Workflow and Automation

Ryan OhlsonChief Operating OfficerEnergyCAP, Inc.

©2016 EnergyCAP, Inc.

Workflow States

A Simple Workflow

Bill Entry Auditing Approval Export

A More Complex Workflow

Data Entry

Audit & Approve

Charge-back Bills

Audit & Approve

Export & Reformat

AccrualsPayment Info from

AP

Bills Submeter

Bills Readings

Submeter Percentage Calculated

ChargebackBills

AP GL Both?

WhichMethod?

Reversals

PaymentStatus

CheckNumber

Workflow Settings DemoUse batches

Execute Quick Audits

Enable Bill Approval

Which Bill Headers should I use? Which should be required?

Enable Bill ExportUpon Approval

Upon Batch Close and Approval

Importing Bills DemoDemonstrate how to import bills and verify totals

Explain what a MAINT batch is and when should you use it

Demonstrate the options for managing bill import kickoutsSingle record

Export the kickout records to a file that can be editedand imported

Bill Image URL available to assist you

Workflow After Import DemoWorkflow folders in Bill Processing

Close your batch

Audit the bills

Review the bill messages before approving the bills

Hold any outliers for further review

VOID any duplicate bills as well as any past bills you’re getting a correction for

Bills are ready for export!

Chargeback Bill ConsiderationsConsider the following for Chargeback bills …

Order of Operation

Bills from Submeter Readings

Chargeback Bill ConsiderationsOops!-VOID/Delete button

Export to AP DemoChoose whether or not to mark as exported

Place the exported file in the folder where your Accounting Interface is located (typically there is a folder named ‘Input’)

Workflow Administration to generate the INI file for recent interfaces

When You Encounter Errors DemoThe reformatter or accounting interface may reject bills for one reason or another

Create a Bill List for ‘Bills exported today’ to facilitate the un-export action

Un-export bills (all or selectively) that need to be corrected and re-sent through the reformatter or accounting interface

Fix the bill issues

Export from ECO again

Automation AdvantageThere are several aspects of workflow that can be automated

As part of export, you can rollback bills that fail at the reformatter

We can rollback the entire set of bills or just the ones that failed

This is the same functionality offered in the ECO application, but automated!

What Can Be AutomatedBill Import–via Bill CAPture or the Bill Import API

Bill Audits–via Bill CAPture or the Bill Import API

Chargeback Processor–via API

Bill Export–via API

Accounting Interface Reformatter–via Windows OS script

Payment Info from Accounting System–via Windows OS script

Questions