This section shows how to work through an EDI Batch and how to investigate Bills that have failed Validation.

Table of Contents

Opening EDI Batch Management

• Open EDI Batch Management Activity

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Header Details

The Header gives details regarding the Batch:

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Understanding the Layout

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• Click here for more details on the layout

Status Meanings

The Status of the Bill will show as below and will need different actions.

(see below for specific actions)

Bills with a Status of Passed  

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• Info/Passed  - shows as Passed
  • The Bill has either Passed all the Validation, or has failed Info Validation and needs Loading to the Account
  • Info Validation can be investigated later, via EI Reporting

Bills with a Status of Query 

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• Warning - shows as Query
  • No Further Action required - Pass and Load the Bill
  • Further Investigation required, but you still want to process the Bill 
    
    • Create or Append a Query, Pass and Load the Bill

Bills with a Status of Failed

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• Severe - shows as Failed
  • No Further Action required   - Pass, Override and Load the Bill
  • Further Investigation required, but you still want to process the Bill 
    
    • Pass and Create or Append a Query and Load the Bill 
  • Amendment to the Bill is required
    • Copy the Failed Bill to the Account

Bills with a Status Loaded  

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• Complete - Some of above actions have been completed and the Bill is visible in Bill Entry and Reporting
  • The Bill now shows in Bill Entry and Reporting

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  Image Removed  to Accept the Batch
• Click Accept
• Click Yes
• Click X to close the pop up

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Investigation the Query/Failed Bills Investigation the Query/Failed Bills

Investigating the Query/Failed Bills

Each Failed, Credit or Query Bill needs to be investigated to see what Validators it has failed on, and for you to decide what actions to take.

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• Right click on the Bill Line and click on the following options:

Right click > View Status Notes 

• Shows  the reason(s) the bill has failed

Right click > View in Account Context 

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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• 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

Right click > View Printed Bill 

• Shows the Bill, including details of the failures

Right click > View EDI Bill 

• Similar to View Printed Bill, but downloads a PDF image

Right click > Estate Management 

This option takes you to the Accounts Tab in the  Estate Management Activity and highlights the Account you have click on. 

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• Click here for more information on the Estate Management Activity

Right click > Edit Queries > Edit Account Queries

• Queries in orange are open, Queries in white are closed
  • Click on a Query to see more detail
• View from Estate Management - see above

Viewing all EDI Bills for an Account

The EDI Account History Activity shows all EDI Bills, including those that have not yet been Passed and/or Loaded into Bill Entry/Reporting

• Click here for more details on the EDI Account History Activity

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EDI Batch Management Actions EDI Batch Management Actions

EDI Batch Management Actions

Once you have investigated the Bill, you need to decide on the next action:

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See below for more information: 

Loading Bills with a Passed Status (Green) 

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• Click  to Load the Bill - changes the status to Loaded (Purple) 

Loading Bills with a Query Status (Orange) 

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There are three options when loading a Failed Bill:

• No Further Action required - Load the Bill as no further Action required
• Further Action required - Append and existing Query
• Further Action required - Create a new Query

No Further Action required:

• Right click on the Bill > Toggle Status
  • Click  to Load the Bill - changes the status to Loaded (Purple) 

OR

Further Investigation required:

If an outstanding Query already exists for the same failure, append the Query OR create a New Query:

Check for existing Queries:

• Right click on the Bill > Edit Queries > Edit Account Queries
  • Any showing in Brown are outstanding and can be Appended

Appending a Query

• Right click on the Bill > Edit Queries > Edit Account Queries
• Right click on the Query > Append Query

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• Right click on the Bill > Toggle Status
  • Click  to Load the Bill - changes the status to Loaded (Purple) 

Creating a New 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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• No Further Action required - Load the Bill as no further Action required
• Further Action required - Append and existing Query
• Further Action required - Create a new Query
• Amend the Bill

No Further Action required

• Right click on the Bill > Toggle Status

• The Validation Results Popup appears to show what validation the Bill has failed on:

  

• Click Save to show the Choose Option pop up
• Click Override

  

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• Choose the User
• Enter the Password
• Enter the reason for the override

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• Click  to Load the Bill - changes the status to Loaded (Purple) 

Further Investigation required

If an outstanding Query already exists for the same failure, append the Query OR create a New Query.

Check for existing Queries:

• Right click on the Bill > Edit Queries > Edit Account Queries
  • Any showing in Brown are outstanding and can be Appended

Appending a Query

• Right click on the Bill > Edit Queries > Edit Account Queries
• Right click on the Query > Append Query

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• Right click on the Bill > Toggle Status
• Click  to Load the Bill - changes the status to Loaded (Purple) 

Creating a New Query

• Right click on the Bill > Toggle Status

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• • Click  to Load the Bill - changes the status to Loaded (Purple) 

Amending the Bill

• Right click on the Bill > Copy Failed Bill to Account and the Sigma Bill Editor pop up appears
  • Amend the Bill > Click Save
• Click  to Load the Bill - changes the status to Loaded(M) (Purple) 

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Account Number not Found Account Number not Found

Account Number not Found

If Sigma cannot find the Account number, the status will show as Query and the Account number will be highlighted in Red

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• Is the Account in Sigma?
• Has the Account Number changed (But the Supplier is still the same)?
• Has the Account Number and Supplier Changed?

Investigating the Account Number

• Right click on the Bill > View Printed Bill
  • Note the Site Address, Meter Number and Supply Point ID from the Bill
• Open Estate Management and search for all of the above to see if the Account already exists
• If you can find the Site, Meter and/or Supply Point but not the Account - the Account will need to be created
• If you find the Site, but a different Account Number - the Account number will need to be updated
• If you find the Site, but a different Account Number and Supplier - the Account and Supplier will need to be updated

Account not in Sigma

Search for the Site, Account, Meter and/or Supply Point in Sigma to see if any already exist

• If the Site doesn't exist
  • Click here for more information on creating a Site
• If the Site exists but not the Account
  • Click here for more information on creating an Account

Account Number has changed but the Supplier is still the same

Search for the Site, Account, Meter and/or Supply Point in Sigma to see if any already exist

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Click here for more information

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Account Number and Supplier has changed

Search for the Site, Account, Meter and/or Supply Point in Sigma to see if any already exist

• If the Site exists, but the Account number is different:
  • Check the details to see if the Supplier has also changed
  • If the Account and the Supplier have changed:
    • Click here for more information on how to amend the Account number and Supplier

Refreshing the EDI Batch Management Activity

Once you have added or updated the Account number, you need to refresh the EDI Batch Management Activity

• Right click on the Account > Refresh Account Check
  • The Account number will change from Red to Green  Image Removed and the status will change to Query (Orange)
• Right click again on the Account > Re-evalulate bill(s)
  • The Bill will be re-evaluated and the status will change to Passed, Query or Failed (depending on whether it passes Validation or not) Image Removed
• Investigate as above and load the Bill

Loading all Passed Bills to the Accounts

Note: if you have chosen to automatically load Passed Bills to Account, some bills will already show  Image Removed 

Also Note: If you have created Queries on Failed Bills , you may already have loaded those too

Once you have been through the Batch and passed any queries and failures, you then need to load the Bills onto the Accounts, so that they are visible in Bill Entry and Reporting.

• Click Load passed Bills to target Accounts

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Renaming the Batch

Once you have finished working through a Batch, it is advisable to rename it 

• Right click on the Batch name > Edit
• Rename the Batch in line with the previous batches
• Click OK

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