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 specifications: Administration number; General ledger account number; Cost unit code
File for variable field specifications: Administration number; General ledger account number; Variable field code 1, 2, or 3
Below is an example of how the file should look for importing cost center specifications. If multiple specifications are possible for a general ledger account, you need to include the general ledger account number multiple times (see the red windows):
To import specifications with the "As selected" administration option, the following should be included in the file:
File for cost center specifications: General ledger account number; Cost center code
File for cost unit specifications: General ledger account number; Cost unit code
File for variable field specifications: General ledger account number; Variable field code 1, 2, or 3
When creating the import definition, you can select the desired specifications import under "Import type," such as "General ledger account - Cost center (coding matrix)."
In the "In case of empty value" field, you have the following options:
Not allowed
If a general ledger account for an administration is not present in the import file, the specification is not allowed for the respective general ledger account. This also applies when the general ledger account for an administration is included in the file but without specifications.
Allowed (All options)
If a general ledger account for an administration is not present in the import file, the specification is allowed (optional to fill in) for the respective general ledger account, allowing all specifications to be chosen. This also applies when the general ledger account for an administration is included in the file but without specifications.
Required (All options)
If a general ledger account for an administration is not present in the import file, the specification is required (to be filled in) for the respective general ledger account, allowing all specifications to be chosen. This also applies when the general ledger account for an administration is included in the file but without specifications.
In the "Required setting during import" field, you have the following options:
Do not adjust
This setting is applied to all general ledger accounts present in the file with specifications. The specifications (combinations) in the file can be chosen for the general ledger account. Whether this is required or optional can be manually set via the coding matrix setting, and no changes are made during import.
Set all to allowed
This setting is applied to all general ledger accounts present in the file with specifications. The specifications (combinations) in the file can be chosen for the general ledger account, but it is not required to fill in any of the available specifications.
Set all to required
This setting is applied to all general ledger accounts present in the file with specifications. The specifications (combinations) in the file can be chosen for the general ledger account, and it is required to fill in one of the available specifications.
Coding Matrix via AFAS Connector Import
To import the coding matrix using an AFAS Connector, you can use:
ProActive_CodingMatrix_As1
ProActive_CodingMatrix_As2
ProActive_CodingMatrix_As3
As input type select Afas GetConnector.
This is a standard connector provided by us and is available from Axis 1 through to Axis 3 with AFAS. Should there be any more axes or free fields in use, a new GetConnector can be created from AFAS for these fields and used. Test whether it is accessible with the token created for the Spend Cloud via https://connect.afas.nl/soap/get.
Projects and item codes via the project module of AFAS are not linked to a general ledger account within AFAS. It is only indicated whether a general ledger account requires a project code or not. Retrieving the coding matrix via the connector is not possible, as with As 1 to 3. It can only be indicated whether the project field should be filled in or not. The advice is to set this for one general ledger account within the Spend Cloud and copy this value to the other general ledger accounts.
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