Best practices for Integration and Data migration using journal entities

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Lately I have been working on some of the challenging data migration activities and wanted to share my experience using data management module with “Journal” entities (when I say journal entity it is General journal, Payment journals, Fixed asset journal etc…).

In this blog, I will highlight the best way to use journal entities for optimizing the data load and integration using these entities.

#1: Setup number sequences for journal batch number:

To import using the journal entities, number sequence for journal batch number must be setup and assigned in General ledger parameters. The import job will automatically allocate journal batch number.

Note: The number sequence cannot be setup with ‘Manual’ option.

Journal_Entity_01

#2: Financial dimension configuration for integration applications:

In D365, financial dimension configuration is mandatory for integrating through data management and Excel.

Configure ‘Ledger dimension format’ type for journal entries with account type ‘Ledger’ to define the order in which the segments of financial dimensions needs to be imported.

Configure ‘Default dimension format’ type for journal entries with account type Vendor, Customer, and Fixed asset to define the order in which the segments of financial dimensions needs to be imported.

General ledger > Chart of accounts > Dimensions > Financial dimension configuration for integrating applications

Journal_Entity_02

#3: Journal name setup:

Setup the journal name with voucher series, journal type etc..

The most important configuration to optimize the load process is by enabling the ‘Number allocation at posting’ check box. After the check box is enabled, the voucher number assigned in the journal lines are temporary. During the posting of the journal, actual voucher series from journal name setup will be used to replace the temporary number.

General ledger > Journal setup > Journal names

Journal_Entity_03

#4: Import file considerations

Below are the best practices to be considered in import file for successful migration, integration and optimization.

  • [Column A] Journal batch number to be empty; Dynamics 365 for Finance and Operations will automatically assign the new journal batch number using the number sequence assigned in GL parameters. System will create one journal for all lines in the file.
  • Note: If the journal need to be split, create empty journal first in D365 and assign the journal batch number in the import file, the journal lines will be imported in respective journals. This is not recommended for integration.
  • [Column B] Line number to follow sequence of numeric values for future analysis.
  • [Column C] Account value to follow the order of financial dimensions defined in the setup ‘financial dimension configuration for integration application’.
  • [Column H] Description field is mapped to journal header description, keep the same description for all the lines in a file; however, if the journals are split, different description can be used per journal.
  • [Column J] Journal name with ‘Number allocation at posting’ setup should be selected in each line.
  • [Column M] Text field is mapped to journal line description; the best practice is to assign different description per transaction for future analysis.
  • [Column O] Voucher number must be filed in a file. However, this number is temporary and will be overwritten during the posting of journal. The lines of the journal must be grouped correctly per transaction.
  • For example, as shown in screenshot below, Temporary number ‘TRNS1’ is assigned to first two lines and ‘TRNS2’ is assigned to last four lines in the file.

Journal_Entity_04.PNG

Note:  The best practices suggested above are on the common fields used in journal entities.

#5: Import example

From the setup defined above and considering the best practices in the import file, the results will be as follows,

After import before posting the journal:

Journal_Entity_05

After posting the journal:

Journal_Entity_06

Thanks!

Namith Hosmane

Disclaimer:
This is a personal blog. Any views or opinions represented in this blog are personal and belong solely to the blog owner and do not represent those of people, institutions or organizations that the owner may or may not be associated with in professional or personal capacity, unless explicitly stated. All content provided on this blog is for informational purposes only. This blog makes no representations as to the accuracy or completeness of any information on this site.

 

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