Sustainability & Risk/ Energy / Accounting Supervisor

Accounting Supervisor: Overview

As the Accounting Supervisor, you can use the Energy application to:

  1. Define vendors and vendor accounts : if vendors have not already been defined, you can use the Define Vendors and Define Vendor Accounts tasks to do so. See Defining Vendors and their Accounts.
  2. Define Utility Rates. Define the vendor's utility rates so these can be associated with bill lines. See Defining Utility Rates.
  3. Enter bills : Bills provide the data that is central to the Energy application's reports and calculations. If bills have not already been entered, you can use the Enter Bills task to do so. See Entering Bills.
  4. Load Bills . You have the option to load bills using the connectors. See Loading bills.
  5. Review and approve bills : Review bills and their details, generate an audit that shows percentage variances for the bill, edit a bill or its line items, reject bills, or delete them. See Review and Approve Bills .
  6. Enter bills for groups of buildings. If you receive bills that correspond to more than one building, you define building proration groups and enter the bill for the group. The application then prorates the bill using the method you specify. See Entering Bills for a Groups of Buildings.
  7. Review discrepancies : If you have linked internal meters to vendor accounts, you are able to receive alerts when the discrepancy between the measured values from your electrical meters and the billed quantities exceed a certain threshold. These alerts are shown on the home page and on the form for reviewing and approving bills. See Reviewing Discrepancies.
  8. View Reports: Select bills from a list to see details for the bill and its line items. Or, select archived bills from a list to see details for the archived bill and its line items. View a bill calendar that shows bills by due date; click on a bill in the calendar to see its details. Review prorated or aggregated bills. See Accounting Supervisor or Energy Manager Reports .

The Energy application enables the Cost Administrator to enter bills that are approved by the Accounting Supervisor. See Energy Bill Entry /Approval Process.

Options for entering bill data

The Energy application offers several options for entering your bill data:

Exempting bill types from data entry guidelines

A business process owner can exempt bill types from the strict data entry requirement, so that you can approve and archive the bills, even though they are not entered for complete months and not in a strict sequence. This is useful for bills, such as fuel oil, that are often delivered on an as-needed basis. See Configuring Bill Processing.

If your business process owner exempts a bill type from this data entry check, you are able to generate the analytic reports for these bill types as you can approve and archive them. However, you are not able to generate the Usage with Weather Model report unless you also use the Bill Processing Exceptions report. From the Bill Processing Exceptions report, you can review the bills that do not meet the data entry requirements, and can take actions so that the application generates bills that the weather model can use. See Bill Processing Exceptions.

Options for entering bills when using the weather model analysis

The format required for entering bill data depends on whether or not you want to run the weather model analysis. If you want to run the weather model analysis, your bill data must meet the strict guidelines for entering bills for complete months with no gaps in time periods. However, you have the following options to achieve this:

  • Enter the bills using the guidelines; that is, enter them for complete months with no gaps in time period. See Guidelines for entering bill data . You are able to generate all analytic reports including the Usage with Weather Mode l .
  • If you have exempted a bill type from the data entry requirements for approval and archiving, you can use the Bill Processing Exceptions Report to have the application generate bills that the weather model can use. See Bill Processing Exceptions Report.
  • If you need to run the weather model for only certain bill types, you can follow the guidelines for entering bill data for only those bill types. For the other bill types, you can configure bill processing so that bills of that type do not need to follow this strict data entry process in order to be approved and archived. For these bill types, you can generate all reports except the Usage with Weather Model.