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Assigning GL codes and cost centres

Updated

AR Management - This article explains how and where to set GL Codes and Cost Centres in Lumary AR to suit reporting requirements.

Lumary AR allows you to capture GL Codes and Cost Centres flexibly to suit varied reporting a requirements.

Required packages and permissions

Available with:  Lumary 22.82 and later

Supported in: Lumary AC, Lumary DC 

Permission: Lumary AR - AR Management

Lumary AR Management features do not necessarily come as standard. If these features are not available to your users, please contact your Account Manager.

This article will cover where and how to set:

 

GL Codes

When an Invoice Item is created or updated in Lumary, the system automatically assigns a General Ledger (GL) Code based on predefined rules. This automation helps ensure accurate financial reporting and reduces manual data entry.

GL Codes can be set against a variety of reference data records linked to a Service Delivered record. You have flexibility in how broadly or specifically you define these GL Codes - for example, at the Funding Management or Support Category level for broader application, or at the more detailed Service or Site/Service Program level for granular control.

Lumary uses a hierarchy to determine which GL Code to apply. It checks each level in the hierarchy in order and assigns the first GL Code it finds. This ensures that each Invoice Item receives the most appropriate GL Code based on the available configuration.

  1. Funding Management - If you have populated the Self-Managed, Plan Manged or NDIA Managed GL Codes in AR Management Settings, and the SD is managed by those methods, the linked GL Code will be used.
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  2. Service - If you have captured a GL Code on the Service that is linked to the SD for the Invoice Item, then this GL Code will be used.
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  3. Support Category - If you have captured a GL Code on the Support Category that is linked to the SD for the Invoice Item, then this GL Code will be used.
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  4. Rate Type - If you have captured a GL Code on the Rate that is linked to the SD for the Invoice Item, then this GL Code will be used.
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  5. Site Service Program - If you have captured a GL Code on the Site Service Program that is linked to the SD for the Invoice Item, then this GL Code will be used. Useful if you wish to capture GL Codes based on Service and Location.
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  6. SD Site - If you have captured a GL Code on the Site that is linked to the SD for the Invoice Item, then this GL Code will be used.
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  7. Invoice Site - If you have captured a GL Code on the Site that is linked to the related Invoice for the Invoice Item, then this GL Code will be used.
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  8. Default - If none of the above are set the Fallback GL Code set in AR Management Settings will be used. 

 

Cost Centres

When an Invoice Item is created or updated in Lumary, the system automatically assigns a Cost Centre based on predefined rules. This automation helps ensure accurate financial reporting and reduces manual data entry.

Cost Centre can be set against a variety of reference data records linked to a Service Delivered record. You have flexibility in how broadly or specifically you define these Cost Centre - for example, at the Funding Management or Support Category level for broader application, or at the more detailed Service or Site/Service Program level for granular control.

Lumary uses a hierarchy to determine which Cost Centre to apply. It checks each level in the hierarchy in order and assigns the first Cost Centre it finds. This ensures that each Invoice Item receives the most appropriate Cost Centre based on the available configuration.

  1. Service - If you have captured a Cost Centre on the Service that is linked to the SD for the Invoice Item, then this Cost Centre will be used.
    ↴
  2. Support Category - If you have captured a Cost Centre on the Support Category that is linked to the SD for the Invoice Item, then this Cost Centre will be used.
    ↴
  3. Rate Type - If you have captured a Cost Centre on the Rate that is linked to the SD for the Invoice Item, then this Cost Centre will be used.
    ↴
  4. Site Service Program - If you have captured a Cost Centre on the Site Service Program that is linked to the SD for the Invoice Item, then this Cost Centre will be used. Useful if you wish to capture Cost Centre based on Service and Location.
    ↴
  5. SD Site - If you have captured a Cost Centre on the Site that is linked to the SD for the Invoice Item, then this Cost Centre will be used.
    ↴
  6. Invoice Site - If you have captured a Cost Centre on the Site that is linked to the related Invoice for the Invoice Item, then this Cost Centre will be used.
    ↴
  7. Default - If none of the above are set the Fallback Cost Centre set in AR Management Settings will be used. 

 

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