1. GETTING STARTED Basic Application Navigation Home Overview Dashboard Widgets User Preferences

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2 1. GETTING STARTED Basic Application Navigation Home Overview Dashboard Widgets User Preferences Buildings and Meters Overview Buildings Adding an Organization or Building Modifying Buildings and Meters Setting Up ENERGY STAR for a Building Meters Adding a Meter Adding a Bill Entry Template Modifying a Bill Entry Template Calendarization and Normalization Calendarization Overview Normalization Overview Resizing the Energy Trend (EUI) Chart Cost Avoidance Adding Other Savings Adding Special Adjustments Adjusting Cost Avoidance Meter Settings Changing Tree View Options Groups and Benchmarking Overview Managing Categories & Groups Adding a Category Adding a User-Defined AutoGroup Adding a Standard Group Adding a Member to a Group Ranking Options Excluding and Re-Including a Group Member Removing a Group Member Customers and Chargebacks Overview Customer Adding a Customer Modifying a Customer Attaching a Customer to a Chargeback Account Removing a Customer Chargeback Accounts & Meters Creating a Chargeback Account Creating a Chargeback Meter Chargeback Distribution Setting up a Bill Split Chargeback Distribution Modifying a Chargeback Distribution Version Removing a Chargeback Distribution Version Route Manager Adding a Route Modifying a Route Adding and Rearranging Meter on a Route Removing a Route Accounts Overview Creating a Cost Center Creating a Utility Bill Account Adding a Meter from an Existing Account Modifying Cost Centers and Accounts Moving a Cost Center or Account Adding Account Alerts Vendors and Rates Overview Adding a Vendor Adding a Rate Code Modifying a Rate Code Rate Properties Bill Processing Overview Bill Entry

3 8.1.1 Entering a Bill Modifying a Utility Bill Adding Bill Problem Flags Manually Bill Entry Quick Check Audit Adding a Bill Note Bill Import Importing Utility Bills from a File Rules for Bill Import Video Series: Bill Import Basics of Importing Bills Preparing Bills for Import Importing Bills for Accounts with Multiple Meters Correcting Bill Import Errors Bill Lists Creating a Bill List Filtering Bill Lists Adding/Editing/Removing Filters on a Bill List Altering/Sorting Columns on a Bill List Deleting a Bill List Bill Audits Overview Audit Descriptions Creating an Audit Group Editing an Audit Group Name/Code/Description Editing Individual Audit Settings Running an Audit Group Resolving Bill Problem Flags Quick Check Audit Group Cost Avoidance Processing Calculating Savings Chargeback Processing Processing Chargebacks Viewing Chargeback Processor Log Voiding or Deleting Chargeback Bills Submitting to ENERGY STAR Budget Worksheet Generate a Budget Worksheet Using a Generated Budget Worksheet Reports Overview Filtering Reports Quick Reports Administration Overview Users Adding a User Global Settings Adding an Organization Logo Target Comparison Normalized Settings Report Administration Creating a Report Group Deleting a Report Group Managing Reports in a Report Group Modifying a Report Group Setup Manager Overview Setup Manager Import Process Setup Import - Accounts and Meters Setup Import - Cost Avoidance Adjustments Setup Import - Cost Centers Setup Import - G/L Setup Import - Organizations & Buildings Setup Import - Rates Setup Import - Vendors Setup Manager Update Process Setup Update - Accounts Setup Update - Cost Avoidance Adjustment Setup Update - Cost Centers Setup Update - G/L Setup Update - Meters Setup Update - Organizations & Buildings Setup Update - Users Setup Update - Vendors Setup Manager Export Process Cost Avoidance Settings

4 Actual Unit Cost Cost Avoidance Meter Settings Globally Update Meters Template Management Adding a Template Copying a Template Editing a Template Workflow Settings User-Defined Fields Adding User Defined Fields Modifying User-Defined Fields License Validation ENERGY STAR Settings Glossary of Terms & Concepts Buildings with Net Metering and PV Solar or Wind On-Site Generation - Best Practices Degree Days Normalization, M&V, Cost Avoidance and the IPMVP Setup Manager Importing of Hierarchical Items Setup Templates Fundamentals Statistical Outliers Use vs. Weather

5 GETTING STARTED EnergyCAP is powerful energy management software for managing utility bill data. To learn more, watch the video!

6 Basic Application Navigation Understanding the basic navigation elements and terms specific to EnergyCAP will help to use the application most effectively. This should also help when reading through the specific help pages. Each element is explicitly referenced based on the names listed on this page. Top Menu Items listed on the top menu are always accessible, regardless of the Main Menu selection and current screen view. These items are: Main Menu Home - User-configurable dashboard. Click/select items from the widget list on the left to add up to four displays to the dashboard. Help- There are several different ways to received help Documentation - Prompts a window displaying the Online Help documentation Support - Prompts a window with a Contact Us form Getting Started Video - Introductory video providing a brief overview of the main application functionality Log Out - Closes the application More- In order to eliminate the number of menu options displayed across the top of the window, additional menu items were grouped together under the 'More' dropdown. About - Prompts a window that displays information about the application. This information includes: Browser Dimensions, Product Version, Datasource Name, Database Version, and other settings. Admin - Redirects to the Administration screen of the application Preferences - Prompts a window that allows the user to edit User Properties. Some of the properties listed include: Password, , Custom Report Heading, List Rows per Page, etc. All primary application areas can be accessed at any time by clicking the Main Menu (green bar/arrow) and then clicking/selecting the desired module from the drop-down list: Home - User-configurable dashboard. Click/select items from the widget list on the left to add up to four displays to the dashboard. Buildings & Meters - Organizational structure featuring organizations, buildings and meters in a hierarchy on the left, with related data displayed on the right. Groups & Benchmarking - Benchmarking tool with user-configured and auto-generated groups of places and meters. Customers & Chargebacks - Utility Bill Chargeback distribution tracking per customer and per master meter. Accounts - Organization financial structure featuring accounts and cost centers in a hierarchy on the left, with related data displayed on the right. Vendors & Rates - List of vendors and associated accounts on the left with related data displayed on the right. Bill Processing - Utility Bill Processing tool with bill lists, audit groups and Quick Reports on the left, with related data displayed on the right. Reports - Report generating tool featuring report folders on the left, with related reports and report configuration options on the right. Administration - Administration tool for managing Users, Global Settings, Normalized Settings, the Setup Manager, and Login Account Information.

7 Screen Components Almost all views of the application involve two separate sections; a Tree View and a Data View. Tree View- The tree portion of the screen is located on the left and is made up of several 'nodes'. 'Nodes' are the clickable items displayed in list form. The hierarchy of the list is displayed based on indentations of the list items. Any tree node listed and indented underneath another node is a 'child' of that node. Similarly, any tree node that has a list of nodes indented underneath is is a 'Parent' to those nodes. The hierarchy can include multiple layers; that is, a child of one node can also be the parent of another node. Beneath the Tree View is a set of application buttons. The function for these buttons changes depending upon the node of the Tree View that is selected. Button Add Delete Edit Options Behavior Prompts a window that adds an element that requires a new tree node Prompts a window that confirms the node selected on the tree should be deleted Prompts a window that allows changes to the element highlighted on the tree Prompts a window listing all options that can be applied to the tree display Data View - The Data View is located on the right, and displays information based on the node selected in the Tree View. The Data View often includes several different layout elements described below. Tabs - Every major section is divided into tabs. The tabs are listed as text in the blue header bar above the information. Click the tab text to display new content for that tab. Currently-active tabs are displayed with black bold text on a white background. Subtabs - Within each tab, additional subtabs may be available for selection. The subtabs are displayed in gray text directly below the blue header bar and are divided by a symbol. Click on the subtab to display the associated data. Currently-active subtabs are displayed with black bold text. Wizards A large portion of the tasks performed within the application are accomplished through the use of wizards. A wizard is a multi-page 'popup' window. It stands apart from a regular window because it has its own navigation, including tabs located on the left and buttons located at the bottom of the window.

8 Button Back Next Finish Cancel Behavior Navigates back the the previous window, if allowed. Navigates to the next step in the wizard process. Visible on the last screen of the wizard. Enables the user to close the window and save all information. Closes the wizard without saving the information.

9 Home Overview

10 Dashboard Widgets Description The initial screen for most users is a collections of widgets that display a data snapshot of key areas of the application. This topic will... describe the intent of each Dashboard Widget Prerequisites The ability to view the Dashboard requires the permission to View Home The ability to view the Cost Avoidance Dashboard Widgets requires the permission to View Cost Avoidance Step-by-Step To add a widget to the dashboard 1. Select Home from the Main Menu OR from the Top Navigation Menu. The Dashboard widgets and tree will be displayed. 2. Select the dashboard widget to be added from the tree. The widget wizard will be displayed. 3. Select the box that corresponds to the desired dashboard location.

11 3. 4. Click Apply. The wizard will close and the new widget will be visible in the dashboard location selected. Rules & Restrictions Only widgets that are NOT currently on the dashboard are listed in the tree When adding a new widget to the board, the item currently in that location will move to the Dashboard tree. Widget Descriptions Bill Processing - View Total Number of Accounts and Number of Meters. Displays a list of bill count and cost for Last FY, Current FY, First & Last Month Bill Problems - View total number of bills, total cost, highest cost and date of oldest bill Bottom 10 Building Cost Avoidance - Displays the 10 buildings with the least successful cost avoidance. Carbon Footprint - The total annual greenhouse gas emissions at this roll-up level. A metric ton (MTON) is the international measurement standard; it is 1,000 kilograms or about 2,205 pounds. Rules for the data represented in this chart: Voided bills are excluded from GHG calculations. Accruals, reversals and adjustments are included. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until

12 the staging tables have been updated. Cost Avoidance Trends - The monthly total program cost savings percentage including all commodities and all meters at this roll-up level, from the energy management program inception to the current month. The roll-up is a compilation of all meters that fall under this node of the Buildings & Meters tree. The percentage is the comparison of BATCC cost to Actual cost. For example, a value of +25% means that today s actual utility bills would have been 25% higher if you had not implemented energy management measures; hence you have avoided, or saved, 25%. BATCC is Baseline Adjusted to Current Conditions the adjusted baseline. IPMVP, the industry standard, states that usage and cost avoidance are calculated by subtracting today s use and cost from the base year s values AFTER the base year has been adjusted up or down to today s conditions of floor area, weather, occupancy, equipment, etc. In other words, avoidance is the difference between what you WOULD HAVE USED/SPENT (if conditions were the same and you did nothing to conserve) and what you actually used/spent. Rules for the data represented in this chart: Voided bills are excluded. Accruals, reversals and adjustments are excluded. See Help Documentation for detailed explanation of cost avoidance. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated. Cost Summary - The cost percentage of each commodity over the most recent 12 months, not including the current month or last month (we assume the data for these months may be incomplete). Rules for the data represented in this chart: Voided bills are excluded. Accruals, reversals and adjustments are included. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated. Cost Trend - The year-over-year trend, plotted monthly, at this roll-up level. Rules for the data represented in this chart: Voided bills are excluded. Accruals, reversals and adjustments are included. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated.

13 Current month and last calendar month are excluded from the chart ENERGY STAR - Displays the Total Buildings Submitted, Rating levels of the submitted buildings and links to useful ENERGY STAR information. Getting Started - Task list of all the suggested steps to perform when setting up an organization's structure for the first time. This includes a link to the 'Getting Started Video' Latest News - View the EnergyCAP news feed to see when new versions of EnergyCAP are released and read the release notes. Program to Date Cost Savings - The total program cost savings including all commodities at this roll-up level from the program inception to the current month. The roll-up is a compilation of all meters that fall under this node of the Buildings & Meters tree. The arrow shows the results of your energy management efforts -- your savings percentage. A green up arrow indicates positive savings. An orange down arrow indicates a negative savings, i.e. a loss. The percentage is the comparison of BATCC to Actual. For example, a value of +25% means that today s actual utility bills would have been 25% higher if you had not implemented energy management measures; hence you have avoided 25%. BATCC is Baseline Adjusted to Current Conditions the adjusted baseline. IPMVP, the industry standard, states that usage and cost avoidance are calculated by subtracting today s use and cost from the base year s values AFTER the base year has been adjusted up or down to today s conditions of floor area, weather, occupancy, equipment, etc. In other words, avoidance is the difference between what you WOULD HAVE USED/SPENT (if conditions were the same and you did nothing to conserve) and what you actually used/spent. Rules for the data represented in this chart: Voided bills are excluded. Accruals, reversals and adjustments are excluded. See Help Documentation for detailed explanation of cost avoidance. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated. Top 10 Buildings by Cost - Displays the 10 buildings that have the largest cost when totaling all the bills for all the meters under that building. Top 10 Building Cost Avoidance - Displays the 10 buildings with the most successful cost avoidance. Top 10 Meters by Cost - Displays the 10 meters that have the largest cost when totaling all the bills. Unit Cost Summary - Displays the use, unit, cost and cost per unit for every commodity in the db using the last 12 months of data - including the current month. If the commodity exists in the db but there is no data within the last 12 months, that commodity is not displayed. Usage Trend - The year-over-year trend, plotted monthly, at this roll-up level.

14 Rules for the data represented in this chart: Voided bills are excluded. Accruals, reversals and adjustments are included. Bill data is processed in intermediate 'staging tables' in order to provide instant viewing results. The staging tables are updated automatically each hour. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated. Current month and last calendar month are excluded from the chart

15 User Preferences Description All settings that apply only to the logged in user and are saved from session to session. This section will describe the process editing user preferences. Step-by-Step Select the More menu located at the top right hand corner. Select the Preferences menu option. On the general tab, change any field. 4. On the password tab, change any field.

16 5. On the display tab, change any field See the section of this page for specific field. Additional Information explanations.

17 6. Click Save after all changes have been made. Rules & Restrictions Depending on system settings, a user may not be able to change their password more than once a day. If the user is not permitted to change their password, the fields on the password tab are disabled. Depending on system settings, a user may not be able to change their password to a previously-used password. Additional Information Below is a list of fields provided on the Display tab of User Preferences, along with a description of each: Custom Report Heading The text entered will be displayed on all report headers. Rows per Page for Lists The number of row displayed on grids that have paging. i.e. Bill Lists, Batch Lists, etc. Trend Charts Set the number of years of data to be displayed on Trend Charts. This setting currently applies to all charts that have a title containing 'Trend', including dashboard widgets.

18 Show in Dropdown Date Format The viewing format of the fields that have a code and name component can be selected. MM/DD/YYYY or DD/MM/YYYY. Format is applied to all dates with the exception of: reports, bill PDF display and exported excel files. Although this date setting is also applied at the system level, users can change their personal setting by selecting a value from this field.

19 Buildings and Meters Overview Overview The Buildings & Meters Tree View displays an organization's hierarchy consisting of Organizations, Buildings, and Meters. Creating a hierarchy allows energy data to be easily reported on, specifically showing PowerViews and other data that is aggregated at each node level. This kind of organization makes it easy for organizations that have regional divisions, for instance, to quickly see energy use and spend for each region. Individual billing data can always be viewed at the meter level, while aggregated energy usage and cost data can be displayed at each Building or Organization node including the entire organization by using the highest node. Within the Buildings & Meters section there are numerous views of data that all relate to Organizations, Buildings or Meters. The Actual Data tab lists various sub-tabs that display actual bill data into yearly totals, monthly breakdowns, GHG emissions and other trend-type charts. Depending on what kind of node that is selected, some tabs may appear or disappear if it is not relevant to the selected item. A Bills tab, for instance, will only display when a Meter is selected. The Calendarization tab displays similar data to that of the Actual Data views, but adjusted in a way that statistically breaks the data into calendar months based on weather. More information about how Calendarization is done in EnergyCAP can be found on the Calendarization Overview page. The Normalization tab displays similar data to that of the Calendarized Data views, further adjusted to show what energy usage trends would look like if outside weather was not a factor. More information about how Normalization is done in EnergyCAP can be found on the Normalization Overview page. The Savings tab is a collection of subtabs to in total make up the EnergyCAP cost avoidance feature. More information about this feature can be found in the Cost Avoidance section. The Properties tab displays all the information specific to that building including address, floor area, groups, etc. It also includes a place to track all building projects. More information about this tab can be found in the Building Properties section. Rules & Restrictions The Buildings & Meters view permission is required to access this view To view the Calendarization, Normalization or Savings tab, the Cost Avoidance advanced feature must be included in your EnergyCAP License.

20 Buildings

21 Adding an Organization or Building Description Buildings and Organizations are created as part of an organizational hierarchy. The tree hierarchy includes nodes representing organization subdivisions (departments, agencies, business units, etc.), as well as individual buildings associated with each division. This topic will... describe the process for adding organizations to the tree hierarchy. describe the process for adding buildings to the tree hierarchy. Prerequisites The ability to add organizations and buildings requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Adding an Organization Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left. Click the Add button below the Tree View. Click the Add Organization menu option.

22 3. On the Identity tab, complete all relevant fields and then click Continue. a. b. c. Complete the required Name field and press the Tab key In the Code field, a code based on the name will be automatically created. This field can be edited if desired. Select an Organization Type for the Organization by clicking the Type drop-down list.

23 4. Click Finish. The Building/Organization Wizard will close and the new place will be added to the tree hierarchy. Adding a Building 1. Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left. 2. Click the Add button below the Tree View. Click the Add Building menu option.

24 3. From the Identity tab, complete all relevant fields and then click Continue. a. Complete the required Name field and press the Tab key. b. In the Code field, a code based on the name will be automatically created. This field can be edited if desired.

25 4. Complete desired address information in the fields provided (ZIP/Postal Code is required). Then click Contin ue.

26 5. From the Additional Details tab, complete all relevant fields (none are required) and then click Continue. Select the building Primary Use from the drop-down list OR Add a new Primary Use by clicking the Add button and following the prompts to define the new Primary Use. Complete the Build Date. Floor Area and Area Unit of Measure fields.

27 6. Click Finish. The Building/Organization Wizard will close and the new building will be added to the tree hierarchy. Rules & Restrictions Multiple organizational levels can be created by adding organizations under other organizations. Organizations cannot be created below buildings. Buildings can only be created below organizations, not under other buildings. Additional Information City and State will automatically be compared to the zip code entered. If the zip code does not match the city and state, an alternate address will be suggested. After the address is save the Organization or Building will automatically be connected to the appropriate weather station based on zip code. The Primary Use is referenced when creating auto-groups in Groups & Benchmarking. The primary use auto-group display data for all buildings of the same primary use.

28 Modifying Buildings and Meters Description All places and meters have properties that can be modified at any time. Organization properties include name, code and place type. Meter properties include ENERGY STAR properties associated with buildings. This topic will... describe the process of modifying existing organization properties. describe the process of modifying existing meter properties. Prerequisites The ability to modify organizations, buildings, and meters requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Modifying Properties of an Organization Node Select Buildings & Meters from the Main Menu. The Buildings & Meters navigation Tree View will be displayed on the left. Select the organization to be modified. Click the Edit button beneath the Tree View.

29 4. On the General Tab: Name: Edit the Organization name. Code: Edit the Organization code. Place Type: Select a category from the drop-down list. Or click the Use. Add button to add a new Primary

30 5. Click Save. The Organization Properties window will close. Modifying Properties of a Building Node Select Buildings & Meters from the Main Menu. The Buildings & Meters navigation Tree View will be displayed on the left. Select the building to be modified. Click the Edit button beneath the Tree View.

31 4. On the General tab: Name: Edit the Building name. Code: Edit the Building code. Primary Use: Select a category from the drop-down list. Or click the Primary Use. Address: Click the Edit button to change the existing address. Add button to add a new

32 5. On the Floor Area tab, either: Add a new floor area and effective date by clicking the Edit an existing entry for floor area by clicking the Edit Add button above the grid, OR icon to the left of the floor area value. 6. For information on the ENERGY STAR and Include/Exclude settings tabs, please refer to Setting Up ENERGY STAR for a Building help topic. 7.

33 7. Click Save. Modifying Properties of a Meter Node Select Buildings & Meters from the Main Menu. The Buildings & Meters navigation Tree View will be displayed on the left. Select the Meter to be modified. Click the Edit button beneath the Tree View. 4. On the General tab: Name: Edit the Meter name. Code: Edit the Meter code. Primary Use: Select a category from the drop-down list. Or click the Add button to add a new Primary Use. Address: Click the Edit button to change the existing address. Serial Number: Edit the Meter serial number. Bill Entry Note: Edit the desired information (will be displayed during bill entry for the account/meter). G/L Code: Edit the associated general ledger code information for accounting.

34 5. On the Channels tab, add channels by clicking the Add Channel button. Select a route from the drop down.

35 6. Click Save. Rules & Restrictions The Code must be unique. It cannot be the same as an existing code. When modifying a Name, the existing associated Code will not be changed to match the new name. It must be manually changed if desired.

36 Setting Up ENERGY STAR for a Building IMPORTANT NOTE: As of January 1, 2014, EPA will no longer offer ENERGY STAR certification for medical office buildings or residence halls/dormitories/barracks. In 2015, EPA will assess the data with a goal to re-introduce ENERGY STAR certification for medical office buildings and residence halls/dormitories/barracks. For more information about this and EPA s overall plan for the next generation of ENERGY STAR scores, visit s/tools-and-resources/energy-star-plan-next-generation-performance-benchmarking. Description For each ENERGY STAR-enabled building, it is necessary to submit 12 months of utility bills and certain building attributes such as number of occupants and hours of operation in order to receive a rating. The required building attributes vary depending on the building type. To receive a basic "best guess" ENERGY STAR rating, it is only necessary to submit the building type, floor area, and ZIP code. Other building attributes will be assigned standard EPA default values. However, ENERGY STAR participants are encouraged to enter all available building attributes for their buildings in order to get a more accurate ENERGY STAR rating. This topic will describe the process for setting up a building to submit data to the ENERGY STAR Portfolio Manager. provide information on various building use 'spaces' which can be set up under the primary building type. Prerequisites The User must have ENERGY STAR access permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Building Administrator Step-by-Step Select Buildings and Meters from the Main Menu. The Buildings navigation Tree View will be displayed Select the Building that will be submitted to ENERGY STAR. Click the Edit button beneath the Tree View.

37 4. On the ENERGY STAR tab: a. Check the Enable automatic ENERGY STAR ratings check box. b. Select the Primary Space Type that represents the largest floor area associated with the building. A corresponding tab will be created under Space Type Properties for the Primary Space. At least one of the space types must have square footage corresponding to more than 50 percent of the total building area or an ENERGY STAR rating will not be returned for the building. c. If there is a dedicated segment of the building representing a different Space Type, select it from the A dditional Space Type drop-down. d. Click to select the additional Space Type, then click the Add This Space button. A tab under the Space Type Properties will be created for the Additional Space Type. Up to eight additional Space Types can be added for a single building.

38 5. Enter or update values for all relevant building attributes and effective dates by clicking to select the desired field, and entering the information. Official attribute instructions are available from EPA at: ess/tools_resources/target_finder/help/space_use_information.htm 6. If there are meters associated with the building that should not be included in ENERGY STAR calculations, click the Include/Exclude tab. 7. On the Include/Exclude tab, uncheck the Include/Exclude checkbox for all meters that are not related to the energy usage of the space(s) managed. See Additional Information, below, for a list of legitimate exclusions.

39 8. Click Save. The Building Properties window will close and ENERGY STAR attributes will be updated. Rules & Restrictions Additional Information There are 14 building types eligible for ratings. If the specific building type is not available, select Othe r. Although a building classified as Other will not receive a rating, it will still receive valuable energy metrics. The ZIP code and Gross Floor Area fields of the primary type are automatically populated from the General and Floor Area tabs of Building Properties. Either attribute can be modified on the respective tab. 24/7 building access is indicated as 168 hours/week. When ENERGY STAR setup for a building is complete, EnergyCAP submits the building energy data to the ENERGY STAR Portfolio Manager via the EPA's Automated Benchmarking Service (ABS) as soon as enough billing and setup data is available. Thereafter, building data will be resubmitted when data has changed or new bills have been entered. For EnergyCAP, Inc Hosted clients, the submittals are done automatically. For Self Hosted clients, the submittals must be initiated by the client. An ENERGY STAR rating is calculated against a U.S. Dept. of Energy statistical model known as CBECS. The CBECS model takes certain building characteristics into account when deriving the ENERGY STAR rating. For instance, a General Office Building Type would be assumed to contain both the actual office area AND other areas like lobbies, conference rooms, fitness areas, etc. When a building has 10,000 sq/ft of space, all of these space types would be expected to be part of this number. Likewise, a hospital will always have spaces used for storage, administrative offices, medical offices, restaurant, etc. These are assumed to be present and it is not necessary to define these space types.

40 However, suppose that an electric meter also powers the lights in the building s parking lot. The parking lot is an additional space type not typically associated with that building type. The additional draw on energy resources should be accounted for, in order to obtain the most accurate ENERGY STAR rating. There may be times when it would be advantageous and appropriate to exclude meters from ENERGY STAR submission (see Step 9 in the Step-by-Step, above). Some examples include: A meter that serves exterior signage should be excluded. If a parking lot has a separate meter, exclude the meter and do NOT create a parking sub-space. One of the meters on a building is associated with space assigned to a tenant with a high-energy industrial application.

41 Meters

42 Adding a Meter Description A meter represents a commodity associated with a utility point of service. All utility bills are associated with a meter, and every meter must be associated with a utility account and a building or organization. This mandatory structure standardizes reporting and viewing of data. Bills must be associated with a meter even when no physical meter exists. This topic will describe the process for adding a meter. NOT describe the process for adding a chargeback meter. Please refer to Creating a Chargeback Meter. Prerequisites The ability to add meters is incorporated in the following User Roles: Administration Full Access Bill Entry & Account Setup Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide most of the information necessary for setting up the meter. Step-by-Step Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left. 2. Click the Add button below the Tree View. Click the Add Meter menu option. 3. Review the instructional information provided with the Introduction tab. Then click Continue.

43 3. 4. On the Cost Center tab, choose the appropriate radio button and then click Continue. Currently Selected Cost Center will be an available option when creating more than one meter. It will display the previously selected cost center so that is can be easily used again. Create a New Cost Center will create a new cost center for the account. Refer to the Creating a Cost Center topic for more explicit cost center creation help. Select a Cost Center will associate the account with an existing cost center. Use the hierarchy to select the desired cost center.

44 5. On the Service Address tab, enter Service Address information in the fields provided. Then click Continue.

45 6. On the Vendor tab, choose the appropriate radio button: Select the desired vendor using the Vendor drop-down OR Add a new vendor by clicking the Add button. Refer to the Adding a Vendor topic for more explicit vendor help. 7. Click the radio button corresponding to the Vendor Type. Then click Continue.

46 8. On the Account Type tab, complete the relevant information and then click Continue. a. Enter the Account Number. b. Click a radio button to indicate how the Account Name will be created. Complete additional fields if displayed.

47 9. On the Create Meters tab, select the number of to create using the drop-down list provided and then Meters click Continue.

48 10. On the Create/Select tab, choose the appropriate radio button and then click Continue. a. Create a new meter will launch the Meter Wizard and add a new meter to the Building hierarchy. b. Select an existing meter will associate an existing meter with the new account.

49 11. On the Place Assignment tab, choose the appropriate radio button and then click Continue. Create a new Building will create a new building for the meter. Refer to the Adding an Organization or Building topic for more explicit building creation help. Select a Place will associate the meter with an existing building. Use the hierarchy to select the desired building.

50 12. On the General Info tab, complete the relevant information and then click Continue. a. b. c. d. Based on the commodity selected, the Name and Code are automatically generated. Edit these fields if desired. To enter the Address, click the Edit button and add meter address information in the fields provided. Only ZIP/Postal Code is required. Then click OK. (optional) Complete the Serial Number information for the meter. Typically, this number is physically stamped on the device by the manufacturer. (optional) Complete the Import ID for the meter.

51 13. On the Additional Meter Info tab, complete the relevant information and then click Continue. a. Select the meter primary use from the Primary Use drop-down OR Add a new primary use by clicking the Add button and following the prompts provided. b. In the G/L Code field, enter an accounting code used to specify how charges are posted to an organization s General Ledger. This code is only necessary if the organization is exporting billing data to an accounting system. c. If desired, complete the optional Bill Entry Note, which will be associated with the meter. Bill Entry Notes are visible during utility bill data entry for the associated account.

52 14. On the Rate Code tab, choose the appropriate radio button and then click Continue. The Rate Code button provides a drop-down list to select an existing vendor rate. The Create a new rate for this vendor button provides fields to enter the new Rate Code and enter the associated unit of measure.

53 15. If the commodity is Electric, select any demand options on the Demand tab. Then click Continue. 16.

54 16. On the Template Selection tab, select the desired bill entry template. Refer to Modifying Bill Entry Templates f or additional template information. Then click Finish to save the meter information and close the Meter Wizard. If multiple meters are being created, the Meter Wizard will cycle through the meter creation process again (see Step 11). 17. On the Channels tab, complete the relevant information. a. Add channels by clicking the Add Channel button. Refer to the Adding a Channel topic for more explicit channel help. b. c. Attach the meter to an existing route OR Create a new route by clicking the + button next to the route drop down.

55 18. Click Finish to save the meter information and close the Meter Wizard. If multiple meters are being created, the Meter Wizard will cycle through the meter creation process again. 19. Review all information from the Confirmation tab; then click Finish to close the Account/Meter Wizard. Account setup information will be saved and the Wizard will close.

56 Rules & Restrictions When adding a meter from the Buildings & Meters Tree View, a new account must be created. If it is necessary to associate a new meter with an existing account, launch the meter wizard ( Add Meter button) from the Account Tree View. The Account/Vendor combination must be unique. The same account number can only be used for different accounts when each of the accounts has a different vendor. For commodities that do not have a usage unit (i.e. Cable), the unit field is hidden on the Rate Code tab.

57 Adding a Bill Entry Template Description Each meter has an associated bill entry template. The goal in template selection is to choose the bill entry template that most closely matches the utility bill while including all desired fields for tracking relevant energy data. This topic will describe the process for adding a Bill Entry Template. provide information on how bill entry templates are named. Prerequisites The ability to add a Bill Template requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Step-by-Step Initial Template Selection A bill entry template is always associated with a meter. The original bill entry template for a meter is chosen from the Account/Meter Wizard during meter creation. Refer to the Adding a Meter topic for information on initial template selection. Changing a Bill Entry Template Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left. Select the meter. Select the Meter Properties tab. If necessary, scroll down to view the Templates list. Click the Add Template button.

58 5. On the Demand tab (only visible on electric meters), click the check box(es) in the Demand tab that corresponds to the Demand details to be tracked. The click Continue. 6. On the Template Selection tab, click the radio button corresponding to the desired template selection option. The Standard template is the simplest template option (used for tracking a minimum amount of information). The Advanced template is a more complex bill entry template with options for tracking additional utility bill information. Pick a Template from the Library provides a drop-down list of all available templates for the commodity. Select a template from the drop-down list to display/select the template design. 7. On the Date Selection tab: a. Enter or select an Effective Date that the template should become effective. Date defaults to today's date. b. End Date defaults to 'Present'. To change this date, click Present and enter or select the date the template should no longer be effective. 8. Click Finish. The template will be effective as of the selected Begin Date. Rules & Restrictions Using 'Present' as the end date indicates the date will continue to be the current date until 1/1/3000 OR until a template is added after it. To maintain consistency in tracked data, frequent changes to the bill entry template are not recommended. Always select the template which most closely matches the desired bill line items to be tracked.

59 Additional Information Occasionally it may become necessary to change the bill entry template for a meter. Reasons for a change might include: The initial template was assigned in error. Data tracking needs of the organization have changed. The vendor has changed. The bill format has changed. Common naming conventions for the default list of available bill entry templates are (sequentially from left to right): Vendor Type FD_ signifies full service vendor or distribution vendor. This template prefix often indicates a more complex and detailed EnergyCAP-defined template, usually including more bill line items than the Standard or Advanced templates. S_ signifies a "supply" vendor. This template prefix indicates that usage for this template is information-only and is not included in any calculations (because the usage should already be tracked by a parallel FD vendor for this meter). Optional prefix for the commodity s abbreviated unit of measure (DKTHM, KWH, etc.) Abbreviated template description: A - Advanced S - Standard The demand indicator (Y(es) or N(o), electric meters only): N - Not tracking demand Y - Yes tracking demand Time-of-Use indicator (electric meters only): T1 - NOT a time-of-use rate T2 - Off-Peak and On-Peak rates T3 - Off-Peak, Mid-Peak, and On-Peak rates Template revision number (1, 2, 3, etc...)

60 Modifying a Bill Entry Template Description Each meter has an associated bill entry template. The goal in template selection is to choose the bill entry template that most closely matches the utility bill while including all desired fields for tracking relevant energy data. This topic will describe the process for modifying a Bill Entry Template. provide information on how bill entry templates are named. Prerequisites The ability to modify a Bill Template requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Step-by-Step Changing a Bill Entry Template Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left. Select the meter. Select the Meter Properties tab. If necessary, scroll down to view the Templates list. Click the Edit button next to the template.

61 If an electric meter, modify the demand tab as needed On the Template Selection tab, select a new template as needed. On the Date Selection tab: a. Enter or select an Effective Date that the template should become effective. Date defaults to today's date. b. End Date defaults to 'Present'. To change this date, click Present and enter or select the date the template should no longer be effective.

62 8. Click Finish. The template will be effective as of the selected Begin Date. Rules & Restrictions To maintain consistency in tracked data, frequent changes to the bill entry template are not recommended. Using 'Present' as the end date indicates the date will continue to be the current date until 1/1/3000 OR until a template is added after it. Additional Information Occasionally it may become necessary to change the bill entry template for a meter. Reasons for a change might include: The initial template was assigned in error. Data tracking needs of the organization have changed. The vendor has changed. The bill format has changed. Common naming conventions for the default list of available bill entry templates are (sequentially from left to right):

63 Vendor Type Abbreviated template description: The demand indicator (Y(es) or N(o), electric meters only): Time-of-Use indicator (electric meters only): FD_ signifies full service vendor or distribution vendor. This template prefix often indicates a more complex and detailed EnergyCAP-defined template, usually including more bill line items than the Standard or Advanced templates. S_ signifies a "supply" vendor. This template prefix indicates that usage for this template is information-only and is not included in any calculations (because the usage should already be tracked by a parallel FD vendor for this meter). Optional prefix for the commodity s abbreviated unit of measure (DKTHM, KWH, etc.) A - Advanced S - Standard N - Not tracking demand Y - Yes tracking demand T1 - NOT a time-of-use rate T2 - Off-Peak and On-Peak rates T3 - Off-Peak, Mid-Peak, and On-Peak rates Template revision number (1, 2, 3, etc...)

64 Calendarization and Normalization Description Topics in this section provide guidance on Calendarization and Normalization in EnergyCAP. Calendarization more accurately allocates utility bill usage and cost data for reporting purposes by dividing the data into day-size chunks and allocating them to the appropriate calendar month using weather adjustments. Normalization compensates for year-to-year weather variations by imposing the same year s weather (in terms of degree days) on each year of usage data. Doing so effectively removes year-to year changes in consumption caused by weather so that a true apples-to-apples comparison can be made when examining the effectiveness of energy saving projects. These features are available to EnergyCAP clients who have purchased the Cost Avoidance or Calendarization/Normalization option. This topic will explain the calendarization and normalization processes in EnergyCAP. Prerequisites Purchase of Cost Avoidance module user permissions for access to the Cost Avoidance functions Step-by-Step In both the calendarization and normalization processes, a sophisticated and fully automatic process is used to: determine if a meter is statistically weather sensitive due to a valid correlation between usage and degree days. 2. determine if it is weather sensitive in summer, winter, neither or both create a mathematical model of the meter s response to degree days which indicates how sensitive it is (in usage per degree day) and how much non-weather base load it has (in usage per day). determine which process is appropriate for each meter (the mathematical model if weather sensitive, or simple daily proration if not weather sensitive) to create the calendarized and normalized results. The results of calendarization and normalization may be viewed from the Calendarized Data and Normalized Data tabs in the Buildings & Meters chart displays, and in a series of specialized Calendarized or Normalized reports. Additional Information For more information on this topic, please refer to the Normalization, M&V, Cost Avoidance and the IPMVP gl ossary page.

65 Calendarization Overview Description Calendarization more accurately allocates utility bill usage and cost data for reporting purposes by dividing the data into day-size chunks and allocating them to the appropriate calendar month using weather adjustments. Without daily meter readings the splitting can t be exact, but it is reasonably accurate. Most utility bills have start and end dates that do not correspond to an exact calendar month: Exact calendar month: Start date: 9/1/2011 End Date: 10/1/2011 Start date: 10/1/2011 End Date: 11/1/2011 Typical utility bill: Start date: 9/12/2011 End date: 10/14/2011 Start date: 10/14/2011 End date: 11/13/2011 Why calendarize? Calendarization provides better month-to-month and year-to-year comparisons for reporting purposes by more accurately allocating monthly usage from bi-monthly and quarterly bills, estimated bills, and bills with variable billing periods (28 days one month, 34 days the next). The calendarized data is therefore more representative of actual monthly energy use when used in fiscal reporting, budgeting, auditing, accruals and energy performance evaluation. In EnergyCAP, two methods of calendarization are used. Option 1: Simple average daily use and cost allocation: When a meter is not weather sensitive, the bill is simply prorated into each month based on the number of billing period days. A bill from 9/12 to 10/14 has 32 days (the first day counts, the last day doesn t because the next bill begins on 10/14). There are 19 days in September, so 19/32 of the usage and cost is allocated to September and 13/32 to October. Option 2: Weather (degree day) allocation: When a meter is weather sensitive, the simple method described above is inadequate and provides less reliable results. A much more sophisticated method is used to prorate the weather sensitive portion of the energy bill based on the number of degree days in the appropriate billing period in each month, and to prorate the remaining non-weather sensitive portion based on the number of days. See the Use vs. Weather topic for more details. Annual Totals Note that calendarizing does not appreciably affect annual totals. Since the calendarization process merely moves usage and cost data to the most appropriate calendar month for reporting and analysis purposes, the annual usage and cost totals should be almost identical to the actual data (the data shown on a billing period basis). There may be slight differences due to year-end roll-over, but that is typically less than 1%.

66 In EnergyCAP, calendarized data is displayed in two places: calendarized reports and the Calendarized Data tab. Additional Information: The weather regression calculations used by Calendarization and Normalization do not exclude statistical outliers. Calendarization and Normalization data is not intended to be used for IPMVP approved cost avoidance purposes which would need the more precise weather regression result that is produced when outliers are excluded.

67 Normalization Overview Description Normalization in EnergyCAP helps answer the question: "If the weather was exactly the same year-after-year, how has my energy use changed"? Since weather is often the largest variable affecting energy use, historical comparisons which have been "normalized" for weather can help provide a clearer picture of the effectiveness of energy management actions. How it works Calendarization provides the starting point for normalization, since the calendarization process takes raw billing data and allocates it to the most appropriate reporting calendar day and month. Calendarization also takes into account the weather sensitivity of each meter (see Use vs. Weather topic for more information). Normalization takes calendarization a step further by actually applying month-by-month weather conditions from a user-selected calendar base year to the calendarized monthly usage data of all other years. More specifically, the weather-sensitive usage value from the base year is applied to the mathematical 'model' of weather-sensitivity for each of the comparison years. The recalculated weather-sensitive monthly usage is added to the non-weather-sensitive monthly usage (base load) to produce a monthly data point on a line graph. As an example, if the charted 2011 normalized usage for a building is lower than the normalized 2009 usage, it is certain that the reduction is not due simply to milder weather in 2011 because the consumption data for both years has been weather-adjusted to the comparison weather year. The usage difference could be due to energy management efforts or other factors such as occupancy, production, square footage or equipment changes, or hours of operation. But the weather is no longer a variable. The baseline year for normalization is selected from the Administration menu ( Administration > Normalized Settings), and can be changed at any time.

68 Resizing the Energy Trend (EUI) Chart Description One of the more useful chart overviews of Building or Organization's energy usage and trending is the Energy Use Intensity(EUI) chart located on the Normalized Data tab of any building This chart provides a trend analysis for up to a ten-year span with monthly bar graph plots for all energy commodities associated with the selected node, as well as a monthly trend line expressing annualized use per unit area for the selected Place(s). Annualization helps minimize trend effects caused by missing bills. Each trend line data point represents the average of the prior 12 months. For accounts with multiple years of data, it is possible to limit the data shown in the EUI chart to a different range of dates by using the date sliders that appear atop the chart. This topic will... Prerequisites describe the process of resizing the Energy Use Intensity Chart The ability to view and resize the Energy Use Intensity chart requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left. Select the building with the EUI chart to be viewed. Click the Normalized Data tab Click the Energy Trend (EUI) subtab Click and drag the date slider to the desired date range. To move the date range, click between the date sliders and drag to the desired date range.

69 Rules & Restrictions Commodity energy use (colored bars) is expressed in global units. The EUI Trend line is not visible until at least 18 months of previous data exist. The slider option is only available if 5+ years of data are available.

70 Cost Avoidance

71 Adding Other Savings Description Other savings are one-time or recurring cost reductions that do not fit within the normal cost avoidance calculations for current bills vs. baseline bills. However, they are valid savings attributable to energy management activities. This topic will... Prerequisites describe the process of adding an Other Savings record Must have purchased Cost Avoidance The ability to add other savings requires permissions associated with the following User Roles: Administration Full Access Step-by-Step Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left. Select the meter. Select the Savings tab. Select the Other Savings subtab. Click the Add Other Savings button. 6. Review the instructional information provided with the Introduction tab. Then click Continue.

72 6. 7. On the Category tab, complete all fields and then click Continue. For the savings category: Select the desired category using the Savings Category drop-down OR Ad d a new Category by clicking the Add button. Enter an Other Savings Amount. Enter a Description to better explain the reason for this Other Savings.

73 8. On the Frequency tab, select the appropriate radio button and complete the corresponding fields. Then click Continue. One Time will only add the savings to bill for the month specified Continuous will continue each month for the dates specified Recurring will add savings for bill in the annual cycle months specified 9. Click Finish.

74 Adding Special Adjustments Description A special adjustment is needed when there has been a change in energy usage of a building meeting one of the following conditions: It occurred AFTER the baseline year. It is NOT the result of an Energy Manager's actions. It is NOT weather related. This topic will... Prerequisites describe the process of adding a Special Adjustment record Must have purchased Cost Avoidance The ability to add Special Adjustments requires permissions associated with the following User Roles: Administration Full Access Step-by-Step Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left. Select the meter. Select the Savings tab. Select the Adjustments subtab. Click the Add Special Adjustments button.

75 6. Review the instructional information provided with the Introduction tab. Then click Continue. 7. On the Category tab, complete all fields and then click Continue. Select the desired category using the Adjustment Category drop-down.

76 7. Enter a Description to better explain the reason for this Special Adjustment. 8. On the Frequency tab, select the appropriate radio button and complete the corresponding fields. Then click Continue. Continuous will continue each month for the dates specified Recurring will add savings for bill in the annual cycle months specified

77 9. On the Method tab, complete all fields. Select an adjustment method to be applied to baseline bills. Enter the adjustment amount. 10. Click Finish.

78 Adjusting Cost Avoidance Meter Settings Description Meter Settings can be adjusted one meter at a time. This topic will describe the process for updating individual meter settings does NOT describe the process for updating multiple meters' settings at once. Please refer to Globally Update Meters help topic. Prerequisites The ability to adjust cost avoidance meter settings requires permissions associated with the following User Roles: Administration Full Access Step-by-Step Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left. Select the meter. Select the Savings tab. Select the Use vs. Weather subtab. Change all appropriate settings. Click Save & Reprocess. Rules & Restrictions

79 There is a specific Cost Avoidance Administration permission that the user must have as part of their user role in order to adjust any settings on this screen. Additional Information For more information on how to use this chart effectively, refer to the Use vs. Weather and Statistical Outliers glossary pages. Below is a list of the Advanced Settings configurable fields provided for the Use vs. Weather chart, along with a description of each: Baseline Start Savings Start Show Chart Legend The date the processor will start to calculate the baseline. The date the processor will start to calculate savings. Show or Hide the Chart Legend explaining the symbols displayed on the chart. When selected, the legend is visible above the charts. Baseline Length (mos) The Baseline length can be anywhere from 12 to 36 months. Additional Years of Data Adjust by Floor Area CA Method One to two additional years of weather data can be added to the baseline displayed on the charts. Select to consider floor area in the equation when processing. Two possible CA Methods: Current Average Unit Cost Net Cost Difference When a new meter is created, the default method is Current Average Unit Cost.

80 Changing Tree View Options Description The Buildings & Meter tree has a view different viewing options including the ability to view the hierarchy in two different way: by Organization/Building hierarchy or by Group. This topic will... Prerequisites Step-by-Step describe the process for navigating to Tree View Options. The ability to change Tree View Options requires permissions associated with viewing the Buildings & Meters. Select Buildings & Meters from the Main Menu. The Buildings & Meters Tree View will appear on the left. Click the Settings button beneath the Tree View. 3. Remove, add or change any combination of fields. Refer to the Additional Information section of this topic for an explanation of each field.

81 3. 4. Click the Save button. Changes will take effect immediately. Rules & Restrictions The search functionality cannot be used for this tree when the tree is displaying meters from a selected group. The user must have access to at least one meter in the group for the group to show up in the dropdown If the group has been limited by topmost place, the user's topmost place must allow access to the minimum topmost specified in the group. The tree can only display one group at a time. Additional Information Fields listed on Ranking Options: Show Inactive Devices Displays all inactive meters in the tree with a red X. The setting is saved and will be honored on next login. Display Settings Determines how the nodes of the tree are displayed. The setting is saved and will be honored on next login.

82 Display by Group Group to Display Default is to display with Organization/Building hierarchy. Changing the view to display meter from a selected group, triggers the visibility of the Group to Display field. All Groups that have a meter count less than the system limit (exact number visible in the message below the field) are visible in the dropdown.

83 Groups and Benchmarking Overview Overview The Groups & Benchmarking Tree View is a powerful tool that can easily highlight buildings and meters that have abnormal use, cost or demand. These abnormal buildings and meters often offer the greatest opportunity for cost reduction and energy savings. The Tree View displays categories and groups of buildings and meters to help compare similar data to help identify anomalies. Blue folders signify auto-groups which EnergyCAP maintains for you. Yellow folders show categories and groups that have been created by users. The PowerViews that are displayed for each Building or Meter group show aggregated consumption, cost or demand data from each member of the group. The data can then be ordered in ascending or descending order to find the buildings or meters that could potentially benefit the most from more active energy management. Currently, data is displayed for raw cost and use, unit cost per commodity, and by usage per floor area. The average for all members of the group is always displayed to provide guidance on how much of an outlier a specific member is. Although the most recent twelve months of data is compared by default, a custom date range can be set. Finally, as Group PowerViews are examined, any member that appears to be skewing the comparison can be excluded from groups calculations while still remaining part of the group. This is particularly useful when the Building and Meter Group filters are provided on reports and in other parts of the application, allowing a user-friendly way to get a consistent list of like members. Key terms in Groups and Benchmarking include: A Category is the parent folder containing all the related groups. An AutoGroup is automatically created by EnergyCAP, and is indicated by a blue folder icon. A Standard Group is created by an individual EnergyCAP user with the appropriate permissions. A Standard Group is indicated by a yellow folder icon. A User Defined Auto Group is created by an EnergyCAP user with filters set to automatically populate Group Members based on the User Defined fields a place or meter possesses. A User-Created Auto Group is indicated by a purple folder icon. A Group Member is a meter or a building that will be included in the Benchmarking chart data.

84 Managing Categories & Groups Description Categories are a way of organizing multiple Groups. Multiple groups can be organized by category. Each Group displays roll-up data based on the collection of Meters or Places associated with the Group. This topic will... describe the process for viewing Groups. list explanations of the tabs and charts. list the Groups auto generated by the application. Prerequisites All User Roles EXCEPT Public - Reports Only are permitted to view Categories and Groups. Step-by-Step Select Groups & Benchmarking from the Main Menu. The Groups Tree View will be displayed on the left, divided into Place and Meter Groups. Click to expand the Place Category under which the Group resides. Click any Place Group or Meter Group tree node. Click any tab to view the corresponding charts. See Additional Information for a list of the tabs and the information displayed on them. Rules & Restrictions Any changes to how the charts are displayed can be updated in Ranking Options. Refer to the Ranking Options help topic for more information. Buildings with no data, buildings set to Exclude from Benchmark and buildings exceeding the Row Limit are not shown. Voided bills are excluded from all charts. Accruals, reversals and adjustments are included on all charts. Cost/area, use/area and unit cost data is processed in intermediate 'staging tables' in order to provide instant viewing results. Bills entered, edited or deleted are NOT represented on charts until the staging tables have been updated. Additional Information The vertical line shows the average of included members FOR THE ENTIRE GROUP, which may include buildings not shown on this chart. Meter Group tabs are: General Cost Rank General group information Average Cost Per Day vs. Total Cost for Billing Period Range

85 Unit Cost Rank Use Rank Unit Cost by Cost Rank Unit Cost by Use Rank Demand Rank Average unit cost ($ per unit) vs. Total Cost for Billing Period Range Average Use (unit) per Day vs. Total Cost for Billing Period Range Average Unit Cost ($ per unit) vs. Total Cost for Billing Period Range Average Unit Cost ($ per unit) vs. Total use (unit) for Billing Period Range Average Demand (unit) vs Total Cost for Billing Period Range Place Group tabs are: General Cost/Area Rank Use/Area Rank Demand/Area Rank Cost Rank Use Rank General group information Annualized Cost per Area Annualized Use (unit) per Area Peak Demand Per Area Average Cost Per Day Average Use (unit) per Day HDD Sensitivity CDD Sensitivity There are several Auto-Groups that are created by the application: Place Primary Use Auto-Group Commodity Auto-Group maintained for each place by primary use (i.e. courthouse, general office, higher education) maintained for each commodity (i.e. electric, natural gas)

86 Meter Primary Use Auto-Group Vendor-Commodity Auto-Group Vendor-Rate Auto-Group maintained for each specified meter primary use (i.e. cooking, heat, office equipment) maintained for each commodity associated with a particular vendor maintained for every vendor and every utility rate associated with that vendor

87 Adding a Category Description Categories are a way of organizing multiple benchmarking Groups. Any number of groups can be listed under each Category; each Group will display roll-up data based on the defined collection of Meters or Places in the Group. This topic will describe the process for adding a Category. Prerequisites The ability to add a category requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Select Groups & Benchmarking from the Main Menu. The Groups Tree View will be displayed on the left. There are two default root Categories: Place Groups and Meter Groups. Click to highlight the Place Groups or Meter Groups node, depending on the type of new Category desired. Click the Add button beneath the Tree View. 3. On the General tab: a. In the Name field, enter the display name for the Category. b. In the Code field, a code based on the name will be automatically created. This field can be changed to any desired value.

88 3. b. 4. Click Finish. The Category Wizard will close and the new Category will be available on the tree. Rules & Restrictions Categories cannot be created beneath Groups. Groups must be created under a Category. Groups cannot be added to an Auto-Category, indicated by the blue-colored folder. These are automatically generated by EnergyCAP, and cannot be modified.

89 Adding a User-Defined AutoGroup Description User Defined Auto Groups (UDAGs) will help users get the best visibility and access to their building and meter data. With User-Defined Auto-Groups, users can now create a group that is populated and maintained automatically using a comprehensive list of available filters, including meter and building User-Defined Fields (UDFs). This provides an incredibly powerful way for users to create groups that retain relevance and real value. This topic will describe the process for adding a User Defined Meter Auto Group. describe the process for adding a User Defined Place Auto Group. Prerequisites The ability to add a group requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Step-by-Step Select Groups & Benchmarking from the Main Menu. The Groups Tree View will be displayed on the left, divided into Place and Meter Groups. Click to highlight the Place Category or Meter Category tree node under which the Group will reside. Click the Add button beneath the Tree View. 4.

90 4. On the General tab, complete all necessary fields. Then click Continue. a. In the Name field, enter the display name for the Category. b. In the Code field, a code based on the name will be automatically created. This field can be changed to any desired value. c. For Meter Groups, the Hide Group Members check box determines how to honor an individual's user permissions if others with a different set of permissions will be viewing data for the Group. d. Select the Automatic method radio button for the Group Maintenance Method. 5. On the Filters tab, set all applicable filters. Then click Continue.

91 6. On the Permissions tab, click a : Group View Permission All Users can view this group allows any user to view this group Restrict access based on Minimum Topmost Permission enables the Topmost place tree. Select the Available Topmost Place desired and move it to the Minimum Topmost Permission by clicking the appropriate arrow button.

92 7. Click Finish. The Group Wizard will close and the new Group will be available on the tree. Rules & Restrictions Categories cannot be created beneath Groups. Groups must be created under a Category. Groups cannot be added to an Auto-Category, indicated by the blue-colored folder. These are automatically generated by EnergyCAP, and cannot be modified. If Automatic Method is selected, at least one filter must be set. A user having a Topmost Place permission (established in Users & Permissions) that is EQUAL TO OR HIGHER THAN ANY ONE of the Minimum Topmost Permission selected for the Group may view the Group's Benchmark charts. A user having a Topmost Place permission that is LOWER THAN the Minimum Topmost Permission selected lacks sufficient viewing rights, and will not be able to see the Group from the Tree View. Additional Information User Defined Auto Group filter list includes basic demographic information and ALL meter or place User Defined Fields (UDFs).

93 Adding a Standard Group Description Categories are a way of organizing multiple benchmarking Groups. Any number of groups can be listed under each Category; each Group will display roll-up data based on the defined collection of Meters or Places in the Group. This topic will describe the process for adding a Standard Place Group. describe the process for adding a Standard Meter Group. Prerequisites The ability to add a group requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator A category must be created before a group can be added to it. Refer to the Adding a Category Step-by-Step Select Groups & Benchmarking from the Main Menu. The Groups Tree View will be displayed on the left, divided into Place and Meter Groups. Click to highlight the Place Category or Meter Category tree node under which the Group will reside. Click the Add button beneath the Tree View. page 4. On the General tab, complete all necessary fields. Then click Continue. a.

94 4. a. b. c. d. In the Name field, enter the display name for the Category. In the Code field, a code based on the name will be automatically created. This field can be changed to any desired value. For Meter Groups, the Hide Group Members check box determines how to honor an individual's user permissions if others with a different set of permissions will be viewing data for the Group. Select the Manual radio button for the Group Maintenance Method. 5. On the Permissions tab, click a : Group View Permission All Users can view this group allows any user to view this group Restrict access based on Minimum Topmost Permission enables the Topmost place tree. Select the Available Topmost Place desired and move it to the Minimum Topmost Permission by clicking the appropriate arrow button.

95 6. Click Finish. The Group Wizard will close and the new Group will be available on the tree. Rules & Restrictions Categories cannot be created beneath Groups. Groups must be created under a Category. Groups cannot be added to an Auto-Category, indicated by the blue-colored folder. These are automatically generated by EnergyCAP, and cannot be modified. A user having a Topmost Place permission (established in Users & Permissions) that is EQUAL TO OR HIGHER THAN ANY ONE of the Minimum Topmost Permission selected for the Group may view the Group's Benchmark charts. A user having a Topmost Place permission that is LOWER THAN the Minimum Topmost Permission selected lacks sufficient viewing rights, and will not be able to see the Group from the Tree View.

96 Adding a Member to a Group Description After a Group has been created, it must be populated with desired group members. A Group Member is a meter or a place that will be included in the Benchmarking chart data. This topic will... describe the process for adding members to an existing manual group from the Groups & Benchmarking tree. describe the process for adding members to an existing manual group from Meter Properties. describe the process for adding members to a user created auto group. list the differences between adding single or multiple group members at one time. Prerequisites The ability to add Group members to a Group requires permissions associated with the following User Roles: Administration Full Access Role Bill Entry & Account Setup Role Building Admin Role Create the Group under which to add the Group Members. Refer to Adding a User-Defined AutoGroup help topic for more information. Step-by-Step Adding Members to a Place Group from Groups & Benchmarking Tree Select Groups & Benchmarking from the Main Menu. The Groups Tree View will be displayed on the left, divided by place groups and meter groups. Click to expand the Place Category under which the Group resides. Click to highlight the Place Groups tree node where the members will be added. Click the Add button beneath the tree view.

97 5. On the Single/Multi tab, click the radio button to add either one or multiple members and then click Continue.

98 6. On the Select Members tab, complete all relevant fields and then click Continue. If Single was selected on the previous tab: Select the place/meter on the tree. If Multiple was selected on the previous tab, select the Topmost Place filter and enter any relevant filter information in the fields provided.

99 7. On the confirmation tab, review all Group Members listed in the box. Uncheck any unwanted Group Members.

100 8. Click Finish. The Group Member Wizard will close and the charts will recalculate based on the new group members added. Adding Members to a Meter Group from Groups & Benchmarking Tree Select Groups & Benchmarking from the Main Menu. The Groups Tree View will be displayed on the left, divided by place groups and meter groups. Click to expand the Category under which the Group resides. Click to highlight the Meter Groups tree node where the members will be added. Click the Add button beneath the tree view.

101 5. On the Single/Multi tab, click the radio button to add either one or multiple members and then click Continue. 6.

102 6. On the Select Members tab, complete the relevant filters and then click Continue. If Single was selected on the previous tab: Select the place/meter on the tree. If Multiple was selected on the previous tab, select the Topmost Place filter and enter any relevant filter information in the fields provided. 7. On the second Select Members tab, Enter any additional relevant filter information in the fields provided and then click Continue.

103 8. On the Confirmation Tab, review all Group Members listed in the box. Uncheck any unwanted Group Members.

104 9. Click Finish. The Group Member Wizard will close and the charts will recalculate based on the new group members added. Adding Members to a Place Group from Place Properties Select Buildings & Meter from the Main Menu. The Place Tree View will be displayed on the left. Select the Building node to be added to a group. Select the Building Properties Tab. If necessary, scroll down to view the Groups grid. Click the Add to Group button above the Groups grid. Add to Group wizard will be displayed.

105 5. On the Group Selection tab, expand the Category folder and highlight one group.

106 6. Click Save. The Add to Group wizard will close and the new group will be listed on the Groups grid. Adding Members to a Meter Group from Meter Properties Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left. Select the Meter node to be added to a group. Select the Meter Properties Tab. If necessary, scroll down to view the Groups grid. Click the Add to Group button above the Groups grid. Add to Group wizard will be displayed.

107 5. On the Group Selection tab, expand the Category folder and highlight one group.

108 6. Click Save. The Add to Group wizard will close and the new group will be listed on the Groups grid. Rules & Restrictions Group members cannot be added the Auto-Groups, indicated by the blue color folder. Auto-Groups are automatically generated by the application and cannot be modified. Only Buildings/Meters can be selected on the tree with the Single Building/Meter group member option. In order to select an Organization on the tree, select all the buildings under the Organization using the Multiple Building selection option. Group Members can be added at any time, not just when creating the Group. Add to Group wizard will show a blank tree if there are no user created groups. Additional Information Members can be added to User Created Auto Groups by altering the filters on the group. To include all buildings/meters on the confirmation tab of the wizard, select Multiple on the first tab and do not enter any information on the Select Members tab.

109 Ranking Options Description The charts that are displayed on all tabs of the Group folders in Groups & Benchmarking have default ranking options set by EnergyCAP that determine how the group data is collected and displayed. The default settings can be changed. This topic will... describe the process for navigating to ranking Options. explain each configuration listed in ranking Options. Prerequisites Step-by-Step The ability to change ranking Options requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Select Groups & Benchmarking from the Main Menu. The Groups & Benchmarking Tree View will appear on the left. Click the Settings button beneath the Tree View. 3. Remove, add or change any combination of fields. Refer to the Additional Information section of this topic

110 3. for an explanation of each field. 4. Click the Save button. Changes will take effect immediately. Rules & Restrictions The Limit Rows setting does not limit the vertical average line OR the average shown in the chart title. The vertical line and title show the average for all included Group members, which may include buildings and meters not shown on the chart display. Additional Information Fields listed on Ranking Options: Billing Period There are four options for Billing Period display: Last Twelve Months Last Calendar Year Last Fiscal Year User Defined Range Start Date This field is enabled if the for the User Defined Range Billing Period value is selected (previous option). This can be any date between January 1900 and December 2099.

111 End Date This field is enabled if the User Defined Range for the Billing Period value is selected. This can be any date between January 1900 and December This date cannot be before the Start Date selected. Order By There are two order options: Highest to Lowest Lowest to Highest Commodity Filter Any commodity can be selected. NOTE: This may remove all members from the chart if the commodity does not exist for the group. Limit Rows There are four options for Limit Rows display: Show Excluded This option provides the ability to show or hide the excluded group members on the charts. The Average vertical line and Average amount in the title are only based on the included group members. Sort DD Sensitivity By Exclude Zero Weather Load Meters

112 Excluding and Re-Including a Group Member Description It may be desirable to exclude a Group Member(s) from the benchmarking charts. Excluding a Group Member prevents display of the member data in the bar chart, and adjusts the median/average (vertical) line accordingly. This topic will describe the process of excluding a Group Member from benchmarking charts. Prerequisites The ability to remove Group Members from a Group requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Step-by-Step To Exclude a Group Member: Select Groups & Benchmarking from the Main Menu. The Groups Tree View should appear on the left, divided into Place Groups and Meter Groups. Click to expand the Category under which the Group resides. Select the Place Groups or Meter Groups node from which members will be excluded. Click on any tab other than the General tab. On the tab selected, locate the group member to be excluded and 'mouse over' the member name to the left of the chart. The Exclude icon will appear to the left of the member name. Click the Exclude icon. The member will be removed from the charts.

113 To Re-Include an Excluded Group Member: 1. Select Groups & Benchmarking from the Main Menu. The Groups Tree View should appear on the left, divided into Place Groups and Meter Groups. 2. Click to expand the Category under which the Group resides. 3. Select the Place Groups or Meter Groups node from which members will be re-included. 4. Click the General tab of selected Group. 5. Click the Checkbox to the left of the Group Member on the Group Members Excluded from Benchmarking c hart table. 6. Click the Reinclude Member in Benchmarking Charts button. The Group Member will be added back onto the benchmarking charts, and the median/average vertical line will be adjusted accordingly.

114 Rules & Restrictions A Group Member can be excluded from any Group (user-created AND auto-groups). An excluded member is not removed from a Group. Its data is simply not displayed or used in the calculations for the associated benchmarking charts. Additional Information Excluding a Group Member may be desirable when its values are insignificant for benchmarking purposes for reasons such as: The Group Member has very little cost associated with it. It is not worth the energy manager's time or effort. The Group Member has unique characteristics that exclude it from consideration for benchmarking. The Group Member has valid issues but these are already being addressed. A report including the member in the group display would reduce the value of the report. If there are more Group Members than the chart is configured to display, a specific Member may not appear on the chart. Up to 100 Group Members can be displayed at a time by changing the Limit Rows field under R anking Options. Refer to the Ranking Options help topic for more information.

115 Removing a Group Member Description Group members can be removed from user-created Groups at any time. A Group Member is a meter or a place that will be included in the Benchmarking chart data. This topic will describe the process of removing a Group Member from a Manual Group. Prerequisites The ability to remove Group Members from a Group requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Step-by-Step Removing a Group Member from a Manual Group Select Buildings & Meters from the Main Menu. The Buildings navigation Tree View will be displayed on the left. Select the Meter or Building node to be removed from a group. Select the Building Properties or Meter Properties Tab. If necessary, scroll down to view the Groups list. Click the Remove icon to the left of the desired Group.

116 5. Click Yes in response to the confirmation message to remove the Group member. Rules & Restrictions Group members cannot be removed from auto-groups, indicated by the blue color folder. These are auto-generated by EnergyCAP, and cannot be modified. For auto-generated Group members, the Remove icon will not be available from list of Group members ( Properties tab). Members can be removed from a User Created Auto Group by altering the filters on the Group. If editing the filter will remove more group members than desired, consider Excluding the member from the group. Additional Information There is a distinct difference between Removing and Excluding Group Members from a Group. To Exclude a Group Member is to maintain the member's association with the Group but exclude the Place or Meter data from the benchmarking chart calculations. For more information, see Excluding and Re-Including a Group Member. To Remove a Group Member is to remove the member from the Group entirely.

117 Customers and Chargebacks Overview Overview The Customers & Chargebacks Tree View contains three separate organizational hierarchies consisting of: Customers and Chargeback Accounts Buildings and Chargeback Meters Chargeback Distributions Rules & Restrictions No drag and drop capabilities exist on this tree If a user is given access to the module, they are given access to all three sections of the Tree View.

118 Customer Overview The Customer tree view was create to assist with management of all internal customer accounts Rules and Restrictions Tree view displays all customers that have accounts attached to them Only accounts that fall under a user's topmost cost center permission are visible.

119 Adding a Customer This topic will... describe the process for adding a Customer from the Customers & Chargebacks tree describe the process for adding a Customer through Account Properties NOT describe how to attach Accounts to Customers. Please refer to Attaching a Customer to a Chargeback Account. Step-by-Step Adding a Customer from the Customers & Chargebacks tree Select Customer & Chargebacks from the Main Menu. The Customers navigation Tree View will be displayed on the left. Click the Add button below the tree view. Select Add Customer from the menu. 3. On the General tab, enter the Name and Code and then click Continue.

120 4. On the Contact Information tab, enter Customer Address information in the fields provided.

121 5. Click Finish. The Create Customer wizard will close. Adding a Customer from Account Properties Select Accounts from the Main Menu. The Accounts navigation Tree View will be displayed on the left. Select the chargeback account that the customer is to be added to. Click the Edit button below the tree view On the Customers tab, a. Click the Add button to the right of the of the customer dropdown. b. Add all relevant Customer information

122 5. Click Save. The window will close and the account properties will be updated.

123 Modifying a Customer This topic will describe the process for modifying Customer information. Step-by-Step Select Customer & Chargebacks from the Main Menu. Select the customer node that is to be modified. Click the Edit button below the tree view. 4. On the General tab, the name and code can be modified.

124 5. On the Contact Information tab, the Customer Address information can be modified.

125 6. Click Save. The Customer Properties window will close.

126 Attaching a Customer to a Chargeback Account Description It is recommended that all chargeback accounts have a customer attached to them. When creating a new Chargeback Account, a customer is required. If a Chargeback Account has been added in the past without a customer, the account is displayed under a node of the Customer tree labeled 'Accts w/o Customers'. This topic will describe the process of attaching a customer from the Customers & Chargebacks tree describe the process of attaching a customer from the Accounts tree Step-by-Step Attaching a Customer from the Customers & Chargebacks tree Select Customers & Chargebacks from the Main Menu. The Customers navigation Tree View will be displayed on the left. Expand the Customer node, then expand the Accts w/o Customers node. Highlight the Account the Customer will be attached to. Click the Edit button beneath the Tree View Select the Customer tab of the Account Properties window. On the Customer Tab, select the appropriate Customer from the dropdown. If the Customer does not exist, select the Add button to the right of the Customer dropdown. For more information, please refer to the Addin g a Customer help topic.

127 6. 7. Click Save. The window will close and the account should be displayed under the newly selected customer node in the tree. Attaching a Customer from the Acccount Tree Select Accounts from the Main Menu. The Accounts navigation Tree View will be displayed on the left. Highlight the Account the Customer will be attached to. Click the Edit button beneath the Tree View.

128 4. 5. Select the Customer tab of the Account Properties window. Select the appropriate Customer from the dropdown. If the Customer does not exist, select the Add button to the right of the Customer dropdown. For more information, please refer to the Adding a Customer help topic.

129 6. Click Save. The window will close and the account should be displayed under the newly selected customer node in the tree. Rules & Restrictions Customers can ONLY be attached to Chargeback Accounts The Accts w/o Customers tree node is always present on the Customer tree, regardless of whether there are accounts listed under it or not. Additional Information It is recommended that accounts NOT be transferred from one customer to another. Instead, create a new account and attach the existing meter to it. A customer link is available on the account properties that, when clicked, navigates to the Customer tree.

130 Removing a Customer Description Any customer can be removed from the tree. This topic will describe the process for deleting a Customer. Step-by-Step Select Customer & Chargebacks from the Main Menu. Select the customer node to be deleted. Click the Delete button below the tree view. 4. On the confirmation window, click Yes. The confirmation window will close and the customer will be removed from the tree. Rules & Restrictions You must delete all accounts assigned to this customer before the customer can be deleted.

131 Chargeback Accounts & Meters

132 Creating a Chargeback Account Description Before creating any Chargeback Setup, it is necessary to create the account/meter/vendor associations related to the utility billing data. This topic will... Prerequisites 1. describe the process for creating a new chargeback account from the Customers & Chargebacks Tree View. NOT describe the process for creating a traditional utility bill account. Please refer to Creating an Account. The ability to add a chargeback account requires permissions associated with the following User Roles: Step-by-Step Select Customers & Chargebacks from the Main Menu. The Chargeback Tree View will be displayed on the left. 2. Click the Add button below the Tree View. Click the Add Chargeback Account/Meter menu option. 3. Review the instructional information provided with the Introduction tab. Then click Continue.

133 3. 4. On the Cost Center tab, choose the appropriate radio button and then click Continue. Create a New Cost Center will create a new cost center for the account. Refer to the Creating a Cost Center Center topic for more explicit cost center creation help. Select a Cost Center will associate the account with an existing cost center. Use the hierarchy to select the desired cost center.

134 5. On the Service Address tab, enter Service Address information in the fields provided and then click Continue. 6. On the Vendor tab, either: Select the desired vendor using the Vendor drop-down OR

135 6. Add a new vendor by clicking the Add button. Refer to the Adding a Vendor topic for more explicit vendor help. 7. Select the radio button corresponding to the Vendor Type. Then click Continue. 8. On the Customer Tab, complete the field and then click Continue. Select the desired customer using the Customer drop-down OR Add a new customer by clicking the Add button. Refer to the Adding a Customer topic for more explicit customer help.

136 9. On the Account Type tab, complete all fields and then click Continue. a. b. c. Enter the account Account Number. Click a radio button to indicate how the Account Name will be created. Complete additional fields if displayed. Click a radio button to select the appropriate Account Type.

137 To continue through the meter section of the wizard, refer to the Creating a Chargeback MeterAdding a Meter topic for more explicit meter help. Rules & Restrictions An Account can only be placed under a cost center. This includes the topmost cost center listed on the tree. Chargeback Accounts can only be attached to one meter. Additional Information The Chargeback Account/Meter wizard can also be launched from the Chargeback Distribution Setup.

138 Creating a Chargeback Meter Description In EnergyCAP, a meter represents a commodity associated with a utility point of service. All utility bills are associated with a meter, and every meter must be associated with a utility account and a building. This mandatory structure standardizes reporting and viewing of data. Bills must be associated with a meter even when no physical meter exists (EXAMPLE: trash, sewer). This topic will... describe the process for adding a chargeback meter. describe how to add a channel to a meter. NOT describe the process for adding a traditional meter. Please refer to Creating a Meter. Prerequisites The ability to add chargeback meters requires permissions associated with the following User Roles: Administration Full Access Before a meter can be created, the building under which the meter will reside in the organizational hierarchy must already exist. Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide most of the information necessary for setting up the meter. Step-by-Step 1. Select Customers & Chargebacks from the Main Menu. The Chargeback navigation Tree View will be displayed on the left. 2. Click the Add button below the Tree View. Click the Add Chargeback Account/Meter menu option.

139 3. Review the instructional information provided with the Introduction tab. Then click Continue. 4. On the Cost Center tab, choose the appropriate radio button and then click Continue.

140 4. Create a New Cost Center will create a new cost center for the account. Refer to the Creating a Cost Center Center topic for more explicit cost center creation help. Select a Cost Center will associate the account with an existing cost center. Use the hierarchy to select the desired cost center. 5. On the Service Address tab, enter Service Address information in the fields provided and then click Continue.

141 6. On the Vendor tab, either: Select the desired vendor using the Vendor drop-down OR Add a new vendor by clicking the Add button. Refer to the Adding a Vendor topic for more explicit vendor help. 7. Select the radio button corresponding to the Vendor Type. Then click Continue.

142 8. On the Customer Tab, complete the field and then click Continue. Select the desired customer using the Customer drop-down OR Add a new customer by clicking the Add button. Refer to the Adding a Customer topic for more explicit customer help. 9. On the Account Type tab, complete all fields and then click Continue.

143 9. a. b. c. Enter the account Account Number. Click a radio button to indicate how the Account Name will be created. Complete additional fields if displayed. Click a radio button to select the appropriate Account Type. 10. On the Create/Select tab, choose the appropriate radio button and the click Continue. a. Create a new meter will launch the Meter Wizard and add a new meter to the Building hierarchy. b. Select an existing meter will associate an existing chargeback meter with the new account.

144 11. On the Place Assignment tab, choose the appropriate radio button and then click Continue. Create a new Building will create a new building for the meter. Refer to the Adding an Organization or Building topic for more explicit building creation help. Select a Place will associate the meter with an existing building. Use the hierarchy to select the desired building.

145 12. On the General Info tab, complete all appropriate fields and then click Continue. a. b. Based on the commodity selected, the Name and Code are automatically generated. Edit these fields if desired. To enter the Address, click the Edit button and add meter address information in the fields provided. Only ZIP/Postal Code is required. Then click OK. c. (optional) Complete the Serial Number information for the meter. Typically, this number is physically stamped on the device by the manufacturer.

146 13. On the Additional Meter Info tab, complete all appropriate fields and then click Continue. a. Select the meter primary use from the Primary Use drop-down OR Add a new primary use by clicking the Add button and following the prompts provided. b. In the G/L Code field, enter an accounting code used to specify how charges are posted to an organization s General Ledger. This code is only necessary if the organization is exporting billing data to an accounting system. c. If desired, complete the optional Bill Entry Note, which will be associated with the meter. Bill Entry Notes are visible during utility bill data entry for the associated account.

147 14. On the Rate Code tab, choose the appropriate radio button and then click Continue. The Rate Code provides a list to select an existing vendor rate. The Create a new rate for this vendor provides fields to enter the new Rate Code and enter the associated unit of measure.

148 15. If the commodity is Electric, select any demand options on the Demand tab and then click Continue. 16. On the Template Selection tab, select the desired bill entry template. Refer to Modifying Bill Entry Templates f or additional template information. Then click Continue.

149 On the Channels tab, complete the relevant information. a. Add channels by clicking the Add Channel button. Refer to the Adding a Channel topic for more explicit channel help. b. c. Attach the meter to an existing route OR Create a new route by clicking the + button next to the route drop down.

150 Click Finish to save the meter information and close the Meter Wizard. Review all information from the Confirmation tab; then click Finish to close the Account/Meter Wizard. Rules & Restrictions The Account/Vendor combination must be unique. The same account number can only be used for different accounts when each of the accounts has a different vendor.

151 Chargeback accounts can only have one active meter attached to them. A meter cannot have a Demand Channel without a Usage Channel. When the wizard is launched from a Chargeback Distribution setup, the Commodity field on the General Info tab will be read only. It is automatically set to the same commodity as the Master Meter of the current distribution.

152 Chargeback Distribution There are two separate types of Chargeback Distributions that are handled in the application: Submeters Bill Splits If any road blocks are encountered along the way, please contact the EnergyCAP Implementation Solutions representative for your entity.

153 Setting up a Bill Split Chargeback Distribution Description The bill split specifications must be defined before running the Chargeback Processor. These specifications are established by creating a Chargeback Distribution. This topic will... Step-by-Step 1. describe the process for creating a new Chargeback Distribution from the Customers & Chargebacks Tree View. Select Customers & Chargebacks from the Main Menu. The Chargeback Tree View will be displayed on the left. 2. Click the Add button below the Tree View. Click the Create Chargeback Distribution menu option. 3. On the general tab, complete all the fields and then click save. a. Search for the account that the Distributions Master Meter is attached to. b. Select the master meter from the dropdown c. Change the Effective Date if it is a date other than 01/01/2004

154 c. 4. From the Chargeback Setup tab, manipulate the setup tree until it depicts the correct Chargeback Distribution. Refer to the Additional Information section below for an explanation of control functions.

155 5. When complete, click Save. The new distribution will be displayed on the tree to the left. Rules & Restrictions A meter can only be added as a destination meter once per distribution A destination meter must be of the same commodity as the master meter. A master meter of one distribution can also be a destination meter of another distribution A meter may show up in the create bill widget search multiple times if the meter is attached to more than one account. Additional Information Object Functionality Current add options are Add an Account Charge and Add a Bill Split. Selecting either menu option add a widget to the Chargeback Setup directly under the add button

156 Account charges will be added to the bills created for the destination meters. The position of the Account Charge widget in the setup hierarchy determines which meters the account charge will be applied to. The meter and customer selected will be the recipient of the bill split. If the meter cannot be found using the search, a new meter can be added by selecting the Add button to the right of the field. Selecting this will launch the account/meter wizard. No setup information will be lost by selecting this button. The exact amount of the master bill that will be allocated to the destination meter is determined by the split percentage field. Use the Add Split button to incorporate more destination meters.

157 Modifying a Chargeback Distribution Version Description It is possible to modify any part of an existing chargeback setup. This includes the effective dates, meters attached, and charges. This topic will describe the process for modifying a chargeback setup Prerequisites an existing chargeback setup must be accessible on the chargeback tree Step-by-Step Select Customers & Chargebacks from the Main Menu. The Customer's navigation Tree View will be displayed on the left. Highlight the Chargeback Distribution master meter node to be modified. Select the Chargeback Setup tab Click the Edit button From the Chargeback Setup tab, manipulate the setup tree until it depicts the correct Chargeback Distribution. Refer to the Setting up a Bill Split Chargeback Distribution help page for the explanation of control functions. When complete, click Save. The new distribution setup will be displayed on the tree to the left.

158 Rules & Restrictions The version edit pencil becomes visible once the chargeback setup edit button has been selected. Any portion of the setup can be modified except the master meter. When a meter is removed from the setup, it will also be removed from the tree hierarchy

159 Removing a Chargeback Distribution Version Description It is possible to delete a version of chargeback setup. This topic will describe the process for removing a chargeback setup Prerequisites an existing chargeback setup must be accessible on the chargeback tree Step-by-Step Select Customers & Chargebacks from the Main Menu. The Customer's navigation Tree View will be displayed on the left. Highlight the Chargeback Distribution master meter node to be modified. Select the Chargeback Setup tab Click the Delete button If the only version, click Yes on delete confirmation. Chargeback setup will be removed from the tree. If one of multiple versions a Setup Chargeback window will appear. On the gap options tab, select the appropriate radio button and then click Save.

160 6. Rules & Restrictions Removing a chargeback setup does not remove the bills already split to the destination meters.

161 Route Manager

162 Adding a Route This topic will... describe the process for adding a Route from the Customers & Chargebacks tree NOT describe how to attach Meters to Routes. Please refer to Adding and Rearranging Meters on a Route. Step-by-Step Adding a Route Select Customer & Chargebacks from the Main Menu. The Customers navigation Tree View will be displayed on the left. Click the Add button below the tree view. Select Add Route from the menu. 3. On the General tab, input the general information: In the Name field, enter the display name for the Route. In the Code field, a code based on the name will be automatically created. This field can be changed to any desired value. Spaces and special characters cannot be included in the Code.

163 4. Click Save. The Create Route wizard will close and the new route will be added to the tree hierarchy.

164 Modifying a Route This topic will... describe the process for Modifying a Route from the Customers & Chargebacks tree NOT describe how to attach Meters to Routes. Please refer to Adding and Rearranging Meters on a Route. Step-by-Step Adding a Route Select Customer & Chargebacks from the Main Menu. The navigation Tree View will be displayed on the left. Expand the Route tree node. Highlight the route to be modified. Click the Edit button below the tree view. 3. On the General tab, the name and code can be modified.

165 4. Click Save. The tree will be updated.

166 Adding and Rearranging Meter on a Route Description Meters can be added and rearranged on a route. This topic will... describe the process for adding Routes on a Route from the Customers & Chargebacks tree describe the process for rearranging the meter order on a Route from Customer & Chargebacks tree NOT describe how to add/modify/delete a Route Step-by-Step Adding Meters to a Route 1. Select Customer & Chargebacks from the Main Menu. The navigation Tree View will be displayed on the left Expand the Route tree node. Highlight the route to be modified. Click Add Meter to a Route to enable the search field. In the Search field: Add one meter - Search for the meter and select it from the search results Add all meters attached to a building - Search for a building and select it from the search results When all meters have been added, click Add Meter to a Route to disable the feature. Rearranging Meters on a Route 1. Select Customer & Chargebacks from the Main Menu. The navigation Tree View will be displayed on the left. 2. Expand the Route tree node. Highlight the route to be modified.

167 Removing a Route Description Any route can be removed from the tree. This topic will describe the process for deleting a Route. Step-by-Step Select Customer & Chargebacks from the Main Menu. Expand the Route tree node. Highlight the route to be modified. Click the Delete button below the tree view. 4. On the confirmation window, click Yes. The confirmation window will close and the route will be removed from the tree.

168 Accounts Overview Overview The Accounts Tree View displays an organization's hierarchy of the accounting side of utility bill management, shown as Cost Centers and their related Accounts. The structure of the Accounts Tree View is user configurable to help provide the most valuable analytics and display of utility bill data as typically needed by accounting departments. Similar to other Tree Views in EnergyCAP, all bill data represented by an account is rolled up to each higher level of Cost Center that the account falls within providing aggregated PowerViews. For any Account or Cost Center that is selected, PoweViews are displayed with data relevant to that node within the tree. The Accounts tree is often organized in one of three ways: by departments, vendors, or to mimic the Buildings & Meters tree organization. All nodes of the tree can be moved by dragging and dropping to provide flexibility throughout the setup process. As with other key organizational nodes in other Tree Views, Cost Centers provide the added value of being a filter on many reports and throughout the application as an additional method to quickly find a group of accounts. The Actual Data tab lists various sub-tabs that display actual bill data into yearly totals, monthly breakdowns, GHG emissions and other trend-type charts. Depending on what kind of node that is selected, some tabs may appear or disappear if it is not relevant to the selected item. A Bills tab, for instance, will only display when an Account is selected. Rules & Restrictions The Accounts view permission is required to access this view Multiple organizational levels can be created by adding Cost Centers under other Cost Centers.

169 Creating a Cost Center Description A Cost Center is a group or collection of related accounts. Cost Centers are used to organize vendor accounts in a hierarchy representing your organization's financial structure. Cost Centers also provide a way of reporting and viewing energy use and cost data related to groups of accounts. Cost Centers can contain other Cost Centers, as well as individual accounts. This section will... describe the process for adding a cost center. Prerequisites The ability to add cost centers requires permission associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step 1. Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left. 2. Click the Add button below the Tree View. Click the Add Cost Center menu option. 3. On the General tab, input the general information:

170 3. In the Name field, enter the display name for the Cost Center. In the Code field, a code based on the name will be automatically created. This field can be changed to any desired value. Spaces and special characters cannot be included in the Code. 4. Click Finish. The Cost Center/Account Wizard will close and the new Cost Center will be added to the tree hierarchy. Rules & Restrictions A Cost Center can only be placed under another Cost Center. This includes the topmost Cost Center listed on the tree.

171 Creating a Utility Bill Account Description Before entering utility bill data, it is necessary to create the account/meter/vendor associations related to the utility billing data, and to choose a utility bill template for entering desired billing information. This section will... describe the process for creating a new utility bill account from the Accounts Tree View. describe the process for creating a new utility bill account from the Buildings and Meters Tree View. NOT describe the process for creating a new chargeback account. Please refer to Creating a Chargeback Account. Prerequisites The ability to Create an Account is incorporated in the following User Roles: Administration Full Access Bill Entry & Account Setup Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide information necessary for setting up the account. Every account must be set up with at least one meter. Be prepared to continue to Add a Meter topic for the help with the Meter portion of the Wizard. Step-by-Step 1. The Account/Meter Wizard can accessed via Accounts or Buildings & Meters. a. To add from Accounts: i. Select Accounts from the Main Menu. The Accounts navigation Tree View will be displayed on the left. ii. Click the Add button below the Tree View. Click the Add Account menu option.

172 b. To add from Buildings & Meters: i. Select Buildings and Meters from the Main Menu. The Buildings and Meters navigation Tree View will be displayed on the left. ii. Click the Add button below the Tree View. Click the Add Meter menu option.

173 2. Review the instructional information provided with the Introduction tab. Then click Continue. 3. On the Cost Center tab, choose the appropriate radio button: 4. Currently Selected Cost Center will display the cost center highlighted on the tree when launching the wizard, if any. Create a New Cost Center will create a new cost center for the account. Refer to the Creating a Cost Center Center topic for more explicit cost center creation help. Select a Cost Center will associate the account with an existing cost center. Use the hierarchy to select the desired cost center. On the Service Address tab, enter Service Address information in the fields provided and then click Continue.

174 5. On the Vendor tab, either: Select the desired vendor using the Vendor drop-down OR Add a new vendor by clicking the Add button. Refer to the Adding a Vendor topic for more explicit vendor help. 6. Select the radio button corresponding to the Vendor Type. Then click Continue.

175 7. On the Account Type tab, complete all fields and then click Continue. a. b. c. Enter the account Account Number. Click a radio button to indicate how the Account Name will be created. Complete additional fields if displayed. Click a radio button to select the appropriate Account Type.

176 To continue through the meter section of the wizard, refer to the Adding a Meter to pic for more explicit meter help. Rules & Restrictions An Account can only be placed under a cost center. This includes the topmost cost center listed on the tree. Every account must be set up with at least one meter.

177 Adding a Meter from an Existing Account Description A meter represents a commodity associated with a utility point of service. All utility bills are associated with a meter, and every meter must be associated with a utility account and a building. This mandatory structure standardizes reporting and viewing of data. Bills must be associated with a meter even when no physical meter exists (EXAMPLE: trash, sewer). This topic will describe the process for adding a meter from an existing account. Prerequisites The ability to add meters requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Obtain a paper copy or facsimile of the utility bill to be modeled. The bill will provide most of the information necessary for setting up the meter. Step-by-Step Select Accounts from the Main Menu. The Account Tree View will be displayed on the left. Select the Account that the new Meter is going to be attached to. Select the General sub tab. Click the Add Meter button. 5.

178 5. On the Create/Select Meter tab, choose the appropriate radio button and then click Continue. Create a new meter will add a new meter to the Building hierarchy. This is the process outlined below. Select an existing meter will associate an existing meter with the new account. Selecting this option will skip ahead to the Rate Code tab. 6. On the Place Assignment tab, choose the appropriate radio button and then click Continue. Currently Selected Building will associate the meter with the building you previously selected in the Tree View. Create a new Building will create a new building for the meter. Refer to the Adding an Organization or Building topic for more explicit building creation help. Select a Place will associate the meter with an existing building. Use the hierarchy to select the desired building.

179 7. On the General Info tab, select the commodity and then click Continue. a. Based on the commodity selected, the Name and Code are automatically generated. Edit these fields if desired. b. The address defaults to the address of the building with which the meter is associated. To change the Address, click the Edit button and add meter address information in the fields provided. Only ZIP/Postal Code is required. Then click OK. c. (optional) Complete the Serial Number information for the meter. Typically, this number is physically stamped on the device by the manufacturer.

180 8. On the Additional Meter Info tab, complete the relevant fields and then click Continue. a. Select the meter primary use from the Primary Use drop-down OR add a new primary use by clicking the Add button and following the prompts provided. b. In the G/L Code field, enter an accounting code used to specify how charges are posted to an organization s General Ledger. This code is only necessary if the organization is exporting billing data to an accounting system. c. If desired, complete the optional Bill Entry Note, which will be associated with the meter. Bill Entry Notes are visible during utility bill data entry for the associated account.

181 9. On the Rate Code tab, choose the appropriate radio button and then click Continue. The Rate Code button provides a drop-down list to select an existing vendor rate. The Create a new rate for this vendor button provides fields to enter the new Rate Code and select the associated unit of measure. 10.

182 10. If the commodity is Electric, select any demand options on the Demand tab and then click Continue. 11. On the Template Selection tab, Select the desired bill entry template. Refer to Modifying Bill Entry Templates for additional template information.

183 12. Click Finish to save the meter information and close the Meter Wizard.

184 Modifying Cost Centers and Accounts Description All Cost Centers and Accounts have specific properties that can be modified at any time. These properties include: name and code identifiers, address properties, etc. This topic will... describe the process of modifying existing Cost Center properties. describe the process of modifying existing Account Properties. Prerequisites The ability to modify Cost Centers and Accounts requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Modifying a Cost Center Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left. Select the cost center node to be modified. If necessary, click to expand the Cost Center hierarchy to display hidden nodes. Click the Edit button below the Tree View.

185 4. On the General tab; Name: Edit the Cost Center name. Code: Edit the Cost Center code.

186 5. Click Save. The Cost Center Properties window will close. Modifying an Account Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left. Select the Account to be modified. If necessary, click to expand the Cost Center hierarchy to display hidden nodes. Click the Edit button below the Tree View.

187 4. On the General tab: Name: Edit the Building name. Code: Click the Edit button to change the existing code. Address: Click the Edit button to change the existing address

188 5. On the memo tab, a. To edit the Memo, click the Edit Memo button. b. When done, click the Save Memo button.

189 6. On the Deposit Info tab, modify any of the available fields.

190 7. Click Save. The Account Properties window will close. Rules & Restrictions The Account Code must be unique for the account/vendor combination. It cannot be the same as an existing code for the same vendor. When modifying a Name, the existing associated Code will not be changed to match the new name. It must be manually changed if desired.

191 Moving a Cost Center or Account Description As the organization structure changes, it is sometimes necessary to reorganize Cost Centers and/or move accounts from one Cost Center to another. This section will describe the process for moving a Cost Center. describe the process for moving an Account. describe what types of moves are accepted. Prerequisites The ability to move Cost Centers and Accounts requires permissions associates with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left. Locate the Account/Cost Center to be moved. Click and hold to select it; then drag the selected item to the desired destination. Release the left mouse button when the correct destination has been highlighted. The selected item(s) will be relocated under the new node of the tree, and a confirmation message will be displayed. Click Yes to confirm the move. Rules & Restrictions An Account can only be (re)located under a Cost Center. A Cost Center can only be (re)located under another Cost Center (not an Account). When a Cost Center is moved, all Cost Centers and Accounts under that node of the tree will be moved with it. An Account or Cost Center will ONLY be relocated to the selected node of the tree if the node is an acceptable location for the object being moved. When the Cost Center or Account is dragged to an unacceptable location (such as under an Account, or outside the Tree View), a red caution icon will be displayed.

192 Adding Account Alerts Description Bill Problem Flags are created automatically during the audit process. It is also possible to add one or more Problem Flags to a bill manually, in order to document abnormal circumstances and to serve as a reminder for future action. This topic will describe the process of adding Account Alerts. provide a list of account alert scenarios that will prevent bill entry. Prerequisites The ability to manually add a Bill Problem flag requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Select Accounts from the Main Menu. The Accounts Tree View will be displayed on the left. Select the Account to be modified. If necessary, click to expand the Cost Center hierarchy to display hidden nodes. Click the Edit button below the Tree View On the Account Alerts tab, click the Add Account Alert button. On the Create Account Alert screen, enter the alert details in the fields provided. Click OK. The Create Account Alert screen will close.

193 7. Click Save. The Account Properties window will close and the account alert will be saved. Rules & Restrictions Alert messages can be 255 characters in length. When entering a bill, account alerts are displayed based on the start and end date of the bill being entered/modified. There are no unique validation checking when saving an account alert. The application will allow for two alerts on the same account to be created with exact same information. Making the message text specific to the alert will help distinguish between multiple alerts on one account. The Account property wizard must be saved in order for the Alert to be saved. Account Alerts are visible on the Notes/Alerts tab of the manual bill entry screen Account alert with a severity of Pass will be displayed on the bill entry screen but will not prevent a user form entering new bills Account alert with a severity of Fail will prevent users from manually entering bills Account alerts have no effect on Bill Import Additional Information A full list of account alerts can be found by running report SU27.

194 Vendors and Rates Overview Overview The Vendors and Rates Tree View provides a heirarchical view of the Vendors and their associated Rates that are create during EnergyCAP setup. Each node of the Vendor and Rates tree provides PowerView rollup charts and account list that show utility cost and consumption for each Vendor. Similar PowerView rollup charts are also displayed for each commodity and rate under a Vendor. Vendors and their associated Rates can be created from this Tree View. Typically, however, they are most often created when setting up new Accounts and Meters as part of the wizard or Setup Import process. Rules & Restrictions The Contacts view permission is required to access this view

195 Adding a Vendor Description Vendor information must be established before inputting utility bill data associated with that Vendor. This topic will describe the process for adding a Vendor. Prerequisites The ability to add accounts requires permissions associated with one of the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Select Vendors & Rates from the Main Menu. The Vendors & Rates navigation tree view will appear on the left. Click the Add button beneath the tree view. Click the Add Vendor menu option. 3. Input all General Information: a. In the Name field, enter the display name for the Vendor. b. In the Code field, a Vendor Code based on the name will be automatically created. This field can be changed to any desired value. c. If known, enter the full vendor website URL in the Website field. To check the accuracy of the website URL entered, select View Site. The website associated with the URL will open in a new window.

196 3. c. 4. Click Save. The Add New Vendor window will close and the Vendor will be displayed in the tree. Rules & Restrictions A Vendor can only be created if the Vendors & Rates root node is selected. If an existing vendor node is highlighted when the Add button is selected, the Rate Wizard window for the selected vendor will appear. The Vendor Code for each vendor MUST be unique it cannot be the same as any other existing Vendor in the database. The Vendor Code is up to 16 characters long, and is automatically created based on the Vendor Name. The code field does not allow special characters, only numbers and letters. If special characters are entered in the Code field, they will be removed when the Vendor Code is created. If the Name is not unique, the code will be created with a unique numeric extension (e.g. name-01). This may result in the entered code being truncated.

197 Adding a Rate Code Description A Vendor provides a Rate Code(s) for each commodity for which services are offered. This topic will describe the process for adding a Rate Code associated with a vendor. Prerequisites The ability to add a Rate Code requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Select Vendors & Rates from the Main Menu. The Vendors & Rates navigation tree view will be displayed on the left. Click the Add button below the tree. Click the Add Rate menu option. 3. On the General tab: Enter a unique Rate Code. Select a commodity by clicking the Commodity drop-down list.

198 3. 4. Click Save. The Rate Wizard window will close and the rate code is added. Rules & Restrictions The Rate Code must be unique for the rate and commodity combination selected. The same Rate Code can exist for another Vendor OR another commodity for the same Vendor. Additional Information Rate Code is used to create the various groups under Vendor-Rate Auto-Group, located in Groups & Benchmarking

199 Modifying a Rate Code Description A Vendor provides a Rate Code(s) for each commodity for which services are offered. This topic will describe the process for modifying a Rate Code associated with a vendor. Prerequisites The ability to modify a Rate Code requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Select Vendors & Rates from the Main Menu. The Vendors & Rates navigation tree view will be displayed on the left. Click to expand the Vendor under which the rate exists. Click to expand the commodity for the rate to be modified. Click to highlight the rate to be modified. Click the Editbutton below the tree view. 6. On the general tab, edit the new Rate Code.

200 6. 7. Click Save.The Rate Properties window will close and the Rate Code will be updated. Rules & Restrictions The Rate Code must be unique for the rate and commodity combination selected. The same Rate Code can exist for another Vendor OR another commodity for the same Vendor. Additional Information Rate Code is used to create the various groups under Vendor-Rate Auto-Group, located in Groups & Benchmarking

201 Rate Properties Description A Vendor provides a Rate Code(s) for each commodity for which services are offered. Those rates have properties attached to them that can be managed. This topic will describe the process for adding a the Rate Properties associated with a Rate. Prerequisites The ability to add a Rate Properties requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Select Vendors & Rates from the Main Menu. The Vendors & Rates navigation tree view will be displayed on the left. Select the rate. Select the Rate Properties tab. From the Rate Properties tab, manipulate the Usage Rate, Meter Charges and Account Charges until it correctly depicts the Rate Properties. 5. When complete, click Save.

202 Rules & Restrictions The Usage rate is required for all rates. The Demand rate is optional. A Bill preview will populate after the rate properties version is saved. Additional Information After the rate properties version has been saved, values can be entered in to the Bill Preview section as test data. The values can be refreshed by entering value into the available fields and selecting the Update button.

203 Bill Processing Overview Overview Bill Processing is the heart of utility bill management within EnergyCAP. It is the main view for creating bills and batches, auditing existing bills, processing Cost Avoidance data, and creating Chargeback bills for Customers. Utility Bills can be created manually or through a flexible bill import wizard using an Excel file template. EnergyCAP also allows users to create customized bill lists to help find and organize specific workflow processes. Each list can be filtered, sorted and organized to display just the bills necessary. As with other bill lists in EnergyCAP, the results can then be exported to Excel for further processing and sharing. Rules & Restrictions The Workflow permission is required to view this Bill Processing Audit - Execute permission is required to run and modify audit groups Cost Avoidance Processor - Execute permission is required to process Cost Avoidance data

204 Bill Entry Topics in this section provide guidance on Bill Entry in EnergyCAP.

205 Entering a Bill Description Utility bill data represents the core of EnergyCAP. Bills can be entered manually one-by-one in a user session, or they can be imported. This topic will... describe the process for manually entering utility bills into EnergyCAP. Prerequisites The ability to manually enter utility bill data requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Bill Entry Obtain a paper copy or facsimile of the utility bill to be entered. Step-by-Step 1. Navigate to the bill entry window in one of the following ways: From the Bill Processing menu: 1. Select Bill Processing from the Main Menu. The Bill Processing Tree View will appear. 2. Select Enter Bills from the Tree View. 3. Click the Enter Bills button. 4.

206 4. Enter the Account number in the field provided. Or, if the account number is unknown, begin typing the Name, Street, City, Vendor or any meter information. As values are entered, a list of matching accounts will be displayed. 5. Click to select the desired account from the list. From a Meter: 1. Select Buildings & Meters from the Main Menu. The Buildings Tree View will appear. 2. Click to expand the building node under which the Meter resides. 3. Click to highlight the meter where the bill is attached. 4. Select the Bills tab. 5. Click the Add Bill button. If there are multiple accounts attached to the meter, select the account from the add bill button drop down. From an Account: 1. Select Accounts from the Main Menu. 2. Click to expand the Cost Center node(s) under which the account resides. 3. Click to highlight the account where the bill is attached. 4. Select the Bills tab. 5. Click the Add Bill button.

207 2. Enter all relevant bill information. 3. Click Save Bill. The Bill Entry window will close and the bill will be added to the bill list.

208 Rules & Restrictions Number formatting: EnergyCAP automatically formats numbers. No commas are needed in the numeric fields. The Verify charts are visible on the Enter Bills tab if the screen resolution is large enough. If not, the charts are visible on a separate Verify tab. Account Level Charges: Account level charge assignment is prompted after Save Bill is selected if the total cost and pay amount do not match. Bill Entry Field Defaults: The bill entry window automatically defaults to certain dates: Start Date The end date of the previously-entered bill End Date 30 days from the start date Due Date 30 days from the end date Statement Date 3 days after the end date Additional Information Unbalanced Bills - When the cost bodyline values do not add up to the bill Total Cost value, the bill is considered unbalanced. This will be displayed in the Balance box at the bottom of the bill. If a value other than 0 exists in the Balance box when saved, an Account Charge box will appear. The radio button options are to prorate the remaining money to all meters on the bill OR to assign the money to an account level charge. Date entry shorthand: It is not necessary to enter the complete date. If using the keypad, separate days, months, and years with slashes (/), periods (.), or hyphens (-). If the bill is for the current year, leave it off and EnergyCAP will auto-complete the current year. See the examples below: 4.12 = 04/12/xxxx where xxxx represents the current year = 04/12/ = 04/12/2010 To avoid adding an extra 0 in the usage field, try the following suggestions during bill entry: Double-click the textboxes instead of single-click to select all the contents and clear out the leading 0 Use the Tab key to go from field to field to select all the contents and clear out the leading 0 Single-click the textboxes and use the delete key to clear out the leading 0

209 Modifying a Utility Bill Description It is often necessary to edit existing utility bill data. This topic will describe the process for editing existing utility bills. Prerequisites The ability to modify an existing utility bill requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Bill Entry When possible, obtain a paper copy or facsimile of the utility bill to be edited. Step-by-Step Navigate to the bill entry window in one of the following ways: From the Bill Processing menu: 1. Select Bill Processing from the Main Menu. The Bill Processing Tree View will appear. 2. Click to select the desired Bill List from the Tree View. 3. Click on the bill record row in the grid. The row will expand. 4. Click the Editbutton for the desired bill record.

210 From a Meter: 1. Select Buildings & Meters from the Main Menu. The Buildings Tree View will appear. 2. Click to expand the building node under which the Meter resides. 3. Click to highlight the meter where the bill is attached. 4. Click to select the Bills tab. 5. Click on the bill record row in the grid. The row will expand. 6. Click the Edit button for the desired bill record. From an Account: Select Accounts from the Main Menu. Click to expand the Cost Center node(s) under which the account resides. Click to highlight the account where the bill is attached. Select the Bills tab. Click on the bill record row in the grid. The row will expand. Click the Edit button for the desired bill record.

211 2. Enter all relevant bill information. 3.

212 3. Click Save Bill. The Bill Entry window will close and the updated bill will be saved to the bill list. Rules & Restrictions Number formatting: The application automatically formats numbers. No commas are needed in the numeric fields. Account Level Charges: Account level charge assignment is prompted after Save Bill is selected if the total cost and pay amount do not match. Bill Entry Field Defaults: The bill entry window automatically defaults to certain dates: Start Date The end date of the previously-entered bill End Date 30 days from the start date Due Date 30 days from the end date Statement Date 3 days after the end date Additional Information Date shorthand: It is not necessary to enter the complete date. If using the keypad, separate days, months, and years with slashes (/), periods (.), or hyphens (-). If the bill is for the current year, leave it off and EnergyCAP will auto-complete the current year. See the examples below: 4.12 = 04/12/xxxx where xxxx represents the current year = 04/12/ = 04/12/2010

213 Adding Bill Problem Flags Manually Description Bill Problem Flags are created automatically during the audit process. It is also possible to add one or more Problem Flags to a bill manually, in order to document abnormal circumstances and to serve as a reminder for future action. This topic will describe the process of adding a Problem Flag manually. provide a list of available problem flag messages. Prerequisites The ability to manually add a Bill Problem flag requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Step-by-Step Navigate to the bill requiring the problem flag in one of the following three ways: From any Bill Processing List: 1. Select Bill Processing from the Main Menu. The Bills Processing tree view will be displayed. 2. Select any available Bill List from the tree. This includes Enter Bills, Bills with Problem Flags, or any node listed under Bill Lists. 3. Use the filters to narrow down the list until the bill can be located. See Filtering Bill Lists f or more information. 4. Click on the bill record row in the grid. The row will expand. 5. Click the Edit button for the desired bill record.

214 From Buildings & Meters: Select Buildings & Meters from the Main Menu. Click to expand the Organization node(s) under which the meter s building resides. Click to expand the building node under which the Meter resides. Click to highlight the meter associated with the bill. Select the Actual Data tab and the Bills subtab; then scroll the bill list until the bill can be located. See Filtering Bill Lists for more information. Click on the bill record row in the grid. The row will expand. Click the Edit button for the desired bill record.

215 From Accounts: Select Accounts from the Main Menu. Click to expand the Cost Center node(s) under which the account resides. Click to highlight the account associated with the bill. Select the Bills tab. Click on the bill record row in the grid. The row will expand. Click the Edit button for the desired bill record.

216 Select the Notes/Alerts tab. and expand the Problem Flags section of the tab, if necessary. Select a relevant Problem Flag message from the drop-down list. Click Add. The new Problem Flag will be displayed in the list. 5.

217 5. Click Save Bill. Rules & Restrictions Comments can be added to bills after they have been added to the grid. Once a Bill Problem flag is saved, it becomes a permanent part of the bill record/audit history. Additional Information A predefined list of associated Problem Flag messages is provided. This list includes: account number has changed add fees together add Meter bill is incomplete cost is questionable edited Value illegible bill meter has been removed meter has changed overlapping dates routine supervisor attention urgent supervisor attention use is questionable A full list of bills that have active problem flags can be viewed by: BL27 report Bills with Problem flags bill list

218 Bill Entry Quick Check Audit Description It can be useful to run audits as bills are being keyed into EnergyCAP. This can be done by enabling the Quick Check Audit workflow setting. This topic will... describe the process for running the quick check audit NOT describe how to edit the quick check audit group settings. Please refer to the Quick Check Audit Group topic page. NOT describe how to turn quick check on with Workflow Settings. Please refer to the Workflow Settings topic page. Prerequisites Step-by-Step The ability to manually enter utility bill data and trigger a quick check audit requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Bill Entry To manually enter a utility bill, refer to the Entering a Bill topic for more explicit meter help. 1. If the Audit Results window appears, Click OK to acknowledge the error and continue to the next bill; OR Click Edit to return to the bill and correct the error. Additional Information When editing the bill after an audit has failed, the red message balloon will be displayed with an error pointing to the affected bill area.

219 Adding a Bill Note Description It is often necessary to edit existing utility bill data. This topic will describe the process for editing existing utility bills. Prerequisites The ability to modify an existing utility bill requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Bill Entry When possible, obtain a paper copy or facsimile of the utility bill to be edited. Step-by-Step Navigate to the bill entry edit window in one of the following ways: From the Bill Processing menu: Select Bill Processing from the Main Menu. The Bill Processing Tree View will appear. Click to select the desired Bill List from the Tree View. Click on the bill record row in the grid. The row will expand. Click the Edit button for the desired bill record.

220 From a Meter: Select Buildings & Meters from the Main Menu. The Buildings Tree View will appear. Click to expand the building node under which the Meter resides. Click to highlight the meter where the bill is attached. Click to select the Bills tab. Click on the bill record row in the grid. The row will expand. Click the Edit button for the desired bill record.

221 From an Account: Select Accounts from the Main Menu. Click to expand the Cost Center node(s) under which the account resides. Click to highlight the account where the bill is attached. Select the Bills tab. Click on the bill record row in the grid. The row will expand. Click the Edit button for the desired bill record.

222 2. Click the Bill Actions button. Click the Add Bill Note menu option Enter the bill note. Click Save Bill. The Bill Entry window will close. Rules & Restrictions The Bill note field accepts 255 characters. The Bill note field is not visible until the Add Bill Note menu option has been selected. Once the bill note field has been added, it cannot be removed. Only the text can be deleted. The Add Bill Note bill action menu option is only visible until a bill note has been added.

223 Bill Import Topics in this section provide guidance on Importing Bills into EnergyCAP.

224 Importing Utility Bills from a File Description The Bill Import Wizard can be used to import up to 10,000 rows of utility bill data for multiple accounts and meters from a single spreadsheet file. Imported bills are always added to a batch, a mechanism used to group bills that have something in common, such as creation date, bill date range, or import origin file. During the import process, bills can be either be appended to an existing batch or placed in a new batch. This topic will describe the process for importing multiple utility bills. provide a written supplement to the Video Series: Bill Import. Prerequisites The ability to add organizations and buildings requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup Read the Rules for Bill Import topic to get an overview of the various import options and rules. Much of this information is also included with the sample bill import file (see below) Download the Sample Bill Import File (see steps 1-2, below) for examples of common bill import data formats. Prepare the import file and save it in an accessible location. Assistance is Available: Setting up bill import the first time can be complex and tricky due to multiple file formats and data elements. EnergyCAP, Inc. offers optional Implementation Services in blocks of five hours. A few hours of assistance and training from a Project Manager may save many hours of trial and error in the future. Step-by-Step Select Bill Processing from the Main Menu. The Bill Processing Tree View will appear. Select Enter Bills from the Tree View. Click the Import Bills button.

225 4. On the General tab, read the import overview information. If desired, click the Download Sample Import File button to download a sample import file for study. When done, click Continue. 5. On the Batch Selection tab, select which batch should include the imported bills and the click Continue.

226 5. 6. On the File Selection tab, complete the fields and then click Continue. Select the file type (Excel or CSV or ZIP) Click the Browse button to locate and select the import file previously prepared. 7. If the file type selected was ZIP, the File Verify tab will show the imported ZIP file summary.

227 7. 8. On the Profile tab, select the appropriate radio button and then click Continue. Select a profile from the dropdown of previously created profiles. Create a new profile and add the name in the field provided. 9. On the Column Mapping tab, map import data to the Bill Template Label by clicking the drop-down arrow and select the value that best matches the import data header. For more information on column mapping,

228 9. see Additional Information, below. Then click Continue. 10. On the Sample Data tab, view the first three lines of the import file mapped to the column selected on the previous tab. Verify that the bill data is mapped as expected and then click Import. 11. On the Import Progress tab, monitor the progress of the import. For large files, a progress indicator and

229 11. estimated time remaining will be displayed. 12. On the Results tab, view the results from the import will be displayed after the bill import is finished. Rules & Restrictions

230 All dates in the import file must use the same date format. A maximum of 10,000 rows can be imported at one time. Under normal circumstances, 10,000 rows should take 3-5 minutes to import. File size must be no larger than 4MB. Additional Information Bill import profiles are used to quickly import files that have the same format as a previously-imported file. Once columns of the import file have been matched with the bill template fields, the same mapping will be applied each time the profile is used. If using an existing profile, click to select its name from drop-down list of available profiles. If creating a new profile, input the new profile name in the field provided. When mapping import file data: Be sure to select the date format that matches the dates in your file. Data items normally found on the top portion of a utility bill (Account Code, bill dates etc.) are listed first in the drop-down list, followed by an alphabetical list of unique bill line items choices. The Advanc ed option provides an interface for adding new items to the list of Data Label choices. Select Do Not Import for any columns that should be ignored by the importer. Required fields for mapping to the database ( Account Code, Start Date, End Date) are indicated in bold type with an asterisk. When a usage value is mapped, a supplemental Units of Measure column will appear; make certain that the correct usage unit is selected. Some drop-down list choices are Orange. This means that this Data Label is an "informational" field that is not rolled up on reports and charts. The most common informational fields are electric and natural gas "supply usage" -- the consumption reported on a deregulated supplier bill. Typically, both the local utility company distributor (the LDC - Local Distribution Company) and the supplier of choice display the SAME usage on their bills. It's common to track the usage on both bills, but you don't want to count it twice on roll-up reports and charts. So use an orange informational data label for the supplier (the electric generator or the gas wellhead) to enable both bill-level tracking and accurate roll-ups.

231 Rules for Bill Import Description To ensure a successful import of utility bill data, the import process must be followed carefully. The Bill Import Wizard provides an interactive tool to guide the process. Additionally, data in the import file itself must conform to certain specifications. Each bill record must include certain types of data. This topic will... provide rules and specifications for a successful import of utility bill data. Required Fields Each bill record corresponds to a row of data in the spreadsheet file. Each bill record must include data for three required fields: Account Code, Start Date and End Date. A/C/E Rules The A/C/E flag is set for a bill using a column that contains an A, C or E for each bill record. "A" is the standard code and indicates an actual, routine bill. "E" indicates an Estimated bill (the usage or meter reading has been estimated) and results in the bill's estimated flag being set to true. "C" indicates a corrected bill. Blank value will be imported as "A". The A and C codes are of particular importance when there is already an existing bill in the database for the same account, same vendor, same start and end dates (see next section). A/C/E Rules for a Bill Import Record that Matches an Existing Bill in the Database What happens when a bill is imported that is already in the database? In other words, the account, start date and end date all match an existing bill. The existing bill could have been keyed or imported previously, or even imported moments ago as an earlier record in the same import file. Estimated: If "E," any existing bills on the same account with the same dates will be deleted and the new bill will be entered with the estimated flag set to "True." Actual: If "A," any existing bills on the same account with the same dates will be deleted and the new bill entered. (In essence, the prior bill is overwirtten.) Corrected: If "C," the bill is treated as a correction (a "true-up" transaction); existing bills on the same account with the same dates are NOT deleted, and the new bill is entered. Any other A/C/E column value, or no value, is interpreted as if it were an "A." Meter and Commodity Rules In EnergyCAP, a bill is associated with an account and a meter. While Account Code is required, EnergyCAP can attempt to find the correct meter if the Meter Code is not specifically provided. To find the meter for this bill, EnergyCAP uses the following logic to locate a meter connected to the specified Account Code: If METER CODE is supplied, it is used as provided. If the provided Meter Code could not be found, an Import

232 Error message will be generated. If METER CODE and COMMODITY are provided they must match. If the Commodity provided does not match the Meter Code commodity, an Import Error message will be generated. If METER CODE is not provided, the importer will look for a COMMODITY column associated with the bill record. If no meters are found OR more than one meter is found for that account and commodity, the importer will not be able to import that bill. An Import Error message will be logged providing details. If no COMMODITY or METER CODE is specified in column mapping, the Import Wizard will ask if all bills are for the same commodity and will prompt to select a commodity from the list provided. If YES, the commodity code will be applied to all bills in the import file. Otherwise, the importer will attempt to locate the meter based on the account code with the assumption that there will be only one meter. If there is more than one meter on the account, the bill will be processed as an import error, since EnergyCAP will not be able to determine the meter to which usage should be applied Example 1: Both Account and Meter Code are provided. Assuming they match an account/meter in the database, this bill will be imported correctly. AccountCode STARTDATE ENDDATE MeterCode ELEC Example 2: Account Code and Commodity Code are provided. The importer will look for the Electric meter on this account. If only ONE is found, the bill will import correctly. If more than one electric meter is found, the bill will fail to import because the importer cannot correctly determine which electric meter the bill is associated with. AccountCode STARTDATE ENDDATE COMMODITY ELECTRIC Example 3: Only Account Code is provided. The Import Wizard will ask if all lines in the file are for the same commodity (eg. all electric bills). If they are, select the

233 commodity; then each bill will be treated like Example 2 above. If they are not all for the same commodity, the importer will attempt to locate the meter based on the Account Code. If more than one meter exists for this account, the import will fail because the importer cannot correctly determine which meter the bill is associated with. AccountCode STARTDATE ENDDATE Account-level Bill Charges If a bill contains a charge that should be associated with the account only (a late fee for instance), this can be specified during the mapping processes. To accomplish this, add two additional columns to the import file; one for the charge (late fee) and one to signal that this line of the bill should be charged to the account, not a meter on the account. In the "service charge" column, place an "X" on any line that should be a service charge. This will cause the importer to ignore any Meter Code or Commodity provided. Service Charge Example: This bill consists of two import lines, which the importer identifies because the lines are consecutive and have the same Account Code, Start Date and End Date. The first line is for an electric meter, the second for an account-level charge. Even though the Meter Code is given on the second line, it will be ignored because the Service Charge column has an "X" in it. Account Code Start Date End Date Meter Code Use (kwh) Cost Late Fee Service Charge ELE C ELE C 50 X Suggestion: When using a new profile, test a sample of the import file format with a small number of bill records. Billing Period The goals are: To avoid having gaps in Billing Periods when there are no gaps in the billing dates and To avoid having more than one bill in the same Billing Period. To accomplish these two goals, EnergyCAP uses a series of logical rules to determine the billing period month of each bill, regardless of whether it is manually keyed OR imported:

234 The 'default' rule is that EnergyCAP 'splits the difference' between the Start Date and End Date for the billing period; the middle of the period marks the billing period month. If the number of days in the billing period is greater than 45, then the 'default' logic is still used. However, IF the billing period is LESS than 45 days, then a second logical step is applied. IF the default rule results in a billing period month being skipped, and IF the 'middle-of-the-bill' date is equal to or less than the 5th of the default month, and IF the bill Start Date is earlier than Day 1 of the 'default' month, THEN: The billing period month will be moved back one month. Similarly, when there ALREADY exists a bill for THIS month AND the 'middle-of-the-bill' date is equal to or greater than the 26th of THIS month, AND the billing period End Date is greater than Day 1 of the NEXT month, then the bill ing period will be moved forward a month. Optional Fields This is a list of optional fields which can be used in the bill import process. These fields can provide additional information for a bill that may be useful or necessary information for specific data needs. Billing Period: (format MM:YYYY): Providing this information forces a bill to be assigned to a particular calendar month billing period; otherwise, the billing period is determined by the month in which the mid-point of the bill falls. Example: 10:2012 = October 2012 Due Date (same format as start and end date fields) Statement Date (same format as start and end date fields) Accounting Period (format MM:YYYY): The calendar month Accounting Period associated with the bill. Example: 10:2012 = October If October is month #1 of fiscal year 2013, use 10:2012 for Accounting Period of Oct 12. Vendor Code (format alphanumeric) The Vendor Code associated with the bill. Invoice Number (format alphanumeric)

235 Video Series: Bill Import This video series provides information on the bill import process in EnergyCAP.

236 Basics of Importing Bills Description It's easy to import bills from an Excel format or comma-separated value (CSV) format file. Watch this video, and others in the series, to gain an understanding of the bill import process in EnergyCAP.

237 Preparing Bills for Import Description It's easy to import bills from an Excel format or comma-separated value (CSV) format file. Watch this video, and others in the series, to gain an understanding of the bill import process in EnergyCAP. This topic will discuss batch import options, explain import file data matching, and demonstrate the bill import procedure.

238 Importing Bills for Accounts with Multiple Meters Description It's easy to import bills from an Excel format or comma-separated value (CSV) format file. Watch this video, and others in the series, to gain an understanding of the bill import process in EnergyCAP. This topic will explain how the importer processes an import file for accounts with multiple meters, and how to prepare an import file for accounts with multiple meters.

239 Correcting Bill Import Errors Description It's easy to import bills from an Excel format or comma-separated value (CSV) format file. Watch this video, and others in the series, to gain an understanding of the bill import process. This video provides information on correcting bill import errors. Additional information is provided below. Addressing Import Errors To display the Bill Import Errors list, click Bill processing > Bill Import Errors. The Bill Import Errors list includes any bill records which were not successfully imported. The list will display the Account Code (if it was provided in import file), the error message associated with the record, the created date, and the User ID associated with the import. The most common import error is Account Code Not Found, which means that the Account Code in the import file did not match an Account Code in the database. To correct the bill error, click the Edit icon for the bill record to open the Bill Import Error window for that bill. Then edit the billing information provided. When done, click Save to save the corrected bill to the Import Errors folder. Or click Reimport to import the bill again. If successful, the bill will be removed from the Import Errors folder. Repeat the process for any remaining bills in the errors folder. Instead of editing bills individually, it may be more time-effective to edit the import file and re-import the entire file. To delete a bill (or multiple bills) from the Bill Import Errors bill list: Click the checkbox option next to each bill to be deleted. Select the Delete Selected Bill(s) option from the drop-down action menu. Click the Apply button.

240

241 Bill Lists Bill lists exist in the following locations: Buildings & Meter > Any Meter > Bills Accounts > Any Account > Bills Bill Processing > Enter Bills Bill Processing > Import Errors Bill Processing > Any List under My Bill Lists Bill Processing > Bill Audits > Bills with Problem Flags Bill Processing > Batches Each bill lists contains a large number of icons used to perform various tasks Each icon has a tool tip available that can be viewed by hovering over the button. These icons can be divided into two groups: Multiple Bill icons and Single Bill icons Multiple Bill Buttons After navigating to any bill list, there are several buttons present above the grid. These buttons can be used in conjunction with the check boxes to apply changes to several bills at the same time. Button Explanation Delete selected bill(s); Clicking this button prompts a delete confirmation with bill count. If yes is clicked on the confirmation, all checked bills are deleted and the grid will refresh Audit selected bill(s); Clicking this button will prompt the Run Selected Audit Group wizard. The selected groups with run over all checked bills. Set problem(s) to Fixed; Clicking this button will set all the checked bills to the Fixed status. Set problem(s) to Ignored; Clicking this button will set all the checked bills to the Ignored status. Approve selected bill(s); Clicking this button sets the status of all checked to Approved. This button is only available if the approval setting is turned via the Enterprise version of the application. Hold selected bill(s) for A/P export; Clicking this button sets the status of the bill to 'Hold for Export' and makes the bill visible in the 'Hold for Export' folder in the Enterprise version of the application.

242 Release selected bill(s) for A/P export; Clicking this button removes the 'Hold for Export' status from the bill and it is no longer visible in the 'Hold for Export' folder in the Enterprise version of the application. Reset bill list to Defaults; Clicking this button prompts a restore confirmation. If yes is clicked on the confirmation, the bill lists resets to the default columns, filters, and column sorting. Filter Bill List(s); Clicking this button displays the bill list filter window above the bill list. Add/Remove Columns; Clicking this button display the select columns window above the bill list. Export Bill List to Excel; Clicking this button prompts an export confirmation with bill count. If yes is selected, an excel version of the bill list will be downloaded. Single Bill Buttons After navigating to any bill list, click on a grid row to expand it. On the expanded view of any grid row, there are several buttons present. These buttons can be used to change attributes of the selected bill. Button Explanation Edit Bill; Clicking this button opens the Bill Entry screen for the bill. Delete Bill; Clicking this button prompts a delete confirmation. If yes is clicked on the confirmation, the bill is deleted and the grid will refresh removing this bill. View PDF; Clicking this button opens a new browser tab with a pdf version of the bill View Scanned Image; Clicking this button opens a new browser tab with an image based on the bill image settings Audit Bill; Clicking this button will prompt the Run Selected Audit Group wizard Fix All Problems; Clicking this button will set all the audit problems for the bill to the Fixed status

243 Ignore All Problems; Clicking this button will set all the audit problems for the bill to the Ignore status Approve Bill; Clicking this button sets the status of the bill to Approved. This button is only available if the approval setting is turned via the Enterprise version of the application. Hold Bill for A/P Export; Clicking this button sets the status of the bill to 'Hold for Export' and makes the bill visible in the 'Hold for Export' folder in the Enterprise version of the application. Release Bill for A/P Export; Clicking this button removes the 'Hold for Export' status from the bill and it is no longer visible in the 'Hold for Export' folder in the Enterprise version of the application. Close Batch; This button is only enabled for the currently open batch. Clicking this button closes the batch. Visible from the expanded view of the Batch list ONLY.

244 Creating a Bill List Description Each user has the ability to create custom bill lists that will provide a quick and convenient way to view and access a small subset of the total bills available. This topic will explain how to create a bill list from scratch explain how to duplicate an existing bill list Prerequisites The ability to create custom bill lists requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bill Entry Only Step-by-Step Select Bill Processing from the Main Menu. The Bill Processing navigation Tree View will be displayed on the left. Select the My Bill Lists node Click the Add Bill List button located above the grid 4. On the Bill List Properties screen, enter all relevant information: a. Enter the new bill list's Name. b.

245 4. b. c. (optional) Enter a Description for the bill list. Choose the appropriate radio button: The Create a new bill list button creates a bill list with the default columns and filters. The Copy and modify an existing bill list button provides a field to select an existing bill list. The new list duplicate the selected bill list exactly. 5. Click the Save button. The new bill list has now been created and available on the tree. Refer to Adding/Edi ting/removing Filters on a Bill List and Altering/Sorting Columns on a Bill List to apply additional settings to the newly created list. Rules & Restrictions When creating new bill lists, each list Name must be unique. Additional Information Q: What are the default columns and filters? A: The default columns (left to right) are Account Code, Billing Period, Begin Date, End Date, Total Cost, and Created Date. The default filter is to show only the 'previous two months billing periods'. Q: Where did the Default bill list go? A: Once the default bill list is deleted, it will never be recreated automatically. A new bill list named 'Default Bill List' may be created to replace it. Q: Can other users see the Bill Lists I have created? A: The bill lists created under 'My Bill Lists' are unique to a user. Every user in the database will have their own set of bill lists. Q: Can I see and duplicate other user's bill lists

246 A: There is currently no way for a user to share their bill list with another user. Similarly, when duplicating a bill list, there is no way to select another user's bill list to duplicate.

247 Filtering Bill Lists Description Bill Lists provide a quick and convenient way to view and access a small subset of the total number of bills in the EnergyCAP database. This topic will... explain filter options in EnergyCAP bill lists explain how to filter the bill list to view only the desired bills. Prerequisites Bills must be entered in the EnergyCAP database. Step-by-Step 1. Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left Select the node under My Bill Lists that the filters will be applied to. Click the Filters button. 4. In the filters window, add and remove filters as needed. To add filters, select any of the filters listed in the Additional Filters grid, update the settings and select Save. To remove filters, select the filter from the Current filters grid, and select Clear.

248 4. 5. Click the Filters button again to close the filters window and view the bills matching the new filter settings. Additional Information Once a specific bill has been located, it is possible to Edit it by clicking the Edit icon for the bill. Refer to Addi ng/editing/removing Filters on a Bill List Click on a column heading to sort the list by that heading. The list will display up to 1,000 items;the values indicate how many are being displayed and how many pass the filter condition(s). The total cost is for all bills, not just the first 1,000 displayed in the list. Click Export Data from the Details & Actions tab to export the data in a spreadsheet format.

249 Adding/Editing/Removing Filters on a Bill List Description Filters can be applied to any bill lists to make them more useful. This topic will... describe how to add, edit, or remove filters on any bill list. Prerequisites The ability to filter bill lists requires permissions associated with the following User Roles: Administrator Full Access Bill Entry & Account Setup Bill Entry Only Become familiar with the various bill list locations. Refer to the Bill Lists help topic for more information. Step-by-Step Adding Filters on a Bill List Navigate to the desired Bill List Click the Filter Bill List button. Select a filter from the Additional Filters list. Select the Operator. Select OR enter a filter Value.

250 5. 6. Click Save. Verify the the filter was saved by reviewing the Current Filters list. Editing Filters on a Bill List Navigate to the desired Bill List Click the Filter Bill List button. Select a filter from the Current Filters list. Select the Operator. Select OR Enter a filter Value Click Save. Verify the the filter was edited by reviewing the Current Filters list. Removing Filters on a Bill List Navigate to the desired Bill List. Filters can be removed from a bill list two different ways: 1. Click the X button preceding the filter in the Filter Settings list.

251 1. OR Click the Filter Bill List button. Select a filter from the Current Filters list. Click Clear. The filter will be removed from the Current Filters list, and will reappear on the Additional Filters list.

252 4. Verify the filter was removed by reviewing the Current Filters list. Rules & Restrictions Filter values are only available if sort data is being tracked in other parts of the application. e.g. Pay Status v alues will not be available unless Pay Status is a data field for saved bills in the system. Additional Filters lists are different for each bill list. e.g. Meter bill list has fewer filter options since this list is already filtered to a specific meter. Additional Information Q: How do I change the way filter values are displayed? A: There are three ways to display filter values: Dropdown list, search, or search if Dropdown count exceeds a specific number. Refer to Global Settings for a more detailed explanation. Q: Will the filter settings be saved for the next login? A: Yes, a user's settings are permanently saved. Q: Why aren't any bills showing up on the list? A: EnergyCAP does not prevent a user from filtering all bills. If MeterA is attached to AccountA but the filters are set for MeterA and AccountB, no bill will be present on the list. Q: Why can't I remove the filters on the bill list? A: Some of the bill lists have filters that cannot be removed. These filters appear above the list in the filter settings section and are color-coded (gray).

253 Altering/Sorting Columns on a Bill List Description Columns can be altered and column sorting can be applied to any bill lists to make them more useful. This topic will... describe how to add and remove columns. describe how to change column sorting. describe how to rearrange columns. describe how to adjust column width. Prerequisites The ability to change columns and sort bill lists requires permissions associated with the following User Roles: Administrator Full Access Bill Entry & Account Setup Bill Entry Only Familiarity with the various bill list locations. Refer to the Bill Lists help page for more information. Step-by-Step Adding Columns to a Bill List Navigate to the desired Bill List. 1. Click the Add/Remove Columns button.

254 Click the check box next to all the column names to be added to the list Click the Apply Changes button. To close the Select Columns window, click the Add/Remove Columns button. Removing Columns on a Bill List Navigate to the desired Bill List. 1. Click the Add/Remove Columns button.

255 Click the check box next to all the column names to be removed from the list. Click the Apply Changes button To close the Select Columns window, click the Add/Remove Columns button. Rearranging Columns on a Bill List Navigate to the desired Bill List Click and hold down the mouse key on the column header. Slide the mouse left or right to drag the column header to a new location, which will be defined by a blue column divider. When the blue divider is in the desired position, release the mouse. The selected column will be relocated to the new position. Sorting Columns on a Bill List Navigate to the desired Bill List. To start a new sort based on a different column, click the header of the column to be used as the new sort criterion. Click the column header again to reverse the sort. EXAMPLE: The Bill List is currently sorted by Account Code. Click the Billing Period column to replace the current sort by a new sort by Billing Period. Sorting Columns on a Bill List Using Multiple Sort Criteria

256 Navigate to the desired Bill List. To expand the current sort to include another column as a subordinate sort criterion, hold the Ctrl key while clicking the header of the column to be sorted. A number will appear to the right of the header name, indicating the column sort priority/order. EXAMPLE: The Bill List is currently sorted by Begin Date. Ctrl-clicking the Account Code column header will preserve the Begin Date sort, but if multiple bills have the same Begin Date, those bills will be sorted by Account Code. Resizing Column Width on a Bill List Navigate to the Bill List where column widths are to be adjusted. Move the cursor to the header row for the Bill List and position it over the column dividing line. The cursor will change its shape: Click and drag the column divider until the column is the desired width. Release the mouse button. Rules & Restrictions A maximum of three column sorts can be applied to any bill list. Available Column names are different for each bill list based on what is appropriate for the list location. Additional Information Q: Why can't I remove the column? A: EnergyCAP logic prevents removal of certain columns from certain Bill Lists. Columns which cannot be removed are indicated by a grayed-out column name in the Add/Remove Columns window. Q: Can the list be restored to the original sort? A: Restore the list to the default sort order by clicking the Reset Bill List to Default button. NOTE: Restoring the original sort will also restore the default filter and column settings for the Bill List. Q: Will current column settings be saved for the next login or list view? A: Yes.

257 Q: Why isn't the list applying the sort when the header is clicked using Ctrl? A: The bill list lists only honor a sort of three columns at a time. If three column sorts have been applied, no further sorts are allowed. If desired, reset the sort by clicking a column header without using Ctrl. Q: Why does the list keep going back to the first page? A: The list must refresh in order to display the new sort order. On refresh, the list is returned to the first page defined by the sort. Q: What happens if a column in the sort is removed from the Bill List? A: The bill list refreshes every time the column Apply Changes button is selected. If a column of the sort is removed, the sort will adjust to accommodate the change. e.g. If columna, columnb, and columnc have been sorted as 1,2,3 and columnb is removed, columna and columnc become a sort of 1,2.

258 Deleting a Bill List Description User-created Bill Lists can be removed from the Bill Processing tree at any time. This topic will describe the process to remove a Bill List. Prerequisites The ability to delete user-created Bill Lists requires permissions associated with the following User Roles: Administrator Full Access Bill Entry & Account Setup Bill Entry Only The presence of existing Bill Lists created by the User. Users can only view their own bill lists (My Bill Lists) and can only delete their own Bill Lists. Step-by-Step Select Bill Processing from the Main Menu. The Bill Processing navigation Tree View will be displayed on the left. Select the My Bill Lists node. Click the check box to the left of the bill list to be removed. Click the Delete button. 5. From the confirmation window, click the Yes button.

259 Rules & Restrictions The Default bill list can be deleted but once deleted, it cannot be restored. It must be recreated manually by the user.

260 Bill Audits Overview

261 Audit Descriptions Description Audits provide a way of examining utility bill data to ensure accurate data entry, identify missing data, and highlight unusual patterns of use or cost that may present savings opportunities. Each EnergyCAP audit looks at utility billing data in a different way. Used together, audits are powerful tools for data validation and energy management. This topic will... discuss the six categories of audits provide a description for each audit available. Description Audits in EnergyCAP Online/Express are grouped into six categories that suggest their function and application. Bill Audits examine primary elements of the bill itself, including statement dates, billed amount, control codes, observation types, etc. For organizations with in-house coding expertise, the BILL11 Audit even provides a method for executing a stored procedure against a selected group of bills. Usage Audits examine use values on the bill for accuracy/reasonableness, based on comparisons with previous billing data. Cost Audits examine cost values on the bill for accuracy/reasonableness, based on comparisons with previous billing data. Date Audits examine date values on the bill for accuracy/reasonableness, based on comparisons with previous billing data. Demand Audits examine demand values on the bill for accuracy/reasonableness, based on comparisons with previous billing data. Custom Audits allow users to perform custom audits on a set of bills. No bill messages are generated by these audits. Below is a tabular list of Audits in EnergyCAP Information items included are: CODE: The code ID for the audit DESCRIPTION: The Audit description/purpose LABEL: Name of measured parameter category (if applicable) DEFAULT: The default value for the audit (if applicable) AUDIT LIST CODE DESCRIPTION LABEL DEFAULT BILL AUDITS BILL1 Possible duplicate bill indicated by Pay Amount and start or end or due or statement date is equal to an existing bill. N/A None

262 BILL2 Invoice number is equal to an existing bill. N/A None BILL3 Pay amount does not equal sum of cost line items. N/A None BILL4 Control code is equal to an existing bill. N/A None BILL5 Select up to 5 line items by observation type code. Observation Type Selected Observation Type Code(s) joined by "OR" logic. BILL6 Select observation type code with a greater than or equal to value. Observation Type Selected Observation Type Code. BILL7 Select observation type code with a less than or equal to value. Observation Type Selected Observation Type Code. BILL8 Select up to 5 line items by caption. Caption Selected Caption(s) -"Like", not "Equals"- joined by "OR" logic. BILL9 Select line items by caption with a greater than or equal to value. Caption None BILL10 Select line items by caption with a less than or equal to value. Caption None BILL11 Execute a custom stored procedure. N/A None [stored procedure name] USAGE AUDITS USE1 Use per Day is greater than the average of the prior 2 calendar months. Percent above Average Use Per Day. 20% USE2 Use per Day is less than the average of the prior 2 calendar months. Percent below Average Use Per Day. 50% USE3 Use per Day is greater than the same month last year. Percent above last year's Use Per Day. 20% USE4 Use per Day is less than the same month last year. Percent below last year's Use Per Day. 50%

263 USE5 Use per Day is the same as the prior two months. Possible estimated bill, but estimated flag not checked. [this audit only applies when use/day >0]. Percent difference to allow for rounding. 0.10% USE6 Use per Day is greater than the highest use/day of any bill for this meter in the last 12 months. Percent above highest Use Per Day. 20% USE7 Use per Day is less than the lowest use/day of any bill for this meter in the last 12 months. Percent below highest Use Per Day. 50% USE8 Cost but no usage for 2 months in a row. Is this meter now inactive? N/A None (NOTE: Does not flag meters that have NEVER had any usage, i.e. cost-only accounts. Only meters for which there is usage at some point in history.) USE9 Use exceeds high limit in common rollup units of measure. Use above Common Rollup value. 100,000 USE10 Use below low limit in common rollup units of measure. Use below Common Rollup value. 0 COST AUDITS COST1 Cost per Day is greater than the same month last year. Percent above last year's Cost Per Day. 20% COST2 Cost per Day is less than the same month last year. Percent below last year's Cost Per Day. 50% COST3 Unit Cost is greater than the same month last year. Percent above last year's Unit Cost. 10% COST4 Unit Cost is less than the same month last year. Percent below last year's Unit Cost. 50% COST5 Cost per Day is greater than the highest cost/day of any bill for this meter in the last 12 months. Percent above highest Cost Per Day. 20%

264 COST6 Cost per day is less than the lowest cost/day of any bill for this meter in the last 12 months. Percent below highest Cost Per Day. 50% COST7 Cost Per Unit is greater than the highest cost/unit of any bill for this meter in the last 12 months. Percent above highest Cost Per Unit. 10% COST8 Cost Per Unit is less than the lowest cost/unit of any bill for this meter in the last 12 months. Percent below lowest Cost Per Unit. 50% COST9 COST10 COST11 Meter Cost exceeds high limit. Meter Cost below low limit. Unit Cost exceeds high limit. Cost above: 50,000 Cost below: 5 Cost above: 0.25 COST12 Unit Cost below low limit. Cost below: 0.04 COST15 Cost per Day is greater than the average of the prior two calendar months. Percent above Average Cost Per Day 20% COST16 Cost per Day is less than the average of the prior two calendar months. Percent below Average Cost Per Day 50% COST17 Cost per Unit is greater than the average of the prior two calendar months Percent above Average Unit Cost 20% COST18 Cost per Unit is less than the average of the prior two calendar months. Percent below Average Unit Cost. 50% DATE AUDITS DAY1 Abnormally short billing period. Days Less Than Average Billing Period Length. >5 days below average of prior 12 months DAY2 Abnormally long billing period. Days Longer Than Average Billing Period Length. >10 days above average of prior 12 months.

265 DAY3 Assigned Billing Period month falls outside of start/end dates. N/A None DAY4 Start/end dates overlap with another bill for this account and vendor. Deregulated accounts will have overlapping on a meter basis, but not on an account/vendor basis. N/A None DAY5 Gap between this bill s start date and prior bill s end date indicates possible missing bills or incorrect dates. Number of Days Between Bills to Indicate gap. >1 day in gap DAY6 Due date is too long after bill End Date. Number of Days After End Date. 30 days DAY7 Statement Date is too long after bill End Date.. Number of Days After End Date 10 days DAY8 Bill end date is later than today. N/A None DAY9 Multiple bills for this account in one billing period [account and vendor]. N/A >1 bill [looks at accountid] DAY10 Due date or Statement Date is before End Date [only applies when non-null]. N/A None DEMAND AUDITS DEM1 Abnormal load factor (over 100%). Use too high, demand too low, or days too low. Maximum Realistic Load Factor Percentage >100% DEM2 Abnormal load factor (.1% to 15%). Use too low, demand too high, or days too high. Minimum Realistic Load Factor Percentage <15% AND >0% DEM3 Billed demand greater than the same month last year. Skip test if either month = null or zero. Percent above previous year. 20%

266 DEM4 Billed demand less than the same month last year. Skip test if either month = null or zero. Percent below previous year. 50% DEM5 Billed demand greater than the highest billed demand of any bill for this meter in the last 12 months. Percent above highest billed demand. 20% DEM6 Billed demand lower than the lowest billed demand of any bill for this meter in the last 12 months. Months with BD=0 or null are skipped. Percent below lowest billed demand. 50% DEM7 DEM8 CUSTOM AUDITS Billed demand exceeds high limit. Billed demand lower than low limit. Include bills with BD=0 ONLY WHEN at least 1 other bill for the same account/meter has BD>0, i.e. doesn't show every electric meter if they never have demand. Billed demand above: 5000 Billed demand below: 5 CUSTOM01 Execute the Specified Stored Procedure Maximum Execution Wait Time 10

267 Creating an Audit Group Description Audit Groups are used to apply multiple audits to a utility bill or a number of utility bills. After the Audit Group has been created, one or more audits can be placed in the group. Specific audit settings and specific filter settings unique to that Audit Group can be assigned to each audit. These settings determine the rigor of the audit, and the range of bills to which the audit will be applied. This section will... provide step-by-step instructions on how to Create an Audit Group. explain the intention of the Recommended Audit Group. provide notes on Audit Group Rules and Restrictions. offer suggestions on how to structure Audit Groups. Prerequisites The ability to create an Audit Group requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bill Entry Only Building Administrator Step-by-Step Click Bill Processing from the Main Menu. Audit options will be displayed on the left. Click to highlight the Audit Groups node. Click the Add a Group button located above the list of Audit Groups.

268 4. On the a. b. General tab, complete all fields and then click Continue. Enter the Name and Code for the new Audit Group Select the appropriate radio button: Create a New Audit Group: Select this option to create a new Audit Group 'from scratch.' Copy and Modify an Existing Group: if this radio button is selected, a drop-down list is enabled which will display all existing Audit Groups for the current user. When an existing Audit Group is selected from the list, all audits from the selected Audit Group will be added to the newly-created Audit Group, although individual audit settings will revert to their default values in the new Audit Group.

269 5. On the Bill Audits tab, click the check box to the left of each audit to add it to the Audit Group. Note that if creating a new Audit Group, the audits that EnergyCAP recommends are automatically selected. These are not required and can be unchecked at any time. Then click Continue. 6. On the Usage Audits tab, click the check box to the left of each desired audit to add it to the Audit Group. Then click Continue.

270 6. 7. On the Cost Audits tab, click the check box to the left of each desired audit to add it to the Audit Group. Then click Continue. 8. On the Date Audits tab, click the check box to the left of each desired audit to add it to the Audit Group. Then click Continue.

271 8. 9. On the Demand Audits tab, click the check box to the left of each desired audit to add it to the Audit Group. Then click Continue. 10. On the Add Filters tab, add and remove filters. To add a filter to the Current Filters list, click the filter name. Filter settings will be displayed. Adjust

272 10. settings as necessary using the controls provided. When done, click Save. Repeat the process until all desired filters have been added. If it is necessary to remove a filter, click the filter name from the Current Filters list. Filter settings will be displayed. Click the Clear button to remove the filter from the Current Filters list. 11. When done, click Finish to save the new Audit Group. Rules & Restrictions The Audit Group Code MUST be unique. At least one audit must be selected in order to save the Audit Group. Additional Information Q: Why are some of the audits automatically selected? A: The audits that are automatically selected are simply audits that EnergyCAP has recommended. They can be removed from the Audit Group if desired. Q: What is the benefit of copying an existing Audit Group? A: If an Audit Group has already been created that is similar to the new Audit Group, it may be easier to pre-load the existing set of audits as a template. Note that if an existing Audit Group is copied, all audit settings are restored to the default settings. Saved custom settings for individual audits from the copied group are NOT transferred to the new group. Q: Can the same audit be added to an Audit Group more than once so that different audit settings can be applied?

273 A: No, each group can only have one of each audit attached. If the same audit needs to be run with two or more different settings on the same set of bills, it will be necessary to create an additional Audit Group. Each Audit Group can contain the same audit, but audits can be customized with different settings. Both groups can then be run on the same set of bills by running them together. For more information see: Running an Audit Group Q: Why can t the default audit setting be altered during Audit Group creation? A: This is a limitation of the. However, default settings for individual audits can be Add an Audit Group Wizard altered after the group has been created. For more information see: Editing Individual Audit Settings

274 Editing an Audit Group Name/Code/Description Description Use Audit Group names to describe the nature and purpose of the group. This topic will explain how to edit/update the Name, Code or Description of an audit. Prerequisites The ability to edit audit group information requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bill Entry Only Building Administrator Step-by-Step Click Bill Processing from the Main Menu. The Bill Processing navigation Tree View will be displayed on the left. Click Audit Groups from the tree view. Click the Edit icon for the desired Audit Group. 4. From the General tab, revise the editable fields as desired.

275 4. 5. Click Save.

276 Editing Individual Audit Settings Description Audit tolerances can be set individually for each audit in each Audit Group. The same audit may be run in different Audit Groups with different audit settings in each. In this way, a series of increasingly tighter tolerances can be defined for any auditable characteristic of a bill. This topic will... explain how to edit Audit Settings. Prerequisites The ability to edit individual audit settings requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bill Entry Only Bldg Administrator Step-by-Step 1. Select Bill Processing from the Main Menu. The Bill Processing navigation Tree View will be displayed on the left. 2. Select the desired node under Audit Groups. 3. Click the Edit icon for the desired Audit listed in the Audits in This Group grid. See Additional Information for an explanation of the grid columns.

277 4. On the General tab, make all necessary changes to the available fields. Settings options will vary depending on the nature of the audit. 5. Click Save to save the new Audit Settings. Additional Information Below are the grid columns and descriptions of their values. Column Name Descriptions Severity Settings Skip Zero Comparison Description Name of Audit Identifies the audit characteristics of the bill User-determined severity level for a failed audit User-determined tolerance for the audit Flag indicating whether or not comparisons will be run if the bill being compared has a value of '0'.

278 Running an Audit Group Description There are two ways to run audit groups: from the Audit Groups root folder or from the user's specific Audit Group. This topic will describe how to run multiple Audit Groups. describe how to run one specific Audit Group. explain the advantages/limitations of each process. Prerequisites The ability to run audits requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bill Entry Only Bldg Administrator Step-by-Step Running Multiple Audit Groups Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left. Select the Audit Groups node of the tree Click the checkbox to the left of any audit group being added to processing. After the groups have been selected, click the Run Selected Audit Group(s) button.

279 5. On the Add Filters tab, a. Select the appropriate filter option. b. Add all desired filters to be applied to all audit groups for this instance. c. When done, click Continue. 6. On the Audit Progress tab, monitor the processing of bills fitting the filter parameters selected.

280 6. 7. On the Confirmation tab, view the bills with failed audits will be posted to the Bills With Problem Flags fold er. 8. Click Finish to close the wizard.

281 Running One Specific Audit Group Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left. Select the node under Audit Groups tat corresponds to the specific audit group to be processed. Click the Audits tab to view the audits included in the group. Review the audits to be run and make any necessary changes. Add or remove desired audits by selecting them and clicking the appropriate button ( Remove Selected Audit(s) or Add Selected Audit(s) ) Click the Filters tab to review the filter settings and make any necessary changes. Filters are added and removed in the same manner as when the Audit Group is created. 6. When done, click the Audits tab and then click the Run This Audit Group button. 7. On the Add Filters tab, add all desired filters to be applied to all audit groups for this instance. When done, click Continue.

282 8. On the Audit Progress tab, monitor the processing of bills fitting the filter parameters selected. 9. On the Confirmation tab, view the bills with failed audits will be posted to the Bills With Problem Flags fold er.

283 Click Finish to close the wizard. Additional Information Advantages to running multiple audit groups Multiple audit groups can be run simultaneously The chosen filter settings will preempt any previously-saved filter settings for the individual audit groups selected, making it convenient to apply a single set of filter variables quickly for a number of audits/audit groups. Advantages to running one specific audit group Only the selected audit group can be run. Filter settings changes will be saved for all future iterations of the audit in this audit group.

284 Resolving Bill Problem Flags Description In EnergyCAP, bills with potential errors or issues are flagged in the database whenever an audit is run. These bills are listed in the Bills with Problem Flags folder ( Bill Processing > Bill Audits). Supervisory review of bills with problem flags should be part of the bill processing workflow for any organization. This topic will... explain how to view bills with problem flags in EnergyCAP. suggest a review process for handling bills with problem flags. Prerequisites Enter bills and run audits. Failed audits will generate problem flags. Bills with problem flags will be added to the Bills with Problem Flags folder. Step-by-Step Go to Bill Processing and click Bill Audits > Bills with Problem Flags. Two tables will be displayed: Bills with Problem Flags and Problem Flags for Selected Bill. Note that table data that may be hidden can be viewed by using the scroll bars to the bottom and right of each table. Click to highlight a bill from the top table to display the bill's associated problem flags in the bottom table. The top table, Bills with Problem Flags, lists bills with problems, and provides basic billing information and a link to the associated account. Information included in the BIlls With Problem Flags table includes (by column): Account: Account associated with the bill. Click the hyperlink to switch to an account view of the billing data. Vendor: Vendor associated with the bill. Period: Billing Period Month associated with the bill. Year: Year associated with the bill. Start Date: Start date of the billing period. End Date: End date of the billing period. Cost: Cost associated with the bill (includes all line item costs on the bill). Cost/Day: Cost per day associated with the bill. Determined by dividing total cost by number of days in the billing period. Severity: Level of severity associated with audit failure (user-configured). Variance: Variance from the expected audit value, expressed as a percentage. Days: Number of days in the billing period. V-E-A: Bill types (Void/Estimated/Actual). Created Date: Date the bill was created. Created By: EnergyCAP User who created the bills. The bottom table, Problem Flags for Selected Bill, displays a list of specific audit messages associated with the currently-selected problem bill in the top table, and may be used as a permanent audit record. There is a line in the table for each failed audit.

285 The Problem Flags for Selected Bill table includes (by column): Severity: Severity of the Audit failure (user-determined Audit setting). Status: Status of the Audit (see below for an explanation of Status messages and logic). Message: Audit message/explanation. Variance: Variance from the expected audit value, expressed as a percentage. Comment: Editable "Notes" field for auditor/supervisor review comments. Audit: Name of the problem Audit. Audit Group: Name of the problem Audit Group that was run when the problem flag was created. Created Date: Date of the Audit. Created By: User logged in to run the Audit. Modified Date: The date of the last change to the Audit record (Status change, edited comment, etc.) Modified By: User who last modified the Audit. A status is assigned to each bill based upon the audit results: Problem: Bill has failed the audit. Fixed: User has reviewed the information and updated Status to Fixed. Ignored: User has reviewed the failed audit and updated Status to Ignored. Bills with audits which are flagged as Ignored will not be audited with that specific audit in that specific Audit Group in the future. However, if the same audit is run via a different Audit Group, the audit will be run for that bill. Re-Audit Failed: Indicates that the audit was run again and a problem remains. Re-Audit Passed: Indicates that the audit was run again and passed. Below is a table explaining the Status record logic: If Current Bill Message Log Status is: Then: Upon Re-Audit if the bill: Then Bill Message Log Entry will state: Problem, Re-Audit Failed Re-Audit Bill Passes Update status of all message logs for this Auditor/group to have 'Re-Audit Passed' status Fails Update status of current message log for this Auditor/group to have 'Re-Audit Failed' status Re-Audit Passed, Fixed Re-Audit Bill Passes Update status of all message logs for this Auditor/group to have 'Re-Audit Passed' status Fails Create a new Message Log with a status of 'Re-Audit Failed'. The status of the previous messages for this auditor/group are not altered

286 Ignored Skip Re-Audit Below is a suggested audit review process:sample Audit Review Process Click the problem bill in the Bills with Problem Flags bill list (top table). Review each problem associated with the bill (bottom table). Correct the bill record if necessary by clicking the Edit icon for the desired bill record. The Bill Entry window will be displayed, and the bill can be edited as desired. When done, click the Save Bill button to save bill edits. When the bill issue has been resolved, change the status per your established review procedures; use the Co mment field to document the issue resolution. From the Problem Flags table, use the Status drop-down to update the status of the problem for the selected bill. Change status Problem to Ignore if it is desirable to ignore the bill data in all future audits for that Audit Group. When the problem flag is set to Ignore, the Problem Flags message for that bill will be removed from the table unless the Show All... checkbox is selected. Following review of the problems associated with each bill, re-audit the bills using the same filter set to verify that all audit issues have been resolved.

287 Quick Check Audit Group Description The quick check audit group was created so distinct group of audits are applied to every bill on save, if the workflow setting has been turned on. This topic will describe the process for editing the Quick Check Audit group NOT describe how to apply the Quick Check Audit group to manual bill entry list the default audit group settings Prerequisites Step-by-Step The ability to edit the Quick Check Audit Group requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Bill Entry Only Building Administrator Select Bill Processing from the Main Menu. The Bill Processing navigation Tree View will be displayed on the left. Select the Quick Check Audit node from the tree. Click the Edit icon for the desired Audit listed in the Audits in This Group grid.

288 4. On the General tab, make all necessary changes to the available fields. Settings options will vary depending on the nature of the audit. 5. Click Save to save the new Audit Settings. Rules & Restrictions Any audit can be added to or removed from the list by anyone with edit permission. Additional Information This audit group is not unique to the user. All users with access to Audit Groups, can view this group. Keep in mind that changes to the audit group settings will affect all users on the system. There is currently no way to reset the group to the default values. Default Quick Check Audit Group values: Audit Settings Bill01 -- Bill02 -- Cost01 Cost02 Cost03 Cost04 50% skip zero 80% skip zero 50% skip zero 80% skip zero

289 Day01 Day02 20 days < avg 30 days > avg Day03 -- Day04 -- Day05 Day06 Day07 5 days 60 days after end date 60 days after end date Day08 -- Day10 -- Demand01 Max Load Factor = 100 Use03 Use04 50% skip zero 80% skip zero The name and code of the Audit Group cannot be edited. Therefore, it does not show up on the Audit Groups tree node grid.

290 Cost Avoidance Processing

291 Calculating Savings Description The Cost Avoidance processor can be applied to select bills in order to calculate Cost Avoidance. This topic will... describe how to run the Cost Avoidance processor. Prerequisites Step-by-Step The ability to run the Cost Avoidance Processor requires permissions associated with the following User Roles: Administration Full Access Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left. Select the Calculate Savings node of the tree Click the Calculate Savings button. On the Calculation Options tab, check all desired options to be applied. When done, click Continue. On the Add Filters tab, add all desired filters to be applied. When done, click Continue. 6. On the Run Processor tab, review the information. 7. Click Finish. The savings calculations will being processing in the background. The processing status can be viewed in the Status column of the grid. Rules and Restrictions A meter must have the baseline processed before savings can be calculated. When running the Calculate Savings processor, if a meter's baseline has not been processed, the Baseline Processor will be applied before the Calculate Savings processor can be applied.

292 Chargeback Processing

293 Processing Chargebacks Description The Chargeback processor can be applied to chargeback distributions in order to generate to split bills or generate submeter bills. This topic will... describe how to run the Chargeback processor. Prerequisites Step-by-Step The ability to run the Chargeback Processor requires permissions associated with the following User Roles: Administration Full Access Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left. Select the Process Chargebacks node of the tree Click the Process Chargebacks button. On the Batch Selection tab, click the radio button to continue with current batch OR create a new batch. When done, click Continue On the Add Filters tab, add all desired filters to be applied. When done, click Continue. The Chargeback Progress tab displays the current status of the chargeback bill generation. 7. On the Results tab, review the information. 8. Click Finish. The processing log is updated. Additional Information To view the bills that are generated from the Chargeback Processor, click on the Enter Bills node of the tree.

294 Viewing Chargeback Processor Log Description The Cost Avoidance Processor Log contains all the information for each run of the processor, including an exportable excel log file. This topic will describe how to export the Cost Avoidance Processor log files describe how to view the Calculation Options and Filters Applied to a particular processing record Prerequisites The ability to modify a Bill Template requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left. Select the Process Chargebacks node of the tree. Click on any row of the grid to expand the row. View the information available in the expanded row: a. Filters used to determine which meters were processed b. Void/Delete button. For more information about voiding or deleting chargeback bills, please refer to Vo iding or Deleting Chargeback Bills Rules & Restrictions There is currently no way to view bill generated using this log.

295 Voiding or Deleting Chargeback Bills Description Bills generated with the Chargeback Processor can be voided or deleted at any time. This topic will... describe how to void Chargeback bills. describe how to delete Chargeback bills. Prerequisites Step-by-Step The ability to run the void or delete bills generated through the Chargeback Processor requires permissions associated with the following User Roles: Administration Full Access Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed on the left. Select the Process Chargebacks node of the tree. Click on any row of the grid to expand the row. Click on the Void/Delete button. Select the appropriate radio button, Void OR Delete, from the warning box. Then Click OK Click Finish. The status column is updated to display the most recent action. Additional Information Once a process run is voided or deleted, the Void/Delete button is no longer available for that row. Voiding bills individually through the bill entry screen has no effect on this grid. Even if all the bills are deleted or voided through bill entry, the button will still be visible on the Chargeback Processor grid. Any bill designated as a "master" bill in a Chargeback Distribution bill split will prompt the user if the master bill is Voided or Deleted, whether that action should be applied to the children bills resulting from the master. If the master and children bills states are not kept in sync, the Chargeback processor may produce unexpected results.

296 Submitting to ENERGY STAR Description EnergyCAP works in tandem with the ENERGY STAR Automated Benchmarking Service (ABS); This functionality provides the means to easily and efficiently submit multiple facilities for participation in the EPA s Energy Performance Rating System. This topic will describe the process of submitting buildings the ENERGY STAR for ratings does NOT describe the process for setting up building properties Prerequisites Buildings must have ENERGY STAR enabled and properties must be set. Refer to Setting Up ENERGY STAR for a Building for more information. At least 12 months of bills must be included in order to receive a rating. Step-by-Step Select Bill Processing from the Main Menu. The Bill Processing Tree View will be displayed Select ENERGY STAR from the Tree View If a schema update is available, click the Apply Update button. Enter an appropriate address. If an was entered previously, that is loaded by default. Select the appropriate radio buttons: Buildings for Submission Submit all ENERGY STAR buildings OR Select Buildings to Submit (If this option is selected the building submittal grid can be sorted by the Last Modified column, making it easier to select individual buildings having modified dates later than the Last Submit Date). Date Selection Submit new data (If this option is selected, then ENERGY STAR buildings, meters, and bills which have been created or updated after the last Submit Date will be submitted. If a global minimum billing period is set, then only bills having a billing period on or after that period will be submitted) Submit data with billing period greater than or equal to (If this option is selected, then all billing data greater than or equal to the date specified will be submitted for ENERGY STAR meters) Select Submit. The submittal record will appear in the Submission Log grid with the text "Submission in Progress" in the Receive Date column. An Excel file containing the submission details and applicable submission errors is available to download by clicking the hyperlink in the Submission Results column of the Submission Log.

297 7. 8. When the submittal has been processed and the rating is available, the Get Ratings button below the grid will be enabled. Click the Get Ratings button. The Receive Date field in Submission Log grid will be updated with the date the ratings were received. Rules & Restrictions Only one submittal can be open at a time. Ratings must be retrieved before submitting again. If there is a schema update, the Update button will be visible on the top of the page. For the first submittal of a building, all historical bills will be submitted, and later submittals will be limited to newly-edited bills in order to eliminate needless data transfer. If a global minimum billing period is set, then only bills having a billing period on or after that period will be submitted.

298 If a building's properties are out of sync with the current schema, the building submittal grid will show a status other than 'OK'. The global Minimum Billing Period for Submissions overrides the user level submission date setting option. The user level setting can not predate the global setting. Additional Information A building will not show up in the submittal grid until ENERGY STAR has been enabled for the building. If the building is enabled and has been submitted before, the building will not be visible again until it has new or updated information. A building (and all the corresponding meters and bills) can be removed from Portfolio Manager by selecting the 'Reset Portfolio Data for this Building' button on the Include/Exclude tab of building properties.

299 Budget Worksheet Description The Budget Worksheet is a simpler, less sophisticated tool available to all EnergyCAP Online users at no additional fee. The Budget Worksheet is a tool provided in the application to create a utility cost budget for the upcoming year based on historical data. The goal of the budget worksheet is to help set organizational expectations for annual utilities cost. No one likes surprises, such as running out of money in the utilities budget two months before the end of the fiscal year. This topic will... provide examples and suggestions for creating a worksheet with valuable data go into detail about the worksheet columns and totals. Information The budget worksheet is a valuable tool used to manipulate and arrive at a final, most reasonable budget projection. The worksheet is a tool, not a final result. You must use Excel to develop a budget using reasonable assumptions about the coming year. The budget is based on calendarized data ONLY: both for cost and usage. This is cost and usage from utility bills that has been smoothed out into calendar months. See the Cost Avoidance glossary topic for further information on the calendarization process. The cost and usage values in the worksheet will agree with the Calendarized Data tabs of Buildings & Meters. The Ending Budget Period filter will help determine the best subset of data to use with the budget worksheet. Normally it s best to use the most recent month for which you have complete utility bill data for all meters. That will usually be 1-3 months in the past. If you select March 2015, as shown below, the budget worksheet will be based on historical cost and usage for the months of April 2014 through March Using a Match 2014 ending period wi ll cause the budget to be understated because the Calendarized Data shows that the most recent month of data, for at least some meters, was January 2015, not March. Proper due diligence in finding the correct ending month to use prior to creating the budget worksheet will help produce the best data. Additionally, it s impossible to know what weather conditions the future holds, but you can make some educated assumptions. An EnergyCAP website tool at is very useful for this purpose Enter the zip code or city, state to locate a weather station. Click on the Cooling Degree Days or Heating Degree Days at the top of the page (when using Heating

300 Degree Days, you should then click on the Seasonal button) You can expand the display range beyond five years by setting the Range Begin to 2005 or even Use the chart and table to determine if the historical data used as the budget basis was typical or not. In our example, we used April 2014 March The chart shows that the winter of was unusually mild. The cumulative heating degree day line is below the seven prior years. So assuming the upcoming winter will be about the same as last year is probably unreasonable. Two record-setting mild winters in a row may be more than you could hope for. It would be reasonable to expect the heating degree days in the upcoming year to be more. An increase from last winter s total of 3,066 to a more typical value of 4,100 would be a 34% increase, so try that assumption in the worksheet and see what the bottom line impact might be.

301 Generate a Budget Worksheet Description The Budget Worksheet is a tool that helps you create a utilities cost budget for the upcoming year based on historical data. EnergyCAP creates an Excel spreadsheet of historical data allowing users to make changes based on assumptions and projections of facility, weather and utility rate changes to assist in generating a reasonable budget value. The goal of the budget worksheet is to help set organizational expectations for annual utilities cost. This topic will... describe the general process for generating a budget worksheet. Prerequisites Accounting must be set up as 12 account periods with a 'Calendar Month' calendarization method Refer to the Budget page for a more detailed overview of the Budget worksheet The ability to generate budget worksheets requires permissions associated with the following User Roles: ALL Users with access to the Bill Processing Menu option Step-by-Step To Generate the Worksheet 1. Select Bill Processing from the Main Menu. The Bill Processing Tree View will appear. 2. Select Budget Worksheet from the Tree View. 3. A list of Current Filters and Additional Filters will appear. a. Current Filters are filters that are currently set to be applied for this report. b. Additional Filters are other available filters that can be added to this report. 4. Make all necessary filter changes. a. To remove a Current Filter from the report, click to highlight the filter name from the Current Filters li st and then click Clear. The filter will be removed. b. To add an Additional Filter to the report, click to highlight the filter name from the Additional Filters li st. Filter settings for that filter will be displayed. Enter/update all filter information and Save. The filter will be added to the Current Filters list. 5. Repeat Step 5, adding and removing filters as necessary, until the filter configuration is satisfactory. 6. Click Generate Worksheet. The report will be created using the newly-saved filter settings. Rules & Restrictions If an ending budget filter is not set, the period is defaulted to the current month and year. The Ending Budget period filter is most important. This is the last historical month that will be used to as the basis for the budget. The budget is based on calendarized cost and usage. This is cost and usage from utility bills that has been smoothed out into calendar months. See Help topics for further information on the calendarization process. The cost and usage values displayed on the worksheet will agree with the Calendarized Data tabs of Buildings & Meters. The resulting budget that is generated is not stored in the application. The only product of the process is the downloaded worksheet(s). Budget Reports BT01-BT08 will not consider this budget data. These reports

302 use detailed meter-by-meter and month-by-month data produced by EnergyCAP Enterprise s advanced budget module. The bold text cells of the worksheet should be the only values manipulated. Making changes to the green or black non-bold text will result in incorrect data. Additional Information The budgets are divided by commodity, one tab per commodity. Each worksheet displays values in row format, building-by-building. Many different budget worksheets can be created using many different assumptions as needed. Most users find it useful to create three bottom line budget values: most optimistic, most pessimistic and most reasonable.

303 Using a Generated Budget Worksheet Description After a Budget Worksheet is generated, the value comes in adjusting the budget assumptions. Additional tips and tricks will get users started quickly. This topic will... describe how to manipulate the budget worksheet Prerequisites A generated Budget Worksheet Excel file Step-by-Step Using the Worksheet Open the downloaded worksheet. Click Enable Editing when the option appears in the header above the excel worksheet Select Review from the excel menu options Click Unprotect Sheet from the Review ribbon Input values into any cell that has bold text. Changing these values will update the other columns based on formulas in the worksheet. The Warning column alerts you to any buildings that have zero data in any month in the 12 months used as the basis for the budget. This may be expected (a new building for example) but it may also be an indicator that you need to re-run the budget with an earlier Ending Budget Month filter or perhaps some utility bills are missing. If you expect a floor area to change, enter the positive or negative percentage change. A 25% change means that the historical cost and usage data will be increased by 25% in the budget. Enter the expected percentage change in heating degree days for the budget year. Of course, no one can accurately forecast the weather severity 12 months in the future, but you can make some assumptions. The same guidance applies to cooling degree days. Enter any other expected significant changes in usage due to new energy management initiatives (above and beyond the 12 historical months used as the budget basis), number of occupants or hours of occupancy, etc. Enter the expected percentage change in the average unit cost of this commodity. As with #3 and #4, you may find it enlightening to run multiple scenarios to bracket the upper and lower bounds. Enter the best case (no rate increase) and the worst case (perhaps a 15% increase) to see what the upper and lower bounds of annual utility cost might be. If Energy Performance Contract or other fees are funded out of your utilities budget, you don t want to overlook them! Use the EPC Fees column for that. The actual cost of this commodity in the 12-month historical budget basis period can be compared to (9) the projected total commodity cost in the budget year. 1. Refer to the Additional Information section for column descriptions.

304 Rules & Restrictions The bold text cells of the worksheet should be the only values manipulated. Making changes to the green or black non-bold text will result in incorrect data. The budget is based on calendarized cost and usage. This is cost and usage from utility bills that has been smoothed out into calendar months. See Help topics for further information on the calendarization process. The cost and usage values displayed on the worksheet will agree with the Calendarized Data tabs of Buildings & Meters. The resulting budget that is generated is not stored in the application. The only product of the process is the downloaded worksheet(s). Budget Reports BT01-BT08 will not consider this budget data. These reports use detailed meter-by-meter and month-by-month data produced by EnergyCAP Enterprise s advanced budget module. Additional Information The budgets are divided by commodity, one tab per commodity. Each worksheet displays values in row format, building-by-building. Many different budget worksheets can be created using many different assumptions as needed. Most users find it useful to create three bottom line budget values: most optimistic, most pessimistic and most reasonable.

305 Reports Overview Overview EnergyCAP includes more than 250 reports to help visualize and analyze data from utility bills, setup information, interval and weather data, and even advanced tools like Cost Avoidance. Most reports can be filtered by 30 or more application values to easily narrow down the scope of information to only what is important to a users' specific need. Every user can filter their own version of any report without affecting other users. Every report can be printed, exported to a PDF file and in cases of tabular data, exported to Excel for easy sharing and further analysis. Every report that is installed provides a sample image of what the report will look like as well as a brief description. This allows users to quickly scan many reports to find the best fit for their need. As reports are run, they are automatically added to the convenient My Recent Reports list so that the reports used most often are easy to find. Additional Information Online Sample Reports Viewer A more detailed overview of every EnergyCAP report, including descriptions, available filters, and images, is available on the online Sample Report Viewer. Use this helpful online tool to search the EnergyCAP report database with report-related keywords, view sample reports, read report descriptions, review report filter options, and even download a PDF image of the sample.

306 Filtering Reports Description Filters are a powerful tool for creating numerous variations of any available report. If filters are not properly set for a report, the report will return unnecessary or unhelpful data. For this reason, it is important to use report filter options for most EnergyCAP reports. This topic will... describe the process for filtering reports. explain the purpose of the green filters. explain all operators. Prerequisites ALL roles have the ability to create, modify and delete report filters. Step-by-Step 1. Select Reports from the Main Menu. A list of all reports divided into folders by category will appear on the left. 2. Select the folder for the desired report category. All available reports for the selected category will appear on the right. 3. Select/highlight the desired report from the list. A report sample image will appear on the right, along with a report description. 4. After reviewing the report image/description, click Continue. A list of Current Filters and Additional Filters will appear. Current Filters are filters that are currently set to be applied for this report. Additional Filters are other available filters that can be added to this report. 5. Make all necessary filter changes. To remove a Current Filter from the report, click to highlight the filter name from the Current Filters li st and then click Clear. The filter will be removed. To add an Additional Filter to the report, click to highlight the filter name from the Additional Filters li st. Filter settings for that filter will be displayed. Enter/update all filter information and Save. The filter will be added to the Current Filters list. 6. Repeat Step 5, adding and removing filters as necessary, until the filter configuration is satisfactory. 7. Click Run Report. The report will be created using the newly-saved filter settings. Rules & Restrictions Your EnergyCAP administrator has the ability to restrict user access to all data, or just a subset of data based on a Topmost node in the Buildings & Meters and/or Account hierarchies. Topmost means that the user has access to items directly under that node in the hierarchy, but cannot access anything else. This topmost permission also applies to the user s reports, regardless of the filters selected. Report filters are saved for the specific user only. They will not be applied to reports created by other users. When adding filters, the filter settings value field can either be selected from a dropdown list of acceptable values OR entered as text to return all possible matches. This is determined by the Administrator under Glob al Settings. Shared Reports and reports have a different set of rules for saving filters. Refer to the help topic pages in these areas for more information.

307 Additional Information Q: What are the filters highlighted by the green font color? A: The green font is user to distinctly mark the filters that are recommended for that report by EnergyCAP. These filters are recommended for two reasons: Either it was determined that the report will provide more meaningful data if the recommended filters are used OR two filters are mutually exclusive and one is suggested. i.e. Topmost Place Name vs. Topmost Place Code. Q: What is an Operator? A: An Operator is a parameter that helps define a filter. The following operators are used: Equals Not Equals Less than Between One of Greater than Less than equal Greater than equal Like Not like Not one of Only data matching the input filter Value will be included in the report. Only data not matching the input filter Value will be included in the report. Only data with a value less than the input filter Value will be included in the report. Only data between the input filter Values will be included in the report. Only data matching the selected input filter Value(s) will be included in the report. Click to select from available values. Shift-Click to select a range. Only data greater than the input filter Value will be included in the report. Only data less than or equal to the input filter Value will be included in the report. Only data greater than or equal to the input filter Value will be included in the report. Only data including the the input filter Value will be included in the report. Only data not including the input filter Value will be included in the report. Only data not matching the selected input filter Value(s) will be included in the report. Click to select from available values. Shift-Click to select a range.

308 Not Between Only data not between the input filter Values will be included in the report.

309 Quick Reports Description Quick Reports are pre-filtered reports that provide context-sensitive information depending on the portion of the web application that is being displayed. Running Quick Reports is a good way to become familiar with available reports that have proved to be the most helpful. Report filter settings can be customized to obtain more relevant data.

310 Administration Overview Overview The Administration menu in EnergyCAP is used to create users, modify global settings and import setup information into the system. All users with the Administrator permission can perform these functions. Additionally, any advanced modules that are purchased as part of a license, like Cost Avoidance for instance, will often display settings categories here. Users of EnergyCAP Express, payment and account information is also available here. Rules and Restrictions The Administrator permission is required Some features require advanced license options

311 Users

312 Adding a User Description All individuals wishing to use the application must have a user name and password. Each user is assigned a role based on the permissions necessary to complete the tasks assigned to them. This section will describe the process for adding a new user. list and define User Roles. Prerequisites The ability to create Users requires permissions associated with the following User Roles: Administrator - Full Access The ability to view Users and Role Assignments requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Users & Permissions tree node. Click the User button. EnergyCAP Online: the button is labeled Add User. EnergyCAP Express/Pro: the button is labeled Invite User.

313 4. On the general tab, input all required fields including the new user's address and select the appropriate User Role. View User Role descriptions below. Then click Continue.

314 5. On the Password tab, select the appropriate password settings and then click Continue.

315 6. On the Limit Building View tab, select the appropriate radio button and then click Continue. all Buildings and Meters OR all Buildings or Meters under a specific node of the Buildings tree view.

316 7. On the Limit Account View tab, select the appropriate radio button and then click Continue. all accounts OR all accounts under a specific Cost Center node of the Accounts tree view.

317 8. Click Finish to complete the user creation. EnergyCAP Online: The User Wizard will close. The user has now been created. EnergyCAP Express: The User Wizard window will close and EnergyCAP will send an inviting the new user to create a login. When the invitation is accepted, the new user can create a username and password. Rules & Restrictions A user s topmost Buildings & Meters and Account permissions apply to all areas of the application, including reports. Depending on system settings, a user may not be able to change his/her password more than once a day. Depending on system settings, a user may not be able to change his/her password to a previously-used password. Strong password must be 8-16 characters long and contain uppercase letter(s), lowercase letter(s), number(s) and symbol(s). The last date and time of a successful user login is displayed in the last column of the Users table. This is useful in determining user engagement and problem resolution when data is modified. Additional Information A User Role is comprised of a group of permissions. Each permission defines what type of access (view/create/modify/delete) is given to each feature. Each user must be assigned one of the following User Roles*. They are listed below in order from the greatest access to the least access:

318 Administrator - Full Access Bill Entry & Account Setup Bldg Administrator Bill Entry Only Bldg Manager - View Only Public - View Only Public - Report Only Full view and write access to all menus, features, and functions. The Administrator User Role is the only one that can create new users or change a User Role assignment. Ideal for a Data Entry Specialist who is responsible for day to day bill processing and associated setup tasks. This User Role has the same permissions as an Administrator, except it cannot create or modify users or access the Account Information window. View access to all menus, features, and functions. Write access is limited to building and meter setup data such as name, address, floor area, and ENERGY STAR attributes. This role is ideal for distance users who receive bills and need to enter them into the system. They cannot create or modify other data in the system but have full viewing access to all parts of the application. Intended for a department/building manager or a consultant, this User Role has View access only, and is limited to six menus: Home, Buildings & Meters, Groups & Benchmarking, Accounts, Vendors & Rates, and Reports. The Public Access User Role grants view only access to four menus: Home, Buildings & Meters, Groups & Benchmarking, and Shared Reports. It is similar to Building Manager View Only, but does not allow view of Vendors & Rates and Accounts. A Reports Only user can only view Shared Reports in the application. This is ideal for users that need to actually run reports on a periodic basis but would otherwise find the other data viewing options overwhelming and not useful. * In EnergyCAP Online, it is possible that there may be other User Roles besides those listed above. The 'extra' User Roles are custom User Roles created by an Administrator through the Installed Version of EnergyCAP. If using EnergyCAP Express, no additional user roles can be provided.

319 Global Settings Description Changes to the application that are NOT User-based are considered Global changes. Global changes can be made from the Global Settings window. This topic will... describe the process for navigating to the Global Settings section. explain each configuration listed in Global Settings. Prerequisites The ability to view or change Global Settings requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Global Settings tree node. Update Global Settings as necessary. Refer to the Additional Information section of this page for an explanation of each field. Click Save. Changes will take effect on the next login. Rules & Restrictions All changes made will be applied on the next login. Additional Information Below is a list of configuration fields provided in Global Settings, along with a description of each: Set Automatic logout to Select any number of minutes between 10 and 480 before the system automatically logs a user out for inactivity. On automatic logout, the last window an action was performed on will remain visible. However, a logout warning and forced logout will occur the next time an action is attempted.

320 Display report filter values as Customize with your logo. Enter URL Organization Name Fiscal Year Start Month Show Home in Main Menu Default Country Weather Degree Unit Search Box Mode Dropdown list: Displays all values in a dropdown. Search: Displays a blank text box. As text is entered, all values that match are displayed in a dropdown for selection. Search if dropdown count exceeds: The search option will only be available if the number of dropdown values is greater than the number listed. The logo can be a maximum of 600x60 pixels. That logo image must be made available on a dedicated web page. The webpage URL should be listed in this field. The name entered will be displayed on all report headers. This is the first month of the organization's fiscal year. This will be the basis for all fiscal year calculations, including reports and charts. If no, the home option will not be accessible at all. The Home menu option will be removed from the Main Menu and the Home icon will be removed from the available header options. Any country field in the application will default to the value selected. i.e. address. Even though the country name is inserted by default, it can be changed for any particular field at any time. This determines the unit in which all weather will be displayed. This allows clients to set the Global and Bill Entry search fields to require users to press the "Enter" key or to click the "Search" button to initiate the search. When enabled, this option suspends the instant search feature that is available for those fields.

321 Adding an Organization Logo Description Branding the EnergyCAP online interface involves replacing the EnergyCAP name and logo with your organizational brand logo. This section will... describe the process for adding a custom logo to the application. describe the process for adding the organization name to the header of all reports. Prerequisites The ability to add/modify company information requires permissions associated with the following User Roles: Administration Full Access Bill Entry & Account Setup A logo that is a maximum of 600 pixels in width x 60 pixels in height. Make the logo accessible from a dedicated web page. Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Global Settings tree node. In the Customize with your logo field, enter the complete URL for the dedicated web page containing the logo image file. 4. In the Organization Name field, enter the name as it should appear on all report headers.

322 5. Click Save. Changes will take effect on next login. Rules & Restrictions The basic branding option does not remove every mention of EnergyCAP. EnergyCAP branding will remain on the page title and URL, in online Help, on the weather data website, and on the login screen. Additional Information The linked image will replace the EnergyCAP logo. To revert back to the EnergyCAP logo, remove the URL and leave the field blank. If self-hosted, the login screen logo can also be changed in a configuration file. If this is desired, please contact your EnergyCAP Project Manager.

323 Target Comparison Description The Target Comparison section is the page that holds all the settings for the Trend Line option on Buildings and Organization charts. This topic will... describe the process for navigating to the Target Comparison section. explain each configuration listed in Target Comparison. Prerequisites The ability to view or change Global Settings requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step 1. Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. 2. Select the Target Comparison tree node. 3. Update Target Comparison Settings as necessary. Refer to the Additional Information section of this page for an explanation of each field.

324 4. Click Save. Changes will take effect on the next login. Rules & Restrictions All changes made will be applied on the next login. Additional Information Below is a list of configuration fields provided in Target Comparison, along with a description of each: Target Line Based on Year Year used in comparison Target Line Label The wording shown in the legend below the charts. Target Type Use - Trend lines will be visible on all Use charts, including the dashboard widgets Cost - Trend lines will be visible on all Cost charts, including the dashboard widgets GHG - Trend lines will be visible on all GHG charts Use Multiplier The value from the Target Year that will be multiplied by the Target type. Cost Multiplier The value from the Target Year that will be multiplied by the Target type.

325 GHG Multiplier The value from the Target Year that will be multiplied by the Target type.

326 Normalized Settings Description The Normalization Settings are used to modify how weather data is used during the Calendarization and Normalization process. This topic will Demonstrate how to modify the weather settings that effect Calendarization and Normalization. Prerequisites The ability to edit normalized settings requires permissions associated with the following User Roles: Administration Full Access Step-by-Step Navigate to the Administration section in on of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Normalized Settings tree node. Update the Normalized Settings as necessary. Refer to the Additional Information section of this page for an explanation of each field. 4. Click Save. Changes to these settings may take 24 hours to be applied to the data. Rules & Restrictions

327 These settings only pertain to the Calendarization and Normalization sections of Buildings and Meters. They are NOT used to set any parameters for the Cost Avoidance section. The weather degree unit can be changed in Global Settings. Refer to Global Settings help topic for more information. Changes to these settings can take up to 24 hours to be applied to the data. Additional Information Below is a list of fields provided in Normalized Settings, along with a description of each: Normalization Comparison Year Meter Settings: Cooling Needed Meter Settings: Heating Needed This is the year that is used as the weather standard. Every other year of data is compared to this year of weather. Cooling calculations to be applied when the temperature is above the degree specified Heating calculations to be applied when the temperature is below the degree specified

328 Report Administration Overview Report administration in EnergyCAP Online is currently used to create, maintain and delete recommended report groups that can be assigned to different users. By default, all EnergyCAP users are assigned to see the list of recommended reports that comes installed with the application. Creating new recommended report groups allows greater flexibility in providing a list of recommended reports that target specific user roles, like bill entry personnel or high-level managers that only occasionally use EnergyCAP. Once the groups are created, they can be assigned to a user either through Users & Permissions in Administration or with the User update sheet in Setup Manager as outlined in the following help pages. Rules and Restrictions

329 Creating a Report Group Description Creating new recommended report groups allows greater flexibility in providing a list of recommended reports that target specific user roles, like bill entry personnel or high-level managers that only occasionally use EnergyCAP. This topic will Describe the process for creating a Report Group Prerequisites The ability to create a report group requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Report Admin tree node. Select the Report Groups tab Click the Add Group button 5. On the General tab, complete all fields. a. Enter the Name and Code for the new Report Group b. Select the appropriate radio button:

330 5. 6. Click the Create a New Report Group: Select this option to create a new Report Group 'from scratch.' Copy and Modify an Existing Group: if this radio button is selected, a drop-down list is enabled which will display all existing Report Groups for the current user. When an existing Report Group is selected from the list, all reports from the selected Report Group will be added to the newly-created Report Group. Save Button. Rules & Restrictions Report Code must be unique

331 Deleting a Report Group This topic will describe the process for deleteing a Report Group Prerequisites The ability to delete a report group requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Report Admin tree node. Select the Report Groups tab Click the Delete button next to the report group to be deleted. 5. On the confirmation screen, a. If no users are currently assigned to the group, click Yes to delete b. If users are currently assigned to the group, select the group the users should be transferred to and then click OK. Rules & Restrictions Default Group is required and cannot be deleted.

332 Additional Information All Report groups have the same quick reports attached to them. There is currently no way to select which quick report are attached to a Report group.

333 Managing Reports in a Report Group This topic will describe the process for managing reports in a Report Group Prerequisites The ability to manage reports in a report group requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Report Admin tree node. Select the Report to edit from the Report Group to Manage. Add the reports to the Group by moving them from the Available Reports grid to the Assigned Reports grid using the controls in between the two grids. 5. Click the Save button. Rules & Restrictions Default Group cannot be edited. Additional Information

334 To filter the reports on the Available Reports grid, select the report category from the Display Report Categories field. This field will not filter the Assigned Reports grid. There is no navigate away warning. If the save button is not clicked before navigating away from the screen, all the changes will be lost.

335 Modifying a Report Group This topic will describe the process for modifying a report group Prerequisites The ability to modify a report group requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Report Admin tree node. Select the Report Groups tab Click the Edit button next to the Group to be modified. 5. On the General tab, the name and code can be modified.

336 6. Click the Save button. Rules & Restrictions Code must be unique

337 Setup Manager Overview Description The Setup Manager provides an easy way to import multiple Vendors, Rates, Places, Organizations, Accounts/Meters and Cost Centers into EnergyCAP. All imports are accomplished using Excel spreadsheet templates provided by EnergyCAP. The process is simple First, download (export) the appropriate template. This template will be customized using existing organization data. Then add the organization setup data to the spreadsheet using the columns provided. When done, save the spreadsheet and then upload (import) the data to the EnergyCAP database using the Import Wizard. This method greatly speeds and simplifies the initial organization setup process. NOTE: The EnergyCAP-generated setup spreadsheet templates may contain data from the current database. Always download a new template each time the Setup Manager is used, so that the most current information is used to generate the import template.

338 Setup Manager Import Process This topic will... describe the general process for using the Setup Manager. Prerequisites The ability to perform import processes requires permissions associated with the following User Roles: Administrator - Full Access To avoid problems associated with missing data, EnergyCAP recommends that setup information be imported in the following order: Account/Meter/Place Vendors Rates Organizations & Buildings Cost Centers Accounts & Meters GL Code (optional) Chargeback Customers Accounts & Meters Channels Distribution Versions Simple Bill Split Distributions OR Simple Submeter Distributions Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select Import from the first dropdown menu presented. Select the type of item (Vendors, Cost Centers, etc.) to be imported Generate and export the template by clicking the Generate Template button. Add the required/desired data to the template. When done, save the file and return to the Setup Manager screen. Click the Launch Import Wizard button. 8.

339 Click the Browse button. Locate the prepared template file and click to select it. Then click Open. Click Continue from the Setup Sheet Importer. EnergyCAP will attempt to import the spreadsheet data and will display the import results. To accept the import results, click Finish. To cancel this import attempt (including all items that were successfully created), click Cancel. All items that were created will be deleted. Rules & Restrictions If a row of data representing an item has errors, that item will be added to a new Excel file containing all errors, and the problem cells will be highlighted; cell notations will be provided specifying the errors. Once the import process has been completed, the application will display how many items were successfully created and how many items failed to be created. These failed items will be saved to a new Import Error spreadsheet template. Additional Information It is strongly suggested that users always download a new import template each time the Setup Manager is used; this will ensure that spreadsheet import columns will have the most current pre-populated data available for selection when preparing the spreadsheet, and that the most current version of the import spreadsheet will be used. After importing a Cost Avoidance Adjustments template, a log file can be viewed by selecting the Setup Log tab.

340 Setup Import - Accounts and Meters Description The Setup Manager offers a specific template for importing Account and Meter information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Import Account template. All the vendors, rates, cost centers, and buildings to be referenced in the template must be imported before creating the Setup Import Account Template. Understand how to set up hierarchical templates. Please refer to Setup Manager Importing of Hierarchical Items for more specific details. Setup Import Account Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Column Account Code Rules Required for Accounts; Account Code does not have to be unique. However, the combination of the Account Code and the Vendor Code must be unique. Account Name Required for Accounts; Does not have to be unique. Can consist of letters, numbers, and special characters. Service Address Street1 Not Required for Accounts; The address entered will be imported as the billing address for the account. Service Address Street2 Not Required for Accounts; The address street2 can be added without filling in address street1 Service Postal Code Postal Code is required if the Service Country is United States or Canada; Code format should be xxxxx-xxxx (xxxxx is accepted) for United States OR xxx xxx for Canada; Can consist of numbers and dashes

341 Service Country Not Required for Accounts; Only Canada and United States are specifically identified. Anything else can be classified as 'Other' If blank, country will default to United States Cost Center Code Required for Accounts; This is the Cost Center that the account is directly listed under. Chargeback Account Customer Vendor Type Commodity Meter Serial # Meter Code Meter Name Parent Building Code Parent Account Code Rate Schedule Code Required for Account If blank, chargeback account type will default to No Required for Account if Chargeback Account value is Yes No value allowed if Chargeback Account value is No Select a Customer from the available customers in the dropdown list. Required for Account AND for Meter; Required for Meter; Not Required for Meter; Required for Meter; Meter Code MUST be unique in order to create a new meter. The meter code can exist in the sheet multiple times when creating a new meter/account combination. Required for Meter; Does not have to be unique. Can consist of letters, numbers, and special characters. Required for Meter; This is the Building the meter is directly listed under; Select a Building from the available buildings in the dropdown list. Required for Meter; Required for Meter; Rates available in the drop down are populated based on the Vendor and Commodity selected.

342 Bill Entry Template Required for Meter; Templates available in the drop down are populated based on the commodity selected Additional Information Q: Can Accounts and Meters be added in the same spreadsheet row? A: No, accounts and meters need to be put on separate rows of the spreadsheet. Parent items must preceed child items. Please refer to Setup Manager Importing of Hierarchical Items for more specific details. Q: How do I create Chargeback Meters? A: If the meter being created is attached to a Chargeback Account, the meter type is automatically set to Chargeback.

343 Setup Import - Cost Avoidance Adjustments Description The Setup Manager offers a specific template for importing Cost Avoidance Adjustments information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Import Cost Avoidance Adjustments template. All the meters referenced in the template must be imported before creating the Setup Import Cost Avoidance Adjustments Template. Setup Import Cost Avoidance Adjustments Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Column Meter Code Adjustment Category Sp Adj Description Frequency Start Date End Date Annual Cycle From Annual Cycle To Adjust Baseline Bills Adjustment Amount Rules Required Required Required Required Required Required Required if the frequency selected is 'Recurring' Required if the frequency selected is 'Recurring' Required Required

344

345 Setup Import - Cost Centers Description The Setup Manager offers a specific template for importing Cost Center information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Import Cost Center template. Setup Import Cost Center Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Column Cost Center Code Cost Center Name parent Cost Center Code Rules Required for Cost Center; Code must be unique Required for Cost Center; Does not have to be unique Not Required for Cost Center; This is the Cost Center that the newly created Cost Center will be listed under. If blank, the User's Top Most Place will be selected as the parent Cost Center. Additional Information Q: Can the parent Cost Center be a newly-created Cost Center? A: Yes, the parent Cost Center can be a Cost Center that is being created in the same import template. Cost Centers are created in the order they are listed on the sheet. To list a Cost Center as a parent, define it in a preceding row of the spreadsheet.

346 Setup Import - G/L Description The Setup Manager offers a specific template for importing General Ledger Code information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Import G/L Template. All the accounts, vendors, and meters to be referenced in the template must be imported before creating the Setup Import G/L Template. Setup Import G/L Template must be generated using the instructions provided by the Setup Manager. Use the filters to narrow the number of records being created Rules & Restrictions Template Columns Account Code Vendor Code Meter Code GL Code Subcodes 1-20 Rules Required for G/L Setup; Value should not be altered or removed Required for G/L Setup; Value should not be altered or removed Not Required for G/L Setup; If value is removed, the G/L code will be attached to the account/vendor Required for G/L Setup; Code must be unique Not Required for G/L Setup Additional Information Q: Why are my columns not named 'Subcode 1', 'Subcode 2', etc? A: Subcode names are set up by your company EnergyCAP administrator. The default names are Subcode 1 through Subcode 20. Q: Why are some of the subcode columns text fields and others drop down fields? A: Subcode field setup is determined by your company EnergyCAP administrator. The options are a text field or a dropdown. Q: How are Account G/L codes created? A: The meter column of the template is optional to accommodate the creation of Account G/L Codes. Remove the meter code value and the G/L code will be attached to the account/vendor combination specified.

347 Setup Import - Organizations & Buildings Description The Setup Manager offers a specific template for importing Organization and Building information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Import Organizations & Buildings template. All the vendors, rates, and cost centers to be referenced in the template must be imported before creating the Setup Import Organization and Buildings Template. Understand how to set up hierarchical templates. Please refer to Setup Manager Importing of Hierarchical Items for more specific details. Setup Import Organization and Buildings Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Columns Organization Code Organization Name Organization Type Code Parent Organization Code Building Code Building Name Street1 Rules Required for Organization; Code must be unique Required for Organization; Does not have to be unique Not Required for Organization Not Require for Organization; This is the Organization that the newly create Organization will be listed under; If blank, the User's Top Most organization will be selected as the Parent Organization Required for Building; Code must be unique Required for Building; Does not have to be unique Not Required for Building; The address entered will be imports as the billing address for the building

348 Street2 Postal Code Country Floor Area Floor Area Unit Floor Area Effective Date Primary Use Code Not Required for Building; The address street2 can be added without filling in an address street1 Required if the Service Country is United States or Canada; Code format should be xxxxx-xxxx (xxxxx is accepted) for United States OR xxx xxx for Canada; Can consist of numbers and dashes Not Required for Building; Only Canada and United States are specifically identified. Anything else can be classified as 'Other' If blank, country will default to United States Not Required for Building; Positive Numeric Values only; Decimals are rounded to the closest whole number; Negative values are not imported and cause a kickout error Not Required for Building; If a value exists in the floor area column, unit defaults to Square Feet if left blank Not Required for Building; If a value exists in the floor area column, date defaults to 1/1/2000 if left blank Required for Building; If blank, Primary Use will default to 'Other' Additional Information Q: After I import a building, is EnergySTAR enabled for the building? A: EnergyStar will be enabled if a floor area and postal code for the building are included in the setup template. However, if the building Primary Use is not defined, the Primary Use field for the new building will default to Other. If a building with a Primary Use type of Other is submitted to ENERGY STAR, a building rating will not be returned.

349 Setup Import - Rates Description The Setup Manager offers a specific template for importing Rate information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Import Rate template. All the vendors to be referenced in the template must be imported before creating the Setup Import Rate Template. Setup Import Rate Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Column Vendor Commodity Rate Code Rules Required for Rate; Required for Rate; Require for Rate; Does not have to be unique. However, the combination of the vendor and commodity and rate code must be unique. Additional Information N/A

350 Setup Import - Vendors Description The Setup Manager offers a specific template for importing Vendor information. This topic will... provide all the rules and restrictions included in the Setup Import Vendor template. Prerequisites Setup Import Vendor Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Column Vendor Code Vendor Name Website Rules Required for Vendor; Must be unique Required for Vendor Not Required for Vendor Additional Information N/A

351 Setup Manager Update Process This topic will... describe the general process for using the Setup Manager to update items in EnergyCAP. Prerequisites The ability to perform update processes requires permissions associated with the following User Roles: Administrator - Full Access There are three main differences that should be understood before embarking on updates through the Setup Manager: Most update spreadsheets can be generated on a filtered subset of your data. The provided filters are limited and specific to the items being updated. There is no specific order required for items to be updated, Update spreadsheets are provided with the existing data pre-populated. This makes it easy to locate and update any items. Step-by-Step 1. Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select Update from the first dropdown menu presented. Select the type of item (Vendors, Cost Centers, etc.) to be imported, using the drop-down list provided Generate and export the template by clicking the Generate Template button. Add the required/desired data to the template. When done, save the file and return to the Setup Manager screen. Click the Launch Import Wizard button. Click the Browse button Locate the prepared template file and click to select it. Then click Open. Click Continue from the Setup Sheet Importer. EnergyCAP will attempt to import the spreadsheet data and will display the import results. Click Accept to finish. In order to change the currently updated information, make the changes on the import file and reimported. Rules & Restrictions If a row of data representing an item has errors, that item will be added to a new Excel file containing all errors, and the problem cells will be highlighted; cell notations will be provided specifying the errors. Once the import process has been completed, the application will display how many items were successfully created and how many items failed to be created. These failed items will be saved to a new Import Error spreadsheet template.

352 Updates cannot be canceled or rolled back in the current release. In order to change the currently updated information, changes need to be made on the original file and reimported. Additional Notes It is strongly suggest that users always download a new update template each time the Setup Manager is used; this will ensure that spreadsheet update columns will have the most current pre-populated data available for selection when preparing the spreadsheet and that the most current version of the update spreadsheet is used. After updating a Cost Avoidance Adjustments template, a log file can be viewed by selecting the Setup Log tab.

353 Setup Update - Accounts Description The Setup Manager offers a specific template for updating Account information. This topic will... provide all the rules and restrictions included in the Setup Update Account template. Prerequisites Setup Update Account Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Column Account Code Update Effective Date Update Account Name Update Service Begin Date Update Service End Date Update Active Update Service Address Street1 Update Service Address Street2 Update Service Postal Code Update Service Country Update Cost Center Code Update Vendor Role Update Rules New Code must be unique If an account code update value is entered, use this field to list the date the account code changed. If an account code is added and effective date is not entered, the old account code will be replaced New account name does not have to be unique Date overwrites the existing service begin date Date overwrites the existing service end date Select to make the account active or inactive New value overwrites the existing service address New value overwrites the existing service address Postal Code must match the selected Country OR a new country must be selected If a Country is selected, the existing postal code must match OR a new postal code must be selected This is the Cost Center that the account is directly listed under. New values overwrites the existing vendor role

354 Setup Update - Cost Avoidance Adjustment Description The Setup Manager offers a specific template for updating Cost Avoidance Adjustments information. This topic will... Prerequisites provide all the rules and restrictions included in the Cost Avoidance Adjustments template. Setup Update Cost Avoidance Adjustments Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Columns Sequence Update Rules Reorders how the Adjustments are processed. Adjustment Category Update Sp Adj Description Update Start Date Update End Date Update Annual Cycle From Update Annual Cycle To Update The updated description will replace Date format is mm/dd/yyyy Date format is mm/dd/yyyy Date format is mmdd Date format is mmdd Adjust Baseline Bills Update Adjustment Amount Update

355 Setup Update - Cost Centers Description The Setup Manager offers a specific template for updating Cost Center information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Update Cost Center template. Setup Update Cost Center Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Columns Cost Center Code Update Cost Center Name Update Parent Cost Center Code Update Rules Code must be unique Name does not have to be unique Cost center code must already have been created

356 Setup Update - G/L Description The Setup Manager offers a specific template for updating General Ledger Code information. This topic will... provide all the rules and restrictions included in the Setup Update G/L Template. Prerequisites Setup Update G/L Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Columns Subcodes 1-20 Rules Not Required for G/L Setup Additional Information Q: What if the subcode needs to be removed? A: Put the value "NULL" in the field

357 Setup Update - Meters Description The Setup Manager offers a specific template for updating Meter information. This topic will... provide all the rules and restrictions included in the Setup Update Meter template. Prerequisites Setup Update Meter Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Meter Code Update Meter Name Update Meter Code does not have to be unique. However, the combination of the Meter Code and the Vendor Code must be unique. Does not have to be unique. Can consist of letters, numbers, and special characters. Meter Serial # Update Meter Serial # Effective Date Parent Building Code Update Rate Schedule Code Update Rate Effective Date Bill Entry Template Update Date the meter serial This is the Building the meter is directly listed under; Select a Building from the available buildings in the drop down list. Rates available in the drop down are populated based on the Vendor and Commodity selected. Date the new rate will be effective. Templates available in the drop down are populated based on the commodity selected Additional Information The Rate Schedule Code and Bill Entry Template can be updated numerous ways using the following rules: Current Value Original Date New Value New Date Result blank blank blank not blank Invalid, kicked out

358 blank blank not blank blank New record is created. The effective date is set to the first day of the prior month blank blank not blank not blank New record is created. The effective date is set to the date specified. not blank not blank blank not blank Current value remains the same. New effective date replaces current effective date. not blank not blank not blank blank Current value is updated with new value. Effective date remains the same. not blank not blank not blank not blank New record is created. Current record is end dated on and new effective date is set to the date specified.

359 Setup Update - Organizations & Buildings Description The Setup Manager offers a specific template for updating Organization & Building information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Update Organizations & Buildings template. Setup Update Organization and Buildings Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Columns Organization Code Update Organization Name Update Rules Code must be unique Name does not have to be unique Organization Type Code Update Parent Organization Code Update Building Code Update Building Name Update Address Street1 Update Address Street2 Update Postal Code Update Country Update Floor Area Update Code must be unique Name does not have to be unique New value overwrites the existing service address New value overwrites the existing service address Postal Code must match the selected Country OR a new country must be selected If a Country is selected, the existing postal code must match OR a new postal code must be selected Positive Numeric Values only; Decimals are rounded to the closest whole number; Negative values are not imported and cause a kickout error Floor Area Unit Update Floor Area Effective Date Update Primary Use Code Update

360 Setup Update - Users Description The Setup Manager offers a specific template for updating User Properties information. This topic will... Prerequisites provide all the rules and restrictions included in the Setup Update User Properties template. Setup Update User Properties Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Password Change Require password change at next login? Full Name Update Update Active Update User Role Update Report Group Update Limit Place View Update Limit Account View Update

361 Setup Update - Vendors Description The Setup Manager offers a specific template for updating Vendor information. This topic will... provide all the rules and restrictions included in the Setup Update Vendor template. Prerequisites Setup Update Vendor Template must be generated using the instructions provided by the Setup Manager. Rules & Restrictions Template Columns Vendor Code Update Vendor Name Update Rules Code must be unique Name does not have to be unique Website Update

362 Setup Manager Export Process This topic will describe the general process for using the Setup Manager to export data. Prerequisites The ability to perform export processes requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select Export from the first dropdown menu presented. Select the type of item to be exported. Apply any filters necessary to generate the desired list Generate and export the template by clicking the Generate Template button. Additional Information The file created will be a.csv

363 Cost Avoidance Settings Overview The Cost Avoidance settings section contains the following: Baseline dates and Length Balance point temperatures Minimum Degree Days Cost Avoidance Reasonableness AUC Ranges Rules and Restrictions Must have purchased the Cost Avoidance module Must have Admin view permission to access these pages Must have Cost Avoidance Administration permission attached to their user role

364 Actual Unit Cost Description The Actual Unit Cost for each bill is used to calculate cost avoidance. To ensure accuracy before processing, the Actual Unit Cost is checked to make sure it is a reasonable value. By setting the Upper and Lower Limit multipliers per commodity, the Cost Avoidance processor is able to flag outliers. This topic will describe the process for setting the limits for used commodities describe the process for setting the limits for unused commodities Prerequisites The ability to change Actual Unit Costs requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Cost Avoidance Settings tree node. Click the AUC Range tab. To show all commodities, click the Include Unused Commodities checkbox. Enter all the values to be changed. 6.

365 6. Click Save. Settings were saved popup will appear. Rules & Restrictions Limits can be a maximum of 2 decimal places The Range can be no lower than.1 and no higher than 20 The grid shows only commodities used on bills by default. In order to see all commodities, check the Include Unused Commodities checkbox. Values will not be saved when navigating away from the screen without selecting the Save button. No warning will be displayed.

366 Cost Avoidance Meter Settings Description Cost Avoidance meter settings determine the default values applied to meters on creation of the meter. This topic will describe the process of changing meter settings Prerequisites The ability to change meter settings requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Cost Avoidance Settings tree node. Click the Meter Settings tab. Change all appropriate information. 5. Click Save. The settings were saved popup will appear.

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368 Globally Update Meters Description The Globally Update Meters wizard provides the ability to update the Cost Avoidance settings for multiple meters at one time. This topic will describe the process for updating multiple cost avoidance meter settings at once Prerequisites The ability to globally update meters requires permissions associated with the following User Roles: Administration Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Cost Avoidance Settings tree node. Click the Globally Update Meters button located above the Meter Settings. 4. On the Update Fields tab, add all fields to be updated and then click Continue. To add a field to the Fields to be Updated list, click a value from the Available fields list. Field settings will be displayed to the right. Adjust settings as necessary using the controls provided. When done, click Save. Repeat the process until all desired fields have been added.

369 4. If it is necessary to remove a field, click the field name from the Fields to be updated list. Field settings will be displayed. Click the Clear button to remove the field from the list. 5. On the Add Filters tab, add and remove filters and then click Continue. To add a filter to the Current Filters list, click the filter name. Filter settings will be displayed. Adjust settings as necessary using the controls provided. When done, click Save. Repeat the process until all desired filters have been added. If it is necessary to remove a filter, click the filter name from the Current Filters list. Filter settings will be displayed. Click the Clear button to remove the filter from the Current Filters list.

370 6. 7. On the Progress tab, monitor the progress of the update. For changes on a large number of meters, a progress indicator and estimated time remaining will be displayed. On the Confirmation tab, the results will be displayed after the update is finished. 8. Click Finish.

371 8. Rules & Restrictions Global changes can only be made to meters a user has permission to view. At least one field must be added to the Update list in order to complete the wizard. The baseline length value is in months, not years. Summer adjustment and Winter adjustment will not be attempted on meters that have a baseline greater than 12 months. At least one filter must be applied in order to complete the wizard. Additional Information The 'Include Meter in Cost Avoidance' filter must be selected for meters to be shown on reports and considered in calculations. The purpose of this option is to allow meters to be exclude from the calculations if the meter is considered irrelevant to energy management activities.

372 Template Management Overview Templates are the heart of bill entry in EnergyCAP. Created per commodity, templates are assigned to meters and dictate the data entry line items (called body lines) that can be hand-keyed into EnergyCAP for that meter. Templates can have as few or as many lines as is necessary to capture the necessary data from paper bills that a user enters directly into the application, each line having specific captions that designate what data is required for that line. While EnergyCAP comes with an extensive list of standard templates to enter bill data with varying levels of detail, many users want to manage and modify templates that track data specific to their utility bills. Template Administration gives that power to administrators. Administration of templates in EnergyCAP takes the approach that starting with something is usually easier than starting from scratch. With this in mind, administrators can use a recently imported bill to create an exact template of the line item structure. Otherwise, an existing template can be copied and modified to create the required template.

373 Adding a Template Description Bill Templates are commodity-specific forms that define a layout and sequence for entering utility bill information. Once they are created, templates can be assigned to accounts/meters, allowing associated billing and/or consumption information to be entered. Bill Templates allow customization to the appearance of the bill entry interface to closely match the billing information provided by the vendor for each account/meter. Templates ensure that bill entry personnel are capturing all desired billing data including use and cost. This topic will describe the process for adding a template. Prerequisites Step-by-Step The ability to add template requires permissions associated with the following User Roles: Administration Full Access Import a bill in the exact layout needed for the template Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Templates node from the tree. Click the Add Template button. 4.

374 4. On the Introduction tab, read the template overview information. When done, click Continue. 5. On the Acct/Meter Selection tab, locate the meter bill to be copied and then click Continue. a. The Search for an Account field, locates the account the bill to be copied is attached to. b. The Select a Meter field will displayed all the meters attached to the account selected. c. Once the meter has been selected, the last 24 bills will be listed in the Select a Billing Period field. d. The exact layout to be saved will be displayed in the Sample box below the fields.

375 6. On the Template Name tab, input and edit the data as needed and then click Finish. 7. Once the template is saved, it must be assigned to a meter before it will be used during manual bill entry of a bill. Assigning a template can be done in one of two ways. Individually through the Meter Properties page

376 7. Through a mass update, using the Setup Manager, Meter Update spreadsheet. Rules & Restrictions The start date for the template is 1/1/1980. Only one version of a template can be created at this time. A template can not be deleted. Only active accounts show up in the account search. Only active meters that have a rate and template attached will show up in the meter field. Additional Information The name and code default to the following format if there are enough characters: UNIT_VENDORCODE_RA TECODE_SEQNUM but can be changed.

377 Copying a Template Description Standard EnergyCAP templates cannot be edited. The Copy feature has been added to allow users to duplicate any template and then edit any part of the template. This topic will describe the process for copying a template from an existing template Prerequisites The ability to copy a template requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Templates tree node. Select the existing template to be copied by clicking values in the Filter By, Commodity, Template and Versions boxes. Click the Copy button. 5. On the Template Name tab, complete the relevant information and then click Continue. a. Based on the template selected, the Name and Code are automatically generated. Edit these fields if

378 5. 6. a. desired. b. If desired, complete the optional Notes field. Click Save. Rules & Restrictions Code and Name are automatically generated based on the initial template with 'Copy_' added to the beginning.

379 Editing a Template Description Bill Templates are commodity-specific forms that define a layout and sequence for entering utility bill information. Once they are created, templates can be assigned to accounts/meters, allowing associated billing and/or consumption information to be entered. Bill Templates allow customization to the appearance of the bill entry interface to closely match the billing information provided by the vendor for each account/meter. Templates ensure that bill entry personnel are capturing all desired billing data including use and cost. Any user created template can be modified to have the specific body lines listed in the exact order needed. This topic will describe the process for editing a template. Prerequisites The ability to edit templates requires permissions associated with the following User Roles: Administration Full Access Make a copy of a default EnergyCAP template (only copied templates can be edited) Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Templates tree node. Select the existing template to be copied by clicking values in the Filter By, Commodity, Template and Versions boxes. Click the Edit button.

380 In the Version Info section, complete the relevant information. In the Lines section, view all the current body lines of the template and their information. This section is automatically updated when the template section is modified. In the Template section, make all necessary changes to body lines To Add - Hover over an existing row and click the plus icon. A new body line will be added directly under the currently highlighted body line. To Modify - Hover over the row to edit and click the pencil icon. All fields will become editable. Click OK to save or click Cancel to move on to another row without making changes. To Delete - Hover over the row to delete and click the trashcan icon. A confirmation to delete will appear. Click Yes to permanently delete the row. To Reorder - Click and hold on the row to be moved and drag it to the new position.

381 8. Click the Save button. 9. Once the template is saved, it must be assigned to a meter before it will be used during manual bill entry of a bill. Assigning a template can be done in one of two ways.

382 9. Rules & Restrictions Individually through the Meter Properties page Through a mass update, using the Setup Manager, Meter Update spreadsheet. The start date for the template is 1/1/1980. The dates of the template cannot be edited. The EnergyCAP default templates cannot be edited. A copy must be made first. Please refer to Copying a Template for more specific details. Only one version of a template can be created at this time. A template can not be deleted. The template must have at least one body line. Additional Information The name and code default to the following format if there are enough characters: UNIT_VENDORCODE_RA TECODE_SEQNUM but can be changed.

383 Workflow Settings Description Workflow Settings determine the behavior of the Batches, Bill Approvals, Bill Headers, and Bill Exports. This topic will... describe how to change workflow settings Prerequisites The ability to view or change Workflow Settings requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the Workflow Settings tree node. Update Workflow Settings as necessary. Refer to the Additional Information section of this page for an explanation of each field. 4. Click Save.

384 Rules & Restrictions When the Enter Bills in Batches is not selected, EnergyCAP automatically opens a new batch at the beginning of each day. When the Bill Approval System is not selected, EnergyCAP automatically approves all bill as they are entered. The Bill Export Process does not apply to Express users. If selected, export hold buttons will appear on the bill list and be clickable but will hold no value to Express users. Due Date and Next Reading Bill headers cannot have a default setting Additional Information Enter Bills in Batches Confirm edit/delete of bills in closed batches Enable quick check audits Run quick check audit only if the total cost is greater than Use bill approval system Confirm edit/delete of approved bills Enable bill headers Manually manage when a batch is created and when it is closed If a bill is in a batch that has been closed and a user attempts to edit or delete the bill, a warning message will be presented before allowing the change. When manually entering bills, the quick check audit will be applied. The quick check audit will not be applied to the bill unless the total pay amount of the bill is greater than the value specified. Manually approve bills If a bill has been approved and a user attempts to edit or delete the bill, a warning message will be presented before allowing the change. Enable the management of additional bill headers Bill header grid Enable bill export process Export bills Confirm edit/delete of exported bill Select the bill headers to be used, which are required, and what the default will be. Enables the ability to put a bill on Hold for Export Bills can be exported: Never, After Entry, After Batch, After Approval, After Batch Approval If a bill has been exported and a user attempts to edit or delete the bill, a warning message will be presented before allowing the change.

385 User-Defined Fields Overview The User-Defined Fields(UDFs) provides management for UDFs in the following areas: Account Meter Place Vendor Rules and Restrictions Must have Admin view permission to access these pages Must be assigned to a Role with Modify permission for the UDF area. For examples, Account Modify permission allows the user to add, edit and delete Account UDFs.

386 Adding User Defined Fields Description User-Defined Fields (UDFs) can be used effectively in EnergyCAP to expand the software's ability to do energy benchmarking based on various place attributes, such as occupancy hours or production units. They support select lists with predefined options, and they are available as report filters. User-Defined fields are available for use in creating auto-maintaining Groups. This topic will describe the process for adding a User-Defined field. Prerequisites The ability to add a Rate Code requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the User-Defined Fields tree node. Select the tab that corresponds to the area where the UDF will be added. Click the Add Field button above the grid. 4. On the General tab:

387 4. Enter a unique Name. Select a Type. If type is Select List (Select): Enter the list options in the Options column of the grid. Click the Add Option button to add more grid rows. Move or Delete each option as needed. 5. Click Save. The Add User-Defined Field window will close and the UDF is added. Rules & Restrictions The UDF name must be unique per area. The same name can be used across multiple areas (Account, Vendor, etc) The Options grid for a Select List determines the exact order the values are listed in the dropdown

388 Modifying User-Defined Fields Description User-Defined Fields (UDFs) can be used effectively in EnergyCAP to expand the software's ability to do energy benchmarking based on various place attributes, such as occupancy hours or production units. They support select lists with predefined options, and they are available as report filters. User-Defined fields are available for use in creating auto-maintaining Groups. This topic will describe the process for adding a User-Defined field. Prerequisites The ability to add a Rate Code requires permissions associated with the following User Roles: Administrator - Full Access Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the User-Defined Fields tree node. Select the tab that corresponds to the appropriate area. Click the Edit pencil next to the UDF to be modified. On the General tab: Modify Name. If Select List, the Options can be modified.

389 5. Click Save. The Add User-Defined Field window will close and the UDF is updated. Rules & Restrictions The UDF name must be unique per area. The same name can be used across multiple areas (Account, Vendor, etc) The Options grid for a Select List determines the exact order the values are listed in the dropdown.

390 License Validation Description Any new contracts or renewals will receive an updated validation code which will be required to use EnergyCAP Online. This validation code can be a combination code for EnergyCAP Online and EnergyCAP Enterprise OR an EnergyCAP Online only code. EnergyCAP Enterprise only codes must be entered through EnergyCAP Enterprise. This topic will... describe the process for entering or updating validation codes in the License Validation Manager. describe when validation codes are honored. explain the various Login Manager errors that may occur. Prerequisites The ability to view or change Global Settings requires permissions associated with the following User Roles: Administrator - Full Access Bill Entry & Account Setup Step-by-Step Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options. Select the License Validation tree node. Enter OR Upload a validation code. 4. Click Save. Changes will take effect on the next login. NOTE: License Details and Features that are enabled can be viewed in the section below the form.

391 Honoring Validation Code The system reads and interprets the validation code on login. The following are a few scenarios that may be encountered: If the database is new and does not have any codes in the system, the License manager screen will be visible on first login. At that time, either enter or upload the new validation information. HINT: If uploading the license file, the user number is in the file name. If the client is new but the database has already been established, the validation code and user number for owner 1024 OR 1 will be used until the clients enters new information through the License Manager screen. If the client does not have a new ECO validation code in the system but has an old ECE code, the old ECE validation code and User Number for an owner are referred to when logging into ECE or ECO. If the client adds a new ECO validation code in the system, that code will be honored for ECO and the old code will be honored for ECE. Login manager is triggered when... Type ECO Code Expiration date is within 30 days Behavior User will get a validation warning stating the exact hosting renewal date selected in the validation code. This warning will start to appear when the date is within 30 days from the current date. All privileges are still in place until the renewal date has passed.

392 ECE Code Expiration date is within the current month ECE Code Expiration ECO Code Expiration for Annual License Type ECO Code Expiration for Perpetual License Type ECO Code Update Expiration for either license type User will get a validation warning stating the hosting renewal date is at the end of the current month. All privileges are still in place until the current month has ended. User is required to enter a new code. In order to update the code through ECO, the code will need to be an ECE&ECO or ECO only. If it is an ECE only code, it will need to be updated the old fashion way. ECO does not currently accept ECE only codes. User is required to enter a new code before continuing to use the application at all. There are no view-only privileges for an annual license subscriber. User is required to enter a new code to continue entering data in the application. Application privileges are switched to view-only access. User is required to enter a new code to use the latest version of the software. Previous version are still accessible without a new code, until the Code Expiration date has passed.

393 ENERGY STAR Settings Description The ENERGY STAR Settings are used to set the Minimum Billing Period for Submission and for enabling the Automatic Submission feature (ECI hosted databases only). The Minimum Billing Period for Submission dictates the earliest billing period that should be submitted to ENERGY STAR. This provides a convenient way to prevent older (less reliable) data from being submitted to the rating system. ENERGY STAR ratings may not be successfully returned if there are gaps in the historical billing records. Setting the Global Minimum Billing Period appropriately can improve the success rate for ENERGY STAR building rating submissions. This topic will... describe the process for navigating to the ENERGY STAR Settings node. explain each configuration listed in ENERGY STAR Settings. Prerequisites The ability to edit ENERGY STAR settings requires permissions associated with the following User Roles: Administration Full Access Step-by-Step 1. Navigate to the Administration section in one of two ways: Select Administration from the Main Menu, OR Click Admin under the More page header options Select the ENERGY STAR Settings tree node. Update the Minimum Billing Period for Submissions Settings as necessary. Refer to the Additional Information section of this page for an explanation of each field.

394 4. Click Save. Changes will take effect on the next login. Rules & Restrictions These settings only pertain to Buildings that have been enabled to participate in the ENERGY STAR rating system. The Automatic Submission setting is only viable for ECI hosted databases. Changes to these settings will not take effect until the next successful login to EnergyCAP. Additional Information Below is a list of fields provided in ENERGY STAR Settings, along with a description of each: Submit bills with any Billing Period to ENERGY STAR When selected this option specifies that there is no restriction on the amount of historical billing data that can be submitted to the ENERGY STAR rating system. Only submit bills to ENERGY STAR with Billing Periods greater than or equal to Dictates the earliest billing period that should be submitted to ENERGY STAR, providing a convenient way to prevent older (less reliable) data from being submitted to the rating system. Automatic Submissions ECI hosted clients can choose to enable the automatic ENERGY STAR submission feature. Every night our automated services will identify the databases have opted-in to have their data submitted automatically. Any building with updated data (bills, buildings settings, or ENERGY STAR properties) since the building was last submitted will be processed and sent to Portfolio for ratings.

395

396 Glossary of Terms & Concepts Description The following glossary pages contain more specific details of terms and concepts used throughout EnergyCAP and this documentation.

397 Buildings with Net Metering and PV Solar or Wind On-Site Generation - Best Practices Description On-site generation can be via PV solar arrays, wind, or other renewables such as biofuels or even hydro. This document refers only to PV but the guidance applies equally to other forms of on-site generation.select which PV scenario is applicable. The Tracking and Cost Avoidance Process is listed generically and then broken down by scenario to better explain our recommended practices. The final step for each scenario is the same and will only be referenced in the scenario steps. A full explanation of the final step is listed in detail below. A list of Definitions can be found at the bottom of the page, if needed. Overview of Tracking and Cost Avoidance Process In EnergyCAP, create the accounts and meters, and then select the appropriate bill entry templates. (Note: The bill entry templates shown in this document are not yet available in production databases. They will be rolled out soon, after QA is complete.) If cost avoidance reporting is used, perform Special Adjustment configuration tasks. These must be updated annually for each NEM meter. Receive LDC, Supplier and PPA monthly bills. Enter to EnergyCAP. (In addition, for some scenarios, until such time as submetering and interval data acquisition directly into EnergyCAP are available (est 4Q15, additional fees will apply), it may be necessary to access a PV submeter data website that contains PV production data and run a report/download of KWH in the same date range as the LDC bill. Eventually the entire end-to-end submeter data acquisition process will be automated.) Proceed with normal monthly reporting tasks (if cost avoidance reporting applies, run the Calculate Savings processor first). Determine which of the four PV scenarios applies to each building. Scenario #1: Net metering by the LDC, without deregulated electric generation Supplier, owned system (no PPA). Scenario #2: Net metering by the LDC, with deregulated electric generation Supplier, owned system (no PPA). Scenario #3: Net metering by the LDC, with deregulated electric generation Supplier, PPA (non-owned system) Scenario #4: Net metering by the LDC, without deregulated electric generation Supplier, PPA (non-owned system) Steps by Scenario Scenario 1: Net metering by the LDC, without deregulated electric generation Supplier, owned system (no PPA) 1. Set up one account to represent the monthly LDC bill. The account is full service and the vendor is the LDC. Set up one meter to represent the LDC s NEM meter.

398 Use template FD_KWH_A_Y_T1_05, selected from the template library. Complete the Configuration Tasks for Cost Avoidance, if needed (steps listed below) Scenario 2: Net metering by the LDC, with deregulated electric generation Supplier, owned system (no PPA) Set up an account to represent the monthly LDC bill. The first account is distribution only and the vendor is the LDC. Set up one meter to represent the LDC s NEM meter Use template FD_KWH_A_Y_T1_06, selected from the template library. Next, set up a second account to represent the monthly dereg Supplier bill. The account is Supply only and the vendor is the Supplier. Do NOT set up a second meter. The Supplier uses the LDC s meter for billing purposes, so attach the LDC meter to the Supplier account. By entering Supplier bills on this second account, EnergyCAP cost accounting reports for this dereg vendor will be accurate.

399 Use template S_KWH_A_N_T1_01, selected from the template library. This template allows you to track the Supplier bills separately so that reports correctly show the amounts paid to the Supplier. Note that the Electric Supply Usage line item on the template is orange in color. This indicates that the Supplier KWH is tracked as info only because it is the same NEM KWH that appears on the LDC bill. By treating it as info only it is not double-counted on usage reports. (You can select a simpler version of this template, S_KWH_S_N_T1_01, if you don t want or need the line items for Misc, Adjustments, Taxes and Late Fee.) Complete the Configuration Tasks for Cost Avoidance, if needed (steps listed below) Scenario 3: Net metering by the LDC, with deregulated electric generation Supplier, PPA (non-owned system) Set up an account to represent the monthly LDC bill. The first account is distribution only and the vendor is the LDC. Set up one meter to represent the LDC s NEM meter. Use template FD_KWH_A_Y_T1_07, selected from the template library. Next, set up a second account to represent the monthly PPA bill. The account is Supply only and the vendor is the PPA vendor. Set up a second meter because a physical submeter exists that measures the total PV array production. 4. Use template S_KWH_A_N_T1_01, selected from the template library. This template allows you to track the PPA bills separately so that reports correctly show the amounts paid to the PPA. Note that the Electric Supply Usage line item on the template is orange in color. This indicates that the PPA KWH is tracked as info only on the PPA bills because it is the same PPA KWH that you will enter on the LDC bill (the second

400 4. 5. line item on the template shown above). By treating it as info only it is not double-counted on usage reports. (You can select a simpler version of this template, S_KWH_S_N_T1_01, if you don t want or need the line items for Misc, Adjustments, Taxes and Late Fee.) Next, set up a third account to represent the monthly dereg Supplier bill. The account is Supply only and the vendor is the Supplier. Do NOT set up a third meter. The Supplier uses the LDC s meter for billing purposes, so attach the LDC meter (not the PPA meter) to the Supplier account. By entering Supplier bills on this third account, EnergyCAP cost accounting reports for this dereg vendor will be accurate Use template S_KWH_A_N_T1_01, selected from the template library. This template allows you to track the Supplier bills separately so that reports correctly show the amounts paid to the Supplier. Note that the Electric Supply Usage line item on the template is orange in color. This indicates that the Supplier KWH is tracked as info only because it is the same NEM KWH that appears on the LDC bill. By treating it as info only it is not double-counted on usage reports. (You can select a simpler version of this template, S_KWH_S_N_T1_01, if you don t want or need the line items for Misc, Adjustments, Taxes and Late Fee.) Complete the Configuration Tasks for Cost Avoidance, if needed (steps listed below) Scenario 4: Net metering by the LDC, without deregulated electric generation Supplier, PPA (non-owned system) Set up one account to represent the monthly LDC bill. The account is full service and the vendor is the LDC. Set up one meter to represent the LDC s NEM meter. Use template FD_KWH_A_Y_T1_08, selected from the template library. Next, set up a second account to represent the monthly PPA bill. The account is Supply only and the vendor is the PPA vendor. Set up a second meter because a physical submeter exists that measures the total PV array production.

401 4. 5. Use template S_KWH_A_N_T1_01, selected from the template library. This template allows you to track the PPA bills separately so that reports correctly show the amounts paid to the PPA. Note that the Electric Supply Usage line item on the template is orange in color. This indicates that the PPA KWH is tracked as info only on the PPA bills because it is the same PPA KWH that you will enter on the LDC bill (the second line item on the template shown above). By treating it as info only it is not double-counted on usage reports. (You can select a simpler version of this template, S_KWH_S_N_T1_01, if you don t want or need the line items for Misc, Adjustments, Taxes and Late Fee.) Complete the Configuration Tasks for Cost Avoidance, if needed (steps listed below) Configuration Tasks for Cost Avoidance (if Used) *Special configuration of cost avoidance is required for NEM and PV The most important principle of on-site generation is that KWH reductions in the building due to energy management are always valued at the LDC prevailing unit cost. Some people may say that the value of saved KWH is zero because PV electricity is free, particularly when the system is owned and the cost is considered a sunk cost, but this is not an accurate representation of actual out-of-pocket costs of the building owner. The PV system typically cannot be throttled. That means that 100% of the PV output, as measured by the PV total production submeters, either goes to the building or is excess production fed back into the grid. PV KWH is always used first. In other words, building loads are met first by PV and second by LDC grid power. You can think of this as the grid supplying the constantly varying demand of the building while the PV provides the base load. Accordingly, when a KWH is conserved due to energy management, that KWH reduction is a grid KWH, not a PV KWH. Therefore, since it saved a grid KWH, it should be valued at the prevailing grid unit cost. But what about those times of the year and day when PV meets the entire building load, such as a sunny Sunday in August when the building is unoccupied? KWH reductions at this time don t reduce grid KWH because none are being consumed. A KWH reduction saves a PV KWH, which means that KWH is fed back to the grid. As discussed in the page 1 definition of NEM, it is banked by the LDC and will be withdrawn and used later. When it is withdrawn, perhaps the next day when the building is occupied and it s raining, it replaces the need to buy a new KWH from the grid, so once again its value is the same as the grid s prevailing unit cost. So the next question is: What is the grid s prevailing KWH average unit cost (AUC)? In non-nem situations EnergyCAP calculates AUC each month from the LDC bill (plus Supplier bill, if applicable) by dividing total cost by total KWH consumed. This doesn t work with NEM because: The average unit cost can t be calculated in a month when the net KWH is negative. This is uncommon but can occur in a summer month when the building has low occupancy.