Accounting Engine

Rollback

Rollback Journals generated from Business Events

Overview

The Rollback functionality allows you to rollback, i.e. withdraw, Journals which were generated and posted from previously imported Business Events.

Why Do I Need Rollback?

Rollback allows you to automatically withdraw Business Events imported from the source system. This means you do not need to manually reverse the Journals which were posted from these Business Events.

When Is Rollback Performed?

Rollback is performed when:

  • An imported Business Event contained an error, e.g.:
    • Incorrect currency
    • Incorrect amount
    • Incorrect invoice date
    • Incorrect supplier ID/incorrect supplier name
    • Incorrect attribute values in the imported Business Event
  • The configuration in Fynapse at the time of ingestion was incorrect, e.g.:
    • The business rules defined in the Accounting Rules Navigator were incorrect and you want to re-process the Business Event again differently
    • The configuration of references was incorrect
    • The Journal mapping was incorrect

What Type of Records Can Be Rolled Back?

Rollback can be performed for one or more Business Events already imported into the system.

How Is Rollback Performed?

To rollback Business Events you need to create a Business Event Rollback CSV file. The new file should contain the Business Event or Business Events you want to roll back.

Remember, do not change the structure of the CSV file. You can remove Business Events, but any changes to the structure inconsistent with the configuration of Fynapse will cause an error to be thrown and the file will not be ingested for processing. Moreover, remember not to change the Business Event. It has to be the same as the one already ingested into the system.

Once the Business Event Rollback CSV file is ready you can upload it to Fynapse, either via the File Ingestion screen or by uploading it directly to the dedicated Amazon S3 bucket.

Remember to ingest the file to the BusinessEventRollback Entity. For more details on Entities, refer to Data Structure.

For more details on uploading data files to Fynapse, refer to Data Input File Ingestion and Data Ingestion Using Backend.

Note that you cannot change the configuration of Fynapse prior to posting a Business Event Rollback file. The configuration at the moment of ingestion of the BusinessEventRollback file has to be the same as at the moment of ingestion of the BusinessEvent file. Otherwise, rollback will not be performed. If you wish to change the configuration and process the Business Events again, you have to perform rollback first and then make your changes. Afterwards, you can process the Business Events using the new configuration.

What Happens After Rollback?

After the Business Event Rollback file is ingested, the Accounting Engine reverses the POS/NEG signs on the Business Events and the generated records are posted if they meet the general requirements for Journals:

  • The relevant Period is open
  • Journals generated from the Business Event Rollback file are balanced
  • User-defined validations have passed (the effective dates of the reference data, reference data statuses and validations at which Fynapse will look at have to be the ones valid/existing on the Business Event Rollback Date and NOT on the original Business Event Date)
    • example: Journal generated from the original Business Event was posted with the “400” Cost Centre value on 31/12/2022. The status of “400” Cost Centre value was changed to ‘Closed’ on 01/01/2023. Business Event Rollback was performed on 15/01/2023 when Cost Centre status was “Closed”. Journal generated from the imported Business Event will fail because of the Cost Centre status validation.

After processing both the original Journal and the Rollback Journal, they are visible on the Journals and Balances screens when you run a query. They will also be visible in files downloaded and data extracted from these windows.

What Can I Do After a Business Event Rollback File Is Processed?

Upload a New Business Event File

You can upload a new Business Event file with changed Business Event records, e.g. corrected Amount value or a Transaction Date value if it was incorrect earlier.

Note that in order to upload a Business Event again you have to change the Primary Key values. Otherwise, the record will be rejected by the deduplication functionality.

Change the Configuration

You can change the configuration, e.g. of the accounting rules and process the Business Events again.

Note that in order to upload a Business Event again you have to change the Primary Key values. Otherwise, the record will be rejected by the deduplication functionality.

Take No Further Action

If the purpose was to rollback particular records because, e.g.:

  • Journals generated from a Business Event were a duplicate
  • An invoice received from the supplier was issued by mistake and it should have been issued to an external company which is NOT an intercompany Organization Unit for your company

Then the process was completed when the files were rolled back.