1. Departmental (*DEFINE) Coding How to create, assign and use departmental coding

2. 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?

3. 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.

4. 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).

5. 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.

6. How are departmental assigned?

8. HRMS and FRMS documents

9. How are departmental assigned?

10. 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).

11. SPLITTING PROVISIONAL TRANSACTIONS

12. How are departmental assigned?

14. 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

15. How are departmental assigned?

17. UPDATING POSTED TRANSACTIONS

18. How are departmental assigned?

20. CREATING MANUAL TRANSACTIONS

21. How are departmental assigned?

22. USING A POSTING PROFILE

23. How are departmental assigned?

24. CODE SCHEMES

25. 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.

26. What is a Code Scheme?

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

29. 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.

30. 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.

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

32. What is a Code Scheme?

33. EXAMPLE

34. What is a Code Scheme? EXAMPLE

35. What is a Code Scheme? EXAMPLE

36. 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!

37. What is a Code Scheme?

38. An online training video is available: http://www.utexas.edu/business/accoun ting/et/training/training.php

39. HOW CODED INFORMATION CAN BE USED

40. 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

41. How can coded information be used?

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

43. How can coded information be used? Customized IF2 Reports can be created based on departmental transactions.

44. How can coded information be used?

45. EXAMPLE

46. How can coded information be used?

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

48. How can coded information be used? Departmental codes may also be viewed as balances in the LAM screens.

49. RESOURCES Online Help in *DEFINE (PF6) Online Training Resources User Services Helpline: 512-471-8802 https://austin- utexas.custhelp.com/app/answers/list

50. askUS!