This article provides detailed information relating to Job Codes in SupportAbility, the process for enabling this functionality, Job Code Components, choosing a Job Code structure and how to configure Job Codes once this has been enabled for your organisation.
Audience: Finance Team
- Financial analytics - describes the current tools available to categorise financial data using SupportAbility
- General Ledger Codes vs Job Codes
- Job Codes Structure
- Job Code Component Options
- Choosing a Job Code Structure
- Configuring Job Codes in SupportAbility
- Once configured, where do Job Codes populate?
General Ledger Codes vs Job Codes
General Ledger Codes and Job Codes, whilst similar, have distinctly different purposes.
- General Ledger Codes - configuring GL Codes in SupportAbility ensures that revenue (invoice) and expense (timesheet) transactions are attributed to the correct accounts when exported to finance and payroll systems. This is important to ensure that this data is summarised accurately in Profit and Loss statements.
- Job Codes - configuring Job Codes is an optional feature and can be utilised to provide an additional level of categorisation to enhance the analytical value of your financial data. Job Coding can be enabled in your SupportAbility installation to categorise revenue (invoice) and expense (timesheet) transactions when exported for finance and payroll systems.
Within SupportAbility, Job Codes are automatically populated in the relevant invoice and/or timesheet exports, based on your organisation's chosen Job Code Structure. For example, if your organisation decides upon a Job Code Structure for invoices that includes Site e.g. MEL (for the Melbourne Site) and Service e.g. DS (for Day Services), SupportAbility will generate the relevant Job Code for each invoice item e.g. MELDS, as it understands the Site and Service that the Activity was delivered by.
Job Code Component options
Each Job Code Component represents a finance analytics opportunity as it allows your organisation to categorise financial data in a manner that provides meaningful insight into business operations. SupportAbility supports the following Job Code Components:
|Job Code Component||Description||Example|| Supported
| Supported in
|Site||A fixed-length alpha-numeric code to indicate the Site of the related activity||MEL for Melbourne, SYD for Sydney||Yes||Yes|
|Service||A fixed-length alpha-numeric code to indicate the Service of the related activity||DS for Day Service, AC for Accommodation||Yes||Yes|
|Program||A fixed-length alpha-numeric code to indicate the Program of the related activity||SW for Swimming, AR for Art Group||Yes||Yes|
|Payment Method||A fixed-length alpha-numeric code to indicate the Funding Type or Payment Method that the client used to pay for the related activity||ND for NDIS, FF for Fee for Service||Yes||No|
|Day of Week||A fixed-length alpha-numeric code to indicate if the activity occurred on a weekday, Saturday or Sunday||Weekday = WE, Saturday = SA, Sunday = SU||Yes||Yes|
| Day of Week
|A fixed-length alpha-numeric code to indicate the Day of the Week that the related activity took place on||Monday = MO, Tuesday = TU, Wednesday = WE, Thursday = TH, Friday = FR, Saturday = SA, Sunday = SU||Yes||Yes|
|SupportAbility Client ID|| The unique number that SupportAbility uses to identify the client. The number is usually left-padded with zeroes to make the number fixed in length.
||A Client with a SupportAbility record ID of 435 would have the Client ID Job Code Component of 000435||Yes||No|
|Debtor ID||The data entered into the Debtor ID field on the Client Details tab of the Client record. The number is usually left-padded with zeroes to make the number fixed in length||A Client with a Debtor ID of 6254 would have the Debtor ID Job Code Component of 006254||Yes||No|
|SupportAbility Staff ID||The unique number that SupportAbility uses to identify the staff member. The number is usually left-padded with zeroes to make the number fixed in length||A staff member with an ID of 846 would have the Staff ID Job Code Component of 000846||No||Yes|
Staff Payroll ID
| The data entered into the Payroll System Identifier field on the Human Resourced tab of the Staff Member record.
The number is usually left-padded with zeroes to make the number fixed in length
|A staff member with a Payroll ID of 8546 would have the Staff Payroll ID Job Code Component of 008546||No|| Yes
Choosing a Job Code Structure
Before Job Codes can be enabled, you'll need to decide on the Job Code structure that your organisation wishes to use.
One example Job Code structure for revenue data could be: MEL-DS
- [3 digit Site Code]: represents a three-letter code to indicate the Site of the Activity e.g. MEL
- [2 digit Service Code]: represents a two-letter code to indicate the Service of the Activity e.g. DS
Please note that the hyphens are not necessary but often make it easier to read the codes and identify the individual components of it.
It is important when choosing a Job Code structure:
- The Job Code structure is consistently structured (eg. the first 2 characters indicate the service, the 3rd and 4th characters indicate the site, etc...)
- The Job Code structure can be replicated and constructed in SupportAbility using the building blocks outlined above (Sites, Services, Programs, etc.)
- Jobs have been set up in your finance system to cover all possible variations and combinations that SupportAbility might export based on the activities you create
CAUTION: it is important not to use too many job code components when deciding on a Job Coding Structure, as creating unique Job Codes for every possible combination of Site, Service, Day of the week, Program and Payment Method would generally be too difficult to manage in most finance systems and the overhead costs would quickly outweigh any benefit that the detailed information would provide.
Finance system considerations
When designing your job code structure, it is important to keep in mind that MYOB has a maximum Job code length of 15 characters. See MYOB Jobs setup documentation for more details.
In Xero, Job Codes are called Tracking Category Variations. Providers who use Xero and wish to populate Job Codes will need to set up a tracking category called 'SupportAbility' in Xero and must create every possible job code as a tracking variation. Please see the Xero video tutorial on setting up tracking categories and variations for details.
Quickbooks or Reckon
Please note that in the finance systems QuickBooks and Reckon, Classes are used to categorise revenue data outside of the General Ledger accounts. SupportAbility can accommodate for Class categorisation, however, this is done in Job Codes, which are then exported to the Class field in the Zed Axis Finance Integration for Quickbooks and Reckon. Please review the linked article for more information.
Once the desired job coding structure has been determined, you will need to ensure that Jobs (header and/or detail for MYOB) are created in your finance system to cover each possible job code variation within before activating Job Codes within SupportAbility, otherwise, your finance system will not understand the Job Codes that SupportAbility includes in the Direct Invoice Batch export.
Enabling Job Codes
Before Job Codes can be activated for an organisation, your organisation will need to inform us about the Job Code structure that you would like to use via your Authorised Representatives.
- To begin, please review the Job Code Components section of this article,
- From this, choose the Job Code Structure that best suits your organisation,
- Inform us of your organisation's preferred Job Code Structure (via your organisation's Authorised Representatives) so that we can assess and scope the work required and provide your organisation with an estimate and timeframe to complete the work,
- From here, we will provide your organisation with an estimate for approval,
- The Jobs will need to be set up in your finance system to cover all variations (if not already),
- If your organisation approves the estimate provided, and once setting up the Job Code Components for your organisation has been completed, we will advise you of this, finally
- Your organisation will need to configure Job Code Components within SupportAbility as outlined below.
Once your organisation has decided on a Job Coding structure for revenue and or timesheets, please have your organisations Authorised Representatives contact us via firstname.lastname@example.org so that we can assist you to configure your SupportAbility installation to support the chosen structure.
Configuring Job Codes in SupportAbility
Once we have enabled Job Codes in your SupportAbility installation based on your requested Job Coding Structure, you will then be able to configure each Job Code Component within your SupportAbility installation.
For example, if your organisation has decided upon a Job Code Structure of Site and Service, you will now be able to enter the Job Code Component for each Site accessible from the System Preferences::Sites tab e.g. Melbourne HQ:
As configured in your organisation's finance system e.g. MEL:
As well as each Service in the System Preferences::Services tab e.g. Day Service:
As configured in your organisation's finance system e.g. DS:
The following table outlines each Job Code Component, including an example of this and where this can be configured in SupportAbility:
|Job Code Component||Example|| Where to configure the
Job Code Component
|Site||MEL for Melbourne, SYD for Sydney||System Preferences::Sites tab|
|Service||DS for Day Service, AC for Accommodation||System Preferences::Services tab|
|Program||SW for Swimming, AR for Art Group|| System Preferences::List tab
Activity: Programs List
|Payment Method||ND for NDIS, FF for Fee for Service||System Preferences::Funding tab|
|Day of Week||Weekday = WE, Saturday = SA, Sunday = SU|| Automated.
No configuration required
|SupportAbility Client ID||A Client with an ID of 435 would have the Client ID Job Code Component of 000435|| Automated.
No configuration required
|Internal Client ID||A Client with an Internal (SupportAbility) ID of 6254 would have the Client Internal ID Job Code Component of 006254|| Automated.
No configuration required
|SupportAbility Staff ID||A Staff Member with an ID of 846 would have the Staff ID Job Code Component of 000846|| Automated.
No configuration required
|Staff Payroll ID||A Staff Member with a Payroll ID of 8546 would have the Staff Payroll ID Job Code Component of 008546|| Automated.
No configuration required
Once configured, where do Job Codes populate?
Once Job Codes have been configured, when Direct Invoice Batch exports are generated, the relevant data will populate in the corresponding field for each Invoice Item in the respective Direct Invoice Batch export your organisation uses.
Please note that this data will populate retrospectively in previous invoice batches also without needing to regenerate the batch.