For many multi-location businesses the validation and processing of energy invoices represents not only a significant investment of time and resources but also a substantial opportunity. The opportunity is the creation of a comprehensive energy database with which to benchmark different locations, track the impact of capital expenditure projects and monitor carbon emissions. Far too often this opportunity is squandered because the validation and processing of energy invoices is limited to payment (along with all other vendor invoices) through accounts payable systems.

For businesses that wish to take full advantage of this opportunity NUS Consulting offers a service to outsource the validation and processing of energy invoices. As part of our service we provide access to our state of the art on-line energy data management system (NUSdirect®) including its suite of analysis tools – i.e., site rankings, budgeting, energy efficiency, carbon monitoring, etc. Our energy invoice validation and processing procedures are briefly outlined below.

Invoice Redirection

Upon engagement, our first task is to contact each energy supplier and have energy invoices redirected to our offices. During the transition period, where suppliers are updating their records, our staff stays in close contact to secure invoices that have not been redirected in a prompt manner for processing.

Invoice Processing

Once an invoice has been received at our offices it is immediately processed. The processing of an invoice occurs in two stages: First, the vital energy billing data (invoice dates, consumption, demand, rates, and other charges) are keyed into our data systems; and second, the invoice is scanned and an image is appended to the corresponding line of posted data.

Invoice Validation

Each invoice received at our offices is validated to ensure accuracy. Our validation process occurs at two levels. The first occurs a t the data entry level. Specifically, our trained data input personnel review each of invoices for administrative errors as they are keying your data into our computer systems. The second is undertaken by our proprietary computer systems. Our systems have been designed with specialized algorithms to check the accuracy and validate your invoices. Any invoice identified as invalid (outside an established tolerance level) is recorded and forwarded to our analytical staff for further investigation.

Invoice Query & Tracking

Any invoice identified as invalid is reviewed by our analytical staff and queried with the appropriate supplier. Our staff will liaise directly with suppliers and take all steps necessary to resolve issues as expeditiously as possible. Where a query cannot be resolved within payment processing timescales NUS Consulting will either contact the supplier to hold/contest the invoice or forward the invoice for payment and reconcile in the future. All invoice queries are recorded and tracked until resolution. Our reports will provide you an audit trail of all queries being managed as well as identify all action being (or to be) taken and associated timelines.

Payment Approval

All validated invoices are recorded by NUS Consulting and submitted electronically for payment. We will provide detailed payment files on a weekly, bi-weekly or monthly basis (as directed) identifying all invoices cleared for payment. Our payment files can be customized (within certain limitations) so that it may be uploaded directly into most accounting systems – SAP, PeopleSoft, JD Edwards, Oracle, etc.