Billing
The Billing page is where billing batches are created to be exported into vouchers for upload into your company’s accounting system.
It can be accessed by clicking ‘Billing’ under the Roads & Thirds module dropdown.
Searching for Billing Batches
Any billing run that has been created will appear on the billing page. The search bar at the top can be used to search for a specific billing batch. Or each column can be sorted to help find your target billing batch.
Creating a Billing Batch
To create a billing batch, click ‘Create Billing Batch’. Select one, or multiple billing batch types, and fill out/edit the other required information. Then click 'create billing batch' on the bottom right of the screen.
Invoice Date - The date that will appear on the invoice.
Description - The name of the billing batch that will appear on the Billing Batch Page.
First Production Month - The first month that is being charged for in the billing batch.
Last Production Month - The first month that is being charged for in the billing batch.
Regulatory Production Data:
Stack pulls production data from the regulator to automatically apply the appropriate rates for wells and to determine the IC date and maintenance date for wells that have spudded. This page will display the latest month the provinces’ production data has been pulled for. You can not bill for a month until the production data is available for that month. Production data is usually 3 - 4 weeks delayed. (Septembers production data would be available in the third or forth week of October).
Well Validations
Stack will flag any wells that exist on addendums but may be missing data to match them to the regulator (i.e. missing a license, or the UWI is not valid), and will provide suggestions.. Clicking ‘Review Suggestions’ will allow you to view and apply/ignore these suggestions. Please Note: There may be cases where an addendum is missing well information, and Stack is unable to provide any suggestions. Those wells must be updated manually on the addendum. For a full well report, please see the 'well report' on the Administration Page.
Reviewing a Billing Batch
To review a billing batch, you can click on the Billing Batch’s description hyperlink to view the contents.
Once in a Billing Batch, the total amount that will be billed is shown in the upper right-hand corner. This total includes GST
On the top of the screen you will see the rate types in this billing batch, as well as a list of Grantee Names, the BA code for that Grantee, the related invoice number and invoice total. To find a specific Grantee, search for their name or search using the master agreement number. You can also use the columns to filter and re-order.
To see individual addendums for a specific Grantee, click on the blue hyperlink in the invoice number column.
This will give you a detailed view of all the addendums that are being charged under that Grantee. You can also search and filter by any of the columns on this page.
Billing Month - The month this addendum is being charged for.
Addendum Name - The addendum number.
Well Name - The well UWI or asset name.
Road Name - The name of the road.
Rate Code - The rate code being applied from your master rate table
Flat/Unit Rate - The rate being applied.
Segment Length - The length of the road.
Amount - The total amount being charged for this well and road on the addendum for this billing month. Please Note: Each line is the total of one road and one asset for the addendum. If an addendum has multiple roads or assets being billed, they will appear on separate lines.
Exporting Billing Batches to Excel for Review
The data on the Billing Batch Grantee page can be exported into excel for review. This can be done by clicking ‘Export’ in the upper right-hand corner. NOTE: this will export only the line items displayed on screen, so if you have filtered the results by any criteria, it will only export the results of the search. Click the ‘x’ beside the Search button to clear your search if you wish to export all lines in a billing batch.
When you click ‘Export’, it will queue a Job. Once the job is complete, a green dot will appear on your ‘Job Manager’. Click Job Manager, then click the hyperlink for your target file to download.
If there is a Warning Label for your export:
Click the ‘Warning’ link to learn more about the warning. In this example, the Warning indicates that a BA code is missing for a Master Agreement. These warnings typically notify you if important data is missing such as cost centres or BA codes
Exporting the Billing Detail Report to Excel for Review
You can also export the billing detail report, which will give you an overview of every addendum for every grantee in the billing batch. This is located in the hamburger menu to the left of your billing batch on the main billing screen. This export will be found in your job manager (mentioned directly above).
Vouchers and Other Billing Batch Menu Options:
Queue Voucher: this will queue a job to create a voucher file for your company’s accounting system. This file can then be downloaded and loaded into your accounting system.
Queue EnergyLink Extract: this will queue a job to create an excel file to be loaded into EnergyLink.
Update Cost Centres: this can only be applied to non-finalized billing batches. This will refresh any cost centre changes that have been made in the system since the billing batch was created. E.g. if a surface file’s cost centre got added/updated in the land system since the billing batch was created.
Finalize: this will ‘lock’ the billing batch and prevent any updates. This should be done once the voucher is processed in the accounting system and invoices have been sent. This will set the ‘Last Billed’ dates on the addendums preventing any double charging on already billed months. Finalized billing batches have a black Lock icon beside their name.
Delete: this can only be applied to non-finalized billing batches. This will delete the billing batch from the grid. Deleted billing batches can still be viewed and restored if needed.
Restoring Deleted Billing Batches
To view deleted batches click ‘Show Deleted’ and Search. Deleted batches will have a red trash can icon beside their name. To restore a deleted batch, click the hamburger menu and then ‘restore’.
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