Real Property / Strategic Financial Analysis / Background Data
Smart Client - Real Property / Strategic Financial Analysis / Financial Analysis

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.

You can associate accounts with Chart of Accounts you define. The application can then summarize cost transactions by Chart of Account Groupings.

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

ERP financial systems typically map General Ledger account codes to the Accounts table.

To define accounts in Smart Client

Note: Smart Client's Define Accounts task presents the account records in a simple grid view. From this view, you cannot define or edit account hierarchies. To do so, work with Web Central's Define Account Hierarchy task.

  1. From the Smart Client, select Real Property / Strategic Financial Analysis / Financial Analysis / Background Data / Define Accounts task.
  2. The grid presents the Accounts table.
  3. To show all fields, select Fields from the View group on the ribbon. Use the dialog to select the fields you want to display.

  4. Click in the row with an asterisk to add a new record.

    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. 

    COA Source Code: Select the Chart of Account source account that is associated with this account. For information on COA, see Define Chart of Account Sources.

    COA Cost Group Code: Select the type of general ledger entry this Chart of Account Source maps to, such as assets, liabilities, equity, revenue, or expense account.

    Account Description: -- Enter a description to further identify the account.

To view or export accounts in Web Central

The Strategic Financial Analysis / Background Data / Define Accounts task in Web Central is for exporting accounts or viewing existing accounts. To define accounts, you work with the Define Account Hierarchy task.