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Cross Reference Types |
  
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Cross Reference Types |
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Within EnergySteward.com you are provided the capability of setting up cross references to your contracts. This cross referencing capability provides you with a means of storing alternate tags/identifiers for these contracts. A few examples of where these contract cross references are beneficial include:
| • | Accounting Identifiers - when exporting EnergySteward.com to external accounting systems you may need to store a different contract identifier (like the contract accounting ID, AS IT IS DEFINED in your accounting software). |
| • | Acquisition Identifiers - if a contract was retained via a business acquisition then you may need to be able to store the originating contract identifier (for audit purposes). Setting up a contract cross reference to indicate the originating contract identifier will allow you to keep an audit trail. |
| • | etc. |
This configuration screen provides you with a method to setup various contract cross reference types. When working with your contracts, these cross reference types will be listed in various pull down list boxes when you are adding or updating a contract in EnergySteward.com. In addition, you can run queries and reports based on this cross reference type (ie.. pull up a list (then maybe export to Excel) of all contracts with a specific accounting cross reference, for instance).
Important note: These configuration screens provide you with the mechanism for populating a standardized list for the actual contract setup screen. You assign the cross references to various contracts at the time you add or update the contract within EnergySteward.com. Also, it is important to note that when you setup a cross reference to the contract will be indicating a cross reference type (like "Account XREF") and a cross reference identifier (like '117871A" which should match the contract ID in your accounting software (for this example)). Again, associating these cross reference types and their identifiers is done during contract setup.
The screen shot below shows the initial screen which lists out your available cross reference types:
Add Contract Cross Reference Type (button) - Click this button to add a new cross reference type.
View/Edit Grid Button (pencil) - Click this next to the applicable cross reference type in order to change the information about this type.
Delete Grid Button (red x) - Click this next to the applicable cross reference type that you want to permanently delete. When you delete a cross reference type, then all contract associations to this cross reference type will be removed (contracts will still be there, just their association to this type will be permanently deleted). Important note: You will be presented with a confirmation ("Are you sure...?") dialog box prior to deletion.
Cross Reference Name - This can be any name for the cross reference type which you want to define. It is suggested that you make this name relatively descriptive for the cross reference in question. The name you post here is what will show up within the pull down list box when setting up a contract with this cross reference type.
Notes - This is required and should just be a brief description for indicating what conditions might cause a contract to be assigned this cross reference type.
Is Cross Reference Available (checkbox) - If checked, then this cross reference type is considered active and will therefore show up in the pull down list boxes when setting up contract information. If unchecked then historical cross reference information is maintained BUT when assigning new cross references to contracts, the item will be unavailable (will not show up in the pull down list box).
No of Unique XREFs Values Allowed - When setting up a cross reference, you can enforce how many instances of the same cross reference identifier can be used for a given cross reference type. For example, if you indicate a '1' in this field (for an "Accounting XREF"). Then when adding/updating a contract, the system will ensure that each cross reference identifier be unique (only 1). You can have "Acme Sales" contract with an "Accounting XREF" identifier of "S667677A" but if you try to a setup "Beta Sales" contract with the same identifier then the system will not allow it. Important note: Setting this number to a value other than '1' will allow for multiple contracts to use the same identifier. This might be an important requirement with some cross references which you need to setup.