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Working with account structures

Each charge in the Cloud Cruiser database is keyed to an account ID that uniquely identifies a billable entity, known as a customer. Billing reports are essentially database queries against a specific account ID or range of account IDs. Account IDs in Cloud Cruiser follow the General Ledger Account Structure convention.

Overview

An account ID is an alphanumeric identifier that identifies a specific customer and reflects how that customer fits in to your hierarchical account structure. You can define alternate views of your account structure, changing the way you allow others to access the data so that it restricts what data a specific group of users are able to view by paring out levels of the accounting structure hierarchy.

When running reports you can control how data is separated and organized with the Account Structure and Account Level menus. The options available are based on the views created in the Administration > Account Structure page and your user permissions.

In this example, the string A-BB-CC-5555 represents the following account structure:

Field

Length

Label

Possible Values

A

1

Organization

{1}[a-z, A-Z, 0-9]

BB

2

Division

{2}[a-z, A-Z, 0-9]

CCC

3

Department

{3}[a-z, A-Z, 0-0]

5555

4

Project Code

{4}[a-z, A-Z, 0-9]

The Organization field implies a that a single, alpha-numeric character will uniquely identify a customer’s organization (A-Z and 0-9 gives it 36 possible organizations).

The Division field implies that two alphanumeric characters will describe the various divisions within each organization (36 x 36 give it 1296 possible divisions within a each organization), and so on.

Configuring the account structure

To determine the best structure, consider both the highest and lowest levels at which you will generate reports. Your highest-order (left-most) identifier should reflect the highest-level report to generate. This can reference an entire company, organization, or vendor. Likewise, your lowest-order (right-most) identifier should reflect the smallest level of granularity to report. This can reference project codes, individual employees, virtual machines, and so on. Between these two extremes, you can describe the levels of hierarchy of the organization with reports.

When you have determined what your account structure should be, you can input the details into Cloud Cruiser and specify the format of an account structure. Log in as an administrator and go to Administration > Account Structure to open the Account Structure entry form.

Name and Length are required to define each account level. The following shows an example of an account structure entry:

Name

Length

Enterprise

1

Business Unit

2

Division

4

Department

2

VM Name

8

Enterprise is the highest and first account level. It is defined as the first and single character in the account ID. The second account level is Business Unit. If separator characters are defined as a dash (-), the structure is:

[Enterprise]-[Business Unit]-[Division]-[Department]-[VM Name]

An example of an account ID in this structure is:

R-MC-OPRS-SR-2f47fa79

where:

  • R is the Enterprise at 1 character in length.
  • MC is the Customer at 2 characters in length.
  • OPRS is the Division at 4 characters in length.
  • SR is the Department at 2 characters in length.
  • 2f47fa79 is the VM Name at 8 characters in length.

You can use the Separator Character field to specify any character, such as a dash or a period, to separate the levels in an account ID and make the account ID easier to read. For each view, a sample format of the account string is displayed at the bottom of the form to make it easier to visualize how account IDs will be displayed in that view.

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