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Recording a Meter Reading

E-automate records meter readings and meter reading dates to track usage for each meter on metered equipment. You use this information to bill customers for copies made.

If you are entering a meter reading for overage contract billing, e-automate displays on the New Meter Reading window the overage billing cycle dates for the current contract on which the equipment is located. If the equipment is on more than one contract for overage, e-automate displays the overage billing cycle for the last contract created.

If you need to enter a meter reading for billing a contract on a specific day, you can use the Override billing date field to specify the date you want e-automate to use for billing the contract. If you need to enter a future-dated meter reading, you must identify the meter reading as an estimate. While you can override the billing date for meters, e-automate does not allow you to enter an override date that is more than 27 days before or 27 after the actual meter read date. Additionally, your system administrator can further limit the number of days before or after a meter reading's actual read date that the system will allow you to enter in the Override billing date field on the meter entry screen.

Getting to the TransactionGetting to the Transaction

On the e-automate toolbar, click [Equipment] to open the Equipment window.

Select the equipment for which you want to enter a meter reading from the list.

Click [Meters] to open the New Meter Reading window.

Basic InformationBasic Information

In the Equipment field, use the drop-down menu to select the equipment for which you are entering a meter reading or make no change to use the equipment displayed.

In the Date field, enter the date or use the drop-down calendar to identify the date the meter was read.

Note: If you future date this meter read, the system will identify the read you enter as an estimated meter read. For more information on entering estimated reads, see Additional Info - Estimating Meters.

In the Meter source field, use the drop-down menu to select the method through which you received the meter reading (e.g., fax, phone, estimated, other).

To use the billing date displayed to the right of the Override billing date: field, make no change; to override the billing date, check the Override billing date checkbox and enter the billing date you want the contract billing process to use for this meter.

Note: You cannot vary this date more than 27 days from the Date field. Your administrator may limit further the number of days you are allowed to vary this date.

In the Meter type field, select the type of meter reading (e.g., black and white, color, scan, total count).

In the Meter display field, enter the number displayed on the equipment's meter (i.e., the meter reading).

Click [Update] to record this reading for this meter.

Note: If you enter a meter reading that the system detects as too high based on the specified meter validation buffer and available historical information, e-automate will display a message asking if you want to use the meter reading. If the reading is correct, click [Yes] to accept the information; if the reading is not correct, click [No] to edit the value in the Meter display field. If you enter a meter reading that is below the previous meter reading (which would cause a meter roll), the system displays a message listing the prior meter reading and meter reading date. Click [OK] to acknowledge the message. If the meter reading is valid, see Step 8 below and check the This is a rollover reading check box; if the meter reading is not valid, edit the value in the Meter display field.

To record more information about the meter reading, do the following:

Click [Edit] to open the Edit Meter Reading window.

Complete the following fields as appropriate:

Display: Meter reading from the piece of equipment.

Actual: This amount should be the same as the current meter display amount, unless the meter on a piece of equipment has been reset or has rolled over.

Credits: Credits applied to this meter reading.

This is a valid reading: When checked, the reading is a valid reading.

Use this reading for billing purposes: When checked, this reading will be used for contract billing.

This reading is an estimate: When checked, this reading is an estimate. If you set the Meter source field to Estimated, the system checks this box automatically.

This is a rollover reading: When checked, the reading is a rollover reading.

Reset display after this reading to this: When checked, the meter has been reset or will be reset to a specific reading. This feature is used when you replace a board on a machine with either a new or used board. If the board is new, reset to zero; if the board is used, reset to the current board meter.

Note: Optional notes.

Click [OK] to return to the New Meter Reading window.

If you selected Estimated as your Meter Source the [Estimate] button becomes available. For information about meter estimates, see Additional Info - Estimating Meters.

To review meter history for the selected equipment, click [Show History]. To hide meter history, click [Hide History].

Completing the TransactionCompleting the Transaction

Click [OK] to save the meter reading information.

Additional InformationAdditional Information

For additional information, see the following topics:

Additional Info - Average Monthly Usage Calculations for 3, 6, and 12 Month Usage Periods
Additional Info - Estimating Meters
Additional Info - Meter Volume Checks