Utility bill management involves more than the Accounts Payable process. Utility bill management includes maintaining a comprehensive energy history of your organization.
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.
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.
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.
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.
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.
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.