Distributing Expenses by Object Code

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Distributing Expenses by Object Code

Distributing expenses by object codes requires the use of both the Summary by Object Code and Assign Accounts tabs.

Description: Description: pencil-small.gif You will not be able to use this method if your institution has set DISPLAY_ACCOUNTING_DISTRIBUTION_TAB_IND = N.

To distribute expenses by object code:

12. When you begin working in the Summary by Object Code tab, the box to the left of each object code is checked by default. Choose one of these options:

a. To remove an object code from the group to which the distribution is to apply, uncheck the associated box.

b. If desired, click to clear all check marks before checking one or more boxes to include in the distribution.

13. 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.

14. In the Assign Accounts tab, set up the distribution of expenses for the selected object codes as follows:

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

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

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

17. 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.

18. If more than one account is responsible for these expenses, repeat steps a - d until you have added all accounts and specified the percent or amount for which they are responsible.

19. Click . The Accounting Lines tab is updated with the object codes selected in the Summary by Object Code tab and the accounts, percents and amounts specified in the Assign Accounts tab.

20. To select additional object codes and set up distributions for them, repeat all steps. Be sure to check all applicable boxes to select object codes in step 1.

21. 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.