Accounting Overview

The Accounting module provides a comprehensive overview of your organization's financial activities, including invoice payments, purchase orders, maintenance expenses, and warehousing costs.

What is the Accounting Module?

The Accounting module centralizes all financial information related to work, inventory, and events in FMX. It provides a real-time, comprehensive view of your organization's finances, allowing for accurate tracking and reporting without needing to consult external systems.

Transactions Tab

The Transactions tab displays a list of all financial activities within FMX, automatically generated from various modules.

Transaction Management

From this grid, you can perform several key actions:

• Filtering: You can filter transactions by any of their key details, including transactions with no assignments or editing users.
• Assignment: Each transaction can be assigned to a debit and/or credit account using the button on each row.
• Bulk Assignment: Transactions can be assigned to accounts in bulk, typically after applying filters. To do this, select multiple transactions from the grid and click the Assign button at the top of the page.
• Exporting: The transaction list can be exported as a CSV or Excel file.
  • NOTE: Integrations for exporting data to ERP or accounting software are available upon request. Contact your Account Manager for details.

Creating New Transactions

In addition to automatically generated transactions, you can manually create transactions using the "New transaction" button. This allows you to track other expenses, revenues, and funding, or to correct previous transactions.

Included Transaction Types

• General costs: Costs associated with work requests, work tasks, and equipment logs.
• Inventory added: Cost of adding new inventory.
• Inventory costs: Costs related to inventory usage in work requests, work tasks, and equipment logs.
• Inventory edited: Changes in inventory quantity or unit price.
• Inventory removed: Reduction of inventory quantities.
• Inventory transferred: Movement of inventory between locations.
• Invoice payment: Payments applied to invoices.
• Labor costs: Costs of worker hours in work requests or work tasks.
• Purchase: Costs of purchased purchase orders.
• Other: This type is only used for manually created transactions.

Note: The transaction list only includes data from when the Accounting module was enabled. For historical data, please contact our support team.

Accounts Tab

The Accounts tab allows you to manage your active accounts, which represent the financial repositories or funds that transactions are categorized against (e.g., line items from your chart of accounts). For more information, see our Account Setup Guide.

Budgets Tab

The Budgets tab allows you to manage your budgets, which are spending limits or targets used to monitor and control spending for specific categories or projects. For more information, see our Budget Setup Guide.

Funding Sources Tab

For public entities like school districts, colleges, or local governments that practice fund accounting, it is critical to track where money comes from. Funding Sources, located in the Capital Planner module, allow you to log the origins of your funds (e.g., taxes, levies, grants) for a given fiscal year.

This provides a clear line of sight from the initial source of funds to how that money is allocated in your budgets and ultimately spent on projects and assets. For more information, please see the Capital Planner Setup Guide.

Note: If you do not see the Accounts, Budgets, or Funding Sources tabs and would like to add these features to your FMX site, please contact your Account Manager.

Setting Up User Permissions

Only selected user types can access the Accounting module. To edit a user type's access:

1. Navigate to Admin Settings > User Types.
2. Select Edit for the desired user type.
3. Find the Accounting Access field and change the access from "No access" to "View only" or "Edit".