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Creating Accounting Codes

Quick reference: navigation guide.

Accounting mapping is available for each purchase completed by an Editor or Editor Admin. The Department Name and its associated Accounting Code selected at the time of purchase will appear below the Article name on the PDF version of your invoice and will appear in separate columns on the CSV version to allow for sorting. Learn how to Use Account Codes.

Create Accounting Codes:

  1. Click "Organizations" in the Folder Rail.
  2. Select the organization in the List Rail you wish to work with.
  3. Click the "Accounting" navigation link.
  4. Click the "[ + Add Department ]" link to create a new line item.
  5. Fill in the fields.
  6. Repeat steps 4 & 5 to add additional codes.
  7. Click the "Save Changes" button.

In addition to creating codes, Editors will have the option of choosing "Other Department" if the code that they require has not been added into the system. Note: this selection will not appear on your invoice.

If no codes are created for your publication, the Editors will not have an option to code their purchases. Codes can be added to a transaction at the time of purchase, or they can be altered/added after purchase (before Thursday invoicing) by editing the transaction directly from the Transactions page.

 

Edit Accounting Codes:

  1. Click on "Edit" next to the code you want to change. You will then be able to change the name and code fields.
  2. Click the "Save Changes" button.

 

Delete Accounting Codes:

  1. Click on "Remove" next to the code you want to delete.
  2. Click the "Save Changes" button.
 
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