> ## Documentation Index
> Fetch the complete documentation index at: https://betterdatainc.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Finance Configuration

> How to configure budget codes, GL accounts, payment terms, and payment methods

# Finance Configuration

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

<Note>
  **Scope**: Tenant-scoped; requires org admin permissions\
  **Availability**: Not available in SuperAdmin
</Note>

## 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

***

## Related Pages

* [Admin Overview](/admin/overview)
* [Customization Model](/admin/customization-model)
* [Configuration Map](/admin/configuration-map)

***

## Permissions & Roles

<Warning>
  Configuring finance settings requires tenant admin permissions. Finance configurations affect accounting and financial reporting. All finance configurations are tenant-scoped and not available in SuperAdmin.
</Warning>