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Advanced Fund
Management Solutions
July 2007
Hi Everyone,
The Work Order component attaches itself to the Utility Billing modules and makes tracking and reporting of work orders a breeze. See what it offers!
There are those situations where you need to give a user access to only certain accounts on reports. Access tables are the answer—learn about them here.
If you have any questions, give me a call!
Thanks,
Judy Garver
Access Tables
Access Tables allow a user access to specific accounts on the chart of accounts. If an Access Table is created, and assigned to one, or more, users, those users will only be able to access specified accounts on reports, or in other components. The table shown below is called “Payroll” and contains account masking thought appropriate for payroll clerks performing reports. In this case, all of the accounts found on the chart of accounts, and associated with payroll, are masked on the table.
Note: this feature is available only in the Professional Version of AccuFund.
The Payroll Access Table, and any others needed to place limitations on your users, are created under Setup/General Ledger/Access Tables. There, you will be able to insert a new table similar to the one below. Add the appropriate masking, as needed. The Security tab is not used during the creation of the table. Later, it will show which employees have been attached to this Access Table. Once the Table is created, click on the OK button. The next step is to attach a user to the Table.
A new user has been added, as shown in the form at the top of the next page. The Account Access Security Area has been highlighted in the left window, and the Payroll Access Table selected and Inserted into the right pane. The account restrictions in that Table will now apply to this user. But, we wish to limit this user to the Payroll module, and just payroll reports, at that. The image on the lower portion of the next page shows Task Security as the Security Area selected. The Payroll component has been opened, and the Report item selected. Full access has been granted to Reports, which confers the same access to all reports below it. This will allow our user to run the listed Payroll reports, but no other.
Access Tables may be created for any combination of accounts and applied to employees as needed. Changes may be made at any time, as necessary, of course. Explore this easy way to control access to your components and accounts, both on reports and within components.
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Work Orders
The Work Order component provides a way to track work to be performed in utility systems (for example, work related to fixing water meters, or electrical or gas equipment. When you have purchased and installed it you will find that it is installed within the Utility Billing module, and can only be used within that module. This article will show one way this flexible component can be used.
A water failure has been reported. Under Utility Billing/Browse Work Orders, a new work order is inserted (shown below).
The work order must be tied to a utility billing location (in this case, designated “2 Third”), assigned to customer “Munson). A description of the event has been entered. The status of the order is in the design stage (there are other stages—opened, assigned, in-process, completed and canceled). In this example, the experienced Red Crew has been sent out to find out what is wrong. The day and time of the event is indicated. In the lower portion of the form work can be entered on the activity tab. Dates, start and stop times and descriptions can be entered. The Red Crew has done its initial evaluation.
The work order does not have to start at the Design stage, as we have done. It could be assigned at the “Assigned Stage” whereupon the work order may be given to a repair person or team (we don’t really need a Red Crew). The Type selections are optional (Red and Blue crews in this case) and are setup as information types.
At any stage the work orders may be printed out and given to whoever will be designing a response. If the work order is created at the Assigned stage, the print out may be given to the responding crew (as shown immediately below):
As the work progresses, new activity entries may be made and the status eventually moved on to in-progress or completed.
The work order is shown below in the Completed stage.
Another information type may be activated to create Notes for attachment to the form (when adding the Note, use the location called Work Order Note). The Second tab on the form will then open (called, conveniently, Notes) and then additional, lengthy, notes can be added. These notes can be shown on a modified Work Order Report so that management and work crews can review status of activity.
You can easily see that the Work Order component is primarily a reporting tool that can contain just about any information you need to attach. Its simplicity and ability to expand, as needed, should be able to suit your needs!
Did You Know...?
Fixed Assets. You may create any depreciation method you choose to use with your assets (calculations may be custom created). Each asset could use a different depreciation method. All components assigned to an asset will be depreciated using the same method as attached to the asset. If a component must be depreciated with a different method, then it can be entered as an asset and assigned the desired depreciation method.
Accounts Receivable. When generating repeating invoices from the Browse bills form, you have the option to create new ones based on several criteria. If it is for internal release, you may select the department that is on some of the repeating invoices. All of the invoices will be generated for that department. Of course, you may also generate new ones based on periodic frequency (i.e. monthly or quarterly) for internal or external organizations.
Credits. Doing business with your organizations may result in overpayments (or deposits) from time to time. You may apply those overpayments to charges incurred in Property Taxes, Utility Billing and Accounts Receivable. As you might expect, there are numerous ways to apply them, such as by dates, names, type, etc. Explore using this automatic feature—it has a preview button, too!
