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Utility Invoice Key Entry
  rev. 2011-04-27        

The most basic method of data entry will be through the Utility Invoices form, which is accessed by clicking the Utility Invoices button under the Accounts & Invoices tab with an account selected in the facility tree.

To edit an existing invoice, either click anywhere on a line in the table to the left or select a point on the cost trend graph below.  The invoice details will fill in on the right side of the page.  Any of the fields can be changed.

 

                                                                 On the Utility Invoice Details pane, essential fields are highlighted in yellow.  The remaining white fields are optional but can also be edited.

The Utility Invoice Details pane conforms to the requirements of the invoice being entered.  It shows only the data entry fields required for the particular account, which are specified by the Tariff associated with the account.  That means that the form for a complex tariff will be quite long, with many fields.  The form for a simple tariff will be short, with few data values for each invoice entry.  The fields requiring entry (dates and Meter Readings) are highlighted in yellow.  If the account has prior invoices, the Start Date for a new invoice will be set automatically to the Reading Date of the last invoice.

User Defined Components

These are the components defined within the Tariff.  The column to the left contains values entered (or imported) by the user.  The column to the right contains values calculated by the tariff engine.  When you enter a value on the left side, you are overriding the tariff engine calculation.

 

                                    Hover over the component fields for descriptive information.  If you put the cursor over an item in the left column, you will see the text description of the tariff.  Hover over the calculator icon on the right to get the formula for the component.

Final Total

The final total is the current invoiced amount, shown in the very last row at the bottom of the Utility Invoice Details pane.  The left value is the value entered and the right value is produced by the tariff engine.  Comparison of the two shows how closely the invoiced amount matches your understanding of the tariff.  Large discrepancies are identified during invoice entry or import, and can be used to initiate follow-up with the utility provider.

Attaching Electronic Invoices

Some utilities send invoices by email as electronic pictures, and many facility owners scan their invoices for archiving.  ManagingEnergy can upload and store electronic copies of paper invoices alongside the invoice records.  In the tabular invoices pane, click on the upload icon in the Invoice Scan column.  A  document icon will appear beside the upload icon once the scan has been uploaded.  Repeat the process to add another document to the same invoice.

 

                                    You can attach up to three documents,  of any file format, against a single invoice.  You won't often need to store more than one document per invoice, but this feature becomes useful when the utility provider sends special notices.

Note that it is also possible to store special notices at the account level rather than with the invoice.

 

 


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