Recording Trip Details Using a Cost Centre

Some Of the nominals and ledgers used in this topic may be different to those in your chart of accounts.

If you are creating a trip account but do not want to record the details on the TRIPS ledger, you create a trip account on the Cost Centre ledger. When recording income and expenditure for the trip against the account, payments are recorded against the cost centre.

  1. Select Maintenance, then select Accounts from the menu.
  2. Double-select to select AST_COSTCTR - AST Cost Centre Accounts (where AST represents the location code) from the Select a ledger dialog.
  3. The Account Maintenance window is displayed with existing cost centres listed in the left-hand panel. Select ADD NEW, then select ACCOUNT.
  4. A <New item> is displayed in the left-hand panel and automatically selected. Enter a code in Account (limited to 12 characters) e.g. LONDON21, together with a title for the account in Title, e.g. London Trip July 2021.
  5. It is possible that each cost centre account for a trip can have up to three approvers for requisitions or purchase orders created in IRIS Purchasing enabling trip expenditure to be closely monitored. If available, these fields are displayed as PO Approval Level 1, REQ Approval Level 1, etc. Select Drill (...) in the field, then double-select to select the required approver from the Select USERS account dialog.

  6. Select the Indices tab. The indices are used to select how you want to report on the account. If you want to report on the account under a specific funding arrangement, select the applicable index and value. The ACTIVITIES and FUNDTYPE indices may be mandatory (depending on your system setup) therefore if you do not wish to use indices for reporting, select the XNODET for both indices.
  7. Finally, select the Security tab to determine who can View, Modify, and Post to the trip account. Select Drill (...) in the required security field, then double-select to select the security role from the Select a role for dialog. We recommend Modify access is restricted to the person who administers your system (select Z_SYSADMIN from the Select a role for dialog).
  8. Once you have completed the relevant information, select SAVE to save the new trip account.
  9. An Update complete message is displayed. Select OK to close the message and return to the previous window.