Work Flow Wizard Overview

The purpose of the Work Flow Wizard is to define a series of specific steps in the bill entry process. The Work Flow Wizard assists in the configuration of appropriate verification and audit procedures to ensure that the billing data being entered is accurate.

Through the Wizard it is possible to enable a bill approval process that channels bills into an "Unapproved" folder in the Work Flow Manager interface (Accounting > Work Flow Manager). Unapproved bills can then be reviewed and checked for accuracy. It is also possible to run additional audits at this point to ensure data integrity.

The Wizard also enables audits that may shunt problem bills into a "Problem" folder in the Work Flow Manager.

If EnergyCAP is interfacing with an organization A/P system, the Work Flow Wizard can also enable automated export of bills that have successfully passed through the work flow analyses.

It is possible to export bills to a flat file if that option has been enabled in the Wizard.

Using the Work Flow Wizard

It is recommended that all additional users log out of the application prior to using the Work Flow Wizard. Any selections made during the Work Flow Wizard process will not affect users currently logged into the application.

The Work Flow Wizard walks you through the process of:

• Determining how bills are entered

• Selecting bill approval procedures

• Specifying bill header information

• Adding bill messages

• Enabling the bill export process

You can access the Work Flow Wizard at any time to modify any previous bill process options selected.

Depending on the options you select, various pages appear.  For assistance in any of the pages, use the F1 key to access the help topic for that page.

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

2. From the Tools menu, select Work Flow Wizard. The Work Flow Wizard-Welcome window appears and displays an introduction to the process.
   
   

3. Read the introduction, then click Next. You now begin the process of selecting work flow options.

   • Use the Back button to return to a previous Work Flow Wizard page.

   • Use the Next button after making your selections to proceed to the next Work Flow Wizard page.

   • When done, click the Finish button.

Below is an overview of the configuration options provided for each window of the Work Flow Wizard. Click any of the links below to view additional information for each Work Flow Wizard window:

Work Flow Wizard Batch Window:

• Batch mode on -- Every bill is assigned to a data entry batch.  Aids in verification using control totals (number of transactions and dollar amount total) and in processing bills by batch (auditing, approving, exporting, reporting)
• Batch mode off – batch code field is not used (null)

Work Flow Wizard Approval Window

• Bill Approval mode on -- Every bill must be approved.  Bills can be automatically approved by passing an approval audit group, or can be manually approved by an operator.
• Bill Approval mode off – All bills are set to “approved” when created.
• Audit group – Allows selection of previously-defined audit group to be run upon saving the bill.
• Severity level of xxx or better approves bill – Defines audit severity parameter for automatic approval
• Confirm edit/delete of approved bills – Will provide a caution window before approved bills are edited or deleted.

Work Flow Wizard Header Window

• Optional Bill Header Fields – A number of bill tracking fields are optional. Each field may be displayed or hidden, and CONTENT for each may be required or not required during bill entry.

  -  Batch Number

  -  Statement Date

  -  Due date

  -  Statement date

  -  Next reading date

  -  Control Code (often used for image file name when images are attached to bill records)

  -  Invoice number

  -  Account Period (In addition to billing period, an optional “accounting” month/year can be tracked. This is often used as the budget or payment month.)

  -  Account Year (the Accounting Year)

  -  Show vendor remit address (will display vendor address information)

  -  Show 'Estimated' flag (provides option for indicating if the bill is estimated (can report on estimated bills)

Work Flow Wizard Message Window

• Optional messages which can be inserted. These message templates are designed to save time in the bill entry process.

Work Flow Wizard Export Window

• Export mode on -- Every bill is exported to an A/P interface file.  The file format is configurable.  Each bill is flagged with the export date when it is exported.  Export process can be automated.
• Export mode off—Bills can be copied to external systems (spreadsheets, data files) but bills are not flagged with export date.
• Confirm edit/delete of exported bills--Will provide a caution window before exported bills are edited or deleted.

G/L Export Mode –

• Export mode on -- Every bill is exported to a G/L interface file.  The file format is configurable.  Each bill is flagged with the export date when it is exported.  Export process can be automated.  The G/L export is identical to the A/P export; it allows bills to be exported in two different formats on two different schedules to two different accounting systems.  G/L exports are usually used for campus chargebacks and accruals, transactions that don’t hit Accounts Payable.
• Export mode off -- Bills can be copied to external systems (spreadsheets, data files) but bills are not flagged with export date.

Bill Entry Audits – Audits are run to spot problems on bills.  There are about fifty different audits, each with configurable settings for sensitivity and other variables.  Audits can be configured to be run:

-  Upon saving a bill

-  Upon completion of a batch

-  Automated based on bill create date

-  By Meter Group, Account or other bill attribute