Edit account

Use the Edit Account option to update account settings, assign GL records, manage active status, and control bill entry. Access it from the Accounts module by selecting an account and choosing Edit Account from the Actions menu.

Actions menu in Accounts module

Edit Account

• Set the account to inactive or active. You cannot enter bills on an inactive account. You can use filters to exclude inactive accounts from reports, bill lists, and dashboards.
• Choose to include or not include in bill accruals.
• Set the service effective date. This sets the time period allowed for entering bills.
• Update address information.
• Update the parent cost center.
• Add or edit an Account GL Record. A Meter GL Record is more commonly used, is created automatically, and is the best practice. Account GL Records are not a best practice.
• Add an account memo. The account memo appears during bill entry and provides helpful reminders during manual bill entry.

When a property is sold or service ends

When service ends or a property is sold, update the account and meter to prevent new bills from being entered.

Your options

• Set the account and meter to inactive
  Prevents any new bills from being entered.

• Set an ending effective date on the account–meter link
  Bills cannot be entered after the ending effective date.

Choose the option that best fits how you want to manage historical data and future billing.

Edit Account Number

You have two options for updating your account number.

• On the account page, use the Actions menu and select Edit and change the account number, the previous account number is not saved.
• On the account page, use the Actions menu and select Change Account Number to keep a history of the previous account number. The old account number is included when you search.
  • This is useful when the vendor changes the account number and you have bills entered with the old account number.

Manage Audits on this Account

This option takes you to the Manage Account Audits screen. Here you can select the option "Stop auditing on this account".

A tag is visible for the account when audits are turned off.

Add or edit a linked meter

• Add or edit a linked meter on the account Properties tab.
• Steps to unlink an account and meter.

What can you edit for an account on the Properties tab?

• Update the vendor role.
• Change or edit the Meter GL Record. The Meter GL Record is the most common method for storing accounting information and is used in accounting reformatters. You can edit the GL Record or select a different one, but you cannot delete a meter GL Record.
• Update subcode values for the Meter GL Record.
• Add an ending effective date. Bills cannot be entered after the ending effective date.
• Unlink the account and meter.

Relink an account and meter

If you accidentally unlinked a meter and account you can relink them. Here are the steps:

1. Edit the linked account or meter with the incorrect end date.
2. Click Unlink.
3. Set the end date to 1/1/3000 (a far-future placeholder that effectively removes the end date).
4. Save.

Inactive account

You cannot enter bills for an inactive account.

Alternatively, keep the account active and use a block alert to prevent bill entry. This is useful if you want to stop bills during a specific time period.

When you edit an account you can change the status of an account to active or inactive.

1. Select the account
2. Click the Actions menu and then select Edit.
3. Use the toggle to set the account to active or inactive.
4. Save.

How to view inactive accounts

To view inactive accounts, open the Accounts module menu and choose Show Inactive Accounts from the drop-down menu.

When an account is inactive, you cannot enter bills on the linked meter.

Can you view billing data for inactive accounts?
Yes. Billing data from inactive accounts still appears in charts and graphs.

To include both active and inactive accounts in reports, remove the optional Account is Active filter.

Example of inactive icon

Inactive icons are gray and have no color.