Assistance with Tracking Grant record activity across projects

Joseph Galvin

We are looking to track and report on all of our contracts (grants) without adding these to the account string. I have found that transaction codes may be the best way to do this, however, how are transaction codes assigned to both grant records, possibly project codes, budget data, and any and all transactions? We do not have transaction codes set up (all 5 are blank) and I am unable to find where to assign these in journal entries, grant records, and anywhere else. Also, can reporting be easily accomplished centered around transaction codes in conjunction with data of grant records (ie description, type, status, budget, and so on). Thank you

Lisa Olscamp

@Joseph Galvin
We use Transaction Codes for grant tracking. It can be an optional field and tacked on to the GL string as needed. Projects can be assigned to the grants. Separate budgets can be created for them as well.

Joseph Galvin

@Lisa OlscampWere transaction code fields only made available when one of the five available were created? I see no field to assign these? Are these actually under “attributes”? Does your agency utilize this level of coding from other software systems? In example payroll systems, purchasing and medical billing systems? Was there a good source of documentation to set these up and use them without convoluted technical jargon? Thank you.

Lisa Olscamp

@Joseph Galvin Yes. There are obviously additional steps needed. This was done for us during implementation. It is the only T code we currently use.

Joseph Galvin

@Lisa OlscampWhat is the volume of use in your agency? How many contracts/grants do you have approximately? Does your organization add these transaction code values to external systems such as payroll or procurement to maintain assignment? Thank you.

Lisa Olscamp

@Joseph Galvin I believe it had to be turned on as part of the set up. We use it with our payroll integration. We have currently 6 or 7 that are actively used, but that changes all the time. For us it was a matter of training staff on using the Grant IDs and monitoring it like anything else. Our electronic health record does not interface with FE NXT at this time. We also do not allocate patient revenue to the grants. It has really worked well for us. Because it is an added field, we can run our reports like “normal”, or for specific grants. It definitely saved us when all the various COVID funding was coming through.