Communities can configure one or more Account Code formats, that are used to code requisition line levels (also known as GL strings). The Account Code (in Unimarket) should match the format used in the community's Financial (ERP) System.
Community Administrators can enter Account Codes into Unimarket, as a:
- Regular Expression (manually) or
- As a Picklist of desired pre-defined codes.
Multiple Account Code formats can be loaded, if required.
For example, a community may want to code requisitions against GL Codes and against Project Codes. If multiple formats are loaded by the Community Administrator, buyers will select the desired format during the checkout process (per line level).
Account codes can be used to route approvals. For additional information, refer to help articles How Approvals Work and Setup and Manage Approvals.
It is also possible to limit access to account codes, based on the organization units the user is a member of. For additional information, refer to help article Setup and Manage Approvals.
To learn how to filter or Account Codes by Organization Unit, refer to help article Org Unit help article
Add Account Code Formats - Manually
To create an account code format, go to the Administration module > select Settings > click Management tab > select Account Codes tab > click +Add Account Code Format.
The Add Account Code Format screen will appear > in the Name and Code field, insert the desired information.
If the user desires the account code format to appear on the Checkout screen, check Allow In Checkout box > in the Organizations field, choose from listed options.
To define the account code parts > select +Add Part.
A pop-up box will appear. For field details, refer to the list below.
- Type: Select Picklist or Regular Expression
- Character Type: Choose Alpha (Letters only), Alphanumeric (Letters and numbers) or Numeric (Numeric only).
- Name: Desired name of the part.
- Optional: If enabled, the entry by users is optional.
- Depends On: To set dependency between Parts (e.g. a selection in Part A, filters the available options in Part B).
- Option Attributes: Defines the names of attributes that can be applied to the options (values) for this part. For additional information, refer to help article Account Code - Option Attributes.
- Format Attributes: Defines the names and values of attributes for this format part.
| Note: The format of the uploaded values must also reflect any dependency. |
Once completed, select Add. To add additional account code parts, select Add More.
Add Account Code Formats - Upload
Users with the Community Administrators or Community Management role, can add account codes via upload, by going to the Administration module > select Settings > click Management tab > select Account Codes tab > select the desired account code.
The desired Account Code Format code screen will populate > select More Actions > click Upload.
The Upload Account Codes screen will populate > select Download template.
Column requirements and descriptions:
| Column | Type | Mandatory | Length | Comments |
| Part | Text | Y | 255 |
|
| Parent | Text | N | 25 |
|
| Value | Text | Y | 25 | The short code for the account code that will be used as the value in the account code string. |
| Description | Text | N | 100 | A description of this value. This is used when searching for parts and is shown in tooltips on completed account codes (eg when viewing an order). |
|
Note: If leading zeros are required:
|
Once the file has been completed, save as a CSV file. If the user is notified by Excel, that there are formatting restrictions, click Ok.
Select Browse > click Upload.
Edit Current Account Codes
Users with the Community Administrators or Community Management role, can edit current account codes by going to the Administration module > select Settings > click Management tab > select Account Codes tab > select the desired account code.
The desired Account Code Format code screen will populate > select More Actions > click Download.
A pop-up box will appear, to select the here hyperlink.
The Background Jobs screen will populate. Once the CSV file is in the Finished state, click Download.
For column requirements and descriptions, please refer to the chart above.
| Note: If you are routing approvals using account codes, make sure to add a mapping to any new account added. To ensure requisitions using the new accounts, are routed to the expected approval chain. If you have account code rules set up for organization units (to restrict access) you may need to update the relevant organization unit patterns accordingly. |
Once the file has been updated, save as a CSV file. If the user is notified by Excel, that there are formatting restrictions, click Ok.
Select Browse > click Upload.
Uploading a new account code file will overwrite all existing accounts, in Unimarket. Existing requisitions and orders will not be affected.
The update can take a few minutes, based upon the size of the file. When it is complete, an alert box at the top of the screen will appear, stating Account Code Uploaded.
Uploading Account Codes via Automation
Unimarket, also offers customers the ability to update account code data by automatic upload. Speak to your Unimarket Customer Success Manager for further details.
Export Current Account Codes
Users with the Community Administrators or Community Management role, can export current account codes by going to the Administration module > select Settings > click Management tab > select Account Codes tab > select the desired account code.
The desired Account Code Format code screen will populate > select More Actions > click Download.
A pop-up box will appear, to select the here hyperlink.
The Background Jobs screen will populate. Once the CSV file is in the Finished state, click Download.
Delete Current Account Codes
Users with the Community Administrators or Community Management role, can delete current account codes by going to the Administration module > select Settings > click Management tab > select Account Codes tab > select the desired account code.
The desired Account Code Format code screen will populate > select More Actions > click Delete.