Bill Flag Audit Rules

Configure audits from the Bills module menu.

bill module menu

Configure Bill Flag Settings 

Bill audits flag bills based on the settings you have configured:

flag and hold option
Audit Cause Audit Criteria
Likely duplicate bill on account Possible data entry error or billing error.

If the total bill cost equals the prior bill cost AND the start and end dates on the bills match, the bill is flagged.

Invoice number is repeated on account Possible data entry error or billing error.

If a duplicate invoice number is found within the last four years, the bill is flagged.

Gap of one or more days between this bill and the preceding bill on the same account Could indicate a missing bill or data entry error.

If a gap of more than one day is found between this bill and the preceding bill, the bill is flagged.

Bill overlaps with another bill on the same account Possible data entry error or billing error.

If one or more bills in history have start or end dates that overlap AND values exist for at least one of the meters on the bill, the bill is flagged.

Multiple bills for the same account in the same billing period Could indicate a data entry error or billing error.

If a matching billing period is found, the bill is flagged.

Bill is significantly shorter or longer than previous bills for the same account Could indicate a data entry error or billing error.

If at least three prior bills exist, the average is calculated and compared to the current bill. If this average exceeds the parameters set, the bill is flagged.

Too many consecutive estimated bills on account Contact the vendor to get an actual reading.

If the current bill and the previous bill are estimated, the system will count the total consecutive estimated bills (including the current bill). If the count exceeds the threshold set, the bill is flagged

Bill unexpectedly ends in the future

This audit checks for future billing.

May be a data entry error. Could be valid for a prepaid commodity that isn't based on use, such as trash.

If the end date is in the future and there are no bills from history, the bill is flagged.

OR

If less than 4% of historical bills have a bill creation date before the bill end date, the bill is flagged.

Billing period is outside the bill's start and end dates Data entry error.

The earliest possible billing period and the latest possible billing period based on the start and end dates is calculated.

If the actual billing period does not equal the earliest, the latest or is not between the two periods, the bill is flagged.

*One day will be subtracted from the end date of the bill to calculate the latest possible billing period.

Due date is before the end date of the bill Possible data entry error.

If the fields are provided and the statement date is before the end date, the bill is flagged.

Due date is too many days after the end date of the bill Possible data entry error.

If the due date is provided and exceeds the specified number of days after the bill end date, the bill is flagged. 

Statement date is before the end date of the bill Possible data entry error.

If the statement date is before the end date and there are no historical bills, the bills is flagged.

OR

if less than 4% of the historical bills have a statement date before the end date, the bill is flagged.

Statement date is too many days after the end date of the bill Possible data entry error.

If the statement date is greater than the specified number of days after the end date of the bill, the bill is flagged.

Use per day is higher than previous bills on the same meter

There must be at least five historic bills to perform this audit.

Possible billing error or meter issue.

The highest 10% of all valid historic bills will be ignored.

Multiply the highest use/day from the remaining bills by three to determine the MAX allowed use/day.

If the current meter's use/day is >= calculated MAX, the bill is flagged.

Cost per day is higher than previous bills on the same meter

There must be at least five historic bills to perform this audit.


Possible billing error or meter issue.

The highest 10% of all valid historic bills will be ignored.

Multiply the highest cost/day from the remaining bills by three to determine the the MAX allowed cost/day.

If the current meter's cost/day is >= calculated MAX, the bill is flagged.

Bill contains one or more of the following line item types Searching for a particular line item type, for example "tax".

Includes account-level lines.

Must be an exact match.

If a match exists but the line has no value the bill is not flagged.

Bill contains one of the following line item descriptions (captions) Searching for a caption on a bill, this does not require an exact match.

Includes account-level lines.

Case-insensitive.

This is a like comparison, not starts with, and searches the entire line for a matching result.

If the line exists but has no value the bill is not flagged.

Calculated total bill cost does not match provided total bill cost from the following line item types

Useful when importing bills.

The calculated total bill cost does not match the provided total bill cost.

The line item you search for must be an exact match.

If a match exists but the line has no value the bill is not flagged.

These audits are only performed during bill import.
Account alert is active on account (non-fail) Any bill with an active warn alert is flagged. If a warn account alert is active on the account on any day of the bill being imported, the bill is flagged.
Rate schedule in import file does not match rate schedule assigned to meter Useful when importing bills.

If the  rate schedule provided in the bill import file does not match the rate schedule that is effective on the first day of the imported bill, the bill is flagged.

Serial number in import file does not match serial number assigned to meter Useful when importing bills. If a serial number is provided and doesn't match the serial number stored in EnergyCAP, the bill is flagged.