Setting Recurring Days

The Template Manager contains a toolbar with a number of shortcut icons linked to template-related functions.

To access the Template Manager, click Accounting > Templates. The Toolbar will be visible beneath the menu bar.

NOTE: The Template Manager title bar provides a New Template/Version button:

If the Commodity is highlighted when the button is clicked, the New Template window will open.

If a specific template is highlighted when the button is clicked, the New Template Version window will open.

The Template Manager enables the EnergyCAP user to create and update Bill Templates associated with commodities.Bill Templates are designed to correlate well with vendor data as presented on utility bills. The template example below provides for capture of on- and off-peak usage and demand values, as well as total cost of the bill for an electric meter. Captured data is stored in the EnergyCAP database and is available for reporting and export.

Bill templates are associated with specific account/meter records in EnergyCAP to ensure that desired billing data is captured during the bill entry process.

Accessing the Template Manager

On the navigation bar, select the Accounting module.

Click the Templates icon  . The Template Manager will open.

Bill Templates 

Bill Templates are commodity-specific forms that define a layout and sequence for entering utility bill information into EnergyCAP. Once they are created, templates can be assigned to accounts/meters, allowing associated billing and/or consumption information to be entered into the EnergyCAP database. Bill Templates allow the EnergyCAP user to customize the appearance of the EnergyCAP bill entry interface to closely match the billing information provided by the vendor for each account/meter.

Templates ensure that bill entry personnel are capturing all desired billing data including use and cost. Complex bills generated by some vendors require a fully-customizable bill template designer, which EnergyCAP provides.

Creating new versions of templates with effective dates allows the user to add or remove line items as data collection needs change or as vendor bills change. When entering bills, the bill end date determines which template version is applied. Example: When entering a historical bill ending 01-31-2008, EnergyCAP Enterprise applies the template version effective for that bill date even though newer versions may exist.

Templates may only be assigned to either bill-enabled accounts or meters associated with bill-enabled accounts. Ordinarily, however, the template is ONLY assigned to a meter, since consumption data is always intended for association with a meter/place and not an account. 

Multiple meters with different bill templates can be associated with a single account (as with a Summary Bill); the relevant template will be provided for each meter during bill entry, and individual meter tallies will be totalled.

Bill Template Types

Existing Bill Templates are organized in EnergyCAP by Commodity and then Unit of Measure. Template naming conventions incorporate common unit abbreviations (KW, CCF, GAL, MMBTU, etc.) for the units of measure associated with the template. Special templates are available for deregulated (LDC/Supplier) scenarios in which two separate accounts may be associated with a single meter.

Template Manager description

The Template Manager workspace is divided into two panes:

Hierarchy Pane:
 A hierarchy of commodities and templates. The display and functionality is similar to the Windows Explorer display of folders and files. Folders with a "+" ( ) have hidden contents.

Template Version Properties pane: 
Displays the template version by code, display, commodity, effective date range, and any line items.

If the existing library of EnergyCAP bill templates is inadequate (make sure to verify this!), and modifying an existing template is impractical, it may be necessary to create a new bill entry template. There are three important stages in bill template creation:

• Creating the template (adding specific data entry fields with related units of measure)
• Assigning the template (associating the bill template with the accounts that will be referenced on the bills)
• Testing the template (verifying the validity of the template with an appropriate QA/QC process)

New Template, Template Version, or Modification?

Before creating a template, decide whether it is necessary to create a new TEMPLATE, a new TEMPLATE VERSION, or whether the existing template should be modified.

When do I create or add a NEW template?

NEW templates are created when:

For NEW accounts:

No existing template closely matches the bill line items to be tracked in EnergyCAP.

For Existing Accounts:

1. The currently-assigned template is already in use by multiple accounts, and the bill line item requirements are NOT changing for those other accounts
2. Bill line items have changed to the extent that using the original template is undesirable, but the user wants to maintain the old template for entering historical bills.

! Changing a bill template for an account does NOT affect bill information previously entered for the account. !

When do I create a new template VERSION?

A template version is intended to be a chronological update to an EXISTING template, with an effective date that will render the previous version obsolete. If ALL of the accounts associated with that template require identical template changes, it is appropriate to create a new template version.

A new template version is not needed for new accounts, only existing accounts when:

1. The user anticipates doing historical bill entry and wants to have 'access' to an earlier template version for bill entry that corresponds to the bill line items available at that time, AND/OR
2. Multiple accounts associated with the original template require identical template changes.

! Changing a template version affects ALL ACCOUNTS associated with the template. !

When do I MODIFY an existing template or template version?

Modifications to an existing template or template version are appropriate when:

1. An initial mistake was made in template creation and no bills have yet been entered using the faulty template.
2. The user is not interested in maintaining historical template information, especially for historical bill entry.
3. The user is starting 'from scratch' with a single account, and it is easier to modify an existing template that is not being used by any other accounts.

When do I REMOVE/REPLACE an existing template or template version?

It is appropriate to remove/replace an existing template when:

1. The user desires to remove the association of bill and template.
2. The new template is appropriate for new and historical bills alike.
3. The template was incorrectly assigned.

Preparation

Before creating the bill template, examine the bill and determine what data fields should be captured for EnergyCAP and in what order the fields should appear in the template.

When the list is complete, compare it with the list of available commodities, types, and units in the Unit System Editor (Tools | Unit System), as follows:

• Commodities tab—verify that the desired commodity exists in the table, and that the Display name, Common Usage Roll-Up and Global Usage Roll-Up, are acceptable. If not, consider changes to the table, in consultation with EnergyCAP, Inc..
• Types tab—select an observation type for each item on your template list, carefully noting the color-coded guidelines provided.
• Units tab—Ensure that the desired UNIT for each commodity or cost item is available, and verify that any conversions associated with the unit are correct. If not, consider changes to the table, in consultation with EnergyCAP, Inc..
• Equivalencies tab—Usually no changes required unless you have decided to create a new Commodity or Unit of Measure. If changes required, contact EnergyCAP, Inc. for assistance.

Verify that the bill information is represented by existing entries in the EnergyCAP Unit System. For more assistance in this process, see Managing Unit System Data.

Creating the Template or Template Version

1. Select Accounting | Templates. The Template Manager appears.

2. Click to navigate to the commodity under which to create the template.

3. If creating a new TEMPLATE, highlight the desired commodity and then click Template | New | Template. The Create Template window will open.
   If creating a Template VERSION rather than a Template, highlight the existing template and then click Template | New | Version. 
   Depending on the highlighted item (commodity or template), the Create Template or Create Template Version window will open.

4. Select the General tab then complete the following fields:

   • Code (template ID)

   • Display (template Display name)

   • Effective Date (template effective date--use the drop-down arrow to select the date from a calendar.)

     NOTE: When entering an effective date for the bill template, make certain to choose a date earlier than all anticipated historical bills to be entered using the template! If bill entry is attempted for a meter for which no valid dated template version has been applied, EnergyCAP will generate an error ("No meter is assigned ..."), and bill entry will not be possible.

5. Select the Lines tab.

6. Add a line item by clicking . The Create Line window will open. Follow the instructions for Creating a Template Line.
   ! WARNING: If the observation type you have selected allows you to choose a Unit AND a Cost from the drop-down boxes, DO NOT choose JUST a Cost. You need to choose either JUST a Unit or BOTH a Unit and a Cost. If you just want to track a cost, it is recommended that you choose an observation type of ‘Charge’ or a similar cost-only observation type. !

7. Repeat step 6 to add subsequent lines. If necessary, modify a line item by selecting the appropriate line then clicking . The Line Properties window appears. Follow the instructions for Modifying a Template Line.

8. Remove a line by selecting the appropriate line then clicking . The Confirm window appears.

   • Click Yes to remove the line.

   • Click No to cancel the operation.

     After making your selections, click OK.

Modifying an Existing Template/Template Version

To modify an existing template, highlight the template NAME or the most current template VERSION from the Template Manager. Then right-click and select Properties from the popup menu. Make the required changes and click OK to save the modifications.

NOTE: Modifications made to a template will be reflected in the current version of that template. When multiple versions are available, modifications made to a non-current template VERSION are effective only for that version. Modifcations made to a CURRENT template version will also be reflected in the template itself. Line Item changes made to the template itself will only affect the most current version and NOT previous iterations of the same template. Changes to the Template Code and Display will be reflected in all template versions, regardless of where the change is made (at the template or version level).

Assigning the Bill Template to a Meter

1. Select Acounting | Accounts and select the account for the desired meter.
2. Click the Assign Bill entry Templates link to open the Assign Templates … window.
3. In the Template History pane, click on the METER (NOT the account!) to enable the ‘Add’ and ‘Edit’ functionality.  
   ! CAUTION: Although it is possible to assign a bill template to an account, this is not usually recommended. Because most bill templates include usage/consumption, these values should always be associated with a place/meter rather than an account. !
4. Click the 'plus' icon ( ). The Choose Start Date window will open.
5. Input the Start Date for the template into the Start date Field or use the drop-down arrow to select the date from a calendar.
6. Click OK. The Bill Templates for Commodity Type: … window will open.
7. Click (highlight) the template you created and click Select Template.

Testing the Bill Template

The following is a suggested short QA procedure for verifying the integrity of the newly-designed template.

1. Assign the template to an account meter. If you wish you can use a ‘dummy’ meter in a ‘dummy’ organization/place.
2. Add one ‘test’ bill to the meter. Make sure to save the bill.
3. Navigate to the Facility Manager and select the ‘dummy’ meter.
4. Check all PowerView charts in the General tab to ensure that cost/use information graphed and displayed accurately.
5. View Monthly and Bills tabs to verify that raw bill information is accurate.
6. Add an additional bill to the meter. Make sure to save the bill.
7. Recheck PowerView charts to make sure that bills are tallying correctly.
8. Run Report AN01, filtering for the Place associated with the meter, to check cost tally.
9. Run Report BL-02CC, filtering for the Place associated with the meter, to check and verify the cost and cost/per unit calculations.
10. Run other reports unique to your organization reporting requirements and the specific commodity/template selected. Ensure reporting accuracy and appropriateness of observation types.
11. When satisfied, delete the ‘dummy’ data.

Common Mistakes in Bill Template Creation

• Mistake #1: Using a CONSUMPTION observation TYPE but NOT selecting a consumption/usage for the bill template line
• Mistake #2: Using two or more consumption types with different units of measure
• Mistake #3: Duplicating cost in multiple places/lines.

1. Open the Template Properties window for the template to be modified. Then click the Lines tab.

2. Click the Plus button. The Create Line window will open.

3. In the Caption field, type the name to appear throughout the system and on the bill.

4. In the Help tag field, type the "fly-over hint" for the bill entry screen. This is intended to assist bill entry staff in understanding what information is to be entered, in what format, etc..

5. Select the Required check box if the line item cannot be left blank during bill entry.

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

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

   • View more information about the selected type by clicking . The Type Properties window will open. Exit by clicking Close.

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

9. Select the Cost from the drop-down list. 
   ! WARNING: If the observation type you have selected allows you to choose a Unit AND a Cost from the drop-down boxes, DO NOT choose JUST a Cost. You need to choose either JUST a Unit or BOTH a Unit and a Cost. If you just want to track a cost, it is recommended that you choose an observation type of ‘Charge’ or a similar cost-only observation type. !

10. (optional) Click the Carry Forward... drop-down box to select a value to carry forward from the previous bill.
    NOTE: Items in the Carry Forward... list are derived from currently-defined template lines). The Carry Forward... option can be a timesaver in bill entry for certain charges or fees that do not change from month to month, as well as for templates that include meter reading data ("current reading" value from the previous bill can be carried over as "previous reading" in the new bill).

11. If necessary, limit the appearance of the line item to a particular SEASON by create a recurring begin date for the template line by clicking next to the Start field. The Recurring Days window will open.

    Follow the instructions for Setting Recurring Days.

12. If necessary, create a recurring end date for the template line by clicking next to the End field. The Recurring Days window will open. The line item will only appear on the template during the defined season.

    Follow the instructions for Setting Recurring Days.

13. After making your selections, click OK. The Create Line window will close.

NOTE: A prerequisite for modifying Bill Template lines is an understanding of the EnergyCAP Unit System. For more information, see Managing Unit System Data.

1. Click Accounting/Templates to access the Template Manager.

2. Click Template/Properties to access the Template Properties window.

3. Click the Lines tab from the Template Manager. Existing template lines will be displayed in the Template Properties window.

4. Click the desired line to modify and then click the Edit icon. The Line properties window will open.

5. If desired, modify the caption by clearing the Caption field then entering the new caption.

6. If desired, modify the help tag by clearing the Help tag field then entering the new "fly-over hint" for the bill entry screen.

7. Select or clear the Required check box. If the check box is cleared, the line information will appear on the template but no input will be required during bill entry.

8. If desired, modify the commodity by selecting a new Commodity from the drop-down list.

9. If desired, modify the type by selecting a new Type from the drop-down list.

   • Click the edit/properties icon (  ) to view existing information about the selected type. When done, click Close.

10. If desired, modify the unit (if applicable for that type) by selecting a new unit from the drop-down list.

11. If desired, modify the cost by select a new cost from the drop-down list.

12. If desired, modify the Seasonal begin date for the template line by clicking next to the Start field. The Recurring Days window will open. Follow the instructions for Setting Recurring Days.

13. If desired, modify the Seasonal end date for the template line by clicking next to the End field. The Recurring Days window will open. Follow the instructions for Setting Recurring Days.

14. After completing all desired modifications, click OK to save changes and exit the Line Properties window. Or click Cancel to close the window without saving the changes.

When modifying a bill template line from the Line Properties window, season definitions are limited to the Yearly option. Holiday group definitions and template lines may use either the Literal or Yearly option.

1. On the Date tab, select the type of recurring day.

   • Literal Use this option to name an explicit day/month/year.

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

     2. Click to add.

   • Yearly Use this option if a begin date occurs on a yearly basis. Either:

     • Select the day of year if the day is based on a fixed day of the year. Example: June 1. An offset option may be selected, see step 2.

     • Select the day of year if the day is based on another formula. Example: The first Monday of June.

2. On the Offset Options tab, select the appropriate offset from the drop-down list.

   • If you select Advance to WEEKDAY before date entered, select the appropriate weekday from the drop-down list.

3. After making desired changes, click OK. to save and exit the Recurring Days window. Or click Cancel to exit without saving.

NOTE: When deleting a template (rather than a template VERSION), the template and all versions of the template are deleted. When deleting a template VERSION, the template and all other versions will remain.

1. Select Accounting | Templates. The Template Manager appears.

2. Click to navigate to the commodity under which the template exists.

3. Click to select the template or template version to delete.

4. From the Template menu, select Delete. The Confirm window will open.

   • Select Yes to delete the template.

   • Click No to cancel the operation.

Se also: Creating or Modifying a Bill Template or Template Version

Export/Import functionality enables creation of bill template 'libraries' and makes it possible to transfer them from location to location and organization to organization. This portability should enhance productivity and work flow for organizations/entities managing multiple organizations/databases.

To export a bill template:

1. Select Accounting > Templates. The Template Manager appears.
2. Click the folder icon(s) to navigate to the commodity under which the desired template exists.
3. Click to highlight the desired template for export.
4. From the File menu, select Export. The Confirm window will open.
5. Click Yes (or click No to cancel the export). The Save As window will open.
6. Select the desired path and file name. The file will be saved in .xml format.

To import a bill template:

1. Select Accounting > Templates. The Template Manager appears.
2. From the File menu, select Import. The Open window will open.
3. Click on the file to be imported. Then click the Open button. The template will be automatically saved in a commodity directory corresponding to the one in which it was originally created. 
   
   NOTES: ! During import, the TEMPLATE CODE is the determinant of the destination for the template line item information. This means it is very important to avoid duplication of template codes, to avoid unintended alteration of existing templates. !
   EXAMPLE: A template import file with a code of "CCF" intended for natural gas could be unintentionally imported into a water template with the same "CCF" code. The import process would create new line items in the water template, instead of creating a new CCF gas template.
   
   Also, be cautious importing template line items for an existing template, since imported line items will be appended to existing items (and not copied over).

See also: Cloning a Useful Template 

EnergyCAP Bill Templates are applied to specific accounts/meters during the Account/Meter creation process. This topic will explain the template selection portion of Account/Meter creation, and provide examples of common template use.

Assigning a Bill Template during Account/Meter creation

1. From the Account Manager, click Create New Account/Meter. Or click the New Account/Meter button. The Account Wizard -  Welcome window will open.
2. Follow the screen prompts to move through the account/meter creation process. After the meter for the account is selected/created, the Account Wizard - Templates window will open. This is the interface where the template is selected and applied to the account/meter. 
   
   
3. From the Account Wizard - Template window, click the Next button. Or click the yellow Template cell associated with the meter to enable and click the Browse button. This will open the Bill Templates ... window. 
   
   
4. Click on a Template folder to see a preview of billing data associated with the template.
5. When the desired template is highlighted, click the Select Template button. The selected template will be assigned to the meter. This concludes the template selection process.
6. Complete the remaining prompts to finish the Account/Meter creation.

Changing Templates for an Account/Meter

 

1. To change the Template for an existing Account/Meter, navigate to the Account Manager (Accounting/Accounts) and click to select the desired account. The PowerViews for the selected account will be displayed.
2. From the General tab of the PowerView, click the Assign Bill Entry Templates link. 
   
   

    

   
   
   

    

   The Assign Templates and G/L Records window will open.
3. Follow the window prompts to select the desired METER.  
   
   

    

   

    

4. Click the 'plus' ( ) icon to add the new Template to the selected account METER. The Choose Start Date window will open.  
   
   

    

   

    

5. Enter the effective start date for the new template. Then click OK. The Bill templates ... window will open.
6. Click to highlight/select the desired template from the list of available template folders. The Bill Templates ... window will close and the template will be added to the list of templates for the selected account/meter. 
   
   NOTE: It is not recommended to remove templates from an account/meter with existing bills. This is because it may be necessary to make corrections to historical bills where the 'old' template may still apply. However, if a template needs to be removed, select the template and click the minus button to remove it. 
   
   
   
   The Confirm window will open. Click Yes to delete the template association. Or click No to cancel without deleting the template version.
7. Click OK to save the changes and close the Assign Templates ... window. Or click Cancel to close the Assign Templates ... window without saving your changes.

Notes on Template Naming Conventions

EnergyCAP bill entry templates have been created over the years to meet the needs of our growing client base. The current bill entry template nomenclature is described below:

Format: [#1]_[#2]_[#3]_[#4]_[#5]_[#6]

Example: FD_KWH_A_Y_T1_01

Where:

• #1 - Current template series ID.
• #2 - Native unit of energy measurement
• #3 - [A]dvanced or [S]tandard template (Advanced is more complex)
• #4 - Demand tracked? (Y or N)
• #5 - Time of Use Rate? (Elec only) T1 means 1 time period, T2 means 2, etc
• #6 - Order of series creation for that commodity (01,02,)

The primary benefit of the bill template cloning or 'Copy' option is that an existing template that is 'close' to being the ideal template can be copied and then edited without disturbing the original template (which may still be in use).

Cloning Procedure:

1. Select an existing template to be duplicated.
2. Right-click to bring up context menu. 
   
   
3. Select Copy. The Copy Template window will open. 
   
   
   
   NOTE: If the Template Node is selected, only the most recent template version is copied. If a specific template version is selected, only that version will be copied.
4. Input the new Code, Display Name and Efective Date for the new template.
5. Click OK to close the Copy Template window. The new template will be created and displayed in the Template Manager Tree View.

See Also: Exporting and Importing Bill Templates