> ## Documentation Index
> Fetch the complete documentation index at: https://docs.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.

# QRG Create Accounting Segments - Cost Code

## Purpose

The purpose of this quick reference guide is to step through the process of creating a Cost Code. The
intended audience for this document is System Administrators / Standard Users.

## Steps

### Create Accounting Segments - Cost Code

The Cost Code Accounting Segment links to a dimension within the Accounting System. Example
dimensions include cost code, cost centre, project code, etc.

To create a Cost Code Accounting Segment, the following steps should be completed:

1. Click on the **App Launcher** icon. (See
   Figure 1)

![Screenshot from QRG Create Accounting Segments - Cost Code](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/general-ledger/qrg-create-accounting-segments-cost-code/qrg-create-accounting-segments-cost-code-pdf-0-figure-1.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=712e01c7e9dc3739fde27739fa88acf3)

2. Go to the **Accounting Segments** object
   by using the Search function. (See
   Figure 2)

![Screenshot from QRG Create Accounting Segments - Cost Code](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/general-ledger/qrg-create-accounting-segments-cost-code/qrg-create-accounting-segments-cost-code-pdf-0-figure-2.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=cdaa212950f1457f5398953859bf4e4d)

3. Click on the **New** button. (See Figure 3)

![Screenshot from QRG Create Accounting Segments - Cost Code](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/general-ledger/qrg-create-accounting-segments-cost-code/qrg-create-accounting-segments-cost-code-pdf-0-figure-3.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=c316d7da53362b5ba9867e479ccd019c)

4. Select **Cost Code** from the available record types and click on the **Next** button. (See Figure 4).

![Screenshot from QRG Create Accounting Segments - Cost Code](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/general-ledger/qrg-create-accounting-segments-cost-code/qrg-create-accounting-segments-cost-code-pdf-1-figure-4.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=99bbc199526fd41a2b3874399400af7b)

5. Populate the following required fields to provide the base details of the Cost Code record (see
   Figure 5):
   1. **Accounting System**
   2. **Active/Inactive**     - set to true
   3. **Segment Value**      - this will be the accounting dimension code as per the Accounting
      system (eg 2200)
6. Populate the following optional fields as required (see Figure 5):
   1. **Segment Description**      - description of this Cost Code (eg Cost\_Code\_A)
   2. **Accounting System Reference**     - can be used if the code requires additional description
      as detailed in the Accounting software.
   3. **External ID**      - optional field for exporting data using the Accounting Systems Record Id.
7. Click on the **Save** button (see Figure 5).

![Screenshot from QRG Create Accounting Segments - Cost Code](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/general-ledger/qrg-create-accounting-segments-cost-code/qrg-create-accounting-segments-cost-code-pdf-2-figure-5.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=7d48eabe0e3c136ab1f2ef1c52cb0d20)

> [!WARNING]
>
> If there are a large number of Cost Codes to create, it is advisable to data load these
> records using a suitable data loading tool.

8. A new **Cost Code Accounting Segment** is now created (see Figure 6).

![Screenshot from QRG Create Accounting Segments - Cost Code](https://mintcdn.com/2cloudnine-2edf05eb/AL0p-9qr6eoGApCm/images/generated/reference-guides/general-ledger/qrg-create-accounting-segments-cost-code/qrg-create-accounting-segments-cost-code-pdf-3-figure-6.png?fit=max\&auto=format\&n=AL0p-9qr6eoGApCm\&q=85\&s=a91005b5d79d894e7b96fa17b504b416)

> [!CAUTION]
>
> Cost Code records CAN NOT be deleted if they have related records or are used in
> other records. Deleting records is not recommended unless absolutely essential.

9. To modify an existing **Cost Code Accounting Segment**, select the required record and select the
   **Edit** button available on the top right side of the page. You can also double click within fields that
   need editing or just click on the pencil icon ![Inline icon](https://docs.2cloudnine.com/images/icons/qrg-create-accounting-segments-cost-code-inline-3-1.png) that appears within fields when hovering
   with your cursor.
10. When complete, click on the **Save** button.

## Field Descriptions

**Accounting System** is the Accounting System this Cost Code relates to.

**Accounting System Reference** is the reference given to this Cost Code within the external Accounting
System.

**Active/Inactive** defines if the record is currently active.

**External ID** defines the ID of the corresponding record in an external Accounting System that has been
used to create/update this record, or used if this data is integrated to an external Accounting System.

**Segment Description** is a description that is provided to the Cost Code.

**Segment Value** is the value given to the Cost Code for use within the Cost of Payroll Journals and
Accounting Invoices.

## Further Information

| Document | Document Type | Description |
| - | - | - |
| QRG General Ledger Key Information | Key Information | Outlines useful information relevant to the General Ledger functionality. The document includes definitions, prerequisites, and other non-instructional information. |
| Accounting System Setup | Task Instructions | How to create the Accounting System Setup record. |
| Create Accounting Segments - Payment Entity | Task Instructions | How to create a Payment Entity Accounting Segment record. |
| Create Accounting Segments - Invoice Entity | Task Instructions | How to create an Invoice Entity Accounting Segment record. |
| Create Accounting Segments - Natural Account | Task Instructions | How to create a Natural Account Accounting Segment record. |
| Create Accounting Segments - Assignment Department | Task Instructions | How to create an Assignment Department Accounting Segment record. |
| Create Accounting Segments - Location | Task Instructions | How to create a Location Accounting Segment record. |
| Accounting Invoice Type | Task Instructions | How to create the Accounting Invoice Type record. |
| Accounting Payment Entity Defaults | Task Instructions | How to create the Accounting Payment Entity Default record. |
| Accounting Default Account - Allowances and Expenses | Task Instructions | How to create the Accounting Default Account record for the record types of Allowance Pay Codes, or Expense Pay Codes. |
| Accounting Default Account - Deductions | Task Instructions | How to create the Accounting Default Account record for the record type of Deduction Pay Codes. |
| Accounting Default Account - Earnings | Task Instructions | How to create the Accounting Default Account record for Payment Pay Codes, and can be split by PAYG vs RCTI. |
| --- | --- | --- |
| Accounting Default Account - Leave Rules | Task Instructions | How to create the Accounting Default Account record for Leave Rules. |
| QRG Create an Employment Cost record - All record types | Task Instructions | How to create an Employment Cost record. |
| QRG Create an Employment Cost Template Group | Task Instructions | How to create an Employment Cost Template Group record. |
| QRG Create an Accounting Assignment Department | Task Instructions | How to create an Accounting Assignment Department record. |
| Create a Location Record | Task Instructions | How to create a Location record. |
| QRG Create Invoice Journal | Task Instructions | How to create an Invoice Journal record. |
| QRG Create an Assignment - Employee | Task Instructions | How to create an Assignment record. |