Import meter reads

Import Meter Reads is located in the processes section of the dashboard screen and contains all deemed or basic meter reads that need to be reviewed and processed.  

If a meter has a meter import exception that has not been approved, it will not be loaded against the meter.

Note: Meter reads of the same value and date as one already against a meter, will be automatically deleted upon upload.

Meter reads are grouped by import error description and both the account number and site identifier are hyperlinked.

For each meter import exception, there are three options:

1. Process the exception
   This will process the meter read and perform a set of validation checks.  The meter read will be removed from the screen of accepted or remain with an error message. 
2. Process (FORCE) the exception
   This will process the meter read without performing further validation checks. The meter read will be removed from the screen of accepted or remain with an error message.  It should be used when the user accepts the read as correct.
3. Delete the imported meter read
   This will delete the meter read as it does not need to be imported or is incorrect.

Validation checks/exceptions

This read is already in the system

If a meter read appears with a This read is already in the system exception, it is telling you that the same meter reading on the same day already exists.  This exception is most likely to occur where a meter read file is mistakenly imported twice.  To resolve this exception, Delete the meter read.

If you would like to verify the read does exist:

1. Click on the account number hyperlink to go to the customer.
2. Click on the Services screen and go to the Basic Reads tab.
3. If a meter read cannot be viewed against one account, check other accounts related to the meter code.

You cannot enter a read for a future date

If a meter read appears with a You cannot enter a read for a future date exception, it is telling you that the read date is in the future.  This exception is most likely to occur if the read date has been incorrectly entered, or formatted incorrectly (mm/dd/yyyy instead of dd/mm/yyyy).

1. If the meter read was entered in error, Delete the meter read. Refer back to the meter read file, correct in the file and reload.
2. If it is a move in/move out meter read for a future date, Force the meter read.

Cannot Identify the meter for this read

If a meter read appears with a Cannot Identify the meter for this read exception, it is telling you that the site identifier/meter code combination does not exist in Utilmate.  This exception is most likely to occur where a meter has been installed without being told, or a meter code has been incorrectly entered. 

To resolve this exception, the underlying data issue needs to be resolved.

1. If the meter is missing in Utilmate:
   • Click on the account number hyperlink to go to the customer.
   • Click on the Services screen and go to the Site tab.
2. Click on Add Meter and enter:
   • Meter Serial
   • Meter Code
   • Meter Type (ALLDAY/ PEAK/OFFPEAK)
   • Meter Register
   • Multiplier
   • Status
3. Return to the Import Meter Reads screen and Process the meter read.

This read has too many meters that match - cannot choose

If a meter read appears with a This read has too many meters that match - cannot choose exception, it is telling you that the site identifier/meter code combination exists more than once in Utilmate.  This exception is most likely to occur where a meter has been moved without being told or a meter code has been incorrectly entered.  To resolve this exception, the underlying data issue needs to be resolved.

1. Determine the correct site for the meter.
2. Make a note of the other site identifier. Go to the Search screen and enter the site identifier into the Site Identifier/Meter Code field.
3. Click on the Services screen and go to the Meters tab.
4. Click on Delete. If the meter has invoiced reads go to Instant Invoice and Reverse the Invoices.
5. Return to the Import Meter Reads screen and Process the meter read.

If a meter read appears with a Cannot identify an open site for this read exception it is telling you that the meter does not have an open account associated with it for the read date.  This exception is most likely to occur where a move out has occurred and the property is currently vacant. 

1. To accept the read and load the read Force the meter read.
   • If zero or minimal consumption has been recorded since the last read, the read will be loaded as a POSTCLOSE read (which will not be invoiced).
   • If some consumption has been recorded an Occupier account will automatically be created and the read loaded against that account.

If a meter read appears with Meter read is exceptionally High or Meter read is exceptionally Low it is telling you that that the meter read is a lot higher or lower than expected for the meter.  This exception is only an initial check (billing exceptions also perform this check) and can be a valid meter read. 

1. To resolve this exception, Process the meter read.
2. If you would like to verify the accuracy of the meter read:
   • Click on the account number hyperlink to go to the customer.
   • Click on the Services screen and go to the Basic Reads tab.
   • If a meter read cannot be viewed against one account, check other accounts related to the meter code.

Actual Read exists after Current Read

If a meter read appears with an Actual Read exists after Current Read exception it is telling you that the meter already has a read for a date later than the one being received.  This exception is most likely to occur where a future move in/move out has to be loaded and then a cyclic actual read is received.

1. To accept the read and load the read Force the meter read.
2. To update the estimated move in/move out reading (as we now have more information):
   
   • Click on the account number hyperlink to go to the customer
   • Click on the Services screen and go to the Basic Reads tab.
3. Select the OPENING/CLOSING read and click on Edit. Check the Estimated Read checkbox for the meter read to be re-estimated. This may need to be done on both the Closed account and open account for the site.
4. Return to the Import Meter Reads screen and Force the meter read if they do not appear against the meter.

Closing Read already exists on site/Opening read already exists for this site/there is already a read for this meter this day (different)

If a meter read appears with Closing Read already exists on site, Opening read already exists for this site or there is already a read for this meter this day (different) it is telling you that the meter already has an opening or closing read or an existing read for this day and another is being processed.

1. To accept the read new read as accurate:
   • Click on the account number hyperlink to go to the customer
   • Click on the Services screen and go to the Basic Reads tab.
   • Delete the existing read.
   • Return Import Meter Reads screen and Process the new meter read.
2. To accept the existing read as accurate, Delete the newly imported meter read.

Suspect this meter has rolled over - check add factor details 

If a meter read appears with a Suspect this meter has rolled over - check add factor details exception it is telling you that Utilmate believes the meter has rolled over. 

1. To accept and load the read Force the meter read. The Add factor will automatically be updated on the meter.
2. To verify that the meter has in fact rolled over:
   • Click on the account number hyperlink to go to the customer.
   • Click on the Services screen and go to the Basic Reads tab.
   • Check read history.