Data Management

Adjustment Portal

A guide to Adjustment Portal in Fynapse.

Overview

The Adjustment portal screen allows you to ingest files with data in the CSV format.

Additionally, you can download an original file or discard it, as well as download a file with errors to facilitate errors correction.

Data records are published to the proper Journals Entity only if they successfully go through the approval process and pass all validations. Errored records are not published to any of Journals Entities. Therefore, if the file contains both correct and errored records, then only the correct ones are published and affect Fynapse.

This mode of Journal input into Fynapse will create the same Journals according to the defined Journal Type as if they were generated from the Accounting Engine, so if your ingested Journals have Reversing Journal Type, both base and reversing Journals will be created.

File Requirements and Validations

To learn details about files’ requirements, refer to the File Requirements section in the Data Input File Ingestion chapter.

The maximum size of a file that you can upload is 100MB.

Validations are performed at two stages:

  • Upon ingestion via the Adjustment portal screen, refer to the Validations section in the Data Input File Ingestion chapter to learn more about systemic validations. Additionally, the accounting-related validations conducted post-approval (listed below) are also applied upon ingestion.
  • After approval is done by a user who submitted the file, the below accounting-related validations are performed:
    • Verifying if Journal Type was defined
    • Verifying if Accounting Base was defined
    • Verifying if every Subledger Node gets one of the defined values
    • Verifying if a set of Accounting Base and Node is defined
    • Verifying if data is correct regarding period control
    • Verifying if Journals balance to 0 on every amount
    • FX specific validations such as:
      • Delivering Functional and Reporting currencies depending on the selected Conversion mode
      • Checking if FX rate exists if Functional Amount or Transaction Amount is calculated

Refer to the Journal Ingestion chapter for more information.
At this stage, valid records are published to the proper Journals Entity and affect Fynapse, while records that did not pass validations are not published to any of the Journals Entities and do not impact Fynapse. Error messages can be viewed in Error Management on the Errors screen for errored records.

Basic Upload Process with Statuses

The basic upload flow along with statuses without the Approval Workflow functionality enabled is illustrated by the diagram below:

Upload Process with Statuses without Approval Workflow
Upload Process with Statuses without Approval Workflow

The basic upload flow along with statuses with the Approval Workflow functionality enabled is illustrated by the diagram below:

Upload Process with Statuses with Approval Workflow
Upload Process with Statuses with Approval Workflow

Adjustment Portal Screen

The Adjustment portal screen comprises the following elements:

  • The Upload button - click it to upload new files to Fynapse

The maximum size of a file that you can upload is 100MB.

  • The Download template button - click it to download a file containing the Journals Entity structure (that is, all needed headers) to speed up file creation and limit chances of providing an incorrect file
  • The Refresh button - click it to see if any new files were uploaded or if their statuses changed
  • The grid - use it to see the list of all uploaded files. The grid has the following columns:
    • Name - a name of a particular file. Next to the file name you can see the Download file icon which you can click to download the original file to your computer. Note that the Download file icon is disabled when the file has the Processing status.
    • Ingestion ID - a unique identifier of the file
    • Uploaded on - a date and time when the data was uploaded
    • Uploaded by - a name of a user who uploaded the file

      The user who uploaded the file cannot submit it for approval. However, if the Approval Workflow functionality is enabled, then the same user can upload files and submit them for approval.

    • Status - defines the status of the data processing. It can be:
      • In queue - the file was uploaded by the user via GUI but the file processing has not started yet
      • Processing - the file is being processed (that is, rows are read, checked, and validated against errors)
      • Ready to submit - the file was successfully ingested and is ready to be submitted for approval
      • Invalid - the file was not ingested due to errors
      • Pending approval - the approver clicked the Submit button after reviewing data. When the Approval workflow functionality is enabled, the status informs that the approval request was sent.
      • Rejected - the approval request for the file was rejected. The status is available when the Approval workflow functionality is enabled.
      • Publishing - data from the file is being published to the relevant Journals Entity
      • Published - data from the file was published to the relevant Journals Entity
      • Partially published - a part or whole data from the file was not published to the relevant Journals Entity due to errors
      • Discarded - the file was discarded by the user or the system detected that the file is empty. The file can also have this status if the Journal Line Definition changed. The file cannot be used but it is still visible in the grid.
    • Submitted by - a name of a user who submitted the file for approval
    • Submitted on - a date and time when the file was submitted for approval
    • Actions - click the More button to see all available actions that you can perform for the particular file:
      • Go to Journals - an action is available for files that have the Published and Partially published statuses. After clicking it you will be redirected to the Journals screen in the Subledger, with the Ingestion ID set as a search criterion so that you can browse Journals created by records uploaded in the file. If the Journals screen does not display any Journals, then probably the whole data from the file was not published due to errors.
      • Download error logs - an action is available for files that have the Invalid status. The log can contain up to three files (in a ZIP format):
        • The original file
        • The file with system error messages that is, errors thrown during systemic validations. The file appears only if any error is thrown.
        • The file with accounting-related error messages that is, errors against accounting-related validations. The file appears only if any error is thrown.

          The file with accounting-related errors can include the last 100 errors. If you need to change this limit, please raise the ticket with Aptitude Software Support.

      • Submit - an action is available for files that have the Ready to submit status. After clicking it data is sent for approval. The user who uploaded the file cannot submit it for approval.

      If the Approval Workflow functionality is enabled, then the same user can upload files and submit them for approval.

      Data records are published to the proper Journals Entity only if they successfully go through the approval process and pass all validations. Errored records are not published to any of Journals Entities. Therefore, if the file contains both correct and errored records, then only the correct ones are published.

      • Discard - an action is available for files that have the Ready to submit status. The action cannot be reversed. After clicking it the file cannot be submitted for approval and cannot be used.
      • Go to Approval requests - an action is available for files that have the Pending approval, Rejected, Published or Partially published status. After clicking it you will be redirected to the Approval requests screen where you can see what is happening with your request.
      • Go to Error management - an action is available for files that have the Partially published status. After clicking it you will be redirected to the Errors screen in the Error Management menu, where you can see details of errors thrown for particular records.

Additionally, you can:

  • Sort columns ascending or descending, and set their visibility by clicking the three dot icon next to the names of columns
  • Filter content almost within each column to find particular information

In addition, at the bottom of the screen, you can:

  • See the number of pages that display ingest files and buttons to navigate between pages
  • See the information which page you are currently viewing and how many pages are available in total
  • Decide how many ingest files you want to display on one page
  • See how many ingest files are presented on the page

Tutorials

Prerequisites:

  • The file that you want to upload needs to have the CSV extension and cannot be empty (at least the header is required). Empty files and files having different extensions will not be added to the list of files that will be uploaded to Fynapse.
  • The maximum size of the file is 100MB.
  1. Go to Adjustment Portal.
  2. Click the Upload button.
  3. Drag a file or click the Select files button.

To upload many files simultaneously, drag or select multiple files.

You cannot drag the same file twice because the duplicate will not be added to the list of files to be uploaded. Keep in mind that none of the files will be added if one or more of the selected files is empty or is already on the list.

  1. Click the Upload button. The file will be validated and uploaded and will be visible in the grid. To see the current status of the processing click the Refresh button. You can later check an error file and download the original file.

At this point, new data is not saved in the proper Journals Entity but in a temporary space where it does not impact Fynapse. However, if the processing ended successfully, your file will be submitted for approval by another user. While approving data will be checked, and if it is correct, it will be saved in the relevant Journals Entity.

You cannot submit a file for approval if you uploaded it. It must be submitted by a different user. However, if the Approval Workflow functionality is enabled, then the same user can upload files and submit them for approval.

  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name. The file has to have the Ready to submit status.
  3. Before submitting the file, review its content by clicking the Download file icon next to the file name. If the file is correct, then:
    1. In the Actions column, click the More button.
    2. Click Submit.
    3. The notification asking you to provide a mandatory comment will be displayed.
    4. Type the comment and click the Send button. You will be informed that your request has been sent. Once the file is approved, data is applied to the relevant Journals Entity.

Only files that have the Ready to submit status can be discarded.

  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name. The file has to have the Ready to submit status.
  3. In the Actions column, click the More button.
  4. Click Discard.

The action cannot be reversed.

  1. Confirm the action by clicking the Discard button. The file will still be visible in the grid and have the Discarded status but cannot be used anymore.
  1. Go to Adjustment Portal.
  2. Click the Download template button.
  3. You may be prompted to provide a location where the file will be saved or the location will be automatically selected (it depends on your web browser configuration). The file will be downloaded.
  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name.
  3. Click the Download file icon next to the file name.
  4. You may be prompted to provide a location where the file will be saved or the location will be automatically selected (it depends on your web browser configuration). The file will be downloaded.
  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name. The file has to have the Invalid status.
  3. In the Actions column, click the More button.
  4. Click Download error logs.
  5. You may be prompted to provide a location where the file will be saved or the location will be automatically selected (it depends on your web browser configuration). The file will be downloaded.
  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name. The file has to have the Published or Partially published status.
  3. In the Actions column, click the More button.
  4. Click Journals. You will be redirected to the Journals screen in Subledger, with Ingestion ID set as a search criterion so that you can browse Journals created by records uploaded in the file.

If the Journals screen does not display any Journals, then probably the whole data from the file was not published due to errors.

You can check the error details for files that have the Partially published status.

  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name. The file has to have the Partially published status.
  3. In the Actions column, click the More button.
  4. Click Go to Error management. You will be redirected to the Errors screen in the Error Management menu where you can see details of errors thrown for particular records in your file.

You can check the progress of the approval process for files that have one of the following statuses: Pending approval, Rejected, Published, and Partially published.

  1. Go to Adjustment Portal.
  2. In the grid, find a file by filtering the column by the file name.
  3. In the Actions column, click the More button.
  4. Click Go to Approval requests. You will be redirected to the Approval requests screen where you can see what is happening with your request.

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