Automatically Populate Account Segments Using Distribution Codes
Question
Is there a way to automatically populate account segments based on a program or other predefined coding combination in Workflow Modules Modern?
For example, instead of requiring users to manually enter the Program, Department, Location, and Funder segments each time, can these values be automatically populated?
Answer
Yes. Workflow Modules Modern can simplify account coding by using MIP Distribution Codes or Workflow Account Restrictions, depending on your requirements.
Option 1: Use MIP Distribution Codes (Best for Variable Combinations)
MIP Distribution Codes can be configured for commonly used combinations of account segments. The user selects the appropriate Distribution Code first, and Microix automatically populates the predefined segments. The user then simply selects the GL Account to complete the transaction line.
Example: Create a Distribution Code named Program A configured with:
- Department: Administration
- Location: Main Office
- Fund: General Fund
- Program: Program A
When the user selects Program A, Microix auto-fills the Department, Location, and Fund segments. The user then selects their expense GL account—eliminating the need to enter any of the remaining segments manually.
Tip: You can set up as many Distribution Codes as needed and use Microix Distribution Code Restrictions to restrict which codes appear for specific workflows or user groups.
Option 2: Use Workflow Account Restrictions (Best for Fixed / Static Segments)
If certain account segments never change for a specific department or workflow, you can lock them in using Workflow Account Restrictions.
Example: Users assigned to Workflow B always charge to the same Department and Location, but their Program and Fund vary:
- Predefine Department and Location in Workflow B’s Account Restrictions.
- When users in Workflow B enter transactions, Microix automatically locks in those predefined Department and Location values.
- Users only need to choose their Program and Fund.
Which Method Should You Use?
| Requirement | Recommended Method |
| Users choose between multiple segment combinations (e.g., Program A vs. Program B) | Distribution Codes |
| Segments are always identical for everyone in that workflow and should not be edited | Workflow Account Restrictions |
| Some segments are static, while others need predefined combinations | Combine Both Methods |
Note on Distribution Codes: While MIP Distribution Codes are commonly used to split/share costs across multiple accounts or cost centers, they can also be set to 100% for a single line to serve purely as an auto-fill shortcut for non-GL segments.
Example: 100% single-line Distribution Code in MIP Fund Accounting so Microix can use it as an automatic segment-coding shortcut
Microix Entry Flow: During document entry (e.g., Requisition or AP invoice), train users to select the Distribution Code first. Microix immediately populates all predefined segments (Fund, Department, Location, Program, etc.). The user then only needs to select the appropriate GL Account to complete the line, leaving the distribution fully coded with zero manual segment entry.