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Adding row data to your first journal

Modified on Tue, 23 May 2023 at 11:02 AM

When you are creating your first journal, not only will you have the header section, where you will add in details such as the company code and posting date (covered here) but you will also have row data at the bottom of your screen where you will add the accounting segments configured for your ERP.

This is where you will set the accounts and amounts and other segment data required for your journal entry.

Where configured, these segments can have drop-down arrows where you can bring up lists of data. For example, if you click on the arrow under Accounts, Aico will bring up a list of available accounts for you to choose from.

Where Aico is importing lists of data from the ERP, then this is typically done once a day, usually overnight. Therefore, if an account, cost center etc. is added to your ERP after Aico has last imported the list, it is still possible to enter the new account, cost center etc. in the Aico journal, even if it does not appear. Where a live validation is in place, then invalid accounts, cost centers etc. will be identified when the validation is run. 

This also works the other way around. For example, if a cost center is on the list, but has been closed since Aico last imported the lists, it will still appear, but the validation will catch the error.

Validation Errors

There are three main types of validation errors for row data.

1 Invalid data

2 Missing mandatory data

3 ERP errors

1. Invalid data.

If there is invalid data, such as a mismatch in the amounts in the Debit and Credit columns, you will be given more information across the top of the screen in a yellow bar. 

2. Missing mandatory data

Fields marked with an * are mandatory. If you have not completed a mandatory field, the relevant line will be highlighted.

3. ERP errors

Some errors will be a result of incorrect data being sent back from the ERP.

 Hover over the box containing the error to reveal the detail of the message being returned by the ERP. The box will be yellow and have a red corner.

Complete the fields as requested and press Validate again.

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