Project Accounting Setup

The integration between the Lucity Work Orders and the InForum Gold Project Accounting module requires these setup steps.

The following Eden integration options on the Work > Administration > Work Options > Financial Integration Tab must be turned on before any work order data can be imported from Work Orders into the InForum Gold Project Account module:

• Integration of Eden Financial Accounts - This option must be enabled (set to Y) before any project accounting integration will occur.
• Eden Account Number Levels - Eden account numbers are comprised of multiple levels or segments. This option specifies the maximum number of segments allowed per account number. For example, if 3 is the specified number for this option, then each account number can only contain three segments; thus, only three segment fields will be enabled when you add an account number. The account number data entry form must be used to enter an account number (i.e. account numbers cannot be typed free-form). To access this form, click on the Account Number field caption, and the following screen will appear:

  

  Note: Each segment field caption can be renamed (while in View Mode) by CTRL + Right-clicking in a segment field, and selecting Field Caption. Enter a custom field name there. Renaming applies to all Work Flow Setup modules (i.e. If the field is renamed in one module, it will be renamed in all modules).

  Note: You cannot set a default segment value because these fields are shared with all Work Flow Setup modules.

• Eden Project Number Levels - Eden project numbers are comprised of multiple levels or segments. This option specifies the maximum number of segments allowed per project number. An entire project number (all segments) must be valid or else it will not show up in the field without clicking on the Proj. No caption.

  

  Note: This option is only used if the Partial Defaulting for Project Number option is enabled AND no pre-existing project number is specified in the first field (aka. project number in Eden). If a project number is already specified in the first segment field, the number of segments allowed is  predetermined depending on the required levels specified within Eden. For example, if you click on the first segment field caption, a list of pre-existing project numbers will appear. Next to the project title is the number of segment levels required by Eden.

  

  Note: Also, do not alter the Project Number field properties (e.g. entering a default value or making the field restricted) as these type of changes are global, and will affect other program validations.

  • Hot Keys or Special Functions - With your cursor in the Segment 1, 2, 3, & 4 fields, there are several special functions that allow you to quickly access the Eden Project Numbers:
    • F9 - This lookup finds an exact match in Eden based on all information already entered in all populated fields. It also takes level restrictions into consideration.
    • F7 - This lookup allows you to build a project number that many not actually exist in its entirety in Eden as long as the level restrictions are met.

      Note: The F7 hot key provides a full pick list whereas the F9 function limits the list based on the other populated fields.

• Account Number Delimiter - This option allows agencies to specify a character used to define different segments of the account number (e.g. dash or asterisk that separates each segment of the account number).
  • Lucity must use the same delimiters that are used in Eden. This ensures that the number will validate.
• Project Number Delimiter - This option allows you to specify the account number delimiter (e.g. dash or asterisk that separates each segment of the project number).
  • Lucity must use the same delimiters that are used in Eden. Also, Project Number delimiters are only used if the Use Partial Defaulting option is on and a project was not been selected in the first field. Otherwise, the specified Eden delimiters are used.
• Use Partial Defaulting for Accounts - When this option is enabled, agencies can use the Work Flow Setup modules to assign a default account number to each employee, task, and category that may be used in a work order. Then when a work order is created, the corresponding account numbers are combined (using the specified delimiter) to create one account number for the work order. For example, if you have a category account number of 1133, a main task account number of 0033, and an employee account number of 2233, the work order account number might resemble 1133-0033-2233. The length of the work order account number will depend on how many levels or segments you have specified in the Eden Account Number Levels option.  

  Note: When using this option, we recommend enabling the Populate WO Acct # from Main Task #, Populate Empty WO Task Acct # w/ Main #, and Populate Empty WO Resource Acct # w/ Task options.

• Use Partial Defaulting for Project Num - When this option is enabled, you can use the Work Flow Setup modules to assign a default project number to each employee, task, and category that may be used in a work order. Then when a work order is created, the corresponding project numbers are combined (using the specified delimiter) to create one project number for the work order. For example, if you have a category project number of 112, a main task account number of 212, and an employee account number of 312, the work order project number might resemble 112-212-312. The length of the work order project number will depend on how many levels or segments you have specified in the Eden Project Number Levels option.

  Note: When using this option, we recommend enabling the Populate WO Acct # from Main Task #, Populate Empty WO Task Acct # w/ Main #, and Populate Empty WO Resource Acct # w/ Task options.

  Note: If this option is disabled, any default resource project numbers (specified in the Work Flow Setup modules) will override any other default project numbers.