Managing Special Charges

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.