Manage Master Data | Yarken Help

YäRKEN

Master Data

The master data is the core data entities in the YäRKEN application. It represents the foundational information that is used for distributing the spend across various business categories.

In our application, setting up the master data is the initial step. You must configure the master data before proceeding with the distribution of spend. You can either add the master data manually or use the template file to uplod the master data. Only a user with the Admin privilege has access to manage the master data. In YäRKEN, master data is identified by a unique code or ID and includes:

Accounts
Cost Centers
Vendors
Solution Offerings
Business Units

Accounts

Account is an item of income or expense and are prepared for each type of asset, liability, revenue and expense. Accounts are used to record income and expense items in the general ledger. Its an integral part of any financial record and is a key element in the TBM model.

Account data in YäRKEN comprises the below attributes:

Account Code
Account Description
Active/Inactive Flag

Adding Accounts

Adding the accounts is the initial step to start defining the master data. There are two ways to load the account data: manually adding the individual account details or use the template file to uplod the multiple accounts. The accounts are accessible under the Admin > YäRKEN Designer.

Adding Accounts Manually

Manually adding the account involves filling out the mandatory fields data, such as the account code and description. While adding new accounts, you may choose whether to keep them active or inactive.

Prerequisites

Before adding the account, you should have:

Account code
Account description

Procedure

To add the account,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Accounts.

On the upper-right corner, click + ADD NEW.

A New Account dialog box appears.

Enter the account data into the below fields:

Field Name	Mandatory	Description
Account Code	Yes	The code that represents the account from the general ledger.
Account Description	Yes	The name of the account from the general ledger.
Active	No	The status of the account. Indicates if the account is currently Active or not. Note: The default value is Yes when not mapped.

Click SAVE.

After saving, you can view, edit, or delete the accounts.

Note: By default, the system displays the list of all active accounts. However, you can filter out inactive accounts.

Adding Accounts by Uploading a File

You can add multiple accounts by uploading the Excel file. During upload, you can choose which columns in your file map to which application data fields. The upload files must be in.xls,.xlsx, or.csv format. To make data uploading easier using the file, we have provided the data templates under the Admin > Data Templates. These templates include predefined field columns for field mapping.

You can download the Account template file, add the field entries, and then upload to Accounts under the master data section in YäRKEN Designer.

Prerequisites

To add the account using file, you should have:

Account template file containing data for all mandatory fields.

Procedure

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Accounts.
On the upper-right corner, click UPLOAD.

On the upload dialog box, click OR BROWSE or drag and drop your file.

Review your data on the Data Preview screen and select NEXT.

Note: If you have aligned to the template headers or loaded your data into the template, you should see “All required fields have been automapped successfully.”

You can choose to FINISH or select EDIT MAPPING to review or map any additional data.

You may refer to the UPLOADED FILES tab to check the loaded file status, total records, errors or view the mapping fields. You can also download the uploaded files from this tab.

Editing Accounts

After adding the account under the master data, you can use the edit option to modify account details. You can also change the account status from Active to Inactive. Editing the existing accounts can have an impact on the dependant data, and rules that are created using account may become invalid.

To edit,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Accounts.
On the ACCOUNTS tab, search for the account you would like to edit.
Select Edit button on the account row.

On the Edit Account dialog box, edit the required fields and click SAVE.

Deleting Accounts

You can delete an accounts only when there are no dependency on spend or other data. The application will not be able to remove an account which is used by the underlying data like GL or budget data. It shows message explaining why a particular account data cannot be removed:

You can delete the multiple accounts by selecting the check boxes against each account.

To delete an account that is not dependant on other data,

Select the account in the ACCOUNTS tab.
Click the Delete icon corresponding to the account that you want to delete.

A message appears to confirm whether you want to delete.

Click OK.

The account is deleted.

Note:

You can delete an account only when:

It is not yet associated to Cost Pools, Towers, Solutions, Business Units, or other data.
It is not currently used in any rules or the spend distribution.

Filters

All the master data is provided with the pre-defined filters to narrow down the search results. Both the tabs including ACCOUNTS and UPLOADED FILES contains the filter option. By default, only active accounts are shown on the ACCOUNTS tab. However, additional filters can be applied by clicking on the + Add Filter button. You may also perform a free text search in the filters bar by typing into the search box.

Downloading Accounts

You can download the list of accounts or any other master data from their respective screen. The application only allows to downloaded the master data into a CSV file.

To download,

Navigate to the Accounts under the Master Data.
On the upper-right corner of the Accounts screen, select the ellipsis (..) symbol and then select Download.

The file automatically downloads in the background and contains the consolidated records of all accounts.

View Uploaded Files

The UPLOADED FILES tab provides a list of all the uploaded account files. You can use this tab to:

View the history and status of uploaded files.
Check the number of records in the uploaded file.
Find out the mapping errors encountered during uploads.
Dowload the uploaded files.

Note: The deletion of the master data files from the UPLOADED FILES tab is currently disabled.

Cost Centers

A Cost Centre is a department within a business to which costs can be allocated. The primary role of a Cost Center is to contribute to the organization's operations by supporting revenue-generating activities. Examples of Cost Centers include administrative departments, IT support, HR, and maintenance teams. Cost Center is an integral part of any financial record and is a key element in the TBM model.

Cost Center data in YäRKEN comprises the below attributes:

Cost Center Code
Cost Center Description
Cost Center Owner
Active/Inactive Flag

Adding Cost Centers

Only a user with the Admin privilege has access to manage the master data.

There are two ways to load the cost center data: manually adding the individual cost center details or use the template file to uplod the multiple cost centers. The cost centers are accessible under the Admin > YäRKEN Designer.

Adding Cost Center Manually

Manually adding the cost centers involves filling out the individual fields data. While adding new cost centers, you may choose whether to keep them active or inactive.

Prerequisites

Before adding cost center, you should have:

Cost center code
Cost center description
Cost center owner

Procedure

To add the cost center,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Cost Centers.

On the upper-right corner, click + ADD NEW.

A New Cost Center dialog box appears.

Enter the data into the below fields:

Field Name	Mandatory	Description
Cost Center Code	Yes	The cost center code associated with the cost center name.
Cost Center Description	Yes	The description of the cost center associated with the cost center code.
Cost Center Owner	Yes	The name of the person who is responsible for the budget of the cost center. This is required to drive the cost center owners dashboard.
Active	No	The status of the account. Indicates if the account is currently Active or not. Note: The default value is Yes when not mapped.

Click SAVE.

After saving, you can view, edit, or delete the cost centers.

Note: By default, the system displays the list of all active cost centers. However, you can filter out inactive cost centers.

Adding Cost Centers by Uploading a File

You can add multiple cost centers by uploading the Excel file. During upload, you can choose which columns in your file map to which application data fields. The upload files must be in.xls,.xlsx, or.csv format. To make data uploading easier using the file, we have provided the data templates under the Admin > Data Templates. These templates include predefined field columns for field mapping. You can download the Cost Center template file, add the field entries, and then upload to Cost Centers under the master data section in YäRKEN Designer.

Prerequisites

To add the cost center using file, you should have:

Cost center template file containing data for all mandatory fields.

Procedure

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Cost Centers.
On the upper-right corner, click UPLOAD.

On the upload dialog box, click OR BROWSE or drag and drop your file.

Review your data on the Data Preview screen and select NEXT.

Note: If you have aligned to the template headers or loaded your data into the template, you should see “All required fields have been automapped successfully.”

You can choose to FINISH or select EDIT MAPPING to review or map any additional data.

You may refer to the UPLOADED FILES tab to check the loaded file status, total records, errors or view the mapping fields. You can also download the uploaded files from this tab.

Editing Cost Centers

To edit,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Cost Centers.
On the COST CENTERS tab, search for the cost center you would like to edit.
Select Edit button on the cost center row.

On the Edit Cost Center dialog box, edit the required fields and click SAVE.

Deleting Cost Centers

You can delete cost centers only when there are no dependency on spend or other data. The application will not be able to remove cost center which is used by the underlying data like GL or budget data. It shows message explaining why a particular cost center cannot be removed:

You can delete the multiple cost centers by selecting the check boxes against each cost center.

To delete a cost center that is not dependant on other data,

Select the cost center in the COST CENTERS tab.
Click the Delete icon corresponding to the cost center that you want to delete.

A message appears to confirm whether you want to delete.

Click OK.

The cost center is deleted.

Note:

You can delete a cost center only when:

It is not yet associated to Cost Pools, Towers, Solutions, Business Units, or other data.
It is not currently used in any rules or the spend distribution.

Filters

All the master data is provided with the pre-defined filters to narrow down the search results. Both the tabs including COST CENTERS and UPLOADED FILES contains the filter option. By default, only active cost centers are shown on the COST CENTER tab. However, additional filters can be applied by clicking on the + Add Filter button. You may also perform a free text search in the filters bar by typing into the search box.

Downloading Cost Centers

You can download the list of cost centers or any other master data from their respective screen. The application only allows to downloaded the master data into a CSV file.

To download,

Navigate to the Cost Centers under the Master Data.
On the upper-right corner of the Accounts screen, select the ellipsis (..) symbol and then select Download.

The file automatically downloads in the background and contains the consolidated records of all cost centers.

Vendors

A vendor is a business entity that sells products or services to another company or individual. Vendors can vary widely in their offerings and can be manufacturers, wholesalers, retailers, or service providers. A vendor is an integral part of any financial record and is a key element in the TBM model.

Vendor data in YäRKEN comprises the below attributes:

Vendor Code
Vendor Name
Vendor Type
Vendor Function
Vendor Primary Service
Vendor Location
Service Location
User Interaction
Vendor Manager
Vendor Owner
Vendor Family
Contract Rate
Annual Target Spend
SPM Cadence
Operational Meetings
SPM Meetings
Minutes Completed
Relationship RAG
Active/Inactive Flag

Adding Vendors

Only a user with the Admin privilege has access to manage the master data.

There are two ways to load the vendor data: manually adding the individual vendor details or use the template file to uplod the multiple vendors. The vendors are accessible under the Admin > YäRKEN Designer.

Adding Vendors Manually

Manually adding the vendors involves filling out the individual fields data. While adding new vendors, you may choose whether to keep them active or inactive.

Prerequisites

Before adding vendors, you should have:

Vendor code
Vendor name

Procedure

To add the vendor,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Vendors.

On the upper-right corner, click + ADD NEW.

A New Vendor dialog box appears.

Enter the data into the below fields:

Field Name	Mandatory	Description
Vendor Code	Yes	The vendor ID used by the financial management system to track the company providing the product or service.
Vendor Name	Yes	The name of the vendor.
Vendor Type	No	A classification of vendors to provide appropriate management and oversight to optimize pricing and risk. Example: Strategic, Preferred and Transactional.
Vendor Function	No	A high-level categorization of the function that the vendor provides. Example: Consulting, Hardware, IaaS/PaaS, Leasing, Managed Service Provider, SaaS, Service Provider, Software, Staff Augmentation.
Vendor Primary Service	No	The service provided by the vendor.
Vendor Location	No	The location of the vendor.
Service Location	No	The location where the service is performed.
User Interaction	No	The interactions between user and vendor.
Vendor Manager	No	The internal person who manages the vendor relationship.
Vendor Owner	No	The internal person who owns the vendor budget.
Vendor Family	No	Categorization of vendors into specific group or families based on shared business domain.
Contract Rate	No	The agreed-upon rate specified in the contract between the vendor and the client.
Annual Target Spend	No	Client-defined annual target spend on a specific vendor.
SPM Cadence	No	The frequency of SPM meetings, often measured in intervals (e.g. monthly, weekly, or yearly).
Operational Meetings	No	The operational meetings occurred with the vendors. This indicates if the meeting takes place or not. By default, the value is blank.
SPM Meetings	No	The Supplier Performance Management (SPM) meetings. This indicates if the SPM meeting takes place or not. By default, the value is blank.
Minutes Completed	No	The completion status of meeting minutes or documentation for the meeting. By default, the value is blank.
Relationship RAG	No	The current state of relationship with the vendor, measured in RAG (Red, Amber, Green) system. By default, the value is blank.
Active	No	The status of the vendor. Indicates if the account is currently Active or not. Note: The default value is Yes when not mapped.

Click SAVE.

After saving, you can view, edit, or delete the vendors.

Note: By default, the system displays the list of all active vendors. However, you can filter out inactive vendors.

Adding Vendors by Uploading a File

You can add multiple vendors by uploading the Excel file. During upload, you can choose which columns in your file map to which application data fields. The upload files must be in.xls,.xlsx, or.csv format. To make data uploading easier using the file, we have provided the data templates under the Admin > Data Templates. These templates include predefined field columns for field mapping. You can download the Vendor template file, add the field entries, and then upload to Vendors under the master data section in YäRKEN Designer.

Prerequisites

To add the vendor using file, you should have:

Vendor template file containing data for all mandatory fields.

Procedure

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Vendors.
On the upper-right corner, click UPLOAD.

On the upload dialog box, click OR BROWSE or drag and drop your file.

Review your data on the Data Preview screen and select NEXT.

Note: If you have aligned to the template headers or loaded your data into the template, you should see “All required fields have been automapped successfully.”

You can choose to FINISH or select EDIT MAPPING to review or map any additional data.

You may refer to the UPLOADED FILES tab to check the loaded file status, total records, errors or view the mapping fields. You can also download the uploaded files from this tab.

Editing Vendors

After adding the vendor under the master data, you can use the edit option to modify vendor details. You can also change the vendor status from Active to Inactive. Editing the existing vendors can have an impact on the dependant data, and rules that are created using vendor may become invalid.

To edit,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Vendors.
On the VENDORS tab, search for the vendor you would like to edit.
Select Edit button on the vendor row.

On the Edit Vendor dialog box, edit the required fields and click SAVE.

Deleting Vendors

You can delete vendors only when there are no dependency on spend or other data. The application will not be able to remove vendor which is used by the underlying data like GL or budget data. It shows message explaining why a particular vendor cannot be removed:

You can delete the multiple vendors by selecting the check boxes against each vendor.

To delete a vendor that is not dependant on other data,

Select the vendor in the COST CENTERS tab.
Click the Delete icon corresponding to the cost center that you want to delete.

A message appears to confirm whether you want to delete.

Click OK.

The vendor is deleted.

Note:

You can delete a vendor only when:

It is not yet associated to Cost Pools, Towers, Solutions, Business Units, or other data.
It is not currently used in any rules or the spend distribution.

Filters

All the master data is provided with the pre-defined filters to narrow down the search results. Both the tabs including VENDORS and UPLOADED FILES contains the filter option. By default, only active vendors are shown on the VENDORS tab. However, additional filters can be applied by clicking on the + Add Filter button. You may also perform a free text search in the filters bar by typing into the search box.

Downloading Vendors

You can download the list of vendors or any other master data from their respective screen. The application only allows to downloaded the master data into a CSV file.

To download,

Navigate to the Vendors under the Master Data.
On the upper-right corner of the Vendors screen, select the ellipsis (..) symbol and then select Download.

The file automatically downloads in the background and contains the consolidated records of all vendors.

Solution Offerings

Solution offerings within TBM are designed to align IT resources and capabilities with business objectives, providing a clear value proposition to the organization. Solution Offering is an integral part of any financial record and is a key element in the TBM model.

Solution Offerings data in YäRKEN comprises the below attributes:

Offering ID
Offering Name
Solution Name
Offering Type
Tier
Weight
Unit Of Measure
Active/Inactive Flag
Custom Strings
Custom Dates
Custom Numbers

Adding Solution Offerings

Only a user with the Admin privilege has access to manage the master data.

There are two ways to load the solution offering: manually adding the individual solution offering details or use the template file to uplod the multiple offerings. The solution offerings are accessible under the Admin > YäRKEN Designer.

Adding Solution Offerings Manually

Manually adding the solution offering involves filling out the individual fields data. While adding new offerings, you may choose whether to keep them active or inactive.

Prerequisites

Before adding solution offering, you should have:

Offering ID
Offering name
Solution name

Procedure

To add the solution offering,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Solution Offerings.

On the upper-right corner, click + ADD NEW.

A New Solution Offerings dialog box appears.

Enter the data into the below fields:

Field Name	Mandatory	Description
Offering ID	Yes	The unique identifier of the solution offering.
Offering Name	Yes	The descriptive name of the solution offering.
Solution Name	Yes	Name of the solution where the offering should be distributed.
Offering Type	No	The type of offering that is being provided.
Tier	No	Categorization to split spend by percentage: "Tier 1", "Tier 2", "Tier 3", "Tier 4", "Tier 5".
Weight	No	A numerical value that can be used to spread cost across a list of assets.
Unit of Measure	No	Name of the type of Unit of Measure representing the quantities of the units (For example, Headcount, Licenses, Desktops).
Active	No	The status of the offering. Indicates if the offering is currently Active or not. Note: The default value is Yes when not mapped.

Click SAVE.

After saving, you can view, edit, or delete the solution offerings.

Note: By default, the system displays the list of all active offerings. However, you can filter out inactive solution offerings.

Adding Solution Offerings by Uploading a File

You can add multiple offerings by uploading the Excel file. During upload, you can choose which columns in your file map to which application data fields. The upload files must be in.xls,.xlsx, or.csv format. To make data uploading easier using the file, we have provided the data templates under the Admin > Data Templates. These templates include predefined field columns for field mapping. You can download the Solution Offering template file, add the field entries, and then upload to Solution Offerings under the master data section in YäRKEN Designer.

Prerequisites

To add the solution offering using file, you should have:

Solution offering template file containing data for all mandatory fields.

Procedure

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Solution Offerings.
On the upper-right corner, click UPLOAD.

On the upload dialog box, click OR BROWSE or drag and drop your file.

Review your data on the Data Preview screen and select NEXT.

Note: If you have aligned to the template headers or loaded your data into the template, you should see “All required fields have been automapped successfully.”

You can choose to FINISH or select EDIT MAPPING to review or map any additional data.

You may refer to the UPLOADED FILES tab to check the loaded file status, total records, errors or view the mapping fields. You can also download the uploaded files from this tab.

Editing Solution Offerings

After adding the solution offering under the master data, you can use the edit option to modify details. You can also change status from Active to Inactive. Editing the existing solution offering can have an impact on the dependant data, and rules that are created using offering may become invalid.

To edit,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Solution Offerings.
On the SOLUTION OFFERINGS tab, search for the solution offering you would like to edit.
Select Edit button on the offering row.

On the Edit Solution Offerings dialog box, edit the required fields and click SAVE.

Deleting Solution Offerings

You can delete solution offerings only when there are no dependency on spend or other data. The application will not be able to remove solution offeting which is used by the underlying data like GL or budget data. It shows message explaining why a particular offering cannot be removed:

You can delete the multiple solution offerings by selecting the check boxes against each of them.

To delete a solution offering that is not dependant on other data,

Select the solution offering in the SOLUTION OFFERINGS tab.
Click the Delete icon corresponding to the offering that you want to delete.

A message appears to confirm whether you want to delete.

Click OK.

The solution offering is deleted.

Note:

You can delete a solution offering only when:

It is not yet associated to Cost Pools, Towers, Solutions, Business Units, or other data.
It is not currently used in any rules or the spend distribution.

Filters

All the master data is provided with the pre-defined filters to narrow down the search results. Both the tabs including SOLUTION OFFERINGS and UPLOADED FILES contains the filter option. By default, only active solution offerings are shown on the SOLUTION OFFERINGS tab. However, additional filters can be applied by clicking on the + Add Filter button. You may also perform a free text search in the filters bar by typing into the search box.

Downloading Solution Offerings

You can download the list of solution offerings or any other master data from their respective screen. The application only allows to downloaded the master data into a CSV file.

To download,

Navigate to the Solution Offerings under the Master Data.
On the upper-right corner of the Solution Offering screen, select the ellipsis (..) symbol and then select Download.

The file automatically downloads in the background and contains the consolidated records of all solution offerings.

Business Units

Business units refer to distinct segments or divisions within an organisation with specific functions, goals, and responsibilities. Each business unit operates semi-independently, focusing on a particular aspect of the company's overall operations, such as marketing, finance, sales, human resources, or product development. The business unit is an integral part of any financial record and is a key element in the TBM data model.

Business Unit data in YäRKEN comprises the below attributes.

Business Unit ID
Business Unit Name
Cost Center
Tier
Active/Inactive Flag
Custom Strings
Custom Dates
Custom Numbers

Adding Business Unit

Only a user with the Admin privilege has access to manage the master data.

There are two ways to load the business units: manually adding the individual business unit details or use the template file to uplod the multiple business units. The business units are accessible under the Admin > YäRKEN Designer.

Adding Business Units Manually

Manually adding the business unit involves filling out the individual fields data. While adding new business units, you may choose whether to keep them active or inactive.

Prerequisites

Before adding business units, you should have:

Business unit ID
Business unit name

Procedure

To add the business units,

From the menubar, select Admin > YäRKEN Designer.
On the left pane, expand the Master Data under the UPLOAD section.
Select Business Units.

On the upper-right corner, click + ADD NEW.

A New Solution Offerings dialog box appears.

Enter the data into the below fields:

Field Name	Mandatory	Description
Business Unit ID	Yes	Unique identifier of the business Unit.
Business Unit Name	Yes	Descriptive name of the business Unit.
Cost Center	No	Cost center associated with the business unit.
Tier	No	Categorization to split spend by percentage: "Tier 1", "Tier 2", "Tier 3", "Tier 4", "Tier 5".
Active	No	The status of the business unit. Indicates if it’s currently Active or not. Note: The default value is Yes when not mapped.

Click SAVE.

After saving, you can view, edit, or delete the solution offerings.

Note: By default, the system displays the list of all active business units. However, you can filter out inactive business units.

Applying Filters

While viewing Business Units filters can be applied to narrow down the search. By default, only active Business Units will be shown by applying a filter (Active = “Yes”) on the list of Business Units. Additional filters can be added by clicking on the “+ Add Filter” button. Clicking on “X” on the filter chip will remove the added filter. Additionally, a free text search can be applied by typing into the search box on the filter bar.

Managing Invoices

An invoice is a document issued by a seller to a buyer, detailing a transaction and requesting payment for goods or services provided. It includes essential information such as the seller and buyer's contact details, a unique invoice number, the date of issue, a description of the items or services, the total amount due, applicable taxes, and payment terms. Invoices are crucial for tracking sales, managing financial records, and ensuring timely payments.

Invoice data in YäRKEN comprises the below attributes.

Invoice Number
Invoice Description
Invoice Date
Invoice Amount
PO Number
Cost Center
Vendor
Account

Only a user with the Admin privilege has access to manage the master data.

Invoices can be accessed via the YäRKEN Designer sub-menu option under the Admin menu.

Once on the Designer page, the left collapsible panel shows Accounts Payable which has the link to access the Invoices page.

Admin >> YaRKEN Designer >> Spend Model >> Master Data >> Invoices

Adding Invoices

Invoices can be either manually added or uploaded using an Excel or csv file.

Adding Invoices Manually

To add Invoices manually, click on the + ADD NEW button and enter the details. The details of each of the attributes can be found in the YäRKEN data dictionary document or YäRKEN online help.

Uploading Invoices

To upload a file with one or more Invoices click on the ^ UPLOAD button

Choose browse to pick a file or drag a file and drop on the Cloud icon.

The file should have the Invoices in XLS or CSV formats with specific set of required data. The structure of the required data can be downloaded in as a template from the “Data Templates” in the Admin section.

Modifying Invoices

To modify Invoices use the Edit or Delete option against each Invoice.

Edit will open a popup with the existing values for the chosen record, which can be changed and saved.

Delete will remove the corresponding record after confirmation.

Deleting multiple Invoices is also possible by selecting the Check Box against each invoice. The option to delete all or just the selected will be given and the Admin can choose the option as required.

Applying Filters

While viewing Invoices filters can be applied to narrow down the search. Filters can be added by clicking on the “+ Add Filter” button. Clicking on “X” on the filter chip will remove the added filter. Additionally, a free text search can be applied by typing into the search box on the filter bar.

Downloading Invoices

Invoices can be downloaded in the CSV format. By clicking on the three dots … menu on the top right corner, the download option is available.

Uploaded Files

A list of all the Uploaded files can be seen by switching to the Uploaded Files tab at the top of the page.

A list of all Invoices files can be seen here.

Exceptions

A list of all Uploaded files can be seen here.

Managing Purchase Orders

Purchase Order data in YäRKEN comprises the below attributes.

PO Number
PO Description
PO Date
Requester
PO Amount
Status
Contract Number
Cost Center
Vendor

Only a user with the Admin privilege has access to manage the master data.

Purchase Orders can be accessed via the YäRKEN Designer sub-menu option under the Admin menu.

Once on the Designer page, the left collapsible panel shows Accounts Payable which has the link to access the Purchase Orders page.

Admin >> YaRKEN Designer >> Spend Model >> Master Data >> Purchase Orders

Adding Purchase Orders

Purchase Orders can be either manually added or uploaded using an Excel or csv file.

Adding Purchase Orders Manually

To add Purchase Orders manually, click on the + ADD NEW button and enter the details. The details of each of the attributes can be found in the YäRKEN data dictionary document or YäRKEN online help.

Uploading Purchase Orders

To upload a file with one or more Purchase click on the ^ UPLOAD button

Choose browse to pick a file or drag a file and drop it on the Cloud icon.

Modifying Purchase Orders

To modify Purchase Orders use the Edit or Delete option against each Purchase Order.

Edit will open a popup with the existing values for the chosen record, which can be changed and saved.

Delete will remove the corresponding record after confirmation.

Deleting multiple Purchase Orders is also possible by selecting the Check Box against each Purchase Order. The option to delete all or just the selected will be given and the Admin can choose the option as required.

Applying Filters

While viewing Purchase Order filters can be applied to narrow down the search. Filters can be added by clicking on the “+ Add Filter” button. Clicking on “X” on the filter chip will remove the added filter. Additionally, a free text search can be applied by typing into the search box on the filter bar.

Downloading Purchase Orders

Purchase Orders can be downloaded in the CSV format. By clicking on the three dots … menu on the top right corner, the download option is available.

Uploaded Files

A list of all the Uploaded files can be seen by switching to the Uploaded Files tab at the top of the page.

A list of all account files can be seen here.

Exceptions

A list of all Uploaded files can be seen here.

Managing Contracts

Contract data in YäRKEN comprises the below attributes.

Contract Number
Contract Description
Contract Amount
Contract Spend
Actual Spend
Start Date
End Date
Status
Cost Center
Vendor

Only a user with the Admin privilege has access to manage the master data.

Contracts can be accessed via the YäRKEN Designer sub-menu option under the Admin menu.

Once on the Designer page, the left collapsible panel shows Accounts Payable which has the link to access the Contracts page.

Admin >> YaRKEN Designer >> Spend Model >> Master Data >> Contracts

Adding Contracts

Contracts can be either manually added or uploaded using an Excel or csv file.

Adding Contracts Manually

To add Contracts manually, click on the + ADD NEW button and enter the details. The details of each of the attributes can be found in the YäRKEN data dictionary document or YäRKEN online help.

Uploading Contracts

To upload a file with one or more Invoices click on the ^ UPLOAD button

Choose browse to pick a file or drag a file and drop on the Cloud icon.

The file should have the Invoices in XLS or CSV formats with a specific set of required data. The structure of the required data can be downloaded in as a template from the “Data Templates” in the Admin section.

Modifying Contracts

To modify Contracts use the Edit or Delete option against each Contract.

Edit will open a popup with the existing values for the chosen record, which can be changed and saved.

Delete will remove the corresponding record after confirmation.

Deleting multiple Contracts is also possible by selecting the Check Box against each Contract. The option to delete all or just the selected will be given and the Admin can choose the option as required.

Applying Filters

While viewing Contract filters can be applied to narrow down the search. Filters can be added by clicking on the “+ Add Filter” button. Clicking on “X” on the filter chip will remove the added filter. Additionally, a free text search can be applied by typing into the search box on the filter bar.

Downloading Contracts

Contracts Orders can be downloaded in the CSV format. By clicking on the three dots … menu on the top right corner, the download option is available.

Uploaded Files

A list of all the Uploaded files can be seen by switching to the Uploaded Files tab at the top of the page.

A list of all Contract files can be seen here.

Exceptions

A list of all Uploaded files can be seen here.