Understanding Account Mapping

When you submit expense reports for reimbursement, the system creates vouchers or payroll time cards that you must post. To create these transactions, you must specify the accounts that you want the system to use to record the expenses.

You use the Expense Account Mapping program (P20106) to specify the object and, optionally, the subsidiary account that you want the system to use for each expense category. The system concatenates the business unit that you enter on the expense report to the object and subsidiary specified for that expense category and uses the resulting account in the journal entry.

If you want to specify multiple object accounts to use for one expense category, you can specify a business unit type. The system retrieves the business unit for the business unit type specified and uses the associated object account. For example, your company uses account 8740 to record expenses for airfare except when the business unit represents a project. For projects, your company uses account 1362 to track airfare. You can specify a business unit type for project business units, and then use that business unit type in the expense account mapping application for the expense category airfare. The system then uses the appropriate account (1362) to record airfare for employees that are working on projects and uses account 8740 to record airfare for all other business units. Similarly, you might want to use different account numbers for billable business units than you use for nonbillable business units.

To support the ability to differentiate between allowable and unallowable expense amounts for the various expense categories that you use, you can set up object and subsidiary accounts to which the system allocates the portion of an expense that is defined as unallowable.