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The G/L Accounts function enables Users to build and manage billing accounts throughout the User's organization.
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The GLA Format is set up when PCR-360 is brought online in the Configuration Options. To switch between Formats, PCR-360 provides the 'Select GLA Format button'. Clicking this button brings up the 'GLA Selection' click the
button to bring up the GLA Selection Form.
Double-click on a GLA Format name to select it. The User can confirm they are looking at the Format that they want by checking the Path at the top of the Grid. In the following example, the User is viewing the ADMIN GLA format.
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To build a GLA with multiple components, navigate to the G/L Accounts grid.
Click the 'Add' button to create new GLAs for use in the organization.
In the 'Add New General Ledger Account' form, the User can define up to four Components – Fund, Org, Department, and SubDept – based on the organization's available Component Types. The first Component – in this case, the Fund – is a required Required field.
Note: The required configuration of GLA components is defined in the system configuration see 'Configuration Guide GLA Parameters' for details
Speed Code and Description are also not required Required fields though they can help other users identify the new GLA. Speed Code is required to be unique in PCR-360, regardless of GLA Format. Users may optionally define an income type for the GLA by checking the Revenue' or Expense check boxes checkboxes. Additionally, the User may indicate how the GLA is used for Billing by selecting Bill, Ledger, or Taxable by checking the appropriate check boxescheckboxes.
Charges, Contacts and Addresses may be added to the GLA in their appropriate tabs and additional fields may be set in the User Defined Fields tab.
Once all required Required fields have been satisfied, click the 'Save New' button at the bottom of the GLA data entry form. The new Component-based GLA appears on the G/L Accounts grid and can be selected among other GLAs elsewhere in the system.
GLA Flags
| Name | Description |
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| Revenue | If true, the Revenue GLA from Service Catalog or Equipment Catalog is used, otherwise, the Revenue GLA from the Billing Group is used. The Revenue GLA gets assigned when the Bill runs and uses a selection priority system; if there are multiple Revenue GLAs associated with the Charge. Only one Revenue GLA will be associated with each Charge. |
| Expense | Enables the account to be used as an expense GLA on billable items. i.e Services, Equipment, and Service Desk Orders. |
| Bill | Makes the GLA Billable and allows charges to be added to it. Service, Equipment, and Service Desk must have a Billable Expense GLA in order to be billed. |
| Ledger | Only used in GL Feed Exports. Each customer has a custom Export set up to feed data from PCR360 to their outside billing system. The flag is used in that custom query to exclude specific GLAs. |
| Taxable | Makes the GLA Taxable. Service, Equipment, GLA, and Service Desk Charges must have a Taxable Expense GLA as well as a Taxable Department Owner or Contact Owner belonging to a Taxable Department for taxes to be applied. If Taxes are turned off, the Taxable flag will disappear. |
Tabs
Name | Description |
|---|---|
| Account Management | Only visible if the Accounts Receivable license has been purchased. |
Defines the Charges associated with the GLA. | |
Defines what Contacts should be associated with the GLA. | |
Defines what Address is tied to the GLA, used for billing. | |
Tracking of any Activities and Remarks associated with the GLA. | |
Displays the Bill(s) for the GLA. |
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This allows a User to modify some of the information associated with a GLA after it has been created. The Speed Code, Description are editable after GLA creation as well as the Revenue, Expense, Bill, Ledger, and Taxable check boxes checkboxes.
Other items that the User can edit are the information on the Charges, Contacts, Addresses, 'Activity/Remarks, and User Defined Fields tabs. Any required Required fields need to be entered before continuing.
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This permanently removes a GLA from the system. Given that GLAs are often critical to an organizations organization's billing, this is not recommended unless the GLA was created in error. Better options are the Toggle Status' to hide inactive GLAs or the 'Replace' to swap a GLA for out when it needs retiring.
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Select any number of GLAs for the replacement from the Grid and click the 'Replace' button. Then, select the "Replacement" GLA from the dialog. Click the 'Save and Close'
button on the form.
After your selection is made, you'll be asked for a reason for the update and what the Effective Date for the rollover should be:
The Set GLA to inactive checkbox serves a dual purpose. If the GLA being replaced is not associated with any other records when the Replace is completed, the GLA record is deleted. On the other hand, if the GLA is still associated with other records, the GLA is set to Inactive instead. This is the default behavior when the checkbox is selected. If the User deselects the checkbox, the GLA that is replaced remains Active.
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Users can generate an Estimate of what Charges is are set on the GLA when the Bill runs for a given time period with Estimate Billing. This can be run for up to 50 GLA records at a time by selecting multiple items in the grid. In order to use Estimate Billing, select at least one record and click the Estimate Billing button. This opens the 'Estimate Billing' form.
Select the Billing period that you would like to get the estimate for and click the 'Generate Estimate' button. This generates a Billing Estimate form with the following three tabs: Estimate Totals, Billing Transaction Details, and Estimate Process Detail.
Estimate Totals
The Estimate Totals shows a summary of the Monthly Recurring Charges(MRC), Non-Recurring Charges(NRC), and Calls for all the selected GLAs in the report in the top line. The next section displays each of the GLAS that has Charges or Usage for the time period. Each GLA has a summary of its own Charges and Usage Totals in the GLA subsection.
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Billing Transaction Details
The 'Billing Transaction Details' tab displays a grid of the individual Charges or Usage records. Each of these records can be searched, filtered, and reported.
Estimate Process Detail
The 'Estimate Process Detail' tab shows a summary of all the Calls, Usage, and Charges associated with the selected GLAs. The number of these items as well as their total Charges displays in Bold at the top of this tab. Additionally, the Charges are broken down by their types in the Charge Totals by Type section. This allows for a top-level view of the number of Services, GLAs, and Equipment records were broken out with the number of Items billed and the Billed Amount as well.
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