How To do a Mass Update to a CCOA in the Transfer of Expense System

This guide walks through the process to apply a change to a CCOA element and then copy and paste that change to multiple transactions in the TOE system. Note: the "Account" segment can not be changed using this process.

Sandra Featherson

From the OFC Dashboard, select "**Transfer of Expense**".

Dashboard page displaying a welcome message for Sandra Featherson with a 'Transfer Of Expense' app icon located under the 'My Team' tab.

Click "**Create**" to create a new Transfer.

Transfer of Expense dashboard page displaying status pie charts and a data table of existing expense transfer requests, with a circled 'Create' button in the top-right corner.

Source Header Setup

Select the **Source FRU** using the Dropdown Menu.

An empty transaction creation page displaying blank 'Requesting FRU'--of which the dropdown arrow is circled--and 'ToE Source' dropdown fields under the Header section, with an empty 'Line' section below.

In this example we are using the "Chemistry" department.

A page showing the 'Requesting FRU' dropdown menu active with 'chem' typed into the search bar, displaying a list of matching department options starting with 'CHEM Chemistry & Biochemistry'.

Next, select the TOE Source. In this example we are using "GL".

A page with 'CHEM Chemistry & Biochemistry' selected under 'Requesting FRU' and the 'ToE Source' dropdown menu active, showing 'Project' and 'GL' as available options.

The new Source Transaction Filters will pop up on the screen. In this example we are going to narrow down our transactions using the Accounting Period filter, and selecting "Jan-2026".

A page with a red rectangle highlighting the active 'Accounting Period' dropdown under the 'Source Transaction Filter' section, displaying a scrollable list of month-year options.

Transaction Search

Click the "**+**" to open the transaction search.

A page showing the 'Accounting Period' field under the 'Source Transaction Filter' section populated with 'Jan-2026' as the selected filter criteria. The blue "+" icon under the 'Line' section is circled.

Click the "square" in the upper right hand corner to expand the search box to see more detail for the transactions.

The 'Search Transaction Number' modal window overlaid on the page, showing a list of transactions under the header 'Search Transaction Number for CHEM Chemistry & Biochemistry'. The page expand button is circled in the top right corner.

In our example, we are going to further refine our search to "Payables".

The expanded search transaction modal showing the 'Journal Source' dropdown menu active, with options such as 'CAMPUS RECHARGE', 'Payables', 'Projects', and 'UCSB BARC'.

Next, click "**Search**".

The search transaction modal with 'Payables' selected in the 'Journal Source' field, showing a hover tooltip over the active blue 'Search' button below.

In this example, I am selecting 4 transactions that have the same "Transaction Number". For the mass copy and paste, they ***must*** have the same "Transaction Number".

The 'Search Transaction Number' modal window showing four transaction rows with the number '7502' selected via checkboxes and highlighted inside a red rectangle, with the active 'Select (4)' button above.

Target CCOA Configuration

Next, click the "**Edit"** icon for the target CCOA line.

The main transfer page showing the four imported transaction lines, with a pop-up tooltip detailing the chart of accounts segment values when hovering over the first row's 'Target CCOA' field.

Next, click the "**Search"** icon to update the Target CCOA string

The main transfer page showing the 'Target CCOA' input field active and editable for the first transaction row, displaying its full string of segment values.

In this example we are going to change the target "Fund".

A 'Select Target CCOA' sidebar panel open on the right side of the screen, displaying individual dropdown fields for segments like Entity, Fund, FRU, and Account above a blue 'Ok' button.

Select "Ok".

The 'Select Target CCOA' sidebar panel open on the right with the 'Select Fund' dropdown highlighted inside a red rectangle, displaying '19900' as the selected fund value.

Next, click the "Copy" icon to capture the Target CCOA value.

The main transfer page displaying a detailed pop-up tooltip for the first row's updated Target CCOA, with the 'Fund' segment highlighted in a red rectangle showing its updated value '19900'.

Next, click '**Paste All**' to apply the copied CCOA to all transaction lines.

The main page highlighting the 'Paste All' icon under the Line section, with a tooltip displaying 'Paste All - 1811.19900.2403001.XXXXXX.40.000.000000.000000.00000.00000' over the transaction rows.

Note, if the "Paste All" option is grayed out, review your source transactions to make sure they are all the same "Source Transaction Number".

Next, click "Yes" to confirm the update of the Target CCOA.

A central 'Confirmation' pop-up window overlaying the page, with the text '1.Copied Target COA... will be applied to 3 lines with Transaction Reference: 1HLeFjpsYtzs8HgqCEJ' above active 'Yes' and 'No' buttons.

Justification and Finalization

Add in the appropriate justification.

The bottom portion of the Transfer of Expense form, with the 'Justification' section outlined in a red rectangle, containing the text 'Test of Mass Change to TOE'.

Click "**Save**" or "**Submit**" (if ready) for the TOE.

The 'Justification' text field updated with new explanatory text: 'Test of ability to mass change the CCOA.' The 'Save' button in the top right corner is circled.

Click 'Ok' to acknowledge the success confirmation.

A central 'Success' confirmation modal overlaying the 'Edit Request ID 2393' page, displaying the message 'TOE Request#2393 is created.' with an active blue 'Ok' button.

This concludes how to use the mass update to transfers of expense.