managing workflow in energycap

Standard Operations Track

Managing WorkflowPresented by Ryan Ohlson, VP of Implementation Solutions

Agenda:Workflow Overview

Configuring Work Flow

Why Batch Mode?

Creating Audit Groups (ECO)

Agenda (continued):Audit Filters and Variances (ECO)

Workflow with Bill Lists (ECO)

Bill Approval and Export (ECO)

Interfaces

Automation

Workflow Overview

Process from start to finish

As of version 3.1, everything can be done in ECO except for Bill Verification and Export

Work Flow Manager folders

Bill Work Flow

Example Workflow Diagram

Configuring Work Flow

Batches

Quick Check Audit

Bill Approval

Batch Headers & Defaults

Default Bill Messages

Export Preference

Work Flow options

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)

Why Batch Mode?

Bills are grouped together for easy reporting and for Bill Lists.

Easy to back out mistakes

Easy bill image association

Easy access to bills using Work Flow Manager

Easy to validate batch totals

Creating Audit Groups

Audits tell you if you should pay a bill or if there is an issue worth investigating.

Audits add alert messages to bills that we can use for workflow purposes.

We use Bill Lists to display bills with the specific messages we need to act on.

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

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)

Bill Approval

We then create a Bill List to show bills that DID NOT FAIL this audit group

We then create a Bill List to show bills that DID FAIL this audit group

Swiss Army Knife: Audit 52

Audit Filters and Variances

Create groups for specific vendors

Create groups for specific cost ranges

Create groups for specific vendors and cost ranges

Groups based on other bill or account attributes to cast a wide or narrow net

Workflow with Bill Lists

Example Bill List

Workflow Bill Lists should capture every bill that is being processed.

They should divide the work of moving the bills forward to being paid

They work in conjunction with Audit Groups—allowing cross-group selection

Targeting Specific Messages

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

Catch-All Bill Lists

Bills waiting to be Exported

Approved=TRUE

Batch Close Date <> ‘01/01/3000’

Exported=FALSE

Verified=TRUE

Bill Approval and Export

Get control over bill export

Divide responsibility over entry and review

Approve from Bill Lists

Export Hold and Release from Bill Lists

Interfaces

Choose export mode of AP or GL

Choose data to export including header, detail, and User Defined Fields

Export only from EnergyCAP Enterprise using a user-defined profile

You can also import payment related data to provide a comprehensive bill record in EnergyCAP

Automation

Import (Bill, Payment,Meter, and Setup Data)

Export (Bill Interfaces)

Audit (for Audit 52)

Report Distribution

ECO Web Servicesnow available!

Questions

Visit the Ace Place to learn more!

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