FINANCE
CHAPTER 6: FINANCE
The Finance Module lets you build an account structure that maintains balances
of costs such as labor, materials, equipment and contracts. You can calculate
balances based on cost-impacting transactions such as labor, timecard entries
and inventory releases.
The Customer Billing feature allows you to bill customers for work performed
by the facility management organization and allows you to report actual and
budgeted expenditures.
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ACCOUNT MAINTENANCE SCREEN
The Account Maintenance screen allows you to build and maintain a structure
based on balances of costs such as labor, materials, equipment, and contracts.
To access the Account Maintenance screen, select these menu items:
Finance Module / Entry / Accounts / Entry
The Account Maintenance screen defines accounts and default system settings
that must exist before you begin to process transactions.
The general ledger account structure must contain a minimum of three accounts
and their associated offset accounts. This enables the Advanced Finance Module
to integrate with FacilityFocus’s work management and inventory management
transaction environments. These six accounts are referred to as FacilityFocus’s
“standard accounting configuration” and appear in the distribution window on
transaction screens. Each account contains four sub-ledger accounts named:
• Labor
• Materials
• Equipment
• Contract
Since the FacilityFocus System monitors costs by sub code, there must be a sub
code default value for each account.
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Sub Ledger
Accounts
Labor Materials Equipment Contracts Totals
Sub Code
Subledger
Labor Materials Equipment Contracts
The standard accounting configuration is an example of the minimum number of
accounts required; you can add accounts and configure your accounting
structure to meet your organization’s requirements.
Descriptions of the minimum standard accounts appear below:
Department Distribution Account = Customer Offset Account = Customer Offset
Warehouse Distribution Account = Warehouse Offset Account = Warehouse Offset
Contract Distribution Account = Contract Offset Account = Contract Offset
Property Distribution Account = Property Offset Account = Property Offset
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ACCOUNT GROUP SCREEN
The Account Group screen enables you to group accounts by function.
Managers can group accounts into any structure for review or analysis.
To access the Account Group screen, select these menu items:
Finance Module / Entry / Accounts / Groups
Account Group Screen Fields
Field Explanation
Account Group User-defined name for the account group you are
opening.
Description Explanation for the account group you are opening.
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Account Group Screen Fields
Field Explanation
Group Type Account group to which you are adding the account(s).
Account Select the accounts you want to add to a particular group.
Account information is displayed in the display-only
boxes.
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Finance MAP
Work
Request
Phase
Customer
Billing
Customer Equipment
Property Shop
Customer Billing
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Customer Billing Process
Gather Work
Requests and
Phases for
Billing and
Status
Actual Costs
plus Fixed
Mark-up Billing
Gathers Source Gets Fixed Amount
Transactions from From Distribution
Account Log Of Phase
Opportunity to
Apply Mark-up for Edit and
Labor, Materials, Approve
Equipment, and
Contracts
Update Work Redistribute
Request and Totals on
Phase Billing Account Change
Review Billing
Summary by:
Update Account
Work Request And Balance with
Phase
Distribution
Markup
Account
Sub Code
Offset Account
Offest Sub Code
Transaction
Transaction Number
Transaction from Sub-
ledger
Flag
Transaction
(any combination of the Source
above)
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CUSTOMER BILLING – SETUP SCREEN
The Customer Billing – Setup screen is used to define parameters for the
customer billing process. By defining the work request type, category, and from
and to Phase statuses, you identify which work requests you want to bill.
Customer Billing Setup must be done before running Customer Billing.
To access the Customer Billing - Setup screen, select these menu items:
Finance Module / Entry / Customer Billing / Setup
Customer Billing – Setup Screen Fields
Field Explanation
WR Type Work Request Type code for the Work Requests you want to
bill. Used to classify work requests, it is the highest level in
the Work Hierarchy of Types, Categories, Statuses, and
Work Codes.
Sample codes:
C – Construction
J – Janitorial & Custodial Services
M - Maintenance
R - Recurring
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Customer Billing – Setup Screen Fields
Field Explanation
Category Work Request Category code for the Work Requests you
want to bill. It further classifies work requests and is the
second highest level in the Work Hierarchy of Types,
Categories, Statuses, and Work Codes.
Select from the drop-down list. It is filtered by Work
Request Type.
Sample Codes:
Major Construction
Clean
Move
Special Events
CM-Corrective Maint
PM-Preventive Maint
SC-Service Call Maint
SP-Special WO Maint
ST-Standing WO Maint
From Status Work Request Status code for the Work Requests you wish
to bill. This is the status that must be assigned to a Work
Request Phase to indicate to the billing routine that it is
ready to be billed.
To Status This is the status to assign to the Work Request Phase record
when the Customer Billing process has been completed. If
you wish for the statuses to stay the same, enter the same
status as you entered in the From Status field.
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Customer Billing – Setup Screen Fields
Field Explanation
Billing Method Method used to generate customer billing. Select from the
drop-down list. Required Field.
Bill all Actual charges (This is the default)
Bill actual charges up to the Estimate
Bill Difference between billed amount and estimate
amount.
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CUSTOMER BILLING SCREENS
Customer billing screens enable you to generate customer billing transactions
for work performed by the facility management organization and allow you to
report actual and budgeted expenditures.
The customer billing screens bill work requests that meet the billing criteria
defined on the Customer Billing - Setup screen described previously in this
chapter.
The Finance Customer Billing Menu offers two customer billing screens:
Transaction Billing and Work Request Billing.
When you use either screen to select items to bill and then click the Save button,
the billing process generates the transactions against the fund tables, updates the
Work Request and Phase, and, if your system is set up to allow it (System Flag
127), generates entries for the Standard Billing Object (Fund API) tables.
TRANSACTION BILLING SCREEN
The Transaction Billing screen only finds and bills transactions defined on the
Customer Billing—Setup screen with one of the following as a Billing Method.
o Bill all Actual charges
o Bill actual charges up to the Estimate.
To access the Transaction Billing screen, select these menu items:
Finance Module / Entry / Customer Billing / Transaction Billing
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Detail Line Scrolled to Right
Transaction Billing Screen Fields
Field Explanation
Bill? Use this checkbox to select the transactions that you wish
to bill.
Select All When the screen is in update mode, this button
selects all items displayed on the screen for
billing. When you save the record, the actual
billing process is done.
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WORK REQUEST BILLING SCREEN
The Work Request billing screen can use any of the billing methods selected on
the Customer Billing—Setup screen. When the Work Request screen bills, it
will mark the Transactions as billed in the Financial Transaction Log.
To access the Work Request Billing screen, select these menu items:
Finance Module / Entry / Customer Billing / Work Request Billing
Detail Line Scrolled to Right
Work Request Billing Screen Fields
Field Explanation
Bill? Use this checkbox to select the transactions that you wish
to bill.
Show Transaction Displays a screen that displays the details of the
transaction to be billed.
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Work Request Billing Screen Fields
Field Explanation
Bill All When the screen is in update mode, this button
selects all items displayed on the screen for
billing. When you save the record, the actual
billing process is done.
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API MAINTENANCE SCREEN
This screen allows you to view the transactions created by the Customer Billing
process and placed in the API Fund Table. The main screen offers Work
Request information. The subscreens (accessed by buttons labeled Page2
through Page 6) give information regarding charges for the Phase, Time Cards,
External Charges, Material Releases and Service Contracts.
Most of the fields on the screen are editable. However, if you change the
information on this screen, your login is entered into the Modify User field, and
the validity of the data that goes into your billing interface program cannot be
verified by FacilityFocus.
Finance Module / Entry / Customer Billing / API Maintenance
Window Accessed by Page 2 Button
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Window Accessed by Page 3 Button
Window Accessed by Page 4 Button
Window Accessed by Page 5 Button
Window Accessed by Page 6 Button
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INVOICE GROUP SCREEN
Invoice numbers are generated when Customer Billing is run. (Actual invoices
are created using a secondary report program that is not part of the standard
FacilityFocus release. See your Project Manager for details.)
This screen allows you to sort the invoice numbers using three options. You can
group invoices by Account Number, By Work Request Number, or by the
Account Administrator (set up on the Administrator Window on the Account
Maintenance Screen).
To select the sort option, click the Default Y/N checkbox next to the desired
option on the Invoice Group screen. When you do this, the system updates the
Invoice numbers in the ae_s_fnd_a table so that the invoices are grouped
together in the desired order.
Finance Module / Entry / Customer Billing / Invoice Group
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ENCUMBER WORK REQUEST SETUP
The Encumber Work Request Setup screen enables you to define parameters for
processing work request encumbrances. The FacilityFocus System uses the first
set of category and status code parameters to determine which work requests to
process when encumbering Work Requests.
Use the Encumber Billing - Setup screen first to define Work Request type,
Category, From Status and To Status before you run the Encumber Work
Request process so that the system knows what Work Request transactions to
retrieve and what statuses to use or update.
To access the Encumber Billing - Setup screen, select these menu items:
Finance Module / Entry / Encumber Work Request / Encumber Billing Setup
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Encumber Billing Screen Fields
Field Explanation
WR Type The Work Request Type code for the Work Requests you
want to encumber. This is the first level of Work Request
classification in the Work Hierarchy of Types, Categories,
Statuses, and Work Codes.
Sample Codes:
C – Construction
J – Janitorial & Custodial Services
M - Maintenance
R - Recurring
Category The Work Request Category code for the Work Requests
you want to encumber. It further classifies work requests and
is the second highest level in the Work Hierarchy of Types,
Categories, Statuses, and Work Codes.
Sample Codes:
Major Construction
Clean
Move
Special Events
CM-Corrective Maint
PM-Preventive Maint
SC-Service Call Maint
SP-Special WO Maint
ST-Standing WO Maint
From Status The Work Request Status code for the Work Requests you
want to encumber. This is the status that must be assigned to
a Work Request Phase to indicate to the encumbrance
routine that it is ready to be encumbered.
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Encumber Billing Screen Fields
Field Explanation
To Status Status code the system should apply to work requests after
they have been processed. This is the status to assign to the
Work Request Phase record when the Encumbrance process
has been completed. If you wish the status to stay the same,
use the same status as the From Status.
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ENCUMBER WORK REQUEST ENTRY
Note: Use the Encumbrance Setup screen first to define Work Request type,
Category, From Status and To Status before you run the Encumber Work
Request process so that the system knows what Work Request transactions to
retrieve and what statuses to use or update.
The Encumber Work Request screen allows you to set aside funds for a specific
work request. The funds are taken from the account specified in the Account
field on the Work Request Phase Account Distribution window.
Work Request Screen Phase Account Distribution Window
The System calculates encumber amounts and displays them in the row labeled
Encumbered on the Work Request screen MORE window.
Work Request Screen MORE Window
The Encumber Work Request Entry screen displays work requests that meet the
criteria entered on the Encumber Work Request Setup Screen.
To indicate a work request that you want to encumber, place a check in the
check box labeled Encumber? Once you save the record, the system reduces
the customer account’s available funds by the amount entered in the Budget
field on the Work Request.
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To access the Encumber Work Request Entry screen, select these menu
items:
Finance Module / Entry / Encumber Work Request
To use the Encumber Work Request screen:
1. Click Search, then Find ( and on the button bar above the
entry screen) to retrieve all work requests which match the
encumbrance criteria setup in the Encumber Work Request Setup
screen.
2. Click Update ( on the button bar above the entry screen). It allows
you to access the Encumber Work Request screen and change
information.
3. Check Encumber? to select the work requests to encumber.
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ENCUMBER WORK REQUEST SCREEN SUMMARY BUTTON
Encumber Work Request Screen Fields
Field Explanation
Summary
Displays a list of Work Requests and allows you to check
which ones to encumber.
The Summary button accesses a menu listing all the fields on the Encumber
Work Request Entry screen, as seen below.
Selecting the Sub Code option accesses the summary window. It shows only the
sub codes used to meet the criteria established in the encumber setup and for the
work requests.
To use the Summary window:
1. Check Enc?. This selects work requests for encumbrance.
2. Click OK or Cancel. Select OK to encumber work requests with the
Enc? field checked. To escape without encumbering work requests,
select Cancel.
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ENCUMBER WORK REQUEST ENCUMBER ALL BUTTON
Encumber Work Request Screen Fields
Field Explanation
The Encumber All button allows you to select all of the
retrieved work requests for encumbrance. If you wish to
change the search criteria that pulled up the list of work
requests, you can check the Override? checkbox.
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EXTERNAL CHARGES
The External Charges screen is used to enter, edit and/or load external charges
for inventory purchases. External Charges are displayed from the Work Request
screen by clicking the View button for the Phase and selecting “External Costs.”
To access the External Charges screen, select these menu items:
Finance Module / Entry / External Charges
To enter external charges:
1. Click Insert (on the button bar above the entry screen) to create a new
record.
2. Enter the appropriate information into the fields on the External
Charges screen. Scroll to the right to ensure that you enter information
in all the necessary fields. Note that the following fields are required:
Subledger Type, Work Request, Phase, Work Code, Amount, Shop
Person.
3. Click Save.
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To edit external charges:
Note: you are only permitted to edit external charges that have not yet been
posted (Post flag is ‘N’).
1. If necessary, click Find to search for a particular external charge.
2. Click Edit (on the button bar above the entry screen) to access the
External Charges screen and change information.
3. Edit whichever fields necessary. Transaction Date, Post Date and Post
Flag are non-editable.
4. Click Save.
To Post Charges:
Click Post Charges.
The external charges you post will be added to the labor, material, equipment
and contract actual costs for the appropriate Work Request and Phase. The
balance amounts on the Account Code Definition screen will be adjusted by the
amount charged. A new record will be created in the Account Transaction Log
detailing the external charges that were posted.
Once transactions have been posted, they can be viewed by clicking the View
Button on the Phase portion of the screen and selecting "External Costs."
To load external charges from a text file:
Click the ‘Load…’ button on the External Charges screen and select the
filename from the browse window. This will load a list of external charges from
a tab-delimited text file. The file should contain external charges information in
the following order, separated by tabs. If data is not available for one or more
fields, a tab character must still be entered as a place holder.
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Field Text File ae_i_ext_e column Data
Number Field Description to be populated Type/Size/Format Required
1 Transaction Date trans_date mm/dd/yyyy Format Y
2 Work Request proposal char(15) Y
Number
3 Phase Number sort_code char(15) Y
4 Work Code craft_code char(15)
5 Shop Person shop_person char(15)
6 Transaction Amount amount number(10,2) Y
7 Request Number req_no char(15)
8 PO Number po_num char(15)
9 Description itm_desc char(40)
10 Invoice Number inv_no char(15)
11 Invoice Date inv_date mm/dd/yyyy Format
12 Payment Date payment_date mm/dd/yyyy Format
13 Cash Number cash_no char(15)
14 Subledger Type subledger_type char(1) Y
(L,M,E or C)
15 Batch Number batch_no char(15)
16 Part Number part char(25)
17 Quantity itm_qty number(10,2)
18 Vendor/Contractor contractor char(15)
19 Vendor Address address_code char(5)
Code
20 Part Unit of Measure uom inv_uom
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MANUAL ADJUSTMENTS
The Manual Adjustments screen enables you to increase or reduce account
balances. FacilityFocus does not allow you to edit the subledger accounts after
they have been created and saved. You must use the Manual Transactions screen
to adjust the actual, budgeted or encumbered balances.
To access the Manual Adjustments screen, select these menu items:
Finance Module / Entry / Accounts / Manual Transactions
To use the Manual Adjustments screen:
1. Assign an account in the Account field.
2. Select the account sub code and sub ledger you want to adjust.
3. Select the area for adjustment (actual, budgeted, or
encumbered)
4. Enter the amount.
5. Enter an account in the offset portion of the screen, selecting
sub code, subledger and area for adjustment.
6. When the record is saved, the system will generate the
balancing entries.
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CHAPTER 6: FINANCE...................................................................................1
ACCOUNT MAINTENANCE SCREEN ........................................................2
ACCOUNT GROUP SCREEN........................................................................4
CUSTOMER BILLING – SETUP SCREEN...................................................8
CUSTOMER BILLING SCREENS...............................................................11
TRANSACTION BILLING SCREEN ..................................................................11
WORK REQUEST BILLING SCREEN...............................................................13
API MAINTENANCE SCREEN ...................................................................15
INVOICE GROUP SCREEN.........................................................................17
ENCUMBER WORK REQUEST SETUP ....................................................18
ENCUMBER WORK REQUEST ENTRY ...................................................21
ENCUMBER WORK REQUEST SCREEN SUMMARY BUTTON ...........................23
ENCUMBER WORK REQUEST ENCUMBER ALL BUTTON ................................24
EXTERNAL CHARGES ...............................................................................25
MANUAL ADJUSTMENTS .........................................................................28
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