CHAPTER 6: FINANCE FINANCE

Transcription

1 CHAPTER 6: FINANCE The Finance Module lets you build an account structure that maintains balances of costs such as labor, materials, equipment and contracts. You can calculate balances based on cost-impacting transactions such as labor, timecard entries and inventory releases. The Customer Billing feature allows you to bill customers for work performed by the facility management organization and allows you to report actual and budgeted expenditures. FACILITYFOCUS ExtendMAP USER GUIDE 6-1

2 ACCOUNT MAINTENANCE SCREEN The Account Maintenance screen allows you to build and maintain a structure based on balances of costs such as labor, materials, equipment, and contracts. To access the Account Maintenance screen, select these menu items: Finance Module / Entry / Accounts / Entry The Account Maintenance screen defines accounts and default system settings that must exist before you begin to process transactions. The general ledger account structure must contain a minimum of three accounts and their associated offset accounts. This enables the Advanced Finance Module to integrate with FacilityFocus s work management and inventory management transaction environments. These six accounts are referred to as FacilityFocus s standard accounting configuration and appear in the distribution window on transaction screens. Each account contains four sub-ledger accounts named: Labor Materials Equipment Contract Since the FacilityFocus System monitors costs by sub code, there must be a sub code default value for each account. 6-2 FACILITYFOCUS ExtendMAP USER GUIDE

3 Sub Ledger Accounts Labor Materials Equipment Contracts Totals Sub Code Subledger Labor Materials Equipment Contracts The standard accounting configuration is an example of the minimum number of accounts required; you can add accounts and configure your accounting structure to meet your organization s requirements. Descriptions of the minimum standard accounts appear below: Department Distribution Account = Customer Offset Account = Customer Offset Warehouse Distribution Account = Warehouse Offset Account = Warehouse Offset Contract Distribution Account = Contract Offset Account = Contract Offset Property Distribution Account = Property Offset Account = Property Offset FACILITYFOCUS ExtendMAP USER GUIDE 6-3

4 ACCOUNT GROUP SCREEN The Account Group screen enables you to group accounts by function. Managers can group accounts into any structure for review or analysis. To access the Account Group screen, select these menu items: Finance Module / Entry / Accounts / Groups Field Account Group Account Group Screen Fields Explanation User-defined name for the account group you are opening. Description Explanation for the account group you are opening. 6-4 FACILITYFOCUS ExtendMAP USER GUIDE

5 Field Group Type Account Group Screen Fields Explanation Account group to which you are adding the account(s). Account Select the accounts you want to add to a particular group. Account information is displayed in the display-only boxes. FACILITYFOCUS ExtendMAP USER GUIDE 6-5

6 Finance MAP Work Request Phase Customer Billing Customer Property Shop Equipment Customer Billing 6-6 FACILITYFOCUS ExtendMAP USER GUIDE

7 Customer Billing Process Gather Work Requests and Phases for Billing and Status Actual Costs plus Mark-up Fixed Billing Gathers Source Transactions from Account Log Gets Fixed Amount From Distribution Of Phase Apply Mark-up for Labor, Materials, Equipment, and Contracts Opportunity to Edit and Approve Update Work Request and Phase Billing Redistribute Totals on Account Change Review Billing Summary by: Work Request And Phase Distribution Account Sub Code Offset Account Offest Sub Code Transaction Transaction Number Transaction from Subledger (any combination of the above) Update Account Balance with Markup Flag Transaction Source FACILITYFOCUS ExtendMAP USER GUIDE 6-7

8 CUSTOMER BILLING SETUP SCREEN The Customer Billing Setup screen is used to define parameters for the customer billing process. By defining the work request type, category, and from and to Phase statuses, you identify which work requests you want to bill. Customer Billing Setup must be done before running Customer Billing. To access the Customer Billing - Setup screen, select these menu items: Finance Module / Entry / Customer Billing / Setup Field WR Type Customer Billing Setup Screen Fields Explanation Work Request Type code for the Work Requests you want to bill. Used to classify work requests, it is the highest level in the Work Hierarchy of Types, Categories, Statuses, and Work Codes. Sample codes: C Construction J Janitorial & Custodial Services M - Maintenance R - Recurring 6-8 FACILITYFOCUS ExtendMAP USER GUIDE

9 Field Category Customer Billing Setup Screen Fields Explanation Work Request Category code for the Work Requests you want to bill. It further classifies work requests and is the second highest level in the Work Hierarchy of Types, Categories, Statuses, and Work Codes. Select from the drop-down list. It is filtered by Work Request Type. Sample Codes: Major Construction Clean Move Special Events CM-Corrective Maint PM-Preventive Maint SC-Service Call Maint SP-Special WO Maint ST-Standing WO Maint From Status Work Request Status code for the Work Requests you wish to bill. This is the status that must be assigned to a Work Request Phase to indicate to the billing routine that it is ready to be billed. To Status This is the status to assign to the Work Request Phase record when the Customer Billing process has been completed. If you wish for the statuses to stay the same, enter the same status as you entered in the From Status field. FACILITYFOCUS ExtendMAP USER GUIDE 6-9

10 Field Customer Billing Setup Screen Fields Explanation Billing Method Method used to generate customer billing. Select from the drop-down list. Required Field. Bill all Actual charges (This is the default) Bill actual charges up to the Estimate Bill Difference between billed amount and estimate amount FACILITYFOCUS ExtendMAP USER GUIDE

11 CUSTOMER BILLING SCREENS Customer billing screens enable you to generate customer billing transactions for work performed by the facility management organization and allow you to report actual and budgeted expenditures. The customer billing screens bill work requests that meet the billing criteria defined on the Customer Billing - Setup screen described previously in this chapter. The Finance Customer Billing Menu offers two customer billing screens: Transaction Billing and Work Request Billing. When you use either screen to select items to bill and then click the Save button, the billing process generates the transactions against the fund tables, updates the Work Request and Phase, and, if your system is set up to allow it (System Flag 127), generates entries for the Standard Billing Object (Fund API) tables. TRANSACTION BILLING SCREEN The Transaction Billing screen only finds and bills transactions defined on the Customer Billing Setup screen with one of the following as a Billing Method. o Bill all Actual charges o Bill actual charges up to the Estimate. To access the Transaction Billing screen, select these menu items: Finance Module / Entry / Customer Billing / Transaction Billing FACILITYFOCUS ExtendMAP USER GUIDE 6-11

12 Detail Line Scrolled to Right Field Bill? Transaction Billing Screen Fields Explanation Use this checkbox to select the transactions that you wish to bill. Select All When the screen is in update mode, this button selects all items displayed on the screen for billing. When you save the record, the actual billing process is done FACILITYFOCUS ExtendMAP USER GUIDE

13 WORK REQUEST BILLING SCREEN The Work Request billing screen can use any of the billing methods selected on the Customer Billing Setup screen. When the Work Request screen bills, it will mark the Transactions as billed in the Financial Transaction Log. To access the Work Request Billing screen, select these menu items: Finance Module / Entry / Customer Billing / Work Request Billing Detail Line Scrolled to Right Field Bill? Work Request Billing Screen Fields Explanation Use this checkbox to select the transactions that you wish to bill. Show Transaction Displays a screen that displays the details of the transaction to be billed. FACILITYFOCUS ExtendMAP USER GUIDE 6-13

14 Field Work Request Billing Screen Fields Explanation Bill All When the screen is in update mode, this button selects all items displayed on the screen for billing. When you save the record, the actual billing process is done FACILITYFOCUS ExtendMAP USER GUIDE

15 API MAINTENANCE SCREEN This screen allows you to view the transactions created by the Customer Billing process and placed in the API Fund Table. The main screen offers Work Request information. The subscreens (accessed by buttons labeled Page2 through Page 6) give information regarding charges for the Phase, Time Cards, External Charges, Material Releases and Service Contracts. Most of the fields on the screen are editable. However, if you change the information on this screen, your login is entered into the Modify User field, and the validity of the data that goes into your billing interface program cannot be verified by FacilityFocus. Finance Module / Entry / Customer Billing / API Maintenance Window Accessed by Page 2 Button FACILITYFOCUS ExtendMAP USER GUIDE 6-15

16 Window Accessed by Page 3 Button Window Accessed by Page 4 Button Window Accessed by Page 5 Button Window Accessed by Page 6 Button 6-16 FACILITYFOCUS ExtendMAP USER GUIDE

17 INVOICE GROUP SCREEN Invoice numbers are generated when Customer Billing is run. (Actual invoices are created using a secondary report program that is not part of the standard FacilityFocus release. See your Project Manager for details.) This screen allows you to sort the invoice numbers using three options. You can group invoices by Account Number, By Work Request Number, or by the Account Administrator (set up on the Administrator Window on the Account Maintenance Screen). To select the sort option, click the Default Y/N checkbox next to the desired option on the Invoice Group screen. When you do this, the system updates the Invoice numbers in the ae_s_fnd_a table so that the invoices are grouped together in the desired order. Finance Module / Entry / Customer Billing / Invoice Group FACILITYFOCUS ExtendMAP USER GUIDE 6-17

18 ENCUMBER WORK REQUEST SETUP The Encumber Work Request Setup screen enables you to define parameters for processing work request encumbrances. The FacilityFocus System uses the first set of category and status code parameters to determine which work requests to process when encumbering Work Requests. Use the Encumber Billing - Setup screen first to define Work Request type, Category, From Status and To Status before you run the Encumber Work Request process so that the system knows what Work Request transactions to retrieve and what statuses to use or update. To access the Encumber Billing - Setup screen, select these menu items: Finance Module / Entry / Encumber Work Request / Encumber Billing Setup 6-18 FACILITYFOCUS ExtendMAP USER GUIDE

19 Field WR Type Encumber Billing Screen Fields Explanation The Work Request Type code for the Work Requests you want to encumber. This is the first level of Work Request classification in the Work Hierarchy of Types, Categories, Statuses, and Work Codes. Sample Codes: C Construction J Janitorial & Custodial Services M - Maintenance R - Recurring Category The Work Request Category code for the Work Requests you want to encumber. It further classifies work requests and is the second highest level in the Work Hierarchy of Types, Categories, Statuses, and Work Codes. Sample Codes: Major Construction Clean Move Special Events CM-Corrective Maint PM-Preventive Maint SC-Service Call Maint SP-Special WO Maint ST-Standing WO Maint From Status The Work Request Status code for the Work Requests you want to encumber. This is the status that must be assigned to a Work Request Phase to indicate to the encumbrance routine that it is ready to be encumbered. FACILITYFOCUS ExtendMAP USER GUIDE 6-19

20 Field To Status Encumber Billing Screen Fields Explanation Status code the system should apply to work requests after they have been processed. This is the status to assign to the Work Request Phase record when the Encumbrance process has been completed. If you wish the status to stay the same, use the same status as the From Status FACILITYFOCUS ExtendMAP USER GUIDE

21 ENCUMBER WORK REQUEST ENTRY Note: Use the Encumbrance Setup screen first to define Work Request type, Category, From Status and To Status before you run the Encumber Work Request process so that the system knows what Work Request transactions to retrieve and what statuses to use or update. The Encumber Work Request screen allows you to set aside funds for a specific work request. The funds are taken from the account specified in the Account field on the Work Request Phase Account Distribution window. Work Request Screen Phase Account Distribution Window The System calculates encumber amounts and displays them in the row labeled Encumbered on the Work Request screen MORE window. Work Request Screen MORE Window The Encumber Work Request Entry screen displays work requests that meet the criteria entered on the Encumber Work Request Setup Screen. To indicate a work request that you want to encumber, place a check in the check box labeled Encumber? Once you save the record, the system reduces the customer account s available funds by the amount entered in the Budget field on the Work Request. FACILITYFOCUS ExtendMAP USER GUIDE 6-21

22 To access the Encumber Work Request Entry screen, select these menu items: Finance Module / Entry / Encumber Work Request To use the Encumber Work Request screen: 1. Click Search, then Find ( and on the button bar above the entry screen) to retrieve all work requests which match the encumbrance criteria setup in the Encumber Work Request Setup screen. 2. Click Update ( on the button bar above the entry screen). It allows you to access the Encumber Work Request screen and change information. 3. Check Encumber? to select the work requests to encumber FACILITYFOCUS ExtendMAP USER GUIDE

23 ENCUMBER WORK REQUEST SCREEN SUMMARY BUTTON Field Summary Encumber Work Request Screen Fields Explanation Displays a list of Work Requests and allows you to check which ones to encumber. The Summary button accesses a menu listing all the fields on the Encumber Work Request Entry screen, as seen below. Selecting the Sub Code option accesses the summary window. It shows only the sub codes used to meet the criteria established in the encumber setup and for the work requests. To use the Summary window: 1. Check Enc?. This selects work requests for encumbrance. 2. Click OK or Cancel. Select OK to encumber work requests with the Enc? field checked. To escape without encumbering work requests, select Cancel. FACILITYFOCUS ExtendMAP USER GUIDE 6-23

24 ENCUMBER WORK REQUEST ENCUMBER ALL BUTTON Field Encumber Work Request Screen Fields Explanation The Encumber All button allows you to select all of the retrieved work requests for encumbrance. If you wish to change the search criteria that pulled up the list of work requests, you can check the Override? checkbox FACILITYFOCUS ExtendMAP USER GUIDE

25 EXTERNAL CHARGES The External Charges screen is used to enter, edit and/or load external charges for inventory purchases. External Charges are displayed from the Work Request screen by clicking the View button for the Phase and selecting External Costs. To access the External Charges screen, select these menu items: Finance Module / Entry / External Charges To enter external charges: 1. Click Insert (on the button bar above the entry screen) to create a new record. 2. Enter the appropriate information into the fields on the External Charges screen. Scroll to the right to ensure that you enter information in all the necessary fields. Note that the following fields are required: Subledger Type, Work Request, Phase, Work Code, Amount, Shop Person. 3. Click Save. FACILITYFOCUS ExtendMAP USER GUIDE 6-25

26 To edit external charges: Note: you are only permitted to edit external charges that have not yet been posted (Post flag is N ). 1. If necessary, click Find to search for a particular external charge. 2. Click Edit (on the button bar above the entry screen) to access the External Charges screen and change information. 3. Edit whichever fields necessary. Transaction Date, Post Date and Post Flag are non-editable. 4. Click Save. To Post Charges: Click Post Charges. The external charges you post will be added to the labor, material, equipment and contract actual costs for the appropriate Work Request and Phase. The balance amounts on the Account Code Definition screen will be adjusted by the amount charged. A new record will be created in the Account Transaction Log detailing the external charges that were posted. Once transactions have been posted, they can be viewed by clicking the View Button on the Phase portion of the screen and selecting "External Costs." To load external charges from a text file: Click the Load button on the External Charges screen and select the filename from the browse window. This will load a list of external charges from a tab-delimited text file. The file should contain external charges information in the following order, separated by tabs. If data is not available for one or more fields, a tab character must still be entered as a place holder FACILITYFOCUS ExtendMAP USER GUIDE

27 Field Number Text File Field Description ae_i_ext_e column to be populated Data Type/Size/Format Required 1 Transaction Date trans_date mm/dd/yyyy Format Y 2 Work Request proposal char(15) Y Number 3 Phase Number sort_code char(15) Y 4 Work Code craft_code char(15) 5 Shop Person shop_person char(15) 6 Transaction Amount amount number(10,2) Y 7 Request Number req_no char(15) 8 PO Number po_num char(15) 9 Description itm_desc char(40) 10 Invoice Number inv_no char(15) 11 Invoice Date inv_date mm/dd/yyyy Format 12 Payment Date payment_date mm/dd/yyyy Format 13 Cash Number cash_no char(15) 14 Subledger Type subledger_type char(1) Y (L,M,E or C) 15 Batch Number batch_no char(15) 16 Part Number part char(25) 17 Quantity itm_qty number(10,2) 18 Vendor/Contractor contractor char(15) 19 Vendor Address address_code char(5) Code 20 Part Unit of Measure uom inv_uom FACILITYFOCUS ExtendMAP USER GUIDE 6-27

28 MANUAL ADJUSTMENTS The Manual Adjustments screen enables you to increase or reduce account balances. FacilityFocus does not allow you to edit the subledger accounts after they have been created and saved. You must use the Manual Transactions screen to adjust the actual, budgeted or encumbered balances. To access the Manual Adjustments screen, select these menu items: Finance Module / Entry / Accounts / Manual Transactions To use the Manual Adjustments screen: 1. Assign an account in the Account field. 2. Select the account sub code and sub ledger you want to adjust. 3. Select the area for adjustment (actual, budgeted, or encumbered) 4. Enter the amount. 5. Enter an account in the offset portion of the screen, selecting sub code, subledger and area for adjustment. 6. When the record is saved, the system will generate the balancing entries FACILITYFOCUS ExtendMAP USER GUIDE

29 CHAPTER 6: FINANCE...1 ACCOUNT MAINTENANCE SCREEN...2 ACCOUNT GROUP SCREEN...4 CUSTOMER BILLING SETUP SCREEN...8 CUSTOMER BILLING SCREENS...11 TRANSACTION BILLING SCREEN...11 WORK REQUEST BILLING SCREEN...13 API MAINTENANCE SCREEN...15 INVOICE GROUP SCREEN...17 ENCUMBER WORK REQUEST SETUP...18 ENCUMBER WORK REQUEST ENTRY...21 ENCUMBER WORK REQUEST SCREEN SUMMARY BUTTON...23 ENCUMBER WORK REQUEST ENCUMBER ALL BUTTON...24 EXTERNAL CHARGES...25 MANUAL ADJUSTMENTS...28 FACILITYFOCUS ExtendMAP USER GUIDE 6-29

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