Departmental
(*DEFINE) Coding
How to create, assign
and use departmental coding
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?
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.
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).
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.
How are departmental assigned?
How are departmental assigned?
How are departmental assigned?
HRMS and FRMS documents
How are departmental assigned?
How are departmental assigned?
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).
SPLITTING PROVISIONAL
TRANSACTIONS
How are departmental assigned?
How are departmental assigned?
How are departmental assigned?
Special
PF2
PF3
PF4
PF5
PF Keys
= GET A FRESH SCREEN TO POST SUBS
= SET SUB TRANS POSTING PROFILE
= GO BACK 1 PAGE OF SUB-TRANS
= GO TO MASTER TRANSACTION SCREEN
How are departmental assigned?
How are departmental assigned?
UPDATING POSTED
TRANSACTIONS
How are departmental assigned?
How are departmental assigned?
CREATING MANUAL
TRANSACTIONS
How are departmental assigned?
USING A POSTING PROFILE
How are departmental assigned?
CODE SCHEMES
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.
What is a Code Scheme?
What is a Code Scheme?
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.
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.
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.
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.
SPECIAL NOTE: It is best
to have a code plan BEFORE
using this section!
The second part adds the
individual codes and
descriptions.
The third part can create
detailed audit rules.
What is a Code Scheme?
What is a Code Scheme?
EXAMPLE
What is a Code Scheme?
EXAMPLE
What is a Code Scheme?
EXAMPLE
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!
What is a Code Scheme?
What is a Code Scheme?
An online training video is available:
http://www.utexas.edu/business/accoun
ting/et/training/training.php
HOW CODED INFORMATION
CAN BE USED
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
How can coded information be used?
How can coded information be used?
DA Reports
(in red) are
based on
departmental
transactions.
How can coded information be used?
Customized IF2
Reports
can be created
based on
departmental
transactions.
How can coded information be used?
How can coded information be used?
EXAMPLE
How can coded information be used?
How can coded information be used?
Departmental
IF2 Reports
can be for a
range of
departmental
codes.
How can coded information be used?
Departmental
codes may also
be viewed as
balances in the
LAM screens.
RESOURCES
Online Help in *DEFINE (PF6)
Online Training Resources
User Services Helpline: 512-471-8802
https://austinutexas.custhelp.com/app/answers/list
askUS!
askUS!