Set up account set validation

You can configure which types of documents are included in account set validation. You can also configure whether the general ledger account is included in the validation as well as which dimensions are included.

The validation process compares the general ledger account and dimensions on a transaction against the existing account set. If there are differences, warnings are displayed based on the rules that are defined in the Dimension Validation Setup page.

To configure account set validation

  1. Choose Lightbulb that opens the Tell Me feature., enter dimension validation setup, and then choose the related link.

    The Dimension Validation Setup page opens.

  2. To enable account set validation, turn on Enable Account Set Verification.

  3. If your account sets include both general ledger accounts and dimensions, not just dimensions, turn on Include G/L Accounts Only.

    This option ensure that only lines with the Type of G/L Account are included in the validation. Lines with the Type of Item, Fixed Assets, Vendor, Customer, Bank, and so on are excluded.

    This option does not apply to Requisitions, Payment Requests and Expense Claims.

  4. To enable a document for validation:

    1. Select the Validate Account checkbox for the applicable document.
    2. Select the checkboxes for the general ledger accounts and dimensions that you want to include in the validation.
    3. If you want the values that are entered on your document line to match the account set, select the Exact Match checkbox.
      Typically, Exact Match is used in situations where account set codes are configured with a different number of dimensions.

How entries are validated against account sets

When Include G/L Accounts Only is turned on, Sparkrock 365 checks to see whether the line Type is G/L Account. When the line Type is G/L Account, Sparkrock 365 checks how the Validated Dimensions section is configured for this document and applies a series of filters to the account sets list according to what has been entered on the document line. When a match is found, the document is validated and can be released or posted. If a match is not found, the release or post generates a document warning and you cannot proceed further with the document.

Validating documents

When validation is enabled for a document, the validation occurs when the document is released. If the document does not get released, the validation occurs when the document is posted. If the document fails validation, the document is not released or posted and the user is prompted to open the Document Warnings page, view the errors, and then fix them. After the errors are fixed, the document can be released or posted again.

Validation example

This example uses four dimensions: A, B, C, D

The following account sets are used:

Account Set Code A B C D
A1B1C1D1 A1 B1 C1 D1
A1B1C1D2 A1 B1 C1 D2

Scenario 1: Without exact match

Validated dimensions
Validate A Validate B Validate C Validate D Exact Match
Yes Yes Yes No No
Document line
Line No. A B C D Validation Result
1 A1 B1 C1 D3 Pass. Only A, B, and C are validated. D3 is not part of an account set and is not part of the validation.
2 A1 B1 C2 Fail. C2 is not part of a valid account set.

Scenario 2: With exact match

Validated dimensions
Validate A Validate B Validate C Validate D Exact Match
Yes Yes Yes No Yes
Document line
Line No. A B C D Validation Result
1 A1 B1 C1 D3 Fail. Only A, B, and C are validated. D3 is not part of an account set and is not part of the validation. There is not an account set with only A1, B1, and C1.
2 A1 B1 C2 Fail. C2 is not part of a valid account set.
Important

Important:
The validation does not consider the account set on a document line. The validation considers the individual dimensions.

Dimension corrections

To learn how to troubleshoot or correct dimensions, see Troubleshooting and correcting dimensions.

Note

Note:
It is recommended that dimensions that are used in account set validation be blocked for dimension corrections. Dimension corrections do not support account set validation.

Account sets

Feedback

To send feedback about this page, select the following link:

feedback-product-docs@sparkrock.com