Field descriptions Meter Reporting

This part includes the 5 banners Generate, Reporting, Summary, Invoicing and Detailed Report

 

Generate

Department limitations

Evatic will not consider Department if none are selected.

 

From dept.	Send e.g. a letter from this department. From this department and all others with a higher department number.
To dept	Send e.g. a letter from this department. From this department and all others with a lower department number.

 

Limit by sort groups

The possibility to send letters, emails from the contract rows with the selected sort groups that are in use in the volume rows (see Contract->Volume->General). If sort groups are not selected then none will be considered by Evatic Service.

Limit by calculation method

If selected, then Evatic will only produce letters for contracts with the chosen methods of calculation.

 

Limit by contract or subcontract number

If selected, then Evatic will only produce letters for this contract/subcontract.

Limit by responsible

Responsible for the contract

 Type of Letter

New letters	Send a new letter, email?
Reminders	Send a reminder?

 

ID on generated letters

This is an ID that is “created” simultaneously with the letter. The field can be left blank or enter a fitting text. Later you can use the Summary banner to view letters only from this “sending”.

 

Date range limitations

On the volume row you will find a field indicting when the next letter is to be sent. When a letter is sent this field will be automatically updated depending on the selected frequency for the meter readings.

 

From letter date	The earliest date the letter can be sent.
To letter date	The latest date the letter can be sent.

 

Additional text rows on the meter reading letters

If there is a special message you would like to appear on these letters, you can enter the information here. You can also change the font and color on this message.
 

Our reference on letters

The name of the reference person for the meter reading letters should be entered here. Automatically will you as user be entered in this filed Butyou can select one of the alternatives from the drop down list box (F4). All the alternative users are the one set up in Evatic

 

Printed letter date

It is possible to change the printed letter date on the meter reading letters. Default will be today's date.

 

Language

Use the drop-down list to select another language. This function is for printouts. E.g. some can be printed on English layout and others on Norwegian layout.
 

Calculate or send

In this part of the dialog screen you will find a button to calculate how many letters and 4 buttons to send them. When you press <Calculate qty> Evatic Service will calculate how many letters, e-mails, file, import in the selected period. The result of this will be dependent upon the limit set in the points above. You can then view or send the meter readings. (If the letter is send as a file, the system will give you the address where the file is saved).

 

When the letters are send (printed), you are asked if the date should be set for this letters, so that they are not generated again.

 

File: the file send to the customer contains the following information (All columns are separated with ; )

H (Heading);contract no; send by value (Field available if email or file are selected on a periodic volume contract); department no; department description; contact person; Letter ID;  Your reference;  Our reference; customer no; address name/letter address; address 1; address 2; post no; postal area; country; date generated; remind date: letter date.

T (Text from the letter layout); no; text.

M (Machine); no; machine no; location; model type; model description; meter type; meter description; last reading date; last reading.

 

NB! A file can contain several letters.
 

Reporting

This banner is used to report in the meter readings when the meter reading letters are returned. (You can also report in the readings in the Summary banner.) To the left are the different fields you can use to search for the machines that you have sent out meter reading letters for. You can use one or more of these fields. After filling in relevant information in the fields, the machines will be displayed in a list to the right. Then select the machine you wish to register the meter readings for. If the information entered only gives a letter in reply, Evatic Service will automatically focus upon the list, so to avoid too much keying before you start the reporting of meter readings.

Header

Contract number	If you remember the contract number for the machine to be reported upon, enter it here. You can also enter the first part of the contract number and press F3 to display a list of contracts.
Sub contract number	Enter the sub contract number and/or MR sub contract number (= for meter reporting)
Responsible	Limit by contract responsible

 

Customer

Customer number	Search for all the machines for this customer. You can also enter the first part of the customer number and press F3 to display a list of customers.Or enter the whole number and move to the next field.
Name	Search for all the machines for this customer. You can also enter the first part of the customer name and press F3 to display a list of customers.

 

Machine

Machine number	Search for a machine number. You can also enter the first part of the machine number and press F3 to display a list of machines. Or enter the whole number and move to the next field.
ID number	Machine id number
Name	Search on a machine name. You can also enter the first part of the machine name and press F3 to display a list of machines.
	Find the machine using the extended search.

 

Short cut to open contract, customer and machine.
 

Contract Rows

After searching for letters to report in, they will be displayed in a list. The list of the meter readings at the bottom of the screen dialog will always indicate the corresponding row within the Contract rows.
 

Mark <Display all> if you would like to have all machines within the contract listed, even the machines where no letter has been sent. You will then be able to report meter readings send to you for example per eMail or reported via telephone. (NB! This is not valid for the calculation methods 001 and 003).

 

Meters to report

This list displays the counters to be reported. These correspond to the machine selected in the contract rows.

 

Report date: default is to days date. You can change this date by pressing the drop down list. Within the calendar you can enter a different date.

 

Meter	Name of the meters (Info)
Last date	The date of the last meter reading  (Info)
Last reading	The number from the last meter reading (Info)
History	Button to view the complete history for this meter.
Report date	The date of your new meter reading
New reading	Enter the new counter in this field. Note! The system will stop you from adding a counter with lower value then the start counter (only possible for calculation methods 005,006 and 008).
Estimated	Mark if the meter should be estimated (based on the previous meter reading). The estimated counters are calculated out of max counter for the machine + (( max counter for the machine - minimum counter for the machine) / number of days between this two readings) * number of days between max counter and current reporting date. Be aware that the estimation in this case, takes both service meters and letter readings into count  The Invoice layout allows you to get a own text on the invoice telling the customer that the meter has been estimated.
Copies	Used copies since last reading
+ Copies	Extra copies used since last reading. Depends on the calculation method.
Price	The cost of the extra copies used since last reading . Depends on the calculation method.

 

Buttons:

	By pressing this button you save the new counter and sometime creating an invoice. You will find the invoice under Complete & print.
	By pressing this button you save the new counter.

 

Estimating meter readings

This list displays the same counters as the Meters to report list. Here Evatic Service calculates aprobablemeter reading based upon the previous readings from the machine.

 

- If desired, select the reading you wish to use  <Use>.

 

- Then press the button <Update meter>. These readings will then be entered into the Meters to report banner, which becomes active.

 

E.g.

The first fields are estimated readings from projects.  The second fields are estimated readings from meter reading letters.

 

Calculation: The estimated counters are calculated out of max counter for the machine + (( max counter for the machine - minimum counter for the machine) / number of days between this two readings) * number of max counter and  selected date.

 

Summary

Here all the meter reading letters that have been sent but not yet reported in are displayed.

 

Evatic Service offers the following options to limit the amount of data:

 

Limit on department / Retrieve data

In the drop down list box for department you can choose to display the letters for all departments (by not selecting anything) or a selected department.

When you press <Retrieve data> the information for the relevant department will be displayed depending on the selection.
 

Limit on ID

This is a list over the registered ID’s. This refers to the ID field on the generated letters on the Letters banner. Here you can limit upon letters that have been sent with a unique ID.

 

Limit by responsible

Responsible for the contract
 

Department summary

A list of which departments that has 'not replied meters' and how many not reported meters are outstanding. By selecting a row here, these contracts will be displayed in the summary at the bottom of the window.  
 

Meters not reported ( limited pr. department)

This list displays a summary of meter readings sent out for a selected department.

The list contains information about customer, contract number, machine number, date/time the letter was generated, date/time a reminder was send, reading date, identification (see Generate tab), generated by (e.g. if a letter was printed, import, file or send by email), id number (machine) and dealer.

 

How to print letters again/delete letters

If you select one or more letters and press the print button in the menu, these will be printed again.

 

By right clicking on one letter in the list you will get three choices: View the letter (same as pressing the print button in the menu.) Delete the letter you have selected.* View the contract for this customer Send the letter again per email. NB! If you reprint or send the letter again from this view you will also get the possibility to update the reminder date.

 

* If this is a 001 or 003 calculation method, you must go into the contract and change the meter reading dates after you have deleted the letters  so that the contract period is calculated correctly.

 

Quick meter reporting

This list displays a summary of counters about which information has been sent out. Here you have the possibility to report in the meter readings.

 

 Report date:default is to days date. You can change this date by pressing the drop down list. Within the calendar you can enter a different date.

 

Customer no.	The customer's number
Customer	The official name for the customer.
Machine	The machine to be reported
Report date	The date of your new meter reading
New reading	Enter the new counter in this field
Estimate	Mark if the meter should be estimated (based on the previous meter reading. The estimated counters are calculated out of max counter for the machine + (( max counter for the machine - minimum counter for the machine) / number of days between this two readings) * number of max counter and date.  The Invoice layout allows you to get a own text on the invoice telling the customer that the meter has been estimated.
Copies	The result of your new reading (Info). Depends on the calculation method.
+ Copies	The result of your new reading (Info). Depends on the calculation method.
Price	The result of your new reading (Info). Depends on the calculation method.
ID no	The id number on the machine (Info)
Dealer no/-name	The dealer name and number (Info)

The information shown under <Row details> will always indicate the corresponding row within the list above.

Details:

Contract	The number of the contract
	You can open the contract dialog by pressing this button.
Meter	The counter to be reported
	Button to view the complete history for this meter.
Last date	The date of the last meter reading  (Info)
Last meter	The number from the last meter reading (Info)

 

Buttons:

	Button to see import status from excel (more information under "Import from excel")
	Button to import meter readings from excel. The excel file must be set up like this: A = Contract number (Note! Can be blank. If the contract number is entered the system will look through send letters. If this field is blank, the system will look after the machine number in order to find send letters). B = Customer number C = Customer name D = Machine number E = Model type F = Meter type G = Report date H = New reading I = Estimated (Y/N or 0/1) Note! Row one is for heading and will not be imported. The system will create new columns in the Excel file. Status and comment will be added as column M and N. Status will be filled in with Y/N, and errors due to status N, will be added in the comment field. Tip: Go through all the meters with status N and correct the problem. Save the file and import it again. The system will try to import all the rows with status N or blank. Tip: The following settings can be used. COMPANY_YYY \ CONTRACT \ EXCEL_IMPORT_MR_DUPLI_CHECK_CON , EXCEL_IMPORT_NOT_LETTER_ADD_AS_SERVICE, EXCEL_DUPLICATE_MR_USE_CURRENT_DATE etc. SeeImport meter readings for more details about this feature.
	Button to fill all open meter reading letters for the selected department with the latest known service meter. If there are some meters you do not want to use, these can be deleted one by one.
	Estimate the meter based on the previous meter reading.
	Button to retrieve a list of machines which have letters already send out to the customer. You can for example use this list to call customers, who haven't reported the meters.
	Button to export the data to Excel.
	After entering the data (new reading) press this button to save the information.

You can also use the banner <Reporting> to report the new counter (see above).

 

Invoicing

Limit by department / Retrieve data

In the drop down list box (Dept.) you can select if you will retrieve the letters for all departments (by not selecting anything) or a selected department. You can also limit on contract responsible, contract number, subcontract number , MR subcontract number and customer (F3 search).

 

• Press <Retrieve data> and information ('Ready for invoicing') will be retrieved depending upon the selected department.

Ready for Invoicing

The list displays meter readings that are ready to be invoiced. By selecting one or more you can then choose to invoice the readings, view the invoices, not invoice or change the invoice.
 

Date on invoice:

Shows the date used as invoice date. Default is to days date. Changing the date directly in this field by typing or use arrow keys on your keyboard, or use the drop down list/calendar.

 

• When pressing <Create invoice>  the orders will disappear from the list, they can then be found in the order module. (see: Order)

•  By pressing <Do not invoice> no invoices will be created for the readings.

• By pressing  <Edit invoice> a window with the actual readings will be displayed, in which you will be given the opportunity to change the current readings or the last reading to ensure a correct invoice. At the top of the window the physical and if installed, the virtual counters within the contract are displayed. One line pr. machine pr. counter in the contract.

• By pressing Preview invoice> you can look at the marked invoice.

• By pressing <Remove all below min.> you can delete the selected invoice below a certain amount. Your Administrator sets the minimum .All the row which are below a certain amount are marked as (*). Tip.
   

If you mark the whole list Evatic will ask if you want to invoice the invoices below this amount or not.

Remember! The system will take into consideration which period should be invoiced and use the valid price for this period and not current price.

 

 

Edit invoice:

By choosing <Edit invoice> a new screen dialog will appear. The field description:

Machine	Serial number for the selected machine
Meter	Name for the counter
H	History button for the counter.
Prev. date	The date of the last meter reading (it is possible to change this directly in the list. This can change the result of the invoice)
Prev. meter reading.	The result of the last reading (it is possible to change this directly in the list. This can change the result of the invoice)
Current date	Date for the new reading. The reading this invoice is based upon (it is possible to change this directly in the list. This can change the result of the invoice)
Current reading	The result of the new reading.  The reading this invoice is based upon (it is possible to change this directly in the list. This can change the result of the invoice)
Prev. invoiced to	How far this counter is invoiced in the contract (it is possible to change this directly in the list. This can change the result of the invoice)

 

By pressing the button <Update> you will see that the generated order lines will be based upon the changes you have made.

 

View the order lines and press:
 

• Cancel– no changes to the invoice.

•  No invoice- do not invoice this order

• Complete– Make the invoice as displayed.

• Complete & print- Make the invoice as displayed and print.

 

Detailed report

Under this tab you can see detailed information about each contract. Enter the limitations (department, contract number, customer or row number) and press Get data.

Shows in detailed about each contract.

Customer no-and name	Shows the customer number-and name
Contract no	Shows the contract number
Co. Status	Shows the status on the whole contract (active/not active)
On hold/on hold date	Is the contract set on hold? (and on hold date)
All rows as total volume	Is the contract marked as "All row as total volume" (see contract heading)
Row no	Shows the contract row number
Calc.method	Shows the contract calculation method
Row start date	Shows the contract start date
Row terminated	Shows if the contract row is terminated or not.
Appr.months between start date and letter date	Shows approximately. number of months between the contracts start date and last letter date.
Monthly volume	Shows the monthly volume for the counter
Reading freq.	Shows the contract reading frequency (the next freq. normal or special)
Volume in reading period	Shows the volume in the reading period
Error first period	Marked if the system finds the first reading freq. for the first period to be wrong. The row is also marked red to show that something is wrong.
Invoicable meter	Name on the inv.meter
Meter virtual	Is this a virtual meter.
Machine no	Machine number
Model type	Model type
Physical meter	Physical meter
Meter start date	Start date for the meter/counter on the machine.
Start counter	Start counter for the machine
Letter send not reported	Marked if the meter reading letter has been send but not reported for the machine/counter
Ready for inv.	Marked if the machine is ready for invoicing (meter reading letter reported)
Ready for inv. status error	Marked if the system do not know if the row (machine/counter) is ready for invoicing or not. The user can manually change the status by right clicking on the row. The row is also marked red to show that something has to be done with the volume row.
Term. not to be incl. in next invoice	Marked if the machine is terminated and should not be included on the next invoice
Term. to be incl. in next invoice	Marked if the machine is terminated and should be included on the next invoice
Terminated status error	Marked if the system do not know if the terminated row (machine/counter) should be included on the next invoice or not. The user can manually change the status by right clicking on the row. The row is also marked red to show that something has to be done with the volume row.
Old reading date	The last reading date for the machine
Old counter	The last counter for the machine
New reading date	The newest reading date for the machine
New counter	The newest counter for the machine
Units in period	Number of used units in the period
Unit since contract start	Number of units used since the start counter
Order no	Order number on the order from the contract, which has a invoice date after the last reading date.
Invoice date	Invoice date on the order from the contract, which has a invoice date after the last reading date.
Invoiced volume	Invoiced volume on the order for counter/machine, which has a invoice date after the last reading date

    You can right click and select the following options from the menu. These menu options are used to change the status on the contract row.

1. Open contract
2. Set ready for invoicing (= set the machine/row ready for meter reading invoicing (letter send and reported)
3. Set not ready for invoicing (no letter send) ( = Set the machine/row not ready for meter reading invoicing (letter is not send) Note! This is normal status on a terminated row where the letter is not send or reported.
4. Set not ready for inv. delete reading (letter not sent, delete meter reading) (= Set the machine/row letter not send and deletes the last reading)
5. Set terminated use next ( = set the machine/row as terminated- should be on the next meter reading invoice)
6. Set terminated not use next (set the machine/row as terminated- should be on the next meter reading invoice)
7. Set not terminated (= re-set the machine/row to be not terminated)
8. Set letter send not reported (= set the machine/row as letter has been send, but not reported)