Utility Invoice – Invoice Details

The Utility Invoice – Invoice Details page displays general information about the utility invoice, such as the utility provider and the billing period, and allows you to input information about the meter sites that were billed.

You can open this page by:

If you have the appropriate security rights, you can click any of the following links that appear at the top of the page:

  • Enter Invoice – Clicking this link opens the Utility Invoice - Enter Invoice page, allowing you to create a new invoice.

  • Find Utility Invoice – Clicking this link opens the Utility Invoice - Find Invoice page, allowing you to locate an invoice.

  • Copy – Clicking this link opens the Utility Invoice - Enter Invoice page so that you can create a new invoice based on the contents of this invoice. You can modify any information.

  • Edit Invoice – Clicking this link opens the Utility Invoice – Edit Invoice page, allowing you to modify the general information displayed in the gray pane.

    Note:

    An Invoice cannot be edited once it has been approved.

The gray pane displays information that was entered when the invoice was created, including:

  • Invoice # – the invoice number assigned by the utility provider

  • Status – the status of the invoice (for example, Open, Partial, or Approved)

  • Voucher # – the unique number assigned to this invoice by the system

  • Billing Period – the billing period associated with the invoice

  • Description – a description of, or additional information about, the invoice

  • Entered By – the name of the user who created the invoice

  • Utility Provider – the name and address of the provider of the utility

  • Receipt Date – the date when the invoice was received from the utility provider

  • Invoice Date – the date of the actual invoice that is given by the utility provider

ClosedFind Meter Sites

The Find Meter Sites pane allows you to locate the individual meter sites that will be billed for this invoice. To locate a meter site:

  1. Select whether you want to search for meter sites by:

    • Name – the name of the meter site; this is the default search value
    • Description – the description of the meter site
    • Building Name – the name of the building the meter site is associated with
    • Utility System Name – the name of the utility system the meter site is associated with

  2. In the Search field, enter the value you want to search by.

    As you enter characters into the field, the system displays a list of the meters sites that match the value entered. The list narrows as you enter more characters.

ClosedInvoice Lines

The Invoice Lines pane allows you to associate the consumption and costs from an invoice to individual meter sites. To create an invoice line:

  1. Select the meter site you want to allocate consumption costs to from the Find Meter Sites pane.

    A new invoice line, associated with the selected meter site, is added.

  2. In the Period Start field, enter the date of the start of the billing period on the invoice.

    This value will default to the day after the Period End date from the late time you in invoiced the meter site.

  3. In the Period End field, enter the date of the end of the billing period on the invoice.
  4. The Prev Cons field displays the consumption entered on the meter site's previous invoice.
  5. In the Cons field, enter the amount of consumption allocated from this invoice to this meter site.
  6. The Prev Amount field displays the dollar amount entered on the meter site's previous invoice.
  7. In the Amount field, enter the dollar amount allocated from this invoice to this meter site.

  8. Repeat steps 1 through 7 for every meter site that you want to bill from this invoice.

    If you make a data entry error, you can click the red X to the right of an invoice line to delete it.

  9. Click SAVE to save the invoice or click SAVE AND APPROVE to save the invoice and change its status to Approved.

    Once you approve an invoice, it cannot be edited and the invoice will became ready to be used for billing calculations.

  10. Enter any Miscellaneous Costs that are not directly related to utility usage, such as inspection fees and delivery services:

    1. In the Cost Type field, select the type of cost being applied.

    2. In the Rate field, enter the rate for the miscellaneous cost if it differs from the rate set for the cost type.

    3. In the Qty field, enter the quantity of the cost type associated with the invoice.

    4. To add another miscellaneous cost, click the Add Line link and define the cost type, rate, and quantity.
    5. To delete a miscellaneous cost, click the Delete link next to the line entry.

    As you enter values, cost calculations appear in the Invoice Summary pane:

    • Consumption Amount Subtotal – the total amount of consumption costs entered

    • Miscellaneous Cost Subtotal – the total amount of miscellaneous costs entered

    • Invoice Total – the total cost of the invoice, adding the Consumption Amount Subtotal and the Miscellaneous Cost Subtotal

    • Total of Allocation Costs – the total amount of costs allocated among meter sites

    • Balance to Reconcile – the difference between the Invoice Total and the Total of Allocation Costs.

      The Balance to Reconcile must be $0.00 for the invoice status to change to Approved when submitted. If the invoice is submitted with a Balance to Reconcile that is not $0.00, its status will change to Partial.

    • Status – one of the following status values:

      • Open – the default status for a new invoice

      • Partial – used for an invoice that has been submitted, where the total cost invoiced does not match the invoice amount on the allocation

      • Approved – used for an invoice where all balances have been reconciled

ClosedInvoice Summary

The Invoice Summary pane contains a summary of the consumption and costs on the invoice.

  • Consumption Total – the total amount of consumption on the invoice

  • Invoice Total – the total cost of consumption on the invoice

ClosedDocuments

The Documents pane is used to attach documents to the invoice, for example, to add a scanned copy of the invoice documents to keep for records. To attach a document:

  1. Click the Browse button to locate a document to attach.

    A dialog box opens allows you to locate the document. You can attach a file from your local hard disk or any networked drive you can access. Files should be no larger than 20MB; the larger the file, the longer it takes to access.

  2. Click UPLOAD FILE.

    If you want to delete an attached file, click the associated DELETE button.

Each uploaded document appears at the bottom of the pane as a link. The date/time it was attached is displayed along with the name of the user who attached the document. If you click a document name, it opens if you have the appropriate application or plug-in to view it.

ClosedPrint Invoice

The print pane allows you to display and print a copy of the invoice. To print the invoice:

  1. Click the PRINT button.

    The content of the invoice appears in a new window, as well as a Print dialog box.

  2. Select the desired printer.
  3. Click OK.

ClosedInvoice History

The Invoice History pane displays all changes made to the invoice. For each change made to the invoice, the following information is displayed:

  • Type - the type of change made to the invoice, for example, Initial (creation) or Update

  • Update Date – the date and time when the update was made

  • Comments – additional information about the change made to the invoice

  • Status – the status of the invoice, for example, Open, Partial, or Approved

  • Total Cost – the total of all costs on the invoice

  • Updated By – the name of the user who made the change to the invoice

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