Importing GL Advanced Rules in D365 Finance and Supply Chain

Manually entering a large number of advanced rules would be very tedious and take too long. Follow below for the setup and process of importing advanced rules for your legal entity. However, the process can also be helpful if you only need to add a few manually.

Note: You must have a ledger configured for the legal entity before you proceed with advanced rules. As you can see from the quick outline, this involves opening 6 Excel add-in templates. This process as a whole can only be done through the Excel add-in. DMF (Data management framework) does not let you successfully import most of the listed entities.

I recommend during each step, enter one manually so you can view what was inputted when you open the Excel add-in.

Quick outline of process and entities used:

1. Advanced rules.

2. Advanced rule criteria.

3. Advanced rule structures.

4. Advanced rule structure allowed values.

5. Advanced rule structure activation

6. Advanced rules (again) to add the activated structures.

Process:

1. Navigate to General ledger > Ledger setup > Ledger. 

1. Click Configure account structures. 

1. In the action pane, click Advanced rules. 

1. The advanced rule must be created or imported first. These are legal entity specific, so the names can be the same per LE. 

1. Fill in the necessary information. Columns B and D will be the name of the advanced rules that you create. This is the record that will eventually hold all of the allowed combinations for the criteria that is entered. You can create one per main account that has rules like below, or if multiple main accounts have the same valid financial dimension combinations you can name them differently. Click publish once done. 

1. Next, navigate back to D365 and open the Advanced rule criteria in Excel. 

1. This is where you will attach the main account to the advanced rule. If your rule has multiple main accounts, you will create multiple lines for each. Fill in the following information. Click publish. 

1. Now click on the Advanced rule structures on the Advanced rule structure FastTab. At this point you should see each advanced rule you have created and the main account(s) that are connected. It does not matter what advanced rule you have selected. 

1. Open the Advanced rule structures (unfiltered) template in Excel. This is where the physical structure us created. In other words, what financial dimensions are you entering valid combinations for.

1. This is a global table, so it is important if each legal entity will have different advanced rules, to name them something unique. I would recommend using the LE before the advanced rule name like I have done in my example. Populate the data highlighted below. Column A & B are the names of the new structures that you are creating. Columns D-H are the financial dimensions you want to include in the rule. Click Publish. 

1. Navigate back to D365 and on the same form, open the Advanced rule structure allowed values template. Now that you have entered the financial dimension structure, you will now put the actual values that are valid.  

1. This will allow you to put in the actual allowed financial dimensions for each advanced rule. Populate column A with the advanced rule that you just created. Column C is the position for each advanced rule, so if you added another one on here it would start over at 1 and so on (It is best to use a formula to get this position numbering). Columns F-J are the allowed values for the financial dimensions based on the structure you setup in the advanced rule. You can use a semicolon if multiple values are going in one field. The “” means blank are allowed. Click publish. 

1. Now that they are all in, they must be activated. Navigate back to D365 and stay on the same form. Open the Advanced rule structure activation (unfiltered) in the Excel add in.  

1. Once downloaded, filter by Activate status of No. You will want to change the Activate field to Yes. Click Publish. This will activate the advanced rule structure and allows you to connect the structure to the Advanced rule. This may take some time depending on how many you are activating. 

1. Navigate back to D365 to the advanced rules setup. General ledger > Ledger setup > Ledger. Click Configure account structures. Click Advanced rules in the Action pane. Open the Advanced rules template back up using the Excel Add-in. This will connect the Advanced rule structure to the Advanced rule.

1. In column F, apply the advanced rule structure created in step 9 & 10, to each advanced rule. As you can see from the screenshot below, naming conventions can help keep this organized. Click Publish. 

1. Navigate back to D365, to the ledger. Click Activate in the Action pane. This will activate each advanced rule that was applied to this ledger structure. 

1. Test these changes by trying to enter Purchase requisitions or Expense reports in D365. An error should be received when submitting to workflow, if it is an invalid combination.