System Configuration and Accounts

You can modify any of the default system configuration parameters. To establish the system configuration settings for the NPFA module:

1. In the Switch Debit/Credit for negative values field, select a value.

   If set to Yes, charges that pull as negative values will have the Debit and Credit accounts switched and the value changed to be positive on journal extract records. This is to accommodate general ledgers that do not allow negative values.

2. From Require matched invoices to extract material items, select a value.

   If set to Yes, the system will check the Purchasing module to ensure that there is a matching invoice for each material item. If matching invoices do not exist, the material item cost record will not pull into the journal extract. This items applies to material items only, not service or other cost items.

3. In the Exclude $0.00 values in extracts/exports field, select a value.

   If set to Yes, the system will exclude $0.00 values when journal extracts and exports are performed, cutting down on the amount of waste data included in the extract/export.

4. Skip the following fields.

   Note:

   These features are not currently implemented and will more fully defined in a future release of the system.

   • Validate accounts and account combinations on extract – If set to Yes, the system will verify that all accounts and account segments are valid (by date) at the time of the journal extract. For all journal entries with invalid segments, an error indicating which segments are no longer valid will appear.
   • Validate accounts and account combinations on export – If set to Yes, the system will verify that all accounts and account segments are valid (by date) at the time of the journal export to a third-party financial system. For all journal entries with invalid segments, an error indicating which segments are no longer valid will appear.

The Accounts pane allows you to define the system-level accounts that can be used to classify revenues and expenditures.

To specify an account:

1. Expand the Accounts pane.

2. Click the Add Another Account Group link.

   The Accounts pane expands to display the account definition options.

3. In the Account Group field, select the type of accounts you want to add.

   An account group defines the type and format of the account strings that you can define to classify revenues and expenses for this entity.

4. In the Billing Type field, select the type of billing you want to use for this entity.

   The billing type defines whether actual costs, estimated costs, or no costs will be used when billing for this entity. It also determines the percentage of markup applied to charges.

   Note:

   Depending on the configuration of the account group selected, the Billing Type drop-down menu may be disabled.

5. Configure the accounts you want to associate with this entity.

   You can associate one or more accounts.

   1. Click the Add New Link.

      The Add Account String dialog box opens.

   2. In the Chart of Accounts field, select the chart of accounts that contains the account strings you want to add.

      Note:

      Depending on the configuration of the account group selected, the Chart of Accounts drop-down menu may not appear. If it is not displayed, the default chart of accounts will be used.

   3. In the Account Index field, select the account index containing the segment values that you want to use to populate the segment fields.

      An account index provides a named shortcut for populating the segment values. If you select an index, values will automatically fill-in for all of the segments. You can manually override a particular segment value, if needed.

      Note:

      Depending on the configuration of the account group selected, the Account Index drop-down menu may not appear. If it is not displayed, you can manually enter segment values in the fields.

   4. Enter a value for each segment.

      If you used an account index, these fields are automatically populated for you. You can modify them, if needed.

      As you click into each field, a list of valid values may appear in a drop-down menu. You can pick a value from the list instead of typing a value. Some account groups may not have this feature enabled.

   5. Click ADD.

   The account string and the Percentage of the costs that will be allocated to this account string are displayed. You can add additional account strings, if needed and modify the percentage values to allocate the costs appropriately. All account string percentages must add up to 100%.

6. Click OK to save the account configuration.

   You can add another account group, if needed. For example, some installations define separate account groups for different billing types.