The Virtual Accounts function on the Datawarehouse tab of the Admin Page is available for Administrators to manage Virtual Accounts, also known as "Reporting Categories" which are used for reporting on specific elements of cost for a Task or Contract.  Virtual Accounts are primarily used within the Financials and Task Estimating modules.


Administrators can add, edit and delete Virtual Accounts using this function.


Availability

Only users with the Portal Administrator or Financials Administrator permission will have access to this function.


Navigation

Admin > Datawarehouse > Virtual Accounts


Virtual Account Maintenance Functions

The following functions are available when performing Virtual Account Maintenance



Properties of a Virtual Account

A Virtual Account contains the following editable properties:


  • Virtual Account Code
  • Virtual Account Name
  • Virtual Account Type
  • Assigned Account Codes/Virtual Account Codes


The Virtual Account List

The Virtual Account List displays the Virtual Accounts that are defined for the iSite License.  The list will display the following information:


  • Virtual Account Code
  • Virtual Account Name
  • Virtual Account Type


How to Use the Virtual Account List

  1. Click on the Virtual Account Code in the list of the Virtual Account you would like to edit.
  2. Click the Virtual Account Code column header to sort records by Virtual Account Code.
  3. Click the Virtual Account Name column header to sort records by Virtual Account Name.


Filtering the Virtual Account List

  1. To narrow the list results, enter a value in the Search box on the Toolbar
  2. Click the  icon or press the Enter key to execute the search.
  3. Click the  icon in the Search box to remove the filter.


Virtual Account Types

The following Virtual Account Types are available:


  • Aggregate
    • A collection of other Virtual Accounts.  Best used for reporting purposes only.  This type can only contain other Virtual Account Codes.
  • Burden
    • Should only contain Account Codes that relate to Burden information such as Fringe, Overhead, G & A Expense, etc.  This type can only contain Account Codes.
  • Fee
    • Should only contain Account Codes that relate to Fee information.  Fee Virtual Accounts are used in various reporting utilities when there is a need to separate Fee from other Costs.  This type can only contain Account Codes.
  • Labor
    • Should only contain Account Codes that relate to Labor information (but not labor-related Burdens).  This type can only contain Account Codes.
  • ODC
    • Should only contain Account Codes that related to ODC information  This type can only contain Account Codes.
  • Other
    • A Virtual Account that is used to derive data from other Virtual Accounts and would be used for reporting purposes only.  This type can only contain Account Codes.  


"Aggregate" Virtual Accounts

"Aggregate" Virtual Accounts are typically used in situations where multiple Virtual Accounts are totaled into another Virtual Account.  For instance, you may have many Virtual Accounts that capture ODC data.  But you may want an additional Virtual Account that simply totals all of your other ODC Virtual Accounts.  Thus, you could create a Virtual Account named something like "TOTAL-ODCS" which would contain all of your ODC Virtual Accounts.


"Other" Virtual Accounts

"Other" Virtual Accounts are typically used in situations where data is derived within the Estimate Calculation Engine.   For instance, if your contract has multiple major subcontractors and multiple minor subcontractors, your Estimate Template may be configured to extract those values into special Virtual Accounts for reporting purposes.  In this scenario, you might create a Virtual Account called "MAJOR-SUB-LABOR" and another Virtual Account called "MINOR-SUB-LABOR".  


Data for "Other" Virtual Accounts cannot be directly entered or calculated from Burden.


Assigned Account Codes

When creating a Virtual Account with a type other than "Aggregate", you will be selecting one or more Account Codes that will represent the Actuals that will be reported for that specific Virtual Account.  


Assigned Virtual Account Codes

When creating a Virtual Account with a type of "Aggregate", you will be selecting one or more Virtual Account Codes that will represent the Actuals that will be reported for that specific Virtual Account.


Adding a New Virtual Account

  1. Click the Add New Record button in the toolbar.
  2. Fill in the appropriate information in the Properties section of the page.
  3. If the Virtual Account Type equals "Aggregate"...
    1. In the Assigned Virtual Account Codes section, select the Virtual Accounts to assign to the Virtual Account by clicking the check box next to the desired Virtual Account Codes.
  4. Otherwise, if the Virtual Account Type does NOT equal "Aggregate"...
    1. In the Assigned Account Codes section, select the Account Codes to assign to the Virtual Account by clicking the check box next to the desired Account Codes.
  5. Click the Save Record button to create the new record, click the Save and Add Another to create the new record and stay on the screen to add an additional record or click the Cancel button to abort the creation process.


Editing an Existing Virtual Account

  1. In the Virtual Account List, select the record to be edited by clicking the Virtual Account Code.
  2. Fill in the appropriate information in the Properties section of the page.
  3. If the Virtual Account Type equals "Aggregate"...
    1. In the Assigned Virtual Account Codes section, select the Virtual Accounts to assign to the Virtual Account by clicking the check box next to the desired Virtual Account Codes.
  4. Otherwise, if the Virtual Account Type does NOT equal "Aggregate"...
    1. In the Assigned Account Codes section, select the Account Codes to assign to the Virtual Account by clicking the check box next to the desired Account Codes.
  5. Click the Save Record button to update the record or click the Cancel button to abort the editing process.


Deleting Virtual Accounts

Deleting a Virtual Account is a permanent change and cannot be reversed.  Proceed with caution.


Deleting a Virtual Account

  1. In the Virtual Account List, select the record to be deleted by clicking the Virtual Account.
  2. Click the Delete This Record... button in the toolbar.
  3. In the confirmation message pop-up, click the OK button to permanently delete the selected record or click the Cancel button to abort the deletion process.


Deleting Multiple Virtual Accounts

  1. In the Virtual Account List, click the check box next to each record that you want to delete.
  2. Click the Delete Selected Records... button in the toolbar.
  3. In the confirmation message pop-up, click the OK button to permanently delete the selected records or click the Cancel button to abort the deletion process.

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