General Ledger Codes - SupportAbility Knowledge Base

A General Ledger Code (GL Code) is a unique shorthand code or number given to each account in the Chart of Accounts within the Finance ... GeneralLedgerCodes Prerequisites Financialanalytics- describesthecurrenttoolsavailabletocategorisefinancialdatausingSupportAbility. FinanceIntegrationStrategy-outlinesimportantconsiderationsregardingInvoicing,andthedifferentoptionsforprocessingInvoicesfortheNDIA. Summary  Thisarticlediscusses:  UnderstandingGeneralLedgerCodes,and  GeneralLedgerCodeStrategy UnderstandingGeneralLedgerCodes Accounts areusedtocategoriseincomeandexpensesintologicalgroupsinanorganisation's Financesystemandthelistofallaccountswithinafinancesystemiscalledthe ChartofAccounts. A GeneralLedgerCode (GLCode)isauniqueshorthandcodeornumbergiventoeachaccountintheChartofAccountswithintheFinancesystem.  TheGLcodeiswhatsystemslikeSupportAbilityusetocategoriserevenuedata(e.g.invoices)andandattachittoanAccountbeforeitisexportedfortheFinancesystem.Thisway,theFinancesystemknowshowmuchrevenueisattributedtoeachAccountintheChartofAccounts. Example WemaychoosetostructuretherevenueaccountsinourfinancesystembyService: FinanceSystemRevenueAccount                            Accommodation DayService InHomeServices SupportedEmployment   AndourFinancesystemmayhavethefollowingGLcodesassociated: FinanceSystemRevenueAccount GeneralLedgerCode Accommodation GL-AC01 DayService GL-DS01 InHomeServices GL-IH01 SupportedEmployment GL-SE01 Inthisscenario,wewouldentertheseGLCodesintoeachSiterecordforeachoftheseServicesagainsttheFundingTypeSupportAbilityisbeingusedtogenerateInternal[Direct]Invoicebatchesfore.g.NDIS.  Pleasenote,thisisoutlinedincomprehensivedetailinthe ConfiguringGeneralLedgerCodesforInternal[Direct]Invoices articlelinkedbelow.  Inthisscenario,providedtheGLCodeshavebeenconfiguredcorrectlyinSupportAbility,whenanInvoiceisgeneratedforanActivityfacilitatedbytheDayServicewheretheClientbeingInvoicedispayingusingNDISFunding,SupportAbilityautomaticallyallocatestheGLcodethathasbeenconfigurede.g.GL-DS01,tothisinvoice,sothattheFinancesystemcancategorisethisrevenueandattributeittothecorrectaccount.  Thus,whenitistimetogenerateaProfitandLossstatement,therevenuedataimportedfromSupportAbilitywillbecategorisedcorrectlybyeachAccountintheChartofAccounts. GeneralLedgerCodeStrategy WhenInvoiceorTimesheetBatchesare generatedusingSupportAbility,theassociatedGLCodeisautomaticallyallocatedtotherevenueorexpensedata,basedonhowthishasbeenconfigured.  ClientFundingGLCodes Firstly,yourorganisationneedstodecidewhichinvoicesyouwillbegeneratingusingSupportAbility.Forexample,ifyouwillbeusingSupportAbilitytomanageNDISfunding,thenyouwillneedtogenerateinvoicesfor:  theNDIA(hencetheimportanceofconsideringyourFinanceIntegrationStrategyasperthePrerequisites), PlanManagers,and/or ClientsortheirNominee(wheretheyareSelfManagingtheirNDISpackage). SupportAbilityisabletoallocateaClientFundingGLCodetoanyuniquecombinationof: Site, Service,and/or PaymentMethod(FundingTypee.g.NDIS,orBillable-NoFunding). SomeproviderschoosetocategoriserevenuebasedonFundingTypealonee.g.NDIS,whereasotherschoosetocategoriserevenuebasedonServicetypee.g.DayServices.  Asoutlinedabove,SupportAbilitycanaccommodateanyuniquecombinationofSite,ServiceandFundingType.Therefore,ifthisisthelevelofgranularity neededonyourProfitandLossStatement,auniquecodecouldbecreatedforanyrevenuegeneratedbyaparticularServiceataspecificSiteusingadistinctFundingTypee.g.NDIS-fundedDayServicesdeliveredfromtheMelbourneHQSite. Thiswouldproviderevenueinformationregardingthesespecificcombinations.RevenuefromNDIS-fundedDayServicesdeliveredattheMelbourneHQSite,wouldbeaccountedforseparatelyto NDIS-fundedDayServicesdeliveredattheSydneySite,or NDIS-fundedInHomeCare ServicesdeliveredattheMelbourneHQSite;andtheProfitandLossStatementwouldreflectthis.  ThisispossibleaseachoftheseSite,ServiceandFundingTypeoptionswouldhaveauniqueaccountandGLCodenotonlyinyourorganisation'sFinancesystem,butalsoconfiguredinSupportAbility.Therefore,whenInvoicesaregeneratedandimportedintoyourorganisation'sFinancesystem,therevenuedataisattributedtothecorrectAccount.  StaffTimeSheetGLCodes ForSupportAbilitytobeabletoallocateStaffTimeSheetexpensestothecorrectaccountwithinyourorganisation'sPayrollsystem,itneedstoknowthecodesfortherelevantexpenseaccounts. Firstly,yourorganisationneedstodecidewhichStaffTimeSheetsyouwillbegeneratingusingSupportAbility.IfyourorganisationisnotreadytointegratewithPayroll,thiscanbeskippedfornowandreturnedtoatalaterstageifandwhenrequired.  Ifyourorganisationhasdetermineda PayrollIntegrationStrategyandknowswhichStaffyouwishtogenerateTimeSheetbatchesfor,thenStaffTimeSheetGLCodesmustbeconfigured.  MoreinformationregardingthiscanbefoundinthePayrollIntegrationStrategyarticle.  SupportAbilityisabletoallocateaStaffTimesheetGLCodetoanyuniquecombinationof: Site,and/or Service. ConfiguringGeneralLedgerCodes PleasereviewthefollowingarticleswhererelevantformoreinformationregardingconfiguringGeneralLedgerCodes:  ConfiguringGeneralLedgerCodesforInternal[Direct]Invoices ConfiguringGeneralLedgerCodesforExternal[PlanManaged]Invoices Stillneedhelp? ContactUs ContactUs LastupdatedonApril29,2022 RelatedArticles JobCodes NDISConfiguration StaffAccountPrivileges FinancialAnalytics ConfiguringGeneralLedgerCodes FinanceIntegrationStrategy FinanceConfiguration GeneratingaDirectInvoiceBatch PayrollConfiguration PayrollIntegrationStrategy ConfiguringGeneralLedgerCodesforExternal[PlanManaged]Invoices Finance&NDIS|Pilot ToggleSearch Categories AllKnowledgeBaseArticles SupportAbilityEssentials LearningCentreVideos Implementation Configuration StaffManagement ClientManagement Contacts Documents Activities Finance NDIS PlanManagement Non-NDISClientFunding TimeSheetsandPayroll Reports ClientSupportLog Troubleshooting&support Hosting SalesandEvaluatingSupportAbility Noresultsfound