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This is a listing of all the tabs a User might encounter in the 'G/L Accounts' Catalog. To access the GLA Catalog, navigate to Main > Catalog > G/L Accounts (GLA).

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If the application is licensed for Accounts Receivable and when an AR flagged GLA is selected, the 'Account Management' tab is displayed. This tab allows for display and management of the Monthly AR Balances (Current, 30, 60, 90, 120+), the AR Type and Status fields, and the Email Invoice flag.

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Type

The 'Account Type' field is informational only; there is no logic tied to this field. The options here are driven by the system List Type 'AR_TYPE'. Additional options can be added from the List Values grid at Admin > System Tables > List Values.

Status

The 'Account Status' field is informational only; there is no logic tied to this field. The options here are driven by the system List Type 'AR_STATUS'. Additional options can be added from the List Values grid at Admin > System Tables > List Values.

Service Fee Percentage

During the Bill process, each AR account is assessed a Service Fee based on this field. If the field is empty or zero, no fee is assessed. The process uses a special System Use Charge Catalog called 'Service Fee' and generates billing transactions using the primary GLA Contact, the Service Fee Description, and a Transaction Date matching the Bill Generation date. The Transaction Amount is calculated based on the Service Fee Percentage of the Invoice total for that Bill.

Email Invoice

The 'Email Invoice' flag provides the ability to opt-in or out of the automated Invoice Email process that can be used to email all AR accounts with Invoices on a specific Bill. The default state for this flag is off. The Email Invoice flag is only available if the specific GLA has a Primary Contact, and that Contact has a Primary Email. If there is not a Primary Contact with a Primary Email assigned to the GLA, the field is unchecked and read-only.

Charges

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The Charges tab provides the User access to manually control if a Charge is associated with a GLA. There are four functions that can be used to control these charges: 'Add', 'Edit', 'Delete', and 'Stop'.

Add

After clicking the 'Add' button Image Removed , the 'Add New GLA Charges' form will open.

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There 'Owner' and the 'Charge Catalog' are required fields. A description is highly recommended for tracking. The User can select to prorate the charges or not based on billing needs. Once saved the Charge(s) will be the default Charges assigned to the GLA.

Editing

The 'Edit Selected' button Image Removed can only be used after a Charge has been Added. This form allows the User to select from the Charge Catalog and specify overrides when available to the Amount, Quantity, Description, and Expense GLA. Once saved the Charge will generate the records required for billing.

Note: Because the Charge is directly associated with the GLA, there is no need for a Default Expense GLA to be supplied before charges can be added.

Deleting/Stopping

It is sometimes necessary to manually delete or stop a charge. There are certain restrictions in place to prevent deleting charges that have been billed. After clicking the Delete button Image Removed , a prompt will be displayed advising the user about these restrictions.

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When stopping a charge, click the Stop button Image Removed , and a prompt will be displayed requesting a Stop date and advising the user about further restrictions placed on stopping charges.

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Contacts

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The Contacts tab provides the User the ability to manually associate Contacts with each GLA. These associated Contacts represent people who may be responsible for a given budget, or just assigned for billing purposes. These Contact(s) are separate entries in the Workers/Contacts section of the application and are associated with the GLA for tracking purposes.

The User can manually manage these associations by using the 'Add', 'Add Existing', and 'Delete Selected' functionality available on the Contacts tab.

Adding New Contacts

After clicking on the Add button Image Removed , the User is presented with a data-entry form used to build a basic Contact: First and Last Name, Email, and Phone Number. Adding a new Contact here will create a new record in the Workers/Contacts section of the application.

Adding Existing Contacts

After clicking the Add Existing button Image Removed , a list of existing contacts is presented. Contacts can be associated with multiple GLAs. As such, this list will display all Active Contacts in the system. Searching through this list and selecting multiple entries will allow the User add all the required Contacts. Check each of the Contacts that need to be associated with the GLA and click the 'Save' button. Image Removed

Set as Primary

The Primary Contact is the person in responsible for a given GLA. Setting this will route Billing to that Contact as well as aid in quick identification of the primary point of contact. Simply select the Contact that should be Primary and click the 'Set as Primary' button. Image Removed The Contact will now be set as 'Primary'.

Note: There can only be one Primary Contact on any given record.

Edit Selected

Selecting the 'Edit Selected' button Image Removed will open the 'Manage Contact' form.
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From here, the User can modify the information associated with the Contact and save the information back onto the grid.

Delete Selected

Selecting the 'Delete Selected' Image Removedbutton from this Grid does not delete the Contact entry it merely removes the association. To remove a Contact, navigate to the Workers/Contacts grid, select the Contact to remove, and click the 'Delete Selected' button there.

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Addresses

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The 'Addresses' tab is specific to the GLA Catalog . When an Address is associated to a GLA in this manner, the Billing Address will be set for the given GLA.

A User can either use the 'Add' button Image Removed to enter a new Address or use the 'Add Existing' button Image Removed to chose from a list of Addresses previously entered into PCR-360. After entering an Address and clicking the 'Save New' button Image Removed , the GLA will be billed to that Address.

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Activity/Remarks

Activity

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The 'Activity/Remarks' tab provides a list of all the Activity and Remarks associated with a given GLA

Viewing/Editing Activity

Double-Click or select the 'Edit Selected' button Image Removed to open one of the associated Service Desk entries.

By default, a Remark cannot be edited or deleted once it is added. This behavior can be altered with the Configuration Option: REMARKS_EDITABLE .

Adding Remarks

After clicking the Add button Image Removed , a data-entry form is displayed that provides the User with a free-form field used for entering Remarks. Click Save New Image Removed to add the Remark.

Viewing Remarks

Selecting the View Selected button Image Removed will open a read-only data-entry form that displays the text of the Remark.

Note: Remember, depending on the System Configuration, remarks may not be editable once added.

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Billing Summary

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The 'Billing Summary' tab is specific to the G/L_Accounts_(GLAs) Catalog. From this tab, the User can access the Bill for a given GLA.

1. Select the Bill to view from the Grid.
2. Click the 'View Bill' button. Image Removed
3. The Bill will open in a new tab will all the relevant data.

From the tab, the User can then View, Print, or save the Bill in a .pdf file format.

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User Defined Fields

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The 'User Defined Fields' tab will only be visible if there are User Defined Fields that are set on the User Defined Fields . Any User Defined Fields that are set will appear on this tab.

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