Step-by-Step Guide Accounting Code Defaults and Favorites. In This Guide. Creating accounting code favorites. Adding and editing object code default

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1 Step-by-Step Guide In This Guide Creating accounting code favorites Adding and editing account number default Adding and editing object code default This guide demonstrates how to add account numbers and object code favorites and defaults to your profile. You can also assign a nickname to a value or set a value as a default. While there are two ways to create defaults and code favorites (both of which are covered in this guide), the best practice for creating accessible accounting and object code combinations is to Create accounting code favorites. These favorites are accessible in carts and requisitions in the code favorites pull-down list. Creating accounting code favorites 1. From the USC emarket homepage, access your profile by clicking the user name in the banner and selecting View My Profile. 2. Under User Information and Settings, click the Custom Field and Accounting Code Defaults. 3. Click on the Code Favorites tab. Click Add to create a favorite under Accounting Codes. Page 1 of 5

2 4. Enter a Nickname in the Accounting Codes pop-up window. Check the Default box to make it your default accounting code (see Adding and editing account number default, step 8). 5. Enter the Account Number or select it using the Custom Field Search (see step 4, below). Adding Object Codes to favorites is optional. Do not select any values from the Overdraft Funds Request pull-down list. Regardless of the method used to populate the Account Number and Object Code fields, click recalculate/validate values before saving the code favorite. 6. To search for an Account Number, click on Select from all values (above), enter any portion of the Value or Description in the respective fields, and click Search. 7. Click Select to add the value to the field. 8. Click Save to apply these changes to your profile. 9. You can access your list of code favorites in the Accounting Codes section of any cart or requisition. Please note that the Fiscal Year does not automatically update in Code Favorites; it must be manually changed at the beginning of each fiscal year. Page 2 of 5

3 Adding and editing account number default 1. Under the Accounting Codes tab, click the Edit button located next to Account Number. 2. In the next window, click Create New Value. 3. In the Search for Value section, enter any portion of the account number Value or Description in the respective fields. Select the desired number of Results per Page, and click the Search button. 4. In the search results, click Select to choose the desired account number. The selected account number moves from the search results on the right to the list of values on the right. 5. To make an account number the default, click on the Value (account number) or the account s Description on the left. The account number details are displayed in the Edit Existing Value window on the right. Page 3 of 5

4 6. Check the Default checkbox to make this account number the default value; uncheck the box to change the default account number. Click Save and Close to update your profile or click Remove to remove an account number from the list. Default values can be modified as needed in each cart. 7. If you added multiple account numbers to your profile, only the default number will display. To see the complete list of account numbers, click the Edit button. The default account number will display in bold (see figure below). 8. The default account number (or any of the account numbers) can be edited or removed by clicking on either the Value or Description for the appropriate account number. Default Account Number Adding and editing object code default 1. Under the Accounting Codes tab, click the Edit button located next to Object Code. Page 4 of 5

5 2. Repeat steps 2 through 8 under Adding and editing account number default to set or change default object code. Click Save and Close to update your profile or click Remove to remove an object code from the list. As with account numbers, default values can be modified as needed in each cart. You have successfully added default Account Number/Object Code and Code Favorites to your profile. Please note that the default Account Number and Object Code automatically appear in your requisitions. Remember to make the necessary changes to avoid assigning incorrect values to your requisition. You can create favorite account numbers without an object code to allow for more flexibility. You can also create favorites containing account number/object code split distributions. Page 5 of 5