The Glossary contains key phrases, their definition, and a link to the appropriate page containing more information regarding each item.
Business Units are used to divide organizations into logical sections such as departments, companies, legal entities, or operating groups. Business Units can be used to filter other data lists, thereby restricting or giving Users permission to see the data specific to sections of the organization.
Contracts represent an agreement between the Organization and a Customer, Supplier or Employee. Contracts can be used to generate scheduled charges, such as Invoices or Vouchers. To edit a Contract, click the Contract Number or edit link. To create a new Contract, click the + button below to the right. Contracts can be moved through their workflow by opening the record for editing and clicking the applicable button at the bottom of the form.
Contract Events are clauses or events within the contract that requires manual review or automatic rate increase. This event can be used to determine when a contract needs to be reviewed alongside scheduling rate increases for the Contract.
Contract Types are used to specify the type of Supplier, Customer, or Employee Contract. Selecting a Contract Type that has Transaction Recurrence or Transaction Prior Days from within a Contract will default the Contract’s Transaction Recurrence and Transaction Prior Days to the same values from within the Contract Type. Contract Types should be used to organize, standardize, and maintain consistent Contract records across the organization.
Cost Centers should be used to determine a specific department that takes responsibility for the costs of any associated records. Use a Cost Center to group records that will be posted to the same accounting code or for other management reporting.
Customers are entities for which the Organization provides goods or services. A Customer cannot be deleted if they are being used for a transaction or other document. A Customer is classified by Customer Types.
Customer Contracts represent agreements between the Organization and a Customer. A Customer Contract can be used to generate scheduled charges, known as Invoices. The Contract can be moved through its workflow by opening the record for editing or selecting it from the list and clicking the applicable button at the bottom of the form.
Customer Types classify Customer records and allow default accounting codes to be defined. A Customer Type may not be deleted while assigned to one or more Customers.
Employees are individuals working in the Organization. An employee record cannot be deleted if it is being used for a transaction or other document.
Employee Contracts represent agreements between the Organization and an Employee. An Employee Contract can be moved through its workflow by opening the record for editing or selecting it from the list and clicking the applicable button at the bottom of the form.
Errors contain a list of Client, Server, and Other errors that have occurred in the application. Errors can be used by developers and some administrative users to narrow down issues within an application.
File Attachments are able to be placed on records near the bottom of the edit form. When uploading a File Attachment the User may toggle an option to allow use throughout the application or only for the specific report.
Invoices represent charges due from Customers. An Invoice can be created manually to represent a one-time charge or it can be generated by a Transaction Recurrence Schedule from a Customer Contact or other process. Only Approved status transactions can be exported to Quickbooks. To allow a Transaction to be re-exported again, open the Transaction and click the Re-Export button to set its status back to Approved.
Notes contain comments created by Users, changes to the current record, system run events on the record, and changes in the workflow of the current record. Users may only delete their own notes.
Notifications are sent to a user’s email when sending new user invitations, rejecting contracts, pending contracts, forgotten password requests, and notifying if Users Contracts need to be reviewed.
Roles are groups which define User permissions. Roles can be assigned to a User to control access to specific pages and actions.
Suppliers are entities that provides goods or services to the Organization. A Supplier cannot be deleted ifthey are being used for a transaction or other document. A Supplier is classified by Supplier Type.
Supplier Contracts represent agreements between the Organization and a Supplier. A Supplier Contract can be used to generate scheduled payments, known as Vouchers. The Contract can be moved through its workflow by opening the record for editing or selecting it from the list and clicking the applicable button at the bottom of the form.
Supplier Types classify Supplier records and allows default accounting codes to be defined. A Supplier Type may not be deleted while assigned to one or more Suppliers.
Transactions are used to maintain records between Customers or Suppliers and the company. There are two different types of Transactions available for the user to create, Invoices and Vouchers. Invoices represent charges due from Customers and a Voucher represents payments due to a Supplier. Both Invoices and Vouchers can also be generated automatically.
Users are invited to the application through email invitations sent by users with an admin Role through the Invite New User sub-category under the Administration category within the navigation menu. Sending invitations mark the User as Pending for the current organization until accepted. Once the invitation is accepted, the new User will be prompted to fill out the registration form with a Username, Password, Password Confirmation, Secret Question, and Secret Answer. After the user submits the registration form, the account will automatically be set Active for the current organization. If the User invited already has an account within the application, the accepted invitation will instead Activate them for this organization instead of prompting them with the registration form. Users may have their Roles modified by an administrator from the Users sub-category under the Administration category within the navigation menu before and after accepting the invitation.
Vouchers represent payments due to a Supplier. A Voucher can be created manually to represent a one-time charge or it can be generated by a Transaction Recurrence Schedule from a Supplier Contract or other process. Only Approved status transactions can be exported to the external accounting system. To allow a Transaction to be re-exported again, open the Transaction and click Re-Export button to set its status back to Approved.