Define Accounts

In ARCHIBUS, an account can be an internal entity to which you charge costs (such as MAINTENANCE 2007) or an outside company to which you pay or receive funds. You develop accounts so that you can associate costs with them, rather than with a specific department. For example, suppose your company needs to track the maintenance costs related to an expansion project involving many divisions in the company. To charge the costs to the project's budget, you need to establish an account for the project.

If you want to charge property, building, or lease costs to accounts, you can define the accounts from which users select when adding recurring costs for these portfolio items.

To define accounts:

From the Building Operations console or from the Process Navigator, select the Define Accounts task.
At the top of the Accounts selection list, click Add New.
In the Accounts section on the right, complete the following field, which is a required field:
Account Code -- Enter a unique code for identifying the account, for example, 2007-OVERHEAD for an internal account. For an account that references an outside company, enter a unique code to identify the company, such as 2007-SMITH ASSOC.
Complete the following recommended field:
Company: Select the company or contact to which you pay or receive funds. The Business Process Owner enters these contacts using the Define Companies task of the Lease Administration application.
Payment Currency (Only available from Cost Administration):If you are using the ARCHIBUS features for VAT and multicurrency, enter the currency used for transactions for this account. The user is able to change the default currency for a record if needed.
Account Description: -- Enter a description of the account.
Click Save.
Repeat steps 2-5 to enter all your accounts.