The Bill Paid Date is not a mandatory field but can be added when the bill is created or once the bill has been saved.

The Bill Paid Date is not a mandatory field and can be added in one of three ways:

Contents

Whichever method is used, the date will appear in the Paid date field:

Entering the Paid Date when creating a manual bill

When you are in the process of entering a manual bill in Bill Entry, the Paid Date can be added:

• From Bill Entry, view the Header section on the right hand side
• Enter the Paid Date

• Continue with the Bill and save as usual

Entering the Paid Date manually after a bill has been created 

The Paid Date be added to the Bill after you have saved the Bill as follows:

• Search for the Account and open the Bill
• Enter the Paid Date

• Click Save

Note:  As you are saving the Bill again, the Validators will check the Bill and if it failed previously, you will need to do the following:

• Warning Validator(s)
  • Click Save
  • Click Save Bill
• Severe Validators(s)
  • Click Save
  • Enter password details and reason for override
  • Click Override & Save

In bulk using a CSV File

If you want to add Paid Dates in bulk, this can be done using a Report from Energy Intelligence and the Importing Activity.   

Bill Paid Date Template Report in Energy Intelligence

• Open Energy Intelligence
• Open the Bill Paid Date Template for Importing Report
  
  • The Bill Loaded Period is mandatory  - enter the period, and any other required filter(s)
• Click on Export > CSV to download the Report 

Amending the Excel file

• Columns B to F are required for the import.  The other columns are for information only
• Do not change anything in Columns B, C, D and F
• Add the Payment Date to Column E, using the format: 10/12/2021

• Once you have added the Paid Date, remove Columns G to L and then Column A , leaving the 5 columns highlighted above in yellow

• Save the CSV file ready to be imported

Example CSV File

If you do not want to use the Energy Intelligence Report as a basis for the import, you can use the following example:

• Bill Paid Date Template for Importing - example CSV file.csv

Note:  Click on the link above, then click  and click on to download the CSV file.

Importing the CSV File

• Open the Importing Activity in Sigma and following the Importing Data Manually help page
  • Note:  Use the Bill Paid Date Importer

Checking the Import

Once the CSV has completed, check the data was successful

• Click Refresh and view the import line
• The below shows no log and that the schedule was successful

Common Errors

If the Import shows as Partial, check for the errors:

• Highlight the import line in the Run History and click Download Import File

• Open the File to see the errors, such as

• The first failure is because a date wasn't entered in the Paid Date (row 5)
• The second failure is because a value wasn't entered in the Billed Paid Date column didn't match the bill (row 6)

Other errors include:

• The failure is because the CSV file didn't have an Invoice Date

Spot Checking the Data

To check that Paid Date has been imported:

• Open Bill Entry and search for the Account
  • Click on the relevant Bill 
  • View the Header details

Overriding Existing Dates

If a date already exists in the Paid Date field, it can be overridden as follows:

• Manually  - overtype the existing date and save the bill
• In bulk - follow the above process and the new date will override the existing date