Work Flow Wizard Header Window
Bill headers are useful for capturing information not appearing on the bill entry template. The header fields also provide additional options for searching and reporting purposes. In some cases, VB scripts can be used in these fields to automate aspects of the bill entry process (see below).
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Select the Enable bill headers option to display additional fields during bill entry.
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Field Name- Specified data described by the Field Name (i.e. "DueDate") will be added from the Bill Entry window.
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Use Field- Select this option to indicate whether or not the field is displayed on the bill entry window.
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Require- Select this option to indicate whether or not the field must be completed during bill entry in order to save the bill.
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Generate Default- Enter the specific data to be populated automatically into the desired bill entry field.
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Select the Show vendor remit address option to display the vendor's billing address in the bill entry or bill view window.
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Select the Show 'Estimated' flag option to have a radio button appear on the bill entry window. Select this option in the bill entry window to indicate that the bill values are not actual values.
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After making selections, click Next. The Work Flow Wizard Message page appears.
Fields
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Field Name |
Default |
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Batch Number |
Setting a default value is allowed. For example, Type "=AutoInc" to have EnergyCAP Enterprise generate automatically-incrementing batch numbers. |
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StatementDate - The calendar day when an account record was generated. |
No default allowed for manual bill entry. Enter a default if the batch option is selected. If a default is not set, enter the date. |
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DueDate - The calendar day when payment is expected. |
No default allowed for manual bill entry. Enter a default if the batch option is selected. If a default is not set, Enter the date. |
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NextReading - The calendar day when the subsequent meter/counter examination is scheduled. |
No default allowed for manual bill entry. Enter a default if the batch option is selected. |
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ControlCode - File or document scan identifier distinguishing the storage location of a physical bill. |
Setting a default value is allowed. For example, Type "=BatchNumber" to automatically use the Batch Number as the Control Code. Alternately, leave this field blank to enter the control code manually. See also EnergyCAP Enterprise Script Reference |
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InvoiceNumber - The unique vendor defined identifier for a bill. |
Enter the invoice number. |
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AccountPeriod - The user defined chronological division used to group bill data for financial accounting and/or budgeting purposes. |
No default allowed for manual bill entry. Enter a default if the batch option is selected. If a default is not set, select the accounting period from a drop-down list. |
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AccountYear - The specific twelve-month period with regards to your organization's financial accounting system. |
No default allowed for manual bill entry. Enter a default if the batch option is selected. If a default is not set, select the year from a drop-down list. |
Automating Batch Numbers and Control Codes
The Work Flow Wizard provides a way to set default values for bill headers through the use of VB Script formulas. This topic focuses on two popular headers - Batch Number and Control Code. This information will be valuable to those who want to store bill image files in subdirectories within their bill image path as well as those who want to identify batches using a standard naming convention.
Fields available in the Header window of the Work Flow Wizard can be used to enter the Visual Basic (VB) formulas for batch number and control code.
The formulas accommodated by EnergyCAP are VB Script-based formulas which use functions defined in Microsoft’s VB Script reference guide (http://msdn.microsoft.com/library/en-us/script56/html/ddfa5183-d458-41bc-a489-070296ced968.asp) as well as EnergyCAP constants and functions (such as AutoInc and BatchNumber--se below for usage) . Here are the formulas in their entirety, with a brief example of their output.
For Batch Number:
=(cstr(month(date())&"-"&day(date())&"-"&year(date())&"_"&CSTR(AutoInc)))
This results in the format: mm-dd-yyyy_1234 (where 1234 is an internally incremented number guaranteeing a unique name for each batch that is created)
This next example provides an automatically-incrementing batch number.
=lastbatchnumber + 1
NOTE: This function only works for all-numeric batch numbers. Once an initial Batch has been created with a Batch Number, subsequent Batches will have their Batch Number calculated, based on the ‘Generate Default’ equation entered into the Work Flow Wizard.
For Control Code:
=("\2007\"&Cstr(BatchNumber))
This results in the format: \2007\BatchNumber (where BatchNumber is the actual number of the batch)
Here is another Control Code example:
=("\"&CSTR(year(date()))&"\"&CSTR(BatchNumber))
This formula auto-populates the year based on "today's" year which results in \2007\BatchNumber
These are only examples. Other EnergyCAP constants and functions and VB Script functions may be used.
NOTE: After the Work Flow Wizard setup is complete, it is necessary to restart EnergyCAP for the settings to take effect. Also, any open batches must be closed. The new settings will apply to batches created AFTER the work flow settings have been updated in the Work Flow Wizard.
The following images demonstrate how EnergyCAP interprets the formulas in the Batch Creation and bill entry.
The Batch Number formula in the following screenshot has been interpreted to be ‘4-25-2007_1234’. The Control Code will be interpreted at time of bill entry.
The Control Code formula is calculated here at time of bill entry. The Batch Number is also displayed below to demonstrate how the Control Code is being populated automatically at time of bill entry based on the formula in the Work Flow Wizard:
