Building Energy Codes

Building Energy Codes are used by the Energy Tracking Module, which is licensed separately. They allow you to monitor your energy consumption by dollar and unit of measurement by these codes, for individual units or for the building in general. The codes are linked to G/L account numbers and every time these account numbers are used in Supplier Invoices or Handwritten Checks, the system will default to the Building Energy Code connected to that G/L account and prompt you for an optional unit number.

Add Building Energy Codes

Find Energy Code

Click on the dropdown box to search for an existing building Energy code.

Add New Energy Code

Click on the Add New Record button to add a new Energy Code.

Description

The description can be up to 50 characters.

Unit of Measure

Relevant term for this particular energy code, i.e. kilowatt hours (kwh) for electricity, cubic feet or gas, etc.

BTU per Unit

British Thermal Units per Unit of Measure. Obtain this information from your utility company. The purpose of this information is to allow you to compare energy consumption for buildings using different forms of heating. Conversion of gas and electrically heated buildings to the same standard of measurement (BTU’s) will allow you to compare the consumption of these different buildings.

Other per Unit

Same philosophy, but using a standard other than BTU’s.

G/L Base Number

Enter the G/L Account number to which this expense will be charged. This account number is the key to the whole operation of the Energy Module.

Click on the Save button. When all codes have been entered and saved, click on the Exit button.

Invoice Entry or Handwritten Checks

When you code an invoice to one of the G/L Base Numbers, e.g. 4400 in the above example, the system will then prompt you to enter the Energy information.

Select the Energy Code from the list.

Enter the number of units of energy recorded on the utility company’s invoice.

The selection of the unit number is optional. If the unit number is not entered, the system assumes that this energy cost relates to the building in general and not to a specific unit number.

Click on OK when finished and complete the invoice or handwritten check as usual.

Important: These entries must be posted to the General Ledger before they will appear on any energy reports or inquiry screens.

Reports

Find – Building – Energy screen

Building – Task – Inquiries – Building Energy Inquiry

Building – Reports – Energy Reports – Energy Consumption and Cost

Building – Reports – Energy Reports – Energy Cost Detail Listing

These reports or on-screen inquiries are self-explanatory with perhaps one exception, and that is the option to report on Units over Base, on the Energy Consumption and Cost report.

Base units is the value you enter that acts like a budget amount, i.e. you expect the building to use "X" units of energy in January. The system will report the number of units over the "base unit" value. If you want to use this option, you should enter the base unit value as a monthly amount on the Building’s Energy screen.