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Finance Configuration

Configure financial master data including budget codes, GL accounts, payment terms, and payment methods. These configurations enable financial tracking and reporting.

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Understanding Finance Configuration

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Configuration Tiers

Finance configurations use the template pattern: Budget Codes: TEMPLATED_OVERRIDE

• Pack provides budget code templates
• You can override templates or create custom codes

GL Accounts: TEMPLATED_OVERRIDE

• Pack provides GL account templates
• You can override templates or create custom accounts

Payment Terms: TEMPLATED_OVERRIDE

• Pack provides payment term templates (NET_30, NET_60, etc.)
• You can override templates or create custom terms

Payment Methods: TEMPLATED_OVERRIDE

• Pack provides payment method templates
• You can override templates or create custom methods

Posting Rules: TEMPLATED_OVERRIDE

• Pack provides posting rule templates
• You can override templates or create custom rules

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Budget Codes

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Understanding Budget Codes

Budget codes categorize financial transactions for budgeting and cost tracking. Customization Tier: TEMPLATED_OVERRIDE

• Pack provides budget code templates
• You can override or create custom codes

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Creating Budget Codes

1. Navigate to Admin → Finance Configuration → Budget Codes
2. Click Create Budget Code
3. Configure:
   • Code: Budget code identifier
   • Name: Budget code name
   • Description: Budget code description
   • Category: Budget category (optional)
   • Active: Enable/disable budget code
4. Save budget code

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Using Pack Templates

1. View pack-provided budget code templates
2. Select templates to use:
   • Use template as-is
   • Override template values
   • Create custom codes
3. Templates are copied to your organization

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Budget Code Categories

Organize budget codes by category:

• Operating: Operating expenses
• Capital: Capital expenditures
• Project: Project-specific budgets
• Department: Department budgets

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GL Accounts

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Understanding GL Accounts

GL (General Ledger) accounts track financial transactions for accounting. Customization Tier: TEMPLATED_OVERRIDE

• Pack provides GL account templates
• You can override or create custom accounts

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GL Account Types

GL accounts are organized by type:

• ASSET: Economic resources (Inventory – Store, Inventory – Cold Chain)
• LIABILITY: Obligations (GRIR Clearing, Accounts Payable)
• EQUITY: Residual interest (Common Stock, Retained Earnings)
• REVENUE: Income (Patient Revenue, Service Revenue)
• COGS: Cost of Goods Sold (COGS – Medical Supplies)
• EXPENSE: Costs (Spoilage / Expiry, Inventory Loss)
• OTH_INCOME: Other Income (Interest Income, Gain on Sale)
• OTH_EXP: Other Expenses (Interest Expense, Loss on Sale)

Customization Tier: SYSTEM_FIXED (account types cannot be changed)

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Creating GL Accounts

1. Navigate to Admin → Finance Configuration → GL Accounts
2. Click Create GL Account
3. Configure:
   • Code: GL account code
   • Name: GL account name
   • Type: ASSET, LIABILITY, EQUITY, REVENUE, COGS, EXPENSE, OTH_INCOME, OTH_EXP
   • Category: Account category (optional)
   • Description: Account description
   • Active: Enable/disable account
4. Save GL account

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Using Pack Templates

1. View pack-provided GL account templates
2. Select templates to use:
   • Use template as-is
   • Override template values
   • Create custom accounts
3. Templates are copied to your organization

Healthcare Pack Examples:

• 12010: Inventory – Store
• 12011: Inventory – Cold Chain
• 21050: GRIR Clearing
• 61010: Patient Care Expense
• 61050: Spoilage / Expiry

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Payment Terms

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Understanding Payment Terms

Payment terms define when payment is due (e.g., NET_30, NET_60). Customization Tier: TEMPLATED_OVERRIDE

• Pack provides payment term templates
• You can override or create custom terms

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Creating Payment Terms

1. Navigate to Admin → Finance Configuration → Payment Terms
2. Click Create Payment Term
3. Configure:
   • Code: Payment term code (e.g., NET_30)
   • Name: Payment term name (e.g., “Net 30 Days”)
   • Days: Number of days until payment due
   • Description: Payment term description
   • Active: Enable/disable payment term
4. Save payment term

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Using Pack Templates

1. View pack-provided payment term templates
2. Common templates:
   • NET_30: Net 30 days
   • NET_60: Net 60 days
   • NET_90: Net 90 days
   • DUE_ON_RECEIPT: Due on receipt
3. Use templates as-is or override

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Payment Methods

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Understanding Payment Methods

Payment methods define how payment is made (e.g., CHECK, WIRE, CREDIT_CARD). Customization Tier: TEMPLATED_OVERRIDE

• Pack provides payment method templates
• You can override or create custom methods

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Creating Payment Methods

1. Navigate to Admin → Finance Configuration → Payment Methods
2. Click Create Payment Method
3. Configure:
   • Code: Payment method code
   • Name: Payment method name
   • Type: Payment method type
   • Description: Payment method description
   • Active: Enable/disable payment method
4. Save payment method

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Common Payment Methods

• CHECK: Check payment
• WIRE: Wire transfer
• ACH: ACH transfer
• CREDIT_CARD: Credit card payment
• CASH: Cash payment

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Posting Rules

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Understanding Posting Rules

Posting rules map inventory activities to GL accounts for automatic accounting. Customization Tier: TEMPLATED_OVERRIDE

• Pack provides posting rule templates
• You can override or create custom rules

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Posting Rule Structure

Posting rules define:

• Activity: Inventory activity (RECEIVE, DISPENSE, EXPIRE, etc.)
• Context: Activity context (Cold Chain, Standard, Patient Use, etc.)
• Debit Account: GL account to debit
• Credit Account: GL account to credit
• Description: Rule description

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Creating Posting Rules

1. Navigate to Admin → Finance Configuration → Posting Rules
2. Click Create Posting Rule
3. Configure:
   • Activity: Select activity (RECEIVE, DISPENSE, EXPIRE, etc.)
   • Context: Activity context (optional)
   • Debit Account: GL account to debit
   • Credit Account: GL account to credit
   • Description: Rule description
   • Active: Enable/disable rule
4. Save posting rule

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Using Pack Templates

1. View pack-provided posting rule templates
2. Common templates:
   • RECEIVE (Cold Chain): Debit Inventory – Cold Chain, Credit GRIR Clearing
   • RECEIVE (Standard): Debit Inventory – Store, Credit GRIR Clearing
   • DISPENSE (Patient Use): Debit Patient Care Expense, Credit Inventory – Store
   • EXPIRE (Cold Chain): Debit Spoilage / Expiry, Credit Inventory – Cold Chain
   • ADJUSTMENT (Loss/Shrink): Debit Inventory Loss / Shrink, Credit Inventory – Store
3. Use templates as-is or override

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Finance Configuration Workflow

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Initial Setup

1. Review Pack Templates: Review pack-provided templates
2. Select Templates: Select templates to use
3. Override as Needed: Override template values for your needs
4. Create Custom: Create custom codes/accounts/terms as needed
5. Configure Posting Rules: Set up posting rules for automatic accounting

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Ongoing Management

1. Add New Codes/Accounts: Add new budget codes or GL accounts as needed
2. Update Existing: Update existing configurations
3. Deactivate Unused: Deactivate unused configurations
4. Review Posting Rules: Review and update posting rules

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What Success Looks Like

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Configuration Success

• ✅ Budget codes properly configured
• ✅ GL accounts set up correctly
• ✅ Payment terms and methods configured
• ✅ Posting rules mapping activities to accounts
• ✅ Financial tracking working correctly

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Template Usage Success

• ✅ Pack templates used when appropriate
• ✅ Templates overridden only when needed
• ✅ Custom configurations documented
• ✅ Configuration aligned with accounting system

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Common Pitfalls

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1. Not Using Pack Templates

Problem: Creating all configurations from scratch instead of using pack templates. Solution: Start with pack templates:

• Review pack templates first
• Use templates when they fit
• Only create custom when needed

How to avoid: Make template review part of setup workflow.

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2. Not Aligning with Accounting System

Problem: GL accounts not aligned with your accounting system. Solution: Align GL accounts:

• Map to your accounting system
• Use consistent account codes
• Document mappings

How to avoid: Review accounting system before configuring GL accounts.

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3. Not Configuring Posting Rules

Problem: GL accounts configured but posting rules not set up. Solution: Configure posting rules:

• Map all activities to GL accounts
• Test posting rules
• Verify accounting entries

How to avoid: Make posting rules part of GL account setup.

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4. Not Documenting Customizations

Problem: Creating custom configurations without documenting. Solution: Document all customizations:

• Why you customized
• What you changed
• How it maps to accounting system

How to avoid: Make documentation part of configuration workflow.

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Troubleshooting

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GL Account Not Posting

Symptoms: Activity occurs but GL account not debited/credited. Possible causes:

1. Posting rule not configured
2. Posting rule not active
3. GL account not assigned
4. Activity not mapped

Steps to resolve:

1. Check posting rules for activity
2. Verify posting rule is active
3. Verify GL accounts are assigned
4. Review activity mappings

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Payment Terms Not Available

Symptoms: Payment terms not showing in purchase order creation. Possible causes:

1. Payment terms not created
2. Payment terms not active
3. Permissions issue
4. Filter hiding terms

Steps to resolve:

1. Verify payment terms are created
2. Check payment terms are active
3. Verify user permissions
4. Remove filters

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Budget Codes Not Working

Symptoms: Budget codes configured but not tracking costs. Possible causes:

1. Budget codes not assigned
2. Budget codes not active
3. Assignment process issue
4. Reporting configuration issue

Steps to resolve:

1. Verify budget codes are assigned
2. Check budget codes are active
3. Review assignment process
4. Check reporting configuration

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Related Pages

• Admin Overview
• Customization Model
• Configuration Map

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Permissions & Roles