Essential Finance Linkages

🌐 Overview

• Finance linkages are a one-time setup that ensures accounting entries are automated.

• Each object (department, tax group, payment method, etc.) must be linked to a ledger in the Chart of Accounts.

• Linking is done through Control Panel configurations and module-level setup screens.

• Once mapped, invoices, expenses, payroll, and purchases post automatically to the correct ledgers.

• Any missed linkage will show up in Finance Health Check as an error.

🧭 Navigation

Control Panel Linkages

• Departments: Control Panel → Structure → Departments

• Cost Centers: Accounting Module → Cost Centers

• Tax Groups: Control Panel → Finances → Tax Groups

• Payment Methods: Control Panel → Finances → Payment Methods

• Accounting Setup: Control Panel → Finances → Accounting Setup

Module-Level Linkages

• Inventory: Inventory → Category → Edit Item

• Purchasing: Purchasing → Suppliers → Edit Supplier

• Human Resources (HR): HR → Employees → Edit Employee OR Control Panel → User Settings → Users → Edit

• Patient Billing & Commercial Setup: Contracts, Insurance, Products, Memberships, Offers

⚙️ Linking important finance objects to Ledgers

🏥 Departments → Revenue Accounts & Cost Centers

• Path: Control Panel → Structure → Departments

• Edit a department → assign:

  • Revenue Account → select revenue ledger from Chart of Accounts.

  • Cost Center (optional).

• Save → repeat for all departments.

Cost Centers Setup

• Path: Control Panel → Accounting → Cost Centers

• Add → enter Name, Code, Type → Save.

• Repeat for additional cost centers.

🧾 Tax Groups → Output/Input Accounts

• Path: Control Panel → Finances → Tax Groups

• Defaults provided: Zero, Exempt, and country-specific rates (e.g., VAT 5%).

• Add → enter Code, Description, % value → assign:

  • Output Account (sales VAT ledger).

  • Input Account (purchase VAT ledger).

• Save.

• Use row menu to Edit or Delete.

💳 Payment Methods → Asset Ledgers

• Path: Control Panel → Finance → Payment Methods

• Add → enter Name and link to an Asset Ledger (e.g., Cash on Hand, Bank Account).

• For Cheque methods, enable Cheque Payment → invoicing will require Cheque No., Bank, Cheque Date.

• Save.

• Edit/Delete from row menu.

• Supports search, Export Excel, Print PDF.

⚙️ Global Accounting Setup

• Path: Control Panel → Finance → Accounting Setup

• Sections: Accounts Associations, Inventory Setup, Financial Settings.

Accounts & Inventory Setup

• Expand dropdown → assign ledgers to each field → Save.

• For understanding ledger linkage, you may reach out to your dedicated Customer Success Manager/Support team and they will help you out with Checklist document to begin with.

Financial Settings

• Automate Ledger Entries:

  • ON → all transactions auto-post to ledgers; Journal Vouchers auto-created.

  • OFF → entries require manual posting via Journal Vouchers.

• Financial Year Start: choose date → Save.

• On Save → system logs you out → re-login for changes to apply.

🔗 Finance Linkages Across Modules

📦 Inventory

• Path: Inventory → Category (Medical / General / Pharmacy) → Edit Item

• For each item:

  • Link Inventory Ledger.

  • Link Revenue Ledger.

  • Assign Tax Group.

• Save.

🛒 Purchasing

• Path: Purchasing → Suppliers → Edit Supplier

• For each supplier:

  • Link the Supplier to the relevant Ledger.

• Save.

👨‍⚕️ Human Resources (HR)

• Path: HR → Employees → Edit Employee (package info) OR Control Panel → User Settings → Users → Edit

• For each employee:

  • Link to salary-related ledgers.

• Save.

🧾 Patient Billing & Commercial Setup

• Link appropriate ledgers for:

  • Contracts

  • Insurance

  • Products

  • Memberships

  • Offers

• Path: Open the configuration screen for each entity → assign ledger(s) → Save.

📊 Management

• Finance must collaborate with Procurement, HR, and Front Office to ensure every item, supplier, employee, and commercial object is linked.

• Use Finance Health Check regularly to detect unmapped ledgers.

• Always review ledger linkages after adding new items, departments, or suppliers.

💡 Pro Tips

• 🔗 Map departments to cost centers for deeper profitability reports.

• 🧾 Always assign Output & Input accounts in Tax Groups for VAT compliance.

• 💳 For cheque payments, ensure mandatory fields are filled to avoid blocked postings.

• ⚖️ Turn Automate Ledger Entries ON for efficiency; use OFF only if finance team prefers manual control.

• 📦 After bulk uploads (inventory, suppliers, employees), double-check linkages to avoid unmapped transactions.