Viewing or Modifying Accounting Defaults

When you create new expense reports, PeopleSoft Expenses populates the expense report with accounting defaults for the cost distributions based on the default ChartField values that you set up on the Employee Profile - Organizational Data page. The minimum information that Expenses requires is the general ledger business unit. If you are using Approver List routing for your approvals workflow, the ChartField(s) that you select for routing must be populated in the expense transactions. For example, if you are routing by department, then this ChartField must be populated in the expense transactions. If other accounting distribution fields are in the employee profile, they appear by default in the expense reports.

PeopleSoft Expenses uses the ChartField defaults that you set up on the Employee Profile. These defaults are used as part of the distribution created by Expenses when you enter an expense report. In addition to the primary ChartFields, if PeopleSoft Project Costing is installed, you may also establish project defaults for expense reports and project defaults for time reports in the Employee Profile - User Defaults page. Expenses uses the project defaults, which include PC Business Unit, Project ID, and Activity, for expense reports that you set up on the Employee Profile - User Defaults page. Expenses creates one distribution line at 100 percent unless you define project defaults with multiple percentage split lines.

Project defaults are used if PeopleSoft Project Costing is installed (defined in Installation Options); otherwise, Expenses uses project defaults only for time reporting. If Project Costing is not installed but you use the Project ChartField, then the field is presented in the same grid as the Department and other ChartFields. In all cases, the full distribution for an expense is created from a combination of the employee's GL Business, GL ChartField defaults defined in the Employee Profile - Organization page, the Account ChartField associated with the expense type for each line, and any project default defined in the profile for expense reports.

The Accounting Defaults page displays the distribution of ChartFields for the expense report, which you may view or edit, depending on how you set up Expenses.

Use the Accounting Defaults page (TE_SHEET_SPLIT) to view or modify the default accounting ChartFields.

Navigation:

From the Create (or Modify) Expense Report Page, select the Action drop down list box, select the Default Accounting For Report option and click the GO button.

This example illustrates the fields and controls on the Accounting Defaults page. You can find definitions for the fields and controls later on this page.

This page displays the default accounting for an employee.

If you are using employee privilege templates, access to these fields is dependant on the value in the Default Accounting field for expense transaction on the Employee Privilege Template Page:

• If the Default Accounting option of the employee privilege template that is associated with the employee is View, you cannot edit the default accounting values.

• If the Default Accounting option of the employee privilege template that is associated with the employee is Modify, you can edit the default accounting values.

If you can modify this page, you can:

• Change the ChartFields.

• Add rows and redistribute percentages.

• Delete rows that do not apply to the expense report.

• Redistribute the percentages of expenses to different ChartFields.