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Source Codes, Add, Change, Delete, Inquiry, Report and Audit

Source Code Addition

Source Codes are used to identify the origins of a particular transaction. This is particularly important since no written reference data is kept on document adjustment entries (i.e. cash entry). Also, during interface to the Budgetary Accounting System (Finance), journal entries can be summarized within an account by source code. The source codes can also be used to sort and prioritize invoices for payment in the cost receipt entry module.

Source Code

Enter a 1-2 character alpha-numeric unique code. The system will left justify the field.

Source Code Description

Enter a 1-30 character source description.

CE is a mandatory code. You must add it. It should have a description PAID ON ACCOUNT or CASH ENTRY. This code is used by the cash entry program as it's source code.

OC is a mandatory code if you use the open credit option. It should be added with the description OPEN CREDIT. This code is used by the cash entry program when the open credit function is used.

PC is a mandatory code.  You must add it. It should have a description PAYMENT CANCELLATIONS. This code is used whenever the payment cancellation program is used.

Sort Code

This will prioritize all invoices for payment by source code in the cash receipt entry module. Enter a priority number for this source code. (The lower the number, the higher the priority).  NOTE:  If this field is left blank, the invoices will appear in invoice number order.

Revenue Type

  • Enter 'G' if the source code relates to grant revenue.
  • Enter 'D' if the source code relates to donation revenue.
  • Enter 'S' if the source code relates to any other type of revenue.

Receipt Print Format

If a specific receipt print format is related to this source code, enter the number of the receipt print format.

Source Code Changes

Source Code Changes are used to change existing information on any Source Code on file. You must then enter a valid code for the item chosen. The system will display all information for each code chosen. Click into the field to change and save.

Source Code Deletions

Source Code Deletions are used to allow you to remove a database code from the active file. The database file record is not, however, removed from the file. Instead, the record is flagged as deleted and a warning is produced when the database code is used.

Delete

Click Delete to delete the selected item. The system will then clear the screen and prompt for the next item.

Reactivate

This prompt will show if an item has been deleted. Click on Reactivate to reactivate the database.

Source Code Inquiry

Source Code Inquiry allows you an online inquiry to the source code selected.

Next Inquiry

When you have reviewed the data displayed, pressing at this prompt will cause the system to clear the screen for the next inquiry. Pressing at the CODE prompt will return you to the Database Maintenance Menu.

Source Code File Reports

Source Code Reports are used to allow you to report on a Source Code Database. Selection of this option will cause the system to produce a report of all database codes of the selected type. The actual report format will vary depending on the information contained for that code.

Source Code Full Report

Source Code Full Report option is used to produce a complete listing of the Source Code database.

Source Code Audit

Source Code Audit option is used to audit a specific database code. The report commences with selection criteria of starting date range to audit, ending date range to audit, then the code. Leaving the code blank will audit all codes. The system will report any changes made to the code type for the date range. The report can be exported to Excel.


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