Unity: Accounts (Alberta Council)

From SJA

Contents 1 The Need 2 Policy 2.1 Purpose 2.2 Scope 2.3 Responsibilities 2.4 Definitions 2.5 Reference and Related Statements of Policy and Procedure 3 Procedures 3.1 Entering New Accounts 3.2 Editing Accounts 3.3 Adding an Account to a Contact 3.4 Provincial Month End Account Query 4 Attachments

The Need

There is a need to identify the process for creating new accounts in the Unity database. Account records are created for credit and non-credit accounts. Credit accounts also include national and provincial accounts. Please see the National and Provincial Accounts policy for more information on national and provincial accounts.

Prior to creating a new account identify whether the account is a credit account or a non-credit account. For credit accounts see Extending Credit Policy and/or Extending Credit to a Subsidiary Policy.

Policy

Prior to creating a new account a query must be performed.

Purpose

The purpose of this Statement of Policy and Procedure is to set out the account policy and ensure that accounts are being created and maintained accordingly.

Scope

This Statement of Policy and Procedure applies to all Unity users including Administration, Business Development, and Finance.

Responsibilities

Administration is responsible for ensuring that:

• Prior to creating a new account a query is performed

The Finance Department is responsible for ensuring that:

• Users are provided with the correct information to complete a query
• Are required to complete Null queries on a monthly basis

Definitions

"Accounts" is used to query, create, or edit accounts in the Unity database. Accounts include credit and non-credit accounts. Account types available in the point of sale system are defined below:

• "Key Account" is to be used by National Office ONLY and is for National Office National Accounts only.
• "National Account" is used by Provincial Office to flag national accounts.
• "Council Account" is used by Provincial Office to flag provincial accounts that have a provincial training agreement or discount agreement.
• "Customer" is to be used by St. John Ambulance training centres to flag local accounts that do not currently have a training agreement or discount agreement.
• "Partner Provider/In Plant" is used by St. John Ambulance training centres to flag third party accounts.
• "Community Service" is used when National Office creates Community Service accounts. It is to be used for Community Service Units only. Ex. D0020, D0737. If an account is tagged Community Service, the account will lock and will not be able to be edited.
• "Community Support" is used for any sponsor accounts in which our community service units do volunteer service. Ex. Northlands Park

"Contacts" is used to query, create, or edit contacts in the Unity database. Contacts include students, volunteers, employees, etc.

"Queries" is a function used to search the Unity database for specific information.

Reference and Related Statements of Policy and Procedure

• Unity: Queries (Alberta Council)
• Unity: Contacts (Alberta Council)
• National and Provincial Accounts (Alberta Council)

Procedures

Prior to creating a new account in Unity a query must be performed. If the account does not exist contact the Administrative Coordinator.

If the account requests credit the Administrative Coordinator will contact the Business Development Coordinator in regards to extending credit.

If the account does not request credit the Administrative Coordinator can create the account as a cash only account.

When entering new accounts ensure to include as much information as possible on the account record.

Entering New Accounts

1. Click on the Accounts screen tab.
2. Ensure All Accounts is selected from the drop down menu.
3. Click the New button.
4. Fill in the following fields:
   

   

   Account Screen
   1. Name
   2. Address
   3. Phone Number(s)
   4. Org. Unit: the training centre creating the account (ex. Edmonton Centre)
   5. Start Date: date account was created
   6. Account Type: customer account
   7. Credit Status: leave this field blank
5. Review each of the fields to ensure the correct information has been added.
6. Save the record Ctrl+S.

Editing Accounts

Once an account has been queried in Unity and it has been identified that changes need to be made to the account, the account record must be modified. It is important to have as much information as possible entered in Unity in order to identify accounts with the same name.

1. After querying the account highlight the account name that needs to be modified.
   

   

   Editing an Account
2. Prior to updating the account record click the lock flag field to unlock the field.
3. Make any changes or add any additional information to the account record.
4. Enter today's date in the Referenceable As Of date box.
5. Save the record Ctrl+S.
6. Send an email to the Accounts Receivable Coordinator regarding any changes to an account record so the account can be updated in the financial system.

Adding an Account to a Contact

When creating an account record, an account can be added to a contact. However, it is recommended that accounts are not added to the contact on the contact screen, rather added in the Bill-to-Account field if the order is to be billed to an approved account. Accounts added directly to the contact screen will automatically populate in the 'Bill-to-Account' field which causes problems when a contact is paying for the course or switches to another company.

1. Click on the pick applet in the account field.
2. Click query.
3. Search for the account to be added to the contact record. If the account is not in Unity contact the Administrative Coordinator. Once the account has been created and is approved for credit the status will indicate 'Approved' in the status field. If the account is not approved for credit the status will be updated accordingly. For more information regarding account statuses see the Extending Credit policy.

Provincial Month End Account Query

At the end of each month the Accounts Receivable Coordinator will follow up on accounts with a blank credit status by performing a query in Unity and update the statuses accordingly.

1. Click the View Org Unit button at the top right hand corner of the screen.
2. Highlight the location to view Null accounts and click the Change Position button.
3. Click the Accounts screen tab.
4. From the drop down list select My Accounts.
5. Click the Query button.
6. In the Credit Status field enter IS NULL to view all the accounts with a blank credit status.
7. Click Go. All accounts created with a blank credit status for the particular location selected will appear.
8. Update the statuses accordingly.

Attachments

None