Capturing data records manually

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

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.

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.

1. Find the account that you want to capture data for.
   • From the Accounts grid.
   1. To open the Accounts grid, you can do one of these:
      • From the main menu, click Manage > Accounts.
      • From the main menu, click Manage > Locations, select a location, and click Accounts from the pop-up menu.
      • From the main menu, click Manage > Groups, select a group, and click Accounts from the pop-up menu.
   2. Locate your account in the Accounts grid.
   • From the organization hierarchy:
   1. On the home page, click to open the organization hierarchy.
   2. Browse through the levels of the hierarchy to find the location that the account belongs to and then browse to find the account.
   3. Click on the account to open the Account Summary page.
2. Verify that you selected the correct account.
   • Verify that the account details on your invoice or bill match the account details on the Account Summary page.
   1. Click .
   2. In the Account Details section of the preview panel, click the Expand icon to expand Account Details.
   3. Review the details, for example, location and supplier.
   • Verify that the new records are consistent with the data that was captured previously.
   1. In the Account Summary chart, view up to 12 months of history data and records for the time period.
   2. On the Account Summary page, click Review > Records to review previous records in the Records grid.
3. Capture data records. On the Account Summary page, click Actions > Capture Data. The form is specific to each account style but has some common elements.
   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.
   4. Add the data for the time period, for example, cost and consumption data.
   5. Click Save.

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.