How to create nominal codes

Overview

Nominal codes are short general ledger reference codes used to categorise financial transactions for accounting purposes. They act as a link between Found and your external accounting software (such as Xero or Sage), ensuring that financial transactions are recorded under the correct account heading.

Nominal codes are part of the Pro billing module and are managed in Settings > Billing > Nominal codes. Once set up, they can be assigned to billing contract subscriptions so that generated invoice items carry the correct accounting category.

There are two types of nominal code:

• Care fee – used to categorise base care fee charges on a subscription

• Billable extra – used to categorise additional charges beyond the base care fee

Nominal codes are workspace-specific, so codes created in your workspace are not visible to other organisations.

Who can manage nominal codes?

How to create a nominal code

1. Go to Settings > Billing > Nominal codes.

2. Click Add nominal code (visible to Admins only).

3. A side panel opens. Complete the following fields:

   Field	Required	Notes
   Code	Yes	Up to 50 characters. Must be unique within your workspace.
   Type	Yes	Select either Care fee or Billable extra.
   Description	No	Optional note up to 500 characters to describe the code's purpose.

4. Click Create.

5. A confirmation message appears and the new code is listed in the table.

Adding a nominal code is not mandatory as default, you can toggle this option on at the top of the Nominal codes setting screen, this will ensure that a nominal code must be assigned when creating billing contract subscriptions and expense types.

Tip: The code field is case-insensitive. Found will prevent you from saving a code that already exists in your workspace, even if the capitalisation differs.

How to assign a nominal code to a subscription

Once created, a nominal code can be linked to a billing contract subscription so that invoice items generated for that subscription carry the correct code.

1. Navigate to the resident's billing contract.

2. Open the relevant subscription.

3. Use the Change nominal code option to select a care fee nominal code.

4. Save the change.

The assigned nominal code and its description are captured on each invoice item at the time of generation. This means that if you later edit or archive the nominal code, existing invoice records are unaffected.