Ledger translation
In the 'General Ledger Translation Table' menu, you can link a specific code to a general ledger account. When orders are placed through a webshop connection (OCI connection), the supplier can provide a product category code for each item when transferring the shopping cart to Spend Cloud. Spend Cloud then recognizes this product category code and automatically fills in the desired general ledger account when coding the order line(s).
Not every webshop supplier (also known as 'OCI supplier') can provide a product category code. Please inquire with the supplier if this is possible.
Aligning Codes with the Supplier
If the supplier can provide a product category code, the codes provided can vary depending on the supplier. Suppliers can use their own or general product category standards, such as UNSPSC or NZI codes. To ensure which product category codes are provided by the webshop supplier, it's best to inquire with the supplier.
How does this appear in Spend Cloud?
In the image below, you can see an example of a product code provided by the supplier, which has been translated into a general ledger account in Spend Cloud.
The supplier has provided the code '39101609' in this example order. In Spend Cloud, it's defined in the general ledger translation table that this code corresponds to general ledger account '471210 - Building Maintenance' for this order.
If there is no blue exclamation mark at this location, it means that no code was provided by the supplier, or Spend Cloud couldn't read it.
Adding and Managing the General Ledger Translation Table
In the menu 'Application Management / Procurement / Ledger Translation Table,' you can add a new link between the code from the supplier and your own general ledger account using the 'Add' button at the top of the table. If this code is specific to one supplier, you can select the relevant supplier. Leave this field blank if the code applies to multiple suppliers.
The image above provides an example of a general ledger translation table:
1 = The code as provided in the order by the supplier.
2 = The supplier to whom the order was sent.
3 = The general ledger account to be applied.
If applicable, an extra row with the specific administration will show up in this overview.
Importing the General Ledger Translation Table
You can also import a general ledger translation table. By clicking the 'Import General Ledger Translation Table' button at the top of the table, you can import a file with all the codes and their associated general ledger accounts. This translates the codes from the supplier into your own general ledger accounts, so that order lines are automatically assigned the correct general ledger account when transferring the shopping cart, and the requester/purchaser doesn't need to fill in this field themselves.
When selecting the import definition, you can see how the file should be structured to import it. The following column structure is often included in the import definition:
Column 1/A = Code from the supplier. As mentioned earlier, these can be NZI or UNSPSC codes, but it doesn't really matter what kind of product category code it is, as long as one code is provided per item.
Column 2/B = Supplier number. Note that this column should not contain the name of the supplier but the supplier number. You can find the supplier's number by editing a supplier via 'Application Management > Procurement > Suppliers' and then clicking on 'Advanced Options' at the bottom of the page, which reveals the 'Number' field. If this number is empty, it's often checked which creditor is linked to the supplier, and the creditor number is then used.
Column 3/C = General ledger account number.
If no import definition is available, administrators can sometimes set this up. In other cases, you may need to contact our support department to create an import definition.
From the overview, you can view, delete, or edit the created general ledger translation table codes with the blue icons at the end of a row.
What to Do If the General Ledger Account Is Not Applied Correctly?
Check based on the blue exclamation mark whether Spend Cloud can read the code correctly. Read this under the heading 'How This Appears in Spend Cloud' above. If no code has been read, please inquire with the supplier if it was provided, and if so, where in the cXML file this was done. Then, provide this information to support@proactive.nl so that we can ensure the code is read for future orders.
- If the code is read correctly, check if it has been added to the general ledger translation table.
- If the code is read correctly and has been added to the general ledger translation table, verify if the supplier on which the order was placed exactly matches the supplier in the general ledger translation table.
- If applicable, also check if the administration in which the order was added matches that in the general ledger translation table.
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