General Ledger Codes

This article is part of the systems administration guide. You will require administration access to view the pages mentioned in this article.

Introduction

CareRight allows the recording of a general ledger audit code on each line item of an invoice. This is defaulted to a blank value and requires manual data entry or custom trigger scripting to populate with values.

This specification provides additional methods within careRight via configuration to have this General Ledger Audit Code value populated on line items.

Defining Default General Ledger Codes

CareRight will be extended to allow the setup of a default general ledger audit code value on Admission Categories and Items.

Admission Categories

Admission Categories will be extended to include a General Ledger Audit code field.

To add a default General ledger audit code to an admission category -  

1. Click Administration 
2. Click Admission 
3. Click Admission Categories
4. Find the category to edit 
5. Click Setup 
6. Complete the details in the General ledger audit code field
7. To save changes click Update Admission category

Model: AdmissionCategory

Field: GL_Code

Label: General ledger audit code

Data Type: String

Size: 30 Characters

Allow Blank/Null: True

Items

Items will be extended to include a General Ledger Audit code field.

To add a default General ledger audit code to an admission category -  

1. Click Administration 
2. Click Accounting
3. Click Item
4. Find the item number to edit 
5. Click Show
6. Click Edit
7. Complete the details in the General ledger audit code field
8. To save changes click Update Item

Model: TheSpecialist::Item

Field: GL_Code

Label: General ledger audit code

Data Type: String

Size: 30 Characters

Allow Blank/Null: True

Invoice Creation

When creating an Invoice the user selects "Add Line Item To Invoice", or "Create Invoice" form the line editing panel, the system will follow this process:

• Check if there is a value set for the line items "General ledger audit code".
• If not, check if the item being added has a value set for "General ledger audit code", if the Item has a value the use that to set the line items "General ledger audit code" value.
• If the Item does not have a default value for "General ledger audit code" then check if the line item has an admission associated with it. If it does then check the Admission Category of the admission to see if that has a default "General ledger audit code" value assigned. If so, then use that to populate the line item "General ledger audit code" value.

The above checks are performed when:

• A user creates an invoice using the user interface.

• A trigger script creates an invoices using scripting.

 The above checks are not performed when a user edits a line item after the invoice is created.

Line Item Editing

If the current date is the same as the date of the invoice then the user can edit the "General ledger audit code"value of a line item.

If the current date is not the same date of the invoice, then only users with "Can edit account transactions (unrestricted)" permission shall be able to edit the "General ledger audit code"value on a line item after the invoice is created.

For example:

Sally creates an invoice on Monday morning, later that day she edits the invoice to change the admission date associated with a line item, Sally is also able to edit the "General ledger audit code" value of the line item to ensure it is correct. The next day Sally goes to edit the same invoice, but as she does not have the "Can edit account transactions (unrestricted)" permission she is unable to edit the "General ledger audit code"value.