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Map Your Source Data to Accounting Sets

Choose which source record fields to use for transaction journal records generation by mapping them to accounting set fields.

REQUIRED EDITIONS AND USER PERMISSIONS
Available in: Lightning Experience
Available in: Enterprise, Performance, Unlimited, and Developer Editions with Accounting Subledger
User Permissions Needed  
To set up accounting sets: Manage Accounting Subledger

Before you start setting up accounting sets, make sure that the values on your source records don't exceed the allowed size in the target fields on the Transaction Journal object. For example, a Long Text Area field can contain values that are too large to store in a regular text field. Such values cause errors when the Accounting Subledger job runs. Also make sure that the source fields that you're planning to map to accounting sets exist and are of the expected type. For example, your source object must have a date type field to map to the accounting set's payment date.

For examples of accounting set configurations, see Accounting Set Example Configurations.

Specify the Source Objects

  1. From Setup, in the Quick Find box, enter Accounting Sets, and then select Accounting Sets.
  2. Enter a name for your accounting set.
  3. Select the number of source objects based on the object model that you want for the accounting set. See Object Models for Accounting Sets.
  4. Select the primary object and additional objects as needed, keeping in mind these requirements.
    • Each object that you select after the primary object must be related to the previously selected objects.
    • The secondary object must have a lookup or master-detail relationship to the primary object.
    • The tertiary object must have a lookup or master-detail relationship to both the primary and secondary objects.
    • The object that you choose as the fund object must have a lookup relationship to the tertiary object's fund object and is always the last object that you select.
    • You can select an object only one time. For example, if you map the Account object to the primary object, you can't select it for another object.
  5. Click Next.

Specify the Source Fields

Next, for each source object, map its fields to the accounting set's target fields.

  1. If you're not already editing an accounting set, from Setup, in the Quick Find box, enter Accounting Sets, and then select Accounting Sets.
  2. Next to the accounting set to configure, click Show Actions icon, and then select Edit.
  3. Click Next.
  4. Select the name of the field on the source object that contains the data. The expected data type is indicated in parentheses, such as (Date) or (Checkbox). The dropdown only lists the source fields that match that data type.
Accounting Set Field Purpose

Amount

(One- or two-object model)

 The primary object's revenue or expense amount.

Amount

(Three-object model)

 The primary object's revenue or expense amount, and the secondary object's allocation amount.

Amount

(Four-object model)

 The primary object's overall amount, the secondary object's revenue or expense amount, and the tertiary object's allocation amount.
Check/Reference Number The check or reference number that's recorded when the record is marked paid or written off. Make sure that the source data value is less than or equal to 40 characters.
Committed Date The date on which the revenue or expense is first promised. If left empty, the default value is the date on which the Accounting Subledger job runs.
Fund Name The name of the fund account to which the revenue or expense is allocated. It can also be an account number. Salesforce uses this value as the GL code. Make sure that the source data value is less than or equal to 100 characters.
Generate Expected Revenue/Expense

Controls whether to apply accrual accounting or cash accounting to generate transaction journal records.

  • If this checkbox is selected on the source record, Salesforce generates records for both scheduled and paid revenue and expenses.
  • If this checkbox is deselected on the source record, Salesforce generates records only for paid revenue and expenses.

By default, this value is deselected.
Payment is Paid If selected, the source record was marked as paid.
Payment Method The payment method used. Make sure that the source data value is less than or equal to 255 characters.
Payment Paid Date The date on which the record was paid.
Scheduled Date The date on which the record is scheduled to be paid.
Transaction Date

The date on which the revenue or expense is expected, received, or adjusted. The required mapping depends on the type of revenue or expense and the object model.

  • Paid revenue or expense: In the four-object model, map an additional transaction date for the secondary object. Salesforce only uses this date for that payment or expense. Otherwise, it uses a single transaction date field for all source records. In all other object models, map the transaction date for the primary object.
  • Expected revenue or expense: For all object models, Salesforce uses the transaction date that you mapped for the primary object for all source records.
Note
Note If you mapped your own dates to the Transaction Date field, we recommend that you configure automation tools to set that date accordingly on your source records in response to other changes. For example, you can use Process Builder or Flow Builder to update the transaction date to the current date when someone creates a record or updates the payment date. Otherwise, Salesforce sets the transaction date to the date on which the accounting scheduled job runs.
Written-Off If selected, the source record was marked as written off. By default, this value is deselected.