Create default coding rule

To create a new default coding rule:

1. Click the Default Codes button on the Administration Overview diagram (Organization view).

   The Default Coding Rule Management screen appears.

2. Click a default rule category. For most categories, a search window appears, allowing you to narrow your search.
3. Once the search results display, click to the right of the category or group you want to set a default code for.

   The Insert New Default Coding Rule dialogue box appears.

4. Use the following field descriptions to create the default coding rule:

   Company Unit. If you have allocated employees to a company unit when you uploaded their details to Shared Travel Services via the human resources (HR) interface file, you can select the appropriate unit from the drop-down list.

   Account Issuer. Select from the drop-down list what issuer you want this rule to apply to.

   Account Type. If required, select an account type this rule will apply to.

   Billing Currency. This determines which billing currencies this default will be applied to. This option provides the ability to have different default rules configured depending on which currency the statement will be paid in.

   Source Currency. This determines which source currencies this default will be applied to. This option provides the ability to have different default rules configured depending on the currency the transaction was made in.

   Home Country. This is used to supplement the billing currency. For example, if you have Euro or USD issued cards, basing your default rules solely on billing currency may not give you enough freedom to build different rules within single currency cross country regions. In this case, you can use the home country of your employees to fully achieve this (the home country of employees can be set up via HR file upload). It is only recommended you use this if you require this level of flexibility. Otherwise, billing currency will be easier and more efficient for you to use to start with.

   Source Country. This allows you to further differentiate suppliers within single currency regions. Like home country, it is only recommended you use this if you require this level of flexibility. Otherwise, source currency will be easier and more efficient for you to use to start with.

   When Amount>. Allows you to set an amount criteria this default rule will be applied to, eg. if the amount is greater than $500, the default will be GL101.

   When Amount<. Allows you to set an amount criteria this default rule will be applied to, eg. if the amount is less than $500, the default will be GL105.

   Default Code Values. The charge code types specific to your organization will be shown here. Enter the default codes as required. Note: There is no select list as it is expected you will know the codes you want to enter here.

   If you selected Transaction - Actual as your default rule category, you can configure the system to code transactions based on the enhanced data supplied by the account issuer. This is achieved by inserting <ref_code> into a Default Code Values field. Note: Enhanced data coding is only available for companies with account issuers that supply enhanced data (point of sale information). What's more, enhanced data coding must be enabled for your solution and you must have the administration right Admin - Enable Line Item Coding.

5. Click Save. If a code that is not currently active in Shared Travel Services is entered, an error message appears.

Note: There is no limit to the number of rules you can create within a category.