Vendors and Rates module overview

Last updated October 7, 2026

The Vendors and Rates module is where you manage the utility companies and suppliers that provide service to your organization, along with the rate schedules used to calculate your bills.

Vendors are linked to accounts, and accounts are linked to meters—so getting your vendor and rate setup right is the foundation for accurate billing and reporting in EnergyCAP. Each vendor has one or more rate schedules, which define how charges are calculated for the meters assigned to that rate.

Vendors & Rates tree with the vendor Clark Public Works expanded to its Electric commodity and the rate schedule KWH_01, with callouts labeling the vendor and the rate schedule.

Two types of vendors

  • Utility company
  • Internal vendor (used to generate chargeback bills)

View all accounts for a vendor

You have two options for viewing all accounts linked to a vendor.

Option 1: In the application:

  1. Go to the Vendors and Rates module.
  2. Select the vendor.
  3. Click the Accounts secondary tab.

Option 2: With a spreadsheet:

  1. In the Create dialog, click Setup Spreadsheets.
  2. From the Setup Spreadsheets Log, click Download.
  3. Under Update Spreadsheets, choose Accounts.
  4. Sort the spreadsheet by the Vendor Code column.

Steps to delete a vendor

  1. Go to the Vendors and Rates module.
  2. In the module menu (three stacked lines at the top of the hierarchy panel), select List by Vendor.
  3. Open the Actions menu.
  4. Select Delete Vendor.

You can only delete a vendor in the Vendors and Rates module when using the List by Vendor view. Use the Actions menu to delete the vendor.

Vendors & Rates menu with the Settings options Custom Fields for Vendors and Custom Fields for Rate Schedules, the Hierarchy options List by Vendor, selected, and List by Commodity, and the display options Display Name, selected, Display Code, Display Name [Code], and Display Code [Name].

Steps to create a new vendor

  1. Go to the Vendors and Rates module.
  2. Open the Actions menu.
  3. Select New Vendor.
  4. Complete and save the form.

For field descriptions, see Add a vendor.

Vendors and Rates module menu

Settings

Custom Fields for Vendors

 Edit and create custom fields for vendors.
Custom Fields for Rate Schedules Edit and create custom fields for rate schedules.

Hierarchy

This section determines how your vendors and rates are displayed.

List by Vendor

Vendors & Rates tree listed by vendor, with the vendor GHG Reporting expanded to the commodities Air Travel, Biodiesel, and Carbon Offset.

List by Commodity

Vendors & Rates tree listed by commodity, showing Chilled Water, Clamshell Recycling, Compost, Electric, Emissions by Cost, Emissions by Count, and Emissions by Weight.

Control your tree view by choosing name, code, or both.

Display Name

Vendors & Rates tree displaying vendor names, with City of Green Shamrock and Clark Public Works expanded to the Electric commodity and the rate schedule KWH_01.

Display Code

Vendors & Rates tree displaying vendor codes CITYOFGRESHAM and CLARKPUB, with CLARKPUB expanded to the Electric commodity.

Display Name [Code]

 Vendors & Rates tree displaying vendor names followed by codes, City of Green Shamrock [CITYOFGRESHAM] and Clark Public Works [CLARKPUB], with Clark Public Works expanded to the Electric commodity.

Display Code [Name]

  Vendors & Rates tree displaying vendor codes followed by names, [CITYOFGRESHAM] City of Green Shamrock and [CLARKPUB] Clark Public Works, with Clark Public Works expanded to the Electric commodity.