.G/L Accounts (GLA) Tabs v2018.1

Account Management

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.

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.

Contacts

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 button, 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  button, 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 button. 

Set a Primary Contact

The Primary Contact is the person responsible for a given GLA and is required on GLAs. If the GLA is created without a Primary Contact, then when a Payment is created, the resulting Charge will not have an owner and cannot be billed. Primary Contacts are required for Service Fees. The Primary Contact is also used as the "Bill to" person on Invoices (although the address is actually the Billing address on the 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 thebutton. The Contact will now be set as 'Primary'.

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

Edit Selected

Selecting thebutton will open the 'Manage Contact' form.

From here, the User can modify the information associated with the Contact and save the information back onto the grid.

Delete Selected

Selecting thebutton 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.