Mapping Finance Codes to Contract Schemes

Mohammed Jamal Updated by Mohammed Jamal

The Finance Code Mapping tab of a Contract Scheme provides the ability to add a mapping of how a Finance Code should be constructed, which will be present on a Person Contract Service, and will also be used on Charging Finance Transactions. This is optional and is only required where the generated Charging Extract is interfaced to your Accounting Software package and requires Charges to be coded for allocation and analysis.

To add a new Finance Code Mapping to a Contract Scheme:

  1. Navigate to Settings > Configuration > Finance Admin or Reference Data.
  2. Expand the Person Contracts section, and select Contract Schemes.
  3. Open the Contract Scheme record.
  4. Select the Finance Code Mapping tab.
  5. Select the Create new record button on the toolbar.
  6. Complete the fields on the page, mandatory fields are marked with a red asterisk *.

Field

Description

Contract Scheme*

Links to the current Contract Scheme by default

Responsible Team*

Defaults to the team to which the user who created the record belongs

Position Number*

System generates a sequential Number from 1 (Read Only)

Level 1 Location*

Indicate where a Finance Code should be located when constructing the Full Finance Code.

The following options are available:

  • Constant*
  • Contract Scheme
  • Organisation
  • Person Id
  • Service / Service Detail or Booking Type
  • Team
  • Constant

*When Constant is selected, no other Level will appear.

Level 1 Constant

*Only visible where Level 1 Location = Constant

A description can be provided for the Level 1 Constant. Completion of this field is optional.

Level 2 Location*

This Level is only used when the Finance Code is being 'constructed' and allocated to the Person Contract Service record and a Code allocated at the Level 1 Location cannot be located.

Choices available as per Level 1 Location.

Note: This Level is not visible where Level 1 Location = Constant.

Level 2 Constant

*Only visible where Level 2 Location = Constant

A description can be provided for the Level 2 Constant. Completion of this field is optional.

Level 3 Location*

Choices as Per Level 1 Location above.

This Level is only used when the Finance Code is being 'constructed' and allocated to the Person Contract Service record and  a Code allocated at the Level 1 or 2 Location cannot be located.

Note: This Level is not visible where Level 2 Location = Constant.

Level 3 Constant

*Only visible where Level 3 Location = Constant

A description can be provided for the Level 3 Constant. Completion of this field is optional.

Level 4 Location*

Choices as Per Level 1 Location above.

This Level is only used when the Finance Code is being 'constructed' and allocated to the Person Contract Service record and a Code allocated at the Level 1 or 2 or 3 Location cannot be located.

Note: This Level is not visible where Level 3 Location = Constant.

Level 4 Constant

*Only visible where Level 4 Location = Constant

A description can be provided for the Level 4 Constant. Completion of this field is optional.

 

  1. Select the Save and Close button.

Notes

  • The Map uses positions.  Record as many positions as required.  Using 2 or more positions indicates that the Full Finance Code, as generated on the Person Contract Service, is constructed from Codes located in 2 or more places (Locations) 
  • Once a record is saved, another record can be created, and will default to the next Position (e.g. 2 if 1 has already been recorded)
  • In each Position, only one of the Level Locations can be Constant.  Once selected, the next Level will NOT be available for selection 
  • Changes to the Map can be made at any time.  If any change is made to any position, this creates a Finance Code Trigger record which, when processed, will automatically update the Finance Code located on the Person Contract Service.  When that record is updated, that will create a Finance Transaction Trigger that in turn will update all Finance Transactions with the new Finance Code.  However, if the Finance Transaction has already been extracted via a Finance Invoice, then the Finance Code will NOT be updated, in order to maintain its audit trail 

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