A practical guide to mapping your general ledger to the standardised cost ledger. Declan Clowry Costing Improvements Manager April 2018

Transcription

1 A practical guide to mapping your general ledger to the standardised cost ledger Declan Clowry Costing Improvements Manager April 2018

2 GL to CL mapping a practical guide Step 1 Extract a list of your cost centres and codes and a list of your expense codes and descriptions into different files. Step 2 Use the Expense Code Automapper Application to get rough matches on the expense codes Step 3 Review the expense code mappings, edit incorrect ones, and complete mappings for unmapped expense codes Step 4 Manually map your cost centres to the standardised cost ledger cost centres Step 5 Paste your original general ledger (keeping in mind any aggregations and disaggregations) into the Resource Automapper Template and add lookups to provide the standardised CL cost centres and expense codes in the correct columns Step 6 Review the automatically mapped resources and make any additional edits required 2

3 3 3 Step 1

4 4 4 Step 1

5 Step 1 Copy the cost centre codes and descriptions 5 5

6 Step 1 Paste them into to a new tab 6 6

7 Step 1 Go to data in the Excel ribbon and select Remove duplicates 7 7

8 Step 1 Repeat this process for the expense codes (removing duplicates is not necessary but may save you a little time and effort later) 8 8

9 Step 1 Repeat this process for the expense codes (removing duplicates is not necessary but may save you a little time and effort later) 9 9

10 Step 1 Save the expense codes page as a.csv file 10 10

11 Step 2 Got to the expense code automapper at and upload your expense codes file 11 11

12 Step 2 Got to the expense code automapper at and upload your expense codes file 12 12

13 Step 2 Got to the expense code automapper at and upload your expense codes file and download the matching output 13 13

14 Step 3 Open the output file and copy and paste the results into a new tab on your first file where the original general ledger is saved 14 14

15 Step 3 Check the successful mappings for sense in the mapping output and delete inappropriate ones. Some will need further editing (e.g. costs mapped to nurses but missing specific bands). The % difference in column F will help you

16 Step 3 Create a quick lookup to check which of your original expense codes were missed. At present the automapper drops some original codes (an issue that is being fixed) so this example lookup includes an iferror() formula to pick them up Now fixed (16/04/2018) 16 16

17 Step 3 Filter for the NA and Code lost subjectives and perform a manual mapping against CP

18 Step 3 Filter for the NA and Code lost subjectives and perform a manual mapping against CP2.1 (luckily someone has done this for me here ) 18 18

19 Step 3 At the end of this process you will have a list of your expense codes and descriptions mapped against those in the standardised cost ledger. Note that the standardised CL descriptions have been edited by the app so it can match them. Keep the codes to use later

20 Step 4 Take your list of cost centres and paste them into the resource automapper template (downloadable from the learning platform*) tab Cost centre only mapping. Manually map them with reference to CP *

21 Step 4 Take your list of cost centres and paste them into the resource automapper template (downloadable from the learning platform) tab Cost centre only mapping. Manually map them with reference to CP

22 Step 5 Go to the Full CL mapping template tab of the resource automapper and paste your full general ledger cost centres and expense codes into the first four columns (note that you ll need to add rows to the table if your GL is longer than 5,000 lines) 22 22

23 Step 5 Create lookup formulae to add the cost centres and expense code descriptions in the correct columns 23 23

24 Step 5 Create lookup formulae to add the cost centres and expense code descriptions in the correct columns 24 24

25 Step 6 Review the automatically mapped resources in the same tab and make any required changes 25 25

26 Step 7 Share with your peers (if you dare!) 26 26

27 Bonus info: Expense code automapper usage App temporarily disabled due to high traffic 27 27

28 Bonus info: Expense code automapper back end 28 28

29 Questions? 29 29