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Purpose

The purpose of this quick reference guide is to step through the process of creating an Accounting Default Account record for Allowance or Expense Pay Codes. The Account Default Accounts are used to automatically assign a specific Natural Account Number for the specified Pay Code. It is used to set Pay Code overrides from the default Natural Account number. The intended audience for this document is System Administrators / Standard Users.

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Steps

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Create an Accounting Default Account record

To create an Accounting Default Account record, the following steps should be completed:
  1. Click on the App Launcher icon. (See Figure 1)
Screenshot from QRG Accounting Default Accounts - Allowances and Expenses
  1. Go to the Accounting Default Accounts object by using the Search function. (See Figure 2)
Screenshot from QRG Accounting Default Accounts - Allowances and Expenses
  1. Click on the New button. (See Figure 3)
Screenshot from QRG Accounting Default Accounts - Allowances and Expenses
  1. Select Allowances or Expenses from the available record types, and click on the Next button (see Figure 4).
Screenshot from QRG Accounting Default Accounts - Allowances and Expenses
  1. Populate the following required fields to provide the base details of the Accounting Default Account record (see Figure 5):
    1. Accounting System
    2. Pay Code
    3. Expense Account
The Expense Account field in step 5 does not refer to Expense Claims. It refers to an Natural Account for the costs of that specific Allowances Pay Code or Expenses Pay Code, instead of the Default Account recorded in the Default Account on the Accounting System Setup Record.
  1. Click on the Saveaa button (see Figure 5).
Screenshot from QRG Accounting Default Accounts - Allowances and Expenses
  1. A new Accounting Default Account record is now created (see Figure 6).
Screenshot from QRG Accounting Default Accounts - Allowances and Expenses
Accounting Default Accounts records CAN NOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
  1. To modify an existing Accounting Default Accounts record, select the required record and select the Edit button available on the top right side of the page. You can also double click within fields that need editing or just click on the pencil icon that appears within fields when hovering with your cursor.
  2. When complete, click on the Save button.

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Field Descriptions

Accounting System is the Accounting System this Accounting Default Account relates to. Expense Account is the P&L Expense Natural Account this Accounting Default Account relates to. Pay Code is the Allowance Pay Code, or Expense Pay Code, this Accounting Default Account record relates to.

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Further Information