Configure Enrollment (814) transaction

The nGenue system follows a structured workflow, generating outbound EDI files for utility submission and processing inbound responses to update enrollment status. This guide outlines the step-by-step procedures for configuring both manual and auto-enrollment transactions, along with the outbound and inbound EDI processes.

Configuration steps

Submit a manual enrollment transaction request

To submit an enrollment request manually follow the steps below:

1. Log in to the nGenue application.
2. Click on the search icon and enter end user in the search bar.
3. Double-click End user in the search results to open the End user screen.
4. Select the LDC, then click the Load end users (includes inactive) button.
5. From the results, choose Facility.
6. Click on the Facility icon located at the top center of the screen.
7. The Facility screen has two main sections: Facility selection and Facility details.
   • Facility selection: Displays a list of existing facilities.
   • Facility details: Allow user to add new transactions and displays the transaction status.
8. In the Facility details section, locate the Pending EDI actions grid. Then, do the following:
   1. Right-click and choose Add new EDI action for this facility.
   2. From the dropdown menu, choose Enrollment request.
   3. Select the Applicable price agreement.
      
   4. Set the Scheduled action date and click Accept.
      
9. The EDI service processes the request based on the scheduled date.
10. The system generates an outbound file and transmits it to the utility for verification.
11. Return to the Facility screen; the EDI activity status should now display Awaiting enrollment confirmation.

Auto-enrollment transaction request

A prospect is added in the Quote engine, and the quote is accepted. Follow the steps below to complete the auto-enrollment process:

1. Navigate to the Quote engine screen.
2. In the Quote engine screen, accepts the quote on the Quotes tab.
3. Right-click and chooses Convert to active end user.
4. In the new customer wizard, ensure the Requires enrollment option is checked.
5. The system generates an enrollment request.
6. The system calculate the scheduled enrollment data based on the MRC.
7. On the scheduled date, the system runs the standard enrollment workflow and activates the end user.

Post enrollment steps

Enrollment request outbound process (Supplier to utilities)

When an enrollment request is initiated:

1. The system adds the request to the Electronic Data Interchange (EDI) schedule.
2. The EDI service process the request at the scheduled time.
3. The system generates an outbound file (e.g., C/Data/Utility/Outbound/X12) containing customer enrollment information.
4. Files are transmitted via FTP or uploaded to the Utility portal (usually by 16:00 if scheduled for FTP).
5. The system creates an activity log entry for tracking.
6. The transaction appears in:
   • Pending EDI actions (after the EDI server picks up the request).
   • Activity log tab (upon request initiation).

Enrollment response inbound process (Utilities to supplier)

Once the utility receives the enrollment request:

1. The utility posts an enrollment response file to the nGenue FTP server.
2. The EDI service downloads and decrypts the incoming file.
3. The system processes the response and updates the enrollment status.
4. The system retrieves the incoming file from the FTP server and validates and decrypts the file.
   1. If the transaction is successful;
      1. The system records the effective enrollment date in the Activity log and displays it to users.
      2. When the utility approves the enrollment request, the Facility screen updates the EDI status to Enrollment accepted.
   2. If the transaction request is rejected:
      1. The Activity log shows the reason for rejection.
      2. The system initiates a task for review.
      3. The system archives all processed files for record-keeping.

Conclusion

The enrollment process streamlines the submission and tracking of enrollment requests between suppliers and utilities. Whether initiated manually or automatically, the system ensures compliance with mandatory requirements and processes EDI transactions efficiently. Outbound requests are transmitted to utilities, while inbound responses update enrollment statuses, logging approvals or rejections in the Activity log.

By following the outlined steps, users can successfully manage enrollments, track progress, and resolve any issues that may arise. This structured approach enhances accuracy and efficiency in customer onboarding, ensuring smooth integration with utility systems.