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Note: During the PCR-360 set-up process, the User organization determines the manner in which the program structures GLAs.The organization can define and build any number of component-based GLA structures. For more information, see the configuration options: Configuration Guide GLA Parameters).
Select a GLA Format
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
button. Clicking this button brings 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.
GLA Components
A User should start by adding Components to the system. A more More information is provided for Users that need to modify GLA Components. Once the User adds Components to the system, the next step is to build a GLA with the existing Components.
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To build a GLA with multiple components, navigate to the G/L Accounts grid.
Click the 'Add' button
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 field.
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Once all required fields have been satisfied, click the 'Save New' button
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.
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This permanently removes a GLA from the system. Given that GLAs are often critical to an organizations 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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GLA Replacements happen in the background. Once selected, a Replace is scheduled to execute immediately, and it updates within a couple minutes ("immediate" being relative to the 1-minute cycle of the server's cron tasks)of minutes. Existing Bill Details data is NOT updated to the new GLA. It is fixed , it is fixed in place and the update process cannot revise it. Any GLA updated will have an 'Activity/Remarks' record created for it, indicating when the GLA was updated, and what the To and From GLAs had been at the time. This information can also be found in the History Report for the GLA.
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 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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