Meter Data Management

Overview

This functionality is ideal for managing products that depend on Meter Readings, for example, Digital Printing Machines. Meter Readings can be linked as follows:

• CSM Tickets - Used when the Machine is linked to a Service (CSM) Ticket

• Transaction Items - Used to generate the Billing. The Item Qty is set from the Count - difference between the current and the last Meter Reading less the Min Qty. The Min Qty is covered by the Fixed Price. The Transaction Item Note is populated with the last and current readings as well as the calculation used to obtain the billable Quantity. NB. This only works on Transactions that use Selling Price.

• Inbox - Read incoming emails and update the Meter Data records by Serial No. and Date.

Setting up Customer Machines

Create an Item Category that links to Customers and uses the Assets Input Type

• Units - Used to specify the different meter-based charges. eg. B/W Copy, Colour Copy

• Selling Price

  • Add a Unit Price for each Metered Unit

  • Add a Fixed Price and Min Qty, for example, when X amount (Fixed Price) covers the first X number (Min Qty) of Copies. 

Settings

Transactions > Default - Record Meter Data - Y/N (Default = N) - This allows you to record Meter Data linked to Transaction Items.

Meter Data Module

The Meter Data module provides a unified interface where you can view all the Meter Data in the system. If the Current meter reading is less than the last reading, the Last reading is highlighted in red. The Average column displays the average reading for the last 12 months and is highlighted in red if the current reading is below average. If the contract is less than 12 months old, the Average will be based on the number of months the contract was been running.

Add the Meter Data module to the Menu by selecting Type = Fixed, Module = Meter Data.

Filters allow you to search on:

• Date - When Link = All, the Date filter searches on the Reading date, 

• Linked

  • All - The Date filter applies to the Meter Reading date

  • All Transactions - All the Meter Data linked to Transactions. The Date filter applies to the Transaction date

  • Unlinked - The Date filter applies to the Meter Reading date

  • Service Manager (SM) - The Date filter applies to the SM date

  • Select Transaction Type - The Date filter applies to the Transaction date - Only Transactions where the setting Default - Record Meter Data = True are displayed.

• Customer

• Asset

Adding unlinked Meter Data

Click the New button to manually add an unlinked (to Transactions) Meter Reading. 

Editing Records

Click the Edit button to make the Date, Reading, Qty and the Override fields editable. The Qty can be edited when Override = True.

Popup menu

Right-click a record to open a context menu. Items include:

• View/Edit Meter Data - Double-click - This opens a list of recent readings, not linked to the Transaction which can be assigned.

• Open Transaction/CSM Ticket - Opens the linked CSM Ticket or Transaction

• Open Asset in Items

• Open Asset Dashboard

• Open Inbox - applies to records that have been extracted from an email

• Delete Meter Data - Full access is required.

Actions

Insert/Update linked Meter Data records - This Action can be used when the data filter is not set to No Date and a Linked = Transaction is selected. The Action adds a meter data record for each Transaction Item that is linked to an Asset which uses Meter Data. This Action is automatically executed when you click the View button and the above conditions are met.

Update Meter Reading - This action can be executed on records that are linked to Transactions and have a 0 quantity. The Action will update the record from an unlinked or linked Meter Reading that meets the following criteria: The Month/Year must match, The Meter Date must be less than the Transaction Date and it must be linked to the same Serial No. and Unit (eg. Colour, Mono, etc) as on the Transaction (MATUNITID, MATCOSTID). Note: When a Transaction reading has been updated from an unlinked Meter Reading, the unlinked Meter reading is deleted.

Batch Update - The following Batch Updates are available:

• Date - updates the Date of the Meter Reading

• Transaction Status - This action can only be used if a Transaction has been selected in the Data filter.

Settings

Role Setting > Access Allowed > Meter Data - Access Allowed - Options include None, View Only, Full Access (Default = None)

Use-Case Example - Add meter readings to your monthly Contract Billing invoices.

• Create all the Contract Billing Invoices for this month and leave them in a Pending Status

• Open the Meter Data module, select Date = This month and select the Invoices transaction from the Linked filter.

• Click on Actions > Add/Update Meter Data - all the meter readings for the month will now be displayed.

• When the readings are complete, select Actions button > Batch Update to update the Status of Invoices that are ready to be sent.