PO Expense Account Rules Upload creates, updates and deletes the expense account rules of Purchasing, the rules of the Expense Account Rules setup page. A rule replaces one segment of the expense account that the PO and requisition Account Generators build with a fixed value, for all items of a purchasing category. The upload downloads the rules of an operating unit for editing and returns a result report with the outcome of every row.
When to use it
- Set up the expense account rules of a new operating unit in one step.
- Change the segment values of many rules at once, for example when accounts or departments are reorganized.
- Move rules to another purchasing category or segment.
- Delete rules that are no longer needed.
Before you start
- You are signed in to a responsibility with access to the operating unit and to the upload in Blitz Report. The download and the Operating Unit list show the operating units of your security profile.
- The purchasing categories are enabled categories of the default category set of Purchasing.
- The segment values are active values of the segment’s value set. Parent values cannot be used.
Choose a template
The default template is Default.
| Template | Use it for |
|---|---|
| Default (default) | Creating, updating and deleting expense account rules, with all columns. |
| Create Rules | An empty sheet for new rules, without the Delete Rule column. Upload Mode is locked to Create and the Category and Segment Name parameters are hidden. |
Step 1 – Set the parameters
Open PO Expense Account Rules Upload in Blitz Report, choose the template and set the parameters. They decide which rules are downloaded.
| Parameter | Meaning |
|---|---|
| Upload Mode | Create gives you an empty sheet. Create, Update (default) also downloads the existing rules. |
| Operating Unit | Restricts the download to the operating unit. It is also the operating unit of new rows. |
| Category | Restricts the download to the rules of the purchasing category. |
| Segment Name | Restricts the download to the rules of the account segment, for example Account or Department. |
Step 2 – Run to download the Excel file
Click Run. With Create, Update, the file has one row per rule. Category Description and Segment Value Description are read-only and are filled in from the category and the segment value. With Create, the sheet is empty.
Step 3 – Enter the rules
Change the downloaded rows, or add rows for new rules. There is one rule per operating unit, category and segment.
- Operating Unit – defaults to the Operating Unit parameter.
- Account Rule Type – defaults to ITEM CATEGORY.
- Account Rule Value – the purchasing category, for example MISC.MISC.
- Segment Name – the segment of the operating unit’s chart of accounts that the rule replaces, for example Account.
- Segment Value – the value the segment takes, from the list of the segment’s values.
- Delete Rule – Yes deletes the rule. It is available on downloaded rows only.
Step 4 – Validate and Save
Click Validate and Save. This checks for missing required values and for values that are not in their lists, marks the rows Valid and saves the file. Correct any rows it flags before uploading.
Step 5 – Upload the file
In Blitz Report click Upload and select the saved file. The upload request processes the rows in order. Each row is saved or rejected on its own, so a rejected row leaves nothing behind and does not affect the other rows.
Step 6 – Review the result report
When the request completes, a result report opens listing every uploaded row with its status and a message, for example Expense account rule created., Expense account rule updated., Expense account rule deleted. or No change., or the reason the row was rejected. The result report shows the values as they were saved in Oracle.
What’s produced
- Expense account rules of Purchasing, one per operating unit, category and segment.
- Each row is saved on its own. A row that fails leaves nothing behind and does not affect the other rows.
- A result report listing every row with a status (success or error) and a message.
Common questions
Can I change the category or the segment of a rule?
Yes. Change the Account Rule Value or the Segment Name on the downloaded row. The downloaded row identifies the rule, so the rule is changed rather than a new one created. The row is rejected when the operating unit already has a rule for the new category and segment.
What happens when I enter a new row for a category and segment that already has a rule?
The existing rule takes the Segment Value of the row. No second rule is created.
How do I delete a rule?
Download it with Create, Update and set Delete Rule to Yes on its row.
Can I use a rule for several segments of the same category?
Each rule replaces one segment. Enter one row per segment, for example one for the Account and one for the Department of the same category.
Troubleshooting
| Message | Cause | What to do |
|---|---|---|
| Missing values for required field/s: … | Operating Unit, Account Rule Type, Account Rule Value, Segment Name or Segment Value is blank. | Fill in the columns named. |
| Please enter a unique rule. … for segment … already exists. | A downloaded rule was changed to a category and segment for which the operating unit already has a rule. | Change the Segment Value of that other rule instead, or delete it first. |
| Segment Value … is not an active value of segment … | The value is disabled, end-dated or a parent value, or it is not a value of the segment, for example after the Segment Name was changed. | Choose a value from the Segment Value list. |
| Segment Name is invalid for the chart of accounts of the operating unit. | The segment is not an enabled segment of the operating unit’s chart of accounts, for example after the Operating Unit was changed to one with another chart of accounts. | Choose a segment from the Segment Name list. |
| Delete Rule applies to an existing rule only. | The rule of the row no longer exists, for example because it was deleted after the download. | Download the rules again. |