Scenario C Source Information to Target Detail Information

In this scenario a single source record is analyzed to produce a detail target record.

Problem

You receive many expense forms from your employees. Each form is entered as a single record, but you want to convert this to a payable invoice that contains one expense line for each analysis code. You already have a custom object called IR Expense Report where all the information for an employee's expenses on a particular date is entered on one record:

Example IR Expense Report Custom Object Fields

Field	API Name	Data Type
Expense Report Name	Name	Standard Name Autonumber field
Date	Date__c	Date
Employee	Employee__c	Lookup to Account
Hotel Amount	Amount1__c	Number(18,0)
Travel Amount	Amount2__c	Number(18,0)
Subsistence Amount	Amount3__c	Number(18,0)
Hotel Description	Description1__c	Text(30)
Travel Description	Description2__c	Text(30)
Subsistence Description	Description3__c	Text(30)

Solution

Create a ClickLink rule to convert the expense form to a payable invoice using a target relation of one to many:

1. Add these fields the IR Expense Reports object:

   Recommended Fields to Add to the IR Expense Report Object

   Field	Data Type	Description
   Processed	Checkbox	To be used to indicate whether an expense report has been converted to a payable invoice.
   Process	Checkbox	To be used to indicate whether an expense report is to be converted to a payable invoice.

2. Create a master level ClickLink rule to convert the Expense Report to a Payable Invoice. For instance:

   Recommended Values for the Convert Expense Report to Payable Invoice ClickLink Rule

   Item	Value
   ClickLink Rule Name	Convert Expense Report to Payable Invoice
   Source Object	ExpenseReport__c
   Source Object Name Field	Name
   Source Object Processed Field	Processed__c
   Source Object Process Field	Process__c
   Target Object	c2g__codaPurchaseInvoice__c
   Target Object Name Field	Name

3. Create ClickLink mappings for the rule you created in the previous step:

   Recommended Mappings for the Convert Expense Report to Payable Invoice ClickLink Rule

   Target Record Based On	Mapping Type	Mapping Literal	Source Field	Target Field
   Source Record	Source Field		Date__c	c2g__InvoiceDate__c
   Source Record	Source Field		Employee__c	c2g__Account__c
   Source Record	Source Field		Name	c2g__AccountInvoiceNumber__c
   Source Record	Source Field		CurrencyIsoCode	CurrencyIsoCode
   Source Record	Literal	True		ffap__DeriveDueDate__c

4. Create a detail level ClickLink rule to convert the expense report detail to the Payable Invoice line items:

   Recommended Values for the Convert Expense Report to Payable Invoice Line Items ClickLink Rule

   Item	Value
   ClickLink Rule Name	Convert Expense Report to Payable Invoice Line Items
   Source Object	ExpenseReport__c
   Source Object Name Field	Name
   Target Object	c2g__codaPurchaseInvoiceExpenseLineItem__c
   Target Object Name Field	Name

5. Create ClickLink mappings for the rule that you created in the previous step. The Target Record Type is used to define the lines that are associated with each expense category. The mapping literal value for the detail lines must match the name of the GLA account.

   Recommended Mappings for the Convert Expense Report to Payable Invoice Line Items ClickLink Rule

   Target Record Type	Target Record Based On	Mapping Type	Mapping Literal	Source Field	Target Field
   Default	Source Record	Source Field		Amount1__c	c2g__NetValue__c
   Default	Source Record	Source Field		Description1__c	c2g__LineDescription__c
   Default	Source Record	Literal	Hotel		c2g__GeneralLedgerAccount__c
   Default	Source Record	Literal	False		ffap__SetGLAToDefault__c
   Subsistence	Source Record	Source Field		Amount3__c	c2g__NetValue__c
   Subsistence	Source Record	Source Field		Description3__c	c2g__LineDescription__c
   Subsistence	Source Record	Literal	Subsistence		c2g__GeneralLedgerAccount__c
   Subsistence	Source Record	Literal	False		ffap__SetGLAToDefault__c
   Travel	Source Record	Source Field		Amount2__c	c2g__NetValue__c
   Travel	Source Record	Source Field		Description2__c	c2g__LineDescription__c
   Travel	Source Record	Literal	Travel		c2g__GeneralLedgerAccount__c
   Travel	Source Record	Literal	False		ffap__SetGLAToDefault__c

6. On the master ClickLink rule Convert Expense Report to Payable Invoice, create a ClickLink relationship with the detail level ClickLink rule. For instance:

   Recommended Relationship for the Convert Expense Report to Payable Invoice ClickLink Rule

   Description	Detail ClickLink Rule	Source Object	Target Object	Target Relationship Field
   Link Master Payable Invoice to Line Item	Convert Expense Report to Payable Invoice Line Items	ExpenseReport__c	c2g__codaPurchaseInvoiceExpenseLineItem__c	c2g__PurchaseInvoice__c

7. Create Visualforce pages to convert the journal batches to journals. For instance, you can use this mark-up to process a single Expense Report:

   <apex:page standardController="ExpenseReport__c" extensions="ffirule.IntegrationRuleEngine" action="{!convert}">
   <ffirule:IntegrationRule engine="{!engine}"/>
   </apex:page>

   You can use this mark-up to process several expense reports on a list view:

   <apex:page standardController="ExpenseReport__c" extensions="ffirule.IntegrationRuleEngine" action="{!convert}" recordSetVar="records">
   <ffirule:IntegrationRule engine="{!engine}"/>
   </apex:page>

8. In the master ClickLink rule Convert Expense Report to Payable Invoice, create ClickLink rule buttons to access the pages created in the previous step.
9. On the source object IR Expense Report, create a Detail Page Button custom button that uses the page that you created to process a single Expense Report.
10. On the source object IR Expense Report, create a List Button custom button that uses the page that you created to process several ~Expense Reports on a list view.

To use the solution do one of the following on the Journal Batches tab:

• To process several Expense Reports, select the Expense Reports that you want to process and click Create Payable Invoices.

• To process a Expense Report, click the Expense Report Name that you want to process and then click Create Payable Invoice.

Note: If you created buttons with different names, select the buttons that you created.

The Processed checkbox is populated on the Expense Reports that you processed.