Manage External Charges

 Standard Operating Procedures

Manage External Charges

PURPOSE:

To upload expenses that should be applied to work orders that are not related to POs such as Distribution of Income and Expenses (DI), Service Billings (SB) and Internal Billings (IB). Also can be used to enter Vendor Credit Memos (CM).

 

PROCEDURE:

Entering Individual External Charges

Go to:

  1. AiM WorkDesk
  2. Finance
  3. External Charges
Click New
Enter:

  1. Description
  2. Work Order number
  3. Phase
  4. Work Code
  5. Subledger (Labor, Material, Equipment, Contract)
  6. Subtotal and any other fields available such as PO Code, etc.)
  1. Click Save

Using External Charges Import File

Go to:

  1. AiM WorkDesk
  2. Finance
  3. External Charges Import
Click Browse
Select File and Click Open

Select File

Click Save

Checking Error Log

If you receive an error, go back to Finance menu, go to External Charges Import Errors
Click Execute
Find error and correct in import file

External Charges Import File Format

Column Name AiM Field Format/Choices Required
TRANS_DATE(mm/dd/yyyy) mm/dd/yyyy Yes
SUBLEDGER_TYPE Labor

Material

Equipment

Contract

Yes
AMOUNT Subtotal Yes
PROPOSAL Work Order Yes
SORT_CODE Phase 000 Yes
CRAFT_CODE Work Code Yes
BATCH_NO Yes
DESCRIPTION Yes
REQ_NO No
INV_NO No
CASH_NO No
SHOP No
SHOP_PERSON No
PAYMENT_DATE No
INV_DATE No
PART No
ITM_QTY No
CONTRACTOR No
ADDRESS_CODE No
INV_UOM No
PO_CODE No

Approving External Charges

Go back to Finance menu and go to External Charges Approval
Click Execute
Select External Charge that needs approval

Click Approve

Check that Message shows Approved: 1 – Failed: 0

Click OK

Roles used:

 

  1. System Administration – Systems Administrators will have full privileges for these functions
  2. Finance – Finance team will perform these functions