Opening EDI Batch Management

• Open EDI Batch Management Activity

Header Details

The header gives details regarding the Batch:

Details such as the original file name, who loaded the file, the Provider, the date it was loaded and the criteria used to load it.

Bill Status 

Each line in the Batch is a Bill.  Each Bill has a Status.  See below for more information.

Status	Example	Description
Passed		A bill in the batch file that has passed the EDI validation
Query		A bill that has failed a validation with the warning level of ‘Query’. This bill can be toggled to ‘Passed’ by the user or a query generated on the Account
Failed		A bill in the batch file is fundamentally incorrect, e.g. gross total, net total and VAT do not tally perhaps due to a typographical error. The only option to load this invoice is to copy failed bill to account
Loaded		A bill has been loaded successfully into the Sigma database
Credit		The bill in the batch file is a credit note for a specified account. This bill can be toggled to ‘Passed’ by the user if happy with the invoice
QCredit/RCredit		A queried/rejected credit invoice. This bill can be toggled to ‘Passed by the user or a query generated on the Account
FCredit		A failed credit note invoice. The only option to load this invoice is to copy failed bill to Account
Contra		A contradict status bill in the batch file is a direct inverse of a current bill. It is applied only to VAT rated bills.The bill must be the exact dates, consumption and value (in negative).  This bill can be toggled to ‘Passed’ by the user if happy with the invoice
QContra		A queried Contra bill. This bill can be toggled to ‘Passed by the user or a query generated on the Account
FContra		A failed Contra bill. The only option to load this invoice is to copy failed bill to Account
Cancel		See Contra above
QCancel		A queried Cancel bill
FCancel		A failed Cancel bill
Loaded (M)		A bill that has been manually entered.  For example – when you use the ‘copy failed bill to account’ function
Unloaded		A status used instead of ‘Passed’ for when a supplier cancels the invoice without an associated credit or replacement
Replaced		An invoice that has been overwritten by a subsequent EDI bill.

Status Meanings and Actions

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

(Click here for more details on how to perform these actions)

Passed Status  

• 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

Query Status

• 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

Failed Status

• 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

Loaded Status  

• 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

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

Amending the Layout

Adding/Deleting/Moving Columns

• Highlight the Batch in the Item Finder
• Click on the Column Header > Columns, then add/delete as required

Moving Columns 

Columns can be moved so that the view you see is unique to you

• Drag and Drop a Column to the require space 

Exporting and Filtering

• Click   to filter
• Click  to export the data

Top Tool Bar Options

Loading and Working through a Batch

Once the file has been loaded, manage the Batch by working through the Bills checking those that have failed Validation.

• Click here to move to  Loading EDI Files
• Click here to move to Working though an EDI Batch
• Click here to move to EDI Batch Management Actions

There are various Reports in Energy Intelligence that can help with understanding all of the Validation for your EDI Files.  

They are particularly useful to report on Validators that have failed as Info only.

Energy Intelligence Reports for Validation

Click below for move to the EI Report Directory page displaying all of the Energy Intelligence Reports relating to Validation.

• Bills - Validation Reports