Charge@HOME is a separate product that must be applied for via your direct sales contact. The general conditions are contractually defined.

 

What is Charge@HOME and what use case does this option enable?

As a solution partner, you handle a wide range of projects for your customers. This also includes setting up charging infrastructure at company locations to enable employees of the respective company to charge at their workplace (and also in public spaces).

With the Charge@Home option from be.ENERGISED, it is now also possible to enable employees to charge their company vehicle at home and have their employer reimburse them for the electricity costs. The processing takes place via a second be.ENERGISED instance (@HOME instance).

 

 

In this regard, you, as Solution Partner, have corresponding obligations, which you can find in the general terms and conditions agreement. We ask you to obtain this information as well as further information on the possibilities suitable for your business model from your sales contact.

 

Step by step guide

1) Request @HOME instance

In the first step, you as a solution partner apply for an @HOME instance via your direct contact person, which will then be created for you. This additional instance has the same subsciption and rights packages as your main instance. The instance can be identified as an @Home solution via the URL.

 

In the @HOME instance (consists of one-time and running configurations)

2) Entity/CRM creation and charging station assignment.

The prerequisite is that the employee's charging station is already online and fundamentally configured in the @HOME instance.

 

Under User management/Companies/Registered companies you need to create a new entity for the employee (company car driver).

 

To do this, go to "Add new entity" and enter the basic data of the company car driver. Under "Name", the first and last name of the company car driver should be entered. The address is the location of the charging station and thus the residential address of the company car driver. For Customer number, enter a number that has not yet been assigned.

In terms of structure, it is recommended that you, as a solution partner, create an entity for each company and subordinate the entities of the company car drivers to these.

 

Automatically with the creation of the entity, a CRM contact is created, in which the data from the entity is mirrored.

 

After that, the charging station of the company car driver can be assigned to its entity. To do this, go to the charging station data sheet of the corresponding charging station under Infrastructure/Charging stations/Station list. Under Edit/Basic information, go to the "Owner" item and select the company car driver. Save the data and the charging station has been assigned to the company car driver.

*In the figure above, for demonstration reasons, the charging station communication function has been set to "No" (black charging station icon). Make sure that the charging station is online and the communication function has been activated (blue charging station icon).

 

These settings must be made for each company car driver.

 

3) Roaming Hub configuration (one-time configuration)

Please make sure that the be.ENERGISED Roaming Hub is activated in your instance. To do so, please follow the guide in this manual.

 

• Create a contract group

In order to make the charging stations accessible through the be.ENERGISED Roaming Hub via the authentication media of the company car drivers, which are stored in the main instance, you must first create a contract group that grants the main instance, which acts like an EMP here, access to the charging stations.

 

To create a contract group, proceed to Roaming/be.ENERGISED Hub/Settings:

• Navigate to the Contracting Groups (CPO) tab.
• Create a new contract group and give it any name, for example "Charge@HOME" or "Home charging stations".
• Select the main instance from the list that appears and click "Save changes".

 

• Activation of the contract group per charging station

To enable the contract group per charging station in the charging station data sheet, a valid EVSE ID must be assigned to the connectors of this station and a charging point tariff must be assigned to each connector. If you have not yet created a charge point tariff, please skip this part for now and go to the "Tariff Management" item below.

 

In the charging station data sheet, you must then activate the contract group individually for each charging station. To do this, go to Infrastructure/Charging stations/Station list via the data sheet icon of the respective charging station in its charging station data sheet. 

In the Roaming tab (you may have to expand the tab), go to be.ENERGISED Hub and set the item "Activate in this roaming profile" to YES and under Access permissions also set the contract group to YES.

 

Simultaneous use of the COMMUNITY for the home charging station is not possible! Therefore, do not activate the be.ENERGISED COMMUNITY at the charging stations.

 

4) Tariff management (creating a charge point tariff)

• Cost rate per different electricity prices of company car drivers

Since the company car drivers purchase electricity at different prices, a separate cost rate must be created for each price.

 

To create a new cost rate, go to Finance/Tariffs & invoicing/Cost rates and click on "Add cost rate".

In the following, a cost rate for an electricity price of 0,31€/kWh is created.

 

For the naming of the cost rate we recommend to enter the costs per kWh. This makes it easier for you later to assign the correct cost rates in the tariff. A description is not necessary, also an automatic stop should not be entered. Define the respective currency and at "Managing company" you define the parent entity of the company car driver (in this example "Company A").

Under "Conditions" you define the exact price configuration. Since in this case it is always a matter of power-based costs, an "interval price" should also only be added in this tab. Enter an interval end of "1" and the costs per kWh, in the example above the 0,31€/kWh.

You have to do this for all different electricity prices of the company car drivers.

 

• Create a charge point tariff

In the next step, you create a charge point tariff where the cost rate is stored as the default cost rate at the purchase and sales price.

 

Go to "Add tariff" and select the "Charge point tariff". As "Tariff name" we recommend again to enter the price per kWh. As "Managed entity" enter again the parent entity. After that, go to "Save data".

Now go to "Conditions". In the "Sales prices" tab, enter the correct cost rate that you have just created in the "Default cost rate" field. In the tab "Purchase prices" do the same. Other price configurations are not needed for the @HOME use case. 

 

• Assign charge point tariff to connectors

After you have configured the charge point tariff, assign it to the respective connectors in the charging station data sheet. 

 

If an EVSE ID is also stored for the connectors, then you can activate the Roaming Hub contract group per charging station as described above.

 

5) Settings for credit note creation

The following examples and recommendations regarding the tax and document configuration are non-binding and without guarantee. As a Solution Partner, you are responsible for defining the configurations correctly. We ask you to clarify these settings with your tax consultant if necessary.

 

• Create (0%) tax rate

Since the Charge@HOME usecase in this case is a transitory item, a tax rate of 0% is to be created.

In be.ENERGISED you do this under Finance/Settings/Tax configuration.

 

To do this, go to "Add tax definition". Name and description must be entered at least in German and English. For example, you could enter "Non-taxable expense rate 0% (acc. to §10 UStG)" as name and description. For "Percentage tax amount" enter 0.00. In the item "Account no." enter the correct tax account that is intended for bookings of this type. Check with your accounting department which tax account should be entered.

Save the tax configuration with "Save".

 

• Application rules for the tax rate (international taxes)

In order for the tax rate to be applied correctly, the application criteria must be defined in the "International taxes".

 

Under Finance/Settings/International taxes go to "Add tax configuration". "Country of charging station" and "Country of document recipient" can be kept general and you do not have to select anything. For "Tax" select the 0% tax rate you have just created. The tax account number normally remains the same as the one you have already defined in the tax rate. As "Tay scope" select "Energy delivery". In the item "Sub Entity" you don't have to enter anything, the fields " Receiver must be a company?" and "Receiver must be an energy reseller?" can both be set to "Ignore".

Save your settings.

The settings end up being: Charging station: All countries, Document recipient: All countries, Tax scope: Energy, Is company: Ignore, Is reseller: Ignore.

 

• Set payment term

In the next step you need to set a payment term for credit notes. You do this under Finance/Settings/Payment terms.

 

Go to "Add payment term". Enter the name, description and invoice text for English and German. For the remaining languages it is enough to enter only the name of the payment term (the name is a mandatory field). If you want to issue credit notes only in German anyway, as in our example, you can enter the German text in all fields.

We recommend the following text for the payment terms:

Name: Reimbursement of expenses

Description: The reimbursement of your home charges is technically done by us - the service provider - but always in the name and on account of your employer. 

This document serves as proof for your personal records. You do not need to do anything else. The reimbursement of expenses will be credited to your specified account.

Invoice text: The reimbursement of your home charging is technically done by us - the service provider - but always in the name and on account of your employer.

This document serves as proof for your personal records. You do not need to do anything else. The reimbursement of expenses will be credited to your specified account.

 

• Configure (credit note) layout

For a credit note, it is necessary to assign a corresponding layout. To do this, go to "Add" under Finance/Settings/Document layout configuration and upload a corresponding credit note layout. In the Core Configuration you define the date format and the display of decimal places.

In the Expert Configuration section we recommend to use the following changes:

Translation for "Charge log title" (invoice_custom_cl_title)

Example value: Charge log for receipt

 

Invoice Title - Defines the name of the invoice document, will overwrite autogenerated title information. (invoice_title)

Example value: Request for reimbursement of expenses for electricity costs

 

You may also want to change the term "total price" to "total amount". You can do this with the invoice_translation_tprice expert configuration.

Example value: Total amount

 

Group lines by company (invoice_group_by_company)

Value: 1

This expert configuration changes the sender of the credit note to the "root" entity. Thus, you can rename the root entity accordingly to ensure that the sender meets your requirements.

 

• Invoice number range for credit notes

In the "Invoice numbers" area (Finance/Settings), you still need to create a corresponding number range for the credit notes.

 

To do this, go to "Add configuration". Enter any name for the number range and select a prefix. Enter the first invoice number, we recommend a multi-digit number to ensure that the invoice numbers have the same length throughout.

For the invoice title we recommend to enter "Reimbursement of expenses". For payment terms, select the previously created terms. For "Valid for document type", select "Credit note". In the "Account document layout" field, select the credit note layout you created.

 

• Activation "Credit to Sub-CPOs

In be.ENERGISED under Finance/Tariffs & Invoicing/CPO crediting process, you activate the automated credit note run, which is then used to create the credit notes to the company car drivers.

 

CPO CREDITING PROCESS ACTIVE: Yes

AUTOMATIC MAIL SENDING: Yes

ALLOW ZERO-AMOUNT CREDIT-NOTES: Usually No

LOCALE: Language of the credit note, unless a correspondence language is configured in the CRM contact

CREDIT NOTE CONFIGURATION: Here you select the previously created invoice number range

TAX CONFIGURATION: Here you select the 0% tax rate created under "Tax types

DISCOUNT ON COMMUNITY CHARGING PROCESSES: 0

REVENUE ACCOUNT: Revenue account according to the specifications of your accounting department

START DATE FOR CREDITING: Select the date from which credit notes are to be created. For example, if the charging processes are to be automatically credited from the month of October, set 01.10.2022 as the date.

 

 

In the main instance

In the main instance, the settlement takes place between you as the Solution Partner and the employer.

 

5) Tax configuration

Since the Charge@HOME usecase is a transitory item, we also create a 0% tax rate here under Finance/Settings/Tax configuration.

 

Follow the exact same steps as above in the item "Create 0% tax rate". We recommend to enter as name and description "Reimbursement electricity costs 0% (transitory acc. to §10 UStG)".

 

The application rules for the tax rate must then be defined in the "International taxes" as in the @HOME instance.

 

 

Charging station: All countries, Document recipient: All countries, Tax scope: Energy, Is company: Ignore, Is reseller: Ignore; Sub Entity: The entity that owns the authentication media; Charge at home mandant: Home instance

 

6) Tariff management

• Creating an EMP sales tariff

 

Create a new EMP sales tariff in the main instance. In principle, you only need to name the new tariff. Choose a name with which you can clearly identify the tariff as @HOME tariff.

 

• Hub activation in the tariff

 

Go to "Conditions" in the tariff and then to the "Third party roaming" tab. Activate the be.ENERGISED Hub there.

 

• Unlock all @HOME charging stations

 

In the tab "Roaming-Hub Access control" you enable all @HOME charging stations of the respective fleet customer. New charging stations that are added to this fleet customer in the @HOME instance must also be activated here on an ongoing basis (ongoing configuration per company car driver).

 

• Configuration of sales and purchase prices

In the "Sales conditions" tab, you then only need to select "EMP Purchase Price" in the price configuration.

 

Set there the period for which this configuration should be applied. In the field "be.ENERGISED CPO" select your @HOME instance. You have only this instance to choose from anyway. If you do not have a selection option here, please contact our ChargePoint be.ENERGISED support via the request form.

In the tab "Purchasing conditions" add the price configuration "CPO Sales Price".

 

Again, you define a time period and select your @HOME instance as be.ENERGISED CPO. With these configurations, the purchase and sales prices are used based on the tariff that was created in the @HOME instance.

The sales price from the @HOME instance is then both the purchase price and the sales price in the main instance.

 

7) Assign tariff to authentication media

Last but not least, you need to assign the tariff to the appropriate authentication media.