In Unimarket, Account Code Formats define how financial data (GL strings) are captured during Checkout. These formats must mirror your institution's ERP system to ensure requisitions are coded correctly for your finance department.
When manually defining the segments (parts) of an Account Code Format, you must configure several specific attributes for each part. These settings determine how the buyer interacts with the code during checkout and how the data is validated.
To maintain your financial data accuracy, users with the Community Administrator or Community Management role can add, export, edit, and delete account codes.
Essential Details
- Background Jobs: If you are exporting a large amount of data, it might take a minute to process. You don't have to stay on the page; you can come back to the Background Jobs screen later to find your file.
- Exports are processed as Background Jobs and are available for 7 days for download (in CSV format).
Create a New Account Code Format
Navigation: Administration > Settings > Management > Account Codes tab.
Define the Format: Click +Add Account Code Format.
Global Settings: Provide a Name, Code and Organization. Check Allow In Checkout to make it visible to buyers.
Define the Parts: Click +Add Part for each segment of your GL string (e.g., Fund, Dept, Object).
Account Code Part Attributes
| Setting | Description |
|---|---|
| Type |
Choose Picklist or Regular Expression.
|
| Character Type | Restricts what can be entered: Alpha (letters only), Numeric (numbers only), or Alphanumeric (both letters and numbers). |
| Name | The label for the segment (e.g., "Fund," "Department," or "Object"). |
| Optional |
If enabled, the buyer is not required to fill in this specific segment to complete their order.
|
| Depends On |
Used to create Conditional Logic. Selecting a value in one part (Part A) will filter the available options in the next part (Part B). The Depends On feature is essential for complex accounting strings. For example, if you set the Department part to depend on the Fund part. A buyer who selects "Grant Fund" will only see departments authorized to spend grant money, reducing coding errors at the source. |
| Option Attributes | Defines custom data labels that can be assigned to the specific values within this part. For additional information, refer to help article Account Code - Option Attributes. |
| Format Attributes | Defines names and values for attributes that apply to the overall format part itself. |
4. Once completed, select Add. To add additional account code parts, select Add More.
Add a New Account Code Part to an Existing Account Code Format
To add a new account code part to an existing account code format, within the community. This action involves downloading the current account code format (in Unimarket), updating the CSV file and re-uploading into Unimarket.
Access the Format: Go to the Administration module > Settings > Management > Account Codes and select the specific format you wish to edit.
Request Download: Select More Actions > Download. A pop-up will appear; click the "here" hyperlink to be directed to the Background Jobs area.
Retrieve File: On the Background Jobs screen, wait for the status to reach Finished, then click Download to receive the CSV file.
Modify: Make your changes in Excel (remembering to keep the CSV format) and use the Upload button to apply the changes.
- Upload Update File: Select Browse, locate the updated file and select Upload.
Export Existing Account Code Format
The process for editing begins with exporting your current data to ensure you have the correct structure. Additionally, the process
Access the Format: Go to the Administration module > Settings > Management > Account Codes and select the specific format you wish to edit.
Request Download: Select More Actions > Download. A pop-up will appear; click the "here" hyperlink to be directed to the Background Jobs area.
Retrieve File: On the Background Jobs screen, wait for the status to reach Finished, then click Download to receive the CSV file.
Delete Account Code Formats
If an entire account code format is no longer required (e.g. after a project concludes or a system migration):
Navigate to the specific Account Code format.
Select More Actions > Delete.