Overview of Creating Custom Subledger Application Setups in Spreadsheet

This article will show you an overview and a step-by-step procedure on Creating Custom Subledger Application Setups in Spreadsheet.

Steps on Registering the Source Systems into the Application

After completing the source system transactional flow analysis, you would need to register the actual source system information in Accounting Hub. To do this, execute the following steps:

1. Go to the Functional Setup Manager (also known as the Setup and Maintenance work area)
2. Click on the Task Panel and choose Search
3. Search for a task called Create Subledger Application Setups in Spreadsheet
4. When you get to that task page, you will see a button on that page called "Download Setup Template" When you click on that button, a pop-up message will appear to open the spreadsheet template. Open it, and then you can start populating the data.
5. Once you're done populating the spreadsheet. Validate the information and correct any errors.
6. If there are no errors left, click on generate ZIP and it would generate a Zip file containing the spreadsheet information.
7. Go back to the task page and click on Upload setup data and choose the generated Zip file and click OK.
8. Once upload is complete, you may verify the created subledger application by going to the Manage Subledger Application task.

The first sheet on the template describes the instructions that you should follow to enter the data for registering your source system. The spreadsheet template will always have three worksheets:

1. Source system
2. Transaction Information
3. Line Information

Source system. This is where you will provide all the basic information, such as the name of the source system, event class name, event type information, and so on. This sheet has two sections: The Source System Transaction section and the Transaction Type Section:

In the source system transaction section and transaction type sections, you will provide the following:

Column Name	Max Length	Data Type
NAME	25	Character
SHORT_NAME	25	Character

The information that you provide in the source system transaction section is used for registering the source system name and the event class name, as well as to register the journal source name.

Meanwhile, the information that you provide in the transaction type section is used to represents an event in the lifecycle of a transaction that will always have accounting entries. The entries you've put in the transaction type section is grouped under the event class you've defined from the source system transaction section.

Transaction Information. After naming the source system, event class, and the event types, the next thing we need to figure out is what transaction attributes we are going to bring in from the source system. 

The transaction information worksheet lists the sources that are used for setting up accounting rules. The system will create a transaction object using these details and each entry in that transaction object will be converted into a source, that will be used when you're designing the accounting model. You would have to define the below fields:

Column Name	Max Length	Remarks
NAME	80
SHORT_NAME
TYPE		Indicates what Data Type the Source will have
JOURNAL DISPLAY?	3	indicates whether this source will be is shown on reports and in inquiries along with the journal.  Values are Yes/No

The Transaction Information spreadsheet has three mandatory fields:

1. Transaction Date is, by default, used as the accounting date. 
2. Transaction Number links the transaction information and the line information together. Use a unique transaction number so that the source system segregates each transaction differently. 
3. Ledger Name is the reporting entity for which journal entries are booked in the GL application. 

Apart from the three mandatory sources, you can add more sources as required. For Example, it may be relevant fields such as a loan schedule payment date, loan maturity date, loan type, loan amount, etc.

These additional fields are also known as User Transaction Identifiers. You can have up to 10 rows that can be used as user transaction identifiers. They constitute the user-oriented key of the underlying subledger transactions. These identifiers are primarily used in accounting events when you perform inquiries or you run accounting event-specific reports. The transaction data that identifies the transaction varies by subledger application. And accounting event reports and inquiries will display the transaction identifiers and their labels as appropriate for the corresponding event class.

Line Information. This sheet lists the type of transaction information that can have more than one value per transaction. There is a possibility that one transaction may have multiple lines. If that is the case, then you must provide those line level fields in this particular sheet.

The worksheet includes three predefined required sources:

1. Transaction number field links the transaction header with the line information. For example, if I have one transaction and it has got three lines, we need to ensure that the transaction number that we have given at the header level, the same transaction number should be given for all the lines so that system knows that all these three lines pertains to one header.
2. Default amount holds the transaction amount values that will be used when generating accounting entries
3. Default currency holds the entered currency value that you will be using in the accounting process. 

Additional line sources can be added if multiple and different values are required for use in the same source attribute. The same details for the Transaction information spreadsheet applies to the Line Information spreadsheet. You must populate the Name, Short Name and Type fields. 

The "Chart Of Account Value?" column indicates whether that source can be used to derive an account or not. There is a possibility that you might be using one of the fields to derive the chart of account values. For example, the salesperson name or maybe loan type. Acceptable values for this field is Yes or No and only text type sources can be used in segment rules.

An example of a source that would typically be used to derive general account could be Account, Cost Center, or Company. They could also be predefined values, so rather than using them as a derivation factor, you can directly pick up a field here called account value. So whenever the system will generate the accounting entry, if you have mapped it to this source, system will use that as a default value for the segment values under your chart of accounts.

Verifying and Uploading the Spreadsheet Data

Once the data has been populated into each of the three sheets, you will have to ensure that you have submitted the validation process. To verify whether the data that you have entered is accurate or not, you will need to click the Validation button in the Source System sheet.

If an error is generated, you will receive the error message and the system will also generate a validation report as a separate worksheet. You must open the validation report worksheet to review the errors. Then you must correct the error and validate the content again. 

Once there are no more errors, then you can generate the zip file by clicking on the "Generate Zip" button in the Source System sheet and save the zip file. You will also receive a notification that the zip file was created and saved in the same local folder as the download spreadsheet template. 

Once the file has been saved, the next step will be to upload the setup zip file. Go back to the application page and in the Create Subledger Application Setups in Spreadsheet task, there is another button available called "Upload Setup File". When you click on that, you will get an option to browse the file from your local machine. Choose the file that you generated and then choose "Select Import". 

If errors exists during the upload process, you will be prompted with an error message. You must correct the error in the spreadsheet in the fields that have been notified in the error message box. If there are no errors, you will be able to successfully register the source system along with the underlying components like transaction objects, event models, and so on. The files uploaded will basically create the subledger setups in a single step. You don't have to do anything.

Editing the Uploaded Subledger Setups

Sometimes there is a possibility that you may be interested in overriding the uploaded source system information. In that case, you can re-upload the spreadsheet template for the same source system if you have not created any accounting rules under that source system.

You can download the template again, make changes, and load the data one more time. Once the data has been successfully uploaded, you can go to that particular source system from within the Setup and Maintenance work area and verify whether everything has been loaded successfully or not.

You can also update the uploaded setups from the user interface. For example, You can add new event types if you think that the event types that have been loaded are not enough for your requirement.

Also, if you want to make the changes to the source name the system has created to suit your business requirement, you can edit them so that they are easily understood when configuring accounting rules. It should be a user-friendly name, which every user who is involved in designing your accounting rules should be able to recognize them.

You can also add new sources from the user interface. The download of a new transaction data template will include this newly-added source as well. Then you can also complete the accounting attribute assignment, though when you upload the data, accounting attribute assignment happens automatically.

Post-Upload Process

Once the upload has successfully processed, Transaction objects (including Transaction Attributes) will get created automatically and can now be used to configure accounting rules through the Subledger Accounting user interface. Also, a Journal Source, Process Category and Event Class has also been automatically created using the name of the Source System. 

Below is a quick step-by-step video demonstration of Creating Custom Subledger Application Setups in Spreadsheet:

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