Track Accounts & Meters with EnergyCAP

 

Account & Meter Tracking

With EnergyCAP, you can track any energy or non-energy commodity and any type of bill detail. Whether you enter bills manually using bill entry templates or import your data electronically, EnergyCAP treats your data right.

EnergyCAP provides two different views—finances and facilities—so you can view and report both data types separately. The two data hierarchies are also hyperlinked, which makes it easy to jump between accounts, buildings, and meters. By helping you correlate cost and consumption information, EnergyCAP provides granular and summary level data from both perspectives for powerful analytics that yield actionable insights. In addition, a sophisticated memo and message system links action items and information to specific accounts and locations, making it easy to resolve billing and energy management issues.

EnergyCAP PowerViews and reports provide a clear picture of each account/meter’s cost and consumption history for months or years in graphical or tabular format.

Accounts Payable or G/L Export

In some organizations, the accounting department automatically pays the utility bills without knowledge or approval from the energy manager. But what if the bill was incorrect, the vendor should not have been paid, or the data was double-keyed into separate accounting and energy management systems? There is a better way to process utility bills. Make EnergyCAP the smart and friendly "front-end" to your Accounts Payable or General Ledger system. 

Through a customized interface, EnergyCAP can integrate with any financial system including: CAS, PeopleSoft, SAP, Oracle, MR, QuickBooks, Great Plains, Banner, and Performance. If your system isn't on the list, no worries, we can create interfaces to any AP/GL system.

> Learn about Virginia Beach's award-winning bill process.

 

EnergyCAP & Accounts Payable

 

 

Export accrued bills to the General Ledger and reverse the accrued transactions after the actual bill is received.
EnergyCAP Best Practice
Manage Bill Accurals with EnergyCAP

 

Bill Accruals

Do you depend on accurate accruals to close out an accounting period? EnergyCAP can create estimated bills based on historical billing data to help your finance staff fill in the gaps. The accrued bills can then be exported to the General Ledger, and then when the actual bill is received, a simple process reverses the accrued transactions.

If your accrual needs aren’t as complex, EnergyCAP provides a basic accruals report that can be used to accrue use and cost using calculations based on existing utility data. This report makes it unnecessary to create actual bill records in EnergyCAP. The report can be exported from EnergyCAP in spreadsheet format for use by accounting staff.

> Watch the video on bill accruals.

A customized audit script provided by the EnergyCAP software implementation team applied City accounting rules for the processing of prior balances.
City of Virginia Beach, VA

Utility Bill Auditing

How do you know if your utility bill data is correct? With EnergyCAP’s utility bill audit library, you can automatically run audits to verify accuracy and spot problems with your utility bills. You can also create audit groups, and automate running of individual bill audits or audit groups at any point in the workflow process, even during bill entry.  

Audits will flag bills according to the conditions you specify. Utility bill auditing can help you find and fix issues relating to unusual billing period lengths, cost duplication, gaps in billing dates, frequently estimated bills, use or cost that exceeds the norm, significant variance from historical patterns for use, cost, or demand, meter reading issues, rate schedule issues, and actual vs. budget differences.

EnergyCAP Bill Audits

 

EnergyCAP in Transit

 

Setup Sheets

Setup Sheets in EnergyCAP are data import templates that enable you to quickly and accurately import your organizational data (including users/permissions, vendors, rates, buildings and accounts) into EnergyCAP. They help you save time and avoid data entry errors.

Electronic Bill Import

Electronic bill import removes the burden of manually entering monthly utility bills. Using OCR and other technologies, EnergyCAP can convert your PDF, XLS, TXT, CSV, and/or EDI file formats, and even your paper bills, to an Excel format that can be electronically imported into your EnergyCAP database. From there, your data can be audited, presented, and even exported to your accounting system.  

> Remove the burden of bill entry through Bill CAPture.

Import Electronic Bills With EnergyCAP

 

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Energy Contract Admin

 

Energy Contract Administration

Are your energy contract details getting out of control? In EnergyCAP, you can track and maintain contract details per account and also record energy supply and performance contracts by vendor. In addition, EnergyCAP can mark “Green Energy” contracts, associate vendors and contracts, and set renewal reminders before the contract expires.

Not only has EnergyCAP saved us time and made us more productive in tracking in our energy costs, but we have been able to identify misapplied payments, ensure that when facilities move the utilities get disconnected, identify missing bills and more importantly, we can identify our energy costs down to the use/day!
Lisa Roberts | UniFirst Corporation

Workflow Management

In EnergyCAP, you can configure workflow settings for processing your utility bills including bill batch creation and nomenclature, audits and approval processes, Accounts Payable or General Ledger export rules, and any required bill header information.

Set Up Wizard

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Thanks to EnergyCAP, we have already identified savings of $250,000. We’ve always tried to track savings related to energy audits and analysis, but now that everything is in EnergyCAP the issues are easier to find, fix and track. We’ve been pleasantly surprised to see how big the numbers are when you add them up.
Lou Schotsky | Vice President of Property Operations for Equity Residential (EQR)
Issue Tracker

Issue Tracker

How do you document the issues associated with meters in EnergyCAP? Through the Issue Tracker, you can track, report, email, and manage energy savings opportunities, personnel, and problems. Issues are meter-based and can be created from multiple places in EnergyCAP, including during bill entry. Issues include a brief summary of the problem or savings opportunity.

Each issue is assigned an ID and can be categorized by status and type, dated, and assigned to staff for resolution. Each issue also includes database fields for indicating the cost value associated with the issue, the use amount (amount of commodity “at risk” due to the issue), and notes. To assist with issue management, a status field can be used as a filter to show or hide issues for various reports and lists.

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