Maintaining Account Codes

Objective

After completing this lesson, you will be able to describe the functionalities of accounting administration and impacts on the accounting extract.

Accounting Administration and Accounting Extract Overview

In Expense, you can use expense type or account code mapping to support a wide range of accounting system structures, including multiple ledgers and account codes at various levels in the ledger's hierarchy. ​

You can define account codes at any of these levels:​

  • Global​
  • Ledger​
  • Sub-ledger​

Only the Unrestricted Expense Configuration administrator can add segments to the expense account code hierarchy. You must assign an account code at one of the ledger levels to all active expense types; otherwise, users will receive error messages when creating expense entries.​

You can assign multiple account codes to an expense type within a single ledger by using an Account Code Hierarchy. The system searches for the appropriate account code, starting at the lowest level, and moves up the hierarchy until it finds an account code.​

The image displays the Accounting Administration page in an expense system. The Account Codes tab is active, with an Accounting Structure tab beside it. A folder tree shows Global with SAP selected. The main panel titled “Account Code(s) for Selected Hierarchy Item” shows a table of expense types (Agency Booking Fees, Airfare, Airline Fees, Alcoholic Beverages, etc.) with Account Code values set to 1 and columns for Inherited Code and Inherited Level. Save and New buttons and a search field appear above the table. A vertical scrollbar appears on the right.

Manage Account Codes

To add or edit account codes:

Steps

  1. From the Expense Administration menu, select Accounting Administration.

    The image displays an Accounting Administration screen for expense management. A left sidebar labeled Expense Admin lists setup links such as Accounting Administration, Attendees, Audit Rules, and Expense Types. The Account Codes tab is active with a folder tree showing Global and SAP. The main panel shows a table of expense types and their account code, with a Save button and a search box at the top.

  2. On the Account Codes tab, in the left pane, select the appropriate level of the account code hierarchy. The account code values appear in the right pane.

    The image displays the Accounting Administration page on the Account Codes tab. The SAP node under Global is selected. The table lists expense types with account codes; examples include Agency Booking Fees 5099, Airfare 1011, and Breakfast 4001. The grid also shows Inherited Code 1 and Inherited Level Global for many rows.

  3. In the Account Code column, enter the appropriate account code, and then select Save.

    The image displays the same page with the Airline Fees row highlighted. The Account Code for Airline Fees is 3001. The Save button appears above the table next to the search field.

Summary

  • Manage account codes at various levels in the hierarchy such as global, ledger, or sub-ledger levels.
  • Only unrestricted administrators can add segments to the hierarchy.
  • Assign account codes to all active expense types to avoid errors.
  • Use Account Code Hierarchy to assign multiple codes per expense type.
  • Understand the impact of account code configuration on accounting extracts.

Learning

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