Accounting Defaults & Details Created on 1/11/2013 2:52:00 PM

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Table of Contents Accounting Defaults & Details ......................................................................................... 1

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Accounting Defaults & Details Overview:

Accounting Defaults & Details

In this topic you will learn how to change accounting defaults and accounting details. You will

generally use Expense Defaults on most T-Auths and Expense Reports but there are some

instances when you might use the Expense Line Accounting Details: when processing Non-

Travel Reimbursements, Importing Entries from My Wallet, etc.

NOTE: Refer to the "Creating an Expense Report from a Blank Report" tutorial for the steps

involved in creating the Expense Report referred to in this tutorial.

Estimated Length: 2 Minutes

Procedure

Scenario: In this topic, you will learn the steps to change accounting defaults and details on an expense

report.

Key Information: Expense Report Information

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Step Action

1. Start from an existing Expense Report.

Please see the Creating an Expense Report tutorials for more information.

Step Action

2. Click the Accounting Defaults link.

Note: Accounting defaults are required to be entered on every T-Auth and Expense

Report.

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Step Action

3. Enter the desired information into the Dept field.

For the purposes of this example, enter "227000".

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Step Action

4. Enter the desired information into the Fund field.

For the purposes of this example, enter "520".

Step Action

5. If entering a project, the following fields must be entered in this exact order:

- PC Bus Unit

- Project

- Activity

You may need to set your personalizations

(http://www.research.fsu.edu/contractsgrants/documents/chartfieldtravel.pdf) to

match these fields.

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Step Action

6. Enter the desired information into the PC Bus Unit field.

For the purposes of this example, enter "FSU01".

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Step Action

7. Enter the desired information into the Project field.

For the purposes of this example, enter "008068".

Step Action

8. Enter the desired information into the field.

For the purposes of this example, enter "1".

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Step Action

9. Once you have entered all desired budget information, click the OK button.

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Step Action

10. You have now set the Accounting Defaults for the entire Expense Report.

To set Accounting Details, please continue with the tutorial. Accounting Details

allow you to change the budget for individual lines on the Expense Report.

Step Action

11. Click the *Detail link for the line you want to edit the budget for.

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Step Action

12. Click the Accounting Detail link.

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Step Action

13. The budget should automatically populate based on your Accounting Defaults.

If it does not automatically populate, enter the desired budget information.

Remember projects must be entered in this exact order: PC Bus Unit, Project,

Activity.

Step Action

14. Click the scrollbar to scroll to the right.

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Step Action

15. Expense Reports should default to the following Account Codes based on the billing

type selected:

- 740501 Travel In State

- 740521 Travel Out of State

- 740541 Travel Foreign

- 741401 Non Travel Reimbursements

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Step Action

16. Click the OK button.

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Step Action

17. Click the Return to Expense Report link.

Step Action

18. Congratulations! You have completed the topic.

End of Procedure.