Meter Data Management

Settings

User Settings

Navigation: Main Menu > Settings > Users (tab)

• General > Meter Data - Access Allowed: Choose one of these options:

  • None

  • View Only

  • Full Access

Transaction Settings

Navigation: Main Menu > Settings > Transactions (tab)

ℹ️ This process identifies the transaction that is used to charge the customer for the use of the asset.

1. Click Add/Update (button).

2. Select a transaction on the left (e.g. Customer Invoices).

3. Type meter in the search block on the right.

4. Click the setting: Transactions > Link Meter Data to Transaction Items.

5. Click Add/Update (button).

6. Click Close (button).

7. Check the checkbox in the Value column next to the added setting.

Setting up Items Tutorials

Create a Class

Create a Class for Assets if one does not already exist.

1. Navigate to Items (e.g. Main Menu > Items > Items).

2. Click Menu (button) > Edit Classes.

3. Click New (button) and complete the popup as follows:

   1. Name = Assets.

   2. Data Type = Assets.

4. Click Save (button).

Create a Category

Create an Item Category for Assets if one does not already exist.

1. Navigate to Items (e.g. Main Menu > Items > Items).

2. Click Menu (button) > Edit Categories. 

3. Click New (button) and complete the new row as follows:

   1. Name = Type a name for the category (e.g. Billable Assets).

   2. Class = Select Assets from the dropdown list.

   3. Leave the other fields blank.

4. Right click the new category and click Set default Tab.

   1. Click the following checkboxes:

      1. Units

      2. Costing & Pricing

      3. Accounting

   2. Click anywhere outside the list to close it.

5. Right click the new category and click Enable Fields.

   1. Click the following checkboxes:

      1. Make and Model

      2. Reference

      3. Entities (if you have multiple entities)

      4. Customer 

Create an Item for each Asset

See Item Creation Tutorial for detailed instructions.

See Asset Items & Depreciation if you want to record depreciation automatically.

Notes:

• Units: Create units for all the different meter-based charges (e.g. B/W Copy, Colour Copy).

• Selling Price

  • Add a Unit Price for each created unit.

  • Add a Fixed Price and Min Qty for each unit.

  • For example, 

    • If you charge a customer R200 for the first 1000 copies, then the Fixed Price is R200 and the Min Qty is 1000. 

    • If the first 1000 copies are free, then the Fixed Price is zero, and the Min Qty is 1000. 

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 has been running.

• The Meter Data can be added to a menu by selecting Type = Fixed and then selecting Meter Data.

• It can also be accessed from an asset by clicking View Meter Data on the Assets tab. However, this link filters the data to the specific asset. Click All next to the Asset filter to view all the records.

Buttons Explained

• View: Displays the meter readings as per the selected filters.

• Edit: Allows the data to be edited. The following fields can be edited: Date, Reading, Qty and Override. The Qty can be edited when Override = True.

• New: Creates a new unlinked record.

• Save: Saves any changes.

• Actions: 

  • Batch Update: Updates the following fields for all the selected records if Update (button) is clicked and confirmed:

    • Transaction Status: Updates the transaction status to the one selected from the dropdown list. A transaction must be selected next to Linked.

    • Date: Updates the date of the meter reading.

    • Override Qty: Checks or unchecks the permission to override the quantity.

  • Insert/Update linked Meter Data records:

    •  Requires a date and a transaction to be selected. 

    • Updates the meter data readings for the selected date if confirmed.

    • 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 View (button) and the above conditions are met.

  • Update Meter Reading: 

    • Updates the meter readings for the selected records.

    • This action can be executed on records that are linked to Transactions and have a 0 quantity. 

    • It updates the records from an unlinked or linked Meter Reading that meets the following criteria: 

      • The month and year must match.

      • The meter date must be earlier than the transaction date.

      • The reading must be linked to the same Serial No. and Unit (e.g. Colour, Mono) as on the Transaction (MATUNITID, MATCOSTID). 

      • When a transaction reading has been updated from an unlinked meter reading, the unlinked meter reading is deleted.

• Menu:

  • Reset Data Filter

  • Export Grid

  • Email Excel

  • Layout & Grids

Filters Explained

• Date: A selection of predefined date filters.

• Linked: A dropdown list to display:

  • All: Displays all the records. The date filter applies to the Meter Reading date.

  • All Transactions: Displays all the records linked to transactions. The date filter applies to the transaction date.

  • Unlinked: Displays unlinked records. The date filter applies to the Meter Reading date.

  • Service Manager (SM):  Displays all the records linked to the service manager. The date filter applies to the service ticket date.

  • Customer Invoices (CI) where customer invoices is an example of a transaction that is linked: Displays all the records linked to the specific transaction. The date filter applies to the transaction date.

• Customer: A dropdown list of customers to select all or a specific customer.

• Asset: A dropdown list of assets to select all or a specific asset.

• Department: A dropdown list of departments to select all or a specific department.

Fields Explained

• ID: The system-generated number for the entry.

• Status: The status of the entry.

• MatCostID: The system-generated number for the cost entry.

• MatunitID: The system-generated number for the unit entry.

• Linked: A code and number of any linked service ticket or transaction.

• Trans Date: The transaction or service ticket's date.

• Trans Category: The transaction's category.

• Department: The department selected for the entry.

• Category: The item's category.

• Subcategory: The item's subcategory.

• Description: The item's description.

• Serial No.: The asset's serial number.

• Reference: The item's reference.

• Remark: Any entered remark.

• Customer: The customer linked to the asset.

• Meter DOM: The meter reading date (e.g. 20 for 20th of each month).

• Billing DOM: The invoice date (e.g. 25 for the 25th of the month).

• Billing Method: The customer's billing method.

• Unit: The unit linked to the meter reading.

• Last Date: The last date on which the meter was read.

• Last Reading: The last reading for the meter.

• Average: The average reading.

• Date: The date of the current reading.

• Reading: The actual reading.

• Qty: The quantity (difference between last and current reading)

• Total: The cost of the reading.

• Override Qty: Checkbox. If checked the quantity can be edited.

• Menu (...): A context menu that can also be accessed by right clicking an entry with the following actions:

• • View/Edit Meter Data: Opens a list of recent readings that are unlinked and can be assigned to a transaction.

• • Open Transaction / Ticket: Opens the linked ticket or transaction.

• • Open Asset in Items: Opens the item record.

• • Open Asset Summary: Displays an item summary for the asset.

• • Delete Meter Data: Deletes the meter readings.

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

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

2. Open the Meter Data module and set these filters:

   1. Date = This month.

   2. Linked = Select the transaction used for invoices.

3. Click Actions (button) > Add/Update Meter Data.  All the meter readings for the month are displayed.

4. Enter the readings.

5. When the readings are complete, click Actions (button) > Batch Update and update the Status of the Invoices that are ready to be sent.