Why use tags?
With tags it is possible to group master data. Why this is useful is explained in this article through several examples:
Administration tags
Create administration tags to group administrations. For example, you can create a tag for 'office processing' and 'client processing' and add these to the relevant administration(s). By adding these tags to the filters in the dashboard, you gain insight into how much still needs to be processed and what the performance is per group of administrations. It can also be useful to create an administration tag per employee and link it to “his/her” administrations. Administration access can be granted by adding these tags to users.
Also use administration tags in combination with automation rules to apply or not apply certain automation for a group of administrations.
Account tags
Create account tags to group accounts. For example, groups of accounts can be created for 'Telecom' and 'Purchasing'. By using account tags in Authorization management, you maintain an overview of who must authorize which accounts.
Also use account tags in combination with automation rules to apply or not apply certain automation for a group of accounts.
General ledger account tags
Create general ledger account tags to group general ledger accounts. When managing multiple administrations with different names and codes for the same cost type (for example Fuel), you can still apply a generic booking method across all administrations by using this tag together with a booking template at environment level.
VAT code tags
The same principle can be applied as with general ledger account tags.
Which tags are available?
Tags are available for all master data. Tags can be created for:
Administrations *
Payment conditions
VAT codes
VAT scenarios
General ledger accounts
Cost units
Cost centers
Accounts #
Currencies
* = Add/edit via Manage / Environment / Administrations.
# = Add/edit via Manage / Administration / Accounts.
All others = Add/edit via Manage / Administration / Master data.
Tip: group master data across multiple administrations and use this grouping in booking templates at environment level.
Advantages of tags
By adding account tags as a condition in automation rules, tagged accounts can be booked fully automatically.
By adding account tags as a condition in authorization, grouped accounts can easily be assigned to authorizers.
By adding administration tags to administrations, administrations with tags can be filtered in the dashboard. This is available in both the status dashboard and the performance dashboard.
Payment condition tags can be used in combination with booking templates at environment level. This allows one tag to be used across all administrations. This makes management easier when different codes and names are used in multiple administrations for example for the payment condition 'Direct debit'.
General ledger account tags can be used in combination with booking templates at environment level. This allows one tag to be used across all administrations. This makes management easier when different codes and names are used in multiple administrations for example for the general ledger account 'Fuel'.
The scenario from points 4 and 5 can also be applied to other tags such as currency tags, cost unit tags and cost center tags.
Setup
There are two options for creating tags:
Tags at administration level
Tags at environment level
By creating tags at administration level, you create a tag per administration and it will only be available within that specific administration. Go to Manage / Administration / Tags and click 'New tag' to create tags.
By creating tags at environment level, you create tags that are available in all administrations. Go to Manage / Environment / Tags and click 'New tag' to create new tags.
Please note: the name of the tag at environment level must be unique. If a tag with the same name already exists at administration level, a notification will be shown.
Assign permissions
Go to Manage / Environment / Users and click 'Permissions'.
The user permission to add or remove account tags from accounts can be found under Pages | Manage | Administration | Accounts | Add/remove account tags. By default this permission is enabled for users who have access to Manage / Environment.
The user permission to add or remove administration tags from administrations can be found under Pages | Manage | Environment | Administrations | Add/remove administration tags. By default this permission is enabled for users who have permission to modify administrations.
Tags at environment level are visible to all users (regardless of permissions).
Adding tags to accounts and administrations
Via Manage / Administration / Accounts it is possible to assign an account tag to one or multiple accounts in bulk. Select the accounts to which you want to add the account tag. Choose 'Add/remove tag' under the 'Bulk action' and select the created account tag, choose 'Add' and save. It is also possible to add the account tag in the booking screen at the account.
Via Manage / Environment / Administrations it is possible to add an administration tag to an administration via 'Edit'.
Tag filters
Via Manage / Environment / Administrations a column for tags can be added to this overview screen using the 'Field chooser'. This makes it visible which administrations have a tag assigned.
Via Manage / Administration / Accounts a column can also be added via the 'Field chooser' so it becomes visible which accounts have a tag assigned.
Tags are available by default in the dashboard. If it is not desirable for users to see and filter administration tags, this permission can be disabled via Manage / Environment / Users. In the app permissions this can be found under Pages | Dashboard | Filter and display administration tags. Please note: users with access to Pages | Manage | Environment have access to administration tags by default for setting up automation based on these tags for example.
Keywords: account tags, administration tags