Importing Rate Data

The Import option in EnergyCAP Enterprise enables the user to import rates and other types of data from an XML file exported from any other compatible EnergyCAP database (rate portability). To import rate information:

1. Select Accounting > Rates. The Rate Manager will be displayed.
2. From the File menu, select Import. The Open window will be displayed.
3. In the Look in field, select the directory location of the import file. If necessary, use the drop-down arrow to display additional directories.
4. In the Files of type: field, select the appropriate import file type (XML).
5. Click on the desired import file to select it. Or type the file name into the File name: field.
6. Click Open. Energy CAP Enterprise automatically detects what data is available in the import file and imports the rate data.

IMPORT NOTES: If the source vendor does not exist at all in the target database, a new vendor record will be created (only Code and Display name, no other fields will be populated) and the imported new rate will be created under that.

If the source Vendor Code exists in the target database, but the Display name is different, the Rate will not be imported, and a vendor will not be created (i.e. EnergyCAP will not create a duplicate vendor code nor will it proceed with the import if the vendor code exists but the source vendor name does not agree with the target vendor name.)

If the source Vendor Code does not exist, but the Vendor Display name does, a new vendor with the imported code and name will be created and the new rate will be created under that. This means that one vendor (for example “Central Power”) will have two records. Each record will have a distinct vendor code but the Display names will be the same.

Some EnergyCAP users have multiple vendor codes for the same vendor, typically because the vendor has multiple ‘remit-to’ addresses and the A/P system has to treat each remit address as a separate vendor. So, it is not unheard of for one vendor to be represented by multiple codes and vendor records (it is recommended that vendor records of this type be differentiated with a Display name suffix, such as “Central Power – Main Office” and “Central Power – Lincoln Office”).