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
- Log in to iBuy.
- Click User (silhouette icon) found on the top right-hand of the page.
- Select View My Profile in the drop-down menu.
- Navigate to the following pages on the left column to verify that the information is accurate:
- Under View My Profile, the User’s Name, Phone Number, Email, etc. page.
- 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).
- Under Default User Settings, select Custom Field and Accounting Code Defaults.
- Click the Codes Favorites tab.
- Click Add.
- Enter a name for the string in the Nickname field to help identify the purpose of the C- FOAPAL.
- Use the Select from all Values option to search for the desired value for each segment.
- NOTE: It is recommended to select the option that contains the appropriate Chart indicator for your university.
- -1 represents Urbana
- -2 represents Chicago
- -4 represents Springfield
- -9 represents System
- NOTE: Using the steps above will validate that the desired option is associated with your Chart and will provide a description of the segment to further confirm the correct option has been selected.
- NOTE: It is recommended to select the option that contains the appropriate Chart indicator for your university.
- You may opt to only include Chart-Fund-Organization-Program as a code favorite and edit the remaining segments as needed on the requisition.
- Confirm that the Purchasing Department and Purchasing Supervisor correspond to the Chart selected.
- Click Save.
Make Code Favorite a Default Value
- Click Edit associated with the desired Code Favorite.
- Select Default.
- NOTE: As the default, this Code Favorite will auto-populate when creating a requisition.
- Click Save.
Using Code Favorite Options on a Requisition
- Click Proceed to Checkout once draft cart is completed.
- In the Accounting Codes section, click the pencil icon to edit.
- To review the code favorites options, hover on the bottom right corner of the Accounting Codes section and click the heart icon.
- 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.
- 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.
- Click Save Changes.
Using Code Favorite Options on a Requisition at the Line Level
- Click Proceed to Checkout once draft cart is completed.
- Click the three dots icon next to the line item that needs a specific accounting code string.
- Click Accounting Codes from the choices.
- To review the code favorites options, hover on the bottom right corner of the Accounting Codes section and click the heart icon.
- 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.
- 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.
- 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.