Supplier Handbook for AES Ohio SAP System Changes

AES Ohio SAP Supplier Handbook This handbook will cover the system changes in data models, business processes and EDI transmission. Subsequent versions will be released as needed. Version 1.4

Table of Contents 01 Background Pg. 3 02 Project Schedule Pg. 4 03 Data Model Pg. 5 04 Business Process Updates Pg. 6 Pg. 11 05 EDI Pg. 12 06 Data Conversion

Background AES Ohio will be updating their current legacy customer information system to SAP. Our new go- live date will be Tuesday, August 6th. The switch to SAP will come with a number of different changes including but not limited to data models, business processes, EDI transmission and customer fields. P R O J E C T N O R T H S T A R

Supplier Project Schedule Mar Jul 2024 8/1 8/6 Jun/Jul 2023 Aug 2023 Nov 2023 Supplier workshops Schedule/Plan supplier connectivity and certification testing Connectivity testing EDI certification testing (comprehensive) with limited suppliers EDI certification testing (abbreviated) with remaining suppliers EDI certification testing concludes Data conversion sample files will be available during dress rehearsal Communication on any other details concerning go-live preparation Utility rate code change requests sent from legacy account number Utility account number change requests sent from new Choice ID Go-Live

Data Model Single 10-digit account number will be updated to Choice ID s for individual services. (For example, a premise with multiple services will have an individual choice ID for each service. In this case, an enrollment would need to be sent for each service. The Choice ID will be a combination of the customer s contract account number and the service ID). AES Ohio will be providing mapping from legacy account numbers to SAP Choice ID s prior to conversion. 1 2 3 4 Single Installation Multiple Installations Multiple Meters (Totalized) Unmetered Service Residential customer with one service One meter One Choice ID on Invoice Electric service for house and another electric service for their barn One meter per service (two total) Two Choice ID s on Invoice Residential customer with unmetered night light One meter for house and night light is unmetered Two Choice ID s on invoice Commercial customer with a single service point Two meters totalized together One Choice ID on invoice P R O J E C T N O R T H S T A R

Business Process Updates Bill-ready 3-day bill window. In our current system any inbound 810 transactions sent outside of the 3-day bill window will be rejected. In SAP, any 810 received outside the 3-day bill window will be accepted and displayed on the subsequent invoice (does not include final bill). An 824 will be sent with soft reject. *EDI sample file included* Percentage of Income Payment Plan (PIPP): In our current system, when a customer enrolls on PIPP with the utility, a return to standard service offer (SSO) is effective as of the next bill period. In SAP, the return to standard service offer will be effective with the current bill period. (This will result in a backdated drop for customers currently being served by a supplier and rescissions for customers with pending enrollments.) Bankruptcies: In current state, AES Ohio will send an 814C request from the new (post-petition) account that references the previous (pre-petition) account number. In future state, AES Ohio will be sending an 814 Reinstate transaction from the new (post-petition) choice ID(s) that references the previous (pre-petition) choice ID(s). We will also send an 814 drop for the previous (pre-petition) choice ID. *EDI sample file included* P R O J E C T N O R T H S T A R

Business Process Updates (Continued) For utility outbound rejects in response to change requests, currently we are referencing an effective date of the change in the 814 rejection. In future state, we will be transmitting the system date in our 814 rejection responses to change requests. *EDI sample file included* Effective date for enrollment is the scheduled meter read date +1 calendar day. If read happens within +/- 3 workdays of scheduled read date, an 814C will be sent to the supplier with the updated effective date. Effective date for drop is the scheduled meter read date. If read happens within +/- 3 workdays of scheduled read date, an 814C will be sent to the supplier with the updated drop date. Current/future PLC/NSPL. Today sending 814C request when future PLC/NSPL is available. This is sent after we send our enrollment response with the current PLC/NSPL value. Future state, we will only send current PLC/NSPL values on enrollment responses. We will continue to send future PLC/NSPL values on historical usage responses. AES Ohio will also continue sending future PLC/NSPL values via a one-time 814 Change request when they are calculated at the end of the year P R O J E C T N O R T H S T A R

Business Process Updates (Continued) Joint invoicing will now be available for electric choice accounts on consolidated billing. In a joint invoicing scenario, a customer would receive a single invoice that includes multiple contract accounts. These contract accounts could potentially have different bill units/meter read cycles. In this scenario for bill ready billing, The 867 s for earlier bill units would be held until the contract account in the latest bill cycle bills. For instance, if a supplier served 3 separate choice ID s residing on 3 different premises for a customer on joint billing, the supplier would receive all 3 867 s when the choice ID with the last bill cycle billed. This would then open the 3-day bill window. For rate ready billing 867 s will be sent as we receive meter reads for each premise and 810 s would be sent at the time the choice ID with the latest meter read date would bill. *EDI sample file included* P R O J E C T N O R T H S T A R

Business Process Updates (Continued) For historical and monthly interval usage, AES Ohio will only be sending KH values in the detailed loops. For monthly interval usage, we will continue to send KH and K1 values in the BB and BO loops. Bill cycles in our legacy system have overlapping dates but SAP will not. Example: Bill periods in SAP will be 2/13 3/13 & 3/14 4/14. Decimal places: For kWh, Legacy does not calculate decimal places, but SAP will calculate out to the hundredth decimal place. For KW, legacy calculates to the tenth decimal place, but SAP will calculate to the thousandth decimal place. P R O J E C T N O R T H S T A R

Business Process Updates (Continued) Enrollment response: Legacy would default to 9 quantifier (DUNS+4) for all DUNS types in the N1*RS segmentbut SAP will show the quantifier 9 (DUNS+4) or 1 (DUNS) appropriately. Utility DUNS N1*8S segment will read AES OHIO after go-live.f Dayton Power and Light In legacy, the SLN charge segment displays leading zeros but SAP will not include them. Example: SLN*0001 in legacy but SAP will show SLN*1 (Rate Ready 810). P R O J E C T N O R T H S T A R

EDI With our customer information system updating to SAP, some of our business process have been updated. In doing so, updates have been made to the following EDI transactions. Sample files of each of these have also been included. 1 Outbound 814 Change rejection 2 3 4 867 MU for joint billed accounts 824 Reject (Outside Bill Window) 814 Reinstate/Drop (Bankruptcy) Current state does not offer joint billing Future state will hold 867 s until last bill unit is read and send all on same date. Example: Account A bills on bill unit 1 and Account B bills on bill unit 12. In this case, the 867 for account A will be held until account B is read. Current state will send a hard reject for 810 s outside the 3-day bill window. 810 s will need to be sent the subsequent open bill window. Future state will send a soft reject and the 810 will be held by the utility and displayed on the subsequent invoice Current state uses the effective date in the DTM loop Future state will use the system date (date transaction was sent) in the DTM loop Current state will send an 814 account number change request. Future state will send an 814 reinstate from the new account and send a drop for the previous account P R O J E C T N O R T H S T A R

Data Conversion Account attributes such as load profile, Choice ID and utility rate code will be updated in our conversion to SAP. AES Ohio has already communicated the load profile changes. Utility rate code changes will be sent after our legacy system is taken down and account number changes will be sent prior to our first batch processing in the new billing system. Production conversion data will be provided prior to our newly established go-live date. P R O J E C T N O R T H S T A R