Accounting Integration Enhancements

Accounting Integration Enhancements

What’s New?

To improve the process of using 3rd party accounting integrations, you will find enhancements made within the data stored in the Administration, Property, and Reports modules, making it easier to identify and group data elements needed to map out integrated accounting software such as NetSuite with Aspire. 

Adding an Integration Code to Relevant Lists

To quickly categorize related data, you will find an Integration Code field on the Division and Service Type detail pages in the Lists subsection of the Administration menu. You can now use this field to add an accounting identification code. You can group, display, sort, and filter by this field on the advanced search list screens for both the Division and Service Type lists within the Administration menu. 

Good to Know: 

• The Integration Code field is optional and holds a maximum of 50 characters. 
• The same integration code can be used for different lists. 

Division 

Take the following steps to utilize the Integration Code field on the Division screen: 

1. Go to the Administration menu. 
2. Click on Application. 
3. Select Lists. 
4. Choose a Division. 
5. Add your Accounting Code to the Integration Code field. 

Service Type 

Take the following steps to utilize the Integration Code field on the Service Type screen. 

1. Go to the Administration menu. 
2. Click on Application. 
3. Select Lists. 
4. Choose Service Types.   
5. Add your Accounting Code to the Integration Code field. 

Using the Property Type Field

• A new Property Type list has been added to the List subsection of the Administration menu so that information used to identify accounting systems can be more readily associated with Properties in Aspire. 
• After configuring a Property Type from the Administration menu, you can designate a Property Type on the Property details screen to categorize and organize properties. 
• This is an optional field by default,  but you can designate Property Type as a required field. 
• You can delete^a a property type. Before doing so, you must ensure that a property type is not in use and is inactive^b before you can access the ellipsis menu and select the option to Delete to remove the property type.

 Creating a Property Type Field 

Take the following steps to create a Property Type: 

1. Go to the Administration menu. 
2. Click on Application. 
3. Select Lists. 
4. Choose Property Types. 
5. Select New in the upper right corner of the screen to create a Property Type.  
   1. You are required to create a Property Type Name. 
   2. You can optionally create an Integration Code. You can enter a maximum of 50 characters into this field. 

Selecting a Property Type on the Property Details Screen 

Once you have created property types, you can add them using the Property Type field on the Property Details screen for new and existing properties. The Property Type dropdown will contain active Property Types. 

• You can assign a Property Type to more than one property by selecting the Property Type option on the Bulk Actions menu on the Properties advanced search list. 
  • You must have the Edit All Properties Permission enabled under your user role to make this change. 

• You can filter, sort, group, and display information on the advanced search list screen using the Property Type field on the Property and Opportunity advanced search lists. 

Requiring the Property Type Field 

As aforementioned, the property field is optional. As an administrator, you can make Property Type a required field on the Property details screen by taking the following steps: 

1. Go to the Administration menu. 
2. Click Application. 
3. Select the Required Fields subsection. 
4. Select Property Detail from the Page dropdown menu. 
5.  Enable Property Type. 
6.  Select Save. 

Reports 

Expense Work Ticket Report 

• The following fields have been added and can be searched, filtered, grouped, and displayed on the Expense Work Ticket Report section of the End of Month report: 
  • Property Type
  • Property Type Integration Code 
  • Division Integration Code 
  • Service Type Integration Code 

Good to Know

• You can access the Work Ticket Report by clicking on any End of the Month Report entry that lists a Total value. 

Over/Under sections of the End of Month Report 

• The following fields have been added and can be searched, filtered, grouped, and displayed on the Over/Under section of the End of Month report: 
  • Property Type
  • Property Type Integration Code 
  • Division Integration Code 

Invoice Revenue To Costs Report 

• The following fields have been added and can be searched, filtered, grouped, and displayed on the Invoice Revenue To Costs report: 
  • Property Type 
  • Property Type Integration Code 
  • Division Integration Code 

These new search fields will not populate on advanced search lists as default options, nor have they been included in the Search All portion of the Reports.