Import Readings/Create Transactions Prompts

Import Step - Import Settings

Source

The last entered source ID displays and it can be edited. (up to 20 characters)

Or, to search for a source ID, click or press [CTRL + f].

Import

The last entered meter import ID displays and it can be edited. (up to 20 characters)

Or, to search for a meter import ID, click or press [CTRL + f].

File

The source file name assigned to the source ID displays.  

Click Browse to search for another source file name, if needed.

Tip:  The type of meter reading transactions for the Meter Import ID displays.  The last imported field displays the date and time of the last successful import.

Meter Dates ID

The last entered meter dates ID for the billing cycle displays.  To confirm that proper meter service dates are entered, click Edit .

Or, if this is the first time running the import, enter the meter import dates ID.

Or, to search for a meter dates ID, click .

Meter Service Dates:

• Service From Date - Displays the service from date maintained for the meter dates ID.

• Service To Date - Displays the service to date maintained for the meter dates ID.

• Discount Date - Displays the discount date maintained for the meter dates ID.

• Prorate Date - Displays the prorate date maintained for the meter dates ID.

To begin the import process, click Import.

Keyboard shortcut:  [ALT + i]

Or, to escape from this routine without importing readings, click Close .

Import Completion

When the import finishes, the message File Import Successful displays.  The book numbers that were imported will be listed at the top of the window.  

Note:  If exceptions are found during the import, they will be listed in the warnings/errors area and can be printed by clicking the Print Warnings/errors link.  Print this and use it later in the billing process to ensure that all accounts are billed properly.  If you need help in resolving these errors, please contact NDS Support at 1-800-649-7754.

Review Imported Readings Step

After the readings are imported, click the Review Imported Readings tab.  Here you have the option of reviewing, editing and approving the readings before billing transactions are created.

To re-arrange the list of readings in the left pane, click Sort.  The right pane shows reading history for the highlighted connection and a usage chart.  You can use Search to jump to an account or meter.  

If a book or books should be added or removed so that you can process them later, click Add/Remove Book and then select the appropriate books from the drop-down list.

Approve All Readings Options

Use Quick Approve options to quickly approve all readings or readings can be reviewed individually:

• To approve all reads that are within the specified variance levels up or down, select Approve All Within Variance.  See calculation below.

• To simply approve all readings regardless of the variances, select Approve All.

• To approve all unreviewed readings, select Approve All Unreviewed.

• Or, if needed select Unreview All.

Note:  If the Approve all within Variance option is selected, the Reading Variance is calculated by taking the current usage per day minus historical usage per day and dividing this number by the historical usage per day.  Then, multiply result by 100 to display the value as a percentage.

• h = Historical usage per day, c = Current usage per day, v = Variance

• First, calculate h = total usage of the historical reading(s) chosen for comparison (u) / the number of days for the historical reading(s) (d).  h = historical u/historical d

• Next, calculate c = total usage of the current reading(s) (u) / the current number of days for the reading (d).  c = current u/current d

• Use the c & h values to calculate the variance:  (c-h)/h = v

• Then multiply the variance by 100 to display it as a percentage.

• Example:  Current usage per day = 6, Historical usage per day = 4, (6-4)/4 = .5 * 100

• The variance of .5 will display as 50 for 50%, and means the current usage per day is 50% higher than the historical.  The calculated variance is then compared to the variance levels up and down to see if the reading is within the variance range.

Note:  If the number of current or historical days is < 15 or > 1000 this calculation is used:  
Total Usage - Historical Total Usage / Historical Total Usage instead of usage per day.

Managing Individual Readings

The following options are available for Individual readings:

• To approve an individual reading, simply check the box next to read status.  

• Reads can be marked for re-read if needed.  Simply select Re-read.

• If the meter appears to not be running forward or the property is vacant/should be inactive, you can set the status to stopped.

• Click Save to save all changes made to approvals.

Note:  Variances are not calculated and compared when approving individual readings.

Edit Readings

Reading values can be edited.  If a value is edited, the usage type is changed from default to manual.  

Or, to create an estimate reading, select system for usage type.  The system will pull in an estimate based on history and the estimation model.  

Individual readings can be removed by clicking Trash or right-clicking and selecting Remove Reading.

Click Save to save all changes made to readings.

When ready, click Create Transactions in the upper right corner.  Create Transactions will look at each customer's billing setup and create transactions based on their present reading from the import file and several factors on the account such as the transaction profile and multiplier.

Another exception report may be generated as the create transactions step completes.  Print this, as you will need to make sure the listed accounts are billed properly.

Additional Functions

If you can't review the entire import at one time, you can click Save to save the changes.  Later when you are ready to continue, click Resume and select the desired import file.

To print a list of meters that are marked as needing to be re-read, use the Re-read Report.

Or, to list the entire import file, use the Full Report.