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Departmental (*DEFINE) Coding. How to create, assign and use departmental coding. Objectives. What are departmental codes? How are department codes assigned? What is a code scheme? How can coded information be used? What resources are available?. What are departmental codes?.

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Departmental define coding

Departmental (*DEFINE) Coding

How to create, assign and use departmental coding


Objectives
Objectives

  • What are departmental codes?

  • How are department codes assigned?

  • What is a code scheme?

  • How can coded information be used?

  • What resources are available?


What are departmental codes
What are departmental codes?

  • Departments have the option of creating their own codes to categorize transactions.

  • These are often known as *DEFINE codes.

  • The code values may be alpha or numeric.

  • The departmental coding system allows up to 6 code fields.

  • Two single-character tag fields are also available.


What are departmental codes1
What are departmental codes?

  • Once departmental codes have been assigned to transactions, reports may be run to identify these transactions.

  • It is also possible to view balances based on these codes.

  • Code plans may also be set up to audit these codes for consistency. These plans are called Code Schemes. (These are not required).


How are departmental assigned
How are departmental assigned?

  • These codes are assigned to departmental transactions.

  • Electronic documents with transactions include a section for *DEFINE codes.

  • These codes may be assigned when the document is in a CREATED, RECALLED or RETURNED status.

  • This can be done with *DEFINE, HRMS and FRMS documents.




How are departmental assigned3
How are departmental assigned?

HRMS and FRMS documents



How are departmental assigned5
How are departmental assigned?

  • Departmental codes can also be assigned in the departmental ledger module (LMM).

  • The codes may be assigned when:

    • splitting provisional transactions (LP6 or LR3)

    • updating posted transactions (LTM)

    • creating manual transactions (LP2)

  • Codes may also be automatically assigned with posting profiles (LP8).





How are departmental assigned8
How are departmental assigned?

Special PF Keys

PF2 = GET A FRESH SCREEN TO POST SUBS

PF3 = SET SUB TRANS POSTING PROFILE

PF4 = GO BACK 1 PAGE OF SUB-TRANS

PF5 = GO TO MASTER TRANSACTION SCREEN












What is a code scheme
What is a Code Scheme?

  • A code scheme is basically a chart of the departmental codes an office opts to use.

  • It is created and maintained in US1.

  • An office may authorize other offices to use their code scheme.

  • Code schemes are fiscal year specific.




What is a code scheme3
What is a Code Scheme?

The first part creates a code scheme name, determines which code fields will be used, and if audits will be required.


What is a code scheme4
What is a Code Scheme?

The first part creates a code scheme name, determines which code fields will be used, and if audits will be required.

The second part adds the individual codes and descriptions.


What is a code scheme5
What is a Code Scheme?

The first part creates a code scheme name, determines which code fields will be used, and if audits will be required.

The second part adds the individual codes and descriptions.

The third part can create detailed audit rules.


What is a code scheme6
What is a Code Scheme?

The first part creates a code scheme name, determines which code fields will be used, and if audits will be required.

The second part adds the individual codes and descriptions.

SPECIAL NOTE: It is best to have a code plan BEFORE using this section!

The third part can create detailed audit rules.






What is a code scheme11
What is a Code Scheme?

  • Code schemes are fiscal year specific.

  • Departments using code schemes must copy them into the new year.

  • Only office managers or delegates can do this using UC3 in *DEFINE.

  • This can only be done once!



What is a code scheme13
What is a Code Scheme?

  • An online training video is available:

  • http://www.utexas.edu/business/accounting/et/training/training.php



How can coded information be used
How can coded information be used?

Reports may be run to identify

these departmental transactions.

  • LR5 – Verification Reports

  • IF1 – Standard Reports

  • IF2 – Report Writer

    It is also possible to view department balances.

  • LAM – Balances by codes



How can coded information be used2
How can coded information be used?

DA Reports (in red) are based on departmental transactions.


How can coded information be used3
How can coded information be used?

Customized IF2 Reports can be created based on departmental transactions.





How can coded information be used7
How can coded information be used?

Departmental IF2 Reports can be for a range of departmental codes.


How can coded information be used8
How can coded information be used?

Departmental codes may also be viewed as balances in the LAM screens.


Resources
RESOURCES

  • Online Help in *DEFINE (PF6)

  • Online Training Resources

  • User Services Helpline: 512-471-8802

  • https://austin-utexas.custhelp.com/app/answers/list