27 Maintaining GL Codes

ClearTrial allows you to add, edit, and delete GL Codes with the GL Code Maintenance feature, which can be launched by selecting “GL Codes” from the Maintain Menu.

This feature also allows you to map GL Codes to labor fees and costs.

Working with GL Codes

To work with GL Codes, select GL Codes from the Maintain Menu. The GL Code List Screen displays the currently defined GL Codes.

Roles

To work with the GL Code maintenance capabilities, you must have the Departments/GL Codes Administrator additional role/capability granted by your System Administrator.

Creating User-Defined GL Codes

To create a user-defined GL Code:

1. Navigate to the GL Code List Screen.

2. Click the New button. Enter a code, name, and description for the GL Code.

3. Click Save.

Editing GL Codes

To edit a GL Code:

1. Navigate to the GL Code List Screen.

2. Select a GL Code and click the Edit button. Make changes as needed and Click Save.

Deleting and Restoring GL Codes

To delete and restore GL Codes:

1. Navigate to the GL Code List Screen.

2. Select one or more GL Codes and click the Delete button.

3. To restore a deleted GL Code, adjust the filter to display deleted GL Codes. Select one or more deleted departments and click the Restore button.

Mapping GL Codes

ClearTrial defined and user-defined GL Codes can be mapped to labor fees and costs by resource, task, location, or a combination of user-defined rules.

Mapping by Resource

To map by resource:

1. Navigate to the GL Code List Screen.

2. Select a GL Code and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “resource” is selected.

4. Next, in the internal column for each resource, select the GL Code to apply when the resource performs work for an internal provider.

5. In the outsourced column for each resource, select the GL Code to apply when the resource performs work for an outsourced provider.

   If you do not need to select a GL Code for each resource, you can provide a default GL Code for internal and outsourced providers for all resources by selecting GL Codes in the Default Row.

6. Click Save.

Mapping by Location

To map by location:

1. Navigate to the GL Code List Screen.

2. Select a GL Code and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “location” is selected.

4. Next, in the internal column for each location, select the GL Code to apply when an internal provider is assigned to that location.

5. In the outsourced column for each location, select the GL Code to apply when an outsourced provider is assigned to that location.

   If you do not need to select a GL Code for each location, you can provide a default GL Code for internal and outsourced providers for all locations by selecting GL Codes in the Default Row.

6. Click Save.

Mapping by Task

To map by task:

1. Navigate to the GL Code List Screen.

2. Select a GL Code and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “task” is selected.

4. Next, in the internal column for each task and task group, select the GL Code to apply when an internal provider is assigned to that task or task group.

5. In the outsourced column for each task and task group, select the GL Code to apply when an outsourced provider is assigned to that task or task group.

   If you do not need to select a GL Code for each task or task group, you can provide a default GL Code for internal and outsourced providers for all tasks by selecting GL Codes in the Default Row, or for all tasks within a task group by selecting GL Code in a task group row.

6. Click Save.

Mapping by Rule (Advanced Mode)

To map by Rule (Advanced Mode):

1. Navigate to the GL Code List Screen.

2. Select a GL Code and click the Map Labor and Costs button.

3. Click the Change link in the upper right corner and ensure “Rule (Advanced Mode)” is selected.

   The Edit GL Code Mapping Screen allows you to map labor to GL Codes by user-defined rules/criteria. Mapping in this mode allows you to define your own rules to fit your organization's business needs with the Add Rule button.

4. Click the Add Rule button to create a rule for mapping labor to GL Codes.

   The Create GL Code Mapping Rule screen allows you to select the GL Code for which labor should be mapped with the GL Code drop-down field in the upper left corner.

5. Select a GL Code for which labor should be mapped.

6. Next, navigate to the Providers Tab and select providers to be matched when this rule is applied. Selecting the Internal and Outsource check boxes will include all of the service providers in that group.

7. Go to the Locations Tab and select locations to be matched when this rule is applied. Checking the Any Location field will include study-scoped items as part of the match.

8. Next, go to the Tasks Tab and select tasks to be matched when this rule is applied. Checking the Any Task field will include all task groups and tasks. ClearTrial defined and user-defined tasks can be included in the rule by selecting their associated task or task group.

9. Lastly, navigate to the Resources Tab and select resources to be matched when this rule is applied. Checking the Any Resource check box will include all resources.

10. Click OK to add the rule.

11. If you have more than one rule added to the list, you can click and drag the rules to create a hierarchy for which rules should take precedence over others.

    To re-order the rules, go to the Drag to Order column and select a rule. Drag it up or down the list to put it in the desired order.

12. Click Save.