Viewing or Modifying Default Accounting in Expense Reports
Purpose: Use this document as a reference for viewing or modifying default accounting in FSCM expense reports in ctcLink.
Audience: All Staff.
You must have at least one of these local college managed security roles:
- ZZ PeopleSoft User
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
NOTE: Default Accounting (or Accounting Defaults) in PeopleSoft Financials Expenses allows you to set the default ChartField values for all expense lines on Expense Reports and/or Travel Authorizations. When you update the Default Accounting (or Accounting Defaults), during transaction creation or during editing, every expense line will be updated to the ChartString entered in the Default Accounting or Accounting Defaults section.
From the ctcLink Gateway main page, navigate to Financials Employee Self Service by selecting either the Financials Self-Service tile or the FSCM link.
What's the difference between Classic and Fluid? It's a personal preference! PeopleSoft end users can choose the path that is most effective for them. The Classic navigation uses a breadcrumb menu with a deep hierarchy whereas Fluid navigation uses Homepages and Tiles as the starting point to navigate to pages/processes. Fluid pages have a different look than classic yet most of the same functionality.
Navigation: FSCM Employee Self-Service menu > Travel and Expenses > Expense Reports > Create/Modify
- The Employee Self Service page displays. Select the Navigation Menu icon.
- Select the Menu icon.
- Follow the navigation: Employee Self-Service > Travel and Expenses > Expense Reports.
- Select Create/Modify.
- The Expense Report search page displays. Select the Find an Existing Value tab. Depending on your role, the Empl ID will default into the field. If you are authorized to enter an expense report on behalf of someone else, then you will need to look up the Empl ID first.
- Enter Search Criteria to identify your expense report:
- Report ID.
- Report Description.
- Name.
- Empl ID.
- Report Status.
- Creation Date.
- Select Search. The Modify Expense Report page displays. Select Actions drop down arrow to "Default Accounting For Report".
- Select GO.
- The Accounting Defaults page displays. You can:
- Change or update the ChartField values.
- Add rows and redistribute percentages. The total % of all lines must equal 100.00%.
- Delete rows that do not apply to the expense report.
- Select Add ChartField Line to add a new accounting line if needed.
- Enter ChartField values for the new row.
- In the % column, enter the percentage of expense to charge to the ChartFields that you select when you add a new row. The accounting split must equal 100 percent for the set of default ChartFields.
- Optionally, select the Load Defaults button to reload the accounting defaults from the Employee Profile - Organizational Data and Employee Profile - User Defaults pages.
- Optionally, select the User Defaults link to access the Employee Profile - User Defaults page.
- Select OK.
- The Modify Expense Report page displays. To continue working on the expense report at a later time, select Save for Later. To submit the report for approval, select Summary and Submit.
- Section complete.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to Viewing or Modifying Default Accounting (Using Classic Navigation). This link will open in a new window.
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