How to Export to OneCouncil

This article is for Hosts using TechnologyOne (OneCouncil) for financial management and reporting.

SpacetoCo automates monthly payout processing and financial reconciliation. To eliminate manual spreadsheet reformatting, you can configure SpacetoCo to export monthly payout data directly formatted for a OneCouncil Project Journal entry.

Project Journal Entry Format

The following is the format that SpacetoCo uses for generating the reports.

The report format export aggregates the data to a per-space & per-expense/income itemised list, with account numbers in the following format:

AAAAAA-BBBB-CCCC-DDDDD

• AAAAAAA is a space's Project Number
• BBBB is a space's Cost Centre
• CCCC is an income/expense's Activity Number
• DDDDD is an income/expense's Account Number

The report accepts defaults for each of these parts, whilst allowing you to specify them on a space or income/expense type basis.

The following is an example of the output of the file:

Initial Configuration

Before we can enable this report, we need to setup the default values to be used. You can set these values to suit your workflow, specifically when a new space is added without being configured for this report, you can either set the default to a generic number or put in a placeholder that makes it easier to find missing values that need to be added.

This can be accessed here: app.spacetoco.com/dashboard/host/integrations/one-council

• Default Project and Cost Centre
  The numbers used for spaces by default when one isn't provided for a space.
• General Project and Cost Centre
  The numbers used for non-space-related income and expenses. These currently wont appear in the report, but will be used for future features in the application.
• Default Fee Schedule
  The default Activity & Account numbers for both income and expenses.

Once you're done with the initial configuration, you can go ahead and click the "Next" button. This will take us to the next step where we can set more fine-grain values for each space and income/expense type.

General Configuration

Now that the initial configuration is out of the way, we are now taken to the general configuration area. You can always come back to this area if you need to make any changes in the future.

The configuration area is broken up into three sections:

• Default Values, which is the same as the Initial Configuration in case you want to update those values
• Fee Schedule, where you can override the default values for each type of income & expense
  
• Spaces, where you can pair each space with it's corresponding project and cost centre numbers.
  • If you have parent-child spaces, you can copy the parent's number to the children by clicking the arrow to the right of the input.
  • If you have already added in the project and cost centre as a part of the Account Code in the Space, we will attempt to automatically set these values.

Once you're done with the more fine-grained configurations, you can click the "Save" button. This will save everything and enable the report to be generated on future payouts. 🎉

Manual Report Generation

To generate or regenerate a OneCouncil report for a past payout:

1. Go to the Host Payouts tab in your account settings.
2. Locate the relevant payout in the table.
3. Select Regenerate OneCouncil report from the actions menu as shown below. 

If you need help configuring your OneCouncil integration, contact support via email at info@spacetoco.com