Sigma Online User Manual

Working with the Tenancy Management Activity

Owned by Kim Blake
Last updated: Sept 28, 2020

Understanding the Tenant Management Activity

The Tenant Management Activity has:

  • Data Selector
  • Tenant Management Tab
  • Tenancy Action Events Tab

Opening the Tenant Management Activity

  • Click on Tenant Management Activity 

         

The Tenant Management Activity opens:

Data Selector

The Data Selector Tab defaults to show a line for each Tenant set up in Sigma.  The data can be filered by Tenant and/or Trading Name.  

         

Tenant Management Tab

The Tenant Management Tab has two sections:

  • Tenants Section
  • Contract Tenancies Section

         

Tenants Section

A row is displayed for each Tenant that has been set up in Sigma.  The data returned can optionally be filtered by Tenant and/or Trading Name.

Available Columns

  • Click on the downward arrow on the Column Header
  • Click Columns
  • Tick/Untick as required

         

ColumnDefault?Description
Tenant NameYThe Name of the Tenant
AccountsYthe number of Accounts associated to the Tenant
Supply PointsYThe nunmber of current Supply Points associated to the Tenant
SitesYThe number of current Sites associated to the Tenant
Building UnitsYThe number of current Building Units associated to the Tenant
Issued BillsYThe number of Bills with a status of 'Issued for the Tenant
Un-Issued BillsYThe number of Bills with a status of Normal or Approved for the Tenant
Registered Company No
The Registered Company Number as configured in the Tenant Item Editor
Trading Name
The Trading Name of the Tenant
Contact Name
The Contact Name for the Tenant
Phone Number
The Phone number for the Tenant
Contact Email Address
The Contact Email Address for the Tenant
Billing Email Address
The Billing Email Address as configured in the Tenant Item Editor
Tenant Ref
The Tenant Reference as configured in the Tenant Item Editor
Arbitrary Ref
The Arbitrary Reference as configured in the Tenant Item Editor
VAT Reg No
The VAT Registration Number as configured in the Tenant Item Editor
Address 1
Address 1 as configured in the Tenant Item Editor
Address 2
Address 2 as configured in the Tenant Item Editor
Address 3
Address 3 as configured in the Tenant Item Editor
Address 4
Address 4 as configured in the Tenant Item Editor
Address 5
Address 5 as configured in the Tenant Item Editor
Postcode
The Postcode as configured in the Tenant Item Editor
Billed Net
The total billed value exclusive of VAT for the Tenant for the applicable Contract Container
Billed Gross
The total billed value inclusive of VAT for the Tenant for the applicable Contract Container

Filtering Options

        

FilterDescription
Use Filter

Filters to show only:

  • Tenant
  • Tenant Account
  • Supply Point
  • Site
  • Building Unit
Use Data Selector 

Using the Data Selector, choose from the following:

  • Tenant
  • Tenant Account
  • Supply Point
  • Site
  • Building Unit
Tenant:

Filters to includes only Tenants with a Tenant Name that at least partially matches the value entered in the text field

Trading Name

Filters to only include Tenants with a Trading Name that at least partially matches the value entered in the text field

Active Accounts Only

Filters to Tenants  with at least one Tenant Account that is assigned to a Supply Point on the current date 


Note:  Always click   to update the search results

Right Click Options

  • Right Click on a line 
  • Click Edit/View Tenant

         

The Tenant Editor popup appears

         

Icons

         

The three options are:

  • Go to Approve and Issue Bills - Opens the Tenant Approve and Issue Bills Activity in a new tab.  
    • The Data is filter to include:
      • bills for the selected Tenant
      • bills with a status of Normal or Approved
      • bills with s a Bill Start Date of the first day of the current month minus 12 months

         

  • Edit/view Tenant - opens the Tenant Editor for the selected Tenant Account
  • Export Table to Excel - Exports the table to Excel

Tenancies Section

A Tenancy is defined as a Supply Point with a continuous period of Contract Containers that share the same Contract and Account relationships.

Available Columns

  • Click on the downward arrow on the Column Header
  • Click Columns
  • Tick/Untick as required

         

ColumnDefault?Description
Tenant Name YThe Name of the Tenant
SiteY

The Name of the Site that is currently associated with the Supply Point where the Site is:

  • the Site above which the Supply Point is configured
  • the Site above which the Building Unit is configured where a Supply Point is associated to a Building Unit

Building Unit Name

Y

The Name of the Building Unit that is currently associated with the Supply Point where the Building Unit is:

  • the Building Unit above which the Supply Point is configured
Where the Supply Point is configured underneath a Site, this field will be blank

Supply Point Identifier

Y

The Identifier of the Supply Point that is associated with the Supply Point Contract Container (SPCC)

From Date

Y

The date on which a Tenancy starts (inclusive)

To Date

Y

The end date of a Tenancy (exclusive)

Tenant Account Number

Y

The Account Number of the Tenant Account that is associated with the SPCC

Contract

Y

The Contract that is associated with the (SPCC)

Commodity

Y

The Commodity of the Supply Point

Billing Group

Y

The Billing Group that the Supply Point is currently assigned to

Un-issued Bills

Y

The number of bills with a status of ‘Normal’ or ‘Approved’ for the period of the Tenancy

Issued ConsumptionYTotal consumption for the Supply Point during the lifetime of the Contract

Issued Bills

Y

The number of bills with a status of ‘Issued’for the period of the Tenancy

Issued Net

Y

The total billed value exclusive of VAT for the period of the Tenancy

Issued Gross

Y

The total billed value inclusive of VAT for the period of the Tenancy

Filtering Options

         

FilterDescription
Current Tenancies (default)

Ffilters to only include Tenancies where:

  • The current date is on or after the SPCC (Supply Point Contract Container) Start Date or the No Start Date flag is checked,
  • The current date is before the SPCC End Date or the No End Date flag is checked.
All TenanciesFilters the data to  include all Tenancies for the selected Tenant
Tenancies On Date

Filters to include Tenancies where:

  • The User Entered Date is on or after the Supply Point Contract Container Start Date (or that date is null)
  • The User Entered Date is before the Supply Point Contract End Date (or that date is null).
Site

Filters to only include Tenancies with a Site Name that at least partially matches the value entered in the text field

Building UnitFilters to only include Tenancies with a Building Unit Name that at least partially matches the value entered in the text field
Supply PointFilters to only include Tenancies with a Supply Point Name that at least partially matches the value entered in the text field
Tenant Account NumberFilters to only include Tenancies with a Tenant Account Number that at least partially matches the value entered in the text field
Building Unit

Filters the data displayed in the Tenancies table by Building Unit

Commodity

Filters to only include Tenancies with a Commodity set to the Commodity selected from the Combo-box (list of all Commodities that are set up in Sigma).

If the checkbox is deselected the combo-box is disabled and the data is redisplayed to include Tenancies with any Commodity

Note:  Always click   to update the search results

Right Click Options

Right Click on a line for seven options

  • Edit/view Tenant  - opens the Tenant Editor
  • Edit/View Tenant Account - opens the Tenant Account Editor
  • Edit/View Supply Point - opens the Supply Point Editor
  • Edit/View Site - opens the Site Editor
  • Edit/View Building Unit - opens the Building Unit Editor
  • Edit/View Contract  - opens the Contract Editor
  • Edit/View Tariff - opens the Tariff Editor

Icons

         

The 10 options are:

  •  Go to Approve and Issue Bills - Opens the Tenant Approve and Issue Bills Activity in a new tab.  
    • The Data is filter to include:
      • bills for the selected Tenant
      • bills with a status of Normal or Approved
      • bills with s a Bill Start Date of the first day of the current month minus 12 months
  • Perform Change of Tenancy Action - opens the Change of Tenancy pop up (click here for more details of Change of Tenancy Actions)

          

  •   Tenant - opens the Tenant Editor
  • Tenant Account - opens the Tenant Account Editor
  •   Site - opens the Site Editor
  •   Building Unit - opens the Building Unit Editor
  •  Supply Point - opens the Supply Point Editor
  •  Contract  - opens the Contract Editor
  •   Tariff - opens the Tariff Editor

Tenant Action Events Tab

From the Tenancy Management Activity:

Click on the Tenancy Action Events Tab

The Tenant Action Events Tab has two sections:

  • Tenant Actions
  • Supply Points

         

Tenancy Action Events

A row is displayed for each Tenancy Action.  The table is manually refreshed.

The table is populated with the last 10 Tenancy Actions that have been initiated by the Perform Tenancy Action Activity

         

Available Columns

  • Click on the downward arrow on the Column Header
  • Click Columns
  • Tick/Untick as required

         


ColumnDefault?Description

ID

Y

The ID of the Tenancy Action

Action Date

Y

The Date and time the Tenancy Action was carried out

User Name

Y

The User Name of the user who performed the Tenancy Action

No. of Sites

Y

The number of Sites changed by the Tenancy Action

No. of Supply Points

Y

The number of Supply Points changed by the Tenancy Action

Tenant

Y

The name of the new Tenant if applicable. N/A if the Tenant has not been changed

Contract

Y

The name of the new Contract if applicable. N/A if the Contract has not been changed

Effective Date

Y

The Effective From date of the Tenancy Action

Status

Y

The Status of the Tenancy Action (Pending, Processing, Complete, Error)

Right Click Options

  • Right Click on a line 
  • Click Edit/View Tenant

         

The Tenant Editor popup appears

         

Icon Options

         

The 2 options are:

  •  Edit/View  Tenant - Opens the Tenant Editor
  •  Export Table to Excel - Exports the data in the table to Excel

Tenancy Action Events Section

A row is displayed for each Supply Point included in the selected Tenancy Action

Available Columns

  • Click on the downward arrow on the Column Header
  • Click Columns
  • Tick/Untick as required

         


ColumnDefault?Description

Supply Point Identifier

Y

The Supply Point  ID associated with the Supply Point Contract Container (SPCC)

Original Tenant Account

Y

The Tenant Account Number that the Supply Point was associated to prior to the Tenancy Action

Original Billing Group

Y

The name of the Billing Group that the Tenant Account is currently assigned to

Original Contract

Y

The name of the Contract that the Supply Point was associated to prior to the Tenancy Action

New Tenant Account

Y

The Tenant Account Number that the Supply Point is being associated to following the completion of the Tenancy Action

New Billing Group

Y

The name of the Billing Group that the Tenant Account currently belongs to

New Contract

Y

The name of the Contract that the Supply Point is being moved to

Current Tenant Account

Y

The current Tenant Account Number on the Effective date

Current Contract

Y

The name of the Contract that the Supply Point is currently on

Status

Y

The Status of the Tenancy Action (Pending, Processing, Complete, Error).

Message

Y

The reason for the failure of the Tenancy Action

Right Click Options

  • Right Click on a line 
  • There are 5 options:
  • Click Edit/View Tenant

         


          

  • Edit/View Original Tenant Account - Opens the Tenant Account Editor for the Original Tenant Account
  • Edit/View New Tenant Account - Opens the Tenant Account Editor for the New Tenant Account
  • Edit Supply Point -  Opens the Supply Point Editor

Icon Options

The 6 options are:

          

  •   Change Original Tenant Account Billing Group - Opens the Change Billing Group popup for the Original Tenant associated with the Supply Point 
  •   Change New Tenant Account Billing Group - Opens the Change Billing Group popup for the New Tenant associated with the Supply Point 

          

          Click here for more details regarding changing the Billing Group

  •   Edit/View Original Tenant Account - Opens the Tenant Editor for the Original Tenant
  •   Edit/View Original Tenant Account - Opens the Tenant Editor for the New Tenant
  •   Edit/View Supply Point - Opens the Supply Point Editor
  •  Export Table to Excel - Exports the data in the table to Excel





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