Distributing All Expenses at Once

Travel, Entertainment and Moving > Standard Transaction Documents > Performing Common Activities > Distributing Expenses to Accounts

Distributing All Expenses at Once

Distributing expenses by account requires the use of the Assign Accounts tab. Display of the Summary by Object Code tab is controlled by the DISPLAY_ACCOUNTING_DISTRIBUTION_TAB_IND parameter that has been defined for each document type. In any given TEM document, you will see the Summary by Object Code tab only if your institution has set the parameter to Y for the appropriate document type.

You can use Assign Accounts tab even if you cannot see the Summary by Object Code tab.

To distribute expenses by account:

8. In the Assign Accounts tab, the system displays the fields for a new accounting line. When you are adding the first account, the Percent entry defaults to 100 and the Amount entry defaults to the total amount for the object codes you selected.

When you have added a default accounting string to your TEM Profile, it will populate the fields on this tab.

9. In the Assign Accounts tab, set up the distribution of expenses as follows:

1. In the new accounting line, enter the chart and account number for an account from which reimbursement is to be made.

2. Enter data in the Sub-Account, Project, and Org Ref Id fields according to institutional guidelines.

3. Click . The system adds the account information and displays a new accounting line.

4. If more than one account is responsible for these expenses, in the line you just added, change the percent or amount as needed. When you tab out of the field, the system calculates the remaining percent and amount and displays them in the new accounting line.

5. Repeat steps a - d until you have added all accounts and specified the percent or amount for which they are responsible.

10. Click . The Accounting Lines tab is updated with the object codes associated with the expenses in the document and the accounts, percents and amounts specified in the Assign Accounts tab.

11. When all expenses for all object codes have been distributed, the system displays the message “All amounts have been assigned accounts” in the Assign Accounts tab and displays the value 0.00 in the Total Remaining field in the Summary by Object Code tab.

If you have specified an expense limit in the Special Circumstances tab and have more than one object code, you will need to manually create the accounting lines.