Finance Code Mapping

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 access the Finance Code Mapping tab of a Contract Scheme:

  1. Navigate to Settings > Configuration >  Reference Data.
  2. Select Person Contracts  > Contract Schemes.
  3. Open the Contract Scheme.
  4. Select the Finance Code Mapping tab.
  5. Select the Create new record button to create a new Finance Code Mapping, or click on an existing one to view/edit.
  6. Complete the following fields (mandatory fields are marked with *): 

Setting

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)

Inactive

Defaults to No (select Yes to make this record not in use on the system)

Level 1 Location

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

The following options are available:

  • Contract Scheme
  • Organisation
  • Person Id
  • Service/Service Detail
  • Team
  • Constant

 

Level 1 Constant

(Optional) A description can be provided for the Level 1 Constant

(Only visible where Level 1 Location = Constant)

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. (This Level is not visible where Level 1 Location = Constant.)

Level 2 Constant

Enter a free text value (can be left blank)

(Only visible where Level 2 Location = Constant]

Level 3 Location

Choices as Per Level 1 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 or 2 Location cannot be located

Level 3 Constant

Enter a free text value (null is acceptable)

(Only visible where Level 3 Location = Constant)

Level 4 Location

Choices as Per Level 1 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 or 2 or 3 Location cannot be located

Level 4 Constant

Enter a free text value (can be left blank)

(Only visible where Level 4 Location = Constant)

 

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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