Working with Transaction Types

Use of transaction types allows you to create as many unique adjustment and support types as you need to suit your reconciliation requirements. An administrator sets up the transaction types during set up of Transaction Matching. There are two default transaction types provided:

  • Adjustment Type
  • Support Type

Configuring each transaction type allows the user who is creating the adjustment to select from a list of available adjustments for this reconciliation and the system provides all the information required to post a journal from that reconciliation. A Preparer can also input ad-hoc information by adding comments and attachments. For example, you may want to configure an Adjustment type for a reconciliation for each expense account for that reconciliation.

Note:

An Administrator may want to set up certain adjustment types used for auto matching and then hide those adjustment types from other users so that they are not selectable for manual matching. Hiding the adjustment type can be done during creation or editing of the adjustment type by deselecting using the Allow Adjustment Type for Manual Match Rule check box. By default, the check box is selected. Note that the adjustment type cannot be hidden if the adjustment type is used in one or more suggested match rules. Suggested matches created prior to hiding the adjustment type, can show the hidden adjustment type on transaction search but they cannot be confirmed

The configurable Support types is very similar to the Adjustment Type process in that the Preparer can now select from a list of available support types for that reconciliation, allowing them to easily mark their unmatched transactions into support categories that make sense for that reconciliation.

Within an Adjustment Type or Support Type, the attributes are global attributes. This means that you create attributes and other users can reuse them and they appear in a drop down list.

Creating a New Adjustment Transaction Type

  1. From Application, select Match Types, then select the match type you want to edit and under Actions, select Edit.
  2. Select the Transaction Types tab and then select Adjust.

    Note:

    The match type has to be in Pending status.

    Edit Match Type showing hide adjustment types check box

    You can see a list of transaction types on the left.

  3. You can change the name and description associated with Default Adjust ID.
  4. To create a new adjustment type, click New Transaction Type.
  5. Enter an ID (up to 25 characters identifying this transaction type), a name (up to 50 characters), and optionally, a description (up to 250 characters).
  6. You can add new attributes by clicking New Attribute. Attributes are global attributes so can be created and they are available for use by other users in a drop down list. See Creating Global Adjustment and Support Attributes

    Note:

    You can also use an existing global attribute which is available from the drop down list.
    • Text - Used for large comments, descriptions, etc and can be up to 255 characters long.

      Note:

      To import string values containing a comma (,) the string value must be enclosed in double quotes. When the string is enclosed in double quotes, you must enclose all other double quotes in the string in a second set of double quotes. Examples are shown in this table.
      String Value Import Status
      "GM LLC - GMNA, formerly ""NAO"" ADMIN STAFF" Successful (entire string value in double quotes and second set of quotes around NAO)
      "GM LLC - GMNA, formerly "NAO" ADMIN STAFF" Import Error (no second set of double quotes for NAO)
      "GM LLC - GMNA, formerly NAO ADMIN STAFF" Successful (double quotes around string value)
      GM LLC - GMNA, formerly NAO ADMIN STAFF Error (no double quotes around string value)
    • Date-the format when loading transactions should be DD-MMM-YYYY or DD-MMM-YY.
    • Number:

      Used for amount fields up to 18 digits (12 digits plus up to 6 decimal places) and can be positive or negative. A negative number can be indicated during import by using the minus sign, for example, -1,000.00 while importing but will show on the user interface as (1000.00)

      Integer: Used for non-decimal values up to 18 digits and can be positive or negative.
    • List:

      Used to configure a List of Values and upper and lowercase do not matter when importing.

    • Yes/No:

      Used for a Boolean field that can be left Blank, Yes (1,Yes,YES,Y,y,T,t,True,TRUE,True) or No (0,No,NO,N,n,F,f,False,FALSE,False)

  7. To hide an adjustment type from being used by users during manual matching, deselect the Allow Adjustment Type for Manual Match Rule check box. By default, the check box is selected. Note that the adjustment type cannot be hidden if the adjustment type is used in one or more suggested match rules.

You will see transaction types when you work on:

  • Editing match rules
  • Working with Suggested Matches
  • Auto match with adjustments

Creating a New Support Transaction Type

  1. From Application, select Match Types, then select the match type you want to edit and under Actions, select Edit.

    Note:

    The match type has to be in Pending status.
  2. Select the Transaction Types tab and then select Support.

    You can see a list of transaction types on the left. This is an example showing the default support type.
    screenshot of the Transaction Types: Support tab showing the Default Support transaction type

  3. You can change the name and description associated with Default Support ID.
  4. To create a new support type, click New Transaction Type.
  5. Enter an ID (up to 25 characters identifying this transaction type), a name (up to 50 characters), and optionally, a description (up to 250 characters).
  6. You can add new attributes by clicking New Attribute.
    • Text- Used for large comments, descriptions, etc and can be up to 255 characters long.

      Note:

      When the value in a text string is enclosed in double quotes at the beginning and ending of the string, use double quotes when you have comma in between. For example: "GM LLC - GMNA, formerly ""NAO"" ADMIN STAFF"
    • Date-the format when loading transactions should be DD-MMM-YYYY or DD-MMM-YY.
    • Number:

      Used for amount fields up to 18 digits (12 digits plus up to 6 decimal places) and can be positive or negative. A negative number can be indicated during import by using the minus sign, for example, -1,000.00 while importing but will show on the user interface as (1000.00)

      Integer: Used for non-decimal values up to 18 digits and can be positive or negative.
    • List:

      Used to configure a List of Values and upper and lowercase do not matter when importing.

    • Yes/No:

      Used for a Boolean field that can be left Blank, Yes (1,Yes,YES,Y,y,T,t,True,TRUE,True) or No (0,No,NO,N,n,F,f,False,FALSE,False)