Viewing your processed EDI/XLS files
Once your files have been processed, they will then appear in the following screen:
The following is some key items to note about this screen:
(a) Firstly, like in the Site Search screen there is an accordion top right. This allows you to change the filters, the group by items as well as the columns in the grid. If you wish to search for a particular account, rather than EDI, you can click on the accordion change the filter settings. This then allows you to change to account and you can therefore use the smart filter to search for a particular account. You can then if you wish to download them into Excel.
(b) Each EDI will be placed into a particular status as explained below:
In verification: when an EDI/Electronic file first arrives, the system performs the automated validation and then puts the file into an “In Verification” status so that the user can then look at the file, and make sure invoices are in the appropriate buckets.
Published: a file is in published mode, when a user has set the file to be “Visible by the Supplier” – the file can be viewed by the supplier for checking. You might put a file into this status, so that you can share the results before you complete the file in order to solve a dispute.
Completed: once you have reviewed the billing file you can then move the invoices into the different buckets, you can then mark a file as complete, so that it is ready for payment/exporting to the financial system.
By default, the filter in the above screen is set to filter for ALL files, which are In Verification mode. This filters only for the files that need your attention. You can then change the filter settings if you want to see historical information, or if you wish to search for older files by adjusting the settings along the top of the screen. In order to drill into an EDI/XLS you will then need to click onto Billing File Name.
Validating and moving debits/credits into the right buckets
When you drill into a particular EDI/XLS message, you will be presented with the following screen:
There are several important aspects to this screen, which are worth noting:-
The Hub product manages both debits and credits. Debits are effectively invoices that have been sent to you, whereas credits are money being given back to you, which could be due to any number of reasons e.g. the supplier is correcting a dispute, the supplier is crediting a bill that was wrong, or correcting an overpayment. You can tell what type of item it is with the Type column, which denotes Debit/Credit.
Depending on your configuration, you will see different buckets. For instance, if you elected to turn In-Tray mode off, then you won’t see an In-Tray. Whereas if it’s turned on you will. Furthermore, if your supply contract says you have to pay disputed amounts, then you’ll see Pay and Pay & Query. Otherwise you’ll only see Pay and Not Pay. The above example, is for a setting where In-Tray is turned on, and we do not need to pay the bills. For more information on settings please see Configuring your validation.
As in a number of other screens there is an accordion top right, where you can change the columns. There is also various summary information, on the screen in relation to how much is in each bucket etc.
In the event the system cannot validate something (for instance the site is not set-up), or if you receive Credits it cannot match, then it will place these in the “Unknown” bucket. Here the system has been unable to decide what to do, and this will need reviewing by you and the team.
There are also several useful tools, available to you in the Quick Tools section, as listed below:-
Managing debits - Reviewing, paying and disputing
Debits are effectively invoices where you owe money to the supplier. When you drill into a Debit, you will be presented with the following screen:
Below are the key points:
Primary and Secondary Validation
Bills can fail validation for a single reason (ex. a line item has been charged at the wrong rate), or for many reasons. Sometimes, a single failure issue will have a knock-on effect to other items and cause multiple reasons for failure. For example, if the consumption is wrong a bill will fail each line item which is calculated based on consumption.
The Energy.Hub makes it easy to see the what the 'real' reasons for failure are, the primary failure issue, while allowing you to dig into the detail to see what the knock-on effects of that failure, or the secondary issues.
Once the system has processed the EDI files and sets the validation outcome against each invoice. The Validations outcomes will show after the EDI file processes. These will then be shown in 2 categories: Primary and Secondary.
By clicking the Extend feature of any invoice, you are able to view the Failure reasons
Seeing the failure issues in detail is quick and easy, getting straight to root cause of a validation failure.
If you would like to have a Report of validation errors you can download the Primary Secondary Validation for Power and Gas
Step 1: Select Report Category:Validation
Step 2: Select Available reports
Select: Select Primary secondary validation for power and gas
The report requires Start and End dates (the bill dates of a specific invoice)
Select: Download the report.
This report acts as a single place to view and analyse the validation failures with all the relevant details, and can easily be shared with Suppliers. The Summary sheet shows all the Primary failures, and the count for each. When viewing the failure reasons, you can extend the cells to show beyond the primary issues to see the knock-on effect and any secondary issues resulting. There is then a separate sheet for each category of failure, and shows all line items and rates for the invoice involved making it easy to display the failures and solve the issue with your supplier.
Managing Debits - Shadow bills
Where an advanced check has been carried out, the Hub will produce a Shadow Bill for the same period that the EDI/XLS bill covers. It will produce (where configured) all the line items and then perform a comparison of the line items. You can click on the Shadow Bill comparison, as shown below:-
Below are some key aspects about this screen:
Shadow bill summary:
This part of the screen shows you a tabular view comparing the rates, and units from the Supplier bill and Shadow Bill. There is also a difference, which is the difference of all the items which are checked.
You can click on a particular row, and it will update the data in the Shadow Bills Details below. As you can see above, the Energy Consumption line is selected, and the Energy Consumption details are shown in the bottom of the screen.
- If you click on a line in the i.e Energy Consumption, it will display a pop-up which is the expression that has been used for this calculation:-
- This allows you to see what expression has been used, in the generation of this particular bill.
The Triads tab has three sections which are there to help you validate that your triads have been calculated correctly. Once the 3 Triad periods have been communicated to the market, the system will validate against the publicised periods checking the billed calculations.
Important: - It's key to have your standing data and change of tenancy process correct for validating Triads, the calculation will factor in the periods that the sites have been active in your portfolio and then check the billed amounts reflect this. e.g. A site was added in August, so the validation engine will check to make sure you have only been charged for the remaining 8 periods.
Monthly Triads Reconciliation
This section contains the details of the triad charges billed by the supplier for each month of the previous year. It contains for each monthly period, the period start and end dates, the estimated charge from the supplier and the running total for the estimated charge.
Hub Triad Reconciliations
This section contains details of the monthly estimated triad charge calculated by the supplier at the beginning of the year and billed by the supplier, the actual triad charge calculated by the Hub at the end of the year, the difference between the two (reconciliation), the rate and the charge for the three peak periods and the average charge for the three peak periods.
Supplier Triad Reconciliation
This section contains the monthly charge calculated by the supplier at the start of the year, the total estimated triad charge billed by the supplier, the actual triad charge, the reconciliation, the rate and the reconciliation difference.
To re-run EDI files, please use the Electronic Bill Management UI
- This allows you to re-run the EDI invoice
- This allows you to view the particular XLS/EDI invoice
When we receive EDI messages they have particular mappings, to map the code name the supplier gives a charge item, with the Name given to them in the Hub. As an example, the Hub may call the Energy Consumption line Item, simply Energy Consumption. However in the Supplier EDI – it may be called Energy 4023.
As well as knowing the Expression for any charge, the Hub needs to know the mappings, so it knows what line item to compare with the Shadow Bill. You can click on the EDI Mapping tool, and the following screen appears:-
The item on the left, is the EDI/XLS name and the item in the drop down is the line item that has been mapped in the Hub.
The middle column which is set to True/False is whether the line item has been validated. If this is set to false, it could be for two reasons, either the expression is not known, or the EDI Mapping is not known.
Simply confirm with your supplier on both of these items, and then notify your Account Manager, and the Hub can be updated.
Shadow Bill Details - Hub Details
The Shadow Bill details, gives a HH by HH breakdown of all the charges within the Hub. This is a really useful tool to check the calendar configuration and periods of charging.
For instance, the Red Zone charges in DUoS are set for particular periods. By looking at the Drill Down level, you can see the HH that the Red applies to, the relevant Metering + Loss Factors as well as charges.
This level of granularity makes it very simple and easy to compare the bills and understand why a complex HH charge which may differ from HH to HH, maybe different to a suppliers.
Shadow Bill Details - Meter details
The Meter Data tab simply lists the HH metering for the site. You can see this data at different levels, being the CT (which is the metered volume), the GSP (which includes the LLF) and the NBP (which includes both the LLF and TLF).
- For convenience this also includes the appropriate LLF and TLF for each period.
If you wish to download all of the details to Excel, about this particular invoice, simply click on the Download details to Excel. This will then put all the relevant charges and summary’s into an excel sheet you can share.
Managing credits - Reviewing, accepting and netting
Before we jump into credit notes, this is another area that is well worth explaining first. It’s very normal to receive credit notes as part of the billing process. This can happen for numerous reasons, which also include you doing a great job in validation and raising issues!
So before we kick off and explain how to manage credit notes, let’s first explain how billing, payments and credit notes work in the system. Firstly, each invoice (Debit) you receive has the following key elements:
The key point being above, that each invoice has an outstanding balance. In the normal run of things, when you receive an Invoice via the EDI/XLS you elect to pay it. This would then update the outstanding balance to £0.
However, if you elect to dispute an invoice, the status would be updated accordingly and the amount outstanding would stay at £100. So in effect, you are now expecting a credit for this debit (invoice). There is a further level of complexity here, in that certain customers will have different rules around how they manage disputes. So some customers will need to pay them and claim the money back, and others will not pay them and the credit note exercise if more of an audit trail/paper exercise.
This is why the Hub allows you to either Accept a credit note (in this instance, you are accepting the credit note and it is reducing your payment balance) or Nett a credit note, which is where you never paid it, you simply want to accept it to match off a dispute.
Important: - In a later section, we’ll explain Query Manager. This is a screen which allows you to manage your outstanding queries in bill validation. One of the key things Query Manager looks for, is a Debit invoice in dispute that has no corresponding credit note. This is the way the system spots queries that are still outstanding. So matching your credit notes is an important activity!
Matching credit notes
When you click on a credit note in the EDI detail screen you will be presented with the following screen. The hub Platform will attempt to match the Credit Note for you, using the following rules:-
Match the Invoice & Credit Note, and Invoice Date & Amount
Match the invoice date from/to and amount the system will also advise whether it thinks it should be Accepted or Netted. If its not possible to match itself, the system will require the user to elect what they want to do.
In order to help you with this process, the system will show all the invoices on the account, and the current outstanding balances, so you can reconcile the account yourself.