Property Accounts

Adding an account allows you to define a "charge to" account for items added to added to a work request. To add an account:

1. Click the SELECT PROPERTY button to select the property you want to define accounts for.

   A dialog box opens allowing you to select a property. Once selected, information about the property appears in the gray pane at the top of the page and all accounts defined for that property are displayed in the yellow pane.

2. In the Add Account pane in the Account Number field, enter the account number.

   For commercial properties, this number is typically the tenant code for a specific suite. The account number can be up to 50 characters long.

   The account number you enter must be unique within the selected property.

3. In the Description field, enter a description of the account.

   The account description can be up to 100 characters long. Both the account number and the description are displayed to users.

4. In the Rate Schedule field, select a value if you want to associate a rate schedule with the property account.

   Rate schedules define rules for monthly fixed fee billing.

5. Click ADD.

   A dialog box opens asking you to confirm your choice.

6. Click OK.

Editing a property account allows you to further define or make changes to a property account. To edit a property account:

1. Click the SELECT PROPERTY button to select the property you want to define accounts for.

   A dialog box opens allowing you to select a property. Once selected, information about the property appears in the gray pane at the top of the page and all accounts defined for that property are displayed in the yellow pane.

2. Locate the account you want to modify and click EDIT.

   A window opens allowing you to define or modify the account parameters.

3. Edit any of the following values:

   • Account Number – Enter a value to modify the account number. The account number can be up to 50 characters long and must be unique within the selected property.
   • Account Description – Enter a value to modify the description of the account number. The account description can be up to 100 characters long.
   • Labor Markup % – Enter a value for the markup/discount percentage for labor. Negative values represent a discount. The default value is 0%. Markup and discount percentages are used on the Work Order Financial page when entering labor costs and are applied to the hourly rate.
   • Materials Markup % – Enter a value for the markup/discount percentage for materials. Negative values represent a discount. The default value is 0%. Markup and discount percentages are used on the Work Order Financial page when entering material costs and are applied to the unit costs.
   • Other Costs Markup % – Enter a value for markup/discount percentage for other costs. Negative values represent a discount. The default value is 0%. Markup and discount percentages are used on the Work Order Financial page when entering other costs and are applied to the total amount.
   • Document # – Select a document to associate with the account. This is typically used to relate lease documents to the account number for integration into third party accounting systems. Documents are created through the Property Documents feature of the Administration module.
   • Alternate Account – Enter a value for any alternate account number used for integrating to third party accounting systems.
   • Default Account – Select Yes to indicate that the system should use the Alternate Account as the main integration account.
   • Bill To Name – Enter the name of the location where billing is sent.
   • External Billing Location – Enter the name of the location of external billing.
   • Address 1, Address 2 and City – Enter the mailing address of the billing location.
   • State/Province – Country– Click the Select link to select a state/province and country location for the billing address.
   • Zip – Enter the zip code or postal code for the billing address.
   • Tax Status – Enter a value to indicate whether costs are taxable.
   • Rate Schedule – Select a value to modify the rate schedule assigned to the account. Rate schedules define rules for monthly fixed fee billing.
   • GL Income Account – Enter a value to specify the GL Account in which payment will be directed.
   • Remit To – Enter an address that invoices should be billed to, if different from the system address.
   • Status – Select a value to indicate whether the property account is active or inactive.
4. Click UPDATE.

You can delete a property account if it has not been used on a work request.

A Property Account cannot be deleted once it has been used on a work order request, it can only be inactivated. If the account has been associated with a Property Space/Floor on the Property Space page, the account will continue to be the default for the Space/Floor until it is changed.

To delete a property account:

1. Click the SELECT PROPERTY button to select the property you want to delete an account from.

   A dialog box opens allowing you to select a property. Once selected, information about the property appears in the gray pane at the top of the page and all accounts defined for that property are displayed in the yellow pane

2. Locate the account you want to delete and click DELETE.

   A dialog box opens asking you to confirm your choice.

3. Click OK.