears. Follow the instructions for Overriding Default Audit Values.

Alerts tab

1. Set an alert by clicking .
2. Click on the Severity Field to expose the drop-down menu and select the severity that is appropriate for this alert (see below).
3. Enter a Begin Date (the date after which you want the alert to appear).
4. Enter an End Date (the date after which you do not want the alert to appear), or leave it blank.
5. Enter the Message that you want to display during the bill entry process.

Creating Account Alerts for Multiple Accounts

It is possible to create Account Alerts (Bill Entry Messages) for a large number of accounts by appending records to the FormMessage Table in EnergyCAP Enterprise. This procedure requires experience in scripting, database design, and SQL (see below):

Create a table in either MS or MSSQL containing the accountID, formID, message, beginDate, endDate, severity, and alertType fields, for the accounts that you desire to create an Account Alert for.

NOTE: When using MS Access, link the Account Table, to the Form Table, to the FormMessage Table.

Table should be:

The accountID field contains the AccountID for the account that will have the Account Alert assigned.
The formID field contains the formID value that is associated with the AccountID in the Form Table.
The message field will need to contain the message you want  to display during the bill entry process.
The beginDate field contains the date after which you want the message to appear.
The endDate field contains either 1/1/3000, or the data after which you want the message to stop appearing.
The severity field contains an indicator of how important this message is.

0 = Pass.  Message is informational only.

1 = Low. Message is informational only.

2 = Moderate.  Message may require some sort of action by the data entry staff.

3 = Severe.  Message is a warning and may require some sort of action by the data entry staff.

4 = Fail.  Message indicates a problem with the Account and does not allow a bill to be saved. Can be used to prevent bill entry for Accounts that have been closed or are no longer the responsibility of the organization.

Note: The alertType field has a default setting of ‘0’.

Use an append query to add these records to the FormMessage Table.

1. Select Accounting > Accounts. The Account Manager appears.

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

3. Select the account to move.

4. From the Account menu, select Move or click . The Browse Cost Centers window appears.

5. Click  to navigate to the cost center to move the account.

6. Select the destination cost center.

7. Click OK. The account is moved to the selected cost center.

NOTE: EnergyCAP PowerViews relating to account data will not be updated until staging tables containing the data have been updated.

Templates are commodity specific forms that describe what data entry values are required and the layout of the entry screen. Once created, a template can be assigned to an account or a meter, allowing associated billing and/or consumption information to be entered in Energy CAP Enterprise.

A template can be associated with multiple meters or accounts of the same commodity type. No more than one template can be assigned to a given account or meter over a specified date range. For additional information on templates, see the Setting Up Bill Templates topic group.

A template can be assigned to:

• A bill-enabled account, or
• An individual meter associated with a bill-enabled account.

To assign a template to an account or meter:

1. Select Accounting>Accounts. The Account Manager appears.

2. In the Account Tree View, navigate to the cost center under which the bill-enabled account exists.

3. Select the appropriate account.

4. From the Account menu, select Assign Template. OR click the Assign Bill Entry Templates hpyerlink from the PowerView pane. The Assign Templates window appears listing the account and associated meters with their current G/L code (if applicable) and template assignments.
   
   

5. You can:

   • Assign a template to an account or meter (see topic below).

   • Modify the assigned template (see topic below).

   • Remove an assigned template (see topic below).

   • Assign a G/L code to an account or meter (see topic below).

   • Preview the template line items (see topic below).

6. After making your selections, click OK.

Assigning a Template to an Account or Meter

1. Select the appropriate account or meter from the Assign Templates and G/L Records window.
   

2. Set the template assignment start date by clicking . The Choose Start Date window appears.

3. Enter the effective date or use the drop-down arrow to select the date from a calendar.

4. Click OK. The Template Selection window appears. Follow the instructions for Selecting a Template.

5. Repeat steps 1-4 to create additional assignments.

(Re-)Setting a Template for an Account or Meter

Use the Set Template icon (Blank Sheet) from the Assign Templates and G/L Records toolbar to reset a template in the following limited circumstances:

1. The original template selected was incorrect.
2. No historical bills have been entered for this account/meter.

Setting the Template in this fashion will NOT update the template effective date. Any historical bills entered on the old template will retain data that was entered. Once the new template has been set, it will be used for any bills being entered, regardless of bill Start Date. Also, there will be no record in EnergyCAP of the date the template was changed.

To use the Set Template icon:

1. Select the appropriate account or meter from the Assign Templates and G/L Records window.
2. Click the Set Template toolbar icon (Blank Sheet). The appropriate commodity template selection window will open.
3. Select the desired template.
4. Click OK to close the window and return to the Assign Templates and G/L Records window.

Modifying the Assigned Template

1. See Creating or Modifying a Bill Template or Template Version.

Removing an Assigned Template

1. Select the appropriate template assignment.

2. Click . The Confirm window appears.

   • Select Yes to delete the template assignment.

   • Select No to cancel the operation.

3. Repeat steps 1 and 2 to delete other template assignments.

Assigning a G/L Code to an Account or Meter

1. Select the appropriate account or meter.

2. Click . The G/L Code Selection window appears. Follow the instructions for Selecting a G/L Code.

3. Repeat steps 1 and 2 to assign G/L codes to other meters or accounts.

Previewing a Template's Line Items

1. Select the appropriate account or meter.

2. Click . The Bill Entry Preview window appears.

3. Exit the Bill Entry Preview window by clicking Close.

Rates are used to calculate vendor charges. These charges are applied to bill- or channel-based meter data over specified time periods, from which resulting bill costs are calculated. In bills, a rate can be assigned to either meter- or account-level data. For additional information, see the Rate Wizard topic.

1. Select Accounting>Accounts. The Account Manager appears.

2. Navigate to the cost center under which the bill-enabled account exists.

3. Click on the appropriate account to highlight it.

4. From the Account menu, select the Assign Rate option. Or click the Assign Rate Codes hyperlink from the Account Properties window. The Assign Rates window will open, listing the account and its associated meters with their rate assignments (if any).
   
   

5. From the Assign Rates window:

   • Assign a rate to an account or meter (see topic below).

   • Change the assigned rate (see topic below).

   • Remove an assigned rate (see topic below).

   • Add a rate (see rate creation topic groups).

1. After making your selections, click OK.

Assigning a Rate to an Account or Meter

1. From the Assign Rates window, select the appropriate account or meter (ordinarily, the meter).

2. Set the rate assignment start date by clicking . The Choose Start Date window appears.

3. Enter the effective date or use the drop-down arrow to select the date from a calendar.

4. Click OK. The Rate Selection window appears. Select the desire rate from the vendor list box, or click the button and follow the Rate Wizard prompts to set up the new rate.

5. Repeat steps 1-4 as necessary to create additional assignments if desired.

Changing the Assigned Rate

1. From the Assign Rates window, select the appropriate account or meter.
2. Click the Set the rate assignment start date by clicking . The Choose Start Date window appears.
3. Enter the effective date or use the drop-down arrow to select the date from a calendar.
   NOTE: If an existing rate is in effect, the Start Date for the new rate must be after the Start Date of the pre-existing rate.
4. Click OK. The Rate Selection window appears. Select the desire rate from the vendor list box, or click the button and follow the Rate Wizard prompts to set up the new rate.
5. Repeat steps 1-4 as necessary to create additional assignments if desired.

Removing an Assigned Rate

1. From the Assign Rates window, select the rate assignment to be deleted.

2. Click . The Confirm window appears.

   • Select Yes to delete the rate assignment.

   • Select No to cancel the operation.

3. Repeat steps 1 and 2 to delete other rate assignments if desired.

NOTE: Analysis scripts can use rates to calculate billing charges independent of rate associations, using either user-entered bill data values or meter data channel information. This activity is session-based and does not require any actual rate assignment. See the topic groups on channels and analyses for more information.

1. Select Accounting>Accounts. The Account Manager appears.

2. From the Account menu, select Show Inactive Accounts. The Account Manager hierarchy displays all accounts whether active or inactive.
   
   

3. Return the Account Manager hierarchy display to only active accounts by repeating step 2.

! When an account containing bills is deleted, the bills associated with the account are also deleted. !

An account should only be deleted:

• When its bill history is not necessary to maintain and/or
• it no longer has an associated meter.

To delete an account:

1. Select Accounting >Accounts. The Account Manager appears.
2. Click   to navigate to the account.
3. Select the account to delete.
4. From the Account menu, select Delete. The Confirm window appears.
   • Select No to cancel the operation.
   • Select Yes to delete the account.

NOTE: If the account contains bills, a new Confirm window appears displaying the number of bills associated with the account and confirming the deletion request.

• Select Yes to delete the account.
• Select No to cancel the operation.

Other Options

To maintain a billing history for accounts which are no longer active, EnergyCAP provides functionality to simply flag the accounts as inactive by unchecking the Active checkbox from the Account Properties>Services tab, and to set the Begin: and End: Service dates for the account. Inactive accounts may be viewed OR hidden (see Viewing Inactive Accounts).

Another option for maintaining a bill history is to simply move the account(s) in question to another "UNUSED" Cost Center node. For instance, a property management group could move older accounts to a "SOLD" Cost Center to keep the accounts separate from a "CURRENT PROPERTIES" Cost Center. By using appropriate report filters, the organization could choose to report only on the currently-active accounts.

Bill entry Templates and G/L codes are selected from the Assign Templates and G/L Records window.

To access the window:

1. Go to Accounting>Accounts. The Account Manager appears. 
   
2. Navigate to the desired account.  
3. Highlight the account and click the Assign Bill Entry Templates or Assign G/L Records hyperlink from the Account Properties pane.
   
   
   
    
4. Click the G/L Code selection icon . The G/L Code Selection window appears.
   
    
   
   NOTES: The G/L Code Selection window displays G/L codes by code and display. You can sort the lists by clicking a column heading. To sort the lists in reverse order, click the column heading once more. It is also possible to change G/L properties by double-clicking the desired Code/Display from the list box. The G/L Code Properties window will open for the selected Code, permitting updates to Code information. To add a new G/L Code 'on the fly', click the Plus (+) icon and input the requested information in the Create G/L Code window. Then click OK to save the new G/L Code.
   
   When G/L subcodes have a drop-down list of available choices and one of the choices changes or is removed, the original (outdated?) value will still be shown in the G/L properties and will be displayed in red.
5. Select the desired G/L Code from the list. Then click OK. The G/L Code Properties window closes.

Budget Overview

WATCH BASIC VIDEO

The Budget and Forecast Manager uses historical bills to create a benchmark for comparing current fiscal year billing data.  Budgets and forecasts are combined into one feature for ease-of-use.   Budgets are used to benchmark total cost; forecasts benchmark usage and unit cost.   For ease-of-reference, this manual and EnergyCAP often refer to budgets and forecasts collectively as budgets.

The Budget and Forecast Manager allows you to:

• Create detailed budgets and usage forecasts
• Modify the budget and usage forecasts as the year progresses
• Produce a variety of budget reports

A budget is calculated on a month-to-month basis at the meter level and includes:

• Cost
• Usage (expressed in common units for each commodity)
• Unit cost per meter per month

Most users create a single “Master” budget that includes all buildings and meters.  The budget can later be modified for any meter, building or place node on the Facility Manager tree.

• Meter budgets are "rolled up" to be available at every level on the facility tree
• Budgets are broken down by commodity
• The most recent 12 months of bills are used to determine unit cost budget

The advantage of creating and maintaining a single Master budget is that future versions of EnergyCAP will allow you to compare actual bills with the budget, and display actual vs. budget PowerViews charts. These features will pull budget values from a single fiscal year budget designated as the Master budget.

It is also possible to create separate budgets, filtering by topmost place and commodity. This means that you can create one budget for the fire department and another budget for the administrative building.  You can even create a budget for a specific geographical area and/or for a specific commodity.  The disadvantage of separate budgets is that in future EnergyCAP releases you will not be able to run audits on non-Master budgets or display them in Facility Manager PowerViews charts.

For additional information on budgets, watch the Advanced Video:

WATCH ADVANCED VIDEO

Creating a Budget

Budgets can be created in the EnergyCAP application using the Budget Wizard. Follow the instructions below to create a new budget:

NOTE: It is also possible to import a budget using a specially-formatted .csv file. For more information, see the Administrator import options.

1. Go to Analysis Manager (Click Analysis>Budgets).
2. Click Budget>New>Budget. The Budget Wizard window will open.
   
3. Input the Budget Code and Display name for the budget in the fields provided. Each budget is required to have a Code and a Display.  These fields identify the budgets in areas of EnergyCAP such as PowerViews and reports. The comment field is optional; the comment will be displayed from the budget display pane in EnergyCAP. Examples of comments include:
   Initial Fiscal Year Projections
   Adjusted for Budget Office
4. Input the budget starting fiscal month and year in the fields provided.
5. Input the Amount of Historical Bills to be used for budget determination (1, 2 or 3 years). Basing the budget on more than one year of data is recommended when there may be gaps in billing data or when a single year of bills does not represent a realistic benchmark of expected cost and consumption.
   NOTES: The most recent 12 months of bills are used for meters that have multi-month bills, for example, in a situation with quarterly billing, the last four bills would be used.  When multiple bills exist for one month, it will generally be appropriate to average them together.
6. Select the Usage Method from the options provided. Options include Average Usage, Highest Usage, Lowest Usage and No Average, Use Latest. This last option uses the latest bills available for each calendar month. For No Average, Use Latest, it is possible to specify a two-year historical window for budget creation, but when one month has bills for both this year and last year, only the most recent will be used (the two bills will not be averaged).
7. If this is a Master budget, click the Master Budget checkbox and then identify the fiscal Budget Year. 
   A Master budget is one that is a candidate for use in PowerViews and budget-based audits. If it is a Master budget, it will be created for all meters. If this is not a Master budget, click the Set Filters button to set topmost place and commodity filters. 
   NOTE: The fiscal year (FY) is the year that the LAST budget month falls in, so the Jul 08 to Jun 09 budget year is FY09.
8. When done setting budget options, click the Generate button.  Generating the budget may take up to an hour, depending upon the number of meters associated with the organization. If EnergyCAP accesses the database via Internet, it may take much longer, and should be generated overnight. The budget will be created and displayed by commodity.

Viewing and Editing the Budget

To view budget details:

Click the View/Edit Budget tab at the bottom of the Budget and Forecast Manager window.

Then enter the starting month and year for budget comparison in the fields provided. The budget is displayed in green and the current or comparison year is in blue. It is most common to display the budget on a running cumulative year-to-date basis. Uncheck the Graph Budget YTD checkbox to display the budget graph month by month.

NOTES:

• Use the Facility budget Tree View to select a meter or to roll-up data at any place node.

• The tabs at the top of the window enable viewing of data or graphs for budget cost, forecast usage or projected average unit cost.The amount of departure from budget is displayed.  Negative numbers means there is a budget deficit, positive numbers indicate a surplus.

To revise the existing budget:

1. Click the View/Edit Budget tab at the bottom of the Budget and Forecast Manager window.
2. Select the desired node of the Facilities budget TreeView and click the Revise Existing button. the Revise Forecast window will open.
3. Make desired changes. Budget modification options will vary depending on whether a Place node or Meter is selected. Follow the budget modification rules below.
4. When done, click Calculate and Save. EnergyCAP will then update all meters associated with the selected site.

Budget Modification Rules

• The blue columns can be edited while the yellow (calculated) column cannot.

• When revising the budget for a single meter, enter cost values directly into a (blue) month cell if desired.

• Note that the default Reason for Change for a meter budget is Usage. The default Reason for Change for a building-level budget (or higher) is Unit Cost.

• It is possible to retain usage and revise the cost, or retain cost and revise the usage.

• Change a budget by applying a percentage change  (10.0 means a 10% increase, -5.0 means a 5% decrease.) You can also force closure to a set bottom line total when, for example, the annual total is mandated to be $3,000.

• it is possible to control which months the change will be applied to by checking or unchecking the Include checkbox for the months. To select/unselect all months, just click the Include column header.

QUESTION: Is it possible to force budget closure for a specific usage for a specific site?

ANSWER: In the EnergyCAP program, you cannot force budget closure to a specific USAGE based upon a kWh cost/unit for a site. However, it is relatively simple to force closure to a dollars and cents bottom line. EnergyCAP will automatically adjust usage for all meters associated with the selected site to meet the $$ budget requirement. Remember that budgets in EnergyCAP are always created and revised meter by meter and can then be ‘rolled up’ at any level of the organization for viewing/reporting.

The easiest way would be to take an existing budget and simply revise it (View/Edit Budget tab in the Budget Manager). Simply select the desired budget from the budget list, and the desired site from the facility hierarchy in the Budget Manager, and then click the Revise Existing pencil button-icon, per the instructions above. Select the Force Closure of Bottom Line to X Dollars option and input your desired site budget in the field provided. Then click Calculate and Save. EnergyCAP will then update all meters associated with the site, weighting the budget change proportionally to existing budget usage values.

Creating a new Budget Version

The New Version feature is a Save As operation. It provides a second copy or “version” of a budget so you one version may be edited while keeping the original intact.

A new version must be created from an existing version. To create the new version:

1. Hghlight the desired budget version from the budget list.

   
   
   
   
   
   
   
   

2. Click the View/Edit Budget tab.
3. Click the New Version button. The Revise Budget window will open.
4. Input the new version budget Code and Display, optional Comment and Version.  Then click the Create New Version button. The new version will be created.

Budget Reports

Budget Reports give you numerous formats and options. To access budget reports:

1. Navigate to the Report Manager (Reporting > Reports).
2. Select Budget Reports folder from Installed Reports Tree. The example below is from EnergyCAP web reports. The EnergyCAP Enterprise Report Manager is quite similar in appearance.

For more information on Budget Reports see the Report Manager Overview.

It is possible to set up the Budget module in EnergyCAP so that it is convenient to edit EnergyCAP budgets externally in a spreadsheet program, giving the user total control over the budget modification options. If external editing is desirable, complete the following one-time sequential setup procedures included with this topic.

File Download and SQL Script Execution

1. Download two files, BudgetExportView.sql and Budget_Export.xml, from this website.
• Click to download BudgetExportView.sql
• Click to download Budget_Export.xml
2. Have your database administrator use the BudgetExportView.sql file to run the SQL script against the EnergyCAP database.
   CAUTION: Always back up your EnergyCAP database before making database changes!
3. When done, import the Budget_Export.xml file into the EnergyCAP software program per the separate procedure, below.

Budget Export Spreadsheet Template Setup in EnergyCAP

1. Run EnergyCAP and open the Spreadsheet Manager (Analysis > Custom Spreadsheets).
2. Click File > Import. The import window will open.
3. Use window controls to navigate to the Budget_Export.xml file downloaded previously; then click to select it.
4. Click the Open button. The spreadsheet template will be imported into the Budget Data-Meter Section of the Spreadsheet Manager.
5. To check for a successful import, click the Budget Data-Meter Section template heading from the Spreadsheet Manager hierarchy. The budget data templates will be displayed under the heading.
   
6. Make sure that one of the templates is called Budget Export Data-Locate Meter. This is the template used for creating the budget export format. See the Using the Budget and Forecast Manager topic.

Budget Spreadsheet Preparation Notes

After importing the Budget_Export xml file into EnergyCAP, use the new Budget Export Data - View Meter spreadsheet template to create a custom spreadsheet format that duplicates the format of the Budget Import Setup Sheet.

To download the current Budget Import Setup Sheet, see the Budget Import section of the Administrator Import Menu HELP topic.

Once the Budget spreadsheet format has been created, it can be run for any EnergyCAP budget, and the resulting custom spreadsheet can be copied to the Windows clipboard (Copy to Clipboard button from the Spreadsheet Manager title bar) and pasted into Excel for editing external to EnergyCAP. Since the spreadsheet will have been formatted by the user to match the current budget import file specifications, the externally-modified file can then be imported back into EnergyCAP using the Administrator program.

When multiple meters are added to a single account, they will be displayed in the Meters: list in the Account Manager presentment pane for the highlighted Account. The order of the display is the order in which the meters were initially added to the account. This order cannot be changed.

However, it is possible to re-order the list of associated meters in the bill entry window. This can be useful for speeding up EnergyCAP manual bill entry when separate meter charges appear in a different order on the bill copy.

To change a meter's position in the Bill Entry window:

1. Select the associated account from the account hierarchy.
2. Click Assign Bill Entry Templates. The Assign Templates and G/L Records window will open.
3. Click to highlight the meter (NOT the template) to be moved. Up and/or down arrow icons on the icon menu below the window title bar will become active.
   
4. Click the up or down arrows to move the meter to the list location desired. When done click OK.

The new meter order can be seen from the Bill Entry window.

G/L Codes are accounting codes used to specify how charges are posted to an organization's General Ledger.  G/L Codes and Subcodes can be created in EnergyCAP to coordinate data associated with the Codes with your organization's accounting system. A G/L Code can be assigned to an account, a meter, or a bill line item. G/L Codes are only necessary if the organization is exporting billing data from EnergyCAP to an accounting system.

Most organizations define G/L Codes in one of two ways:

• A separate G/L Code is defined for each account/meter OR
• The same G/L Code is used for a group of accounts (Example: All accounts for a particular commodity).

When creating G/L Codes:
If text is entered in the Code field, the G/L Code is set to that text.

If text is entered in any of the Subcode fields WITHOUT entering any text into the Code field, the G/L Code is automatically set  as a concatenation all Subcode fields without any separating characters between them.
EXAMPLE:
If the Code field is left blank, and values for SubCode1, SubCode2 and SubCode3 are G2, S14, and E12 respectively, the G/L Code will be displayed as G2S14E12.

To create G/L codes:

1. Select Accounting | Accounts. The Account Manager will be displayed.
2. From the Account menu, select Editors | G/L Codes. The G/L Code Editor window will open.
   
   NOTE: In the G/L Code Editor list box, G/L Codes are identified/displayed by Code and/or Display names. These lists can be sorted by clicking the Code or Display column heading. Sort the lists in reverse order by clicking the column heading again.
3. To add a new G/L Code from the G/L Code Editor window, click the "+" icon ( ) . The Create G/L Code window will open.
4. If desired, enter the G/L Code in the Code field.
5. In the Display field, enter the Display name for the Code.
6. If applicable, enter the text for any appropriate G/L Subcodes in the Subcode fields.
7. When done, click OK to save your changes and exit the Create G/L Code window. Or click Cancel to close the window without saving your changes.
8. Exit the G/L Code Editor by clicking Close.

! CAUTION: When GL code values are updated, all accounts and meters assigned to that GL code will be updated with that updated GL code information! Make certain to consider organizational accounting/GL processes when making GL code changes!

When modifying G/L Codes:

If text is entered in the Code field, the G/L Code is set to that text. If text is entered in any of the Subcode fields WITHOUT any text into the Code field, the G/L Code field is automatically set to the concatenation of all Subcode fields without any separating characters between them.

EXAMPLE:

If the Code field is left blank, and values for SubCode1, SubCode2 and SubCode3 are G2, S14, and E12 respectively, the G/L Code will be displayed as G2S14E12.

To modify a G/L Code:

1. Select Accounting | Accounts. The Account Manager appears.

2. From the Account menu, select Editors | G/L Codes. The G/L Code Editor window will open.
   
   NOTE: In the G/L Code Editor list box, G/L Codes are identified/displayed by Code and/or Display names. These lists can be sorted by clicking the Code or Display column heading. Sort the lists in reverse order by clicking the column heading again.

1. Select the appropriate G/L code then click the "edit" icon ( ). The G/L Code Properties window will open.

2. Modify the code by clearing the Code field then entering the new G/L code, if desired.

3. Modify the display by clearing the Display field then entering the new display.

4. Modify any subcodes by clearing the applicable Subcode field then entering the new G/L code.

5. When done, click OK to save your changes and exit the Create G/L Code window. Or click Cancel to close the window without saving your changes.

6. Exit the G/L Code Editor by clicking Close.

To delete a G/L/ Code:

1. Select Accounting | Accounts. The Account Manager will be displayed.
2. From the Account menu, select Editors | G/L Codes. The G/L Codes Editor window will open.
   
   NOTE: In the G/L Codes Editor window, G/L Codes are displayed by code and display name. If desired, the lists may be sorted alphanumerically by clicking either the Code or Display column heading. Sort the lists in reverse order by clicking the column heading again.


3. Click on the Code you want to delete to highlight it.
4. Click the  icon . The Confirm window will open.
5. Click Yes to delete the G/L code. Or click No to close the Confirm window without deleting the Code.
6. Exit the G/L Code Editor dialog box by clicking Close.

The Account Period Editor allows you to add, modify, and delete accounting periods to suit your business. Account periods are available as an option in the Work Flow Wizard Header page. (Select the Enable bill headers check box and the Account Period Use Field check box.)

You can only edit the Name field of default Energy CAP Enterprise accounting periods although you can edit or delete any accounting periods you have created.

1. Select Accounting > Accounts. The Account Manager appears.

2. From the Account menu, select Editors > Account Period. The Account Period Editor window appears.

3. It is possible to:

   • Add an account period

   • Modify an account period

   • Delete an account period

4. After making your selections, click OK.

Adding an Accounting Period

1. From the Account Period Editor window, click . A new account period line is added.

2. Click in the Name field to enter the name (limited to 10 characters).

3. Click in the Period field to enter the account period (limited to 4 characters and cannot begin with 0).

Modifying an Accounting Period

1. From the Account Period Editor window, modify an account period name by clicking in the appropriate name field then entering the new name (limited to 10 characters).

2. Modify the account period by clicking in the appropriate period field then entering the new period (limited to 4 characters and cannot begin with 0).

Deleting an Accounting Period

1. From the Account Period Editor window, select the appropriate account period.

2. Click . The Confirm window appears.

   • Select Yes to delete the account period.

   • Select No to cancel the operation.

The Special Charges Editor allows you manage special charges during bill entry. Bills often have one-time or periodic charges that do not exist on the bill entry template associated with the account. These special charges can be added as a unique line item on the bill.

Special charges can be used to attribute cost to an account rather than a specific meter, or to allocate that cost to all the meters associated with the account, based upon their usage. This will affect cost/unit energy calculations in EnergyCAP, since usage in EnergyCAP is normally attributed to a meter. Special charges provide flexibility for applying one-time costs most appropriately for your organization's energy accounting policies.

1. Select Accounting | Accounts. The Account Manager appears.

2. From the Account menu, select Editors | Special Charges. The Special Charges Editor window will open.

3. You can:

   • Create special charges

   • Modify special charges

   • Delete special charges

4. When done, exit the Special Charges Editor window by clicking Close.

Special charges are a means of attributing cost for a bill line item that does not appear in the bill entry template for an account/meter. Once special charges have been created, these one-time costs can be assigned/allocated during the bill entry process, either to the account only or to all meters associated with the account based on the usage of each meter.

To create a special charge:

1. Select Accounting > Accounts. The Account Manager will be displayed.

2. From the Account menu, select Editors > Special Charges. The Special Charges Editor window will open.
   NOTE: Special charges are displayed by caption and unit. You can sort the lists by clicking a column heading. Sort the lists in reverse order by clicking the column heading once more.

3. Click . The Create Special Charge window will open.

4. In the Caption field, enter the name of the special charge as it is intended to be displayed from the bill entry window.

5. In the Help tag field, enter the "fly-over" (Tool Tip) hint for the bill entry screen. This description can assist bill entry staff in correctly identifying and applying the special charge.

6. In the G/L code field, choose the G/L code from the drop-down list.
   NOTE: If the appropriate G/L code does not exist, click . The Create G/L Code window appears. Follow the instructions for Creating G/L Codes.

7. Select the Commodity from the drop-down list.

8. Select the Type from the drop-down list. If drop-down options do not appear, re-select the commodity and try again.

9. Select the Unit from the drop-down list. If drop-down options do not appear, re-select the commodity and try again.

10. After making your selections, click OK to save your changes and close the Create Special Charge window.

11. Exit the Special Charges Editor window by clicking Close.

1. Select Accounting > Accounts. The Account Manager appears.

2. From the Account menu, select Editors > Special Charges. The Special Charges Editor window will open.

   • Special charges are displayed by caption and unit. You can sort the lists by clicking a column heading. Sort the lists in reverse order by clicking the column heading once more.

3. Select the appropriate special charge.

4. Click the edit icon . The Special Charge Properties window will open.

5. Modify any or all of the available fields by clicking in the field with the mouse and typing desired text.

6. In the Caption field, enter the name of the special charge as it is intended to be viewed in the bill record and related reports.

7. In the Help tag field, enter the "fly-over" (Tool Tip) hint for the bill entry screen. This information can help data entry staff select the correct special charge for the specific situation.

8. In the G/L code field, choose the G/L code from the drop-down list.

   • If the appropriate G/L code does not exist, click . The Create G/L Code will open. Follow the instructions for Creating G/L Codes.

9. Select the Commodity from the drop-down list.

10. Select the Type from the drop-down list.

11. Select the Unit from the drop-down list.

12. After making your selections, click OK. The Special Charge Properties window closes.

13. Exit the Special Charges Editor by clicking Close.

1. Select Accounting > Accounts. The Account Manager will be displayed.

2. From the Account menu, select Editors > Special Charges. The Special Charges Editor window will open.

3. Select the charge to delete.

4. Click . The Confirm window appears.

   • Click Yes to delete the charge and return to the Special Charges Editor window.

   • Click No to cancel and return to the Special Charges Editor window.

5. Repeat steps 3 and 4 to delete other special charges.

6. Exit the Special Charges Editor by clicking Close.