August 12, 2025

Published August 12, 2025
Updated September 4, 2025
Released to FedRamp August 25, 2025

Utility Management

Updates to bill list columns and bill payment card

We've made changes to improve clarity and tracking.

Column name changes

  • Funds Withdrawn Date is now Funded Date.
  • Payment Sent Date is now Payment Initiated Date.
  • Payment Cleared Date is now Paid Date.

New 

  • Payment Canceled Date - Records the date of the first payment cancellation request.

View historical payment documents

When viewing a bill, the bill details card now includes quick access to recent payment documents:

  • Voucher image
  • Check image

New Ready for Payment list (Bill Pay customers)

The Ready for Payment list is a unified, read-only view showing all bills scheduled to go out for payment that day. The list is designed to prevent mistakes by removing filters and ensuring everyone see the same list of bills.

Exclusions - Ready for Payment List

The following bills do not appear on the Ready for Payment list:

  • Bills with Pay Status = Do Not Pay
  • Bills where the Account Custom Field "Exclude from Payment" is set to Yes
  • Bills with zero or negative total cost
  • Bills failing an audit set to Flag & Hold (excluded until the hold is released)
  • Bills with an end date before the go-live (The cut over date is stored in SystemData as go-live minus one day, so effectively bills with end date >= go-live date are included.)

Notes:

  • The list does not exclude bills solely on batch code (for example, Maint_, Hist_): older maintenance/historical bills are excluded by the cutover date filter instead.
  • Bills that are flagged but not on hold are shown and be eligible for payment.
  • This list helps prevent incomplete or incorrect payments.
  • It does not include filters or topmost permissions.
  • There are no actions or check boxes available except to download the bill list to Excel.

We've added a safeguard called the cutover date:

  • What it is
    The cutover date is stored in the system as one day before your go-live date. From the go-live date onward, EnergyCAP is responsible for paying bills.
  • How it works
    Bills with an end date before the go-live date are excluded. Bills with an end date on or after the go-live date are eligible for payment.
  • Why end date
    The end date is the last day of the billing period covered by the bill (for example, a bill for Jan 1–Jan 31 has end date = Jan 31). This field is always present and provides a reliable way to ensure that only bills we’re responsible for after go-live are included.>
  • Other fields that are not used
    • Bill entry date is when the bill was entered into the system. Old bills can be entered late, so this isn't reliable for filtering.
    • Statement date is when the vendor issued the bill. This field is not always present, so it is unreliable as the cutoff point.

By applying end date >= go-live date, the Ready for Payment list protects you from accidental payment of historical bills while ensuring transparency into which bills are scheduled to be paid.

Smart Analytics has a new Interval Data Meters Status screen

When you subscribe to the Interval Data feature, you'll see a new option: Interval Data Meters Status.

This lets you:

  • See interval data meters grouped by their last reading from the primary channel.
  • Quickly spot potential issues with meters and readings.

Statuses include:

  • Online (within 24 hours) 
  • Delayed (24 hours–7 days)
  • Offline (more than 7 days)
  • No Data (no readings since configuration)

Reports

New Report-36
Places with Missing Meters by Commodity

This report finds places that are missing one or more meters for selected commodities. Use the filter to select the missing commodities you want included in the report (for example, electricity, water, or natural gas). The report lists places without meters for the selected commodities so you can spot gaps in site setup.