/
Cost Account Tracking

Cost Account Tracking

GovAP can integrate into cost account systems with the following setup and instructions:

 

Admin Setup

  1. Navigate to the Administration section.

  2. Click on the Departments tab.

  3. Modify the departments for which you would like to track ‘More’ information, for cost accounting systems.

  4. In Administration, select ‘System Settings’. Enable the setting for ‘MORE_DROP_DOWNS’ if you would like to be able to select customers, equipment, and inventory from a drop down list rather than use the field as a text entry.

  5. Import or manually add cost account data in the Admin tables, including for:

    1. Cost Accounts (drop down list)

    2. Customers (optional drop down list, default text entry)

    3. Equipment (optional drop down list, default text entry)

    4. Inventory (optional drop down list, default text entry)

    5. Road Programs (no import option)

    6. Road Surface Types (no import option)

    7. Roads (drop down list)

The names above correlate to the Administrative tab that will need to be utilized to add or modify the corresponding list. If you wish to import, select the ‘Import’ tab in Administration and then the section you want to import.

 

  1. In Administration, select ‘System Settings’. If using CPT cost accounting, modify the section for ‘CPT_FIELDS’ to enable this setting. Also determine if you would like to use the ‘MORE_EXPLANATIONS’ option, which is specific to the CPT import.

  2. In Administration, select ‘System Settings’. Determine if you would like to require cost account data be entered for the select departments, using the setting ‘REQUIRE_MORE_SECTION’.

 

 

Enter Cost Account Data

For the select departments, after an account code row is added, there will be a ‘More’ button that can be selected to then add cost account data relevant to the invoice row.

 

 

Create Integration File

After the vendor is paid, cost account data can be exported into a file that is then uploaded to the cost account program. To create the file:

  1. Go to the Reports section and select ‘Dynamic Reporting’ (if not defaulted).

  2. Click on the magnifying glass icon next to the cost account integration.

  3. Click on the checkbox next to the Date for which you would like to query data.

  4. Click on the plus sign to select the date range. Please use XX/XX/XXXX as the date.

  5. Click on ‘CSV’ to export the data to file that will then be uploaded into the cost account system.