1. Preparation
Verify that you have the necessary permissions with your user account. You need to have "Annex Validator" permission on your EPIC user account in order to be able to update the contact information of your company.
2. Modification
2a) Company information
In this section you can view your ELIA-side contacts such as Key Account Manager and manage company details such as head office address and bank information.
2b) Invoice data
Depending on your market roles and availability of electronic invoicing, you will be able to modify the invoice data for your company via this tab.
2c) Contact data
In this tab you can see a list of your company contacts and their associated information. Please review these, add any missing information and make sure they are up to date. You can also grant contractual roles to employees from this tab. For a view of contractual roles per contract, we recommend moving to the next step.
2d) Roles & contract data
You can update your contractual roles in the Roles & contract data tab. Here you can find a list of your contracts with Elia, the contractual roles each of them defines and your contacts associated to them. You can modify or add contact persons by clicking on a contract and selecting a person per role from the dropdown list. If there is missing information, it will be highlighted.
Important Remarks:
- Before associating a contact with a contractual role, ensure the contact is created via the contact data tab.
- You can add additional roles, whether duplicates or non-mandatory, via the button at the top of the role list.
- You can also assign priorities, defining the order of priority in which the persons are to be contacted for a specific matter.
Keeping these roles updated is highly encouraged for all market parties as it is crucial for ensuring smooth collaboration with Elia.
3. Save, review & submit changes to Elia
Your changes can be saved before submitting. All saved changes can be reviewed and reverted, if necessary, from the “Saved changes” tab. Please review all data before submitting, as you won't be able to make further changes until Elia approves them and approval may take a few days.
To finish, click the “Review & submit changes” button in the top right. This will send your request for modification to Elia. When you click on submit, you will not be able to modify additional data until Elia has reviewed and approved your changes (this can take a few days).
Attention: From the Submit-Popup, you also have the possibility to discard/reset all the changes you have made by clicking on the Discard button. Be careful when using it as it will revert all the changes you have performed.
4. Elia processes your request
After you have clicked on the Submit button, Elia will be notified of your request. In EPIC, you will not be able to edit the data anymore until the submitted changes have been reviewed and approved by Elia.
If Elia detects an issue with the requested changes, you will be contacted by our Customer Support team.
5. Your data is updated
When Elia has approved your request for changes, you will be notified by e-mail. You will now be able to perform modifications again.