Accounts |
The Accounts tab enables you to specify separate default account IDs for labor transactions, part issues, commercial transactions, usage tickets, and fuel tickets. Accounts can have a separate external identifier for a credit account and a separate external identifier for a debit account for interface and reporting purposes. You can also specify the account apportionment for billing.
Tip: To limit the display of information in the grid and maximize performance, use the filter. You can search on equipment ID, serial number, asset category ID, SLA equipment category, assigned repair location ID, and department ID, among other values. The list of searchable fields on the filter is extensive; use the scroll bar to view them all.
Note: Filtering data based on fuel/fluid type uses the information in the Supported fuel/fluid types screen group on the Codes tab.
The Asset Primary screen supports department-level and location level access control, so you must belong to a user group with the applicable authorizations to make changes or updates.
The field in the top section of this tab defines the data that displays.
Equipment ID
Identifier of the equipment unit currently selected in the grid or that you are defining. This field has a list box. The year, manufacturer, and model of the equipment unit display to the right of the ID.
There is no limit to the number of equipment IDs that you may define, but you may only use valid bar code characters.
When you insert an equipment unit with an asset category that supports automatic numbering and this field is blank, the system generates an equipment ID that follows the format specified in the Custom ID structure field on the Data -> Equipment Units -> Setup -> Asset Categories screen. If you specify an ID and the equipment’s asset category supports automatic numbering, the ID is not overwritten.
Whether an asset category supports automatic numbering is specified on the Data -> Equipment Units -> Setup -> Asset Categories screen.
Asset type
The type of asset.
Data in the fields in the bottom section of this tab specify account IDs for specific transactions, such as part issues and labor postings. The Basic Info tab on the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen specifies whether an account ID may be assigned to equipment units, departments, operators, parts issues, or purchase orders. The Edit Criteria - General tab on the Data -> Setup -> Options screen specifies whether account IDs are required, optional, or not required.
Account IDs for:
Assignment/WO: Identifier of the account for assignments and work orders. This field has a list box. The account name displays to the right of the ID. If a new allocation and assignment record is created and the Assigned to field is set to LOCATION or OPERATOR, this field updates the asset record to match the account used for the allocation and assignment record.
Labor postings: Identifier of the account for labor postings. This field has a list box. The account name displays to the right of the ID.
Part issues: Identifier of the account for part issues. This field has a list box of account IDs flagged as part issue accounts. The account name displays to the right of the ID.
Commercial postings: Identifier of the account for commercial postings. This field has a list box. The account name displays to the right of the ID.
Fuel tickets: Identifier of the account for fuel tickets. This field has a list box. The account name displays to the right of the ID.
Usage tickets: Identifier of the account for usage tickets. This field has a list box. The account name displays to the right of the ID.
Revenue account ID: The general accounting system’s revenue account ID associated with this equipment unit. This field is intended for use as the credit entry to offset the allocations of equipment costs charged to various expense accounts. This field has a list box. The revenue account name displays to the right of the ID.
The Revenue account ID field on the General Info tab of the Data -> Equipment Units -> Setup -> Options screen specifies whether information in this field is required.
The account ID must have a status of ACTIVE. If there is information in this field, you cannot change the status of the account ID to INACTIVE. Account status is defined on the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
The fields in the Account apportionment for billing screen group specify account IDs and the percentage of equipment units' costs or revenues to charge each. The information in these fields is used for reporting purposes only.
Delete: To delete the entries in the fields to the right, place a check in this field and click Save.
Account ID: Identifier of the account that is charged a portion of the equipment unit's billing. Information in this field is always optional, even if the Account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies that account IDs are REQUIRED. If set to NOT REQUIRED, this must be a defined and active ID.
Account IDs are defined on the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Note: If you specify one or more account IDs, the Percentage field must total 100.
Account name: Name of the account. Display only from the Data -> Setup -> Organization Structure -> Accounts -> Primary Information screen.
Percentage: Percentage of billing for the component charged to the account ID. If there is a value in the Account ID field, this column must total 100.