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iBuy - Mixing Equipment Account Codes and Non-Equipment Account Codes on the same Requisition

Use this job aid when buying equipment for the university which requires an equipment account code and when ordering additional items that are non-equipment using a different account code. It is very important to follow the process correctly to avoid your requisition being returned or rejected.

There are several moving parts to create an iBuy order when an Equipment Account code will be used. Taking into consideration the definitions below, carefully review this document to correctly create an iBuy requisition. If something is not clear or you have questions, contact  uas@uillinois.edu before submitting an order.

The following iBuy roles can edit Accounting Codes (C-FOAPAL) on an iBuy order: Requestor, Department Account Coder, and Approver.

Definitions used in this Document:

  • Header Level: This is the CFOAPAL(s) entered in the Accounting Codes section at the top of the order in iBuy. All line items on the order, without a Line Level Accounting Code applied, will be charged to the value(s) listed.
  • Line Level: This is the CFOAPAL(s) entered as the Accounting Code on a specific line of the order. It indicates that the expense of that line will be charged to a different CFOAP than what was used at the header level.
  • Equipment: All physical, movable equipment of a non-consumable nature with a value of $100 or more. Whether it is tracked as inventory relates to the cost as noted below.
  • Non-Equipment: (example 121*** or 126***-account codes) Physical, movable equipment with a value of $100 to $2499.99. Items are not tracked in Banner. Using a 121*** or a 126*** account code depends on the actual cost.
  • Inventoried or Controlled Equipment: (example 127*** or 163***-account codes) Tangible property (physical, movable equipment of a non-consumable naturewith a useful life of more than one year and a unit value equal to or greater than $2,500. Items are tracked in Banner with a Blue and White Ptag Number.
    • All firearms, antiques, and items of historic treasure must be inventoried and tracked as controlled equipment regardless of cost.
  • Consumable: (example: 124***-account code) This is an expense for an item that has a life expectancy of a year or less. The item is consumed or used up.
  • Supply: (example: 124280 or 121080-account code) This is an expense for an item that has a life expectancy of a year or more and is usually under $100. But there are expenses for supplies that could exceed $100 This could be something like a mouse, keyboard, power cord, refrigerator racks, or special light bulb.
  • Split Funding: This is when multiple CFOAPs (Fund, Org, Account, Program, and/or Activity codes) are to share the expenses. The word “funding” does not refer to the fund code used in the first part of the CFOAPAL.

IMPORTANT: Split Funding, at the Header Level or the Line Level, is not allowed between a CFOAP that contains an equipment account code (127*** or 163*** or 126*** account codes) and a CFOAP that contains a non-equipment account. This means you cannot mix account codes that start with 127*** or 163*** or 126*** codes on the same split.

EXAMPLES:

The split funded C-FOAPALs are assigned CORRECTLY. Note the BOLD numbers below:

  • 1-473354-615000-163060-191100
  • 1-200250-698000-163060-698248

Summary: The above C-FOAPs can be at the Header Level or at the Line Level as a split. The account codes in this example are THE SAME. This is CORRECT. The rest of the numbers in the C-FOP string can be different. But the account code MUST be the same when split funding.

The split funded C-FOAPALs are assigned INCORRECTLY. Note the BOLD numbers below:

  • 1-473354-615000-124000-191100
  • 1-200250-698000-127060-698248

Summary: The above C-FOAPs can be at the Header Level or at the Line Level cannot be used together in a split. The account codes in this example are DIFFERENT. This is NOT CORRECT. A line item cannot be on equipment AND non-equipment account codes at the same time. The rest of the numbers in the accounting string can be different. But the account code MUST be the same on ALL C-FOAPS used when split funding.

Account Coding Installation or other fees

Installation and other fees on a requisition should be charged to the same account code used for the main piece(s) of equipment. These fees must be added because they are part of an expense to get the equipment to campus and put in use. The fees itemized by the vendor MUST be entered onto the requisition exactly as they appear on the vendor quote. If the vendor rolls all the fees they are charging (installation, design fees, etc.) into an overall cost or as one line item, the iBuy requisition must match the quote.

Avoiding Quantity and Amount Errors

When you enter the quantity and cost of an item, please note that with iBuy the AMOUNT is first and the QUANTITY is second. If you enter the quantity first and the amount second, this could have a major impact when the order is paid, and Tags are created for inventory. Please check what you have entered to avoid this common error.

Entering the Accounting Code (C-FOAPAL) with a Non-Equipment Account code at the Header Level

  1. After selecting Proceed to Checkout on the requisition, select Edit Accounting Codes Section (pencil icon) in the Accounting Codes section.
  2. In the Edit Accounting Codes dialog box, enter an Accounting Code (C-FOAPAL) with a Non-Equipment Account code at the requisition header level using one of these options:
    1. Option 1: Select from Code Favorites by hovering over the right corner of the Edit Accounting Codes dialog box and select Favorites (heart icon). For more information, refer to iBuy - Creating and Using C-FOAPAL Code Favorites.
    2. Option 2: Search for each individual segment of the Accounting Code (C-FOAPAL), specifically Fund, Organization, Account, Program fields by selecting Search in the segment box (down arrow). Select an option previously saved under Profile Values or select search underOrganization Valuesby entering a portion of either Value or Description. You must select the corresponding Chart value based on your location (for example, 200250-2). Use -1 for Urbana/Champaign, -2 for Chicago, -4 for Springfield, and -9 for System.

Applying Additional Account code or Split Funding

  1. If applying an additional Accounting Code (C-FOAPAL) with an additional Account Code, hover over the right corner of the Edit Accounting Codes dialog box and select Add Split (plus sign icon) and repeat Step 2 Option 2 above to apply the additional Accounting Codes.
    NOTE: You cannot select a second Code Favorite to add the additional C-FOAPAL when using Add Split.
  2. Select Validate (checkmark icon).
  3. Scroll to the right of the Edit Accounting Codes dialog box and select % of Price or % of Qty from the drop-down menu.
    NOTE: It is recommended to use the % of Price option to avoid potential errors when importing the order into Banner.
    NOTE: If your order requires a C-FOAPAL split contains a $0.01 line item, you must apply a single C-FOAPAL at the line level for the $0.01 line then enter the split at header level using % of Price or the order will fail in Banner although it shows complete in iBuy because a penny cannot be split.
    See below for instructions on how to apply at the line level
  4. Enter split values into each field by % of Price, totaling 100.
  5. Select Save.

Adding a C-FOAPAL at the Line Level

  1. After selecting Proceed to Checkout on the requisition, select the three dots (Line Item Actions) next to the price of the item on the specific requisition line that will need a PTag, and use an Accounting Code (C-FOAPAL) with an Equipment Account code (equipment over $2500).
  2. Select Accounting Codes from the drop-down options.
  3. In the Edit Accounting Codes dialog box, enter the Accounting Code (C-FOAPAL) with an Equipment Account code (equipment over $2500) at the requisition line level using one of these options:
    1. Option 1: Select from Code Favorites by hovering over the right corner of the Edit Accounting Codes dialog box and select Favorites (heart icon). For more information, refer to iBuy - Creating and Using C-FOAPAL Code Favorites.
    2. Option 2: Search for each individual segment of the Account Code (C-FOAPAL), specifically Fund, Organization, Account, Program fields by selecting Search in the segment box (down arrow). Select an option previously saved under Profile Values or select search under Organization Values by entering a portion of either Value or Description. You must select the corresponding Chart value based on your location (for example, 200250-2). Use -1 for Urbana/Champaign, -2 for Chicago, -4 for Springfield, and -9 for System.
  4. Select Validate (checkmark icon).
  5. Select Save.

Available Resources

12.1.2 Classify Equipment and Property: Procedure for classifying equipment

12.1.3 Determine the value of Equipment or Property


Keywords:
purchasing, procurement, asset, equipment, account code, mixing assets, non-equipment, iBuy requisition 
Doc ID:
120285
Owned by:
AITS iBuy Support in UI Training and Development Resources
Created:
2022-08-05
Updated:
2025-03-24
Sites:
University of Illinois Training and Development Resources