Search templates
Before you set up your search templates, you must have determined the information from a master data (BODs or custom master data) that you need for journal entry creation.
For example, accounting period and year are directly captured from the FinancialCalendar business document. You need to create search templates of the said business document for specifically assigning a value to the accounting period and year attributes of a journal entry. Another example is that of a master data value used as a parameter in combination with other data from source transactions to determine a particular value. Costing method is an element of the ItemMaster and is used as one of the parameters for determining the account number. You need to create search template of the ItemMaster to capture the costing method.
A search template allows you to capture data in a standard format. It must be associated to a transaction and combined with other data from source transactions to create journal entries. It is reusable as one search template can be associated to various transactions. This setup is done thru expressions.
Based on the analysis of information above, these search templates must be defined:
Accounting period and year
Based on the structure of the FinancialCalendar, an accounting period and year is identified with a date range. The transaction date must fall within a date range to decide the correct accounting period and year.
| Master Data BOD | Search template name | Search result | Search parameters | Filters | |
|---|---|---|---|---|---|
| Line Accounting Period | FinancialCalendar | getAccPeriod | periodId | p_effDate | p_EffDate >= periodStart AND p_ EffDate <= periodEnd |
| Line Accounting Year | FinancialCalendar | getAccYear | acctYear | p_effDate | p_EffDate >= periodStart AND p_ EffDate <= periodEnd |
Accounting chart reference
Prior to defining the account numbers to be used in a journal entry, you must identify the accounting chart that holds the record for these accounts.
| Master Data BOD | Search template name | Search result | Search parameters | Filters | |
|---|---|---|---|---|---|
| Accounting Chart Reference ID | ChartofAccounts | getAcctChartRefId | actgChartId | p_accEnt |
p_accEnt == accEnt |
| AccountingChart | ChartofAccounts | getAcctChartName | actgChartName | p_accEnt |
p_accEnt == accEnt |
Account number and journal type
The logic for assignment of account numbers is held in a custom master data, the search template parameters are based on the attributes shown in this table:
| Attribute | Attribute Name |
|---|---|
| Accounting Entity | accEnt |
| Transaction Type | tranType |
| Transaction Set | tranSet |
| Tracking Method | trackMethod |
| PO Item Type | itemType |
| DrCr Flag | drCr |
| Costing Method | costMethod |
| Account Number | account |
| Master Data BOD | Search template name | Search result | Search parameters | Filters | |
|---|---|---|---|---|---|
| Account Number | Custom Master Data <name> | getLedgerAcct | account | p_accEnt p_tranType p_tranSet p_trackMethod p_itemType p_costMethod p_drCr p_bod |
p_accEnt == accEnt p_tranType == tranType p_tranSet == tranSet p_trackMethod == trackMethod p_itemType == itemType p_costMethod ==costMethod p_drCr == drCr p_bod == bod |
| Journal Type | Custom Master Data <name> | getJournalType | JournalType | p_accEnt p_tranType p_tranSet p_trackMethod p_itemType p_costMethod p_effDate p_bod |
p_accEnt == accEnt p_tranType == tranType p_tranSet == tranSet p_trackMethod == trackMethod p_itemType == itemType p_costMethod ==costMethod p_effDate >= effDate p_bod == bod |
Currency conversion
In order to identify if there is a need for converting transaction amounts, the item’s functional currency is first obtained and verified whether this differs from input transaction’s currency.
| Master Data BOD | Search template name | Search result | Search parameters | Filters | |
|---|---|---|---|---|---|
| Item Cost Currency | ItemMaster | getCostCurrency | itemCurr | p_itemId | p_itemId ==itemId |
Dimension Codes
The dimension code item class will be extracted from ItemMaster. For this use case, you need to configure search template to get the value for item class.
| Master Data BOD | Search template name | Search result | Search parameters | Filters | |
|---|---|---|---|---|---|
| Dimension Code - Item Class | ItemMaster | getItemClass | itemClass | p_itemId p_classListId |
p_itemId ==itemId p_classListId = = classListId |
System-defined search template – getDimensionCodeList and getDimensionCodeListbyTransType
In IGFC, pre-created search templates have been provided especially for the dimension code assignment page for retrieving dimensions of specific accounts. Search Template getDimensionCodeList is defined as:
- Dimension Type
- Dimension Sequence
- Dimension Code
- Accounting Chart
- Entity
- Ledger Account Number
- xsdName
- Transaction Type
Tracking method and costing method
Tracking method and costing method are information from master data to get the value of ledger account. They are also used as a condition in the rules to distinguish the usage of a particular journal line.
| Master Data BOD | Search template name | Search result | Search parameters | Filters | |
|---|---|---|---|---|---|
| Tracking Method | ItemMaster | getTrackingMethod | trackMethod | p_itemId | p_itemId ==itemId |
| Costing Method | ItemMaster | getCostingMethod | costMethod | p_itemId | p_itemId ==itemId |