In Settings, we create the kind of accounting template that will then automatically fit to your ERP/Accounting system. Compatible file formats are xls, csv and txt.
Prior to building the template, you need to contact the person in your company who is in charge of interfaces between external systems and your ERP/Accounting system. Once you have a clear and detailed view of what kind of data there should be in the template, you can start the project of building the template into ZenTreasury.
We will now go through the process of creating a template. After that we will explain the special rules that are available in the Settings.
CREATING A TEMPLATE
After you have decided on what kind of template you require, as well as on the file format, you can start building it. First, we will explain item by item all fields that are available for adding data into your template. New templates can be created by choosing "Add new xls/csv" or "Add new txt". You also have the possibility to copy a template from an existing template if you have already some templates.
One row in the template creation means one column in your template. Column places can be dragged and dropped when you want to arrange those in the right order. So, if you for example drag row "Entity code" as the first row in the template, it means that it will be the first column (starting from left) in your template.
You need to put one row into "Active" mode if you want that data to come into your template as one column.
Usually, it takes a few attempts to create just the right template. It is easiest to just copy the latest one attempt everytime and then modify it. You cannot delete a template after you have saved it. But after your final template is ready, you can go and put all the unnecessary templates in inactive mode by unselecting the tab Active. This can be done by going into a template (click the eye) and then inactive and save.
Template items
Empty columns
First, there are 8 empty columns. In these columns you can save (into Default value) some static data and it will then come to each cell. You can also give header names to these columns.
Entity code
An entity code comes based on what the Entity is in the agreement. The entity code is defined in the Company register under each companies settings ADDITIONAL -> Entity code.
Reference
This text comes from each agreement's "Customer reference" field.
Amount
This is the posting amount in the entity base currency. If xls/csv format, the value will come with sign, so if credit then with - sign.
Debit amount
If the posting is on the debit side, you will have an amount in entity base currency. The value will be made available without a sign.
Credit amount
If the posting is on the credit side, you will have an amount in entity base currency. The value will be made available without a sign.
Currency amount
This is the posting amount in agreement currency. If the xls/csv format was chosen, the value will come with sign, so if credit then with - sign.
Currency debit amount
If the posting is on the debit side, you will have an amount in the agreement currency. The value will be made available without a sign.
Currency credit amount
If the posting is on the credit side, you will have an amount in agreement currency. The value will be made available without a sign.
Account name
This is the accounting account name. The name is defined in the chart of accounts register and assigned to an agreement in account mapping.
Account number
This is the accounting account number. The account number is defined in the chart of accounts register and assigned to an agreement in account mapping.
Base currency code
This is the currency code of the entity behind the agreement.
Transaction currency code
This is the currency code of the agreement.
Profit center
This information comes based on the entity behind the agreement. The profit center is defined in the Company register under each Company's Settings ADDITIONAL -> Profit center.
Cost center
Cost center information comes from the agreement. Regardless of the cost center selected for a specific agreement, it will bring that information into the template.
Voucher type
This information comes based on the accounting run realised or unrealised file. This information can be specified in Accounting settings -> Reference codes for accounting -> "Realised account type name" and "Unrealised account type name". Depreciation run for leases is understood here as unrealised.
Voucher date
This means the date of the transaction. The date format can be set in Accounting settings -> Date and number formats.
Voucher text
This information comes from the agreement. It is the Instrument type of the agreement + agreement id.
Counterparty code
This information comes based on the agreement and what is the counterparty in the agreement. You will have information in this field if you have defined a code to the company that is a counterparty in a certain agreement. The counterparty code is defined in the Company register for that specific company that is the counterparty, under each Company Settings ADDITIONAL -> Profit center.
Posting date
This means the date of the accounting run. The date format can be set in ‘Accounting settings -> Date and number formats’.
Debit credit info
Some accounting systems read the file, meaning that there needs to be a specific code to explain whether the posting is debit or credit. This information can be set up in ‘Accounting settings’ -> Reference codes for accounting -> "Debit name" and "Credit name".
Year
This means the year of the transaction. Format will be YYYY.
Month
This means the month of the transaction. Format will be MM.
Internal order
This information comes from the agreement, and can be set under each agreement under ADDITIONAL.
Tax
This information comes from the agreement and can be set under each agreement under ADDITIONAL.
RoU asset number
This information comes from the agreement, and can be set under each agreement under ADDITIONAL.
Creating xls/csv template
If your accounting system needs a xls/csv file format, click "Add new xls/csv". Drag and drop the rows (column in the file) so that your data is in the right order. You can name the headers as you see fit.
Creating txt file template
In the ‘txt’ file format, template columns are not separated from each other by cells. You need to define the length of each column so that your accounting system understands where one data column starts and ends.
You need to specify "Length" to each row you select as active. If you put there, for example, 2 it means that this column length has two characters. In this case, the Entity code would be set as ‘Length 2’; if the Entity code is ABC, it will put your template into the AB column.
In addition to length, you need to specify whether the row (column) belongs to the header row or posting item level row. By default, the system will create each posting for txt files, so that there is 1 header row and then 2 rows of posting level data (debit/credit -rows, one row for debit posting and one for credit postings). This header definition is done by activating the "Is header text" column in the template. It is recommended to first arrange header items and then posting level items.
If you don't need a header row at all in your txt file format template, you can select in Accounting settings -> Special Accounting Rules -> "No header in txt file"-tab. This makes it so that the system doesn’t try to create any header row in txt file, only posting level rows.