Employees submitting transactions in Oracle (purchase requisitions, employee expense reports) need to ensure the correct account codes are entered. The account coding will default on most transactions to "5585 Miscellaneous;"
employees need to change this default coding. Please use the appropriate classification as defined in the chart of accounts 5000 series (or 6000 series for capital purchases). Please view the
Chart of Account Manual for reference.
Once transactions are submitted, Supervisors/Managers must then verify the account code string when approving transactions. It is difficult to change the coding once the transaction is approved, therefore it is extremely important to review and correct coding when entering a transaction.
For invoices, do not code using account "5585 Miscellaneous."
For
purchase requisitions including Office Depot purchases, be sure to check the account coding on
every line of the requisition. The most common account for Office Depot purchases is "5351 Office Supplies." To change the account code, preparers can click the search icon next to the Charge Account field and select the correct coding (please see the screen shot below).
TIP: Employees can setup nicknames for frequently used account codes so they can easily be selected for each requisition entry. To setup nicknames, please follow the job aid titled
Update Requisition Preferences.
For
employee expense reports, the default is based on the type of transaction and may not require changing, however, please be sure to check the account code for each expense item/P-Card transaction. To change the account code, preparers can click the search icon next to the Charge Account field and select the correct coding (please see the screen shot below).
