.G/L Accounts (GLA) Tabs v2.1.4.7

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).

Charges

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 New GLA Charges' form will open.

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  button 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 , a prompt will be displayed advising the user about these restrictions.

When stopping a charge, click , 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

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 , 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 to add all the required Contacts. Check each of the Contacts that need to be associated with the GLA and click .

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  button.  The Contact will now be set as 'Primary'.

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

Edit Selected

Selecting the  button  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 the  button 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

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  button  to enter a new Address or use the  button to chose from a list of Addresses previously entered into PCR-360. After entering an Address and clicking the button, the GLA will be billed to that Address.

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Activity/Remarks

Activity

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  button 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 , a data-entry form is displayed that provides the User with a free-form field used for entering Remarks. Click to add the Remark.

Viewing Remarks

Selecting the  button 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

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  button. 
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

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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