Accounting Engine

Working with the Accounting Engine

A guide to managing the Accounting Engine.

Traceability and Approval Workflow If the Approval Workflow functionality is turned on then any changes to an existing configuration will prompt you to request for approval of these changes by typing a mandatory description and sending it for acceptance. These changes will not be applied until they are approved. You will be informed that your request was sent and you can check its status in the Approval Requests screen. If the Approval Workflow functionality is turned off then any changes to an existing configuration will prompt you to add a comment regarding the changes. These changes will be applied immediately after saving them but it may take a few seconds to display them on the screen.

Business Event Types

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. The + button will appear next to the search box in the Business Event Type column.
  3. Click the + button. An editing box outlined in red will appear on the top of the list of existing Business Event Types:
    1. Type in the Name and optional Description.
    2. You can add Attributes to your Business Event Type to later create a conditional mapping to a Posting Component.
      For more details, refer to How to Add Mapping Conditions to a Business Event Type?
    3. If you click the Select button, a red outline will appear around the Business Event with the Clone and Delete buttons on the bottom. For more details about these two options, refer to How to Clone a Business Event Type? and How to Delete a Business Event Type?
    4. If you click the Select button and the red outline appears around the Business Event Type, you can attach the Business Event Type to a Posting Component. For more details, refer to How to Map a Business Event Type to a Posting Component?
  4. Click the Submit button on the editing pane above the grid to save your Business Event Type, or the Cancel button to discard your changes. You can also click the Delete button on the bottom of the editing box to discard the Business Event Type but remain in the editing mode on the screen.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Business Event Type you want to edit and expand its details:
    1. You can change the Name and optional Description of the Business Event Type.
    2. You can also edit the mapping Attributes defined for the Business Event Type. Expand the list of defined Attributes and then expand the details of the Attribute you want to edit. You can change the Type and Value, if applicable.
    3. If you want to change the Attribute, click the three dots next to the Attribute name and select Edit to change the Attribute in the given position in the hierarchy. Select a new Attribute from the list and confirm with the tick button. The new Attribute will keep all the Attribute Mapping Types of the previous Attribute. You can also delete an Attribute from the given position in the mapping hierarchy by selecting the Delete button.
    4. If you click the Select button, a red outline will appear around the Business Event Type with the Clone and the Delete buttons on the bottom. For more details about these two options, refer to How to Clone a Business Event Type? and How to Delete a Business Event Type?.
    5. If you click the Select button and the red outline appears around the Business Event Type, you can change the Posting Component the Business Event Type is attached to. If you defined Attributes, you have to click the button on any of the defined Attributes and a red outline will appear around them. Then you can change the mapped Posting Component.

      Regardless of whether the mapping type is direct or conditional, a Business Event Type can be attached to multiple Posting Components.

  4. Click the Submit button on the editing pane above the grid to save changes to your Business Event Type, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. A Select button will appear next to the existing Business Event Types.
  3. Choose the Business Event Type you want to clone and click the icon. A red outline will appear around the selected Business Event Type.
  4. You can either click the Clone button and clone the entire Business Event Type with assigned mapping or click the drop-down and select the Clone Type Only option, which will copy only the Business Event Type without the mapping Attributes. A copy of the Business Event Type will appear below the original Business Event Type.

    When you clone a Business Event Type, the links to the Posting Components attached to the original Business Event Type are also cloned.

  5. Click the Submit button on the editing pane above the grid to save your cloned Business Event Type, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.

    Regardless of whether the mapping type is direct or conditional, a Business Event Type can be attached to multiple Posting Components.

  3. For a Business Event Type without Attributes, you will create a direct mapping:
    1. Choose the Business Event Type you want to attach a Posting Component to and click the Select button. A red outline will appear around the selected Business Event Type.
    2. Choose the Posting Component and select the checkbox next to it.
  4. To create a direct mapping for a Business Event Type with defined Attributes:
    1. Choose the Business Event Type you want to attach a Posting Component to and click the Select button. A red outline will appear around the selected Business Event Type.
    2. Choose the Posting Component and select the checkbox next to it.
    3. A new line of Attributes with ANY conditions set for each Attribute will appear below the existing Attributes.
  5. A conditional mapping is created when you define mapping conditions for a Business Event Type. For more details, refer to How to Add Mapping Conditions to a Business Event Type?
  6. Click the Submit button on the editing pane above the grid to save your configuration, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. To remove a direct mapping:
    1. Choose the Business Event Type you want to remove a mapping from and click the Select button. A red outline will appear around the selected Business Event Type.
    2. Choose the Posting Component and clear the checkbox next to it.
  4. To remove a conditional mapping:
    1. Choose the Business Event Type you want to remove a mapping from and click the Toggle button. The section with conditional mapping Attributes will expand.
    2. Choose the mapping you want to remove and click the Select button on any of the Attributes. A red outline will appear around the selected mapping.
    3. Click the Delete button to remove the mapping.
  5. Click the Submit button on the editing pane above the grid to save your configuration, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. The Select button will appear next to the existing Business Event Types.
  3. Choose the Business Event Type you want to delete and click the icon. A red outline will appear around the Business Event Type.

    When you delete a Business Event Type, you also delete the mapping defined for this Business Event Type.

  4. Click the Delete button.
  5. Click the Submit button on the editing pane above the grid to confirm, or the Cancel button to keep the Business Event Type.

Mapping Conditions

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. A Select button will appear next to the existing Business Event Types.
  3. Choose the Business Event Type you want to add a mapping to and click the Select button. A red outline will appear around the Business Event Type and an Attribute section with the + button will appear next to the Business Event Type.
  4. Click the + Attribute button. A list of available Attributes will appear:
    1. Select the Attribute from the list and confirm with the tick button. A box outlined in grey with a list of Attribute Mapping Types will appear for the mapping Attribute and a line will show the relation to the Business Event Type.
    2. Select the Attribute Mapping Type from the list. The default Attribute Mapping Type is ‘Any’. For ‘In’ and ‘Not in’ Types type a Value. For more details on the Types of Attributes, refer to the Matching Criteria section. If you define more than one Attribute, they appear in a horizontal line to the right of the Business Event Type. The Attributes you already selected will not appear in the drop-down. To add another mapping to a Business Event Type with an already defined mapping, refer to How to Clone a Business Event Type Mapping?
    3. If you click the Select button on any of the defined Attributes, a red outline appears around the Business Event Type mapping, you can attach the Business Event Type mapping to a Posting Component by selecting the checkbox next to the chosen Posting Component.

      Regardless of whether the mapping type is direct or conditional, a Business Event Type can be attached to multiple Posting Components.

  5. Click the Submit button on the editing pane above the grid to save your Business Event Type, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Business Event Type you want to edit a mapping for. Expand the mapping using the Toggle button. The Attribute section with the + button will appear next to the Business Event Type Attributes. You can edit the existing Attributes or add a new Attribute to the mapping.
  4. To edit an existing Attribute click the three dot menu next to the Attribute name and click Edit. You can select a new Attribute from the drop-down and confirm with the tick icon.
  5. You can also edit the Attribute Mapping Type by expanding the Type section and selecting a different Type from the drop-down.
  6. To expand the mapping by adding a new Attribute, click the + Attribute button. A new Attribute column with the + button will appear on the right of the defined Attributes of this Business Event Type:
    1. Select the Attribute from the list and confirm with the tick button. A box outlined in grey with a list of Attribute Mapping Types will appear for the Attribute and a line will show the relation to the Business Event Type.
    2. Select the Attribute Mapping Type from the list. The default Attribute Mapping Type is ‘Any’. For ‘In’ and ‘Not in’ Types type a Value. For more details on the Types of Attributes, refer to the Matching Criteria section.

      The new Attribute will be the last in the mapping hierarchy.

    3. If you click the Select button on any of the defined Attributes, a red outline appears around the Business Event Type mapping and you can change the Posting Component the Business Event Type mapping is attached to.

      Regardless of whether the mapping type is direct or conditional, a Business Event Type can be attached to multiple Posting Components.

  7. Click the Submit button on the editing pane above the grid to save your Business Event Type, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Business Event Type for which you want to clone mapping conditions and expand the section using the Toggle button.
  4. Click the Select button of any of the mapping Attributes and click the Clone button. A clone of the mapping conditions will appear below the original ones and maintain the relation to the Business Event Type. Expand the Attribute Mapping Types to edit them.

    When you Clone Business Event Type mapping conditions, the links to the Posting Components attached to the original Business Event Type mapping are also cloned.

    If you clone a Business Event Type by using the Clone options, all mapping conditions of that Business Event Type will also be cloned. For more details about cloning a Business Event Type, refer to How to Clone a Business Event Type?

  5. Click the Submit button on the editing pane above the grid to save your Business Event Type mapping conditions or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. A Select button will appear next to the existing Business Event Types.
  3. Choose the Business Event Type mapping conditions you want to delete and click the Select button. A red outline will appear around them.
  4. Click the Delete button.
  5. Click the Submit button on the editing pane above the grid to confirm, or the Cancel button to keep the Business Event Type mapping conditions.

Posting Components

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. The + button will appear next to the search box in the Posting Components column.
  3. Click the + button. An editing box outlined in red will appear above the list of existing Posting Components:
    1. Type in the Type and optional Description.
    2. Select the Journal Type. The available types are:
      1. Perm
      2. Reversing Next Business Day
      3. Reversing Last Business Day of Period
      4. Reversing First Business Day of Next Period
    3. Select the Accounting Base from the list.
    4. You can add a Posting Pattern to your Posting Component. For more details, refer to How to Add a Posting Pattern?
    5. Additionally, the Clone and Delete options are available at the bottom of the red editing box. For more details about these two options, refer to How to Clone a Posting Pattern? and How to Delete a Posting Pattern?
  4. Click the Submit button on the editing pane above the grid to save your Posting Component, or the Cancel button to discard your changes. You can also click the Delete button on the bottom of the editing box to discard the Posting Component but remain in the editing mode on the screen.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Posting Component you want to edit and expand its details:
    1. You can change the Type, optional Description, Journal Type, and Accounting Base of the Posting Component.
    2. You can also edit the Posting Patterns defined for the Posting Component. Expand the list of defined Posting Patterns and then expand the details of the Posting Pattern you want to edit. You can change the Posting Code, Type of Pattern, Amount Sign, Currency, Amount Type, and Posting Date.
    3. If you click the Select button, a red outline will appear around the Posting Component with the Clone and Delete buttons on the bottom. For more details about these two options, refer to How to Clone a Posting Component? and How to Delete a Posting Component?
  4. Click the Submit button on the editing pane above the grid to save changes to your Posting Component, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. A Select button will appear next to the existing Posting Components.
  3. Choose the Posting Component you want to clone and click the icon. A red outline will appear around the Posting Component.
  4. You can either click the Clone button and clone the entire Posting Component with assigned Posting Patterns or click the drop-down and select the Clone Type Only option, which will copy only the Posting Component Type without the Posting Patterns. A copy of the Posting Component will appear below the original Posting Component.
  5. Click the Submit button on the editing pane above the grid to save your cloned Posting Component, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. A Select button will appear next to the existing Posting Component.
  3. Choose the Posting Component you want to delete and click the icon. A red outline will appear around the Posting Component.

    When you delete a Posting Component, you also delete the Posting Patterns defined for this Posting Component.

  4. Click the Delete button.
  5. Click the Submit button on the editing pane above the grid to confirm, or the Cancel button to keep the Posting Component.

Posting Patterns

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Posting Component for which you want to create a new Posting Pattern. Expand the Posting Pattern section using the Toggle button. By default, each new Posting Component has a Debit and Credit Pattern assigned with a line that shows the relation to the Posting Component.
  4. Click the + button next to the search box in the Posting Pattern section. An editing box outlined in red will appear below the list of existing Posting Patterns for the Posting Component. By default, the new Posting Pattern is a Credit type.
  5. Expand the Posting Pattern details:
    1. Select the Posting Code from the Account Lookups section and select the radio button to assign it to the Posting Pattern.
    2. Select either Debit or Credit type Record for the Posting Pattern.
    3. Select the Amount Sign. The available types are POS, NEG, and AUTO.
    4. Select the Currency from the list.
    5. Select the Amount Type from the list.
    6. Select the Posting Date from the list.
  6. Click the Submit button on the editing pane above the grid to save your Posting Component, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Posting Component you want to edit a Posting Pattern for. Expand the Posting Pattern using the Toggle button. The Posting Pattern section with the + button will appear next to the Posting Components. You can edit the existing Posting Pattern or add a new one.
  4. To edit an existing Posting Pattern, expand the Posting Pattern and define the properties:
    1. Select the Posting Code from the Account Lookups section and select the radio button to assign it to the Posting Pattern.
    2. Select either Debit or Credit type Record for the Posting Pattern.
    3. Select the Amount Sign. The available types are POS, NEG, and AUTO.
    4. Select the Currency from the list.
    5. Select the Amount Type from the list
    6. Select the Posting Date from the list.
  5. Click the Submit button on the editing pane above the grid to save your Business Event Type, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Choose the Posting Component with the Posting Pattern you want to clone and expand the Posting Pattern section using the Toggle button.
  4. Click the Select button of the Posting Pattern and click the Clone button. A clone of the Posting Pattern will appear below the list of existing Posting Patterns and maintain the relation to the Posting Component. Expand the Posting Pattern details to edit them.
  5. Click the Submit button on the editing pane above the grid to save your Posting Pattern, or the Cancel button to discard your changes.

If you clone a Posting Component by using the Clone options, all Posting Patterns of that Posting Component will also be cloned. For more details about cloning a Posting Component, refer to How to Clone a Posting Component?

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen, click the Edit button.
  3. Choose the Posting Component with the Posting Pattern you want to delete and expand the Posting Pattern section using the Toggle button.
  4. Click the Select button next to the Posting Pattern. A red outline will appear around the Posting Pattern.
  5. Click the Delete button.
  6. Click the Submit button on the editing pane above the grid to confirm, or the Cancel button to keep the Posting Pattern.

Account Lookups

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. The + button will appear next to the search box in the Posting Code column in the Account Lookups section.
  3. Click the + button. An editing box outlined in red will appear below the list of existing Posting Codes:
    1. Type in the Posting Code name.
    2. You can add a matching Attribute to your Posting Code. For more details, refer to How to Add a Matching Pattern?
    3. If you click the Select button, a red outline will appear around the Posting Code with Clone and Delete buttons on the bottom. For more details about these two options, refer to How to Clone a Posting Code? and How to Delete a Posting Code?
    4. If you click the Select button and the red outline appears around the Posting Code, you can attach the Posting Code to an Account by selecting the radio button next to the chosen Account. If you defined a matching pattern, you have to click the Select button on any of the defined Attributes and a red outline will appear around the pattern. Then you can attach a matching pattern to an Account.

      Each matching pattern can be attached to one Account. A Posting Code without defined matching patterns can be attached only to one Account.

  4. Click the Submit button on the editing pane above the grid to save your Posting Code, or the Cancel button to discard your changes. You can also click the Delete button on the bottom of the editing box to discard the Posting Code but remain in the editing mode on the screen.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. Expand the Account Lookups section.
  3. Choose the Posting Code you want to edit and expand its details:
    1. You can change the name of the Posting Code.
    2. You can also edit the mapping Attributes defined for the Posting Code. Expand the list of defined Attributes and then expand the details of the Attribute you want to edit. You can change the Type and Value, if applicable.
    3. If you want to change the Attribute, click the three dots next to the Attribute name and select Edit to change the Attribute in the given position in the hierarchy. Select a new Attribute from the drop-down and confirm with the tick button. The new Attribute will keep all the Attribute Mapping Types of the previous Attribute. You can also delete an Attribute from the given position in the mapping hierarchy by selecting Delete.
    4. If you click the Select button, a red outline will appear around the Posting Code with Clone and Delete buttons on the bottom. For more details about these two options, refer to How to Clone a Posting Code? and How to Delete a Posting Code?
  4. Click the Submit button on the editing pane above the grid to save changes to your Posting Code, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Expand the Account Lookups section. A Select button is available next to the existing Posting Code.
  4. Choose the Posting Code you want to clone and click the icon. A red outline will appear around the Posting Code.
  5. You can either click the Clone button and clone the entire Posting Code with an assigned matching pattern or click the drop-down and select the Clone Type Only option, which will copy only the Posting Code Type without the matching patterns. A copy of the Posting Code will appear below the original Posting Code.
  6. Click the Submit button on the editing pane above the grid to save your cloned Posting Code, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. A Select button will appear next to the existing Posting Codes.
  3. Choose the Posting Code you want to delete and click the icon. A red outline will appear around the Posting Code.

    When you delete a Posting Code, you also delete the matching patterns defined for this Posting Code.

    If a Posting Code is matched with more than one Account via multiple matching patterns, removing the matching patterns will automatically remove all matchings to Accounts, except for the one on top of the Accounts list.

  4. Click the Delete button.
  5. Click the Submit button on the editing pane above the grid to confirm, or the Cancel button to keep the Posting Code.

Matching Patterns

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button. Expand the Account Lookups section.
  3. Choose the Posting Code for which you want to create a new matching pattern and expand the matching pattern section using the Toggle button. A red outline will appear around the Posting Code and an Attribute section with the + button will appear next to the Posting Code
    1. Click the + Attribute button. A list of available Attributes will appear.
    2. Select the Attribute from the list and confirm with the tick button. A box outlined in grey with a list of Attribute Mapping Types will appear for the mapping Attribute and a line will show the relation to the Business Event Type.
    3. Select the Attribute Mapping Type from the list. The default Attribute Mapping Type is ‘Any’. For ‘In’ and ‘Not in’ Types type a Value. For more details on the Types of Attributes, refer to the Matching Criteria section.

      If you define more than one Attribute, they appear in a horizontal line to the right of the Posting Code. The order is hierarchical, with the first Attribute used for mapping on the left, followed by subsequent Attributes.

      The Attributes you already selected will not appear in the drop-down.

      There is validation that prevents you from saving the changes if the defined matching patterns are not connected to an Account.

    4. To add another matching pattern to a Posting Code with an already defined mapping, refer to How to Clone a Matching Pattern?
  4. Click the Submit button on the editing pane above the grid to save your matching pattern, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Expand the Account Lookups section.
  4. Choose the Posting Code you want to edit a matching pattern for. Expand the matching pattern using the Toggle button. The matching pattern section with the + button will appear next to the Posting Codes. You can edit the existing Attributes or add a new one to the matching pattern.
  5. To edit an existing matching pattern Attribute click the three dot menu next to the Attribute name and click Edit. You can select a new Attribute from the drop-down and confirm with the tick icon.
  6. You can also edit the Attribute Mapping Type by expanding the Type section and selecting a different Type from the drop-down.
  7. To expand the matching pattern by adding a new Attribute, click the + Attribute button. A new Attribute column with the + button will appear on the right of the defined Attributes of this Posting Code.
  8. Select the Attribute from the list and confirm with the tick button. A box outlined in grey with a list of Attribute Mapping Types will appear for the Attribute and a line will show the relation to the Posting Code.
  9. Select the Attribute Mapping Type from the list. The default Attribute Mapping Type is ‘Any’. For ‘In’ and ‘Not in’ Types type a Value. For more details on the Types of Attributes, refer to the Matching Criteria section.

    The new Attribute will be the last in the mapping hierarchy.

  10. Click the Submit button on the editing pane above the grid to save your Business Event Type, or the Cancel button to discard your changes.
  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Expand the Account Lookups section.
  4. Choose the Posting Code with the matching pattern you want to clone and expand the matching pattern section using the Toggle button.
  5. Click the Select button of the matching pattern and click the Clone button. A clone of the matching pattern will appear below the original matching pattern and maintain the relation to the Posting Code. Expand the matching pattern details to edit them.
  6. Click the Submit button on the editing pane above the grid to save your Posting Pattern, or the Cancel button to discard your changes.

If you clone a Posting Code by using the Clone options, all matching patterns of that Posting Code will also be cloned. For more details about cloning a Posting Code, refer to How to Clone a Posting Code?

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Expand the Account Lookups section. Choose the Posting Code with the matching pattern you want to delete and expand the matching pattern section using the Toggle button.
  4. Click the Select button next to the matching pattern. A red outline will appear around the matching pattern.

    If a Posting Code is matched with more than one Account via multiple matching patterns, removing the matching patterns will automatically remove all matchings to Accounts, except for the one on top of the Accounts list.

  5. Click the Delete button.
  6. Click the Submit button on the editing pane above the grid to confirm, or the Cancel button to keep the Matching Pattern.

Accounts

This How To tutorial assumes you already uploaded the list of your Accounts to the Chart of Accounts, either via the Chart of Accounts screen or the Configuration Data JSON file.

  1. Go to Configuration > Accounting Rules Navigator.
  2. On the Accounting Rules Navigator screen click the Edit button.
  3. Expand the Accounts section.
  4. Click the add icon next to the search window.
  5. Select the Account from the drop-down list.
  6. From the Account Lookups section, select the Matching Pattern you want to assign the Account to and connect using the radio button next to the Account.
  7. Click the Submit button on the editing pane above the grid to save the assignment, or Cancel to discard the changes.