College Administratortm

Facility Management

Modules

Additional Information

 

Overview

College Administrator’s Facility Module is designed for organizations that operate various re-charge centers or research facilities that charge for services. This module generates invoices, tracks their payments, and produces reports to aid in the management of the facility. Multiple billing rates can be established for different services or groups of facility users. For example, University faculty may be charged a lower rate than users from organizations outside of the University. Management reports allow users to track facility usage by work completion date, type of work completed, or principle investigator. One installation can be used to manage multiple facilities.

Highlights

This module is incredibly flexible and is able to manage a wide range of facilities. Information regarding unbilled work is either manually or electronically entered for each facility being managed. Information can be recorded in detail or in summary form. Detailed information may include date, quantity, and description for each item to be billed or service that has been completed. This information can be tracked both by the principle investigator and research staff for whom the service was provided.

Invoice generation procedures apply the proper billing rates to the work and create invoices for each investigator using the facility. Once invoices have been sent out, the system can be used to track payments and outstanding balances. Aging reports and late notices can be generated to aid in payment collection. Management reports can be generated in various formats to analyze work or services by the date it was completed, invoiced, or paid. These reports can be used to monitor the quantity and cost of individual items sold or services provided by the entire facility or to individual investigators.

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Examples of Facilities Managed 

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Reports 

College Administrator’s Facility Management Module generates three types of reports: invoices, aging and invoice reminders, and management reports. Various standard invoice types are available in summary and detailed formats. The programming time required to customize one of our formats to meet the specifications of your University is included in the purchase price of this module.

Aging and invoice reminders can be generated for either individual investigators or for the administrator of individual departments. Management reports can be formatted to analyze usage by facility user or by type of service provided.

Sample report formats are listed below:

Standard Invoice
This report is an example of one of several invoice formats available. It includes an invoice number; name and address of person being billed; name and address of the administrator handling receivables; payment instructions; total amount due; and an itemized list and cost of any work that was completed. 		View Sample
Outstanding Invoices, Aging Report
This report lists outstanding invoices by investigator id, invoice number, date invoiced, and amount due. The report is formatted in rows and columns, with information for individual invoices displayed in rows. The amount of the invoice is displayed in one of 5 columns to indicate delinquency. Columns include: 0 – 30 days, 31 – 60 days, 61 – 90 days, 91 – 120 days, and over 120 days.		 View Sample
Outstanding Invoice Letters
This report is an example of a letter designed to notify investigators of their outstanding invoices. It includes the name and address of the investigator, the name, address, and administrator of the facility, and a list of individual invoices (with invoice numbers, invoice dates, and amounts) that are outstanding. 		View Sample
Total Work Billed By Item
This is a management report that lists the quantity and the total amount invoiced for work completed or items sold during a user-defined time period for a facility. 		View Sample
Total Work Billed By PI
This is a management report that lists the total amount invoiced to each investigator or faculty member during a user-defined time period for a facility. 		View Sample
Total Work Billed by PI with Details
This is a management report that lists the quantity and the total amount invoiced for the different types of work completed for each investigator or faculty member during a user-defined time period for a facility. 		View Sample
Total Work Paid by Month
Shows the total amount paid by investigator or faculty member by month for work performed by a facility. Information is grouped and sub-totaled by month. 		View Sample

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