Concept: Charge Code Tables

VNDLY supports single-column or multiple-column charge code tables. You can use a name for the charge code table that that fits with the naming convention of your accounting structure.

A customer might have a charge code combination of cost center code and cost center name. There are two columns in the charge code table and there is a 1-to-1 mapping of each cost center code to each cost center name. The accounting table has a complete list of combinations of cost center code and cost center name. These appear in a Cost Center Code prompt that a user can select from when opening a new job.

Another example of charge code table can be structured around a project and a task that aren’t related, which means there is no 1-to-1 mapping. There are 2 separate charge code tables: 1 for project and 1 for task. A worker can select a project and associate it to a timesheet for example. When a manager opens a job, they can select charge code values from 2 different prompts: 1 for project and 1 for task.

During your VNDLY implementation, consultants set up charge codes in your tenant based on your specific accounting structure and how it maps to these codes. Functional consultants use a requirements spreadsheet to gather requirements. They must know how your users need to interact with charge codes within VNDLY, particularly regarding invoices. This ensures the accurate and correct setup of the charge codes.

Implementers decide the appropriate method to load data into charge code tables:

Ongoing uploads using the Upload button.
Ongoing integration using sFTP.
Manual maintenance through the UI.

The PMO team monitors and maintains charge codes after they are created.

To understand the composition and purpose of source tables and accounting tables, consider:

Source Table	Accounting or Workday Combination Table
The table holds data for a single costing segment such a Cost Center.	The table has data for all elements needed to describe a unique combination such as Cost Center and Company.
The data comes from an external source. Examples: Workday organizations, financial systems, or manually entered data in VNDLY.	The data comes from selecting individual source segments in VNDLY and combining them to form a unique combination on either Expense, Job, SOW, Timesheet, Work Order, or Worker Profile.
An existing value can be marked as inactive or ineligible in the UI or by a feed from a source system.	Combination values are always active.
A source table can hold combined or related data. Example: Cost Center and Company Data that helps in selection from the UI. Inactivating a row in this scenario only inactivates the specific relationship.	Combination values are always active. Inactivating a source value has no effect on a selected combination.
Names and descriptions of columns in the source table can be updated in the UI or through a feed from a source system.	Names and descriptions of columns are only set or refreshed when the combination is created or edited on an object such an Expense, Job, SOW, or Work Order.