Before you create rules for segment validation, verify the following items are created:

• GL Accounts
• Companies

Administrators must set up accounting segments. To learn more, see the Kenandy Configuration Guide, which is available on the Resources Page of the Kenandy Community.

You can create rules for segment validation applicable to your GL segment combinations. For example, you can define a rule that specifies GL accounts that are within the 4000 through 4999 range are valid only with department segments that are within the 200 through 299 range. If an accounting entry includes a GL account of 4200 and a department of 100, then an error message is generated. However, if that accounting entry instead includes a department of 220, then no error message is generated.

Also for example, you can use segment validation rules to ensure that revenue GL accounts are valid only for sales departments or are invalid for facilities departments.

1. From the Segment Validations page, click New.
2. On the New Segment Validation page that is displayed, select the checkbox for Active, and enter the segment values.

   For the segment values, use an asterisk (*) to indicate that any characters, including spaces, are valid, and use an underscore (_) to indicate that the segment must not have a value.

3. Click Save.

   The new rule is displayed on the Segment Validation detail page, and a segment validation ID is automatically generated for this rule. You can edit, but not delete, the rule. Instead of deleting the rule, you can clear the Active checkbox to inactivate the rule.

Examples of rules for segment validation are included in the following table.

Examples of Rules for Segment Validation

Seg 1 Company	Seg 2 GL	Seg 3 Location	Seg 4 Cost Center	Result
Kenandy	1200	Loc 1	CC1	An accounting entry (AE) is rejected unless the exact segment information is present.
Ke*	12*	L*	CC*	An AE is accepted if the company segment begins with Ke, the GL segment begins with 12, the location begins with L, and the cost center begins with CC. If not, then the AE is rejected. The asterisk is a wild card, and indicates that any characters, including blanks, are valid.
Ke*	_	_	_	An AE is accepted if the company segment begins with Ke and the other three segments are blank.
*	*			An AE is always accepted. The asterisk indicates that any characters, including blanks, are valid. For this rule, there is no validation check.

Accounting codes are used to validate accounting segments. An accounting code includes the following information:

• The standard chart of accounts (SCOA) segment combination
• The status of the segment combination (valid or not valid)
• When the segment combination was last validated

The accounting code is automatically generated when you generate accounting from a source document. If the segment combination on the accounting entry line does not already exist, it is created and validated when the accounting entry line is created. The accounting code record is flagged as valid or invalid (in the Valid checkbox), and a timestamp is added to this record to indicate the last time the segment was validated.

Validated segment combinations are stored as active. If the segment combination already exists, it is not re-validated. For example, when you create a customer invoice with a new segment combination, the segment combination is validated and the accounting code is created when you generate accounting from the customer invoice. For each successive customer invoice with the same segment combination, a new accounting code is not created because that segment combination already exists.

You can use the Accounting Code Validation batch job to automate the process of segment validation. As with any batch job, you can manually run this batch job at any time, or schedule it to run more or less frequently.

Important: If you do not run this batch job after this change in segment validation, no segment validation changes are enforced on the accounting codes.

If there are any unvalidated segment combinations when you validate, the associated accounting entry line has a segment validation error in the exception list.