Manage Financial Options

When selected, the Account Code will display by default against a Cost Code for a Job / Order raised against a Service Request Maintenance record.

Note: Information can be cleared from the Service Request Maintenance Account Code field by clicking on the Clear Account Code.

Clears the data from the Service Request Maintenance Account Code field.

The default value for Orders against a Service Request Maintenance. This amount is stored against the Order Item, and the Order Value

When this option is enabled, monies will be automatically applied to the selected Purchase Ledger in Ledgers > Purchase Ledgers for any Jobs that do not have a linked Contractor and a valid Purchase Ledger.

When charges are produced, they are based on dates ahead and behind the present date.

The value that will be used to validate against when saving or authorising an order.

When you try to save a Cost Code, it will validate against a list of allowed codes in the database. This can be done on either isolated parts of the Cost Code or the entire Cost Code string.

When true, saving a Cost Code will validate against a list of acceptable codes based on the source of the object to which it is associated.

Note: The Restrict Valid Cost Codes By source setting cannot be selected together with Validated Cost Codes By Pre-Defined List.

The following warning message will be displayed.

When this option is enabled, Purchase Orders can be linked to an existing order using the Order Editor.

On a Purchase Order, the Cost Centre Part Two list will be restricted based on the selection for Cost Centre Part One from the existing combinations in the Budget screen.

When set, a warning will be displayed for an Invoice and Credit Note when the number is not unique for the Contractor. This can be set as either Off, Soft Warning or Hard Warning.

Soft Warning Messages

Hard Warning Messages

When true, a warning message will be displayed when an invoice item has a value that is greater than the related order value.

When true, the system prevents a cost on an Invoice Item from being more than the remaining cost for the Cost Code on the linked Order.

When true, the system will only allow cost codes selected on linked Orders and Purchase Orders to be added to Invoice (Accounts Payable) items and will limit the fields that can be modified on an Invoice Item cost code to Labour, Plant, and Material Costs.

When true, a warning message is displayed when attempting to save a Location, Asset or Component that is not linked to a Financial Asset.

When true, the Cost Code Control is automatically expanded when editing a Cost Code.

When true, duplicate cost codes cannot be added on an Order, Purchase Order and Order Variation.

When true, the system will omit Orders and Purchase Orders from search result when the selected Status, has a State set to 'Closed'.

Note: All Orders and Purchase Orders will be displayed when Include Archived has been selected.

When true, Orders and Purchase Orders are omitted from the search results when the Order Status set has a State of Closed..

Note: Where Is Archived has been selected then Closed records are displayed.

When true, Project Statuses are configured to allow or prevent the creation of Financial Outcomes.

When true, Invoices (Accounts Payable) and Credit Notes within Authorisation Manager is filtered byPeriod start and end dates.

When true, a Financial Asset can only be linked to one Location, Asset or Component. No other items can be linked.

When true, Invoices or Credit Notes cannot be authorised by the same user who authorised the Order.

Users cannot exceed the Budget value specified against the chosen Account Code or Cost Code when it is selected.

Soft Message

Hard Message

Note: The same messages are displayed when over budget on Account Code.

The percentage of invoices randomly selected for requiring audit within the Invoice Audit Manager. By default, this is set as 10% but can be changed as required.

When true, the Cost Centre is restricted to the associated originating business unit or building.

When selected, the Cost Centre list is restricted to those associated with the relevant Order type. As an example, if this option is enabled and an Order is raised against a Condition Record, then the Is Revenue and Is Capital checkboxes on the Cost Code are not enabled.

When true, Cost Centre Part Two is enabled on an Order or Purchase Order record.

When selected, the Risk Level Assessment task must be completed before an Order can be authorised.

When a Status has been selected, the Order will automatically update to this Status after it has been authorised.

When a Status has been selected, the Purchase Order will automatically update to this Status after it has been authorised.

When true, the Contractor Site Code becomes mandatory when creating or updating a new or existing order.

When true, it enables an Order Number to be set in a specified format.

Note: The Enable Order Number Format setting only applies when the Order auto-numbering has been enabled.

Note: Part 1 to 4 will become available for selection in Format when Enable Order Number Format has been selected.

The Order Number Format can be divided into up to 4 parts. These parts can be a combination of Counter, Financial Year, Parent Item Code, Prefix Code and Suffix Code

Note: Where Format Part 1 has become active. Counter must be selected from the drop down to continue.

When active, allows the user to add a Prefix Code to an Order Code.

Note: The Prefix Code will only become active when Prefix Code has been selected from the Part 1 to 4 drop downs

When active, allows the user to add a Suffix Code to an Order Code.

Note: The Suffix Code will only become active when Suffix Code has been selected from the Part 1 to 4 drop downs

When selected the Counter Start number is displayed in the Order Number on saving.

Note: The Counter Start will become active when Counter has been selected from the Part 1 to 4 drop downs

When selected, Journal Entry numbers can be generated in a specified format.

The Entry Number Format can be divided into up to 2 parts. These parts can be a combination of Counter, Prefix Code.

Note: The Enable Journal Entry Number Format setting only applies when the Journal Entry Auto Unique Number has been enabled.

Note: Part 1 to 2 will become available for selection in Format when Enable Journal Entry Number Format has been selected.

When active, allows the user to add a Prefix Code to an Journal Entry

When selected the Counter Start number is displayed in the Journal Entry number on saving.

When selected, Project Costs can be capitalised against it's Financial Asset.

When selected, the Capital Value should only contain Capital Costs and exclude both Operational and other cost types.

When set, it will allow the user to create a budget from either Cost Centre or Chart of Account.

Cost Centre

Account Codes

Note: Where Chart of Account has been selected, the Project Budget Cost Centres Restrict Orders and Restrict Cost Centres By Business Unit become inactive.

When selected, the Project Budget Cost Centres will restrict Orders.

When selected, an Order that has been created against a Project Contract cannot be authorised unless the Cost Code against the related Project Budget has been authorised.

When selected, Cost Centres will be restricted by a Business Unit.

When selected, this prevents the value of the Project Plan from exceeding the value of the Project Budget.

When set, a warning message will be displayed when the Total Forecast exceeds the value of the project.

When set, a warning message will be displayed when the Value of the Orders exceeds the value of the contract they are linked to.

When selected, this prevents the value of the Project Plan from exceeding the value of the corresponding Project Budget.

When selected, Invoices can not longer be added to financially complete projects.

When selected, when all Project Budget rows are set to Authorised, a new contract can be created by a user.