Coding

One of the main purposes in creating Spend Wizards is to help accurately distribute the value of a transaction to the appropriate cost codes for the organization. The mechanism for doing this automatically is the Coding component of the Spend Wizard module. This functionality also allows for tax behaviours to be defaulted.

Transaction line mappings are used to determine which cost code each amount or sub-amount field should be assigned to (amount and sub-amount fields are the only fields that relate to monetary values and therefore are the only fields eligible for assignment to a code).

A transaction line relates directly to a row in the Coding tab of the Transaction Details window. It is possible to assign multiple fields to the same transaction line. If this occurs, the sum of the values is assigned to that line.

When you add an amount field to a Spend Wizard, you need to allocate it to a transaction line using the coding functionality. If you do not do this, it will automatically be allocated to the last transaction line. If you do not allocate any of the amount fields in the form to a transaction line, no default coding will be applied when the employee allocates an expense to the form's amount fields. Fields that are not default coded will have to be completed by the employee.

Filter rules allow you to code a transaction line differently depending on the company unit or other filter dimensions. It is an effective alternative to creating a completely new Spend Wizard for each company unit.

To create tighter control over the automated coding of transactions, it is possible to lock transaction code mappings so the user cannot change the coding applied. A red padlock icon represents a locked code type, whereas an unlocked code type is represented by a grey unlocked padlock icon.

As an administrator you are able to unlock an individual default coding row even though the column has been locked. This unlock status overrides the column locking and will allow a user to split out amounts included within this row, even if the rest of the column is locked. By default this unlock option is turned off.