infoMátrix® supports the three main activities of the technical department: - Registration of external maintenance works - Registration of internal maintenance works - Registration of other technical invoices As the module is part of an integrated system, it uses the same partner codes as the financial module and the same cost center codes , like the stock register module. In addition, the confirmation of incoming invoices sent to the technical department can also be solved in this system.
Register of external maintenance works
Institutions regularly maintain buildings and high-value equipment. The cost of maintenance can be distributed between cost centers (departments). This work is supported by the technical module in such a way that it fits organically into the administration system for verifying invoices. This means that the technical department can enter the technical content of the invoice (even when the performance is verified), and this can be reconciled with the incoming invoice recorded in finance during the verification of the invoice. Since technical invoices can be categorized, costs can also be collected according to the aspects of the technical department. Example of categorization: - Real estate maintenance - Real estate renovation - Machine maintenance - Investment - Garbage removal, chimney sweeping - Cleaning, extermination
Internal maintenance work register
If the institution has a maintenance department, infoMátrix® can greatly support the organization and presentation of their work. You must enter your personal data, the professions (eg: electrician, carpenter, painter) and the code of the workers. It is possible for the maintenance needs that have arisen in the departments to be submitted electronically to the technical department head (e.g. window handle repair), who will confirm this accordingly, taking into account the capacity of the employees. Of course, it is also possible to indicate a material requirement for the work order, so the administrative process changes slightly. Work orders can be queried by status (Included, Accepted, Confirmed, Completed, Rejected), and can even be filtered by cost center, period, manager, and entered text. Although it is not mandatory, for certain work orders it is also possible to specify a deadline, based on which backlogs can also be listed. Several jobs (including several job types) can be linked to one job order. It is also possible to link the material issue ticket of the stock register program to a job. Thus, the program also provides a statement of material consumption. Since the overhead allowance of the employees can also be specified per person, it is also possible to distribute the precisely estimated wage costs during the posting to the general ledger. Of course, simplified general ledger posting can also be set up, in which case the costs are divided in proportion to the working time spent.
Registration of other technical invoices
The responsibility of the technical department also includes the registration of energy, water and waste water bills. Since the items of these accounts often have a hierarchical structure, this hierarchy also appears in the system. For example, on the electricity bill, the items of electricity consumption (daytime, nighttime, peak load, capacitive surcharge, inductive surcharge) are also displayed aggregated per location and per meter hour. For this, type codes must be added, which reflect the technical content of the invoices. Of course, different quantity units can be used for each type code, and the unit price can also be fixed. The registered data help in the correct distribution of costs and in decisions related to a possible change of service provider.