The Category Code ChartField is used to identify an item/service being procured. The SFS is configured to use UNSPSC (United Nations Standard Products and Services Code) Category codes statewide. There are over 50,000 Category Codes that are configured in the SFS.

Where a Category Code field is used or required, it will be entered at the time the purchase order is entered into the SFS. Category Codes are only available in the Purchasing module. All Category Codes are mapped to the appropriate Account Code. The Account Code will auto-populate when the Category Code is selected. When the purchase order is copied into the voucher, the Category and Account, along with the other distribution line information, will be copied into the voucher.

When reporting on a Category Code, the user must run the report from the Purchasing module. The Category Code cannot be changed on a Purchase Order once a voucher has been entered against a line. Since Category Code will be used for reporting, the integrity of the Category Code to Account code relationship should be maintained.

Category Codes will provide a level of detail for purchasing that will significantly improve data analysis and reporting; therefore, the long-term goal is for all agencies to use Category Codes on all supported transactions.

For further information, refer to Chapter XI-A.1.B – Category Codes of this Guide for guidance.

More information, including the Category Code to Account Mapping, can be found in SFSCoach under Training Material “Category Codes Template”. To add or modify a Category Code value, complete the Category Codes Template and submit it to [email protected].

Guide to Financial Operations

REV. 03/14/2024