Revised:  10/07/2024

Creating Reason Codes

ReferencesReferences

Overview

Every receivable transaction entered into or generated by the system must have an Entry Type and Reason code. The Entry Type categorizes pending items that will create or update posted items within the system. Examples of Entry Types are invoices, ISTVs, payments, debit memos, credit memos, and overdue charges.

Reason Codes are paired with Entry Type categorizations to define the ChartField strings used to specify the account to/from which money should be credited/debited. Multiple Reason Codes may be available for each Entry Type.

Depending on the budget or agency needs, new ChartFields may be created. When this occurs, Reason Codes must also be added. This topic serves as a guide for creating reason codes. For ChartField actions refer to Creating and Maintaining ChartFields.

• AR Administrator or OH_AR_CFCODE_CONFIG security role(s) is needed to follow the following steps.

Steps

Create Reason Codes for the Associated Credit and Debit Types

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Set Up Financial/Supply Chain > Product Related > Receivables > Options > Entry Type

1. Enter the agency specified Business Unit code in the SetID field.
2. Enter the Entry Type in the Entry Type field.
3. Click Search.

• The Entry Type tab displays.

4. Click the Entry Reason tab.

• The Entry Reason tab displays.

5. Click an Add a new row icon in the Entry Reason Detail table.

• A new row displays in the Entry Reason Detail section, immediately under the row of the Add a new row icon clicked.

6. Enter an agency determined code in the Entry Reason field.
7. Enter a brief description – i.e., the reason the code is used – in the Description field.
8. Press Enter to auto-populate or manually enter a Short Description in the Short Description field.
   • Typically, this is the same as the Entry Reason code, or something similar to it.
9. Click Save.

Entering Reason Code Distribution ChartFields

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Set Up Financial/Supply Chain > Product Related > Receivables > Payments > Define Item Entry Type

1. Enter the agency specified Business Unit code in the SetID field.
2. Select the Correct History checkbox.
3. Enter or select the Entry Type .
4. Click Search .

• The Selection tab displays the Entry Reasons for the selected Entry Type.

5. If the Correct History checkbox was not clicked before clicking Search, click the Correct History button.
6. Click an Add a new row icon in the Entry Reasons table.

• A new row displays in the Entry Reasons section, immediately under the row of the Add a new row icon clicked.

7. Enter the previously created Entry Reason in the Entry Reason field.
8. Click the Accounting Template tab.

• The Accounting Template tab displays.

9. Enter the distribution ChartFields; at a minimum the Fund Code , Account , and Department must be entered.
   1. Enter "47" in the Account field for INV types.
   2. If data is being entered for an ISTV type, enter data in the ISTV XREF field.
   • ISTVs must have an associated ISTV Account Code in the Account field.
   • Additional fields must be entered depending on the agency specific departmental requirements.

10. Click Save.