Overview
The Accounts Tree View displays an organization's hierarchy of the accounting side of utility bill management, shown as Cost Centers and their related Accounts. The structure of the Accounts Tree View is user configurable to help provide the most valuable analytics and display of utility bill data as typically needed by accounting
departments. Similar to other Tree Views in EnergyCAP, all bill data represented by an account is rolled up to each higher level of Cost Center that the account falls within providing aggregated PowerViews.
For any Account or Cost Center that is selected, PoweViews are displayed with data relevant to that node within the tree. The Accounts tree is often organized in one of three ways: by departments, vendors, or to mimic the Buildings
& Meters tree organization. All nodes of the tree can be moved by dragging and dropping to provide flexibility throughout the setup process.
As with other key organizational nodes in other Tree Views, Cost Centers provide the added value of being a filter on many reports and throughout the application as an additional method to quickly find a group of accounts.
The Actual Data tab lists various sub-tabs that display actual bill data into yearly totals, monthly breakdowns, GHG emissions and other trend-type charts. Depending on what kind of node that is selected, some tabs may appear or disappear if it is not relevant to the selected item. A Bills tab, for instance, will only display when an Account is selected.
Rules & Restrictions
The Accounts view permission is required to access this view
Multiple organizational levels can be created by adding Cost Centers under other Cost Centers.
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hierarchy representing your organization's financial structure. Cost Centers also provide a way of reporting and viewing energy use and cost data related to groups of accounts. Cost Centers can contain other Cost Centers, as well as individual accounts.
This section will...
describe the process for adding a cost center.
Prerequisites
The ability to add cost centers requires permission associated with the following User Roles:
Administration Full Access Bill Entry & Account Setup
Step-by-Step
Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left.
Click the Add button below the Tree View. Click the Add Cost Center menu option.
On the General tab, input the general information:
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In the Name field, enter the display name for the Cost Center.
In the Code field, a code based on the name will be automatically created. This field can be changed to any desired value. Spaces and special characters cannot be included in the Code.
Click Finish. The Cost Center/Account Wizard will close and the new Cost Center will be added to the tree hierarchy.
Rules & Restrictions
A Cost Center can only be placed under another Cost Center. This includes the topmost Cost Center listed on the tree.
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billing data, and to choose a utility bill template for entering desired billing information.
This section will...
describe the process for creating a new utility bill account from the Accounts Tree View.
describe the process for creating a new utility bill account from the Buildings and Meters Tree View.
NOT describe the process for creating a new chargeback account. Please refer to Creating a Chargeback .
Account
Prerequisites
The ability to Create an Account is incorporated in the following User Roles:
Administration Full Access Bill Entry & Account Setup
Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide information necessary for setting up the account.
Every account must be set up with at least one meter. Be prepared to continue to Add a Meter topic for the help with the Meter portion of the Wizard.
Step-by-Step
The Account/Meter Wizard can accessed via Accounts or Buildings & Meters.
To add from Accounts:
Select Accounts from the Main Menu. The Accounts navigation Tree View will be displayed on the left.
Click the Add button below the Tree View. Click the Add Account menu option.
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To add from Buildings & Meters:
Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left.
Click the Add button below the Tree View. Click the Add Meter menu option.
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On the Cost Center tab, choose the appropriate radio button:
Currently Selected Cost Center will display the cost center highlighted on the tree when launching the wizard, if any.
Create a New Cost Center will create a new cost center for the account. Refer to the Creating a Cost Center topic for more explicit cost center creation help.
Center
Select a Cost Center will associate the account with an existing cost center. Use the hierarchy to select the desired cost center.
On the Service Address tab, enter Service Address information in the fields provided and then click Continue .
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On the Vendor tab, either:
Select the desired vendor using the Vendor drop-down OR
Add a new vendor by clicking the Add button. Refer to the Adding a Vendor topic for more explicit vendor help.
Select the radio button corresponding to the Vendor Type. Then click Continue.
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On the Account Type tab, complete all fields and then click Continue. Enter the account Account Number.
Click a radio button to indicate how the Account Name will be created. Complete additional fields if displayed.
Click a radio button to select the appropriate Account Type.
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To continue through the meter section of the wizard, refer to the Adding a Meter to pic for more explicit meter help.
Rules & Restrictions
An Account can only be placed under a cost center. This includes the topmost cost center listed on the tree.
Every account must be set up with at least one meter.
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reporting and viewing of data. Bills must be associated with a meter even when no physical meter exists (EXAMPLE: trash, sewer).
This topic will...
describe the process for adding a meter from an existing account.
Prerequisites
The ability to add meters requires permissions associated with the following User Roles:
Administration Full Access Bill Entry & Account Setup
Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide most of the information necessary for setting up the meter.
Step-by-Step
Select Accounts from the Main Menu. The Account Tree View will be displayed on the left.
Select the Account that the new Meter is going to be attached to.
Select the General sub tab.
Click the Add Meter button.
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On the Create/Select Meter tab, choose the appropriate radio button and then click Continue.
Create a new meter will add a new meter to the Building hierarchy. This is the process outlined below.
Select an existing meter will associate an existing meter with the new account. Selecting this option will skip ahead to the Rate Code tab.
On the Place Assignment tab, choose the appropriate radio button and then click Continue.
Currently Selected Building will associate the meter with the building you previously selected in the Tree View.
Create a new Building will create a new building for the meter. Refer to the Adding an Organization or topic for more explicit building creation help.
Building
Select a Place will associate the meter with an existing building. Use the hierarchy to select the desired building.
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On the General Info tab, select the commodity and then click Continue.
Based on the commodity selected, the Name and Code are automatically generated. Edit these fields if desired.
The address defaults to the address of the building with which the meter is associated. To change the , click the button and add meter address information in the fields provided. Only
Address Edit
ZIP/Postal Code is required. Then click OK.
(optional) Complete the Serial Number information for the meter. Typically, this number is physically stamped on the device by the manufacturer.
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On the Additional Meter Info tab, complete the relevant fields and then click Continue.
Select the meter primary use from the Primary Use drop-down OR add a new primary use by clicking the Add button and following the prompts provided.
In the G/L Code field, enter an accounting code used to specify how charges are posted to an organization’s General Ledger. This code is only necessary if the organization is exporting billing data to an accounting system.
If desired, complete the optional Bill Entry Note, which will be associated with the meter. Bill Entry Notes are visible during utility bill data entry for the associated account.
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On the Rate Code tab, choose the appropriate radio button and then click Continue.
The Rate Code button provides a drop-down list to select an existing vendor rate.
The Create a new rate for this vendor button provides fields to enter the new Rate Code and select the associated unit of measure.
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If the commodity is Electric, select any demand options on the Demand tab and then click Continue.
On the Template Selection tab, Select the desired bill entry template. Refer to Modifying Bill Entry Templates for additional template information.
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Click Finish to save the meter information and close the Meter Wizard.
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All Cost Centers and Accounts have specific properties that can be modified at any time. These properties include:
name and code identifiers, address properties, etc.
This topic will...
describe the process of modifying existing Cost Center properties.
describe the process of modifying existing Account Properties.
Prerequisites
The ability to modify Cost Centers and Accounts requires permissions associated with the following User Roles:
Administration Full Access Bill Entry & Account Setup Step-by-Step
Modifying a Cost Center
Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left.
Select the cost center node to be modified. If necessary, click to expand the Cost Center hierarchy to display hidden nodes.
Click the Edit button below the Tree View.