Capturing data records manually

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You can add data records to your accounts for your data types by manually entering the data.

Before you begin

Locate and check the account that you want to capture data for:

  1. Find the account that you want to capture data for through either the Accounts grid or the organization hierarchy:
    • Click Manage, and navigate to the Accounts grid through either Accounts, Locations, or Groups.
    • Open the organization hierarchy and browse to the location that the account belongs to.
  2. In the Account Summary page, verify that you selected the correct account:
    • Verify that the account details on your invoice or bill match the account details in the preview panel.
    • To verify that the new records are consistent with the data that was captured previously, review history data in the Account summary chart or review records in the Records grid.

About this task

To add data records to an account, you first locate the account in IBM® Envizi ESG Suite. Verify that the records that you plan to add are consistent and within reasonable variation of the existing records. You can check record history on the Account Summary page.

For information about supported attachment formats, see Supported attachment formats.

Note:
  • You cannot capture data records for an account that does not exist in Envizi ESG Suite.
  • When you add data, if a record already exists for the period, either delete the existing record before you add a new one, or update the existing record.
  • For some account styles, an administrator can configure rules to specify that certain fields and attachments in the data capture form are mandatory. Therefore, if you do not enter data for all mandatory fields, an error message is displayed. If you do not attach a mandatory attachment, a warning is displayed that you can bypass by entering a reason that is stored as a note.

Procedure

Preview You can upload a PDF, CSV, image or text file, and let AI extract the data straight into the Capture data form. For more information, see Preview Extracting utility bill data with AI.

  1. From the Account Summary page, click Actions > Capture Data.
    The form is specific to each account style but has some common elements.
  2. Enter the utility invoice data manually into the form.
    1. Review the account name, and add the start and end period for the account record.
      By default, the time period is the next logical time period.
    2. Optional: Add a reference, for example, the invoice number.
    3. Optional: Upload the bill or invoice as an attachment.
      You can drag and drop files from your desktop environment, attach multiple files, and preview attachments while you enter data.
    4. Add the data for the time period, for example, cost and consumption data.
    5. Click Save.
      If you enter data that triggers one or more variance or threshold rules that are configured on the account, corresponding alerts are displayed in the form.
  3. If the form is still displayed with alerts, review the alerts and entered data, and then click Save again to submit the data.
    In the Records grid, an Alerts column indicates the number of alerts that are associated with each record. You can view the details for any alerts in the record's preview panel.

What to do next

You might have a set of invoices for a specific location, supplier, data type, or account style. You can filter the Accounts grid to show accounts for the location, supplier, data type, or account style, and add data sequentially for each account without leaving the Accounts grid.

  1. From the main menu, click Manage > Accounts to open the Accounts grid.
  2. Filter the grid for a particular location, supplier, data type, or account style.
  3. Sort the filtered list by account number.
  4. In the Preview panel of the accounts grid, expand Recent Records. Up to six records are displayed.
  5. Compare the new record to the historical values for the same account.
  6. Click ADD to add your record.
  7. Move sequentially through each account to capture data.