Job Codes

Prerequisites


General Ledger Codes vs Job Codes

General Ledger Codes and Job Codes, whilst similar, have distinctly different purposes. 

  • General Ledger Codes allow us to allocate revenue to registered accounts as a means of categorising income and expenditure on the organisation's Profit and Loss statements. 
  • Job codes are utilised to provide a more detailed level of categorisation to enhance the analytical value of your finance data. Job Coding can be enabled in your SupportAbility installation to categorise revenue and timesheet data when exported for finance and payroll systems.  

Job Codes in SupportAbility

Within SupportAbility, Job Codes are made up of Job Code Components. Each Job Code Component represents a finance analytical opportunity as it allows your organisation to categorise revenue in a meaningful manner. 

IMPORTANT: please note that activating Job Codes is a paid support activity as they need to be manually activated for your organisation.

Process

Before Job Codes can be activated for an organisation, or an estimate provided for the work required, 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. 

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. 


Job Code Components

SupportAbility supports the following Job Code Components:

Job Code Component Description Example Supported
in Revenue 
Job Coding
Supported in
Time Sheet 
Job Coding         
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
Detailed
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 an ID of 435 would have the Client ID Job Code Component of 000435 Yes No
Internal Client ID The data entered into the Internal Client 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 an Internal ID of 6254 would have the Client Internal 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 an 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 inform us about the Job Code structure that your organisation wishes to use.  

One example Job Code structure for revenue data could be:  SE-SI-PR-PM-DA

  • SE: represents a two letter code to indicate the Service of the activity
  • SI: represents a two letter code to indicate the Site of the activity
  • PR: represents a two letter code to indicate the Program of the activity
  • PM: represents a two letter code to indicate the Payment Method that the client used to pay for the the activity
  • DA: represents a two letter code to indicate the day of the week that the activity occurred on

Please note that the hyphens are not necessary but often make it easier to read the codes and identify the individual components of it.

Once you have decided on a Job Coding structure for revenue and or time sheets, please send us the details so that we can assist you to configure your SupportAbility installation to support the chosen structure.

CAUTION: iI 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.

IMPORTANT: Once a 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 will be sending through to it. 

MYOB USERS: Please also note when designing your job code structure that MYOB has a maximum Job code length of 15 characters. See MYOB Jobs setup documentation for more details.

XERO USERS: You will need to set up a tracking category called 'SupportAbility' and then create every possible job code variation as a tracking variation within Xero. See Xero's documentation on Tracking for details.

CHECKLIST: It is important when choosing a Job Code structure that:
  1. The Job Code structure is consistently structured (eg. the first 2 characters indicate the service, the 3rd and 4th characters indicate the site, etc...)
  2. The Job Code structure can be replicated and constructed in SupportAbility using the building blocks outlined below (sites, services, programs, funding type, day of week, etc...)
  3. 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

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 decided on a Job Coding Structure that contained a 3 character Service Job Code Component, you will now be able to enter the Job Code Component for each Service on the System Preferences::Service tab.

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 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 an 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 Invoice batches are generated this data will populate in the corresponding field in the respective 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. 

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