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
Connectors for retrieving free-field specifications will be available at a later date.
In this screen example, the old name of the coding matrix connector is still referenced.
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.
Related Articles
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 the Spend Cloud it is possible to automatically add data such as creditors, general ledger accounts, cost units, cost centers and employees at the touch of a button. If you want to use this, you need to add an import definition in the menu item ...Setting an encoding matrix
With a coding 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 ...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 a ledger
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. ...