Enercopower demo guide

A step-by-step run sheet for the live demo on the staging systems. Plain English; tick each step as you go.

Before you start

0 of 0 steps done

Part 1. The customer portal

Tab: self-care portal. Use the customer demo login.

ClickOpen the portal. Choose Sign in (the page at /sign-in). Sign in with the customer demo login: e-mail, password, then the Sign in button.
They seeThe home page, titled Your heating account: what is owed, the latest invoice and the messages for the customer. The main menu reads Home, Invoices, Movements, Consumption, Notifications.
"This is what one of our customers sees when they sign in."
If emptyA customer with nothing owed shows nothing to pay. That is fine; say it is a customer who is up to date.
ClickOn the home page, choose See the breakdown.
They seeThe Balance page: what is open on the heating account and the Open items that make it up.
"The balance is read live from the accounting system, Expert, so the customer sees the same figure our accountants see."
If empty"No open documents" is a correct answer for a customer who owes nothing.
ClickMain menu: Movements. (Also reachable from the home page: All movements.)
They seeThe Movements page: every movement on the heating account as Expert holds it, invoices, payments and the rest. Columns include Date, Document, Type, Charged, Credit and Balance after. The balance after each row is what makes it a statement.
"This is the customer's kartela, exactly as Expert holds it, with the balance after every movement."
If emptyThe page may say "No movements". Pick another customer login if you have one. Use Show older movements to page back.
ClickMain menu: Invoices. Then Open the invoice on one row.
They seeThe Invoices list (every invoice and credit note issued), then the invoice page: the bill in the order the paper copy prints it, with Totals.
"Every invoice and credit note, with its status, and the full bill behind it."
If emptyA customer not yet billed shows "No invoices". Go back and use another login.
ClickMain menu: Movements again; the payments are among its rows. In this portal, the payment history is this page.
They seePayments listed among the movements, each with its reference and date, and the balance after it.
"Payments made at the counter, at a bank or the post office appear here once Expert records them."
NoteDo not click anything that says Pay. Card payment is off on staging and is not part of the demo.
ClickMain menu: Notifications (the bell). Try the filter All / Unread and Mark all as read.
They seeThe page titled Notices: a new invoice, a payment reminder, a payment recorded, announcements. Each notice says what it is about.
"Everything we send the customer is kept in one place, even if the e-mail was never read."
If empty"Notices appear here" means nothing has been sent to this login. Try another customer login.
ClickOn Notifications, choose E-mail settings.
They seeThe page E-mails about this consumer, with Payment reminders, "sent while an invoice is open, following the rules Termokos sets". The customer can switch these e-mails off; the notice still stays in the notification centre. Reminder notices in the centre are labelled "A payment reminder".
"Reminders follow rules we set, and the customer controls only the e-mail, never the notice."
About reminder e-mails. On staging they go to a test mailbox and never reach real customers. You can show them only if you have the mailbox link. If you do not, show the reminder notice in the centre instead.

Part 2. The staff back office

Tab: self-care portal, in a separate window. Sign out of the customer login first, then use the finance demo login. The back office shows only the parts your role may open, so a menu entry may be missing.

ClickGo to Sign in and use the finance demo login. If a Second step page appears, enter the code from the authenticator and press Continue.
They seeThe back office Overview. The menu reads Overview, Consumers, Money, Communication, System. A search box reads "Find a consumer, a login or a payment".
"Same portal, different role: our finance and operations people get their own back office."
ClickMenu: Money, then in the row below choose Payments that stopped. Open one case from the list (the row's reference).
They seeThe list titled Payments that stopped: the cases finance works, oldest first, with Reference, Consumer, Amount, Kind, Opened and Action. A case opens beside the list as "Case ...", with Reason, What has been done and what the consumer sees.
"Anything that needs a person lands here with a reason and a history, so nothing is lost."
If emptyThe list may say "Nothing is waiting." That is a good result: say that every payment has reached the billing system. Use the State filter and choose All or Closed to find a past case to open. Do not press any action button on a real-data copy.
ClickMenu: Money, then Reconciliation. Open one day from the list.
They seeThe page Daily reconciliation. Each day compares four sources: the bank's transaction lists, the portal, the billing system and the bank's payouts. A day is Clean or Not clean; gaps are named.
"Every day the portal checks that money taken, recorded and banked all agree, and names any gap."
If empty"There is no report yet" means no day has run. If the section is missing from the row, this build does not offer it: skip the step. Do not press Run the day during the demo.
ClickMenu: System, then Readiness (address /staff/readiness).
They seeThe readiness report: "Whether any money is left unaccounted for." A verdict, "The stage runs clean." or "The stage does not run clean.", then The counts (cases open, mismatches open, payments unresolved, balance differences) and Open cases.
"One page that says whether we are ready to go live: is any money unaccounted for?"
If emptyIf Readiness is not in the System row, this role or build does not offer it; skip the step. If the verdict is "does not run clean", read the reasons aloud; they are the to-do list, not a fault.
ClickMenu: Money, then Payments.
They seeThe Payments page: "Every card payment, with its four facts kept apart: the gateway, the payout to the bank, the billing system and accounting." Open one to see Payment and Where the money is.
"For any payment we can show where the money is, step by step."
If emptyCard payment is off on staging, so the list is probably empty: "No payment has been made through the portal yet." Say so, and do not try to make one. Skip opening a payment.

Part 3. ERPNext

Tab: ERPNext staging. Sign in with the ERPNext login you normally use. In ERPNext you can reach any screen by the search bar at the top (type its name) or by its address, shown below.

ClickSearch bar: Billing Run, or go to /app/billing-run. Open one run.
They seeA run with a Status of Draft, Checked, Submitted or Released, the number of Invoices, the Total when checked and a History of who did each step. Run buttons appear to people with the release role: Collect invoices (Draft), Mark checked (Draft), Mark submitted (Checked), Release to customers (Submitted), and Back to draft.
"Today a billing run collects the invoices, a person checks them, marks them submitted and then releases them to customers in one step."
CarefulDo not press Release to customers. It makes invoices visible to customers, and a released invoice can only be corrected with a credit note. Show a run that is already Released, or only describe the buttons. If you want to show where the portal link is configured, search Selfcare Settings (/app/selfcare-settings), but stay on the Payments and Invoices sections and do not scroll to the events section.
ClickSearch bar: Expert Invoice Batch, or go to /app/expert-invoice-batch. Press Add Expert Invoice Batch (the New button). Fill Billing period from and Billing period to. Save.
They seeA new batch named EIB-YYYY-00001 style, with Status Draft and every count at zero. The batch takes the submitted invoices whose from-date falls inside the period.
"A batch is simply a billing period: the invoices we want to send to Expert in one go."
TipChoose a period that has invoices, ideally a recent month, so the next step has something to sort. The period can be changed only while the batch is a Draft. A Draft or Checked batch that sent nothing can be deleted if you want to start again.
ClickOn the batch, press Check. A blue note says "The check is queued." Wait a few seconds, then reload the form.
They seeStatus becomes Checked. The Invoices section fills: how many would go, and how many are held back, each with a reason. A second section, Invoices of the period left out, shows what the batch deliberately did not take.
"Check sorts the invoices into those that would go and those held back, and says why, before anything leaves the building."
Held back
Held back
The total of invoices this batch will not send.
Held: customer not in Expert
Expert does not know the customer, so the invoice could be dropped silently.
Held: item without an Expert code
An invoice line uses an item that has no enabled Expert code on our side.
Held: changed since the check
Cancelled, a return, or no longer final just before it was sent.
Held: refused by Expert
Named in a refusal from Expert that saved nothing; this batch will not send it again.
Held: another reason
A reason this version does not recognise.
Left out
Drafts / Cancelled / Returns (credit notes) / Debit notes
Not sent by a batch. Debit notes correct another invoice, and Expert would bill them as a new bill.
Not final
Submitted invoices that an installed app does not declare final.
In another batch / Amendments of an invoice in another batch
Already taken by an earlier batch, or an amendment waiting for a person.
TipIf the counts stay at zero and Status is still Draft, reload once. If a Check error shows, the check could not read Expert; say so, and nothing was changed.
ClickPress Send to Expert. A question appears: "Send the invoices of this batch that are not sent yet to Expert? An invoice whose state is unknown is never sent again." Confirm. A note says "The send is queued." Reload the form after a few seconds.
They seeThe expected result today: Status turns Stopped and the form shows an orange note, "The batch stopped at request 1: refused." Stop reason reads refused. The invoices the refusal names move to Held: refused by Expert. The Requests table shows the request that was refused.
Say this plainly. Expert answers "No invoices were saved". Expert refuses the whole request because the nine item codes our invoices use do not exist in Expert yet. Nothing was saved in Expert, and nothing was lost here. This is the one open question, with Expert's vendor. Once the items exist in Expert, the very same Send to Expert is accepted.
"Our side is ready and has been checked. Expert correctly refuses because its item list does not hold our nine item codes yet. When the vendor adds them, the same Send goes through."
TipThe form shows the reason as the short word refused, not Expert's sentence. Expert's own wording is kept in the exchange log. If the form instead refuses with "Writes to Expert are switched off" or "The Expert client is off on this site", stop and say the send is switched off on that system; do not retry.
ClickPress Read back. A note says "The read-back is queued." Reload.
They seeThe Read-back section: Last read-back at, Ledger rows read, Expert documents found, and Debit differs. With nothing in Expert yet, the found counts stay at zero.
"Read back asks Expert's ledger what it really holds, so we never rely only on the answer to the send."
If missingThe button shows only once the batch has sent or read something. If it is not there, say that it appears after a send that left the building, and move on.

Use this when someone asks about a number on the batch.

LabelMeaning
InvoicesThe invoices of the batch, held ones included.
Not sentChosen to go, not yet sent. This is where all go after Check.
Not sent and cancelledOf those not sent, how many were cancelled in ERPNext. They are held back, never sent.
Named in Expert's ledgerNot sent, because a row of Expert's ledger already names them. A person clears them first.
UnknownSent, but Expert gave no answer it documents. Whether Expert holds them is known only after a read-back. Never sent again.
SentSent and answered as documented, not yet found by a read-back.
Found onceA read-back found exactly one Expert document for the invoice. The good end state.
Found more than onceFound as more than one Expert document (split by billing address, or recorded twice). A person checks.
Held back and its reasonsSee step 3.3.
Lines and Lines of quantity 0Lines of the invoices not held back, and of those the lines with quantity 0, which are sent as ERPNext holds them and not billed by Expert.
Batch statusMeaning
DraftBuilt, not checked.
CheckedIts invoices are chosen and their codes checked.
SendingIts job is sending now. Reload to follow it.
SentEvery request was sent and answered as documented.
StoppedA request failed or was not answered as documented; the requests after it were not sent. Send can go on from there.

Part 4. Coming next

No clicking here. Say it from the page.

"The Expert send is the first step. These four are what we build on it once the items exist in Expert and the card gateway is certified."

The one-line close

Customers can already see their balance, statement, invoices, notices and reminders; finance can see cases, reconciliation and readiness; and invoices reach Expert as soon as Expert's item list holds our nine codes.