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 in Concur Expense Professional Edition.

Accounting Administration and the Accounting Extract

In Concur Expense, you can use expense type mapping or account code mapping to support a wide range of accounting system structures. This flexibility includes support for multiple ledgers and account codes defined at various levels within a ledger hierarchy.

‘Accounting Administration’ is displayed. A left sidebar lists menu options under ‘Expense Admin,’ including Accounting Administration, Attendee Import Templates, Attendees, Audit Rules, Billing Attributes, and others. The main content area shows a tab labeled ‘Account Codes’ with a tree structure on the left containing ‘Global’ and a sub-item ‘SAP.’ On the right, a table titled ‘Account Code(s) for Selected Hierarchy Item’ lists multiple expense types such as Agency Booking Fees, Airfare, Airline Fees, Alcoholic Beverages, Bank Fees, and Business Calls. Columns shown include Expense Type, Account Code, Inherited Code, and Inherited Level. A search bar and Save button appear above the table.

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.

Manage Account Codes

Review the following steps to learn how to manage account codes.

Steps

On the Account Codes tab in Accounting Administration, select the appropriate level of the account code hierarchy. The account code values appear in the right pane.
In the Account Code column, enter the appropriate account code, and then select Save.

Result

The updated account code is saved.

Summary

Expense type and account code mapping supports multiple ledgers and hierarchical account code structures.
Define account codes at global, ledger, or sub-ledger levels to control accounting extract results.
Only the Unrestricted Expense Configuration administrator can add segments to the account code hierarchy.
Assign account codes to all active expense types to prevent user entry errors.
Manage account codes on the Account Codes tab: select a hierarchy level, enter the code, and save.

Reference

Topic	Link
Adding and Editing Account Codes	SAP Help Portal

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