Enable cost codes

Cost codes can be applied to each pay transaction to facilitate financial reporting and segmentation of payroll costs.

With a typical setup, Lumary Payroll will apply the client's primary site cost segment for client sessions, or the worker's primary site cost segment for sessions or shifts without a specific client. If the applicable client or worker doesn't have a primary site, or the primary site doesn't have a cost segment, the default cost code (configured under AWI Settings) will be applied.

To enable cost codes the following items need to be in place:

•  a primary site for each worker and/or client,
•  site cost segments,
•  accounting segment records,
•  AWI Settings.

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Review and set site cost segments

To review site cost segments:

1. Click on Sites in the navigation bar, or open the App Launcher (nine-dots), type to filter to Sites and click on Sites.
2. Click on the down arrow next to the Recently Viewed or pinned list and select All to list all sites.
3. Using the horizontal scroll bar at the bottom of the page, scroll to right of the page to review the Cost Segment column. Check that all sites are configured with the correct cost segment code which will be applied to payroll transactions applicable to workers from that site.

If the Cost Segment column isn't shown, there may be another list view which shows cost segments, or you can click on the Cog icon menu and choose Select Fields to Display then transfer the Cost Segment field to the list on the right and click Save. You will need a little bit of functional Salesforce skills for this processs.

If the site uses a default cost code, the Cost Segment field may be left blank.

To set or change the Cost Segment for a Site:

1. Click on the site name.
2. Click into the Site Details tab on the panel to your right.
3. Scroll down to the Financial Codes section towards the bottom of the Site Details panel. 
4. Click on the pencil icon next to Cost Segment.
5. Ensure that each cost segment code is unique to a site, unless there is a specific business reason for multiple sites to share the same code
6. Enter the cost segment code (eg. 2200) and click Save.

Repeat the above steps for each site which should have a specific cost code applied.

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Set up accounting segment records

Cost segments should be unique to a site unless there is a specific business reason for multiple sites to share the same code. Every unique cost segment assigned to a Site record—or designated as the Default Cost Code—must have a corresponding Accounting Segment record.

To create a new Accounting Segment:

1. Click on the App Launcher, search for then click on Accounting Segments.
2. Click the down arrow next to Recently Viewed or the pinned list and select Departments/Cost Codes  display all existing cost codes accounting segment records. If none exist, any are missing or you need to add new ones, do so as follows: 
3. Click on the New button.
4. On the New Accounting Segment pop up select Cost Code and click on the Next button.
5. Populate the fields in the New Accounting Segments: Cost Code form below Mandatory fields are marked with an asterisk:
   • Accounting System
   • Active/Inactive = true
   • Segment Value (e.g. 2200 – the Cost Segment code)

Field	Purpose
Key Fields
*Accounting System	This the accounting system this cost code relates to.
*Segment Value	This is the value given to the Cost Code for use in the Cost of Payroll Journals and Accounting Invoices (eg. 2200). This is what links the Cost Code to the Accounting Segment records.
Segment Description	This is the description provided to the Cost Code .
Optional Fields
Accounting System Reference	This is the reference given to this Cost Code within you Accounting System. This can be an external accounting system.
External ID	This is the ID of the corresponding record in an external Accounting System that has been used to create this record.

New Payee Form

6. Click Save.

Notes:

• For a large number of cost codes, bulk data loading is recommended
• Cost Code records can’t be deleted if they’re referenced/related to other records; deletion isn’t recommended to ensure data integrity, audit and compliance requirements.

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Configure AWI settings

A System Administrator needs to complete these steps.

1. Click on the setup icon, the gear cog on the Lumary ribbon and select Setup.
2. Type custom settings in the Quick Find search box and select Custom Settings.
3. Under the Label column, find AWI Settings in the list and click on the Manage link  to the left next to AWI Settings.
4. Click the Edit button. This will allow you to edit the AWI Settings.
5. Adjust the settings as required for your setup.

There are six settings which control integration of cost codes to timesheet entries, as described below.

Field	Purpose
Enable Cost Code in Timesheet	Tick this box to integrate cost codes through to payroll. Timesheet Item records will be generated to apportion timesheet entries to the applicable cost segment.
*Standard Cost Code Generation	Tick this box unless your org has a customisation for cost code generation.
Enable Cost Code in Leave	Tick this box if leave transactions should (also) have cost codes applied.
Default Cost Code*	This field must be populated if the Enable Cost Code in Timesheet box is ticked. Eg. 6789
Default Leave Cost Code*	This field must be populated if the Enable Cost Code in Leave box is ticked. Eg. 6789
Use Default Leave Cost Code Only	Tick this box to disable the primary site cost segment mapping logic and instead apply the Default Leave Cost Code for all leave entries.

6. Click Save.

Cost code mapping is performed when a shift or session is marked as Complete. The allocated cost segments and apportionments are then integrated into payroll when the completed and approved Worker Appointment is processed manually processed or processed by a batch job. Any processing errors will be captured in the Integration Log associated with the Worker Appointment record.

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