Revised:  10/07/2024

Updating Reason Code ChartFields

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, overdue charges and write offs.

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

If ChartFields are changed – for example, because of changes to the budget – the associated Reason Codes must also be edited to match the new ChartFields distribution.

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

Steps

• 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. Enter the Reason Code Entry Type in the Entry Type field.
3. Select the Correct History checkbox to enable editing.
4. Click Search.

• The Selection tab displays.

5. Click the Accounting Template tab.

• The Accounting Template tab displays the Reason Codes for the Entry Type.

6. • This tab has four sections: Effective Date, Entry Type/Reason, System Controlled Entries, and User Defined Entries.
7. Edit any of the ChartFields for the desired Reason code in the User Defined Entries table.
8. Click Save.

• The updates are saved.