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Managing the Batch
Once the file has been loaded, you can then managed the Batch.
For more information on how to load a batch, click Loading EDI FilesThis section shows how to work through an EDI Batch and how to investigate Bills that have failed Validation.
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Opening EDI Batch Management
- Open EDI Batch Management Activity
- Highlight the Batch in the Data Selector to see the details
- Click on the below PDF to download a flowchart on how to deal with the Failed and Query Validation
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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 have been be done
- Click
to Accept the Batch
...
- Click Accept
- Click Yes
- Click X to close the pop up
Header Details
The header gives details regarding the Batch:
...
A unique ID
...
Working through the Queries and the Failed Bills
Filtering
Use the Filter option if required.
Export to Excel if required.
- 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
- Right click on the Bill > Edit Queries > Edit Account Queries.
Queries in orange are open, Queries in white are closed.
Appending a Query
- Right click on the Bill > Edit Queries > Edit Account Queries
- Right click on the Query > Append Query
This will open the Query Editor and show the appended date and User appending the Query
- 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
Changing from Query or Credit to Passed (no action required)
- Right click on the Bill > Toggle Status
Changing from Failed to Passed (no amendment to the bill required)
Generate a query if 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. You can either choose Query or Override
Overriding Validation
- Click Override
- Choose the User
- Enter the Password
- Enter the reason for the override
- Click OK to close and the bill will change to show as Passed
Querying a Validator
- Click Query
- Select the Validator(s) you want to add the Query for
- Click OK
- Complete the Query Editor
- Click OK
The Bill will now show as Passed (no override is required as you have created a Query for the Bill)
Changing from Failed to Passed (amendment to the bill required)
- Right click on the Bill > Copy failed bill to Account
- Generate a query if required
...
Investigating the Query/Failed Bills
- Click here for more information on how to investigate the Query/Failed Bills
EDI Batch Management Actions
- Click here for more information on how to deal with Queried and Failed Bills
Account Number not found
- Click here for more information on how to deal with Account Numbers not found
Loading all Passed Bills to the Accounts
Note: if you have chosen to automatically load Passed Bills to Account, some bills will already show
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 Bills onto the Accounts, so that they are visible in Bill Entry and Reporting.
- Click Load passed Bills to target Accounts
All will change to
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
Top Tool Bar Options
...
Bill Status
...
Right Click Options
...
View Sigma Bill will show you how the EDI data has loaded into the Sigma billing screen, much like Bill View or Bill Entry
View Printed Bill will show the Bill Entry details in an invoice style
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
Estate Management opens up on the Accounts tab of the Estate Management Activity, with the Account number highlighted. See below for more details
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.
It allows you to see the full account history and can help to see any spurious behaviour in previous bills and may help explain the situation.
- Right click on the Bill
- Choose View in Account Context
- Click
to view the Bill in Sigma
Estate Management option
This option allows takes you to the Accounts Tab in the Estate Management Activity and highlights the Account you have click on.
From here you can click on other options to move to other Activities such as:
- Bill Entry Original
- Bill Entry
- EDI Account History
- Validation Management
- EDI Batch Management
- Reporting
- Analysis
Alternatively, click on one of the Tabs to view data at a Site Level:
- Site Summary
- Supply Point
- Acocunts
- 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
