In VertiGIS FM, an account refers to a numbered account within your organization's general ledger. Each account your organization manages in VertiGIS FM should summarize a type of asset, liability, equity, revenue, or expense. Examples of accounts include cash, accounts payable, accounts receivable, and inventory.
An account must be selected for each invoice that is created in the VertiGIS FM database. For each account, you can set annual budgets, which determine how much money in invoices billed to the account can be paid in a given fiscal year.
Click here for instructions on how to add, edit, and delete an account.
Details Page
Each account has its own details page. You can access it by navigating to the Costs and Budget search page, selecting Account under Objects, and double-clicking a cost type in the search grid.
Account in Search Page
An account's details page is divided into the sections below.
Account
The Account section stores the account's high-level details.
Field |
Description |
|---|---|
Number |
The account's number. |
Name |
The name of the account. |
Active |
Whether the account is in use. |
Across Tenants |
Whether the account is available for use for multiple tenants that access the VertiGIS FM database. |
Organization |
The organization or department within your company associated with the account. Selectable options are stored in the Organisations section on the Own Company or Tenant administration page. Selecting an organization in this field does not make it appear in the Organizations section on the account details page. Organizations are added to this section in the Organizations field below the main account details.
Account Section |
Class of accounts |
Selectable options are stored in the Class of Accounts catalog. |
Cost type |
The cost type whose category the account is in. The cost type's properties determine which type of line items the accounts associated with it can be selected for. |
Default tax type |
The type of tax applied to the account's transactions. Tax information is stored in the Country Management page for the country selected on the Own Client or Tenant administration page. |
Priority |
The level of importance of the account. Selectable options are stored in the Priority catalog. |
Settlement account |
The centralized account used to settle transactions for this account. Selectable options are stored in the Settlement Account catalog. |
Default account for accounting of service charges |
|
Organization
The Organizations sections lists the departments within your organization that are associated with the account (e,g,, accounting or administration). Selectable options are stored in the Organizations section on the Own Client or Tenant administration page.
You can associate or disassociate organizations with this account when you edit the account details.
Add or Remove Account in Edit Form
Budget
The Budget section stores the account's available annual budgets for the set fiscal year, the previous year, and if has been added to the fiscal years administration page, the upcoming fiscal year. Each fiscal year's year budget page also shows the invoices charged to the account.
Budget Section
If you change the set fiscal year in VertiGIS FM, the available budgets update accordingly.
Set Fiscal Year and Available Budgets
The Budgeting column indicates whether a budget has been set for the year. A budget determines how much money in expenses associated with the account your organization can incur in the fiscal year.
Invoices sent to the account are listed in the Costs/Revenues section in the budget entry for the fiscal year in which the invoice is sent. An expense in the amount of an invoice is incurred against the account's budget when you create an incoming invoice of a positive amount or an outgoing invoice of a negative amount that is associated with the account, and the invoice is checked or printed. A credit in the amount of an invoice is added to the account's budget when you create an outgoing invoice of a positive amount or an incoming invoice of a negative amount that is associated with the account, and the invoice is checked or printed.
When the amount specified in the budget is spent, you will be unable to select the account for new invoices. Refer to Set a Budget for more information about account budgets, including instructions on how to set them.
An invoice is associated with the fiscal year that is set in VertiGIS FM when the invoice is created.
Documents
The Documents section lists the documents, including image files, associated with the account. Refer to Document Management for more information, including instructions on how to upload a document.
