This section shows how to work through an EDI Batch and how to investigate Bills that have failed Validation.

Opening EDI Batch Management

• Open EDI Batch Management Activity

• Highlight the Batch in the Data Selector to see the details
• Click on the below PDF to download a flowchart on how to deal with the Failed and Query Validation

Investigating the Query/Failed Bills

Each Failed, Credit or Query Bill needs to be investigated to see what Validators it has failed on, and for you to decide what actions to take.

The following right click options will help you understand why the Bill has failed.

• View Status Notes
• View in Account Context
• View Printed Bill
• View EDI Bill
• Estate Management
• Edit Queries > Edit Account Queries

• Right click on the Bill Line and click on the following options:

Right click > View Status Notes 

• Shows  the reason(s) the bill has failed

Right click > View in Account Context 

This option allows you to display a pop-up of all the bills for this account - including the bill in the EDI Batch Management.  It will highlight the Bill in grey.

It allows you to see the full account history and can help to see any spurious behaviour in previous bills and may help explain the situation.

• Click on the PDF to view the Bill (far right)
• Click on Show Sigma Bill to see the bill in Sigma (bottom left)
  • OR open the Bill View Activity and search for the Account

Right click > View Printed Bill 

• Shows the Bill, including details of the failures

Right click > View EDI Bill 

• Similar to View Printed Bill, but downloads a PDF image

Right click > Estate Management 

This option takes you to the Accounts Tab in the  Estate Management Activity and highlights the Account you have click on. 

From here you can click on other options to move to other Activities such as:

• Bill Entry Original
• Bill Entry
• EDI Account History
• Validation Management
• EDI Batch Management
• Reporting
• Analysis

Alternatively, click on one of the Tabs to view data at a Site Level:

• Site Summary
• Supply Point
• Accounts
• Meter & Channels

• Click here for more information on the Estate Management Activity

Right click > Edit Queries > Edit Account Queries

• Queries in orange are open, Queries in white are closed
  • Click on a Query to see more detail
• View from Estate Management - see above

Viewing all EDI Bills for an Account

The EDI Account History Activity shows all EDI Bills, including those that have not yet been Passed and/or Loaded into Bill Entry/Reporting

• Click here for more details on the EDI Account History Activity

EDI Batch Management Actions

Once you have investigated the Bill, you need to decide on the next action:

• Bills with a Passed Status (Green)
  • Load the Bill to the Account
• Bills with a Query Status (Orange)
  • No Further Action required - Pass and Load the Bill t
  • Further Investigation required, but you still want to process the Bill 
    
    • Create or Append a Query, Pass and Load the Bill
• Bills with a Failed Status (Red)
  • 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

See below for more information: 

Loading Bills with a Passed Status (Green) 

• Click  to Load the Bill - changes the status to Loaded (Purple) 

Loading Bills with a Query Status (Orange) 

There are three options when loading a Failed Bill:

• No Further Action required - Load the Bill as no further Action required
• Further Action required - Append and existing Query
• Further Action required - Create a new Query

No Further Action required:

• Right click on the Bill > Toggle Status
  • Click  to Load the Bill - changes the status to Loaded (Purple) 

OR

Further Investigation required:

If an outstanding Query already exists for the same failure, append the Query OR create a New Query:

Check for existing Queries:

• Right click on the Bill > Edit Queries > Edit Account Queries
  • Any showing in Brown are outstanding and can be Appended

Appending a Query

• Right click on the Bill > Edit Queries > Edit Account Queries
• Right click on the Query > Append Query

This will open the Query Editor and show the appended date and User appending the Query

• Append the Query
• Click OK to close

Once the Query has been created:

• Right click on the Bill > Toggle Status
  • Click  to Load the Bill - changes the status to Loaded (Purple) 

Creating a New Query

• Right click on the Bill > Generate Queries > Generate Account Queries
• Tick to append the details of the failed valuation
• Choose the Originator
• Choose the Category
• Add the Query value (following the guidelines). 
• Add your own information to the Query Summary (following the guidelines).  The Batch number and the Invoice number will show in the 
• Click OK
• Right click on the Bill > Toggle Status

The Bill now shows as Passed (Green) 

• Click  to Load the Bill - changes the status to Loaded (Purple) 

Loading Bills with a Failed Status (Red) 

There are four options when loading a Failed Bill:

• No Further Action required - Load the Bill as no further Action required
• Further Action required - Append and existing Query
• Further Action required - Create a new Query
• Amend the Bill

No Further Action required

• Right click on the Bill > Toggle Status

• The Validation Results Popup appears to show what validation the Bill has failed on:

  

• Click Save to show the Choose Option pop up
• Click Override

  

• Choose the User
• Enter the Password
• Enter the reason for the override

• 

• Click  to Load the Bill - changes the status to Loaded (Purple) 

Further Investigation required

If an outstanding Query already exists for the same failure, append the Query OR create a New Query.

Check for existing Queries:

• Right click on the Bill > Edit Queries > Edit Account Queries
  • Any showing in Brown are outstanding and can be Appended

Appending a Query

• Right click on the Bill > Edit Queries > Edit Account Queries
• Right click on the Query > Append Query

This will open the Query Editor and show the appended date and User appending the Query

• Append the Query
• Click OK to close

Once the Query has been created:

• Right click on the Bill > Toggle Status
• Click  to Load the Bill - changes the status to Loaded (Purple) 

Creating a New Query

• Right click on the Bill > Toggle Status

The details of the failed Validation shows:

• Click Save to show the Choose Option pop up
• Click  Query

  

• Tick to append the details of the failed valuation
• Choose the Originator
• Choose the Category
• Add the Query value (following the guidelines). 
• Add your own information to the Query Summary (following the guidelines).  The Batch number and the Invoice number will show in the 
• Click OK
• Right click on the Bill > Toggle Status

The Bill now shows as Passed (Green) 

• • Click  to Load the Bill - changes the status to Loaded (Purple) 

Amending the Bill

• Right click on the Bill > Copy Failed Bill to Account and the Sigma Bill Editor pop up appears
  • Amend the Bill > Click Save
• Click  to Load the Bill - changes the status to Loaded(M) (Purple) 

Account Number not Found

If Sigma cannot find the Account number, the status will show as Query and the Account number will be highlighted in Red

Investigation will need to be done to see why the Account number cannot be found:

• Is the Account in Sigma?
• Has the Account Number changed (But the Supplier is still the same)?
• Has the Account Number and Supplier Changed?

Click here for more information.