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Monthly UEDCL bill, Sezibwa

Owner: Aaron Tushabe. Last reviewed: 9 Nov 2026 (first month booked this way: October 2026).

UEDCL bills the Sezibwa microgrid's grid supply every month (UEDCL account 110501386551). We pay from the Watt Works UGX bank account with the bank's pay utility bill feature. In ERPNext that is three records: a bill, a payment and a small bank-charges journal.

Until September 2026 these were single Journal Entries, only because they were migrated from Open Collective (migration page). Don't copy that pattern.

Each month

# Step Who ERPNext
1 Download UEDCL's EFRIS e-invoice (issued at month end) Aaron
2 Book the bill and attach the invoice PDF Aaron (Accounts User) Purchase Invoice
3 Submit for Approval, and tell the approver on Element or WhatsApp (ERPNext sends no emails) Aaron Workflow
4 Approve Hillary, Esther or Dansturn (no self-approval) Workflow
5 Pay through the bank's pay-utility-bill feature; keep the bank confirmation Aaron
6 Record the payment against the bill and attach the bank confirmation Aaron Payment Entry
7 From the bank statement, book the payment charge and excise Aaron Journal Entry

Paying before approval (as in October) is fine; the approver confirms it after the fact.

How to fill in each record

Use cost centre Sezibwa Homes - NFE Pilot - WWFL on every header and every row. The field is hidden in the desk forms, so anything typed there falls back to Main; see chart of accounts and cost centres.

Purchase Invoice (the bill)

  • Supplier: UEDCL (group Services, created 7 Nov 2026).
  • Supplier invoice no.: the EFRIS Fiscal Document Number. Invoice date / posting date: the invoice's Issued Date.
  • One expense line, no item: "Electricity, , account 110501386551", net amount, account 5120 - Electricity Purchases (UEDCL) - WWFL. Put the invoice's lines (peak, off-peak, shoulder kWh and service charge) in the description.
  • VAT: the invoice is in Watt Works' TIN (1049957756), so add a tax row: Actual, account VAT - WWFL, the invoice's VAT amount. If the VAT has a third decimal, round it so the bill's total equals the invoice's gross total.
  • Rounding: leave rounded total on. The bank pays whole shillings, so the payment then matches the bill exactly.

Payment Entry

  • Pay, supplier UEDCL, paid from 1220 - Watt Works UGX Bank Account - WWFL, posting date = the date on the bank statement (the bank's confirmation can show the next day), reference no. = the bank's transaction ID.
  • Allocate the full amount to the bill. If the amounts differ by cents, put the difference in Deductions on 5212 - Round Off - WWFL.
  • Attach the bank confirmation (and UEDCL's receipt if one arrives). Payment Entries have no approval workflow; the preparer submits.

Bank charges

  • One Journal Entry on the payment date: debit 5221 - Bank Charges - WWFL, credit 1220, from the bank statement lines UEDCL PAYMENT CHARGES (1,000 UGX so far) and EXCISE ON UEDCL PAYMENT (150 UGX so far).

October 2026, worked example

Record Details
ACC-PINV-2026-00005 EFRIS 1261564828759, 31 Oct 2026. Net 419,258.10 to 5120 + VAT 75,466.45 = 494,724.55. Approved by Hillary 9 Nov.
ACC-PAY-2026-00001-1 5 Nov 2026, bank transaction 76964312, 494,725.00: 494,724.55 to the bill, 0.45 to Round Off (rounded total had been turned off on the bill). NFE's first Payment Entry. It replaces ACC-PAY-2026-00001, cancelled because it used the confirmation's date (6 Nov) instead of the statement's.
ACC-JV-2026-00160 5 Nov 2026, UEDCL payment charge 1,000 + excise 150 = 1,150 to 5221 Bank Charges.

Open questions

Changes

  • 9 Nov 2026: October fully booked and the UGX account reconciled to the statement (1,006,988 on 5 Nov). Payment date rule added.
  • 9 Nov 2026: page created; routine moved from Journal Entries to bill + payment (Aaron Tushabe).

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