General Ledger Workflows


General Ledger Workflows

General Ledger work-flows:

Receipts “ Apply To: Selected Items ” Work-flow

Due to technical limitations, the Epic SDK cannot directly implement the work-flow found when inserting a new Receipt with the “ Apply To:” option set to “ selected items.” Instead, a new method (Get_GeneralLedger_ReceiptDefaultApplyCreditsToDebits) was created that allows the user to update an existing Receipt to add an “ Apply To: Selected Items ” entry. Following is a description of the work-flow and then sample code demonstrating how the work-flow works when using a debit and a credit detail item.

Work-flow steps:

1. If the user wants to create a new Receipt that only has one “ Apply To: Selected Items ” detail item, the user needs to at this point create a new Receipt with a dummy detail item that will be deleted when the Selected Items detail item is added.

2. Call the “Get_GeneralLedger_ReceiptDefaultApplyCreditsToDebits” method with the Receipt number of the Receipt you wish to add an “ Apply to: Selected Items ” detail item and a detail item containing a DebitCreditOption of either Debit or Credit, the Agency which is associated with the Receipt, the amount of the Receipt, with ApplyTo = “ Selected Items,” a description, and the Account Lookup Code and Type.

3. You will now have a Receipt object with a new Detail Item (that is automatically set to insert when the Receipt object is updated). If you created a new Receipt with a dummy detail item, the dummy detail item should be set to delete so that it is deleted when the Receipt is updated. The steps are different if the Detail Item to be added is a debit or credit.

4. Debit: Select the credit you wish to apply the debit to and in the payments collection add a new payment with “ ApplyToDebitTransactionID = -1”. Enter whether it is a full or partial payment, and add how much the payment is for partial payments.

5. Credit: Find the new credit that was added and in the payments collection add a new payment with “ ApplyToDebitTransactionID = [ID of the debit item you wish to apply to]”. This can again be a full or partial payment.

6. Update the Receipt.

Note
The sample code is just an automated example of how this work-flow can work without user input. It is highly recommended that this work-flow be tied into some form of interface that takes user input, especially when selecting the debit or debit item that the payment should be applied to.

Sample Code For Receipt’s “ Apply To: Selected Items ” Work-flow:

' work-flow for Inserting a Receipt with one "Apply To: Selected Items" detail item for a DEBIT type detail item. Code is in Visual Basic 2008 written in Visual Studio 2008.

Copy

  1Class Sample
  2
  3  'Workflow for Inserting a Receipt with one "Apply To: Selected Items" detail item for a DEBIT type detail item.  Code is in Visual Basic 2008 written in Visual Studio 2008.
  4    Import statement
  5    Imports GeneralLedger = MYPROJECT.schemas.appliedsystems.com.epic.sdk._2011._01._generalledger
  6    Imports SDKv1 = MYPROJECT.schemas.appliedsystems.com.epic.sdk._2011._01
  7
  8  'Initializing Client and Header
  9    oClientV1 = New EpicSDK_2021_01Client
 10    oHeader = New schemas.appliedsystems.com.epic.sdk._2009._07.MessageHeader
 11
 12    oHeader.DatabaseName = "MY DATABASE"
 13  'Use the name of the Epic product database (usually defaulted to Epic)
 14
 15    oHeader.AuthenticationKey = "MY AUTHENTICATION KEY"
 16  'Authentication key can be obtained using the license utility in the Central server Software directory
 17
 18  'Initializing Receipt Object
 19  Dim oDat As New GeneralLedger.Receipt
 20
 21    oDat.DetailValue = New GeneralLedger._receipt.Detail
 22    oDat.DetailValue.DetailItemsValue = New GeneralLedger._receipt._detail.DetailItems
 23    oDat.DetailValue.DetailItemsValue.Add(New GeneralLedger._receipt._detail.DetailItem)
 24
 25    oDat.DetailValue.DetailItemsValue.Item(0).DebitCreditOption = New    MYPROJECT.schemas.appliedsystems.com.epic.sdk._2009._07._common.OptionType
 26
 27  'Setting Values for Inserting the Receipt + Dummy detail item
 28    oDat.BankAccountNumberCode = 124
 29    oDat.ReceiptAccountingMonth = 201009
 30    oDat.ReceiptDescription = "Test Selected Items Debit Workflow Receipt"
 31    oDat.ReceiptEffectiveDate = "12/7/2010"
 32    oDat.SuspendedReceipt = True
 33    oDat.DetailValue.DetailItemsValue.Item(0).DebitCreditOption.OptionName = "Debit"
 34    oDat.DetailValue.DetailItemsValue.Item(0).DebitCreditOption.Value = 0
 35    oDat.DetailValue.DetailItemsValue.Item(0).Amount = 100
 36    oDat.DetailValue.DetailItemsValue.Item(0).ApplyTo = "Account"
 37    oDat.DetailValue.DetailItemsValue.Item(0).DetailItemAccountLookupCode = "MY ACCOUNT LOOKUP CODE"
 38
 39    oDat.DetailValue.DetailItemsValue.Item(0).Description = "Test Selected Items Workflow Dummy Detail Item"
 40
 41    oDat.DetailValue.DetailItemsValue.Item(0).StructureAgencyCode = "MY AGENCY"
 42    oDat.DetailValue.DetailItemsValue.Item(0).StructureBranchCode = "MY BRANCH"
 43
 44  'Inserting Receipt with Dummy detail item
 45  Dim StoreReceiptID As Integer 'Need to store the Receipt ID from the inserted receipt for the next steps method
 46    StoreReceiptID = oClientV1.Insert_GeneralLedger_Receipt(oHeader, odat)
 47
 48  'Creating a detail item to pass to the Get_Default method
 49  Dim oGet As New SDKv1._get._generalledger.ReceiptGetResult
 50  Dim oDetail As New GeneralLedger._receipt._detail.DetailItem
 51
 52    oDetail.DebitCreditOption = New MYPROJECT.schemas.appliedsystems.com.epic.sdk._2009._07._common.OptionType
 53
 54    oDetail.DebitCreditOption.OptionName = "Debit"
 55    oDetail.DebitCreditOption.Value = 0
 56
 57    oDetail.ApplyToSelectedItemsApplyCreditsToDebits = New GeneralLedger._receipt._detail._detailitem.ApplyCreditsToDebits
 58
 59    oDetail.ApplyToSelectedItemsApplyCreditsToDebits.AgencyCode = "MYAGENCY"
 60    oDetail.Amount = 100
 61    oDetail.ApplyTo = "Selected Items"
 62    oDetail.Description = "test selected items debit workflow detail item"
 63    oDetail.DetailItemAccountLookupCode = "MY ACCOUNT LOOKUP CODE"
 64    oDetail.DetailItemType = "MY ACCOUNT TYPE"
 65
 66    oGet = oClientV1.Get_GeneralLedger_ReceiptDefaultApplyCreditsToDebits(oHeader, StoreReceiptID, oDetail)
 67
 68    If oGet.Receipts.Count > 0 Then
 69       odat = oGet.Receipts(Integer.Parse(Me.txtGetIndex.Text))
 70    End If
 71
 72  'Updating the Receipt to delete the dummy detail item and add the Selected Items detail item.
 73
 74    odat.DetailValue.DetailItemsValue.Item(1).Flag = schemas.appliedsystems.com.epic.sdk._2011._01._generalledger._receipt._detail._detailitem.Flags.Delete
 75    odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Item(0).Payments.Add(New TestJournalEntries.schemas.appliedsystems.com.epic.sdk._2011._01._generalledger._receipt._detail._detailitem._applycreditstodebits._common.PaymentItem)
 76    odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Item(0).Payments.Item(0).ApplyToDebitTransactionID = -1
 77    odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Item(0).Payments.Item(0).FullPayment = True
 78
 79    oClientV1.Update_GeneralLedger_Receipt(oHeader, odat)
 80
 81    MessageBox.Show("Methods Finished - Receipt ID = " + StoreReceiptID.ToString())
 82
 83  'Workflow for Inserting a Receipt with one "Apply To: Selected Items" detail item for a CREDIT type detail item.
 84  'Import statement
 85    Imports GeneralLedger = MYPROJECT.schemas.appliedsystems.com.epic.sdk._2011._01._generalledger
 86    Imports SDKv1 = MYPROJECT.schemas.appliedsystems.com.epic.sdk._2011._01
 87
 88  'Initializing Client and Header
 89    oClientV1 = New EpicSDK_2021_01Client
 90    oHeader = New schemas.appliedsystems.com.epic.sdk._2009._07.MessageHeader
 91
 92    oHeader.DatabaseName = "MY DATABASE"
 93  'Use the name of the Epic product database (usually defaulted to Epic)
 94
 95    oHeader.AuthenticationKey = "MY AUTHENTICATION KEY"
 96  'Authentication key can be obtained using the license utility in the Central server Software directory
 97
 98  'Initializing Receipt Object
 99  Dim odat As New GeneralLedger.Receipt
100    odat.DetailValue = New GeneralLedger._receipt.Detail
101    odat.DetailValue.DetailItemsValue = New GeneralLedger._receipt._detail.DetailItems
102    odat.DetailValue.DetailItemsValue.Add(New GeneralLedger._receipt._detail.DetailItem)
103
104    odat.DetailValue.DetailItemsValue.Item(0).DebitCreditOption = New MYPROJECT.schemas.appliedsystems.com.epic.sdk._2009._07._common.OptionType
105
106  'Setting Values for Inserting the Receipt + Dummy detail item
107    odat.BankAccountNumberCode = 124
108    odat.ReceiptAccountingMonth = 201009
109    odat.ReceiptDescription = "Test Selected Items Credit Workflow Receipt"
110    odat.ReceiptEffectiveDate = "12/7/2010"
111    odat.SuspendedReceipt = True
112    odat.DetailValue.DetailItemsValue.Item(0).DebitCreditOption.OptionName = "Debit"
113    odat.DetailValue.DetailItemsValue.Item(0).DebitCreditOption.Value = 0
114    odat.DetailValue.DetailItemsValue.Item(0).Amount = 100
115    odat.DetailValue.DetailItemsValue.Item(0).ApplyTo = "Account"
116    odat.DetailValue.DetailItemsValue.Item(0).DetailItemAccountLookupCode = "MY ACCOUNT LOOKUP CODE"
117    odat.DetailValue.DetailItemsValue.Item(0).Description = "Test Selected Items Workflow Dummy Detail Item"
118    odat.DetailValue.DetailItemsValue.Item(0).StructureAgencyCode = "MY AGENCY"
119    odat.DetailValue.DetailItemsValue.Item(0).StructureBranchCode = "MY BRANCH"
120
121  'Inserting Receipt with Dummy detail item
122  Dim StoreReceiptID As Integer 'Need to store the Receipt ID from the inserted receipt for the next steps method
123    StoreReceiptID = oClientV1.Insert_GeneralLedger_Receipt(oHeader, odat)
124
125  'Creating a detail item to pass to the Get_Default method
126  Dim oGet As New SDKv1._get._generalledger.ReceiptGetResult
127  Dim oDetail As New GeneralLedger._receipt._detail.DetailItem
128
129    oDetail.DebitCreditOption = New MYPROJECT.schemas.appliedsystems.com.epic.sdk._2009._07._common.OptionType
130
131    oDetail.DebitCreditOption.OptionName = "Credit"
132    oDetail.DebitCreditOption.Value = 1
133
134    oDetail.ApplyToSelectedItemsApplyCreditsToDebits = New GeneralLedger._receipt._detail._detailitem.ApplyCreditsToDebits
135
136    oDetail.ApplyToSelectedItemsApplyCreditsToDebits.AgencyCode = "MY AGENCY"
137    oDetail.Amount = 100
138    oDetail.ApplyTo = "Selected Items"
139    oDetail.Description = "test selected items credit workflow detail item"
140    oDetail.DetailItemAccountLookupCode = "MY ACCOUNT LOOKUP CODE"
141    oDetail.DetailItemType = "Client"
142
143    oGet = oClientV1.Get_GeneralLedger_ReceiptDefaultApplyCreditsToDebits(oHeader, StoreReceiptID, oDetail)
144
145    If oGet.Receipts.Count > 0 Then
146       odat = oGet.Receipts(Integer.Parse(Me.txtGetIndex.Text))
147    End If
148
149  'Updating the Receipt to delete the dummy detail item and add the Selected Items detail item.
150    odat.DetailValue.DetailItemsValue.Item(1).Flag = schemas.appliedsystems.com.epic.sdk._2011._01._generalledger._receipt._detail._detailitem.Flags.Delete
151    odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Item(odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Count - 1).Payments.Add(New MYPROJECT.schemas.appliedsystems.com.epic.sdk._2011._01._generalledger._receipt._detail._detailitem._applycreditstodebits._common.PaymentItem)
152    odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Item(odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Count - 1).Payments.Item(0).FullPayment = True
153
154  'Looping through the debits to find the last non-pending debit 
155  '(this does not have to be done, the most likely workflow is to create a GUI to allow the user to select the debit)
156  Dim counter As Integer
157    counter = 0
158  Dim debitItem As Integer
159    While (counter < odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Debits.Count)
160
161    If(odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Debits.Item(counter).Pending = False) Then
162        debitItem = counter
163    End If
164       counter = counter + 1
165    End While
166            odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Item(odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Credits.Count - 1).Payments.Item(0).ApplyToDebitTransactionID = odat.DetailValue.DetailItemsValue.Item(2).ApplyToSelectedItemsApplyCreditsToDebits.Debits.Item(debitItem).TransactionID
167
168    oClientV1.Update_GeneralLedger_Receipt(oHeader, odat)
169
170    MessageBox.Show("Methods Finished - Receipt ID = " + StoreReceiptID.ToString())
171
172End Class

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