Introduction

The Query Management module allows you to handle all of your queries within a central point. It has the ability to run detailed searches within the database to show all of the relevant queries. With this tool you are alerted to those that need chasing soon and can manage queries effectively.

**Click here for a pre recorded training session for additional help and guidance - Query Management including how to understand and manage Queries

Viewing a Query

Once the Query has been created, it can be viewed and managed from various different Activities.

From most Activities:

• Right click on the Item in the Data Selector
• Click Show Queries

To view Account Queries from Estate Management Activity:

• Highlight the Site, Meter, Account or Supply Point in the Data Selector
• Click on the Accounts Tab
• Highlight the Account
• Double click on the Query from the Account Queries section

To view all the Queries:

• Open the Query Management Activity
• Click  to view all the outstanding Queries on the database.

Click here for more information about the Query Management Activity

Managing a Query

The Query is made up of five tabs - Query Summary (as above), Query Summary History, Query Notes, Additional Items and Documents

Query Summary History

The history of the summary screen can be viewed here

From the Query Editor, click on   tab

Any history will show for the Summary tab.  For example, if a Query is appended whilst saving a bill, the changes will show in here.  Each line will show the date and time of the amendment (or creation).

• Highlight each line to see the details:

Query Notes

Query notes can be added to the query to show the progress of resolving the query.

• From the Query Editor, click on  tab
• Any existing notes will show

• Notes in White have been completed
• Notes in Red are overdue
• Notes in Green are current

Adding a new Note

• From the Query tab, click  
  • Chase Date – will default to two weeks time, but can be amended
  • Action Required By – choose from the dropdown list. Defaults are Client, Supplier and EAA (TEAM).
  • Note –  add as much detail about the current status of the query
• Select  to save the note.

Note:  If you have chosen a date that is not a week day, Sigma will show the following pop up:

• To keep the date; click OK
• To choose a week day, click Cancel

Editing a Note

• Open the Query and click on the Query Notes tab.
• Right click on the note and select Edit Note

OR

• Double click on the line to open

• Make the changes and click on OK

Closing a Note

Once the action has taken place on the note it can be closed.

• Right click on the note and select Edit Note

OR

• Double click on the line to open
• Tick 
• Enter the date (if different from today)
• Click OK

Note:  This will not close the Query, it will close just the note

Additional Items

Additional items show all of the database Items relating to your query – such as Site, Supply Point and Provider.

• Click 

This provides a quick overview of relevant parts of the database.

Documents

Documents can be attached to the query.  This could be scanned copy of letters or a picture of a meter reading etc.

• Click 
• Click  
• Navigate to the file you want to add
• Click OK

The file will now be attached to the Query

Query Summary Report

You can download a copy of the Query

• Click   from the Query

The download is a zip file that can either be opened or saved. It shows all of the query details and any associated documents.

Emailing a Query

• Click   from the Query to email it to a recipient

The details should be entered like a standard email.

Information from the Documents tab and Query Notes can be added by ticket to the relevant boxes.

To create a new query note automatically, check the Generate new query note box and enter details of the next action.

• Select and the email will be sent and a copy stored on the Documents tab.
  • From address - enter the email address the message is coming from
  • To address - enter the email address you are sending to
  • Reply address - enter the email address for replies
  • Subject - amend the subject if required
  • Message - enter your message 
  • Generate new query note - option to create a new note if required
  • Chase date - defaults to two weeks time, but can be amended
  • Action required by - choose from the dropdown list

Note - add text to appear in the note

• Click OK to send 

Closing the Query

Once you have resolved the Query, you can then close it so that it doesn't appear in the open list.

From the Query Summary, complete the screen

• Closed Box – ticket to close query
• Date – defaults to today's date, but can be amended
• Saving Value – enter a cost value of the savings made
• Closed By – defaults to the user closing the query
• Result – Choose the type of outcome from the dropdown
• Settlement Type – choose the closing method from the dropdown