Accounts may need to be modified for a variety of reasons including:
- Revisions to the Account Code or Display name
- Adjustments to Services (Start/End Dates, Active toggle)
- Changes to Meter associations
- Updates to a vendor address
- Audit Override (Alter Audit Severity for the selected account)
- Additions/deletions of Account Memos or Alerts
- New Contracts or Contract revisions
- Accrual toggle
Account Code Change Scenarios:
QUESTION: What I do if my vendor changes billing systems and so all of my account code numbers have changed?
ANSWER: If you want to keep track of the old account number, add an effective date for a new account number. Otherwise, just change the account code.
QUESTION: What I do if I switch service from one vendor to another at a facility?
ANSWER: It is recommended that you effective end date the account as of the end date of the last bill’s end date. Then create a NEW account and associate it with the existing meter at the facility.
QUESTION: When should I change an account’s vendor?
ANSWER: Only if you have made a mistake setting up the account.
To end service, add the Effective End Date and deactivate the account as of a certain date if you no longer have to pay the account in question with that vendor. This does not necessarily mean you need to terminate the meter relationship. If another vendor is providing service at the facility, then create a new account and add the existing meter to the new account.
Modifying Account Properties:
Select Accounting>Accounts. The Account Manager appears.
Clickto navigate to the cost center under which the account exists.
Select the account to modify.
From the File menu, select Properties. The Account Properties window appears.
Select the General tab to set the account code, display, vendor, and role.
Select the Services tab to enter the account deposit information.
Select the Memo tab to enter a memo for the account.
Select the Meters tab to assign or unassign meters to the account.
Select the Billing tab when creating a top-level account to enable bill tracking and set the billing cycle.
Select the Audits tab if bill tracking is enabled to set account level audit defaults.
Select the Alerts tab if bill tracking is enabled to set account alerts.
- After making your selections, click OK.
If an historical record of the original account code is desired, set a new code and effective date by clicking the calendaricon. The Account Code History window appears. Follow this procedure to preserve the original account code information:
In the Code field, enter the new code.
Enter the effective date or use the drop-down arrow to select the date from a calendar.
- Delete an account code history by selecting the account code then clicking
. The Confirm window appears.
Select Yes to delete the account code.
Select No to cancel.
- Click OK. The Account Code History window closes.
- If an historical record of the original account code not necessary, just input the replacement code in the Code: text box.
- Modify the display by clearing the Display field and then enter the new display content.
- If applicable, select a new vendor from the drop-down list.
NOTE: Changing the vendor for an established account is not recommended. When the vendor changes, it is recommended to assign an end Service date to the account (Services tab). Then create a new account for the existing meter and make the previous account inactive by unchecking the Activecheckbox (Services tab).
- If applicable, change the vendor's role by selecting or clearing the check box next to any roles.
- Click OK
In the Deposit Information section:
Enter the deposit amount. This is the amount required by the vendor for maintenance of the account for the specified period. Once it has been entered in EnergyCAP, Setup Report SU02 displays this information.
Enter the date the original deposit was paid by clicking in the Paid field then use the drop-down arrow to select the date from a calendar.
Enter the date the deposit is to be or was returned by clicking in the Return field then use the drop-down arrow to select the date from a calendar.
Enter any comments about the deposit in the Note field. You are limited to 255 characters.
In the Service section:
Enter the beginning service date (the date that service started or is scheduled to begin) by clicking in the Begin field then using the drop-down arrow to select the date from a calendar.
Enter the ending service date (the date that service ended or is scheduled to terminate) by clicking in theEnd field then using the drop-down arrow to select the date from a calendar.
If the account is inactive, clear the Active check box.
Enter the service address by clicking Address. The Address window appears. Follow the instructions for Entering Addresses.
Enter any comments or other information about the account by typing in the space provided.
Print the memo text by clicking. The text is printed using your default printer.
(Deleting meters, changing meters or adding meters to an account)
Adding meters to an account:
Assign meters by clickingfrom the Meters tab in Account Properties. The Assign Meters window appears.
NOTE: If assigning meters to an account from the Account Properties window rather than through the normal Account/Meter Setup Wizard process (recommended), the meter must be created first. It cannot be created 'on the fly' during meter assignment.
Click the desired filter using the drop-down list. Options include:
Show all unassigned meters only (the Code/Display list will appear in the text box)
Show all meters (the Code/Display list will appear in the text box)
Search for meter code (Input the Search string in the field provided. Corresponding meter Codes/Displays will appear in the text box)
Click the desired meter. Then click OK. The meter will be added/assigned to the account.
QUESTION: What do I do if I need to remove an account/meter relationship but keep the historical account data?
ANSWER: EnergyCAP gives you the ability to DELETE or UNASSIGN a meter from the associated account. The Delete option deletes the account/meter relationship. Use the Delete option if you originally assigned the meter in error and have no need to associate the historic billing data with a particular meter. The Unassign option prevents bill entry for the account/meter after the Unassign date--the unassigned meter will not appear in the bill entry window; however, the account/meter relationship is retained, and historical bills may be added/edited. Use the Unassign option if you may be entering or adjusting historical billing information for the account/meter.
NOTE: A deleted meter will no longer appear in the General PowerView tab for the account. An unassigned meter will be retained in the General PowerView tab for the account, and will appear in red type to distinguish it from assigned meters.
Deleting a meter association from an account:
Meters can be deleted from an account, removing the account/meter relationship; however, historical billing data for the account-meter will not be affected. Deleting a meter makes it impossible to enter additional bills (current or historical) for the account/meter.
To delete a meter relationship with the account, open the Account Properties window by right-clicking the account from the Account Manager and selecting Properties from the popup menu.
Click the Meters tab.
Select/highlight the meter to be deleted.
Click the minus button () . The Confirm window appears.
Select the Delete this meter relationship radio button option to remove the meter from its association with the Account. Note that historical billing information for the account will not be affected.
Unassigning a meter from an account:
Meters can be unassigned from an account, removing the meter from the bill entry window, and preventing entry of new bills for that account/meter after the unassign date. Historical billing data for the account-meter will not be affected, and historical bills can be added/edited (Bill>New>Historical), provided that the bill start/end dates fall within the time period that the meter was assigned to that account.
To unassign a meter from an account, open the Account Properties window by right-clicking the account from the Account Manager and selecting Properties from the popup menu.
Click the Meters tab.
Select/highlight the meter to be deleted.
Click the radio button option to Unassign this meter relation as of a particular effective date.
Click the minus button () . The Confirm window appears.
Enter the effective date in the field provided, or use the drop-down arrow to select the date from a calendar.
Click OK. The Confirm window closes.
NOTES: Unassigned meters will no longer appear in the Meters tab for the account unless the Show All checkbox is checked. The Effective and End Dates for the unassigned meter will be displayed in the meter list (Meters tab).
For unassigned meters, the account-meter relationship is maintained visibly in red print in the Account Properties PowerView to indicate the prior association:
Meter assignment dates may not be changed for accounts with bills in the database that are associated with that meter. Unassigning the meter removes the meter listing from the bill entry window; it will not be visible when entering new bills with start/end dates after the date the meter was unassigned.
If there are unbundled accounts associated with the account, the Unbundled accounts field lists them by their code, display, and use dates.
Modify the current billing relationship by selecting either Receives bills or Creates bills.
If the account create bills, select the customer for whom this account creates bills from the drop-down list.
If the customer does not exist, click Creating a Customer.. The Create Customer window appears. Follow the instructions for <
Modify the current billing cycle by choosing the new billing cycle from the drop-down list.
In the Audit list field, select the appropriate audit. The Description field displays the audit description. The Form properties field displays the default settings.
Modify the default setting by selecting the appropriate form properties then clicking. The Create Override Value window appears. Follow the instructions for Overriding Default Audit Values.
- Set an alert by clicking .
- Click on the Severity Field to expose the drop-down menu and select the severity that is appropriate for this alert (see below).
- Enter a Begin Date (the date after which you want the alert to appear).
- Enter an End Date (the date after which you do not want the alert to appear), or leave it blank.
- Enter the Message that you want to display during the bill entry process.
Creating Account Alerts for Multiple Accounts
It is possible to create Account Alerts (Bill Entry Messages) for a large number of accounts by appending records to the FormMessage Table in EnergyCAP Enterprise. This procedure requires experience in scripting, database design, and SQL (see below):
Create a table in either MS or MSSQL containing the accountID, formID, message, beginDate, endDate, severity, and alertType fields, for the accounts that you desire to create an Account Alert for.
NOTE: When using MS Access, link the Account Table, to the Form Table, to the FormMessage Table.
Table should be:
The accountID field contains the AccountID for the account that will have the Account Alert assigned.
The formID field contains the formID value that is associated with the AccountID in the Form Table.
The message field will need to contain the message you want to display during the bill entry process.
The beginDate field contains the date after which you want the message to appear.
The endDate field contains either 1/1/3000, or the data after which you want the message to stop appearing.
The severity field contains an indicator of how important this message is.
0 = Pass. Message is informational only.
1 = Low. Message is informational only.
2 = Moderate. Message may require some sort of action by the data entry staff.
3 = Severe. Message is a warning and may require some sort of action by the data entry staff.
4 = Fail. Message indicates a problem with the Account and does not allow a bill to be saved. Can be used to prevent bill entry for Accounts that have been closed or are no longer the responsibility of the organization.
Note: The alertType field has a default setting of ‘0’.
Use an append query to add these records to the FormMessage Table.