Master data: General ledger accounts

You can use general-ledger master data to populate the account list with choices.

When you code an invoice, you must specify an account for each coding line. To simplify this process, you can use general-ledger master data to populate the account list with choices. This way, you do not have to remember all of the account codes.


General ledger accounts

You use Online Connect to import master data in XML format.

Note Creating master data in XML format requires knowledge of XML.

Master data must adhere to an XML schema, which describes the structure the XML document you upload. Only the fields specified in the schema are allowed. You can omit some elements, but the order must remain the same. See the schema and example XML below for reference.

Tip ERP systemERP system and use automatic uploading, or update the master data using the API.

General ledger accounts XML Schema

The general ledger accounts schema is listed below for your convenience. For the most up-to-date and complete schema, refer to the API documentation.

<xs:complexType name="GeneralLedgerAccounts">
    <xs:sequence>
      <xs:element minOccurs="0" maxOccurs="unbounded" name="GeneralLedgerAccount" nillable="true" type="GeneralLedgerAccount" />
    </xs:sequence>
  </xs:complexType>
  <xs:element name="GeneralLedgerAccounts" nillable="true" type="GeneralLedgerAccounts" />
  <xs:complexType name="GeneralLedgerAccount">
    <xs:sequence>
      <xs:element minOccurs="0" name="Code" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Name" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Group" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Description" nillable="true" type="xs:string" />
      <xs:element minOccurs="0" name="Active" type="xs:boolean" />
    </xs:sequence>
  </xs:complexType>
  <xs:element name="GeneralLedgerAccount" nillable="true" type="GeneralLedgerAccount" />

Example

You can use the XML below as an example to create your own master data.

<?xml version="1.0"?>
<GeneralLedgerAccounts xmlns:i="http://www.w3.org/2001/XMLSchema-instance">
<GeneralLedgerAccount>
<Code>123</Code>
<Name>Account 123</Name>
<Group>Group 1</Group>
<Description>Purchases for account 123</Description>
<Active>true</Active>
</GeneralLedgerAccount>
<GeneralLedgerAccount>
<Code>456</Code>
<Name>Account 456</Name>
<Group>Group 2</Group>
<Description>Purchases for account 456</Description>
<Active>true</Active>
</GeneralLedgerAccount>
<GeneralLedgerAccount>
<Code>789</Code>
<Name>Account 789</Name>
<Group>Group 3</Group>
<Description>Purchases for account 789</Description>
<Active>true</Active>
</GeneralLedgerAccount>
</GeneralLedgerAccounts>

Using general ledger master data without the Workflow service

Although account coding requires the Workflow service, you can use general-ledger master data without the Workflow service to suggest field values for header and line-item fields. To utilize this feature:

  1. For each field type (header and/or line item) you want to connect to the general ledger master data, add a custom field or connect to the master data to an existing field.
    • For the header field, the Type name must be GeneralLedgerAccount with the Type set to String.
    • For the line-item field, the Type name must be LIT_GeneralLedgerAccount with the Type set to String.
  2. When adding the custom field(s), select Use master data to suggest fields, and in the box below that setting, select the general ledger master data that you want to use.

    After you upload the general ledger master data, it appears in the Master data view in Admin Center.