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learning center  >  ACCOUNTING - OFFICIAL ACCOUNTS  >  Official Account Configuration  >  Add, Modify and Delete

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Topics Discussed Below

Adding an Official Account

Modifying an Official Account

Deleting an Official Account

Adding an Official Account

1.       Click the Accounting menu.

2.       Within the Navigation pane, click Accounts, then Official Accounts.

3.       There are two ways to add an Account:

·         Within the toolbar directly above the Navigation pane, click the drop-down arrow next to New. From the list, select Official Account.

·         Within the Actions pane, click the Add New Billing Account.

4.   With either option the General – Account window opens. There are 3 information panes. Within the Account pane, complete the following fields (required fields are marked within an asterisk (*)):

·         Account Number* – type the account number. This field can contain numbers, letters, and/or symbols. If the field reads ‘Automatic By Setting’, the account number is auto-created by the system.

·         Mailing Address – click the drop-down arrow to access a list and from the list, select the mailing address of where to send the bills.

·         Category – click the drop-down arrow to access a list and from the list, select the account category.

·         Call Charges* – click the box to insert a checkmark indicating the account is responsible for all charges incurred from calls.

·         One Time Charges* – click the box to insert a checkmark indicating the account is responsible for all one-time equipment and service charges.

·         Recurring Charges* – click the box to insert a checkmark indicating the account is responsible for all recurring equipment and service charges.

·         Account Type* – this field auto-populates with Official indicating you are creating an official account.

·         Mission Funded – click the field to insert a checkmark indicating the charges associated with the account are mission funded. This will zero out any balance for call and equipment charges after you run the bill.

·         Mail Delivery Preference* – click the drop-down arrow to access a list. From the list, select Receives the Entire Bill, Notification Only or Nothing by Mail.

·         Email Delivery Preference* – click the drop-down arrow to access a list. From the list, select Receives the Entire Bill, Notification Only or Nothing by Email.

·         Account Miscellaneous 1 - 10 – use these fields to add any additional account comments.

·         Exclude From Financial Summary – click the box to insert a checkmark indicating that you want to exclude this account number from the Financial Summary. Leave the field blank to include the account number in the summary.

·         Created Date – This field auto-populated with the date you created the account number. The field populates after you save the information. To change the created date, click the field to access a drop-down arrow. Click the arrow to access a calendar. To change the month and year click the right or left arrow. Click the date to select. The new date populates in the box.

5.   The Bill Summary and Account Balance Summary pane shows information once changes are associated to the account.

6.   Within the Actions ribbon group, click Save (to save and stay) to continue adding information for the account, or click Save & Close (to save and exit) to return to the Official Accounts list.

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Modifying an Official Account

1.    Click the Accounting menu.

2.    Within the Navigation pane, click Accounts, then Official Accounts.

3.    Before the Account list populates, you must either:

·         Within the search box, type the account number or portion of the number and then click the magnifying glass.

·         Click the Show All button.

4.    The Accounts list opens, displaying the account matching your search criteria. Double-click the account to modify.

5.    The Accounts window opens. Modify the fields as necessary.

6.    Within the Actions ribbon group, click Save (to save and stay) to continue working with accounts, or click Save & Close (to save and exit) and return to the Official Accounts list.

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Deleting an Official Account

1.    Click the Accounting menu.

2.    Within the Navigation pane, click Accounts, then Official Accounts.

3.    Depending on the amount of records within your database, the list may not readily populate, to populate the list perform one of the following actions:

·         Within the search box, type any portion of the record, this could be the account number, organization name, site name, etc. and then click the magnifying glass.

·         Click the Show All button.

4.   The Accounts list opens, displaying the account that matched your search criteria. Highlight the account to delete. There are two ways to delete an account:

·         Within the toolbar directly above the Navigation pane, click the red X.

·         Click the Delete Billing Account link within the Actions pane.

5.   Once you click Delete, a message box displays verifying that you really want to delete the account. Click Yes within the box to continue or No to cancel the operation.

6.   If there are any associations to the account, cairs.net does not allow you to delete the account number. If associations exist, a warning message displays notifying you that there is existing information associated to the account. Click Continue to remove the assignments.

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