Managing Account Codes

Objectives

After completing this lesson, you will be able to:
  • Access account codes.
  • Manage account codes.

Path to Access Account Codes

To access and configure account codes, select Edit on Expense Types for Expenses in the Capturing Spend section of the Expense Settings page.

The image shows a screenshot of the Settings interface, with Capturing Spend section. There are four main options, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Edit button under the Expense Types for Expenses is highlighted in yellow. The Product selected is Expense.

How to Add Account Codes

Follow these steps to add account codes. We walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available to reinforce what you've learned and provide a quick recap.

Option 1. Using the Default Account Code under the Edit Details from the Manage Expense Types Page

Steps

  1. Select the expense type on the Manage Expense Types page.

    The image shows a screenshot of an interface titled Manage Expense Types. The interface is divided into two main sections. On the left, there is a list titled Your Expense Types (34) with items such as Airline Fees, Breakfast, Business Calls, each with an Edit button next to them. The Airline Fees item is highlighted in yellow. On the right, there is an Edit Details section for the Airline Fees expense type. It includes fields for Expense Name (filled with Airline Fees), Default Account Code (with a red error message stating A string of numbers, text or both), and Category (set to Airfare). There are buttons for Legacy Expenses, Import and Export, and New Settings at the top right.

  2. Under the Edit Details page, complete the Account Code field.

    The image shows a screenshot of the Manage Expense Types interface. On the left side, there is a list of expense types including Airline Fees, Breakfast, Business Calls, with status indicators showing Active. The right side displays the Edit Details section for the Airline Fees expense type. Fields include Expense Type Name, Default Amount, and Category. The Default Amount is set to 100. There are options to Import and Exportand View Settings at the top right of the interface.

  3. Select Save to enable these changes.

    The image shows a screenshot of the Manage Expense Types interface. On the left side, there is a list of expense types including Dinner, Fuel, Hotel, and Meal with status indicators showing Active. The right side displays the Edit Details section for the Airline Fee expense type. Fields include Expense Type Name, Default Amount, and Category. The Default Amount is set to 100. There are options to Import and Exportand View Settings at the top right of the interface. On the right top of the page there is a Save button, highlighted in yellow.

Result

Option 2. Using the Expense Forms Settings Link under the Edit Details from the Manage Expense Types Page

  1. On the Manage Expense Types page, select the Edit Expense Form Settings link.The image shows a screenshot of an Expense - Expense Types management interface. The interface allows users to review and manage active and inactive expense types. The interface includes tabs for Expense Types, Account Codes, Expense Forms, and Attendee Forms. The Account Codes tab is highlighted. The interface displays a dropdown menu for selecting a group, buttons for saving, activating, deactivating, and importing expense types, and a table listing active expense types. The table includes columns for Expense Type, Flag Expenses Over, Don't Allow Expenses Over, and Category. The listed expense types include Airfare, Breakfast, Business Meals (Attendees), and Car Maintenance/Repair, with corresponding flag expense amounts and categories
  2. Select the Account Code tab.The image shows a screenshot of an Expense - Expense Types management interface. The interface allows users to review and manage active and inactive expense types. The interface includes tabs for Expense Types, Account Codes, Expense Forms, and Attendee Forms. The Account Codes tab is highlighted. The interface displays a dropdown menu for selecting a group, buttons for saving, activating, deactivating, and importing expense types, and a table listing active expense types. The table includes columns for Expense Type, Flag Expenses Over, Don't Allow Expenses Over, and Category. The listed expense types include Airfare, Breakfast, Business Meals (Attendees), and Car Maintenance/Repair, with corresponding flag expense amounts and categories.
  3. Enter the account code under the Account Code / GL Code column next to an expense type.The image shows a screenshot of the Expense - Account Codes page in a financial management system. The page allows users to enter and manage account codes for various expense types. The interface includes a dropdown menu labeled DEFAULT, a Save button, and a search bar. Below these controls, there is a list of active expense types with corresponding account codes. The expense types shown include Airfare with an account code of 100, Breakfast with an account code of 300 (highlighted in yellow), and Business Calls with an account code of 100. The page also has tabs labeled Expense Types, Account Codes, Expense Forms, and Attendee Forms.
  4. Select Save to enable this change.The image shows a screenshot of the Expense - Account Codes page in a financial management system. The page allows users to enter and manage account codes for various expense types. The interface includes a dropdown menu labeled DEFAULT, a Save button, and a search bar. Below these controls, there is a list of active expense types with corresponding account codes. The expense types shown include Airfare with an account code of 100, Breakfast with an account code of 300 (highlighted in yellow), and Business Calls with an account code of 100. The page also has tabs labeled Expense Types, Account Codes, Expense Forms, and Attendee Forms. A Save button is highlighted in yellow next to the field Default.

References

TitleLink
Concur Expense: Expense Types - Setup Guide for Standard EditionConcur Expense: Expense Types - Setup Guide for Standard Edition

Summary

Thank you for completing this unit.

As we conclude this unit on the configuration of account codes, we trust that you have developed a comprehensive understanding of both the fundamental principles and advanced management techniques required for effective account code configuration. This knowledge ensures accurate General Ledger postings and precise accounting reports for your company.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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