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Checkout and Accounting Codes
You may enter multiple accounting codes of the same funding source at checkout.
How to Enter Accounting Codes at Checkout
Checkout and Accounting Codes [4:57]
1. Go to Accounting Codes
While checking out, scroll down to the Accounting Code section and click the Pencil icon (Figure 1).
2. Enter State, Research Foundation, or UB Foundation Funds
Depending on the funding source, refer to the following instructions for how to enter State, Research Foundation (RF), or UBF Foundation (UBF) funds. Only one funding source may be used on a requisition. In cases where an order needs to be split between funding sources, a separate requisition must be submitted for each funding source.
(Refer to Figure 2)
- For “Account Source” in the dropdown menu, choose “S” for State funds.
- For “Fiscal YR-SUNY," from the dropdown menu, choose the appropriate fiscal year (do not type the year directly in the box - be sure to select from the dropdown).
- In “Account-SUNY”, begin typing in the account and choose the correct account from the dropdown. Alternatively, you can search for the account by clicking the Magnifying Glass.
(Refer to Figure 3)
- For “Account Source” in the dropdown menu, choose “R” for Research Foundation funds.
- For “Project-RF”, begin typing in the account and choose the correct account from the dropdown. Alternatively, you can search for the account by clicking the Magnifying Glass.
- Next, you will go to “Task-RF” and select it from the dropdown.
- For Expenditure Major, select from the dropdown menu.
- For Expenditure Minor, select from the dropdown menu.
- Click “Save.”
1. In "Account Source" in the dropdown menu, choose “UBF-UB Foundation-Remember to Change the Bill To Address” (Figure 4).
2. In the “UBF-Fund” begin typing in the account and choose the correct account from the dropdown. Alternatively, you can search for the account by clicking the Magnifying Glass (Figure 5).
After clicking on the Magnifying Glass In the “Value” field, enter the UBF account number, or in the “Description” field, enter the account description, then click the Plus Sign on the desired account (Figure 6).
3. It is not required to complete the Account String field; UBF Accounts Payable will complete this field for you. However, if you know what the account string is, you have the option to enter it by clicking the Select from all values... drop down (Figure 7).
4. Click "Save."
5. Review the completed UBF accounting code.
6. After completing the UBF accounting code, go back to the top of the Summary tab to the Billing section (Figure 8).
7. In the Bill To section, click the Pencil icon (Figure 9).
8. In the search bar begin typing “UBF” and select “UBF - BillTo” from the drop down (Figure 10). Alternatively search for the UBF billing address by clicking the Magnifying Glass.
9. Once selected, click the checkbox Add to My Addresses for future use and to save it for next time. Click Update to save the UBF – BillTo address (Figure 11).
