Map Labor and Costs to GL Codes

The GL Code screen lists the defined GL codes. You can create, edit, delete, and restore GL codes. You can also map GL codes to labor and costs.

To work with GL codes, your assigned ClearTrial System Administrator must grant you the Departments/GL Codes Administrator additional role/capability.

• Add a User-defined GL Code
  You can add user-defined General Ledger (GL) codes for use in plans and map labor and costs to them.
• Edit Default GL Code Mappings
  You can map labor to GL codes by task. GL codes can be mapped for internal and outsourced providers for each task.

Add a User-defined GL Code

You can add user-defined General Ledger (GL) codes for use in plans and map labor and costs to them.

1. From the Maintain menu, select GL Codes.
2. On the GL Codes screen, click New.
3. On the Create GL Code screen, in the Code field, enter an alphanumeric code that represents the GL code and will appear throughout ClearTrial for tasks and indirect costs.
4. In the Name field, enter a unique name for the GL code.
5. In the Description field, describe the GL code.
6. Click Save.
7. To return to the GL Codes screen, click Close.

Edit Default GL Code Mappings

You can map labor to GL codes by task. GL codes can be mapped for internal and outsourced providers for each task.

You can also specify a default GL code for internal and outsourced providers for all tasks by setting GL codes in the default row, or for all tasks within a task group by setting GL codes in a task group row.

1. From the Maintain menu, select GL Codes.
2. On the GL Codes screen, click the Map Labor and Costs button to display the Edit GL Code Mapping screen. There are four GL code mapping tabs:

   On the Edit GL Code Mapping screen, there are four GL code mapping tabs that correspond to the study type:

   • Labor (Late stage)
   • Labor (Phase I HV)
   • Costs (Late stage)
   • Costs (Phase I HV)
3. Select the tab corresponding to the study phase you want to map. The first line of the table shows the default mappings for the Internal and Outsourced task groups.
4. If you want to map at a different level than the default, click the Mapping by task [change] link to enter Change Mode, and then select the mapping mode by clicking the radio button for the level of mapping you wish to conduct.
   • Resource—Map labor to GL codes by resource. You can map GL codes to internal and outsourced providers for each ClearTrial-defined resource.
   • Location—Map labor to GL codes by location. You can map GL codes to internal and outsourced providers for each location.
   • Task—Map labor to GL codes by task. You can map GL codes to internal and outsourced providers for each task. 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 codes in a task group row.
   • Rule (Advanced Mode)—Map labor to GL codes by your own criteria. For more information, see Add a GL Code Mapping Rule.
5. Click Ok to return to the Edit GL Code Mapping screen.
6. In the Default row, select default GL code mappings for internal and outsourced tasks from the drop-down lists.
7. In the Internal column, select a GL code mapping for each resource, location, or task.
8. In the Outsourced column, select a GL code mapping for each resource, location, or task.
9. Click Save.

• Restore Default GL Code Mappings
  You can discard user-defined mappings and restore the ClearTrial default GL code mappings.
• Add a GL Code Mapping Rule
  You can map labor to GL codes by your own criteria.

Restore Default GL Code Mappings

You can discard user-defined mappings and restore the ClearTrial default GL code mappings.

1. From the Maintain menu, select GL Codes.
2. On the GL Codes screen, click the Map Labor and Costs button to display the Edit GL Code Mapping screen.
3. Select the tab corresponding to the study phase containing the GL code mapping you want to restore.
4. At the bottom of the screen, click the Restore ClearTrial Defaults button.
5. Click Close.

Add a GL Code Mapping Rule

You can map labor to GL codes by your own criteria.

1. From the Maintain menu, select GL Codes.
2. On the GL Codes screen, click the Map Labor and Costs button to display the Edit GL Code Mapping screen.
3. Click the Mapping by task [change] link to enter Change Mode to change the default mapping level.
4. On the Change Mode screen, select the Rule (Advanced Mode) radio button and click Ok.
5. Click Add Rule to display the Create GL Code Mapping Rule screen. The options are determined by your mapping level/mode selection. For more information about a field, click the field label to display online help.
6. From the GL Code drop-down list, select the GL code to be assigned when this rule is applied.
7. On the Providers tab, select the providers to be assigned according to this rule or Any Provider to include both internal and outsourced service providers. Select the Internal and Outsourced check boxes to include all the service providers in that group.
8. On the other tabs, select specific locations, costs, tasks, or resources. Select Any to include all.
9. Click Ok to add the rule.
10. Click Save.