1. Purpose
The purpose of this task is to establish a consistent monthly process for maintaining event cost codes in FoundU for payroll processing and events in Xero for reporting.
The process ensures that:
- Current and future events are available in the relevant systems.
- Cancelled and expired events are removed where appropriate.
- Historical event information is retained for audit and reference purposes.
- Payroll and reporting systems remain aligned with the approved event/job information maintained in Metabase.
2. Scope
This SOP applies to the monthly maintenance of:
- FoundU Cost Code Library.
- Xero Events Tracking Category.
- Event and cost-code archive records.
The process applies to events sourced from the Metabase Master Data / Executive Summary and covers both the addition of upcoming events and the removal of expired events.
3. Systems and Documents
| System / Document | Purpose |
|---|---|
| Metabase – Executive Summary / Master Data | Source of event, job name and event date information |
| FoundU Payroll | Maintenance of event cost codes used for payroll |
| Xero | Maintenance of event tracking categories used for reporting |
| Cost Code CSV Template | Preparation and import of FoundU cost codes |
| Working File / Archive | Retention of historical Xero event information |
4. Roles and Responsibilities
Finance / Payroll
The Finance / Payroll team is responsible for:
- Obtaining the monthly Metabase event data.
- Updating the FoundU Cost Code Library.
- Maintaining Xero Events.
- Identifying expired events.
- Maintaining the working archive file.
- Completing the required validation and control checks.
Operations
Operations is responsible for confirming whether a cost code or event is still actively required where this cannot be determined from the available system information.
Process Owner / Approver
The Process Owner is responsible for:
- Ensuring this SOP remains current.
- Reviewing exceptions or process issues.
- Ensuring appropriate controls are followed.
5. Process Frequency
The process is performed monthly, generally around the 15th of each month.
The monthly process consists of two key activities:
- FoundU Cost Code Maintenance
- Xero Event Archiving
6. Process
● Update Cost Codes in FoundU
○ Around the 15th, download Metabase Executive Summary.
○ Extract next month’s events (exclude cancelled).
○ Delete previous month data from FoundU → Payroll Settings → Cost Code Library.
○ Populate CSV template with cost codes and job names and import into FoundU → Payroll Settings → Cost Code Library.
○ Confirm successful update by refreshing Cost Code Library.
● Archive Events in Xero
○ Go to Tracking Categories → Events.
○ Copy all events to working file (since export unavailable).
○ Fetch Executive Summary from Metabase.
○ Match job names and dates from Metabase to the corresponding Xero cost codes.
Archive events >2 months old in Xero (Tracking Categories → Events → Delete the Respective Events).