Create code type

To create a code type:

Click the Administration link on your home screen.
Click the Module - Finance link in the Administration menu.
The Module - Finance screen appears.
Click the New Code Type link.
The Create New Finance Code Type dialogue box appears.

Use the following field descriptions to set up the coding type:

Field	Description
Display Name	The name of the coding type that will show on the Transaction Details window when the user goes to code their transaction.
Description	You can use the same name you used within the Display Name field, or you can provide more of a description as to what this code is, eg. General Ledger code instead of just GL code. This description is shown in the Search dialogue box when the user searches for a code.
Display Order	This determines the order in which the code types are displayed across the Transaction Details window, eg. 1 will mean the first amount field in the sequence.
Display Width	This determines the width of the code field. By default, it fits up to 13 characters. You can increase the width for longer codes you want to display fully on the coding screen, or reduce the width if you want to fit a number of coding fields across the screen.
Mandatory Level	The three radio buttons shown here determine which coding fields the user needs to complete: Mandatory. This field must be populated by the user for every transaction. Combination. This field is used in combination with another of the coding fields on the screen, eg. a customer may have GL code as mandatory and then either a CC code, or a project code. In this instance, both the CC and project codes are Combination. Optional. This field is not mandatory for the user to complete for each transaction.
Visual Type	These two radio buttons determine how the coding fields will be populated: Select List. This option is used if the codes will be loaded via the charge code (CC) interface file and available to users via the search function on the Transaction Details window. Free Text. This allows the user to type the code directly into the coding field. Note: If you have the administrator right Admin - Advanced CC Type Validation you can control the format for any value a user types into a coding free-text field. A format could be XXXX-999 (four alpha, hyphen, three numerical) or 9999999999 (ten numerical). Note: This an either/or option. If you select Free Text, this will not validate against any codes you may have included in the CC interface file.
Min Length	This text field, which displays if you select Free Text as your visual type, allows you to specify a minimum character length for any value typed into a free-text field.
Max Length	This text field, which displays if you select Free Text as your visual type, allows you to specify a maximum character length for any value typed into a free-text field.
Reg Expression	This allows you to specify the format (regular expression) for any value typed into a free-text field. For a full description of how to specify regular expressions, contact your helpdesk. Some of the common elements: A regular expression must start with ^ and end with $. ^[A-z]$ = any number of alphabetic characters, either uppercase or lowercase, eg. Technology ^[0-9]$ = any number of digits between 0-9, eg. 6923012 ^[0-9]{4}\_[0-9]{2}$ = four digits between 0-9 followed by 2 digits between 0-9, separated by an underscore, eg. 1530_00 ^[0-9](\.[0-9]{0,2})$ = any number of digits between 0-9 followed by two decimal digits, eg. 873.57 ^[A-z] \- [0-9]{4}$ = any number of alphabetic characters, either uppercase or lowercase, followed by four digits between 0-9, separated by a hyphen, eg. Strategy - 1530 ^[A-z]{2}[0-9]$ = two alphabetic characters, either upper or lowercase, immediately followed by (no space) any number of digits between 0-9, eg. IT987 Note: This text field only displays if you select Free Text* as your visual type and you have the access right Admin - Advanced CC Type Validation.
Reg Expression Description	This allows you to describe the format of your regular expression. For the examples above, your descriptions could be: Four alpha, hyphen, three numerical, or Ten numerical Note: This text field only displays if you select Free Text as your visual type and you have the access right Admin - Advanced CC Type Validation.
Interface Name	This is the name of the code type that must be used in the Code Type field of the CC interface file.
External Name	This field is used to reference back to the card issuer's account fields, eg. if at the point of sale the employee enters in some codes, or the card issuer does when processing the transaction, this allows Shared Travel Services to reference what code goes where. This is currently only supported for INFOSPAN/VIS, but can be used elsewhere. This field should not be populated without first checking with your helpdesk.
Customer Mapping	This field is used to map charge code types to financial coding blocks for the finance extract.

Click Save.

Note: If you are adding more coding types, you need to check whether or not the Coding tab of the Transaction Details window is wide enough in its default sizing to show all fields. You can check this after you have loaded some sample data and linked yourself to a card account. The same applies to the cash management screens if the customer is implementing the Cash Management module. The Transaction Details window can be resized via the Company Management area of the system.