GL: Cross Validate Segments

Cross Validate Segment? What does it means?

It means to cross validate the Segment Account Code Combinations which is entered
by user on the JV form, particularly.

It works great when you have enabled “Allow Dynamic Inserts” on the COA Structure
form then you should also enable the “Cross Validate Segment”.

How does it work? and why with Allow Dynamic Inserts?

It works when you define certain rules. Rules are nothing but a valid or invalid
combinations of all segment values in that particular chart of account. Allow Dynamic
Insert lets you create any code combination you like but with the Cross Validation
Rule you can only select the combination on the COA form but it will give you error
message when you click OK.

You “Include” valid combinations and “Exclude” invalid combinations.

Navigation: GL>Setup>Financials>Flexfields>Key>Rules

1. Select the Application, Flexfield Title and Structure

2. Enter the Rule Name and optionally enter a Description
3. First think of the rule and what it says? Enter the Error message according to
your rule. Example is given in later.
4. Error Segment means on which segment should the application bring the focus
or the Cursor
5. Enter From and To date or the validity of the rule
6. Select Exclude or Include depending on the rule you are about to enforce.
7. Select the inclusive or exclusive Account Code Combination. Now this is the
tricky part. So let’s take an example to grab the trick.

Example:

Consider a chart of account with segments Company-Branch-Department-Natural

Account

Values Company: 01, 02, 03

Branch: 000,100,101, 102, 200, 201, 202, 300, 301, 302…

Department: 00,10, 11, 12, 13, 14, 20, 21, 22, 23…

Natural Account: 00000, 10000, 10100, 10101, 10102, 10103, 10104, 10105, 20000,
20101, 20102…
Now let’s say that Branch 101 has departments from 00 to 14. So we want that whenever
branch 101 is selected the department 20 to 23 should not make a code combination as
branch 101 don’t have those departments. The rule will be

Rule Name: Branch 101 and Departments

Error Message: You cannot select this department with Branch 101. Change the
department or the Branch.

Error Segment: Department

Exclude: 01-101-20-00000 to 01-101-23-99999

Now there is another scenario with the same COA that the department 21 to 23 can only
work with natural accounts from 20000 to 29999. so the rule for this scenario will be

Rule Name: Dept 21 to 23 and Natural Accounts

Error Message: You can only select natural accounts 20000 to 29999 with this
department. Change the Department or the Natural Account.

Error Segment: Natural Account

Include: 01-000-21-20000 to 01-999-29999

You can include and exclude as many accounts and account ranges you like. And
remember this is not same as Security on account segments, cross validation rules are
different from security. Security hides the segment values, whereas, Cross Validation
Rules don’t hide the value, it stops you from making illogical code combinations.