Basic Info |
The Basic Info tab enables you to create and update an organization’s account IDs. Account IDs are typically billing and revenue account codes. They are often supplied by accounting departments. All transactions use account ID codes, including work orders, labor, parts issues to work orders, direct parts issues, commercial work, usage, fuel, and rental fees.
You can assign account IDs to equipment units, departments, and transactions. For more information, refer to the list of transactions at the bottom of the page to find out where you can assign account IDs.
Detail View Header
The top section of the Basic Info tab displays the account ID.
Account ID
Identifier of the account currently selected in the grid or that you are defining. This field has a list box. If the ID already exists, the name displays to the right of the ID.
Detail View
Data in the bottom section of this tab define basic information about the accounts. Unless otherwise indicated, these fields are optional.
Name
Name associated with the account ID. This field is required.
Department ID
Identifier of the department with which this account ID is associated. This field has a list box. To associate a department ID with an account, there must be a check in the Active field.
Department IDs are defined on the Basic Info tab of the Departments - Primary Information screen.
Account group ID
Identifier of the account group. This field has a list box. The Require account group ID for account ID field on the Edit Criteria - General tab of the Data -> Setup -> Options screen specifies whether a valid ID is required in account group ID fields.
Account group IDs are defined on the Account Groups screen.
Assign to equipment units or departments or operators
Check this checkbox to assign the account ID to equipment units, departments, or operators, place a check the field.
Assign to parts issues
Check this checkbox to assign the account ID to parts issues, place a check the field.
Assign to purchase orders
Check this checkbox to assign the account ID to purchase orders, place a check the applicable field.
Assign to labor
Check this checkbox to assign the account ID to labor postings or to use the employee's account ID for labor postings if the Shop Activity - Setup - Options screen, Options tab "Labor posting default account ID from employee" option is checked. This option will only be applied if the Account ID option chosen on the Setup - Options screen, Edit Criteria - General tab is either REQUIRED or OPTIONAL.
Active
If this field has a check, the account ID is active. The account ID must be active if you want to:
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Assign an account ID to equipment units, departments, or operators; parts issues; or purchase orders.
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Associate an account ID with a department or transaction (such as work orders, labor, parts issues, commercial work, usage, fuel, or motor pool reservations).
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Tip: To remove the check, all equipment units to which the account ID is assigned must be assigned to life-cycle status code IDs that do not have a check in the Status denotes that unit is active field on the Equipment Units - Setup - Life Cycle Status Codes screen.
Account IDs are assigned to equipment units using the Account ID and Revenue account ID fields on the Accounts tab of the Fleet Equipment screen. Life-cycle status code IDs are assigned to equipment units on the Status tab of the Fleet Equipment screen.
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More Information
List of transactions to which you can assign account IDs
You can assign account IDs to the following transactions. At the time of the assignment, there must be a check in the Active field on the Basic Info tab of the Accounts - Primary Information screen.
Work order
Account ID fields on Basic Info and Tools tabs of Work Order Center
Labor charges
Account ID fields on the following tabs or screens:
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Labor Capture tab on Employee Labor Capture
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Employment Info tab on Equipment Units - Setup - Operators
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Labor tab on Work Order Center
Part issues
Account ID field on Parts tab on Work Order Center
Commercial work
Account ID fields on the following tabs or screens:
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Commercial tab on Work Order Center
Motor pool reservations
Account ID field on Accounting Info tab on Motor Pool Center
Usage
Account ID fields on the following tabs and screens accessible from the Equipment Activity - Usage menu:
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Assignment/Account ID field on Assignments tab of Equipment Activity - Usage - Meter Readings-Assignments-Usage
Fuel
Account ID fields on the following tabs or screens:
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Fueling - Internal Fuel Tickets
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Data Format tab on Fueling - Setup - Automated Fuel Systems