Finance Configuration

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

Understanding Finance Configuration

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

Budget Codes

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

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

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

Budget Code Categories

Organize budget codes by category:

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

GL Accounts

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

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)

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

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

Payment Terms

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

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

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

Payment Methods

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

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

Common Payment Methods

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

Posting Rules

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

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

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

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

Finance Configuration Workflow

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

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

What Success Looks Like

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

Template Usage Success

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

Common Pitfalls

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.

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.

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.

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.

Troubleshooting

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

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

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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