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learning center  >  ACCOUNTING - UNOFFICIAL ACCOUNTS  >  Unofficial Accounts Configuration  >  Account Entries – Equipment and Services

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Topics Discussed Below

Adding Equipment

Adding a Service

Modifying an Equipment or Service

Deleting an Equipment or Service

Viewing Equipment or Services

Account Entries - Equipment & Services

Once you opened the component and are in the Assigned Accounts and Equipment window, you can associate equipment or services associated with the component directly to the account. When you associate equipment and services here you will also the entries in the component. 

Adding Equipment

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Unofficial 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 view.

5.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to view.

The Assigned Accounts and Equipment window opens.

6.   In the Equipment and Services pane, click the field marked with an asterisk (*) to enter in a new piece of equipment for the component. Use the drop-down lists or type the appropriate information in each of the following columns (required fields are marked with an asterisk (*)):

·         Equipment or Service Type* – click the drop-down arrow to access a list, there are three columns of information within the list:

·         Equipment or Service Types – displays the name of the equipment or service

·         Is Service Type – a checkmark indicates that the type is a service

·         Allow Cost Adjustment – a checkmark indicates that the you can adjust the cost of the equipment or service

Within the list, select the equipment or service type.

·         Equipment or Service Name* – click the drop-down arrow to access a list, and then select the equipment or service name. This list displays only the names associated to the type that you previously selected.

·         Part Name* – click on the drop-down arrow to access a list, select the part name.

·         Site – once you click any of the drop-down lists, the field auto-populates with the site name you selected in the Device Properties pane.

·         Serial Number* – this field may auto-populate after you select a part name, it may either contain None or Generate Automatically, if these are contained within the field do not change the selection. However, if the field is blank click the drop-down arrow to access a list, and select the appropriate serial number

·         Quantity – this field auto-populates with a pre-determined quantity amount. To change, click the field and type-in the new information.

·         One Time Cost – this field auto-populates with the equipment’s one-time charge.

·         Recurring Cost – this field auto-populates with the equipment’s recurring charge.

·         Total One Time Cost – displays the total one-time cost for the equipment item.

·         Total Recurring Cost – displays the total recurring cost for the equipment item.

! At the bottom of the list of equipment is a totals line displaying the one-time and recurring charges totals for all the equipment items within the list.

·         Install Date* – this field auto-populates with today’s date. To change the date, click the field to access a drop-down arrow, once clicked a calendar displays. From the calendar, select the date to install the new equipment. This is the date the charges start for billing purposes. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Delete Date – click the field to access a drop-down arrow. Once clicked, a calendar displays, from the calendar select the date to delete the item from the set. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Technician click the drop-down arrow to access a list, from the list select the technician name.

·         Notes – click on the grey square in the field to open the Note popup that allows you to enter in any notes regarding the equipment or service.  Once you have finished typing the note, click on the OK button to save the note and close the popup.  Alternatively, you can click on the Cancel button to cancel the operation. 

·         Location – type the equipment or service location.

·         Last Recurring Bill Date – this field indicates the last date the piece of equipment generated a bill.

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

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Adding a Service

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Unofficial 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 view.

5.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to view.

The Assigned Accounts and Equipment window opens.

6.   In the Equipment and Services pane, click the field marked with an asterisk (*) to enter in a new service for the component. Use the drop-down lists or type the appropriate information in each of the following columns (required fields are marked with an asterisk (*)):

·         Equipment or Service Type* – click the drop-down arrow to access a list, there are three columns of information within the list:

·         Equipment or Service Types – displays the name of the equipment or service

·         Is Service Type – a checkmark indicates that the type is a service, pay close attention to this column as it indicates which items are service types.

·         Allow Cost Adjustment – a checkmark indicates that the you can adjust the cost of the equipment or service

Within the list, select the equipment or service type.

·         Equipment or Service Name*– click the drop-down arrow to access a list, from the list select the service name.

·         Part Name* – click the drop-down arrow to access a list, from the list select the part name associated with the service.

·         Site – click the drop-down arrow to access a list and from the list, select the site. The site drop-down list displays the bottom-most site first. After the ~~ is the complete path to the site. Each site level is separated by a >.

·         Serial Number*– click the drop-down arrow to access a list, from the list select the service serial number.

·         Quantity – this field auto-populates with the quantity. To change, click the field and type the new information.

·         One Time Cost – this field auto-populates with the service’s one-time charge.

·         Recurring Cost – this field auto-populates with the service’s recurring charge.

·         Total One Time Cost – displays the total one-time cost for the service

·         Total Recurring Cost displays the total recurring cost for the service

! At the bottom of the services list there is a Totals line. This line displays the total for the one-time and recurring charges for all the services within the list.

·         Install Date* – this field auto-populates with today’s date. To change the date click the field to access a drop-down arrow, once clicked a calendar displays, from the calendar select the date to install the new service, this is the date the charges start to displays for billing purposes. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Delete Date – click the field to access a drop-down arrow, once clicked a calendar displays, from the calendar select the date to delete the service from the circuit. To change the date, click the field to access a drop-down calendar. To change the month and year click the right or left arrow, and once at the appropriate month and year, click the number to select the date. The date populates in the box.

·         Technician – click the drop-down arrow to access a list, from the list select the technician name.

·         Notes – click on the grey square in the field to open the Note popup that allows you to enter in any notes regarding the equipment or service.  Once you have finished typing the note, click on the OK button to save the note and close the popup.  Alternatively, you can click on the Cancel button to cancel the operation. 

·         Location – type the service location.

·         Last Recurring Bill Date – this field indicates the last date the service generated a bill.

7.   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 Accounts list.

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Modifying an Equipment or Service

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Unofficial 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 view.

5.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to view.

The Assigned Accounts and Equipment window opens.

6.   In the Equipment and Services pane, Click the field you want to modify, the curser becomes available. Type or select the new information.

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

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Deleting an Equipment or Service

1.     Click the Accounting menu.

2.     Within the Navigation pane, click Accounts, then Unofficial 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 view.

5.   Within the Show ribbon group, click on the Accounting Entries button. The screen changes to displays two panes of information. Within the top pane, double-click the item to view.

The Assigned Accounts and Equipment window opens.

6.   In the Equipment and Services pane, right-click the selector box next to the Equipment or Service Type name, a small pop-up menu opens. Click Delete.

7.   Once you click Delete, a message box displays three choices:

·         Set Delete Date as today – select this to attach today as the delete date, when CES runs it deletes the item from the account and the billing will end as of the today’s date. This selections allows the item to remain in the list to view the billing dates.

·         Remove the row permanently – select this to delete the item permanently from the account, this deletes the item from the account without a delete date attached. This selection removes the item from the list and prevents any prorating of charges for the latest month of billing, for example if you delete the item on the 15th the account does not incur the charges from the 1st to the 15th, they are removed permanently.

·         Cancel - cancels the item from being deleted

8.   Click the option button next to the appropriate selection, then click Ok to continue or Cancel to stop the operation.

9.   Depending on your selection determines whether item stays within the list or is permanently removed.

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

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Viewing Equipment or Services

There are several options available when viewing the equipment and services related to an account.  At the top of the Equipment and Services pane is a dropdown box click on the arrow to select the statue that you want to view, you can choose from one of the following statuses:

·         Active Charges – displays a list of the active equipment and services in your billing cycle.  This will be mostly recurring charges. After charges are billed, they will be moved to the inactive charges list.

·         Inactive Charges – displays a list of the equipment and services that have been billed for, this will be mostly one-time charges. 

·         Installed – displays a list of the equipment and services that has not been deleted. If you do not do any sort of billing this list will be the same as the active charges list. 

·         Deleted – displays a list of equipment and services that have been deleted, with a delete date on the record.  Any equipment or service that was deleted permanently (with no delete date) will not appear in any list as it no longer appear in the system. 

·         All – displays a list of the equipment and services related to the record regardless of status. 

Next to the status dropdown box are two checkboxes, one for equipment the other for services.  They are both checked to indicate that you want to see both equipment and services within the list.  To only view equipment or services click on the box to remove the appropriate checkmark, the list changes to display your selection.  

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