6.5.3.2 Running Account Record Creation Processes
There are different ways to run the Accounting Record Creation Processes, both in a batch and on the single item level.
Before being able to start the batch processes or run the simulation, you will need to create your 6.5.1 Accounting Rules and set up and assign the relevant 6.5.2.1 Accounting Periods.
Accounting Record Creation Batch Processes
You can start the batch process for an individual for all or legal entities at the same time.
Note: The batch process can be configured to only include Campaign Items whose end date falls within the last X months. This is controlled by the "Run Accounting records for last X months" field in the Administration Settings (see 7.2.1.1 Administration Settings). If a value is set for this field, Campaign Items whose end date is more than X months ago will not be picked up by the batch process. If no value is set (field is left blank), all eligible Campaign Items are processed regardless of their end date. The single-item simulation (from the Campaign Item or Invoice Item level) is not affected by this setting.
Single Legal Entity
Navigate to the Legal Entity
Click on Accounting Record Generation
Set the date for which accounting records should be generated
Select the Process/es which you want to run
once processes are chosen, the selection will be saved for further accounting batch jobs in the feature setting
Once the required processes are selected, press Start
When
Save Recordsis unchecked, accounting record swimulation will be done and emails with the amount and success will be sent to the user. However, the records themselves will not be saved!
When only distribution and/or accrual/deferral creation is selected, a warning will be shown that accrual and deferral should be reversed first before those processes start
Several Accounting processes can be selected and started at the same time. The order in which the processes are run in the background is as follows, as long as they are all selected:
Accrual reverse
Deferral reverse
Collection
Distribution
Deferral creation
Accrual creation
In case the Distribution process has errors, Deferral and Accrual Creation will not be started, and the user will receive an email about the error. When error/s is/are solved, processes can be run again.
If you run the accounting processes one by one, please follow the same sequence to ensure that the correct data is created.
Batch Process Results Notification
When a batch process completes, a Chatter post is automatically created on the relevant Accounting Period record. The Chatter post contains the following information:
The Accounting Record Creation Batch with process [process name] has finished with the following results:
Initiated by: [First Name] [Last Name]
Successfully created Accounting Records: [number]
You will find the process results in the attached html file.
The process result log file(s) (see 6.5.3.6 Accounting Record Creation Log File) are attached to the Chatter post. This makes batch job outcomes visible to all users who have access to the Accounting Period record, without relying solely on the email sent to the user who initiated the process.
Multiple Legal Entities
To create Accounting Records for multiple legal entities, and in multiple processes, you can use the Accounting Record Generation Wizard.
Navigate to the Accounting Record Generation Wizard
Set the date for which accounting records should be generated
Select the Process/es which you want to run
Once processes are chosen, the selection will be saved for further accounting batch jobs in the feature setting
Select one or several Legal entities
Even when multiple Legal entities are selected, processes will be run by a legal entity. Meaning first all accounting records are created for LE1 and then the next LE2 will be processed
Press Start
Testing/Simulating
ADvendio offers you two test buttons for Account Record Creation. These buttons are located on Campaign Item and Invoice Item Level. These buttons give you the option to simulate the Accounting Record Creation process and to optimise your rules before using them in production. From here, you can also save the accounting records,
Campaign Item and Invoice Item
You can simulate and run Accounting Record creation for a particular Campaign or Invoice Item. This will simulate which Accounting Records would be created for that Campaign or Invoice Item, given the Accounting Rules in place and the process selected.
Navigate to the Campaign Item which you would like to test
Click on Accounting Record Simulation (Lightning)
Select the Accounting Record Process you want to test
Change the simulated execution date if you want (the default is the present date)
Note: the Accounting Period is set by default to be the next open periodClick Run Process
The process will run and you will see which Accounting Records would be created for this process
If you want to save the records you see, click Save (if using the Accounting Record Simulation (Lightning) action).