Exporting to exact globe
This article will discuss setting up the export format in SRXP for importing XML's in Exact Globe.
To create/edit a export format in SRXP you need to have administrator rights. When you have administrator rights you will see a gear icon in the right top of your home screen. There you can navigate to 'Export' > 'Export formats' to create and edit your export formats. Below you will find mandatory fields/data that your Globe export format will require, how to set it up and some examples.
To successfully import a transaction to Exact Globe, the export needs to contain at least the following data:
1 Financial booking number
2 Journal code
3 Journal type
4 A description
5 Transaction date
6 GL account code
7 GL account description
All points will be discussed further down the article.
When creating a export format there are some basic settings that need to be defined first.
Most fields are self explanatory. Three important fields are:
Firstly, 'Expense types to export'. this refers to the different types of statements that are available in SRXP. Here you can select which types are to be included in a export.
Secondly is the 'Amount format', this needs to be '1 234.56'. Any other format will not work for Globe. The amounts in the financial booking will be off after the import has been done.
Lastly, the 'Module' field defines what type of journal is used in Globe. This satisfies point 3 of mandatory data for a Globe import.
Number 1 is satisfied by the Globe financial import functionality. The XML from SRXP will not contain any data regarding this and therefore Globe will use the next booking number that is available.
After these basic settings there are 2 sections for defining the export format.
The above sections function as a sort of mapping where you map the required Globe information from the 'ID' column to fields in SRXP that contain the right values. This allows for a lot of flexibility. Below you will find some common practices, other options can be discussed during the implementation process, Admin Day or through support.
The 'report values' section refers to fields that are available for reports and the 'expense values' section similarly refers to fields available to an expense/statement line. Mandatory points 2 and 4 are defined in the 'Report values' and 5, 6 and 7 are defined in the 'Expense values' section.
Concerning the mandatory data/fields there are some common practices:
2. Journal code:
The journal code is often the same for every booking. because of this it is common practice to select the 'Constant' value for the 'Journal' ID. You can then fill in the journal code in the 'Type' column. This means that when using this export format it will always be booked on that journal code. If you book on multiple Journals, there are other alternatives. You can for example copy the details of a existing export format and just change the journal code. Then you just need to keep in mind which export to use when.
4. A description:
This is the 'Report description' row from the report section. In most cases the 'Report title' is used as you can see in the screen shot below, but other options are possible. You can pick whatever your company prefers. In Globe this will be the description shown in the header of the booking.
5. Transaction date:
As shown in the screen shot below, the standard value for 'Date' should be 'Expense date'. Any other value can cause errors. 'Date' is defined in the 'Expense values' section. Regarding the date format, it is advised you use the same format that is used in Globe. Globe uses the date format of the computer it is installed on.
6. GL account code:
This is the GL account in the 'ID' column of the 'Expense values' section. There are many possibilities to define this in SRXP. Depending on your companies working method you can determine the GL account per employee, category, project to name a few. The most common practice is to use the category code as shown below.
7. GL account description:
This is 'Description' from the 'Expense values' section and is shown in the booking line in Globe. Here it again depends on your companies working method regarding what you want to see here. Often the 'Expense description' is used here which can be filled out by the Submitter, Approver and Exporter depending on your SRXP settings. You can also use other fields like 'Supplier'. Keep in mind only 1 description can be used per form and expense since Globe only has 1 field available for each of those. We can however merge 2 descriptions into 1 by using smartstrings. You may contact support for more information regarding the smartstring options.
This covers all the mandatory fields required by the import. However to complete the booking in Globe you probably want to include some other fields like the following: Creditor code, Cost center, Debit/Credit amounts, Currency, VAT codes and Payment method.
Creditor code & Cost center:
The creditor code and cost center are often defined per user in SRXP. When editing a user, Gear > User settings > Users > select the eye behind the user, you can define the 'Employee/creditor number' and 'Establishment' for a user. (Note: Establishments need to be created separately unless they are imported along with the users). These can then be used for the 'Creditor code' and 'Cost center' rows in the 'Expense values' respectively. You do this by matching the 'Creditor code' from the ID column to the 'Reporter employee/creditor number' of the value column. For Cost center you match 'Cost center' from the ID column to 'Reporter establishment code' in the value column. This code has to match with the Cost center in Globe.
The Debit and Credit amounts of the reports need to be defined in the 'Report values' section and the amounts for expenses similarly in the 'Expense values' section.
For the report you almost always use 'debit amount' and you match this to 'Report total'. For the 'Debit amount' in expenses there are 4 options. All of these are called 'Expense amount'. The options distinguish themselves in having tax included or excluded and whether or not the expense or export currency should be used. It is up to the company to decide which will be used.
On the topic of the currency setting. At the start of this article, one of the basic settings was currency. The currency you selected there will be the default used when no other setting/field is defined. So if you leave the row 'Currency' in the report and expense sections empty, the default setting will be used.
Lastly there is VAT codes. These will be created during the implementation process.
After that it is mostly up to the exporters to designate the proper VAT codes/percentage for expense lines. This because exporters are often financial administrators and know better which percentage to use than submitters/approvers. For the export format you define the VAT code in the 'Expense values' section. The most common practice is to match the 'VAT code' from the ID column to the 'Expense amount VAT code' value. Here it is again important that the VAT codes match the ones in Globe.
For the payment method almost always 'Cash (to receive)' is used. In SRXP you can create several different payment methods. When maintaining payment methods there are 2 basic options for ensuring they get exported and accepted by Globe correctly. You can either ensure that the 'Code' column matches the codes of the payment conditions in Globe or you can use the 'Free field C1' and fill in the Globe payment conditions codes there. You can check/maintain payment conditions in Globe under [System, General, countries, Payment conditions].
Depending on which method you choose to use, the correct field needs to be matched for the 'Payment condition code' row in the 'Expense values' section. When you use the code field it needs to be matched to 'Expense payment method code'. When you use 'Free field C1' it needs to be matched to 'Expense payment method free 1'. See screen shots below.
When all these fields have been defined and you saved the export, you can start exporting to Exact Globe. The steps for exporting will be explained in the next section.
Manual import in exact globe
import in XML > financiële import > financiële boekingen