Default codes

Default codes can be set up in Shared Travel Services by you or your internal administrator. When a code is defaulted, it will pre-populate the Coding tab of your Transaction Details window, making it easier and quicker for you to code each transaction. Not all codes should be defaulted as there is not likely to be consistent coding across every transaction. However, there may be a code such as your cost centre or department code that will need to be entered for every transaction. If you set this up as a default code, it will be pre-populated for you on each transaction and you will still be able to change it if required.

Note: In some organizations, the ability to set up default codes may only be available to the internal administrator.

To set a default code:

1. Click Settings at the top of your screen.
2. Click the Default Codes button on your Personal Settings screen.

   The various coding segments relevant for your organization display.

   The accounts you directly control are shown in the upper section under Accounts, and your administrator may have already set up one or more default codes for you in the lower section under Employee.

3. To set up a new default code or change an existing one, click to the right of the applicable code.

   The Default Charge Codes Personal window appears.

4. Click the drop-down arrow to the right of the coding field you want to set up a default for, and select Search from the list.

   A search window for this particular code type appears.

5. If you know the value of the code you are searching for, type it in the Code Value field. If you don’t know the code value, but know all or part of the description of the code, type it in the Description field.

   Note: To help, you can search using the wildcard character "%" anywhere in your search text. For example, "ABC%1" finds any code starting with "ABC" and with the number "1" located anywhere within it, for example, "ABC00100".

6. Click Search.

   A code, or codes, meeting your search criteria are displayed. Depending on how specific your search was, the system will return the first 60 codes it finds that meet your criteria. If the code you are looking for does not appear within this list, you need to further refine your search.

   If you are unable to find a code you believe you should have access to, contact your administrator.

7. Click to the right of the code you want. Your Personal Settings screen re-appears with the code listed in the Default Code column.

Once you have set up a default code, it will populate any transactions loaded into the system after that point in time. It will not historically populate transactions already in the system unless your administrator re-calculates the defaults across all employees’ transactions.

Default Currency

If your organization has enabled a certain implementation option, you will be able to set your own currency defaults to be used when creating new cash and requisition claims. When enabled, a link called Customize Default Currency displays in the General Defaults section of the default codes screen.

To set the default source currency and billing currency:

1. Click the Customize Default Currency link within the General Defaults section of the default codes screen.

   The Customize Default Currency dialogue box appears.

2. Specify a default for the source currency and billing currency and click Save.