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Administrator Guide
Last Updated: 2024-09-20
Create Accounting Source

Create Accounting Source

  • You must have created an ingestion table.
  • Security: These domains in the Accounting Center functional area:
    • Set Up: Accounting Source – Create
      .
    • Process: Accounting Center
      .
You can create an accounting source from the ingestion table to create tables and datasets for these 4 stages:
  • Initiation
  • Enrichment (maximum of 3 stages)
  • Detailed Accounting
  • Summarization
Access to an accounting source is governed by the source system. When you create an accounting source and select a source system, Workday limits access to the accounting source based on the constrained user role for the source system.
  1. (Optional) Assign access to the
    Process: Accounting Center
     domain through a constrained Roles - Source System security group.
    When you grant a user access to a domain through a constrained security group, Workday limits access to each accounting source based on the user role.
  2. (Optional) Create a Data Change Task.
  3. Access the
    Create Accounting Source
     task.
  4. As you complete the task, consider:
    Field
    Description
    Name
    Enter a name for the accounting source.
    No special characters. Only letters, numbers, and spaces.
    Source System
    (Optional) Create or select a Source System.
    When you grant a user domain access through a constrained security group, Workday limits access to each accounting source based on the user role.
    Unconstrained users will continue to have access to all accounting sources.
    Enrichment Steps
    Select the number of enrichment steps that you want to use for the accounting source. You can't change the number of enrichment steps once you create the accounting source.
    The number of enrichment steps you select depends on:
    • The type and complexity of enrichment transformations and validations.
    • Your data processing needs.
    Any accounting source that uses a Validation stage that references the result of a Value Mapping stage must have the Validation stage in a subsequent enrichment step. Example: When creating 2 enrichment steps, create the Validation stage on the last enrichment step.
    Workday recommends that you create separate enrichment steps:
    • For complex enrichments so that Workday can persist data at each step separately, for diagnostic purposes.
    • For persisting data that you can use for:
      • Reporting.
      • Exporting to other systems.
      • Downstream processing. Example: Calculating deferred revenue.
    Workday also recommends that you configure the mapping stages before you expand your data. Configured mapped stages reduce the number of rows required for mapping.
    Ingestion Source
    Select the ingestion table for your transactions that you want to use for accounting.
    You can only select a Prism table and not a derived dataset as an ingestion source.
    When you create a Prism table for an accounting source, you can optionally add 2 columns with the exact names Source_WPA_LoadID and Source_WPA_RowID to track ingestion source WPA_LoadID and WPA_RowID. The value in these fields automatically populates in the Batch Mapping table for reference when you initiate an accounting center batch.
    You can't use a data source for more than 1 accounting source.
    Data Change Task
    (Optional) Select a Data Change Task to load transformed data automatically from the derived dataset to the ingestion source table when processing an accounting center batch.
    If you don't select the task, you must manually populate the ingestion source table with new data.
  5. Click
    OK
    .
  6. To refresh the page, click the magnifying icon.
    Workday displays the
    View Accounting Source
     report.
  7. To complete the process, refresh the report.
  8. From the related actions of the accounting source, select
    Accounting Source
    Edit Accounting Source
    .
  9. As you complete the task, consider:
    Field
    Description
    As Of Date
    Specify a date field to configure the accounting source.
    The As Of Date value for each transaction
    • Determines which version of the accounting source Workday uses at run time.
      The earliest effective date of the accounting source configuration should be earlier than the As Of Date values on the incoming data.
    You can create multiple versions of an accounting source configuration with different effective dates.
    Select a date column from your enriched data source to determine which effective-dated configuration you want Workday to apply to the enriched transactions to generate accounting.
    Example: You have these 2 snapshots of an accounting source configuration:
    • Snapshot dated 01/10/2019
    • Snapshot dated 01/15/2019
    If the As Of Date column value is 01/17/2019 for a sample transaction, Workday applies the configuration dated 01/15/2019 to the enriched transaction.
    When you bring in a NULL value from the source system, the As of Date on the Accounting Source for Detail Accounting Processing will use the current date. Workday will use this current date to find the Accounting Source snapshot.
    Transaction Grouping ID
    When expanding 1 record per transaction into many records per transaction in enrichment, Workday recommends that you use Transaction Grouping ID as a unique ID for each row in your ingested data.
    If you leave this field blank, Workday treats each enriched row in your data source as a unit of work. If you specify a grouping criteria, Workday creates a unit of work from many rows that share a Transaction Grouping ID value.
    Example: Select Policy Number if you want to bring in multiple premium amounts for a specific policy number as a single transaction in detailed accounting. This will affect the Transaction Count on your Batch run, while the Record Count will count each row.
    Enable Multicurrency
    Select to enable the fields on your accounting source for multicurrency setup.
    Stop Publishing Error Datasets
    (Optional) For existing Accounting Sources, select the check box to stop publishing error datasets and have Workday query Prism tables directly. We recommend you select this check box in order to complete your batches faster.
    Existing error datasets will no longer include any errors generated on future batches.
    For new Accounting Sources that you create, Workday won't create error datasets for Enrichment and Detailed Accounting.
    (Optional)
    Configure Ingestion Fields for Editing
    If you want to use In-Line Edit in Error Manager, specify a maximum of 10 ingestion fields that you want to select for editing.
    The field will only display columns that are in the ingestion table.
  10. Click
    OK
     and then
    Done
    .
  11. From the related actions of the Accounting Source, select
    Accounting Source
    View Implementation
     and confirm that accounting source creates datasets and tables for each stage.
Edit an accounting source to define journal header and header line rules.