Create transaction line mapping

To map an amount or sub-amount field to a transaction line:

1. Click to the right of the hyperlink (form) you want to configure coding for.

   Another view of the Module - Spend Wizard screen appears, showing you any components currently part of your form.

2. Click the Coding link at the top of the screen.

   A coding configuration view of the Module - Spend Wizard screen appears, listing all the amount and sub-amount fields that are eligible for coding for this form.

3. To return to the form's component screen at any time, view click the Back link in the top right corner of the screen.
4. Click the applicable grey amount or sub-amount box.

   Note: You must click the name in the middle of the box, not the edge of the box.

   The Please select a transaction line to be mapped to dialogue box appears.

5. From the drop-down list, select the line you want this field to map to.

   Note: 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.

6. Click Save.

   The newly created transaction line mapping appears in the coding configuration view of the Module - Spend Wizard screen. Note: The number of coding fields and the field names will be unique to your organization.

7. To assign default codes to the mapped line, type in the default codes as required and click Save.

   Note: The cost code fields are free-text; there is no drop-down list to select from. The tax code field, however, has a drop-down list to allow you to select from a number of pre-configured tax options.

8. If the mapped line represents a portion of a transaction that is personal spend, eg. a portion of a hotel charge that relates to mini bar use, enter the default code for personal spend and click to the far right of the line. The icon changes to a red dollar sign .

   Note: When an employee allocates an amount to this field on a form, the transaction will be default coded and clearly marked as personal when they save the form and go to the Coding tab of the Transaction Details window.

   Amounts tagged as personal can be handled differently within the extract file from Shared Travel Services to your organization's finance system if required. If your organization also uses the Cash Management module, this amount will be offset against their cash claim balance.

9. To split the coding of a transaction line based on an amount or percentage (eg, you could split 10% of a transaction amount to a different GL code):
   1. Click the Balance link under the Split Rule column (the term Balance indicates no split rule is currently applied).

      The Edit Spend Wizard Split Rule dialogue box appears.

   2. Define the type and value of the split and click Save.
10. To lock the coding for an entire coding type (the column) so the user can't change it, click the grey open padlock beside the coding type column heading. The padlock icon changes to a red closed padlock .
11. If an entire coding type (column) has been locked but you want to unlock the coding for an individual row so the user has the option of changing it, click the red closed padlock to the right of the row. The padlock icon changes to a grey open padlock .
12. If an entire coding type (column) has been locked but you want to unlock the coding for the amount and taxation coding cells in an individual row (leaving just the account coding cells locked), click the red, half-closed padlock to the right of the row. The padlock icon changes to a grey, half-open padlock .