Bill Capture problem files

Problem Files

When EnergyCAP detects an issue with an uploaded file in Bill Capture, the file appears in the Problem Files area. These files require action before they can be processed.

Problem files help you quickly identify and resolve issues that prevent bills from importing.

Where to find problem files

You can identify problem files in two ways:

• Uploads tab – A message or indicator shows when at least one file in the upload list has a problem.
• Problem Files tab – A dedicated tab that lists files that need attention.

The Problem Files tab appears next to the Uploads tab in the Bill Capture section of the Bills module and includes a badge that indicates when problems are present.

Common reasons a file becomes a problem file

A file may appear in the Problem Files list for several reasons, including:

• Password protected – The system cannot read files that require a password.
• Corrupt file – The file is damaged and cannot be processed.
• Duplicate file – The file appears to be a duplicate of a previously uploaded bill. (coming soon)
• Unsupported file type – The file format is not supported.
• Processing failure – The upload did not complete successfully (for example, due to a lost internet connection).

If possible, the system displays the file preview so you can review the issue.

Review problem files

The Problem Files tab shows a list of files that require action. The list includes:

• The file name
• The problem detected
• Available actions

You can filter the list to focus on specific problems.

Within the Problem Files area, files are organized into two sections: Actions Needed, where you can quickly address outstanding issues, and Action Taken History, which tracks previously resolved items.

Actions you can take

Depending on the problem detected, you may see one or more of the following actions.

• Upload replacement file

• Replace the file with a corrected version.
• Use this option when the file is corrupt, incomplete, or otherwise unusable.
• The replacement file is processed as a new batch upload, not added to the orginal batch.

• Process anyway

• Process the file despite the detected issue.
• This option may be available for some problems, such as duplicates.

• Ignore this file

• Remove the file from the processing queue without replacing it.
• Use this option if the file is not needed.

Bulk actions

You can also resolve multiple problem files at once.

Available bulk actions depend on the problem detected. For example:

• Process anyway may be available for duplicate files.
• Some actions may not appear for certain problems, such as corrupt files.

Filter the list to select files with the same problem when performing bulk actions.

What happens after you take action

After you resolve a problem file:

• The file is removed from the Problem Files list.
• The upload status updates in the Uploads area.
• If the file is replaced or processed, it appears as a new upload batch.

EnergyCAP records the action history, including:

• When the issue was resolved
• Who resolved it
• What action was take
• Name of the replacement file

This history helps track how problem files were handled.

Key points to remember

• Problem files do not block the rest of the batch. Other files in the same upload continue to process normally.
• Upload replacement files as direct PDFs not as zip files.
• Replacement files are processed as a new batch, not the original.
• File previews are not available for corrupt or password-protected files.
• You can filter the list to find files with the same problem type and resolve them.

Best practices

• Review problem files regularly to prevent delays in bill processing.
• Replace corrupt or password-protected files with accessible versions.
• Confirm duplicates before choosing Process anyway.
• Use filters and bulk actions to resolve multiple files efficiently.