Sigma Online User Manual
Loading EDI Files
- Graham Paul
- Kim Blake
- Tom Anderton
An EDI  (Electronic Data Interchange) File is loaded into Sigma, using the EDI Batch Load Activity, or it can be set up to automatically upload periodically.Â
Click here for more details on Importing EDI Files Automatically.
Once the file has been uploaded, it is worked through so that the Bills can be Validated, Queried and seen in Bill Entry and Reporting.
Click below for more information on the next actions:
Loading an EDI File
Open EDI Batch Load Activity to import the File
- ClickÂ
- Click Choose Files
- Locate your file
- Click Open
- Click OK
Click here for details on how to import EDI Files Automatically
Duplicate Files
Sigma will check to see if the file has already been loaded. If so the following error (in red) will display:
      
- Click Cancel so as not to load the duplicate file.
The file will still show in the EDI Batch Load Activity.
To remove from Sigma:
- Right click on fileÂ
- Click Remove EDI Delivery
      
The file will be removed from Sigma.
Options on Loading
If the file is not a duplicate, complete as follows:
General Options
| Field - General Options | Description |
|---|---|
| EDI Provider | Choose from the dropdown list (the EDI Provider must be in Sigma for it to appear in the list) If the Provider doesn't show, it will need to be added. |
| Message | Pre-filled |
| File Name | Pre-filled |
| Generation No. | Pre-filled |
| Attempt | Pre-filled |
| Date Received | Pre-filled with todays date |
| Save to Document Library | Tick if you want to save the File into to Document Library Activity in Sigma after it has been submitted for processing. |
| Test Message | Leave blank |
Accept Batch Options
| Field - Accept Batch Options | Description |
|---|---|
| Automatically Accept? | Tick to automatically accept the Batch after it has been processed. If left unticked, the Batch can be accepted in the Batch Management Activity once the file has loaded. |
| Passed Bill Threshold | This is used to determine whether the file should be automatically accepted. Enter a figure, for example 95. This means that if 95% of the bills are 'passed', then Sigma will automatically accept the Batch (if the Automatically Accept? field is ticked). If left at 0, the batch can be accepted manually in the Batch Management Activity. |
Load Batch Options
| Field - Load Batch Options | Description |
|---|---|
| Load Passed to Account? | Tick to load all Passed Bills to the Accounts so that they show as Loaded in the Batch Management Activity, once the batch has been accepted. If unticked, this is then managed in the Batch Management Activity. |
Notification Options
| Field - Notification Options | Description |
|---|---|
| Error Notification | Tick and enter a valid email address if you want to receive an Email for an errors. |
| Completion Notification | Tick and enter a valid email address if you want to receive an Email upon completion of the upload. |
Once all fields are completed:
Note:Â more than one email can be added, simply use a comma (,) between the addresses
Click OKÂ for the file to show in the list and is ready to be processed.
Processing the File
- Highlight the File
  
- ClickÂ
The file will move to the Queued Files section
Then you will see the activity in the Loading File section
Note:Â You do NOT need to stay in Sigma for the file to load
The Processing Log will show the progress of each bill
And finally, the Batch will show in the Recent Activity
The file is removed from the list, and the action is complete
- Move to EDI Batch Management Activity to process the bills
Notifications
If you have chosen to turn on notifications in the Batch Load Activity, the follow shows examples of the emails:
Completion Notification - Passed Bills Loaded to Account
The following email is sent:
Completion Notification - Batch Not Accepted Due to Tolerance
The following email is sent:
Error Notification - File Not Processed. Invalid Format/Structure
The following email is sent:
Next Actions
Once the file has been loaded, work through any Bills that have failed Validation and Load the Bills to the Accounts.
Click here for further information:
Viewing the EDI file in the Document Library Activity
If, when loading the File in EDI Batch Load, you chose to add the File to the Document Library, it can be views as follows:
- 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
@ Copyright TEAM - Energy Auditing Agency Limited Registered Number 1916768 Website: www.teamenergy.com Telephone: +44 (0)1908 690018