Download - Managing Workflow in EnergyCAP
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Standard Operations Track
Managing WorkflowPresented by Ryan Ohlson, VP of Implementation Solutions
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Agenda:Workflow Overview
Configuring Work Flow
Why Batch Mode?
Creating Audit Groups (ECO)
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Agenda (continued):Audit Filters and Variances (ECO)
Workflow with Bill Lists (ECO)
Bill Approval and Export (ECO)
Interfaces
Automation
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Workflow Overview
Process from start to finish
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As of version 3.1, everything can be done in ECO except for Bill Verification and Export
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©2013 EnergyCAP, Inc. ▪ @energycap ▪ www.EnergyCAP.com
Work Flow Manager folders
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Bill Work Flow
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Bill Work Flow
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Bill Work Flow
Example Workflow Diagram
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Configuring Work Flow
Batches
Quick Check Audit
Bill Approval
Batch Headers & Defaults
Default Bill Messages
Export Preference
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Work Flow options
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Batch Code options
Read more in our Help Manual
Example:
=(cstr(month(date())&"-"&day(date())&"-"&year(date())&"_"&CSTR(AutoInc)))
This results in the format: mm-dd-yyyy_1234 (where 1234 is an internally incremented number guaranteeing a unique name for each batch that is created)
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Why Batch Mode?
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Bills are grouped together for easy reporting and for Bill Lists.
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Easy to back out mistakes
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Easy bill image association
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Easy access to bills using Work Flow Manager
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Easy to validate batch totals
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Creating Audit Groups
Process from start to finish
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©2013 EnergyCAP, Inc. ▪ @energycap ▪ www.EnergyCAP.com
Audits tell you if you should pay a bill or if there is an issue worth investigating.
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Audits add alert messages to bills that we can use for workflow purposes.
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We use Bill Lists to display bills with the specific messages we need to act on.
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Export Hold
BILL01, BILL02–Possible Duplicate Bill
BILL03–For imported bills, line items do not equal Bill Pay Amount
BILL08–Bills containing a specific line item requiring executive approval
DAY08–Bill End Date is later than today
COST11–Unit Cost exceeds contracted limit
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Line Items
BILL05–Exists or Not (Observation Type)
BILL06–Value Greater Than (Observation Type)
BILL07–Value Less Than (Observation Type)
BILL08–Exists or Not (Caption)
BILL09–Value Greater Than (Caption)
BILL10–Value Less Than (Caption)
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Bill Approval
We then create a Bill List to show bills that DID NOT FAIL this audit group
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We then create a Bill List to show bills that DID FAIL this audit group
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Swiss Army Knife: Audit 52
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Audit Filters and Variances
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Create groups for specific vendors
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Create groups for specific cost ranges
Create groups for specific vendors and cost ranges
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Groups based on other bill or account attributes to cast a wide or narrow net
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Workflow with Bill Lists
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Example Bill List
Workflow Bill Lists should capture every bill that is being processed.
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They should divide the work of moving the bills forward to being paid
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They work in conjunction with Audit Groups—allowing cross-group selection
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Targeting Specific Messages
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Catch-All Bill Lists
Unapproved Bills
Unapproved
Batch Code Equals XXXX or Bill Created Date >=
Exported=FALSE
Bills on Export Hold
Export Hold=TRUE
Exported=FALSE
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Catch-All Bill Lists
Bills waiting to be Exported
Approved=TRUE
Batch Close Date <> ‘01/01/3000’
Exported=FALSE
Verified=TRUE
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Bill Approval and Export
Process from start to finish
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Get control over bill export
Divide responsibility over entry and review
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Approve from Bill Lists
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Export Hold and Release from Bill Lists
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Interfaces
Process from start to finish
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Choose export mode of AP or GL
Choose data to export including header, detail, and User Defined Fields
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Export only from EnergyCAP Enterprise using a user-defined profile
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You can also import payment related data to provide a comprehensive bill record in EnergyCAP
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Automation
Import (Bill, Payment,Meter, and Setup Data)
Export (Bill Interfaces)
Audit (for Audit 52)
Report Distribution
ECO Web Servicesnow available!
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Questions
Visit the Ace Place to learn more!
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