WebTMA Accounting Module Basics

Luis PinoTMA Systems

Accounts

• The Accounts window is used to define the account numbers and descriptions to which expenses may be charged (debited) or credited.

• The software maintains charges for labor, material, and other expenses as they are added to a work order.

Accounts Types

• Departments to be charged • Labor Accounts • Inventory Accounts • Other Charges

Accounts Identity Tab

The Accounts / Identity Tab is used to enter and view the information that defines each account.

Budget Tab

• Use the Budget Tab to:– enter monthly budget information – post information for each account

• Entering budget information is optional, but use of budget data is encouraged if it is available.

Sub-Account Tab

Sub-accounts are used to:– Charge an account for work– Charge an account for services performed and you need to

distribute those charges into sub-accounts– Add labor, materials, other, and contractor charges

Repair Centers TabPath: Accounting > Accounts > Repair Center Tab

• You can restrict access to an account by assigning specific repair centers. If access to the repair center is granted on the User Management / Data Access–Repair Center Subtab of the logged in user, then the person can select the account.

• Unless an account has at least one repair center listed, the account is not shown in any selection list.

Cost Tab• The read-only Cost Tab displays the posted

costs for the selected account.• Most organizations do not routinely charge

other accounts for the work they do. However, if work is charged, the Accounts / Cost Tab reflects the value of those charges.

Default Account Hierarchy

• Helps you track work order costs• Feature is activated when the Charge check

box is marked on the Work Order / Identity Tab

• Allows WebTMA to automatically populate Account # fields

Charge (Debit) Accounts

• The Account # field on the Work Order/ Identity Tab is commonly referred to as the charge account.

• When you perform the Post Charges function, the total cost of the work order is debited from the account entered in this field.

Charge (Debit) Accounts

Credit Accounts

• The Account # field associated with labor lines, material lines, and other charge lines is commonly referred to as the credit account.

• The account number designated on a specific line item is the account that will be credited for the amount of that line item when Post Charges is performed.

Labor LinesCosts for labor are added to work orders for each technician. A default account hierarchy is in place, which populates the Credit Account field specific to the individual labor lines.

Material LinesCosts for materials are added to work orders for each part. A default account hierarchy is in place designed to populate the credit Account field specific to the individual material lines.

Other Charge Lines

Costs for other charges that cannot be captured as labor or materials costs are also added to work orders.

Depreciation

• You can track depreciation on equipment, biomed equipment, vehicles, tools, entities, buildings, assets, and IT equipment.

• Depreciation schedules are specific to each item.• Different depreciation methods can be applied

including:– Straight-Line method– Declining Balance method– Sum-of-the-Years Digits method

Perform Depreciation Globally

Post Charges

• Takes all qualifying charges and credits from Work Orders, Sales Orders, Fuel & Oil Tickets, or Purchase Requisitions transactions and applies the amounts to the designated accounts.

• Establish a schedule for posting charges. Determine the frequency based on your organization's current business practices. Perform this function:– Monthly– Bi-Monthly– Weekly– Daily

Post Functions – Batch

• The Batch Management function is an administrative module used to post charges, post projects, and generate PMs.

• You can establish different run times and post dates.

Post Functions – Single

• The Post This WO link enables you to create a Batch Job for a single WO.

• This can be executed against specific WO’s that require immediate posting rather than waiting for end of week or month cycle.

Transaction Qualification Requirements

• The charge amount must equal the credit amount • Transaction must contain at least one Charge Account• Credit account numbers must be present on all line items• Transaction dates must be present on:

⁻ Chargeable labor line items ⁻ Chargeable material line items ⁻ Chargeable other charges line items

• Transaction amount must be present on all chargeable line items

• Items will be posted that have transaction dates the same as or prior to the selected Post date and have not been posted previously

Posting Errors- Next Steps

Some transactions may not be eligible for posting charges.

Reports

Commonly used Accounting Reports:– Account Activity Detail– Equipment Charges – Detail– Posted Charges Detail – Vehicle Expense Report

Questions?

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