Class Setup

This Setup is a prerequisite for all A/R Invoices. Navigate to the menu Setup -> System Tables Setup -> Class Setup. Create a Class Type by entering the Class Type ID and Description. Then click the + sign to add the information. Click “save” button.

Class Types are meant to be groupings for classes. Each Class will be linked to a Class Type. These Class Types and Classes are also used in the Production (Job Costing) Module if you are using that module.

Class Types are also an optional setting in Advertising Campaigns if you are using the Campaign Budget feature to track profitibility of Campaigns. The other option on Campaign Budgets is to use Ad Module specific "Expense Codes." The option is set in Advertising -> Setup -> Advertising Setup -> System Parameters.

Class Type Setup

Classes

Once you have Created and Saved your Class Types, click the node “Classes”.

Click the “New” button and enter a unique ID and a name and choose the Class Type from the drop-down menu. Keep the inactive button as no to be able to use it.

G/L Settings

Enter the appropriate G/L accounts in each field to be applied to the appropriate accounting. For example, enter the billing G/L account number, which will automatically apply the amount of the invoice being billed to this G/L account. Minimum requirements are the Billing G/L Account and the A/R G/L Account.

Other Settings at the bottom are only used if this Class is being used in Production Jobs.

If this Class is only for A/R Miscellaneous Invoices, you can leave that section blank.

Other Settings (Production Job use only)

Scroll to the “Other Settings” part of the screen and enter the dollar amounts for “Gross Up Percentage” meaning the additional percentage which you will charge your customers on top of the cost. This is the profit you will generate from this job.

Enter an hourly rate which you will charge for this job, and whether it is a miscellaneous charge by marking the box for this field to “Yes”.

If you click “Yes” for the field “Time-based” then this hourly rate will determine the cost of the job based on the number of hours you bill your customer. You can make that amount apply to a rep commission if you mark the “Rep Commission” field to be “Yes”. If left as “No”, the rep will not receive a commission on the revenue generated by the job attached to this class.

When finished, click save and these classes are available in the job setup menu.

Click the save button, to save the Class.

Import Classes

User can import class codes in bulk with all their details using the excel template provided in the Import screen.

Navigate to the menu Setup -> System Tables Setup -> Class Setup -> Import Classes node.

Click the button “Download Template” and the excel template pops-up on the screen. Fill in the details as explained below.

Template

Field Name	Example	Data Source	Mandatory/ Optional
Class ID	SH3214	Free entry of Alphanumeric ID, which you will use later in Élan as the Class ID.	Mandatory
Class Name	SH3214Name	Free entry of Alphanumeric description, which you will use later in Élan as the Class Description.	Mandatory
Class Type	SH	Must match the Élan value of class types which you can find in the same import screen under the Class Type node.	Optional
Inactive Ind.	N	Y or N for Yes or No indicator of whether the field applies or not. In this case a Y would mark the import line inactive and will not be available for use in Élan.	Optional
Billing G/L Account	01*00*0000*00*0148	Billing G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
A/R G/L Account	01*00*0000*00*0148	Accounts Receivable G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Work-in-Progress G/L Account	01*00*1036*00*0145	Work in Progress G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Cost-of-Sale G/L Account	01*00*1041*00*0145	Cost of Sale G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
A/P G/L Account		Accounts Payable G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Adjustment G/L Account		Adjustment G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Expense G/L Account		Expense G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Multi-Media G/L Account		Multimedia G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Write-off G/L Account		Write-off G/L Account value which must match a G/L account in Élan. Must be in the format of your Élan GL accounts system.	Optional
Account Type	Shirley Account Type	Free entry of alphanumeric account type which will then be added into the Élan system after the import.	Optional
G/L Gross Up Percentage	5.00	Numeric gross up percentage for this class.	Optional
Hourly Rate	100.00	Numeric hourly $ rate charged for this class.	Optional
Misc. Charge Ind.	Y	Y or N for Yes or No indicator of whether the field applies or not. If Y, then it indicates that this is a miscellaneous charge class.	Optional
Time-based Ind.	N	Y or N for Yes or No indicator of whether the field applies or not. If Y, then it indicates that this is a time-based class.	Optional
Rep. Commission Ind.	Y	Y or N for Yes or No indicator of whether the field applies or not. If Y, then it indicates a rep commission applies to this class.	Optional

Save the template to your desktop. In the Import screen click on the button “Select” to browse for the template and upload it by selecting it.

Click on the button “Test Import File” so that the system can give you a list of any errors you entered in the template. If the system produces errors, you must click the x remove button on the import screen, correct any errors in the template, resave it to your desktop and then click “select” and browse to upload it. Repeat this process until the system gives you a success message.

Once you receive the success message, click the button “Import File” and click OK to the success message. This completes your import process.

Click the node “Classes” and search for the class you imported by typing in the code in the Class ID field. This displays the ID for you to select.

The Class ID is now ready for use throughout the A/R module. You can edit any of the information on the ID screen as applicable and save the changes.