Data Management

Master data upload is a foundational setup required across all ACMO modules, regardless of whether the user is working with Accounts Payable (AP), Accounts Receivable (AR), or both.

Master data must be uploaded and configured to enable accurate transaction processing, validation, correct GL coding, automated matching, approvals, and seamless ERP integration. This configuration ensures consistency and reliability across all financial workflows.

Accessing Data Management

Data Management is accessible via the Data Management menu on the left-side menu bar. Selecting this menu displays the list of data items available to the user.

Module-Based Data Availability

The data items displayed in the Data Management menu depend on the modules enabled for the user:

Accounts Receivable (AR)

The following data items are available:

1. Business Entities
2. Chart of Accounts
3. Customers
4. Invoices
5. Bank Transactions

Accounts Payable (AP)

The following data items are available:

1. Business Entities
2. Chart of Accounts
3. Tax Codes
4. Payment Terms
5. Suppliers
6. Purchase Orders
7. Goods Receipts
8. Bills
9. Spend Classification
10. Delegation of Authority

Uploading Master Data

To configure or upload master data in the ACMO portal:

1. Navigate to Data Management from the left-side menu.
2. Select the data item from the menu (e.g., Business Entities, Chart of Accounts, Purchase Orders, Bills).

The ACMO Solution provides multiple methods for uploading and maintaining master data, allowing organisations to choose the approach that best fits their operational and integration needs.

File Upload

Upload master data using supported file formats. Suitable for initial data setup, bulk updates or periodic data refreshes.

• Drag and drop a valid file into the upload area, or click Browse to select a file manually.
• Supports .xlsx, .csv, and .ofx formats.
• If uploading a CSV file, select the correct Column Separator (e.g., comma, semicolon, or pipe symbol).
• Click Download Sample Template to obtain a sample file with the required structure and headers.
• Ensure your file matches this format to avoid validation or mapping errors.
• Select the appropriate Upload Type, either Full or Incremental option to control how data is processed.

Full Upload

• Replaces all existing records for the selected data source.
• Recommended for: Initial data setup or Full dataset refreshes.

Incremental Upload

• Adds new records and updates existing records based on unique identifiers (e.g., Bill Number, PO Number).
• This option is recommended for:
  1. Submitting newly added or modified records
  2. Avoiding replacement of the full dataset

Data Mapping

Once the file is uploaded, data mapping ensures that each column in your file aligns with the ACMO system’s internal fields.

1. Click Next to open the Data Mapping tab.
2. Map each column from your uploaded file to the corresponding ACMO field (e.g., Bill Number, Supplier ID, Chart of Accounts).
3. Verify that all mandatory fields (marked with an asterisk *) are mapped correctly.
4. Click Save to complete the mapping.

AI Suggest

To speed up the mapping process, an AI Suggest option is available within Data Mapping.

• Click AI Suggest to automatically map uploaded columns to the corresponding ACMO fields.
• The system reads the header row of the uploaded file and uses it to fill in the data mapping fields.
• This removes the need to manually map each source column one by one.

Upload Sequence

• Upload master data in the correct order to maintain data dependencies and relational integrity.
• For example, upload Business Entities and Chart of Accounts before uploading Bills, as bill records reference these datasets.

Reset Mapping

If uploading a file with a new structure or different column names:

• Click Reset Mapping before performing data mapping.
• This prevents mismatches and upload errors caused by outdated mappings.

APIs

The ACMO Solution supports master data upload and synchronisation through APIs, enabling seamless and automated integration with external systems such as ERPs, procurement platforms, or data hubs.

• Upload and synchronise master data programmatically using APIs.
• Authentication is handled using an API Key and Secret.
• Suitable for:
  • Real-time or near real-time integrations
  • Automated data synchronisation with external systems (e.g., ERP, procurement platforms)
  • High-volume and continuous data updates

API access is managed through Applications, which can be configured directly within the ACMO portal.

Manual Entry (Using UI)

The ACMO Solution allows users to create and maintain master data directly through the user interface using the Manual data source option. This method is ideal for small data volumes, quick updates, or one-off corrections without preparing files or integrations.

Activating Manual Entry

To enable manual entry for a master data type:

1. Navigate to the relevant item in the Data Management menu.
2. Select Manual from the Select Data Source menu.
3. Click Activate to enable manual editing.

Once activated, users are redirected to the Manual Editing screen.

Manual Editing Screen

The manual editing screen displays a table containing all editable fields for the selected master data type.

From this screen, users can:

• Add Records

  • Click the Add Record button to insert a new row.
  • Enter the required values in the editable fields.
  • Click Save to persist the new records.

• Delete Records

  • Click the X icon next to a row to mark it for deletion.
  • Click Save to apply the changes.

• Search and Filter

  • Use the available filters to quickly search for specific records.
  • Filters help locate data based on key attributes without scrolling through the full dataset.

All changes made through manual entry must be saved to take effect.

Exporting Master Data

An Export icon, shown using the Microsoft Excel icon, is available alongside the other filters when viewing the master data listing for an entity.

• Click the Export icon to request an export of the currently viewed master data.
• ACMO generates the file and sends an email containing a download link for the dataset, rather than downloading directly in the browser.
• If filters are applied on the screen — for example, Status or Archived — the exported file is generated based on those filters, so the export reflects only the filtered records.

Viewing Processed Data

Each item in the Data Management menu also provides access to its processed data — records that have been successfully processed by ACMO and are ready for download.

Processed Checkbox

• A Processed checkbox is available on the entity screen.
• When selected, the UI switches from the upload/master data view to the processed data view for that entity.

Downloading Processed Data

• Processed data can be downloaded in either:
  • JSON
  • CSV

Delegation of Authority

Delegation of Authority (DOA) is available as an item under the Data Management menu, alongside the other AP data items. It allows organizations to control and automate approval workflows by defining approval rules based on users or roles, account classifications, and monetary thresholds. These rules determine who is responsible for approving transactions within specified limits.

Purpose

The Delegation of Authority screen enables users to:

• Define approval responsibilities based on users or roles
• Configure approval limits using minimum and maximum amounts
• Control approval routing logic
• Activate or deactivate approval rules as needed
• Import approval rules in bulk using an Excel template

Rule Activation

• Each rule can be enabled or disabled using a switch in the Active column.
• Only active rules are considered during approval workflow execution.

Module-Based Configuration

The columns displayed in the DOA table depend on the configuration selected in Module Settings:

• If Area Based Coding is configured:
  • The Spend Classification column is displayed
• If Financial Coding is configured:
  • Cost Distribution accounts are displayed instead

This dynamic behavior ensures the DOA configuration aligns with the active accounting model.

Routing Methods

Delegation of Authority supports two approval routing methods:

Minimum Routing

• The approver is selected based on the lowest minimum amount configured for the applicable amount range.
• Used when a single approver is sufficient for authorization.

Full Hierarchy Routing

• All approvers responsible for the applicable amount bracket are included.
• Approval is routed through the entire hierarchy for the relevant spend classification or account.

DOA Rules Table

Each row in the table represents a Delegation of Authority rule. The table includes the following columns:

Resource Type

• Dropdown with the following options:
  • User
  • Role
• Determines whether the approval is assigned to an individual user or a role.

Resource Name

• Options depend on the selected Resource Type:
  • If User is selected, a list of users is displayed
  • If Role is selected, a list of roles is displayed

Spend Classification / Cost Distribution

• Displays based on module configuration:
  • Spend Classification (for Area Based Coding)
  • Cost Distribution accounts (for Financial Coding)
• The selection menu displays accounts in a tree structure, with child accounts nested under parent accounts.

Currency

• Dropdown with supported currencies:
  • AUD
  • NZD

Minimum Amount

• Input field defining the minimum transaction value for which the rule applies.

Maximum Amount

• Input field defining the maximum transaction value for which the rule applies.

Active

• Toggle switch to enable or disable the rule for the selected account and amount range.

Delete Rule

• An “X” icon is available at the end of each row
• Allows users to remove a rule from the table

Managing Rules

Add Rule

• Users can add a new rule by clicking the Add Rule button below the table
• Each added row represents a new DOA configuration

Filters

• Filters are available in the top-right corner of the screen
• Used to quickly locate and refine rules based on configured criteria

Import Rules

• An Import icon is available next to the filter controls
• Allows users to upload an Excel file containing DOA rules
• When the import panel opens:
  • A sample template is provided
  • The template can be downloaded, populated, and uploaded for bulk rule creation

Summary

Data Management, including Delegation of Authority, is centrally accessed from the Data Management menu, ensuring consistent and accurate setup across all modules to support transaction processing, validation, GL coding, ERP integration, and automated workflows.