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Administrator Guide
Last Updated: 2024-12-27
Create Accounting Center Batches from Source Systems

Create Accounting Center Batches from Source Systems

Configure these business processes:
  • Accounting Center Batch Initiation Event
    .
    Include the Accounting Center Batch Initiation Primary Process as Batch/Job in the business process definition.
  • Accounting Center Enrichment Event
    .
    Include the Accounting Center Enrichment Primary Process as Batch/Job in the business process definition.
  • Accounting Center Detailed Accounting Event
    .
    Include the Accounting Center Detailed Accounting Primary Process as Batch/Job in the business process definition.
  • Accounting Center Summarization Event
    .
    Include the Accounting Center Summarization Primary Process as Batch/Job in the business process definition.
    If you require prior approval for summarization journals before you post them to the ledger, configure 1 or more additional Review steps to the Accounting Center Summarization Event business process. See Approve Accounting Center Batch Journals.
Security:
Process: Accounting Center
 domain in the Accounting Center functional area.
Depending on the sources, you can create these 2 types of batches in Accounting Center:
  • Primary Source: Batches that contain processed transactions that are created by a source system.
  • Manual Detailed Journals: Batches that contain transactions created by manual detailed accounting journals. See Create Manual Accounting Center Detailed Journals.
You create a Primary Source batch to process a set of source transactions to:
  1. Enrich data.
  2. Generate detailed accounting.
  3. Generate summarized accounting.
  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) Add the Roles - Source System security group to the
    Accounting Center Summarization Event
    security policy.
    When you grant a user access to a business process through a constrained role-based security group, Workday limits access to each accounting source based on the user role.
  3. Initiate Accounting Center Batch
    When you initiate a batch, it:
    • Associates the WPA_Row_ID and WPA_Load _ID on each ingested row from the source system to an:
      • AC_Transaction_ID
      • AC_Batch
      • AC_Batch_Run
    • Creates a persisted mapping table.
    Before you can initiate a batch ensure that the batch contains at least 1 transaction.
    1. Access the
      Initiate Accounting Center Batch
       task.
    2. As you complete the task, consider:
      Field
      Description
      Accounting Source
      Select the accounting source for which you want to initiate a new batch.
      Initiating Stage
      Workday automatically populates
      Batch Initiation
      .
      Process Options
      Workday automatically populates
      Initiate Batch
      .
      Confirm
      Check
    3. Click
      OK
       and then
      Done
      .
      Workday:
      • Initiates the
        Accounting Center Batch Initiation Event
         business process.
      • Automatically launches Enrichment 1 to enrich data for detailed and summarized accounting.
    4. On the
      Initiate Accounting Center Batch
       page, click the batch.
      Workday displays the
      View Accounting Center Batch
       page.
    5. Click
      Refresh
      .
    6. On the
      Current View by Stage
       tab, confirm that the Batch Initiation stage has an
      In Progress
       status.
    7. Click the
      View by All Runs
       tab and confirm that the Batch Initiation stage run event has an
      Primary Process In Progress
       run status.
    8. Refresh the page to confirm that the Run Status for the Batch Initiation stage run event has a status of
      Completed
      .
      Once the Batch Initiation stage is complete, Workday automatically launches Enrichment 1.
      The input table for the Enrichment stage is different from the output table of the Initiation stage.
  4. Create Enriched Data
    When you enrich data, it prepares the data source for detailed and summarized accounting.
    1. On the
      View Accounting Center Batch
       page, select the
      Current View by Stage
       tab, and confirm that the Enrichment stage has an
      In Progress
       status.
    2. Click the
      View by All Runs
       tab and confirm that the Enrichment stage has a
      Primary Process In Progress
       run status.
    3. Refresh the page to confirm that the Run Status for the Enrichment stage has a status of
      Completed
      .
      If you have no errors but still want to rerun the process:
      • Click
        Run
        .
      • For
        Process Options
        , select
        Rollback to Selected Stage and Reprocess
        .
      • For
        Select Stage
        , select
        Enrichment
        .
      • For
        Include Dismissed
        , leave unchecked.
      • Click
        OK
        .
      Workday rolls back the transactions to the Enrichment stage and reprocesses the transactions.
      If there are any errors in the run, you'll see a
      View Errors
       button for the stage on the
      View by All Runs
       tab.
    4. Click
      View Errors
      to view any errors. See View, Resolve, and Reprocess Errors.
      Before you run detailed accounting, ensure you've resolved or dismissed all errors from the Enrichment 1 stage.
  5. Create Detailed Accounting
    You can generate detailed accounting for financial, operational, and managerial reporting.
    1. (Optional) Create Custom Validations, see Concept: Custom Validations for Detailed Accounting.
    2. Access the
      Find Accounting Center Batch
       report.
    3. On the
      Find Accounting Center Batches
       page, for
      Batch Type
      , select
      Primary Source
      .
    4. Click the Batch for which you want to create detailed accounting.
    5. On the
      View Accounting Center Batch
       page, select the
      Current View by Stage
       tab.
    6. For the
      Detailed Accounting
       stage, click
      Run
      .
      Workday displays the
      Run Accounting Center Event
       page.
    7. As you complete the task, consider:
      Field
      Description
      Accounting Source
      Stage
      Batch
      Workday automatically populates these fields:
      • Accounting Source
      • Stage
      • Batch details
      Process Options
      Select
      Run Unprocessed Transactions
       to have Workday create detailed accounting for unprocessed transactions.
    8. Click
      OK
       and then
      Done
      .
      The process initiates an
      Accounting Center Detailed Accounting
       event.
    9. On the
      Current View by Stage
       tab, confirm that the Detailed Accounting stage has an
      In Progress
       status.
    10. Click the
      View by All Runs
       tab and confirm that the Detailed Accounting stage has an
      Primary Process In Progress
       run status.
    11. Refresh the page to confirm that the Run Status for the Detailed Accounting stage has a status of
      Completed
      .
      If you have no errors but still want to rerun the process:
      • Click
        Run
        .
      • For
        Process Options
        , select
        Rollback to Selected Stage and Reprocess
        .
      • For
        Select Stage
        , select
        Detailed Accounting
        .
      • For
        Include Dismissed
        , leave unchecked.
      • Click
        OK
        .
      Workday rolls back the transactions to the Detailed Accounting stage and reprocesses the transactions.
      If there are any errors in the run, you'll see a
      View Errors
       button for the stage on the
      View by All Runs
      tab.
    12. Click
      View Errors
      to view any errors. See View, Resolve, and Reprocess Errors.
      Before you run Summarization, ensure you've resolved or dismissed all errors from the Detailed Accounting stage.
  6. Create Summarized Accounting
    You can generate summarized accounting to aggregate detailed accounting results.
    Summarized journals won't check for budget check and will post even if they cause the budget to exceed.
    1. On
      View Accounting Center Batch
       page, select the
      Current View by Stage
       tab.
    2. For the
      Summarization
       stage, click
      Run
      .
      Workday displays the
      Run Accounting Center Event
       page.
    3. As you complete the task, consider:
      Field
      Description
      Accounting Source
      Stage
      Batch
      Workday automatically populates these fields:
      • Accounting Source
      • Stage
      • Batch details
      Process Options
      Select
      Run Unprocessed Transactions
       to have Workday create summarized accounting for unprocessed transactions.
    4. Click
      OK
       and then
      Done
      .
      The process initiates the
      Summarization Event
      process.
      The summarization process will fail if the summary journal exceeds the maximum limit of 2 million lines. Workday recommends that you update your configuration or ingested data so that the summarization results in fewer journal lines.
    5. On the
      Current View by Stage
       tab, confirm that the Summarization stage has an
      In Progress
       status.
    6. Click the
      View by All Runs
       tab and confirm that the Summarization stage has an
      Primary Process In Progress
       run status.
    7. Refresh the page to confirm that the Run Status for the Summarization stage has a status of
      Completed
      .
      If there are any errors in the run, you’ll see a
      View Errors
       button for the stage.
    8. Resolve, fix, and reprocess any errors. See View, Resolve, and Reprocess Errors.
      Before you can view summarized accounting, ensure you’ve resolved all errors from the Summarization stage.
  7. View Summarized Journals for the Batch
    1. From the related actions menu of the batch, select
      Accounting Center Batch
      View Accounting Center Summary Journals
      .
    2. Click the journal for which you want to view summarized accounting.
    3. To navigate back to the Accounting Center batch, from the related actions menu of the journal, select
      Journal Entry
      View Accounting Center Batch
      .
    To review all summarized journals for the accounting source, see View Summarized Journals.