Adding and managing ledgers and the encoding matrix

In the menu section 'Ledger', you'll find an overview of all general ledger accounts. Here, you can also add new accounts and modify data.

Adding General Ledger Accounts

At the top of the general ledger account overview, you'll find the 'Add' button. Clicking on this button allows you to add a new general ledger account.

1. Start by entering the account number for the new general ledger account. Then, provide the corresponding name for the account.
   
2. If product groups are active in your environment, you can choose a product group from the list to link to the general ledger account.
   
3. If you set the 'status' to passive, the general ledger account won't be selectable.
4. Upon 'Save', you can also choose to set up a coding matrix directly for the added general ledger account.
   

Import General Ledger Accounts

At the top of the general ledger account overview, you'll find the option 'Import General Ledger Accounts'. Here, you can directly import general ledger accounts from the financial system or, if that's not possible, upload a CSV file containing all the general ledger accounts you want to use in Spend Cloud.

With an import, all data of existing general ledger accounts will be overwritten. After clicking on 'Import General Ledger Accounts', you can upload a file with the accounts. You can export this list of general ledger accounts from your financial system and save it as a CSV file. By clicking on 'Show mapping', you can see the format the CSV file needs to have for correct reading. Always import the complete list of general ledger accounts for proper synchronization.

Click 'Import' at the top to upload the list to Spend Cloud.

You can also add general ledger accounts per administration. If this option isn't available in your environment but you wish to do so, contact our Support department.

Import General Ledger Account - Product Group

If your Spend Cloud environment utilizes product groups, you can import the link between general ledger accounts and product groups using the "General Ledger Account - Product Group" button. Linking general ledger accounts and product groups allows you to get an overview of expenses per product group in the Analysis module. For more information on product groups, click here.

Import General Ledger Account - Workflow

You can set up a workflow for each general ledger account individually. Alternatively, you can use an import to assign workflows to multiple general ledger accounts. To do this, click on "Import General Ledger Account - Workflow." Then, select the corresponding import definition. Once selected, you can upload the CSV file with fields matching the import definition. If the import definition "General Ledger Account (Workflow)" doesn't exist, contact our Support department.

Encoding matrix

With an encoding matrix, you can determine the available options for a specific field for each general ledger account. You can set up a coding matrix when adding a new general ledger account, or you can set it up later. To do this, navigate to Application Management / General / General Ledger, and in the general ledger account overview, click on the three dots at the end of a row and choose 'Set encoding Matrix'.

Settings per Administration

You can configure per administration which fields should have limited options. If you choose "Disallow," the field will appear grayed out and no options will be available. With the option "Allow (all options)," the field can be optionally filled and the user can choose from all available options. The option "Allow (limited options)" does the same, but the user has a restricted choice. This choice can be configured on the next page (Save and Continue). With "Required" (all options or limited options), the user must fill in the field. You can choose whether the user can select from all options or a limited set, which can be configured after clicking "Save and Continue."

Linking the Options

If you have chosen "limited options," on the next page, you can choose which options should appear in the list for the user. For example, you can choose which cost centers and/or projects the user can select from. You can also edit the set options later by clicking on the three dots on the general ledger account and selecting 'Link Specification'.

If "all options" are allowed, you can still set a default value for the field after "Save and Continue."

Copying to Other General Ledger Accounts

If the recently configured coding matrix applies to other general ledger accounts as well, you can easily copy it. To do this, click on the three dots at the end of a row in the general ledger account overview and choose the option 'Copy'. Then indicate which links for which fields you want to copy.

In some cases (depending on the financial package), the coding matrix can be imported through the web service. In all other cases, there is also an option to import it using CSV. Click here for more information on that.

Discover all Spend Analytics possibilities in this article. Keep improving your Spend Cloud environment!

Setting Up Workflow

By setting up a workflow, you can initiate an automation process. For instance, you can determine that when general ledger account 441200 is selected, it should default to Organizational Unit "ICT" with the action "To assess" by Manon.

Depending on your Spend Cloud settings, you can select different action options under "Action."

Take into consideration that you can also set a costcentre workflow, which may conflict with a ledger workflow.

Removing or Deactivating a General Ledger Account

By clicking on the pencil icon, you can edit the general ledger account and deactivate its status. A general ledger account that has been deactivated can be reactivated at a later time. By clicking on the "X" icon, you can delete the general ledger account. A deleted general ledger account cannot be reactivated and can't be used further. However, the general ledger account will still be visible in all transactions where it was used. We recommend deactivating rather than deleting master data.

• Related Articles

• Import coding matrix via a CSV file

  To import specifications with the "From file" administration option, the following should be included in the file: File for cost center specifications: Administration number; General ledger account number; Cost center code File for cost unit ...

• Import planning

  With the Spend Cloud, it's possible to schedule automated imports. In the overview under the menu section 'Import Planning', you can find when scheduled imports will be executed, and you can add new import schedules or edit existing ones. The ...

• Import definitions

  With Spend Cloud, it's possible to automatically add data such as creditors, general ledger accounts, cost units, cost centers, and employees at the click of a button. If you want to use this feature, you need to add an import definition in the ...

• Employee and role import

  This article describes how to set up an employee and role import in the Spend Cloud. The combination of both imports automates user management in the Spend Cloud. Employee Import In organizations with a large number of employees, hiring and departure ...

• Adding or edit an Administration

  In the menu section 'Administrations', you can add a new administration or remove an administration, as well as view or edit the details of existing administrations. Adding an administration You can add a new administration by clicking on 'Add' at ...