Accounting module

Goal

The goal of the financial administration in the FMB is not to be used as a complete financial administration on its own, but as a tool to get insights in the costs and revenues (per cost center) based on (as of now) invoices, contracts, work orders and external reservations.

A cost center can relate to a property, contract, project or organization. Currently, insights in the budget for a cost center is only available for properties. Please submit a request for product if you would like to have this options for one of the other objects.

Next to the above functionality , the financial administration can also be used to only generate, approve and send out outgoing invoices to clients based on contracts and/or manual invoices. In most cases a client will also need to export this data to there financial system which they use as there complete financial administration. This last part will need to be set up on the client layer as this is very client specific.

It is also possible to use Axxerion as a complete financial system. However, this is root functionality and not FMB specific functionality and therefore not described here or supported by the FMB product team (of course it is supported by Axxerion as a whole).

Description

For more details about a process, see support.spacewell.com

The following objects are all relevant for the financial administration:

Administration(s) (Financial entity)

The financial administration(s) that are used by the client. All other objects are related to the financial administration.

In the Settings tab, other related tables need to be set:

• Account code scheme
• Cost center scheme
• VAT table (This tabel needs to be created on a client level as well)

General ledger(s)

The General ledgers for the relevant financial years need to be created within the financial administration.

The same tables as set in the administration are automatically filled on the general ledger.

Account code schemes and account codes

An account code scheme needs to be created in Axxerion for the financial administration. This account code scheme contains the general ledger accounts used for the bookings. This account code scheme is linked to the general ledger (via the financial administration).

To be able to book the costs and revenues, a account code scheme must always at least contain the following general ledger accounts:

• Creditors
• Debtors
• Expense
• Profit
• Result
• Receivable invoices
• Revenue
• VAT

As long as there are no accountcodes create in a account code scheme, it is possible to generate this default list of the minimum set of account codes needed via the function "Generate default accountcodes" on the account code scheme.

Budget code schemes and budget codes

A budget code scheme is used to group budget codes together. A budget code itself is linked to an account code. When setting a budget code on a contractitem, work order item or invoice item, the corresponding account code is automatically set.

Be using budget codes it therefore becomes possible to either limit the number of account codes a user can (indirectly) book on or use a more extensive list of budget codes that all relate to a smaller set of account codes. By creating a more extensive list of budget codes, the budget can be tracked on a more detailed level, as the budget codes are the level on which the cost center budget is reported and not the account codes. Of course it is also possible to make the relationship between budget codes and accountcodes a 1 on 1 relation.

Cost center schemes and cost centers

A cost center scheme is used to group cost centers together. The cost center itself is the link between an object (property) and a budget code scheme and is also used to set some of the relevant settings (for instance, if the cost center budget should be shown in periodes (months) or as a total).

The link to the object is not set on the cost center itself, but on the object it is related to. On the object (property) this will make it possible to create and view a cost center budget via the "Budget" tab.

Cost center budget

On the details page pf the object (property) there are two fields to to be set, in order to be able to create a cost center budget:

• General ledger contact: The contact (organization) to which the schemes and administration are linked.
• Cost center: The cost center to which the costs and revenues of the object must be booked.

Both fields can be edit-it by the financial manager.

The cost center budget can then be created and seen via the budget tab of the object (property).

Managing the different financial tables

The following financial tables can be managed by the financial manager via the "Setup" menu option under the Accounting option in the navigation menu:

1. Account code schemes and account codes
2. Budget code schemes and budget codes
3. Cost center schemes and cost centers
4. Vat tables
5. Payment terms (to be used in invoices)

Authorizations

The following system groups are relevant for the financial administration:

Configuration options

All the configuration options can be found via the general settings, tab "Financial".

The first option on the financial settings page (Extensive financial administration (Yes/No)) determines what additional opties are shown (both on this page as well as in the financial administration objects itself. The FMB functionality is aimed at keeping this setting on "No".

If this setting is set to "Yes", additional settings, functions, includes and options become available. With all these extra options, a complete financial administration can be done via Axxerion (Options like memorial bookings and bank imports become available). However, this is root functionality and not FMB specific functionality and therefore not described or supported by the FMB product team (of course it is supported by Axxerion as a whole).

As all of the other settings directly related to the financial administration are Root settings and not FMB specific setting, the individual settings are not described in this wiki.

Data imports

Default imports are available:

• FMB-F-081 Import accountcodes
• FMB-F-082 Import budgetcodes
• FMB-F-083 Import costcenters