Financial Administration

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In Financial administration you can set up Currencies, Resource price and rates, Customize financial reporting fields etc. You must have the role Administrator in the Lobby to work with Financial administration, i.e. this function is not accessible from inside a room.

Financial administration is started by choosing Financial administration  under Administration .

NOTE: Before you can add incomes and expenses in ProjectCoordinator you have to set at least one currency. See Currencies

Contents

 

 

Currencies

 

  •  Add currency
  1. Choose Financial administration  under Administration .
  2. Click on the tab Currencies.
  3. Click on the button Add currency in the toolbar.
  4. Select a currency in the box Currency. NOTE: The first currency you add will become the default currency for the portal, all currencies added after that will have their exchange rate stated towards the default currency.
  5. When a currency has been selected, the values in Short Name and Exchange Rate will be automatically added. The current exchange rate is automatically fetched from an external web service.
  6. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

  • Edit currency
  1. Choose Financial administration  under Administration .
  2. Click on the tab Currencies
  3. Select the currency you want to edit by checking the checkbox for the desired currency and then click on the button Edit currency in the toolbar
  4. Edit the exchange rate for the currency by changing the value field Exchange Rate. NOTE: You can only change the Exchange Rate, not the Currency or the Short Name.
  5. Click on the Save button

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button

 

  • Disable/Enable currency
  1. Choose Financial administration  under Administration .
  2. Click on the tab Currencies
  3. Select the currency you want to disable/enable by checking the checkbox for the desired currency and then click on the button Disable currency to disable it or Enable currency to enable it. If a currency is disabled, it means that it is not possible to use the currency for expenses/incomes etc. (it will not be shown when adding new or edit previously defined expenses/incomes), but all previously defined expenses/incomes where the disabled currency has been used is still available.
     
  • Delete currency
  1. Choose Financial administration  under Administration .
  2. Click on the tab Currencies
  3. Select the currency you want to delete by checking the checkbox for the desired currency and then click on the button Delete currency in the toolbar. NOTE: If there are reported costs with the selected currency, the currency will only be disabled, (not possible to report new costs with this currency, but existing costs will keep the currency set to it). If no costs are reported with the currency, it will be removed completely from the list. The default Currency can neither be removed nor disabled.

 

Rates

 

When a new user is created, Currency (default) and Work time per day (8 hours) will automatically be added to the tab Resource default rate. Would you rather want the Unit default rate to be applied, fill in the information under that tab. Furthermore, you could not just set a default rate of a unit/room, but also on an individual level, if you choose the tab Resource rate per unit. NOTE: Resource rate per unit overriding the settings made in both the tab Resource default rate and the tab Unit default rate.

 

  • Resource default rate
  1. Choose Financial administration  under Administration .
  2. First click on the tab Rates, then on the tab Resource default rate
  3. A list of all the users/resources is shown in the main window. Here you can edit the values directly in the list:
    1. In the Currency field you select in which currency the resources Rate and Price is stated
    2. In the Rate field you set the default rate for the resource (out rate)
    3. In the Price field you set the price for the resource (what the resource costs internally)
    4. In the field Work time per day you can set the normal working time for the resource. NOTE: This is mandatory if you want to have the ability to manage the resource in the Resource Planner.
  4. Click on the Save button

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button

  • Unit default rate
  1. Choose Financial administration  under Administration .
  2. First click on the tab Rates, then on the tab Unit default rate
  3. A list of all the units is shown in the main window. Here you can edit the values directly in the list:
    1. In the Currency field you select in which currency the unit Rate is stated
    2. In the Rate field you set the default rate for the unit, (overrides resource default rate for that unit)
  4. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

  • Resource rate per unit
  1. Choose Financial administration  under Administration .
  2. First click on the tab Rates, then on the tab Resource rate per unit.
  3. A list of all the units is shown in the main window. Here you can edit the values directly in the list:
    1. In the Currency field you select in which currency the unit Rate is stated.
    2. In the Rate field you set the default rate for the unit (overrides resource default rate for that unit).
  4. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

 

Reporters

 

Accounts

 

  • Add account
  1. Choose Financial administration  under Administration .
  2. First click on the tab Reporters, then on the tab Accounts.
  3. Click on the button Add accounts in the toolbar.
  4. Enter the name of the new Account.
  5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

  • Edit account
  1. Choose Financial administration  under Administration .
  2. First click on the tab Reporters, then on the tab Accounts.
  3. Select the account you want to edit by checking the checkbox for the desired account and then click on the button Edit account in the toolbar.
  4. Edit the name of the Account.
  5. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

  • Delete account
  1. Choose Financial administration  under Administration .
  2. First click on the tab Reporters, then on the tab Accounts.
  3. Select the account you want to delete by checking the checkbox for the desired account and then click on the button Delete accounts in the toolbar.
     
Account users

 

  • Add/Edit account users
  1. Choose Financial administration  under Administration .
  2. First click on the tab Reporters, then on the tab Account users.
  3. Click on the button Add account users in the toolbar.
  4. In the window that opens, use the Account drop down menu to select which account you want to add users to.
  5. When an account has been selected, the Users list is populated with all users on the portal that is not connected to an account yet. To add a user to the account, simply drag and drop the user to the list Account users. Please note that a user can only be associated with one account.
  6. Click on the Save button.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

  • Delete account users
  1. Choose Financial administration  under Administration .
  2. First click on the tab Reporters, then on the tab Account users.
  3. Select the account user you want to delete by checking the checkbox for the desired account users and then click on the button Delete account users in the toolbar.
  4. Click on the Yes button to delete the desired account user.
  5. Click on OK to confirm.

 

Financial reporters
  • Add/Edit/Delete Financial reporters
  1. Choose Financial administration  under Administration .
  2. First click on the tab Reporters, then on the tab Financial reporters.
  3. Click on the button to the right in the list with account names.
  4. In the window that opens, all users associated with the account is listed under Account users. To add one of the account users as financial reporter for the account, simply drag and drop the user to the list Financial reporters.
  5. To select on which levels (Rooms/Org. units/Lobby) an account user can report incomes/expenses on, mark the user in the list Financial reporters.
  6. In the Select Room list, check the checkboxes for the levels you want the reporter to be able to report expenses/incomes on.
  7. Click on Save to save the changes.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

User defined fields

 

  • Add user defined field
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. Click on the button Add user defined field in the toolbar.
  4. Enter the name of the new field in Column name.
  5. Use the Column Type select box to select the type of information for the new field. You can choose between the following types:
    1. Select – Field will contain a number of predefined selectable values, (add options for the field according to Add/Edit select options for user defined field of the type Select).
    2. Checkbox – A checkbox field where the user can check/uncheck the field.
    3. Date – Date field where the user can select a specific date using a date-picker.
    4. Text – A text field where user can insert textual information.
    5. Number – Field that only accepts numbers (characters 0-9 and . ).
  6. Select if the new field shall be mandatory or not by clicking the corresponding value Yes / No, (i.e. information must be selected/written in the field when reporting expenses/incomes).
  7. Select on which levels (Rooms/Org. units/Lobby) the new field shall be visible for by checking the checkboxes for the desired levels under Select unit.
  8. Click on Save button to save the changes.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

  • Edit user defined field
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. Select the field you want to edit by checking the checkbox for the desired field and then click on the button Edit user defined field in the toolbar.
  4. Edit the information of the field according to the description in Add user defined field above. NOTE: You cannot change the Column Type of an already created field.
  5. Click on Save button to save the changes.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.

  • Move user defined fields up or down
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. Select the field you want to edit by checking the checkbox for the desired field.
  4. Use the buttons or  to move the selected row with user defined field up or down one row in the user defined fields grid.
     
  • Delete user defined field
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. Select the field you want to delete by checking the checkbox for the desired field and then click on the button Delete user defined field in the toolbar. NOTE: If the field is already in use, it is only possible to disable the field, not to remove it. If you really want to remove the field, please remove all reported information for the field first.
  • Change order of user defined field
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. To change the order of the fields, use drag and drop method to re-order the list. Once you have the fields in the desired order, click on the OK button to save the changes.
  • Add/Edit select options for user defined field of the type Select
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. Click on the button to the right of the Options column for the desired field.
  4. In the Options window that opens, you can add new, edit and delete option.
  5. Add a new option:
    1.  Click on the Add button.
    2. A new row is added to the list where you can enter the name of the option.
    3. Push the Update button.
  6. Edit an existing option:
    1. Click twice on the option value in the Option list.
    2. Edit the option value.
    3. Push the Update button.
  7. Delete option:
    1. Select the option in the Option list.
    2. Click on the Delete button.
  8. When you are done adding/editing options, click on the X button, (in the upper right corner) to remove the Options window.

If you regret your changes or you don’t want to save the added/modified parameters, click on the Cancel button.
 

  • Disable/Enable user defined field
  1. Choose Financial administration  under Administration .
  2. Click on the tab User defined fields.
  3. Select the field you want to disable/enable by checking the checkbox for the desired field and then click on the button Disable user defined field to disable it or Enable user defined field  to enable it. If a user defined field is disabled, it means that it is no longer possible to enter values for it (it will not be shown when adding new or edit expenses/incomes), but all previously defined expenses/incomes where the disabled user defined fields has been used is still available.