Create accounts and meters with a spreadsheet

Setup spreadsheets save time and let you create multiple items at once.

  • The menu displays spreadsheets matching your permissions.
  • Always download a new spreadsheet before you begin adding data because the spreadsheet is populated with information from your database. 
  • To avoid errors when creating different objects refer to the required upload order.
  • To save time when creating many objects, select from the drop-down menu and then copy and paste the value into the other rows.

Format rules

  • Enter all information as text or dates.
  • You can add sheets to the notebook, UtilityManagement only processes the sheet named DataEntry.
  • Do not rename, remove, or rearrange columns.

When two objects are being created on one row, such as accounts and meters, the whole line is one entity. If either half fails, the entire row fails.

If you are unsure where to place a meter or account, use the NO_PARENT option from the drop-down.

Download the create spreadsheet

On the Create page, click Setup Spreadsheets.

  1. From the Setup Spreadsheets Log, click Download.  
  2. Under Create Spreadsheets, choose Accounts and Meters.
  3. Download the spreadsheet.
  4. The name format is yyyymmdd-CREATE_AccountsAndMeters.xlsx.
  5. Add your information and save.
  6. Use Import to upload your spreadsheet.
  7. The Setup Spreadsheet Log reports the results and any errors. You can download the kickout (errors) spreadsheet from the hyperlink, fix any errors, and upload the error sheet.

This spreadsheet creates two different objects:

  • Accounts in columns B through O.
  • Meters in columns O through AM.
  • Column O is populated for every row.

Permissions

The ability to create objects is determined by user role and any limits placed on the user's topmost place or topmost cost center.

Maximum length for codes and names

The column header lists the maximum length for each attribute. When entering data, a red cell indicates the name or code exceeding the specified length. If you upload the spreadsheet without fixing the cell, the row fails to process and an error spreadsheet is created.

Deregulated create spreadsheet

The create spreadsheet links the account and meter as they are created.

To link a second account to an existing meter, create the new account as normal and enter the vendor role and existing meter code, commodity, account number, and rate schedule leave the remaining columns blank.

Create accounts and meters spreadsheet details

Column

Rules

Account Number

Unique account number per vendor. The row fails to process if it is a duplicate.

See the chart below for allowed characters.

Account Name

The name does not need to be unique but keeping names unique makes searching and reporting much clearer.

If you are unsure, use the service address + commodity + increment as the name, rather than the account number as the name, this also reduces confusion later if the vendor updates the account number.

Example: 123 Main Street - ELE01

Service Address: Street 1

 

Service Address: Street 2

 
Service Address: Street 3  
Service Address: City  
Service Address: State/Province/Region  

Service Address: Postal Code

Postal code is required if the country is United States or Canada. 

Code format is xxxxx-xxxx (xxxxx is accepted) for United States OR xxx xxx for Canada.

Use numbers and dashes as needed. Enter as text.

Service Address: Country

If blank, this field defaults to the United States.

Cost Center  [code]

Choose the parent cost center from the drop-down. The cost center must be created before you download the spreadsheet or it won't appear as an option in the list.

If you aren't sure which cost center to select you can select NO_PARENT and move it later.

 

*To save time when creating multiple objects, after you select an entry from a drop-down you can copy and paste it into the row below.
Include Account in Bill Accruals The default is yes.
Account Description Enter a description or notes for this account.

Vendor [code]

Choose from the drop-down. This is required for both the account AND meter. The vendor must be created before you download the spreadsheet or it won't appear as an option in the list.

Characters allowed in account numbers and meter codes

  1. A-Z (no lower case letters)
  2. 0-9
  3. &
  4. _
  5. /
  6. -
  7. Period 
  8. \
  9. White space other than \n

*The first 6 are allowed in all codes, the last 3 can also be used for account and meter codes.

Prerequisites

Before creating a meter the following must exist in UtilityManagement

  • Vendor
  • Rate schedule
  • Account for the meter
  • Parent place (Typically this is a building if the parent place is unknown, try creating and using a temporary organization like NO_PARENT) Review the meter help topic for the disadvantages to placing a meter under an organization.
To save time when creating multiple objects, after you select an entry from a drop-down you can copy and paste it into subsequent rows rather than access the drop-down each time.

Columns

Rules

Vendor Code

Choose from the drop-down. This is required for both the account AND meter. The vendor must be created before you download the spreadsheet or it won't appear as an option in the list.

Vendor Role for this Account/Meter Combination

 

Choose from the drop-down.

Commodity

Choose from the drop-down.

Time Zone of Meter

If blank defaults to the time zone set in System Settings.

Serial Number

The physical hardware identifier, this may change when the meter is replaced.

Meter Import ID 

Typically used to import submeter readings.

Meter Code

Meter code is a unique identifier and typically does not change. This code must be unique, the row fails to process if a duplicate is found in your database.

The best practice is to use BuildingCode-Commodity-Increment, for example, BLDG123-ELE01. This numbering system lets you add multiple electric meters to one building.

BLDG123-ELE02

BLDG123-ELE03

Meter Name

The name does not need to be unique but keeping names unique makes searching and reporting much clearer.

Identifies the meter in reports and benchmarks. The best practice for creating a meter name is to use the building name + commodity + increment. For example, Building 123 - ELE01.

Building 123 - ELE02

Building 123 - ELE03

Parent Building [code]

This is the building where the meter is attached. It is recommended to attach meters to buildings. If you aren't sure where to attach your building you can select NO_PARENT.

 

Because organizations don't have floor area as an attribute, a meter attached to an organization may negatively affect reporting.

Meters attached to organizations aren't included in budget worksheets.

Primary Use for Meter

Meter primary function is used for reports and benchmarks. Automatic system groups are created for each primary use, these groups can be used as filters.

Account Number

Required, enter the account number for this meter.

Rate Schedule

The rate used by the vendor to calculate meter costs, this is often found on the bill. You only see the rates available for the vendor/commodity you selected.

Use Unit

Enter the use unit from your utility bill. The use unit is used in charting and calculations.
Demand Unit Enter the demand unit from your utility bill. The demand unit is used in charting and calculations.

Meter Address:

Source of Address

 You can use the address of the account, the building, or provide an address. 
Meter Address: Street 1 Enter meter address if it differs from the account or building address.

Meter Address: Street 2

  
Meter Address: Street 3  
Meter Address: City  
Meter Address: State/Province/Region  
Meter Address: Postal Code  
Meter Address: Country  
Latitude For future use when mapping meters.
Longitude For future use when mapping meters.
Meter Description