ESM Purchase™ | System Administrator
This guide describes how to create, configure, and import GL Acct Code records in ESM Purchase™.
Before you begin:
• You are logged into ESM Purchase™ as a System Administrator.
• You have access to Account Code Configuration settings in the Admin menu.
• If integrating with your institution’s ERP system, you know your ERP Chart of Accounts name and segment values.
Chart of Accounts
Create the top-level Chart of Accounts container before defining segments or importing codes.
Navigation: Menu > Admin > Select Function > Account Code Configuration > Chart of Accounts
1. Enter the desired Chart of Accounts name.
2. Select the Add button.
3. Select the Update button to save.
| Note: Multiple charts of accounts can be set up. Once saved, the chart of accounts name cannot be modified. To remove a chart of accounts, select the Deactivate checkbox. |
Account Code Settings
Define the segment structure for each Chart of Accounts.
Navigation: Menu > Admin > Select Function > Account Code Configuration > Account Code Settings
1. Select the Chart of Accounts from the Charts field, then select the Go button.
2. Define the segments. The following fields are required:
• Segment Name
• Segment Type
• Required by GL
3. Select the Update button to save.
| Note: The Chart of Accounts must be set up before segments can be defined. Each Chart of Accounts may have up to 9 segments. If integrated with your institution’s ERP system, select Yes in the Required by GL field for each segment the ERP requires. |
Import Account Codes
Bulk-load or update GL Acct Code records using Import Management.
Navigation: Menu > Admin > Select Function > Import Management > Import Templates or Menu > Admin > Select Function > Account Code Configuration > Import Account Codes
1. Select "Account Code" from the Template Type field.
2. Download the Account Code Template. The following fields are required:
• Chart Name — must match a Chart of Accounts name already set up in the system
• Segment Name — must match a segment name defined in Account Code Settings
• Segment Value — must match your institution’s ERP segment code if integrated
3. Create and save the Account Code data file.
4. Select the import parameters and the Account Code data file.
5. Select Update to start the import process.
| Note: Select Update to update matching records without affecting records not in the file. Select Replace to replace all account code records with the file data. Imported data files are processed nightly. If your institution’s ERP system provides account code data synchronization, add or remove records through the ERP sync process rather than directly in ESM Purchase™. |
| NOTE ✓ You’re done when: GL Acct Code records are saved in the system and available for selection on purchase requisitions. |
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