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.
To maintain your financial data accuracy, users with the Community Administrator or Community Management role can upload account codes formats.
Key Features and Benefits
Multiple Formats: You can load multiple formats (e.g., a "Standard GL" format and a "Project Code" format), allowing buyers to choose the correct one per line item.
Approval Routing: The codes selected during checkout can automatically drive your approval workflows.
Access Restriction: You can restrict specific account codes so that they are only visible to certain Organization Units.
Formatting Reminders
Leading Zeros: Excel often strips zeros (e.g.,
001becomes1). To fix this, right-click the cells > Format Cells > Custom > enter a string of zeros (e.g.,000) representing the required length.File Format: The file must be saved as a CSV (Comma Delimited).
Bulk Overwrite: Remember that every time you upload this file, it deletes and replaces all existing values for that account code format.
Important Considerations for Updates
Overwriting Data: Uploading a new file overwrites all existing account values within that format. While this does not break historical orders or active requisitions, it completely replaces the list available for new checkouts.
Approval Mapping: If your community routes approvals based on account codes, ensure any newly added codes are mapped to the correct Approval Chain. Without this mapping, requisitions may not route to the correct approvers.
Organization Restrictions: If you use Org Unit patterns to limit which departments can see certain codes, you must update those patterns to include your new accounts.
Understanding Dependencies (Parent/Child)
The Parent column is used to filter lists based on previous selections.
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Example: If Department 100 should only be visible when Fund 10 is selected:
Find the row where the Value is
100.In the Parent column for that row, enter
10.
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Rule: The Parent entry must exactly match a Value found in another row of the same CSV.
How to Upload Account Code Values
Once you have created the "shell" of your format, you can bulk-load the thousands of values (the specific codes) using a CSV file.
Locate: Go to the Administration module > select Settings > click Management tab > select Account Codes tab.
Select the Format: Click into the specific account code format you just created.
Access Upload Tool: Select More Actions > Upload.
Download Template: Click Download template to get the correctly formatted CSV file.
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To ensure your account code upload is successful, the CSV file must adhere strictly to the following technical specifications.
Note: The format of the uploaded values must also reflect any dependency.
Once the file updated and ready, select Download.
- Click Browse, to select the desired file and click Upload.
Account Code CSV Specification
| Column | Type | Mandatory | Max Length | Details & Logic |
|---|---|---|---|---|
| Part | Text | Yes | 255 |
Must match the Name of the part defined in your Unimarket Account Code Format.
|
| Parent | Text | No | 25 | Used for Dependencies. Reference a Value from another row to make this entry conditional. |
| Value | Text | Yes | 25 |
The actual alphanumeric code (e.g., 1001 or DEPT-A).
|
| Description | Text | No | 100 | The label buyers see when searching (e.g., "General Fund"). |
Handling Leading Zeros in Excel
Financial systems often require account codes with leading zeros (e.g., 0051). Excel typically removes these, so you must format the cells before saving your CSV:
Highlight the relevant cells.
Right-click > Format Cells > Number tab > Custom.
In the Type field, enter a string of zeros matching the required length (e.g., enter
000000for a 6-digit number).Save as a .CSV and select Yes/OK if prompted about formatting restrictions.
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.