Please see iTrent coding update, which has also been sent via the Payroll Newsletter for schools.
As part of our transition to our new financial system, Unit 4, we will need to change the cost codes in iTrent. We will be making these changes in iTrent on Saturday 22 March. Please do not enter any claims that require cost codes on Saturday 22 March, while we make this transition.
From Sunday 23 March any claims submitted, or authorised, that include cost codes will need to be in the new format to be valid in Unit 4. You will not be able to use old FINEST codes. You will also need to use the new Unit 4 cost codes when submitting forms to Payroll that include a cost code (e.g. starters, transfers, allowances).
To help you find the correct codes you can use our code conversion tool (see below). This allows you to enter your old FINEST code and see the new equivalent Unit 4 code.
Any claims containing old FINEST cost codes that have been already submitted before Saturday 22 March will be converted to the new Unit 4 cost codes for you in iTrent.
How to use Finance code Conversion tool
Click on the Code Conversion tab located at the bottom of the Finance Data for School Power BI report. See below for an example.
Follow the instructions to enter the FINEST cost codes to obtain the equivalent Unit 4 codes. FINEST codes are the same as those used in FMS.
How to enter a claim in iTrent using the new Unit 4 codes
The Unit 4 cost code for a claim is comprised of three components, each of eight characters as below:
- cost centre
- work order
- analysis
Note that the Unit 4 Account code is not used when making claims.
In the cost code box enter the cost code followed by the Work Order and Analysis code. For many cost centres there is no Work Order and/or Analysis code and if this is the case enter eight zeros for each. When you press submit the cost code you have entered will be validated. If the cost code is not validated check the number of zeros entered.
Codes for Fast Input
When entering 2-digit codes for Fast Input the following are the new codes that should be used:
| Old Code | New Code | Type of work |
| 30 | 26 | Education Support Staff |
| 40 | 40 | Caretakers & Cleaners |
| 60 | 51 | Catering |
| 70 | 55 | Mealtime Assistants |
| 71 | 60 | Non-contract staff paid by claim |
For any queries with the above process, please contact: Payroll Operations payroll@devon.gov.uk