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Managing the Batch
Once the file has been loaded, you can then managed the Batch, working through the Bills checking those This section shows you how to work through an EDI Batch and how to investigate Bills that have failed Validation.
For more information on how to load a batch, click Loading EDI Files.
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Opening EDI Batch Management
- Open EDI Batch Management Activity
- Highlight the Batch in the Data Selector to see the details
Accepting the Batch
Note: If you chose to automatically accept the Batch when loading the File in EDI Batch Load, and it has passed the Passed Bill Threshold, this will automatically be done
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- Click
to Accept the Batch
- Click Accept
- Click Yes
- Click X to close the pop up
Header Details
The header Header gives details regarding the Batch:
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A unique ID
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Exporting and Filtering
Filtering
- Click
to filter
Exporting
- Click
to export the data
Working through the Queries and the Failed Bills
- Right click on the Bill > View Status Notes to see what the bill has failed on
- Use Bill Entry to investigate Sigma on previous consumption, costs, etc.
Viewing existing queries on the Account
- Add the Account Queried Column to the screen (see Item 1)
If it is ticked and in red, then there is a query on the Account
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Understanding the Query/Failed Bills
Each Failed or Query Bill needs to be investigated to see what Validators it has failed on.
The following right click options will help you understand why the Bill has failed.
Right click on the Bill Line and click on the following options:
View Status Notes
Shows the reason(s) the bill has failed
View in Account Context
- Shows all Bills for the Account in a Bill Entry context - good for investigating costs/consumption validation
- Click on the PDF to view the Bill (far right)
- Click on Show Sigma Bill to see the bill in Sigma (bottom left)
- OR open the Bill View Activity and search for the Account
View Printed Bill
- Shows the Bill, including details of the failures
View EDI Bill
- Similar to View Printed Bill, but downloads a PDF image
Estate Management
- Opens the Estate Management Activity on the Accounts tab and highlights the Account
- Shows details about the Account
- Move to the other tabs to see details of the Site, Supply Points, Contracts, Meters, Channels etc
- From the Accounts Tab > highlight the Account to view the Open and Closed Queries
Edit Queries > Edit Account Queries
Queries in orange are open, Queries in white are closed.
Required Actions Queries and Failed Bills
Appending a Query
- Right click on the Bill > Edit Queries > Edit Account Queries
- Right click on the Query > Append Query
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- Append the Query
- Click OK to close
Generating a Query
- Right click on the Bill > Generate Queries > Generate Account Queries
- Tick to append the details of the failed valuation
- Choose the Originator
- Choose the Category
- Add the Query value (following the guidelines).
- Add your own information to the Query Summary (following the guidelines). The Batch number and the Invoice number will show in the
- Click OK
- Right click on the Bill > Toggle Status
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- Right click on the Batch name > Edit
- Rename the Batch in line with the previous batches
- Click OK
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Bill Status
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Right Click Options
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View
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in
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View EDI Bill will show the data provided within the EDI file
View Validation Notes will show all of the validators that processed against the bill and the resulting status
View Status Notes will show any validations preventing the bill from loading
View Status History will show how the status has changed, when and by whom
View in Account Context will open a pop up so that you can see the bill in the context of all the existing bills. See below for more details
Toggle Status will change the status of the bill to pass where possible
Move EDI Bill to Account will load a bill to the Account and change the status to ‘Loaded’
Bill Flags and Documents will allow the user to attach a document to the bill as well as amend the (a) and (r) flags where required
Edit Memo will allow you to view all existing memos and add a new one
Re-evaluate bills(s) will allows you to re-valuate the bill(s) you have highlight (if you want to re-evaluate all the bills, use the Re-evaluate current batch option at the top of the screen
Refresh Account Check will check to see if there is a matching account number in the database
View Account opens up the Account Editor window
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Account
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Edit Queries allows the user to edit existing queries associated with the Account
Generate Queries allows the user to create a query on the Account
View in Account Context option
This option allows you to display a pop-up of all the bills for this account - including the bill in the EDI Batch Management. It will highlight the Bill in grey.
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Alternatively, click on one of the Tabs to view data at a Site Level:
- Site Summary
- Supply Point
- AcocuntsAccounts
- Meter & Channels
- Click here for more information on the Estate Management Activity
Adding/Deleting Columns
- Highlight the Batch in the Item Finder
- Click on the Column Header > Columns, then add/delete as required
Viewing the EDI file in the Document Library Activity
- Click on the Document Library Activity
- Open the EDI Files Folder on the right hand side to see Year, Month and Date files to see any EDI Files that have been saved
- Right click and Open to download the File if required
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