iBuy - Creating and Using C-FOAPAL Code Favorites

Creating and Using C-FOAPAL Code Favorites

If you are responsible for entering C-FOAPAL information on a requisition, you could create Code Favorites for the common C-FOAPAL strings you use. Creating and using Code Favorites will assist you with processing requisitions quicker and with less C-FOAPAL errors. This job aid details how to create an accounting code favorite, apply an accounting code to a requisition, and apply a specific account code at the line level.

Creating Code Favorite FOAPAL

  1. Log in to iBuy.
  2. Click User (silhouette icon) found on the top right-hand of the page.
  3. Select View My Profile in the drop-down menu.
  4. Navigate to the following pages on the left column to verify that the information is accurate:
    1. Under View My Profile, the User’s Name, Phone Number, Email, etc. page.
    2. Under User Roles and Access, the Assigned Roles page.
      NOTE: Updates to phone number must be done through My UI Info. All other updates should be done through a Unit Security Contact (USC).
  5. Under Default User Settings, select Custom Field and Accounting Code Defaults.
  6. Click the Codes Favorites tab.
  7. Click Add.
  8. Enter a name for the string in the Nickname field to help identify the purpose of the C- FOAPAL.
  9. Use the Select from all Values option to search for the desired value for each segment.
    1. Select the option that contains the appropriate Chart indicator for your university
      1. -1 represents Urbana
      2. -2 represents Chicago
      3. -4 represents Springfield
      4. -9 represents System Offices
    2. Using the desired chart value that is associated with your university will provide a description of the segment to further confirm the correct option has been selected.  This is required for successful order processing .
  10. You may opt to only include Chart-Fund-Organization-Program as a code favorite and edit the remaining segments as needed on the requisition.
  11. Confirm that the Purchasing Department and Purchasing Supervisor correspond to the Chart selected.
  12. Click Save.

Make Code Favorite a Default Value

  1. Click Edit associated with the desired Code Favorite.
  2. Select Default.
    1. NOTE: As the default, this Code Favorite will auto-populate when creating a requisition.
  3. Click Save.

Using Code Favorite Options on a Requisition

  1. Click Proceed to Checkout once draft cart is completed.
  2. In the Accounting Codes section, click the pencil icon to edit.
  3. To review the code favorites options, hover on the bottom right corner of the Accounting Codes section and click the heart icon.
  4. Select the nickname from the drop-down menu that appears. These are the Code Favorites you have added to your profile using the steps above.
  5. To recalculate or validate the code favorite changes, hover on the bottom right corner of the Accounting Codes section and click the check mark icon.
  6. Click Save Changes.

Using Code Favorite Options on a Requisition at the Line Level

  1. Click Proceed to Checkout once draft cart is completed.
  2. Click the three dots next to the line item that needs a specific accounting code string.
  3. Click Accounting Codes from the choices.
  4. To review the code favorites options, hover on the bottom right corner of the Accounting Codes section and click the heart icon.
  5. Select the nickname from the drop-down menu that appears. These are the Code Favorites you have added to your profile using the steps above.
  6. To recalculate or validate the code favorite changes, hover on the bottom right corner of the Accounting Codes section and click the check mark icon.
  7. Click Save Changes.

For information on splitting FOAPAL codes, please refer to the Splitting FOAPAL Codes job aid under the Shopping and Requisition Creation section.




Keywords:iBuy, purchasing, procurement   Doc ID:120165
Owner:Erik O.Group:University of Illinois Training and Development Resources
Created:2022-08-02 11:14 CDTUpdated:2022-09-20 07:23 CDT
Sites:University of Illinois Training and Development Resources
CleanURL:https://answers.uillinois.edu/ibuy-creating-and-using-c-foapal-code-favorites
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