Ledger Segment Integration

LeaseAccelerator requires maintaining some master data such as:

• Lessees

• Funders

• Entity

• Business Units (SBU)

• Vendors

• Cost Centers

• System users (with different roles and responsibilities)

• People included in LeaseAccelerator workflow (asset owners, asset users, etc.)

• Addresses

• GL Accounts (codes)

• Custom Participants

LeaseAccelerator allows clients to maintain master data through many options; user interface, Bulk import feature (CIW) and importing from ERPs and other sources via integration through any supported method. (See Master data integration for details).

When a client defines ledger(s), they select “Segment(s)” mapped to corresponding segments in the ERP system. LeaseAccelerator supports up to 11 segments for each ledger.

Usually, those segments are selected from available master data files, and they are called “Ledger Segments.”

Once a segment is selected for a ledger, the values for such segment can be synchronized with the sources system (ERP or other) through “Ledger Segment Integration” covered in this section.

Whenever the client retires values (entries) of the ledger segments or creates new ones, LeaseAccelerator must be synchronized to reflect the new values for the segments to maintain addressing the same values as the client’s ERP. LeaseAccelerator can be integrated with the source of this master data or segment values.

Download a PDF version of the Enterprise Integration User Guide.

Business architecture

The client can update the ledger segments in LeaseAccelerator as needed or on a regular basis. The client must update LeaseAccelerator for each segment.

When receiving updates, LeaseAccelerator expects to receive the full set of values, not only the new ones.

For each segment received, the system will match the received values to the existing values:

• Matching values remain active; changes in name overwrite the existing name.

• New values and their corresponding names are added and activated.

• Old values not received in the update file are retired (marked inactive).

For example, a client configured LeaseAccelerator segments as follows:

The company may have two scenarios for updating the segment values:

• A new entry needs to be added.

• Descriptions need to be updated.

Adding a new entry

In the ERP, the client adds a new entry for the company in segment 1 (in the ERP which is – for example - mapped to the ASC 842 Ledger). The new entry has the value of 101 to represent “South Africa”. The client now needs to add this entry to LeaseAccelerator. The client must send a list of all active values for this segment, including the new entry. One of the entries should look like the following:

When LeaseAccelerator processes this entry, it fetches the source “ASC 842 Ledger” and the segment named “company” for a value code equal to “101”. When LeaseAccelerator does not find it, LeaseAccelerator automatically adds it.

Updating descriptions

The client decides that the official name for South Africa must be updated to Republic of South Africa and makes the update in the ERP. The same update must be made in LeaseAccelerator.

The client must send a list of all active values for this segment, including the updated description. One of the entries should look like the following:

When LeaseAccelerator processes this entry, it fetches the source “ASC 842 Ledger” and the segment named “company” for a value code equal to “101”. LeaseAccelerator finds the record and recognizes that the name is different so LeaseAccelerator updates the name by overwriting the existing name and keeps the entry active.

Integration process

P100: Start

The client’s integration engine automatically triggers this process. The engine can either run the export values for each segment individually and then follow the process for each segment or the engine can run the export values for all segments at one time.

P200: Extract ledger segments values

The client’s integration engine extracts the ledger segment values (entries). Each segment value can be extracted in a separate file or all segment values in one file. LeaseAccelerator can process it successfully using the Attribute field to identify the segment.

Each file must include all values for the exported segment(s), not just the new ones.

P300: send ledger segment values to LeaseAccelerator

P400: Receive ledger segment values files

LeaseAccelerator’s file-watcher automatically detects the Ledger Segment file. (Note that Ledger Segment values can also be uploaded manually using the Bulk Import functionality in the LeaseAccelerator application.)

P500: Validated?

LeaseAccelerator inspects the file for errors and potentially invalid entries.

P600: Retire old values & activate new values

LeaseAccelerator matches the received entries to the existing ones as follows:

• Matching values remain active, changes in name overwrite the existing name.

• New values and their corresponding names are added and activated.

• Old values not in the Ledger Segment file are retired and marked inactive.

LeaseAccelerator sends an email to the designated person.

P1000: Stop

The process ends, and the client updates the proper log.

Additional use cases

Integration data

During the integration process, LeaseAccelerator receives data from the Ledger Segment file as shown in the LS-C1 connection in the integration process diagram on page 49.

Ledger segments to LeaseAccelerator

LeaseAccelerator expects the following data structure:

If you don’t specify the source ledger to use to resolve the attribute you are updating in the received file, the LeaseAccelerator importer chooses the oldest unretired ledger which is “Default Ledger” and searches for a segment name that matches the sent “attribute.”