Creating custom identifiers - Company fee payers

6 minutes read

The Found product provides you the ability to create custom identifiers at a company fee payer level. These identifiers are designed to help meet the specific administrative requirements of organisations like Local Authorities & NHS trusts, who may require reference fields that are not available by default within the Found product to be printed onto a financial document. 

What is a Custom Identifier? 

Custom Identifiers are free-text fields that can be configured by your team and then populated for each resident booking under a Company Fee Payer.

Once set up:

• They are associated at the individual resident level for the fee payer associated with that resident's booking
• If populated, they will appear in the Financial Document header.

Use case example 

Certain local authorities often require a unique reference number (e.g., contract code, PO number, or internal ID). This feature enables you to meet those requirements without manual workarounds.

How to set up custom identifiers

1. Go to the Billing tab on the left-hand menu.
2. Select Company Fee Payers from the list.
3. Choose the relevant Company Fee Payer, or create a new one if it doesn’t exist yet.
4. Click Edit to open the configuration view.
5. Scroll down to the Custom Identifiers section.
6. In the input field, enter the label name of the identifier (e.g. “PO Number” – not the actual ID “12345”).
7. Click Add to include it.
8. Once finished, click Save & Close.

How to use custom identifiers within resident bookings

Once the custom identifiers are created:

1. Navigate to the Resident Booking and select the Billing tab
2. Select Fee Payers
3. Click Add Fee Payer
4. Click Add Company Fee Payer 
5. Select the Relevant Fee Payer 
6. You’ll see the Custom Identifier fields now available.
7. Populate the relevant fields with the appropriate ID’s.

Following the population of the ID, these values will now be automatically included within the head of the Financial Documents for the Fee Payers. 

The custom identifiers can also be added retrospectively by editing a fee payer after they have been created.

How to export the custom identifiers for fee payers

Once a Custom Identifier has been associated with a Fee Payer, you can export this data for internal reporting or analysis outside of Found.

To export Custom Identifiers:

1. Navigate to the Billing tab in the left-hand menu.
2. Select Fee Payers from the list.
3. Click Export All.
4. Choose One-off Export.
5. Click Create Template.
6. In the field search, add the following columns:
   1. Custom ID 1 Header
   2. Custom ID 1 Value
      1. If applicable, also add:
         1. Custom ID 2 Header
         2. Custom ID 2 Value
         3. Custom ID 3 Header
         4. Custom ID 3 Value

This will ensure all configured Custom Identifiers are included in your export.

Best practices

• Label Wisely: Use clear, standardised naming for identifiers across your care group.
• Keep it Updated: Ensure the correct identifier is entered for each booking to prevent billing issues.
• Review Upcoming Invoices & Credit Notes: Once the fee payer has been created and the corresponding billing contract, check the upcoming invoices and credit notes tab within the resident profile to make sure the formatting of the ID is correct