MJE setups

Define MJE related lookups

Some lookups are the key lookups related to MJE. You must define these lookups with appropriate lookup codes and values based on your business needs. Different lookups are applicable depending on the version of Zuora Revenue that is in use. However, the UI procedure is common.

Configure MJE profiles

Use the predefined profiles to configure the MJE functionality at the system level in Zuora Revenue. The following profiles are specific for MJE:

• MJE_ENABLED
  This profile enables the MJE functionality. When this profile is toggled to Yes, you can load and transact the MJE in Zuora Revenue.

• SOB_VALIDATION
  This profile enables validation for the ERP set of books during MJE upload.

• EX_RATE_VALIDATION
  This profile enables validation for exchange rates during MJE upload. The listed options are defined by the JE_EX_RATE_TYPE lookup.

• APPRV_RULE_CURR
  This profile specifies the currency to be used for the Hash Total amount based on which the MJE approval rule is applied. The listed options are defined by the APPROVAL_RULE_CURRENCY_MJE lookup.

• POST_MANUAL_JE_SCHEDULES
  This profile enables posting of the MJE to the general ledger.

• MJE_SUMMARY_TRANSFER
  This profile determines whether MJE posting can be performed at the summary level.

• ENABLE_MJE_REHAUL
  This profile is applicable only to the existing customer who is upgrading from a version earlier than 37.008.00.00. Use this profile to determine whether you want to use the previous UI page to upload MJE or the new UI page that is introduced in 37.008.00.00. If this profile is set to No, you will still use the previous UI page to upload MJE.

Complete the following steps to configure the MJE related profile:

1. Navigate to Setups > Application.

2. Click  to open the side menu and click Profiles.

3. Search and locate the target profile on the page.

4. Hover your mouse over the target line and click .

5. In the Edit Profile window, update the system level value or the lookup value based on your needs

6. Click  and close the window.

Create MJE approval rules

As part of the policy configuration in Zuora Revenue, you must create MJE approval rules. After that, when MJE lines are validated and then submitted for approvals, these MJE approvals are required to authorize the MJE transactions and to create necessary accounting schedules. 

1. Navigate to Policies > Holds and Approvals.
2. Open the side menu and click Approval Rules.
3. To add the MJE approval rule, click the New Rule icon  . The New Approval Rule window opens.
4. In the Approval Rule tab, select Manual JE for the Applied On field and enter a unique name for this rule in the Name field, optionally specify other fields as needed. Click   to add a line and click  to save the changes.
5. In the Rule Criteria tab, specify the criteria to select the JE lines that are applicable to the current approval rule. Click  to add a line and click  to save the changes. For example, the JE Head Hash Total field is greater than 0. 
6. In the Rule Approvers tab, specify the approvers or approver roles who can approve the MJE. Refer to the following table for descriptions of each column in this tab.

   The Approver Role, Days Lapsed for Hierarchy, and Approval Limits columns are available only if the ENABLE_MJE_REHAUL profile is set to Yes.

   Column	Description
   Seq	Determines the sequence in which the approval should be given by the approver or approver role when the approval is required from more than one approver.  After the first approver approves the MJE, the next one will get notified to approve it, and so on.
   Approver Name	The name of the approver who is eligible to approve the MJE. Either an approver name or an approver role is mandatory.
   Approver Role	The role of the approvers who is eligible to approve the MJE. Either an approver name or an approver role is mandatory. If an approver role is specified without a specific approver name, it means all users who have been assigned the specified role will get notifications upon MJE submission and any one of them is eligible to approve the MJE.
   Days Lapsed for Hierarchy	Determines the number of days that approval is pending on the current approver or approver role before it goes to the next level of approver or approver role, which is specified by the Seq column.
   Approval Limits	Specifies the maximum amount of the MJE that the current approver or approver role can approve.  If the MJE amount exceeds the specified limit for the current approver or approver role, this approver or approver role will be skipped during the approval process.
   Subscribed	Indicates whether the approver has subscripted to system notifications.

7. (Optional): To set a currency for the specified amount limit, use the Currency and Rate Type lists to select the appropriate option.

   The selected currency applies to the amount limits for all approvers within the same rule. If the MJE amount is submitted in a different currency, the system will use the Currency and Rate Type options to evaluate whether the submitted MJE amount exceeds the approver’s amount limit. If you do not specify these two options, the system will directly compare the submitted MJE amount with the specified limit value.

8. Save your settings and close the window.

Set up accounting segments

The accounting segments that are displayed in the JE standard or waterfall upload template are determined by the accounting segments enabled in the accounting setups.

Complete the following steps to change the accounting segments that are displayed in the JE upload templates:

1. Navigate to Setups > Application.

2. Click  to open the side menu and click the Accounting Setup.

3. On the Account Setup page, toggle the Display switch to Yes for the current segment to be displayed in the JE upload template.

Upload SOB information

The SOB name, SOB ID, and currency code information is defined in the upstream system. If you upload this type of information to Zuora Revenue, some fields can be automatically populated for MJE upload based on the uploaded information.

Complete the following steps to upload the SOB information to Zuora Revenue:

1. Navigate to Setups > Application > Profiles.
2. Locate and edit the CUSTOM_CODE_ALLOWED profile to set the system level value to Yes.
3. Navigate to Setups > Application > Pre/Post Processor.
4. Enable the MJE SOB Upload procedure.
5. Navigate to File Upload > Custom.
6. To add a template, click the New Template icon .
7. In the New Custom Upload Template window, enter JE SOB Upload in the Name field and select CSV for the File Type field. 
8. Click . The JE SOB Upload template is created.
9. Click the Field Mapping tab to add the following fields to the template. The SET_OF_BOOKS_ID, NAME, and CURRENCY_CODE are required fields. Other fields are optional.

   Input value label	Input value type
   SET_OF_BOOKS_ID	Number
   NAME	Character
   CURRENCY_CODE	Character
   SHORT_NAME	Character
   CHART_OF_ACCOUNTS_ID	Character
   DAILY_TRANSLATION_RATE_TYPE	Character
   ACTION	Character

10. Click  to freeze the template, and then click  to download the template.
11. In the downloaded file, fill in the data according to the definitions in the upstream system.
12. Hover the mouse over the JE SOB Upload template and then click  to upload the file.
13. In the File Upload window, click Choose File to select the local file and then click Upload.

After the file is uploaded, the SOB ID and Currency Code fields can be automatically populated based on the SOB name when you are creating an MJE template. For more information, see MJE upload.