Catalyst 2016: Workflow and Automation
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This document discusses workflow and automation in EnergyCAP. It provides examples of simple and complex workflows involving bill entry, auditing, approval, export, and other processes. It demonstrates settings, importing bills, auditing bills after import, considerations for chargeback bills, exporting to accounting, handling errors, and aspects of the workflow that can be automated.
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Catalyst 2016: Workflow and Automation
- 1. Workflow and Automation Ryan Ohlson Chief Operating Officer EnergyCAP, Inc. ©2016 EnergyCAP, Inc.
- 3. A Simple Workflow Bill Entry Auditing Approval Export
- 4. A More Complex Workflow Data Entry Audit & Approve Charge- back Bills Audit & Approve Export & Reformat Accruals Payment Info from AP Bills Submeter Bills Readings Submeter Percentage Calculated Chargeback Bills AP GL Both? Which Method? Reversals Payment Status Check Number
- 5. Workflow Settings Demo Use batches Execute Quick Audits Enable Bill Approval Which Bill Headers should I use? Which should be required? Enable Bill Export Upon Approval Upon Batch Close and Approval
- 6. Importing Bills Demo Demonstrate 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 kickouts Single record Export the kickout records to a file that can be edited and imported Bill Image URL available to assist you
- 7. Workflow After Import Demo Workflow 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!
- 8. Chargeback Bill Considerations Consider the following for Chargeback bills … Order of Operation Bills from Submeter Readings
- 10. Export to AP Demo Choose 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
- 11. When You Encounter Errors Demo The 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
- 12. Automation Advantage There 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!
- 13. What Can Be Automated Bill 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
- 14. Questions
Editor's Notes
- Welcome to the session on Workflow and Automation. Let’s start off with a quick poll … How many of you are using some form of automation as part of your implementation? Did any of you come into this session with a burning question on your mind?
- Discuss and show in app
- Import file: Session 2 - Bill Import Example.xlsx Import file for kickouts demo: Session 2 - Bill Import Example with kickouts.xlsx ** DO NOT DELETE THE BILLS YOU IMPORT **
- Note the one bill is really high on Cost per day – looks like the cost line is off … error in keying Spend a little time on the question of workflow related to corrected bills. Ask them if they have any challenges related to workflow and corrected bills. What is the situation? What do they do to handle it? Reinforce the ideal is to end up with a single non-void bill for each service period.
- Order of Operation – some distributions have all the steps combined and that’s that. But other workflows depend on distributions being run in a certain order because the results of one step are used in a following step. Bills from Submeter Readings – Make sure you have all your meter readings and if the unit cost is coming from a vendor bill, make sure you have the most recent bill for the period you’re calcualting.
- Use this button when you need it … but understand the impact to your workflow. You may not really be “rolled back” to the step you want to be on. This is why you really need to document your workflow – including what to do when an Oops occurs at each step.
- Can you think of a reason you would NOT want to mark a bill as exported? Consider if the export and reformat are done manually. Not as big of an issue now – in ECO you can unexport with ease For those of you who have AP reformatters, here is how you can test if ECO AP Export will work for you In Admin, download the ini file there and look for the billexp.ini in your reformatter’s directory (rename then copy new one) Check settings for your reformatter to see if it references a profile name – update accordingly. Export file and run reformatter – success?
- What workflow challenges are you facing today? What bill lists have you created that help you through your workflow? What best practices (such as documenting workflow) have you implemented?