SAP BusinessObjects Financial Consolidation User Guide 7.5
November 11, 2016 | Author: Ajai Kumar | Category: N/A
Short Description
SAP BO...
Description
SAP BusinessObjects Financial Consolidation User Guide ■ SAP BusinessObjects Financial Consolidation 7.5
2011-01-29
Copyright
© 2011 SAP AG. All rights reserved.SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in other countries. Business Objects is an SAP company.All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. 2011-01-29
Contents
3
Chapter 1
An overview of the tasks performed in the application.........................................................11
Chapter 2
General user functions..........................................................................................................13
2.1 2.2 2.3 2.4 2.4.1 2.4.2 2.5 2.5.1 2.5.2 2.5.3 2.5.4 2.5.5 2.5.6 2.6 2.6.1 2.6.2 2.6.3 2.6.4 2.6.5 2.6.6 2.6.7 2.6.8 2.6.9 2.7 2.7.1 2.7.2 2.7.3 2.7.4 2.8
To start the application...........................................................................................................13 To change your password......................................................................................................14 To quit the application and disconnect from the database.......................................................14 Monitoring your license..........................................................................................................14 To check your license.............................................................................................................14 Monitoring the number of users.............................................................................................15 The Financial Consolidation dashboard...................................................................................15 Navigating in the dashboards.................................................................................................16 To access the Financial Consolidation dashboard...................................................................16 Consolidations in the Financial Consolidation dashboard........................................................17 Manual Journal Entries in the Financial Consolidation dashboard............................................23 Packages in the Financial Consolidation dashboard................................................................23 To print a dashboard..............................................................................................................24 The Desktop..........................................................................................................................24 To open a new desktop using the same connection...............................................................24 To display the Desktop in read-only mode..............................................................................25 To return to the Desktop........................................................................................................25 To close a desktop.................................................................................................................25 The Desktop components......................................................................................................25 Customizing the Information Viewer list display......................................................................36 Display languages..................................................................................................................47 Navigating through Desktop objects......................................................................................48 Printing Desktop objects........................................................................................................51 Trace reports in SAP BusinessObjects Financial Consolidation..............................................55 Activating the trace report function........................................................................................56 Consulting a trace report........................................................................................................59 To export trace report data from within a trace report............................................................59 Global export of trace reports................................................................................................60 Managing objects using the object editor...............................................................................61
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4
2.8.1 2.8.2 2.8.3 2.8.4 2.8.5 2.8.6 2.8.7 2.9 2.10 2.10.1 2.11 2.11.1 2.11.2
The object editor....................................................................................................................61
Chapter 3
Analysis domain....................................................................................................................81
3.1 3.1.1 3.1.2 3.2 3.2.1 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.2.9 3.2.10 3.2.11 3.3 3.3.1
The Home view......................................................................................................................81
Chapter 4
Operation domain...............................................................................................................117
4.1 4.1.1 4.1.2 4.1.3 4.1.4
Reporting Organizer and RU Organizer views.......................................................................117
To create an object................................................................................................................68 To open an object editor in the Information Viewer.................................................................69 To save an object...................................................................................................................69 To duplicate an object............................................................................................................69 Selecting objects...................................................................................................................70 To delete an object................................................................................................................70 The Select Item panel.............................................................................................................71 Logs.......................................................................................................................................72 Log command........................................................................................................................72 Configuring the general options..............................................................................................73 Specific data processing (Hooks)...........................................................................................75 To enable the SAP BusinessObjects Financial Information Management URL in the General options...................................................................................................................................80
The Plan tab...........................................................................................................................81 The Operation tab..................................................................................................................81 The Report Navigator view.....................................................................................................82 Report schedules...................................................................................................................82 Objects in the Report Navigator view.....................................................................................85 Report Navigator tree structure..............................................................................................85 To open a schedule report......................................................................................................86 To modify a report................................................................................................................102 To copy data from one report schedule to another...............................................................103 To export a report schedule.................................................................................................103 To close a report..................................................................................................................104 The Favorites folder.............................................................................................................104 Report bundles.....................................................................................................................105 Printing Report Navigator objects.........................................................................................112 The Viewpoints view............................................................................................................113 The viewpoints object editor.................................................................................................113
Introduction to the Reporting Organizer and RU Organizer views.........................................117 Objects in the Reporting Organizer and RU Organizer views................................................118 The Reporting Organizer view..............................................................................................121 The RU Organizer view........................................................................................................136
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4.2 4.2.1 4.2.2 4.2.3 4.2.4 4.2.5 4.2.6 4.2.7 4.2.8 4.2.9 4.2.10 4.2.11 4.2.12 4.2.13 4.2.14 4.2.15 4.2.16
Package Manager view........................................................................................................152
4.2.17 4.2.18 4.2.19 4.2.20 4.2.21 4.2.22 4.3 4.3.1 4.3.2 4.3.3 4.3.4 4.3.5 4.3.6 4.3.7 4.3.8 4.3.9 4.3.10 4.3.11 4.3.12 4.3.13 4.3.14 4.3.15 4.3.16
Importing data into packages................................................................................................185
Package process overview...................................................................................................153 Packages.............................................................................................................................154 The package editor...............................................................................................................157 When a package is opened..................................................................................................164 To open a package...............................................................................................................165 To run preloading calculations..............................................................................................167 To save a package...............................................................................................................167 To delete a package.............................................................................................................167 To export data from a package.............................................................................................168 To validate the controls in a package....................................................................................168 To validate a package...........................................................................................................169 Protecting a package............................................................................................................170 Approving packages.............................................................................................................171 Resetting packages..............................................................................................................173 Data entry schedules...........................................................................................................173 SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation ......................................................................................................................183 Working with ledgers in Package Manager...........................................................................194 Publishing packages.............................................................................................................196 Integrating packages after publication..................................................................................204 Printing packages.................................................................................................................205 Working in multi-user mode..................................................................................................206 Manual Journal Entries view.................................................................................................208 Manual journal entries..........................................................................................................209 Manual journal entry status..................................................................................................210 The manual journal entry editor.............................................................................................210 To create a journal entry.......................................................................................................216 Data entry in a manual journal entry......................................................................................218 Ledgers................................................................................................................................223 Importing journal entries from a file.......................................................................................223 To copy and paste journal entries.........................................................................................229 Validity of central manual journal entries...............................................................................231 Versioning in manual central journal entries..........................................................................231 Posting central manual journal entries..................................................................................232 Changing manual journal entries...........................................................................................233 Reversing journal entries......................................................................................................235 Protecting journal entries......................................................................................................237 Deleting journal entries........................................................................................................238 Printing journal entries..........................................................................................................240
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4.3.17 4.4 4.4.1 4.4.2 4.4.3 4.4.4 4.4.5 4.4.6 4.4.7 4.4.8 4.4.9 4.4.10 4.4.11 4.4.12 4.5 4.5.1 4.5.2 4.5.3 4.5.4 4.5.5 4.5.6 4.5.7 4.5.8 4.5.9 4.6 4.6.1 4.6.2 4.6.3 4.6.4 4.6.5
Manual journal entry templates.............................................................................................240
Chapter 5
Administration domain........................................................................................................391
5.1 5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 5.2 5.2.1 5.2.2
Task List, Task Scheduler, Task Monitor and Log views.......................................................391
Scope Builder view..............................................................................................................245 Introduction to the Scope Builder view.................................................................................245 Accessing the Scope Builder view.......................................................................................247 Objects in the Scope Builder view........................................................................................250 Concepts.............................................................................................................................253 Portfolio mode editors..........................................................................................................255 Managing portfolios.............................................................................................................257 Scope mode editor...............................................................................................................288 About scopes.......................................................................................................................295 Steps for defining a scope in the Scope Builder view...........................................................305 Defining a scope..................................................................................................................307 Example of a simple holding structure..................................................................................340 Calculating scopes...............................................................................................................349 Rates view...........................................................................................................................353 Introduction to the Rates view..............................................................................................353 Objects in the Rates view.....................................................................................................354 Rate table editor..................................................................................................................355 Creating, loading and retrieving rate tables...........................................................................357 To delete a rate table...........................................................................................................362 To change a rate table..........................................................................................................363 Importing data into a rate table.............................................................................................363 Exporting rate tables............................................................................................................369 Printing rate tables...............................................................................................................370 Consolidation view...............................................................................................................371 Consolidations.....................................................................................................................371 Reconciliations.....................................................................................................................384 Running a consolidation or intercompany reconciliation........................................................388 Consolidation and reconciliation processing log...................................................................390 Printing consolidation and intercompany reconciliation definitions.........................................390
Introduction to the Task List, Task Scheduler, Task Monitor and Log views.........................391 The Task List view................................................................................................................394 The Task Scheduler view......................................................................................................428 The Task Monitor view.........................................................................................................432 The Log view........................................................................................................................434 Address Book and Site Profile views....................................................................................437 Introduction to correspondents............................................................................................437 Objects in the Address Book and Site Profile views.............................................................439
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5.2.3 5.2.4 5.3 5.3.1 5.3.2 5.3.3 5.3.4 5.3.5 5.3.6 5.3.7 5.3.8 5.3.9 5.3.10 5.4 5.4.1 5.4.2 5.4.3 5.4.4 5.5 5.5.1 5.5.2 5.5.3 5.5.4 5.5.5 5.5.6 5.5.7
Introduction to the Address Book and Site Profiles views....................................................441
Chapter 6
Setup domain......................................................................................................................547
6.1 6.1.1 6.1.2 6.1.3 6.1.4 6.1.5 6.1.6 6.1.7 6.1.8 6.1.9 6.2 6.2.1 6.2.2
Dimension Builder................................................................................................................547
Appendix..............................................................................................................................454 Security view.......................................................................................................................457 Introduction to the Security view..........................................................................................458 Objects in the Security view.................................................................................................458 The editors in the Users view...............................................................................................461 Users...................................................................................................................................462 Owner groups......................................................................................................................469 Functional Profiles................................................................................................................471 Access definitions................................................................................................................476 Data access groups.............................................................................................................487 Exporting users....................................................................................................................491 Functional profile descriptions..............................................................................................495 Audit view............................................................................................................................518 Introduction to the Audit view...............................................................................................519 The audit editor....................................................................................................................520 Creating an audit definition...................................................................................................523 Running an audit task...........................................................................................................530 Package Amount Trace view................................................................................................536 Introduction to the Package Amounts Trace View................................................................536 The Package Amount Trace editor........................................................................................537 Enabling the Package Amount Trace function.......................................................................538 Consulting the package amount trace..................................................................................538 Displaying, sorting and grouping Package Amount Trace information...................................540 Exporting package amount trace rows..................................................................................544 Printing the package amount trace.......................................................................................546
Introduction to the Dimension Builder view...........................................................................547 Objects in the Dimension Builder view.................................................................................550 Editors in the Dimension Builder view...................................................................................559 Creating and managing objects............................................................................................560 Defining the database structure...........................................................................................562 Entering data in the reference tables....................................................................................568 Hierarchy mode....................................................................................................................577 Managing filters...................................................................................................................589 Standard configuration of the database structure.................................................................598 Report Designer...................................................................................................................606 Introduction to the Report Designer view.............................................................................606 Objects in the Report Designer view....................................................................................608
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6.2.3 6.2.4 6.2.5 6.2.6 6.2.7 6.2.8 6.2.9 6.2.10 6.2.11 6.2.12 6.3 6.3.1 6.3.2 6.3.3 6.3.4 6.3.5 6.3.6 6.3.7 6.4 6.4.1 6.4.2 6.4.3 6.4.4 6.4.5 6.4.6 6.4.7 6.4.8 6.4.9 6.4.10 6.4.11 6.4.12 6.4.13 6.4.14 6.4.15 6.4.16 6.4.17 6.5 6.5.1 6.5.2 6.5.3 6.5.4
8
Modifiable objects................................................................................................................610 Navigating between schedules.............................................................................................613 The editors...........................................................................................................................614 Working with schedules, books and folders.........................................................................622 Designing schedules............................................................................................................632 Defining the layout of a schedule..........................................................................................681 Testing and previewing schedules for the Web.....................................................................722 Printing.................................................................................................................................724 Examples of schedules.........................................................................................................726 Appendix..............................................................................................................................740 Category Builder..................................................................................................................775 Introduction to the Category Builder view.............................................................................776 Objects in the Category Builder view...................................................................................776 Steps for defining a category scenario in the Category Builder view.....................................783 Standard and Expanded modes............................................................................................784 The category scenario editor................................................................................................785 Defining a category scenario................................................................................................789 Appendix..............................................................................................................................888 Rules view...........................................................................................................................909 Introduction to the Rules view..............................................................................................909 Objects in the Rules view.....................................................................................................912 The rule editors....................................................................................................................916 Working with rules...............................................................................................................917 Consulting objects in the view..............................................................................................919 Defining a consolidation rule................................................................................................920 Defining a reporting unit rollup rule.......................................................................................944 Defining an account rollup rule ............................................................................................945 Defining a reconciliation rule.................................................................................................947 Defining a preconsolidation rule...........................................................................................958 Defining a package rule........................................................................................................960 Defining an SQL rule............................................................................................................962 Arranging rules into sets and subsets...................................................................................963 Functions and coefficients....................................................................................................970 Examples of rules using a coefficient....................................................................................980 Specific rules.......................................................................................................................992 Variables..............................................................................................................................994 Data Entry Restrictions view................................................................................................996 Introduction to the Data Entry Restrictions view...................................................................996 The data entry restriction editor............................................................................................999 To create a data entry restriction........................................................................................1001 To change a data entry restriction......................................................................................1001
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9
6.5.5 6.5.6 6.6 6.6.1 6.6.2 6.6.3 6.6.4 6.6.5 6.6.6 6.6.7 6.7 6.7.1 6.7.2 6.7.3 6.7.4 6.7.5 6.7.6 6.7.7 6.7.8 6.7.9
To duplicate a data entry restriction....................................................................................1001
Chapter 7
BusinessObjects Compliance Link...................................................................................1051
7.1 7.2 7.2.1 7.2.2 7.2.3
Introduction and steps........................................................................................................1051
Chapter 8
Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel............1055
8.1 8.2 8.3 8.4 8.5 8.6
To create a dynamic analysis..............................................................................................1056
To delete a data entry restriction........................................................................................1002 Ledgers view......................................................................................................................1002 Introduction to the Ledgers view........................................................................................1002 Objects in the Ledgers view...............................................................................................1003 The ledger editor................................................................................................................1004 To create a ledger..............................................................................................................1006 To change a ledger.............................................................................................................1006 To copy a ledger................................................................................................................1006 To delete a ledger..............................................................................................................1007 Data Link Definitions view..................................................................................................1007 Introduction to the Data Link Definitions view.....................................................................1007 The data link definition editor..............................................................................................1009 Transferring data................................................................................................................1010 Managing Data Link definitions...........................................................................................1014 Defining cross-reference mappings ...................................................................................1021 Data Link Task ..................................................................................................................1032 List of operators and functions used in a production..........................................................1038 Report Examples................................................................................................................1043 Example of data created by cross-reference mappings.......................................................1046
Entering the settings required for generating ComplianceLink documents..........................1051 To enter the settings required for generating ComplianceLink documents..........................1052 To generate ComplianceLink documents for amounts in a schedule...................................1052 To view ComplianceLink documents in a package..............................................................1053
To change the dimension analysis data...............................................................................1058 To duplicate an existing dimension analysis pivottable........................................................1059 To open an dimension analysis...........................................................................................1059 To close the current dimension analysis.............................................................................1060 Activating the PivotTable Field List.....................................................................................1060
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Chapter 9
Glossary............................................................................................................................1061
Appendix A
More Information...............................................................................................................1069
Index
10
1071
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An overview of the tasks performed in the application
An overview of the tasks performed in the application
The following table offers a quick, contextual overview of all of the tasks you perform using SAP BusinessObjects Financial Consolidation.
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1. Setup
2. Data Collection
3. Consolidation
Dimensions • Maintain reference tables • Maintain amount data source • Maintain conversion rate data source • Maintain tax rate data source
Reporting package • Define package properties • Link to set of controls • Link to package rules • Link to opening balance • Set up default publishing properties
Scope and portfolio • Maintain scope properties • Maintain scope hierarchies • Define consolidation properties • Link to portfolio
Dimension members • Maintain properties • Maintain characteristic • Maintain filters • Maintain hierarchies
Package by reporting unit • Maintain reporting unit package properties • Manage package work flow
Rates • Maintain tax and conversion rate properties • Maintain rates
Category scenario • Maintain chart of accounts • Maintain flow analysis • Maintain dimension analysis • Maintain category formulas • Maintain controls
Data entry • Enter data and comments • Run controls • View instructions and guides • Attach documents • Publish package
Consolidation • Maintain consolidation definition properties • Lock consolidation • Run full or Incremental consolidation • Create and schedule a consolidation task
Main reports • Maintain folders and books • Maintain reports • Maintain report formulas • Maintain report templates
Journal entries • Maintain journal entry process • Validate journal entries • Attached documents • Reverse journal entries • Post and protect journal entries • Maintain templates
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An overview of the tasks performed in the application
1. Setup
Rules • Maintain set of rules • Maintain consolidation rules • Maintain reconciliation rules • Maintain reconsolidation and package rules • Maintain SQL rules • Maintain functions • Maintain coefficients
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2. Data Collection
3. Consolidation
Reconciliation • Maintain reconciliation property definition • Run full or incremental reconciliation • Create and schedule tasks
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General user functions
General user functions
2.1 To start the application 1. In Windows, open SAP BusinessObjects Financial Consolidation. The "Start the Application" dialog box appears. 2. Select the data source. 3. Enter your login and your password, if required: • Use a Windows account If the application is run in a Windows environment, you can use the same login and password used to open the Windows session. If you activate this option, the "User" and "Password" boxes are grayed out. •
User
•
Password
•
Save password This field is used to memorize the user password for future connections. Note: When the application is open, you can change the password of the user connected.
4. Select the data source manager. 5. Click OK. The Desktop opens. Note: • •
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If the license file has not been installed in the correct folder, you will not be able to connect. To find out more, see the SAP BusinessObjects Financial Consolidation Installation guide. If your user name is not active, an error message appears, informing you that you are not authorized to log in. To find out more, contact your administrator.
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General user functions
2.2 To change your password Once the application is open, you can change your password without opening the Users view. 1. Select Tools > Change Password. The "Change Password" dialog box appears. 2. In the text boxes, enter your old password, your new password, then confirm your new password. 3. Click OK.
2.3 To quit the application and disconnect from the database If you close all of the desktops, you will quit the application and disconnect from the database. •
Select File > Close All Desktops.
Tip: We strongly recommend you follow this method.
2.4 Monitoring your license
2.4.1 To check your license Do one of the following:
14
To...
Do the following...
Check your license at login to the application
View the splash screen displayed when you log in to the application.
Check your license when you are already logged in to the application
Select Help > About Financial Consolidation.
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General user functions
2.4.2 Monitoring the number of users The license agreement granted to your company authorizes a certain number of users (without distinguishing between SAP BusinessObjects Financial Consolidation and SAP BusinessObjects Extended Analytics). This includes two levels of users: Administrator and non-Administrator. Note: Only active users are counted. Inactive users whose activity has been suspended are not counted.
2.4.2.1 To view the number of active users 1. Select Administration > Users > Trace license file. 2. Use the table in the Users view to see the number of active users authorized by your license and the number of active users in your database. If the maximum number of authorized active users has been reached, the normally green icon in the Status column in the Trace license file will be orange. Note: If you exceed the number of users authorized by your license when creating a new user or enabling a previously-disabled user, a message is displayed informing you that you have reached the maximum number of users authorized by your license for a specific user level (Administrator or non-Administrator). This message is also displayed in the Trace license file in the Users view. Caution: The license allows you to exceed the maximum number by 10%, after which you will not be able to create a new user or enable a previously-disabled user.
2.5 The Financial Consolidation dashboard The Financial Consolidation dashboard offers an overview of ongoing consolidations, and an access point to drill-down and investigate the consolidation status and errors. The consolidation control status covers all units, and offers the following information: • • • •
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Global discrepancy Percentage of failure, based on the number of failed Reporting Units Number of failures with a significant difference The biggest difference, for numerical control
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General user functions
The drill-down analysis allows: • • •
Analysis of where (Reporting Unit) versus when (Package, Manual Journal Entries, and Period) Control formula details Understanding of the value of control members in package controls
The dashboard points of entry are: •
Consolidations Drill on a consolidation to access the Reporting Unit or linked controls.
•
Manual Journal Entries Access the Manual Journal Entry ledger.
•
Packages Access package list details that have the same status or the package controls.
Note: When a dashboard is opened, it is automatically refreshed. To manually refresh a dashboard, click Refresh.
2.5.1 Navigating in the dashboards The dashboard offers easy navigation through breadcrumbs displayed across the top of the dashboard that dynamically show the path you have taken to arrive at the page and allow you to quickly jump return to a previous location. For as long as you are in a Financial Consolidation session working in dashboards, the last location you are in for any given dashboard home component is remembered. Note: Each time you click any item in the chain of links, the dashboard that appears is refreshed. To manually refresh a dashboard, click Refresh. However, if you move back forward in the breadcrumbs, the context is preserved.
2.5.2 To access the Financial Consolidation dashboard 1. In Financial Consolidation, click Home in the "Analysis" module. Note: If the administrator has disabled your access to dashboards, then no dashboard appears. Instead you see the "Plan" and "Operation" tabs.
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2. Select a reporting ID. Note: If you do not select a reporting ID, or select more than one reporting ID, an error message appears. If you are already in a dashboard and change from one reporting ID to another, the dashboard is automatically reset with the data for the reporting ID you just chose. Tip: You can also access the consolidation dashboard from the right-click contextual menu of the consolidation in the "Consolidation" view. Related Topics • Navigating in the dashboards
2.5.3 Consolidations in the Financial Consolidation dashboard The Consolidations stacked bar chart in the Financial Consolidation dashboard displays consolidations in the following status categories: Status
Description
Empty
The number of consolidations that have no data and have not been processed.
Failed
The number of incomplete consolidations containing at least one error.
Successful not up to date
The number of complete consolidations with new data available from either a package or a journal entry. These consolidations need to be reprocessed.
Successful - up to date
The number of consolidations that are complete and contain no new data.
Protected
The number of complete protected consolidations.
2.5.3.1 The drill order in the consolidations dashboard From the Consolidations stacked bar chart, click a bar to drill down on the status categories if data is available.
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The drill order in Consolidations is as follows: Drill item
Description
Home
"Home" shows the Consolidations and their statuses at the highest level. When you click a status, the Consolidation List appears.
Consolidation list
The "Consolidation list" shows all of the consolidations contributing to the Consolidations status by package status. When you click the bar of a consolidation, the Consolidation Overview appears.
Consolidation Overview
The "Consolidation Overview" shows the status, processing information, and package statuses for one consolidation. When you click a package bar, the Error Type appears.
Error Type
The "Error Type" shows the consolidation controls and provides links to errors and warnings. When you click a warning or error link, the Error Analysis appears.
Error Analysis
The "Error Analysis" lists the problems by reporting unit and control for the top fifteen reporting units and controls containing errors. When you click an error or warning bar, the Control Errors appears.
Control Errors
The "Control Errors" lists all of the errors for a control.
Related Topics • Navigating in the dashboards • To run a consolidation from within a Financial Consolidation dashboard • To view the additional information on a consolidation in a Financial Consolidation dashboard • The Consolidation list in the consolidations dashboard • The Consolidation Overview in the consolidations dashboard • The Error Type in the consolidation and package dashboards • The Control Errors in the consolidation and package dashboards • The Error Analysis in the consolidation and package dashboards
2.5.3.2 The Consolidation list in the consolidations dashboard The "Consolidation list" shows all of the consolidations contributing to the Consolidations status by package status. The package status categories include:
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• • • • • • •
"Empty", for packages not yet used. "In progress", for packages with controls to be run. "In progress - in error", for packages on which the controls were run and errors were encountered. "In progress - successful", for packages on which the controls were run and no errors were encountered. "Valid" "Published" "Integrated"
When you click the bar of a consolidation, the "Consolidation Overview" appears. Related Topics • The Consolidation Overview in the consolidations dashboard • The Error Type in the consolidation and package dashboards • The Control Errors in the consolidation and package dashboards • The Error Analysis in the consolidation and package dashboards
2.5.3.3 The Consolidation Overview in the consolidations dashboard When you click the bar of a consolidation, the "Consolidation Overview" appears. By default the consolidation you clicked in the Consolidation list appear, but you can select another consolidation from the list at the top of the overview page and click Go to see its data instead. The status indicated is generated from the homepage. The following processing information appears: • The last processing date, with a link to the associated logs in the "Log" view. • The number of packages integrated and journal entries posted since the last processing, and links to the associated packages in the "Package Manager" view and the associated journal entries in the "Manual Journal Entries" view. • The next scheduled processing, if one exists. Buttons are available for processing, or running, a consolidation, either full or incremental. The package status categories in the stacked bar chart include: • "Empty", for packages not yet used. • "In Progress", for packages with controls to be run. • "In progress - errors", for packages on which the controls were run and errors were encountered. • "In progress - successful", for packages on which the controls were run and no errors were encountered. • "Valid" • "Published"
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• •
"Integrated" "Newly integrated", for packages that have been integrated since the last processing of the consolidation.
The View errors for all packages link, when clicked, opens a list of all of the package errors, regardless of the status. When you click a package bar, the "Error Type" appears. Related Topics • The Consolidation list in the consolidations dashboard • To run a consolidation from within a Financial Consolidation dashboard • To view the additional information on a consolidation in a Financial Consolidation dashboard • The Error Type in the consolidation and package dashboards • Navigating in the dashboards • The Control Errors in the consolidation and package dashboards • The Error Analysis in the consolidation and package dashboards
2.5.3.3.1 To run a consolidation from within a Financial Consolidation dashboard 1. In the home dashboard, click Consolidations. 2. In the "Consolidation List", click the bar of the consolidation you want to consolidate. 3. In the "Consolidation Overview", click one of the following: • To run an incremental consolidation, click Run Incremental Consolidation. • To run a full consolidation, click Run Full Consolidation. 4. Click Yes to start processing the consolidation.
2.5.3.3.2 To view the additional information on a consolidation in a Financial Consolidation dashboard 1. In the home dashboard, click Consolidations. 2. In the "Consolidation List", click the bar of the consolidation you want to consolidate. 3. In the "Consolidation Overview", click one of the following: • To view the associated log folder, click View the Log. The Log view appears. • To view the associated packages, click View the Package Manager. The Package Manager view appears. • To view the associated manual journal entries, click View the Manual Journal Entries. The Manual Journal Entries view appears. 4. To return to the "Consolidation Overview": • In the Windows version of Financial Consolidation, click Home. • In the Web version of Financial Consolidation, click Return to the homepage > Dashboard.
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2.5.3.4 The Error Type in the consolidation and package dashboards The "Error Type" shows the controls that indicate the dimensions and package status. A control level slider allows you to change the level of controls accounted for in the analysis. If there are several control levels, the slider is set to the highest level by default. If you modify the slider by moving it left or right, the error and warning numbers change to reflect the numbers in the level you set. You can click links to analysis on: • • • • •
"Blocking Errors" " Non-Blocking Errors" " Total Errors", which includes errors that are non-blocking or blocking "Warnings" " Total Errors & Warnings", which includes all errors and warnings
The number of controls that were successful and executed appears at the bottom of the analysis. When you click a warning or error link, the "Error Analysis" appears. Related Topics • The Consolidation list in the consolidations dashboard • The Consolidation Overview in the consolidations dashboard • The Control Errors in the consolidation and package dashboards • The Error Analysis in the consolidation and package dashboards
2.5.3.5 The Error Analysis in the consolidation and package dashboards The "Error Analysis" shows the number of errors and warnings per control and reporting unit. The Y axis displays the reporting unit and control codes. When you move the mouse over a graph bar, a tooltip shows the extra-long description of the control or reporting unit and the number of errors or warnings. The stack bar charts show up to the top fifteen error objects selected in "Error Type" by: • •
reporting unit controls
When you click an error or warning bar, the "Control Errors" appears. Related Topics • The Consolidation list in the consolidations dashboard • The Consolidation Overview in the consolidations dashboard
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• The Error Type in the consolidation and package dashboards • The Control Errors in the consolidation and package dashboards
2.5.3.6 The Control Errors in the consolidation and package dashboards The "Control Errors" lists all of the errors for a control. The list of control errors offers the following columns: • Status • Control name • Control description • Level • Delta • Data ID • Tolerance • Expression, which is the formula of the control Related Topics • The Consolidation list in the consolidations dashboard • The Consolidation Overview in the consolidations dashboard • The Error Type in the consolidation and package dashboards • The Error Analysis in the consolidation and package dashboards
2.5.3.6.1 To export Control Errors in consolidation and package dashboards 1. Open a Control Error report. 2. Click Export. Note: Control Errors can only be exported in CSV format. 3. In the "Export results" dialog box, select a column separator. 4. Type the file name. 5. Click Export. Related Topics • The Control Errors in the consolidation and package dashboards
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2.5.4 Manual Journal Entries in the Financial Consolidation dashboard The Manual Journal Entries stacked bar chart in the Financial Consolidation dashboard displays manual journal entries in the following status categories: Status
Description
Draft
The number of manual journal entries not posted yet.
Posted
The number of manual journal entries posted.
Protected
The number of manual journal entries protected.
When you click a Manual Journal Entries stacked bar chart, one of the following happens: •
If you are in the Windows version of Financial Consolidation, the "Manual Journal Entries" view appears to the applicable manual journal entries.
If you are in the Web version of Financial Consolidation, the "Manual journal entry ledgers" page appears.
2.5.5 Packages in the Financial Consolidation dashboard The Packages stacked bar chart in the Financial Consolidation dashboard displays packages in the following status categories: Status
Description
Empty
The number of packages that have no data and have not been processed.
In progress
The number of packages that contain some data, but have not been validated successfully.
Valid
The number of packages that have been validated.
Published
The number of packages that have been published.
Integrated
The number of packages that have been integrated.
From the Packages stacked bar chart, click a bar to drill down on the status categories if data is available.
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Related Topics • Navigating in the dashboards • The Error Type in the consolidation and package dashboards
2.5.6 To print a dashboard 1. In a dashboard, do one of the following: • Click Print. • Right-click the dashboard and select Print from the contextual menu. The Print dialog box appears. 2. Configure the print options and click Print.
2.6 The Desktop The SAP BusinessObjects Financial Consolidation Desktop appears when you start the application. The Desktop enables you to navigate through all of the objects in the application. It is made up of two principal sections: •
The Navigation bar, which is made up of the domains and their views. When you first open the application, the Desktop opens at the Home view. The next time you start the application, the Desktop opens in the view that was last in use.
•
The Information Viewer, in which you can access the objects of the selected view.
When navigating through the domains and views, you can access the editors for each object. You can also access the Properties Box from the Desktop and perform a range of operations, like printing. Note: You can open several desktops at the same time using the same login. This section will first show you how to navigate between objects. It will then go into more detail about the different parts of the Desktop and its editors.
2.6.1 To open a new desktop using the same connection You can open several desktops at the same time using the same login.
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•
In the application, select Tools > New Desktop With Same Connection. A new desktop opens.
2.6.2 To display the Desktop in read-only mode The Desktop and its editors can be displayed in read-only mode so that the objects cannot be changed accidentally when they are being consulted. When the Desktop is displayed in read-only mode: •
the Read-only command is preceded by a check
•
you cannot change the objects in the Desktop or in their editors.
•
Select Tools > Read-only.
in the menu.
2.6.3 To return to the Desktop
Click the
button to return to the Desktop from an editor.
This command is particularly useful when several editors are open at the same time.
2.6.4 To close a desktop If several desktops are open with the same connection, closing one of them just means that the active window is closed. Closing the desktop does not disconnect you from the application or the database. •
In the application, select File > Close Desktop.
2.6.5 The Desktop components The Desktop window is made up of the following: •
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The Navigation bar, on the left, that displays the domains which represent the principal functions of the application: analysis, operation, administration and setup. Each domain consists of views which in turn group together functional objects of the same category, such as packages and manual journal
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entries. When you click the view, a list of the objects it contains is displayed in the Information Viewer to the right. •
The Information Viewer contains: •
a banner which indicates the name of the view currently open. It can also display the functional mode in use, such as Definition, Load data or Filters.
•
a tree structure in which the view objects are arranged into folders.
•
a contents list which displays the objects contained either in the view or in the tree structure folder currently open. The properties of the objects listed are displayed in the column headers. If the list contains many objects, you can apply filters to limit the display to selected items.
•
a Title bar
•
a Menu bar
•
a Standard toolbar
•
a Desktop filter toolbar
•
two scroll bars, for scrolling vertically and horizontally
•
a Status bar
Related Topics • Desktop title bar • Desktop commands and menus • Desktop toolbars • Desktop filter toolbar • Desktop status bar
2.6.5.1 Desktop domains and views The Desktop contains views are arranged into four domains. These domains represent the principal functions of the application: • analyzing data (Analysis) • collecting and producing data (Operation) • managing the application (Administration) • defining the architecture of the data and objects (Setup) Related Topics • Views in the Analysis domain • Views in the Operation domain • Views in the Administration domain
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• Views in the Setup domain
2.6.5.1.1 Views in the Analysis domain The Analysis domain consists of a range of tools designed to help you analyze data. View
To
Home
Consult the description of domains and views in the application and to access views directly. Consult the operating cycle and access the views in the Operation domain directly.
Reports
Run analysis reports and report bundles.
Viewpoints
List viewpoints used to facilitate the opening of reports by using predefined dimension values and selection methods.
2.6.5.1.2 Views in the Operation domain The Operation domain groups together all of the functionalities for collecting and producing data for performing a consolidation. View
To
Reporting Organizer
Define and view reporting IDs and their default properties.
RU Organizer
Define the reporting units to be processed for a reporting ID. Customize the data entry environment for specific reporting units and generate opening balances.
Package Manager
Enter data in, publish, and check packages.
Manual Journal Entries
Post manual journal entries.
Scopes
Define and manage portfolios and scopes.
Rates
Define and manage conversion and tax rates.
Consolidation
Manage consolidation and Intercompany reconciliation definitions.
2.6.5.1.3 Views in the Administration domain The Administration domain contains all of the views which enable you to manage tasks and define security settings.
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View
To
Task List
Manage tasks.
Scheduling
Plan when tasks are to be performed.
Task Monitor
Monitor activity on the processing server.
Log
Consult the log for all of the tasks performed
Address Book
Manage site addresses.
Site Profiles
Identify the sites which have created the objects.
Users
Manage users, workgroups, functional profiles and data access groups.
Audit
Locate all occurrences where a dimension, characteristic or object is used. Search for the objects in which an account, for example, is used.
2.6.5.1.4 Views in the Setup domain The Setup domain groups together all of the views used for setting up the application. View
To
Dimension Builder
Define and enter data in reference tables, define data tables, and dimensions and arrange characteristics into a tree structure.
Report Designer
Design data entry/retrieval schedules and structure them by assigning them to books and folders.
Category Builder
Manage category scenarios.
Rules
Define sets, subsets, rules and coefficients and arrange them into a tree structure.
Data entry restrictions
Define which dimension values are available for data entry.
Ledgers
Store journal entries.
Data Link Definitions
Transfer data between transactional systems (ERP, accounting, management, consolidation or reporting software packages) and SAP BusinessObjects Financial Consolidation.
2.6.5.2 Access rights and the Desktop
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In the Desktop, the domains and views displayed depend on: •
the type of site For example, users working on a data entry site do not have access to the Setup domain.
•
the functional profile of the user Access rights to the views are defined for each user. If a user does not have access to a particular: • •
domain, this domain is not visible view in the domain, the views available are visible, but the unavailable one is not.
2.6.5.3 Desktop toolbars In both the Desktop and editors, the toolbar contains buttons for performing operations on objects. This toolbar makes it easier for you to perform the tasks you most frequently carry out. Some buttons are grayed out depending on the views currently open, the operations performed or access rights to objects. If a button is grayed out, the command it represents is not available. By default, the toolbar is displayed at the top of the Desktop or editor, but you can move or hide it.
2.6.5.3.1 To display or hide a Desktop toolbar 1. Select View > Toolbar. A dropdown list appears. •
If the Standard or Desktop filter command is activated, the corresponding toolbar is displayed.
•
If the commands are not activated, the corresponding toolbar is hidden.
2. To display or hide the toolbar you require, click the appropriate command (Standard or Desktop filter) in the dropdown list.
2.6.5.3.2 Standard toolbar buttons common to the Desktop and editors The table below shows the buttons common to the Desktop and editors, and shows the commands and hotkeys associated with these buttons and the functions they perform. Note: The Category Builder and Scope Builder view editors do not have the standard toolbar. To find out more, refer to these views. Click
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or select
or press
To
File > New
CTRL + N
Create an object
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Click
or select
or press
Create one of the objects presented in the contextual menu
File > New > Menu File > Print Help > About
To
CTRL + P
Print an object Obtain information about the version number and copyright
Note: By default, the buttons which you can use to create different types of objects use the same icon as the object in the view's tree structure. Example: The icon symbolizing the Functional Profile, selected in the view's tree structure, appears on the button. If you want to create a Functional Profile, you can do so by clicking the button directly without having to select this object from the dropdown list.
2.6.5.3.3 Desktop buttons The table below shows the buttons featured on the standard toolbar for the Desktop. Like the previous table, it shows the commands and hotkeys associated with these buttons and the functions they perform. Click
30
or select
or press
To
File > Open
CTRL + O
Open an existing object
Edit > Cut
CTRL + X
Delete selected data and place it on the Clipboard
Edit > Copy
CTRL + C
Copy selected data and place it on the Clipboard
Edit > Paste
CTRL + V
Paste selected data from the Clipboard
Edit > Delete
CTRL + Delete
Delete the selected object
View > Columns
Display the window for managing how columns are displayed, sorted and grouped.
View > Properties Box
Display the box showing object properties which enables you to sort and group them
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Click
or select
or press
To
Go To > Previous View
Go to previous view
Go To > Next View
Go to next view
View > Templates > Current Template > [Template Name]
Select a display template
Tools > Working Language [Language Required]
Choose working language
2.6.5.3.4 Standard editor toolbar buttons The table below shows the buttons in the standard editor toolbar, and the commands and hotkeys for the buttons and the functions they perform. Note: The Category Builder and Scope Builder view editors do not have the standard toolbar. To find out more, refer to these views. Click
or select
or press
To
File > Save
CRTL +S
Save object or changes made
View > Previous
Display previous object
View > Next
Display next object
Tools > Back to Desktop
Return to the Desktop
Related Topics • Scrolling through Information Viewer lists
2.6.5.3.5 Desktop filter toolbar The "Desktop filter" toolbar enables you to restrict the display to objects related to specific reporting IDs or units. Note: The filters do not apply to all of the views. You can select more than one value for the Specify Reporting ID filter, but only one in the Specify Reporting Unit filter.
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Note: If you do not select any value in the Specify Reporting ID filter in the Desktop, then all elements are displayed in the "Home" view of the Analysis domain and in the views whose display depends on the selection made. By default, the toolbar is displayed at the top of the Desktop. You can, however, hide it or move it to another location.
Desktop filters The Desktop filter toolbar offers the following filters on items that appear in the Information Viewer lists: • Reporting ID Note: If you do not select any value for the Specify Reporting ID filter, then nothing is displayed in the "Home" view of the Analysis domain or in the views whose display depends on the selection made. •
Reporting Unit
•
Viewpoints in Report Navigator
You can: •
enter the code of the item you want to select in the text box. If you want to select more than one item, you must enter the codes for each one and use a semi-colon (;) to separate them. Note: You must enter codes that are already in the database.
•
click
to select the items.
Note: Multiple selection only works for certain items. If an item has been selected or entered, the code appears in the text box and the long description appears to the right of the box. If several items have been selected or entered, the codes will appear in the text box separated by a semicolon (;). "Multiple Selection" appears to the right of the box. When you place the cursor on the text box, a tooltip containing the codes selected appears. Note: To delete the selection of codes, select the items then hit the Return key. You can also delete the selection using the contextual menu. The Desktop Filter toolbar contextual menu is used to: •
Consult Select Consult to open the object properties box in read-only mode.
•
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Select Change to open the object properties box to edit the properties. •
Clear Select Clear to remove the selection made or the data entered. Note: The Clear and Change commands only work if one single object has been selected or entered in the text box.
2.6.5.4 Desktop commands and menus In all of the views, the following standard menus are available: •
File menu
•
Edit menu
•
View menu
•
Go To menu
•
Tools menu
•
? menu
In a number of views, there is an additional menu entitled Actions which enables users to perform operations which are specific to each view. The commands available in this menu vary depending on the view currently open. Related Topics • View and object-specific menus
2.6.5.4.1 File menu The File menu contains commands for:
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•
creating and opening objects
•
printing objects and setting up the page for printing
•
importing and exporting data
•
configuring domains
•
closing the Desktop or session
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Note: In the Desktop, the File menu does not contain a Save command because the commands used for saving items are displayed in the view editors.
2.6.5.4.2 Edit menu The Edit menu contains all of the standard commands for editing objects: Cut, Copy, Paste, Delete, and Select All.
2.6.5.4.3 View menu The View menu contains the commands for displaying or hiding Desktop objects or items. These objects include the Properties Box which you can use for viewing and changing object properties of one or more selected items. You can also use this menu for defining templates to customize how the Desktop is displayed. Related Topics • The object editor
2.6.5.4.4 Go To menu The Go To menu contains all of the commands for navigating through the Desktop. It presents a full list of the domains and views together with a log of the views last consulted.
2.6.5.4.5 Tools menu The Tools menu presents a group of commands for performing operations which are general to the application. Use this menu to: • • • • •
activate the read-only mode to prevent any modifications from being made to objects (except those currently open) open other Desktops select the working language, the application language change the password of the user connected configure general options
Related Topics • Configuring the general options
2.6.5.4.6 ? menu The Help menu provides information on the application version and enables you to consult the product documentation.
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2.6.5.4.7 View and object-specific menus Certain views present additional commands for performing operations which are specific to these views.
Actions menu In some views, an Actions menu appears in the Standard menu after Tools with commands that enable you to perform operations specific to a view in the Desktop. The commands contained in this menu vary depending on the view currently open. Example: In the Reporting Organizer view, the Actions menu contains the RU Organizer and Package Manager commands. In the RU Organizer view, however, the Actions menu contains the Generate Package at Current Site and Insert Reporting Units commands.
New command If different types of objects are managed in a view, the New menu will contain a sub-menu that lists all of the objects managed in the view. For example, in the Consolidation view, the New sub-menu contains commands for creating a new Consolidation definition or Intercompany reconciliation definition.
2.6.5.5 Desktop status bar The status bar provides information on the window currently open. It specifies: •
the current task, like Ready or Searching.
•
a description of any command currently highlighted.
•
the keyboard configuration: the three boxes at the right of the bar show whether the Caps Lock, Num Lock and Scroll Lock functions have been activated.
By default, the status bar is displayed underneath the open window, but you can hide it if required. Example: The message "Creates a new schedule" will appear when you place the mouse arrow on File > New > Schedule.
2.6.5.5.1 To display or hide the status bar 1. Click View.
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A dropdown list appears. If the Status bar command is activated, the status bar is displayed. If the Status bar command is not activated, the status bar is hidden. 2. Click the Status bar command in the dropdown list to display or hide the toolbar.
2.6.5.6 Desktop title bar The title bar provides information on the window currently opened. It is located at the top of the main window. In the Desktop, the title bar shows: •
the application icon
•
the name of the view currently open
•
if there is more than one Desktop open for the same view, the number indicating the order in which the current Desktop was opened. By default, no number is displayed for the Desktop opened first.
•
the data source to which the Desktop is connected.
•
the name of the user connected
•
the [Application] Desktop caption.
In the editor, the title bar shows: •
the specific icon for the object
•
the object's code
•
the name of the object type
•
the long description of the object Caution: In some editors, the object is not identified by a code. In the package editor, for example, the title bar displays the Category, Data entry period and Reporting Unit.
2.6.6 Customizing the Information Viewer list display In each view, the objects are presented in list form. You can:
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•
choose the columns to be displayed
•
sort the objects contained in a list
•
group the objects presented in a list
Tip: Select an object from a list by selecting the relevant column header and then keying in the first characters of the required object. The cursor will then move automatically to the appropriate row. The List Properties dialog box contains the following tabs: •
View Use View to specify which columns are to display in the contents list. The columns are arranged by topic. The Visible Columns field lists which columns are already displayed.
•
Sort Use Sort to specify which columns you want to sort using the column headers. The columns are arranged by topic. The Used Columns field lists the columns already sorted.
•
Grouping Use Grouping to group the columns together. The columns are arranged by topic. The Used Columns field lists the columns already grouped.
2.6.6.1 To display or hide a column 1. Select View > Columns. The List Properties dialog box appears. 2. To display a column, select it from the Available Columns field on the left, and then click the button to move it to the field on the right. 3. To hide a column, select it from the Visible Columns field on the right, and then click the button to move it to the field on the left. 4. Use the buttons to determine the order in which the columns will be displayed. 5. Use the buttons, located to the right of the Width in pixels box, to change the width of the columns. 6. Click OK once your selection is complete.
2.6.6.2 To change the width of columns from the desktop
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1. Place the cursor on the line between the column you want to widen and its neighboring column. The cursor appears as a
.
2. Move the mouse: • to the right to increase column width •
to the left to reduce column width
3. Release the mouse button once the column reaches the width required.
2.6.6.3 To change the width of columns using the List Properties dialog box 1. Select View > Columns. The List Properties dialog box appears. 2. Select a column. 3. Enter the width required in the Width in pixels field. 4. Click OK to save your changes.
2.6.6.4 Sorting Information Viewer columns Objects presented in list form can be sorted in ascending or descending order. You can sort one or more columns at a time. In multiple sorts, you can sort list contents using several criteria arranged by priority. In a multiple sort, you can also sort some columns in ascending order and others in descending order. There are three methods available for sorting columns: •
Using the mouse
•
Using the contextual menu
•
Using the List Properties dialog box
The method enables you to perform advanced operations, like sorting columns using a hidden column, or consulting a full description of the sort operation.
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Example: In the Package Manager view, you can carry out a multiple sort by sorting packages first by reporting unit, then by status.
2.6.6.4.1 To sort a column using the mouse 1. Select the column that you want to sort. A triangle appears, indicating which objects are sorted in ascending order. By default, the objects are always sorted in ascending order when you use this method. 2. Click the column header if you want to reverse the sort order.
2.6.6.4.2 To sort a column using the contextual menu 1. Right-click the column header. The contextual menu appears. 2. Specify the sort order: • Select Ascending order to sort the objects in the column by ascending order. •
Select Descending order to sort the objects in the column by descending order.
2.6.6.4.3 To sort a column using the List Properties dialog box 1. Select View > Columns to display the List Properties dialog box. 2. Select the Sort tab. 3. To sort a column, select it from the Available columns field, then click the it to the Used Columns field.
button to move
4. To cancel a sort performed on a column, select the column in question from the Used Columns field and click the
button to move it back to the Available columns field.
5. Define the sort order by selecting the Ascending or Descending option. 6. Click OK once your selection is complete.
2.6.6.4.4 To sort several columns using the column headers 1. Select the column you want to sort. 2. Press and hold down the SHIFT key, or
depending on your keyboard.
3. Keeping the SHIFT key held down, select the columns you want to sort. Note: The sort priority is determined by the order in which you select the columns. 4. Keeping the SHIFT key held down, click the triangle indicating the sort order if you want to reverse it. 5. Once the sort is complete, release the SHIFT key.
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Caution: As soon as you release the SHIFT key, selecting another column or header will cancel the sort.
2.6.6.4.5 To sort several columns using the List Properties dialog box 1. Select the column you want to sort. 2. Select View > Columns. The List Properties dialog box appears. 3. Select the Sort tab. 4. To sort columns, select them from the Available Columns window and then click the to move them to the Used Columns window.
button
5. To delete sort columns, select them from the Used Columns window and then click the button to return them to the Available Columns window. 6. Determine the sort order by placing the column you want to sort first at the top of the list. To do so, select the column and then move it using the button. 7. Select the column you want to sort second by placing it underneath the top column using the buttons. Repeat this operation until all of the columns are placed in the order required. 8. For each column, define the sort order by highlighting the columns one by one and then selecting Ascending or Descending. 9. Click OK once your selection is complete.
2.6.6.5 Grouping Information Viewer objects The objects in the list can be grouped together under one or more columns.
2.6.6.5.1 To group Information Viewer column objects using the mouse 1. Right-click the column header you want to use for a group. 2. Select Group By This Column. The contents of the list appear as a series of gray panels. These are the objects grouped using the selected column. 3. To display the contents of a group, click the To hide the contents, click the
button.
button.
2.6.6.5.2 To group Information Viewer column objects using the List Properties dialog box 1. Select View > Columns. The List Properties dialog box appears.
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2. Select the Grouping tab. 3. In the Available Columns field, select the column which you would like to use for the grouping, and then click the
button to move it to the Used Columns field.
4. To cancel a grouping, select the column used for the grouping in the Used Columns field and then click the
button to return it to the Available Columns field.
5. Click OK once your selection is complete.
2.6.6.5.3 To group several Information Viewer column columns 1. Select View > Columns. The List Properties dialog box appears. 2. Select the Grouping tab. 3. In the Available Columns tab, select the columns you would like to use for the grouping, then click the
button to move them to the Used Columns field.
4. Determine the grouping order by placing the column you want to group first at the top. To do so, select the column and then move it using the button. 5. Next, select the column you would like to group second and then move it using the buttons. 6. If required, define a grouping order by selecting the columns one by one and selecting Ascending or Descending. 7. Click OK once your selection is complete. The columns are now grouped in cascade format.
2.6.6.5.4 To move objects in an Information View tree structure In a tree structure, the objects are arranged into directories. These objects can be dragged and dropped from one directory to another or moved to a different location in the same directory. Dragging and dropping is a useful method for quickly copying or moving an object between two open directories. 1. Select the object you want to move and drag it to another directory or different location in the same directory. 2. When the cursor changes to a , release the mouse button to drop the object at the required location. If the cursor changes to a
, you cannot drop the object at the required location.
2.6.6.6 Customizing the Information Viewer column tree structure
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In some views, a tree structure is displayed to the left of the contents list in the Information Viewer. A tree structure is, for example, displayed in the Report Designer view. This tree structure lists objects arranged into folders and sub-folders. These vary depending on the view objects. Tip: To help you identify a directory easily, an icon representing the type of object it contains is always displayed to the left of its description. Example: In the Report Designer view, the tree structure contains the following directories: Folders and List of items. These directories can be subdivided into sub-directories which include folders and books.
2.6.6.6.1 Tree structure display You can also customize the tree structure by selecting its display mode. For each item, you can display a: •
code
•
description
•
code and description
You choose the display mode via the contextual menu or the main menu. In both menus, the display mode is indicated by a in front of the activated command.
To display the code for tree structure items •
Select View > Tree Structure > Display Code. All of the tree structure items are now identified by their code.
To display the long description •
Select View > Tree Structure > Display Long Description. All of the tree structure items are now identified by their long description.
To display the code and long description •
Select View > Tree Structure > Display Code and Long Description. The tree structure items are now identified by their code and long description.
To resize the tree structure pane You can resize the tree structure pane so that you can see the contents list or tree structure better.
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Tip: When you reduce the tree structure pane, the description of some items can be truncated. A help bubble will appear when you place the cursor on one of these items. 1. Place the cursor on the bar separating the tree structure pane from the contents list. The cursor now appears as a double-arrow:
.
2. Click the separation bar and drag it to the: • left, to reduce the tree structure pane. •
right, to increase the tree structure pane.
3. Release the mouse button. Note: When you exit the view, the tree structure pane returns to its default size.
2.6.6.7 Display templates A display template consists of a group of display options which have been saved and can be applied to a view. All of the templates appear in the dropdown list located to the right of the toolbar. Note: • • • •
All of the views, apart from Home and Task Monitor, have the Standard template. There are other predefined templates for the Category Builder and Users views. Display templates only apply to the contents list. Display options applied to the tree structure are not included in display templates. A display template can only be used in the view for which it was defined. The standard templates included in the product cannot be changed.
2.6.6.7.1 To define and save a display template 1. Define the display options required, like grouping by code or long description. 2. Select the View > Templates > Save Current Configuration As A Template... command. The Save Current Configuration dialog box appears. 3. Enter the template name in the Template Name field. 4. Click OK.
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The template is now saved. Its name is now included in the list of display templates that can be accessed via the
button.
2.6.6.7.2 To select a template •
Select View > Templates > Current Template > [Template Name]
2.6.6.7.3 To update a template 1. Select View > Templates > Current Template > [Template Name] 2. Select the template you want to update. 3. Change the display options, for example add a column for displaying the icons or the short description. 4. Select View > Templates > Update Current Template. The changes you made to the template are now saved.
2.6.6.7.4 To rename a template 1. Select View > Templates > Current Template > [Template Name] 2. Select the template you want to rename. 3. Select View > Templates > Rename Current Template. The Rename Template dialog box appears. 4. Enter the new name in the Template Name field. 5. Click OK to save your changes. The template name is updated. Its new name appears in the template list.
2.6.6.7.5 To delete a template 1. Select View > Templates > Current Template > [Template Name] 2. Select the template you want to delete. 3. Select View > Templates > Delete Current Template. A confirmation message appears. 4. Click OK to confirm that you want to delete, or Cancel to cancel the operation. The template is deleted and no longer features in the list of templates.
2.6.6.8 Sample workflow: Sorting and grouping columns and saving a template
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2.6.6.8.1 To sort and group columns You need a list of all packages assigned to French reporting units. Because the package list tends to be long, you want to group packages together by country to gain a clearer overview of its contents. In this example, you will display the appropriate column, choose the order in which it will appear with the other columns, and then perform the grouping. 1. In the Operation tab, open the Package Manager view. The Package Manager view appears. By default, the following columns appear: • • • • •
Category (Code) Data entry period (Code) Reporting unit (Code) Package comment Controls: Status, Late, Package status, Validity, Deadline, Data entry currency, Op. pack.
2. Right-click the list. The contextual menu appears. 3. Select Columns. The List Properties dialog box appears. 4. In the Visible Columns window, select the following columns: • •
Package Comment Controls: status, Late, Package status, Validity, Deadline, Data entry currency, Op. pack. included
5. Click the button until all of the columns required have been moved to the Available Columns window. 6. In the Available Columns window, expand Reporting Unit and then select the Country (Long description) column. 7. Click the
button to move it to the Visible columns field.
8. Click OK. All of the columns containing the required information are now displayed. The Country (Long description) column contains the information required. This column is, however, in final position.
2.6.6.8.2 To choose the column display order 1. Right-click the list again and select Columns. The List Properties dialog box appears. 2. In the Visible Columns screen, select the Country (long description) column. 3. Click the
buttons to place the column above the Category (Code) column.
4. Click OK.
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The Country (Long description) column now appears adjacent to the Category (Code) column.
2.6.6.8.3 To group packages You can group packages based on a column so that you tell the packages assigned to reporting units of one country apart from another. 1. Right-click the Country (Long Description) column header. The contextual menu appears. 2. Select the Group By This Column command. The list of packages displays gray rows which represent the packages grouped by country. The rows are based on the countries defined in the database. 3. Click the
sign located to the left of the row entitled Country (Long description): France.
This row expands, to show a full list of packages assigned to French reporting units.
2.6.6.8.4 To save the configuration as a template 1. Select View > Templates > Save Current Configuration As A Template. The Save Current Configuration dialog box appears. 2. In the Template Name field, enter Grouped by country. 3. Click OK. 4.
Click the arrow on the
button to verify that the Grouped by country template is selected.
If the template is selected, your template has been saved. The list displays all the templates defined. 5. Select Standard. The objects are displayed in standard mode again.
2.6.6.8.5 To update the template 1. With the Grouped by country template selected, click the header of the Activity (Long description) column. The packages grouped by country are now also sorted by activity. 2. Select View > Templates > Update Current Template to update your template. The latest changes made will now be incorporated in the display template.
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2.6.7 Display languages
2.6.7.1 The application language The application language is the language used for the interface, including menus, commands, and buttons. When you change the application language, you must restart the application. When you reopen the application, the language will have changed.
2.6.7.1.1 To change the application language •
Select Tools > Application Language. A message appears telling you that the language selected will be used the next time you start the application.
2.6.7.2 The working language The working language is the language in which all of the translatable text and descriptions appear. You choose a working language from the languages defined during the application configuration.
2.6.7.2.1 To select the working language •
Select Tools > Working Language > [Language Required] The objects now appear in the selected language. Note: If an editor is open when you change the working language, its contents are updated immediately.
2.6.7.3 Substitution languages
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The substitution language affects objects whose short, long and extra-long descriptions have not been translated into the selected “working language” . You can select the language you want to use as the substitution language. The substitute language is not applied to object editors, apart from the
comments tab.
Note: You are not obliged to select a substitute language.
2.6.7.3.1 To select a substitution language 1. Select Tools > General Options. The "General options" dialog box appears. 2. Select the Working Languages tab. 3. From the Substitution Language dropdown list, select a language.
2.6.8 Navigating through Desktop objects
2.6.8.1 To navigate between objects in the Desktop You can use the Navigation bar or the Go To menu to navigate between objects. In the following example, a package is opened. 1. Do one of the following: • In the Operation domain in the Navigation bar, click the Package Manager. •
Select Go To > Operation > Package Manager.
A list of the objects contained in the view appears. 2. In the list of objects contained in the Information Viewer, double-click an object. Note: You can also use the arrow keys on the keyboard to highlight the object you want to open and then press CTRL + O to open its editor. The editor for the package appears.
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2.6.8.2 To open a domain •
Click the
button to the right of the domain you want to open.
The list of views contained in the domain appears. Note: By default, all the domains are open when you log in.
2.6.8.3 To open a view •
Click the link to the view you want to open. The name of the view appears in the Information Viewer. This indicates that the view is open. The view objects are displayed in the contents list. Note: The Go To command contains a list of all of the views, arranged by domain.
2.6.8.4 Returning to the previous view or going to the next view The Previous View and Next View commands enable you to go through the views one by one. These commands are represented by arrows which you can access via the toolbar or the Go To command. Note: When you open the Desktop, these arrows are deactivated. The Previous View command is activated as soon as you click a different view from the one currently open. The Next View command is activated as soon as the Previous View command is used.
2.6.8.4.1 To return to the previous view •
Click the
button in the toolbar.
The view last opened appears.
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2.6.8.4.2 To go to the next view •
Click the
button in the toolbar.
The view subsequently opened appears.
2.6.8.5 To expand the contents of a view tree structure •
Click the
sign beside the item which you want to expand.
The item's contents appear.
2.6.8.6 To collapse the contents of a tree structure •
Click the
sign beside the item which you want to collapse.
The item's contents disappear.
2.6.8.7 To expand the entire tree structure •
Select View > Tree Structure > Expand All. All of the tree structure contents appear.
2.6.8.8 To collapse the entire hierarchy •
Select View > Tree Structure > Collapse All. All of the contents of the tree structure are now hidden.
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2.6.8.9 Scrolling through Information Viewer lists
The (Previous) and (Next) buttons in the toolbars enable you to scroll through the objects contained in a list. To do so, the object editor of one object must be open. The editor then shows the properties of the objects preceding or following the initial object as you scroll through the list.
2.6.9 Printing Desktop objects You can print: •
one or more objects with all the information defining them in the editor
•
a list of objects in the Desktop
•
all or part of a view's tree structure in the Desktop
•
information concerning one of the items listed above, in an htm, csv or txt file format
Note: • •
Before running a print job, you can click Preview to view the preview in HTML format. If you want to print a list of objects or a hierarchy, the Print dialog box that appears is different. It contains standard print settings to be defined in the General and Page Setup tabs.
Related Topics • The page print setup
2.6.9.1 Selecting the items to be printed To select one or more objects to be printed, click File > Print > Select items to print. The "Select Items to Print" dialog box appears. Note: If you selected objects in the view before accessing the Print dialog box, these objects are automatically displayed in the list of items to be printed. This dialog box contains the following sections: •
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Add items to print, which displays all of the available items for the object type.
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•
These items will be printed, which displays all of the items you have selected to be printed using the arrows.
Tip: You can use the up and down buttons in the top right hand corner to change the order of the items selected. This order will be taken into account when printing.
2.6.9.2 Editing print settings Once you have selected the items to be printed, you can specify which of their properties you want to print. To specify the detailed print properties of objects to be printed, click File > Print > Edit print settings. The "Edit Print Settings" dialog box appears. This dialog box contains four items: •
The items will be printed in this order, which displays all of the items to be printed. Tip: You can use the up and down buttons in the top right hand corner of this section to change the order of the items selected. This order will be taken into account when printing.
•
Print settings for, which presents the properties in a tree structure. The selected properties apply to all items of a given object type, and not to all items appearing in the left section. Caution: Activate only the items you want to print.
• •
Activate Only print descriptions/comments which are not empty to specify whether or not you want the short and long descriptions and the comments which have not been filled in to be printed. Click Default values to reset the default values.
2.6.9.3 The page print setup The "Page Setup" dialog box, accessed via File > Print > Page Setup , is used to specify the page setup for printing. Note: The Layout options for Schedules section is only available when printing objects in the Report Navigator, Package Manager, Rates and Report Designer views. Depending on the type of object to be printed, it contains the following fields:
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Objects in Report Navigator, Package Manager, Rates and Report Designer views
Objects in all the other views
Lists and tree structures for objects in all the views
Reduce/increase to
X
Fit to
X
Center
X
Margins
X
X
X
Paper size
X
X
X
Orientation
X
X
X
Center
X
Page order
X
Page break after each new item
X
X
These are the standard Windows options.
2.6.9.4 Print options You can print: •
one or more objects with all of the information that defines them.
•
a list of objects.
•
a view's tree structure.
•
part of a view's tree structure, for example a grouping node and associated items.
Note: Items are normally printed on the printer configured as the default printer for your workstation. Other printers may be used for certain views. To find out more, refer to the documentation dealing with each view. You can also print information, concerning one of the items mentioned above, in an .htm, .csv or .txt file. This operation, which can be performed for all of the objects, is equivalent to an export. You can perform exports in the Desktop or in the editors.
2.6.9.4.1 To print objects from the Desktop 1. Select the objects you want to print.
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2. Select File > Print > Items. The Print dialog box appears. 3. Select the printer and number of copies required. 4. Click OK to start the print job.
2.6.9.4.2 To print objects from the editor 1. Select File > Print. The Print dialog box appears. 2. Select the printer and number of copies required. 3. Click OK to start the print job.
2.6.9.4.3 To print a list of objects 1. Select the objects you want to print from the Desktop. 2. Select File > Print > Selected Items. The Print dialog box appears. 3. Select the printer and number of copies required. 4. Click OK to start the print job.
2.6.9.4.4 To print a view tree structure 1. In the desktop, right-click in the tree structure pane and select Print Entire Hierarchy in the contextual menu. The Print dialog box appears. 2. Select the printer and number of copies required. 3. Click OK to start the print job.
2.6.9.4.5 To print part of a view tree structure 1. In the Desktop, right-click in the tree structure pane and select Print Hierarchy From This Item in the contextual menu. The Print dialog box appears. 2. Select the printer and number of copies required. 3. Click OK to start the print job.
2.6.9.4.6 To print to a file 1. In the Print dialog box, activate Print to file. 2. Click Browse. The Export to dialog box appears.
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3. Do one of the following: • To replace an existing file, select it. •
If the file does not exist, select the folder in which you want to create it, enter the name of the file and select the format (htm, csv or txt) in the Export To dropdown list.
4. Click Save. 5. In the Print dialog box, click OK.
2.7 Trace reports in SAP BusinessObjects Financial Consolidation Trace reports enable the user to track any object modifications that have occurred. Trace reports list any time a tracked object is created, modified, or deleted, and mention who performed the action. Trace Reports track and log changes on the following objects: Domain
View
Report Navigator (Reports) Analysis Viewpoints Reporting Organizer RU Organizer Package Manager Operation
Manual Journal Entries Scope Builder Rates Consolidation
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Domain
View
Task List Task Scheduler Log Address Book Administration Site Profiles Security Audit Package Amount Trace Dimension Builder Report Designer Category Builder Setup
Rules Data Entry Restrictions Ledgers Data Link Definitions
For Users view objects, trace reports offer not only the date, object, and user; they also indicate the changes that have occurred. The reports are available via the File menu and the right-click contextual menu. You can export Trace reports in TXT or CSV format, the content of which is filtered by user access rights. You can also configure manual and automatic archival methods.
2.7.1 Activating the trace report function To use trace reports, you activate Enable the trace report function in the Desktop General Options. Once this function is activated, all operations for the view objects you selected are logged in reports.
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2.7.1.1 To activate the trace report function for logging operations 1. Select Tools > General Options. The "General Options" dialog box appears. 2. Select the Trace Reports tab. 3. Activate Enable the trace report function. Note: By default, Enable the trace report function is not activated. 4. Click Select views to select the views whose operations you want to log. The "Views to be Audited" dialog box appears. Note: By default, all views authorized are selected. 5. Deactivate the views whose operations you do not want to log. 6. Click OK.
2.7.1.2 To configure the trace report archive file You can archive the contents of a trace report in a TXT text file. Note: Trace reports that are archived are deleted from the application interface. You can consult them only via the archive file. 1. Select Tools > General Options. The "General Options" dialog box appears. 2. Select the Trace Reports tab. 3. Click the ellipse button for "Name of archive file" to select a file location and enter a file name. Note: The archive file must be stored on the application server. You do not need to create the archive file in advance. 4. Click OK.
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2.7.1.3 To manually archive trace report data 1. Select Tools > General Options. The "General Options" dialog box appears. 2. Select the Trace Reports tab. 3. Select one of the following: • If you want a trace report of all items, select All. • If you want items older than a specific date, select Items older than, and select the date from the list. 4. Click Archive now. A message appears to tell you that the report has been archived. The next time you open this dialog box, the maximum capacity used in percentage terms will be 0%. Note: When you use the Archive now button, all of the rows are saved at the same time, even if there are more than the maximum limit set. For this reason, the percentage displayed is often greater than 100%. 5. Click OK.
2.7.1.4 To configure the automatic archival of trace report data 1. Select Tools > General Options. The "General Options" dialog box appears. 2. Select the Trace Reports tab. 3. Activate Enable the archive function. 4. Do one of the following: • To set the archive function on a period, select Automatically archive actions every, and enter a number in the text box. If you want a trace report of all items, select All. If you want items older than a specific date, select Items older than, and select the date from the list. • To set the archive function on a number of rows, select Maximum number of table rows and enter a number in the text box. 5. Click OK.
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2.7.2 Consulting a trace report The following information appears in trace reports: •
the Operation ID
•
the user performing the action
•
the date and time of the operation
•
the object code and type
•
the action completed
•
other details like the breakdown of the impacted property or further information on the action performed
2.7.2.1 To consult a trace report •
In a view, select File > Display Trace Reports. In the "Trace Reports" dialog box, the trace reports are listed. If no trace reports exist, the following message appears: "No event trace available for selected objects".
2.7.3 To export trace report data from within a trace report 1. In a view, select File > Display Trace Reports. In the "Trace Reports" dialog box, the trace reports are listed. If no trace reports exist, the following message appears: "No event trace available for selected objects". 2. To export a list, do one of the following: • To export a file containing the properties displayed, click the export icon, and select Export list. • To export a file that contains all properties, click the export icon, and select Export data. 3. In the export dialog box, select the export file type. 4. Type the name of the folder and file extension in the "Name of export file" text box, and then click Browse to navigate to select a target folder in which the file will be placed. 5. To close the report, click File > Close.
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Note: To print, click the print icon and select Print list. If you need to configure the print options before printing, click the print icon and select Page setup.
2.7.4 Global export of trace reports You can export trace reports if you have the access rights that allow you to consult, modify, or delete objects. However, if you have the right to manage and export trace reports, then you can export all trace reports, regardless of your object access rights.
2.7.4.1 To do a global export of trace reports 1. In a view, select File > Export Trace Reports. 2. In the "Data Export Wizard" dialog box, select the export file type. 3. Type the name of the folder and file extension in the "Name of export file" text box, and then click Browse to navigate to select a target folder in which the file will be placed. 4. Click Next. 5. Select the objects to be exported. If all of the objects are to be exported, activate All. 6. Click Next. 7. Optionally, set the filter dates by selecting from and to dates. Items within the date parameters will be exported. Note: If one of the selected dates is subsequent to the current date, the items are exported until the current date. However, if both dates are subsequent to the current date, no items will be exported. 8. Optionally, filter by the type of action: • Creation • Deletion • Modification Note: The default is All, which means that all actions are included in the Trace report. 9. Optionally, to filter by a user, click … to select a user. 10. Click Export.
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2.8 Managing objects using the object editor Objects can be managed in the Desktop. You can carry out the following operations: •
Create, identify, open, save, select, and delete objects.
•
Arrange objects in a tree structure.
•
Consult and change object properties using the "Properties" box.
•
Add comments to objects.
•
Translate the object descriptions and select the working language.
•
Translate the object periods.
•
Define security settings for objects.
•
Make the Desktop read-only.
Note: The Category Builder and Scope Builder view object editors are different than those available in the other views. To find out more, refer to these views.
2.8.1 The object editor All of the objects displayed in the Desktop are edited via an object editor. An editor is a window which enables you to define and change the contents of an object. Note: The Category Builder and Scope Builder view object editors are different than those presented below. To find out more, refer to these views. Most editors also contain the following standard tabs: •
The General tab.
•
Tabs enabling you to manage the specific properties of the objects.
•
The
comments tab, for adding comments to objects.
•
The
translate tab, for translating object descriptions and selecting the language.
•
The
security tab, for defining security settings for objects.
Related Topics • Adding comments to objects
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• Object editor security settings
2.8.1.1 To open an object editor •
In an Information Viewer list, do one of the following: • Double-click the object you want to open. • To open several objects at the same time, highlight the objects you require and then select View > Properties. The editor of the objects appears. Note: If you have opened several objects, tabs that contain complex configurations are not available. In the tabs that appear, options that are complex are unavailable to modify.
2.8.1.2 To display or hide an object editor toolbar 1. Select View from the toolbar. A dropdown list appears. •
If the Toolbar command is activated, the standard toolbar is displayed.
•
If the Toolbar command is not activated, the standard toolbar is hidden.
2. Click the Toolbar command in the dropdown list to display or hide the toolbar.
2.8.1.3 Adding comments to objects In the object editor, use the
comment tab to entering or consult comments.
Note: Comments are not available for the objects like manual journal entries, rates, schedules, address books, site profiles, ledgers, or task lists, or views like Category Builder and Scope Builder. The information in this tab is available in:
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•
Edit mode, represented by the
•
Consult mode, represented by the
icon. icon.
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To activate the mode required, select it in the Mode field at the bottom left of the Desktop.
2.8.1.3.1 Editing comments You can do the following in a comment: •
enter and format text. Use the bold, italics, underline or colors commands to customize the text appearance. In addition, you can increase or reduce the indent and alter the text alignment.
•
insert hypertext links to a web page or an email address.
•
insert a picture, including a title, and a frame.
•
insert a table, including a title, and specify attributes for the table itself and the cells it contains. Note: You access these objects by clicking the insert icon, located at the bottom right of the editor.
•
translate the text and the tables. Before doing so, you select a language from the Language list at the bottom of the object editor.
To enter comment text 1. In the object editor comments tab, select Mode: Edit from the mode dropdown list. A cursor appears in the data entry box. 2. Enter your text. 3. Apply the font and any format attributes required. 4. Save the text.
To insert a picture into an object comment 1. In the object editor comments tab, select Mode: Edit from the mode dropdown list. 2. Click the Insert button and select Insert Picture from the dropdown list.
The Picture dialog box appears. 3. In the Picture Source box, enter the access path to the picture or select it using the Browse button. 4. If required, define the alternate text, and select the formatting and spacing. 5. Click OK. The picture is inserted in the comment.
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To insert a table into an object comment 1. In the object editor comments tab, select Mode: Edit from the mode dropdown list. 2. Click the Insert button and select Insert Table from the dropdown list.
The Insert Table dialog box appears. 3. Enter the number of rows and columns required. 4. If required, define the title and attributes of the table. 5. Click OK. The table is inserted and you can enter text or amounts in the cells.
To insert a hypertext link into a comment 1. In the object editor comments tab, select Mode: Edit from the mode dropdown list. 2. Select the text for which you would like to define a hypertext link. 3. Click the Insert button and select Insert Hypertext Link from the dropdown list.
The Hyperlink dialog box appears. 4. From the Type list, select a hyperlink type. 5. In the URL box, enter the hyperlink address, for example http://www.businessobjects.com. 6. Click OK. The hypertext link is now inserted. In object editor consult mode, you can click this link to access the specified address directly from the editor.
2.8.1.3.2 Consulting object comments In the object editor comments tab, use the Consult mode, to view a comment as soon as it has been translated. You can access comments in Consult mode, but you cannot enter or insert data, pictures or tables. You can, however, copy and paste text or tables into another application.
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2.8.1.4 Translating descriptions in the object editor To facilitate the information flow between Corporate Headquarters and international subsidiaries, object descriptions can be translated manually, and displayed in six languages. Note: Working languages are predefined in the application. In the majority of the object editors, the translate tab is available for entering description translations. If you select this tab, a grid appears in which you enter or consult the translated descriptions. Note: • •
You can only translate the short and long descriptions. If there are missing description translations in the language used by the group, there are gaps in the list of objects displayed. You can, however, specify whether or not you want non-translated descriptions to appear in the designated substitution language.
Related Topics • Substitution languages • To select the working language
2.8.1.4.1 To translate object descriptions 1. In the object editor, select the translate tab. 2. Activate the cell containing the description to be translated by clicking it with the mouse. 3. Enter the description translation. 4. Repeat steps 2 and 3 to translate the other descriptions. 5. Click the button to save your changes.
2.8.1.5 Translating dimension periods in the object editor Period short and long descriptions for dimension periods are translated in the Dimension Builder view in the Setup domain. You can also select a format and a date separator. The dimension period translations are used throughout the application, for example in the lists, object editors, calendar, and schedules. There are two formats for entering dates: •
65
MM YYYY, which represents Month, Year.
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•
YYYY MM, which represents Year, Month.
Any kind of separator can be used.
2.8.1.5.1 To translate dimension period descriptions 1. InSetup > Dimension Builder, select from the Definition Mode from the Actions menu. 2. In the tree structure, select Reference tables. 3. In the contents list, double-click the Period table. The period object editor opens. 4. Select the Customize descriptions tab. 5. 6. 7. 8.
From the dropdown list, select the language in which you want to enter your translations. In the first row, select the format from the dropdown list. In the second row, enter the required separator. In the other rows, enter the translation of the periods
2.8.1.6 The Properties box The Properties box, like the object editor, shows all of the properties of one or more objects simultaneously, and is particularly useful for changing the properties of several objects simultaneously. The Properties Box contains: •
a title bar containing the codes of the displayed objects (or dimensions identifying these objects).
•
tabs enabling you to manage the specific properties of the objects.
•
The Apply and Restore buttons, which are activated as soon as an item is changed.
Related Topics • The object editor
2.8.1.6.1 Properties box contents The contents of the "Properties" box vary depending on whether it contains one or more objects: •
If only one object is open, all of its properties are shown. These properties represent the current status of the object.
•
If more than one object is open, the properties shown vary depending on whether these objects are of the same type or not: •
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If the objects are of the same type, for example, they are all schedules, all of their properties are displayed.
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•
If they are different, for example, one book and three schedules are open, only the properties common to each object are displayed.
In both cases, the display of data entry boxes, checkboxes, and lists changes: •
The properties of the objects have the same value if the background of a control is white. For example: , .
•
The properties of the objects have different values if the background of a control is grayed out or if the "" description appears. For example, .
Example: When five rules are selected in the "Information Viewer" pane, in the "Properties" box the Scope tab indicates that these rules apply to the subsidiaries and parent company and that one of them is also applicable to the sub-subsidiaries. When you activate or deactivate data entry boxes, checkboxes, or lists, the "Properties" box is updated immediately.
2.8.1.6.2 To display the Properties box for selected objects 1. Select the objects whose properties you would like to view. 2. Select View > Properties Box. The Properties box appears.
2.8.1.7 Object editor security settings Security settings for objects are defined in the also available for a group of users.
security tab of each editor. Security attributes are
Note: The Category Builder and Scope Builder view object editors are different than those available in the other views. To find out more, refer to these views. The
security tab provides a log for the objects. You can also define an owner group and site here.
2.8.1.7.1 Security logs in the object editor The log section of the
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security tab provides a log for the object and includes the following information:
•
the date on which the object was created
•
the site where the object was created
•
the user who created the object
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•
the date the object was last changed
•
the user who last changed the object
2.8.1.7.2 To restrict access to an object 1. In an object editor, select the security tab. 2. In the Owner site box, select the owner site using the button. 3. In the Owner group box, select the owner group using the button. The users in the group can now access the object depending on the rights which they have been given in the group.
Owner groups An owner group is a group of users with the same rights for consulting and changing objects and data. A user can belong to one or more owner groups. The administrator does not necessarily belong to a group. All objects, such as schedules, books, folders, category scenarios, and sets of rules, created by a user belong to that user's owner group. The exceptions are the objects defined for that specific user, for example customized Desktop templates. Objects can only be changed by users in that owner group, unless additional restrictions have been defined in the functional profile. The owner group of an object can be modified by any user in that group or by the administrator. You can change the group to restrict the rights for managing an object to one owner group only. Note: The ADMIN user is created by default, and is authorized to consult and modify all of the objects and data in SAP BusinessObjects Financial Consolidation.
Owner site The owner site has all of the necessary access rights to consult and make changes to objects. The site that created the object is the owner site by default.
2.8.2 To create an object Tip: Properties which you are required to fill in are displayed in bold text. 1. Select the view in which you would like to create the object. 2. Select File > New. The object editor opens.
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Note: If several types of object are managed in a view, a sub-menu is available which enables you to specify the type of object you want to create. In the Report Designer view, for example, if you select File > New, you can create a Folder, Book or Schedule. 3. Define and save the properties of the object. As soon as it is saved, the new object appears in the list in the Desktop.
2.8.3 To open an object editor in the Information Viewer Each object has its own specific editor. When you open an object, its editor appears, displaying all of the properties of that object. The commands for opening these editors are available in the Desktop. 1. In the list, select the object that you want to open using the mouse or the arrow keys. 2. Double-click the selected object. The editor for the object opens. Note: If you want to open several objects at the same time, select them simultaneously using the SHIFT key.
2.8.4 To save an object •
Select File > Save.
2.8.5 To duplicate an object In some editors, you can save an object under a different name to duplicate the object together with its properties. 1. Select File > Save As. The "Save As" dialog box appears. 2. In the General tab, change the properties identifying the object. 3. Click OK.
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The duplicated object is created.
2.8.6 Selecting objects Selected objects appear in highlighted form. The last object selected is also surrounded by a dotted border. To select
Using the mouse
Using the keyboard
The previous object
Click the previous object
Upwards arrow ( )
The following object
Click the next object
Downwards arrow (
The first object in the list
Click the first object
HOME (
The last object in the list
Click the last object
END
An object which is on the previous screen
-
Previous page (
An object which is on the next screen
-
Next page (
Several consecutive objects
SHIFT + click objects
SHIFT + upwards/downwards arrow key ( + or + )
Several objects which do not appear together in the list
CTRL + click objects
CTRL + upwards/downwards arrow key + space bar
All objects
Click the first object + SHIFT + click the last object
CTRL + A
)
)
)
)
Note: If you want to select everything, you can also use the Edit > Select All command.
2.8.7 To delete an object You can access the Delete command when in the Desktop. Several objects can be deleted at the same time. 1. Select the object you want to delete. 2. Select Edit > Delete.
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A confirmation message appears. 3. Click Yes to confirm. The object is deleted, provided that this operation is authorized by the security settings.
2.9 The Select Item panel
The Select Item panel, activated by the •
general and security information
•
properties
•
comments
•
filters
button, displays:
The window for selecting items contains the following buttons: • Consult Use the Consult button to display the editor of the value, filter or item in read-only mode. •
Change Use the Change button to display the editor of the value, filter or item in edit mode. Note: The values and filters are defined in the Dimension Builder view. The objects are defined in their appropriate view, like the Folder object is defined in the Report Designer view.
•
Delete Use the Delete button to delete the value, filter or item selected.
•
New
.
Use the New button to create a value, filter or object. •
Create a restriction Use the Create a restriction button to create a temporary filter that can be applied to the list. If you click this button, the "Restriction" dialog box appears. Note: Once you have selected the values in the filtered list, the filter settings are gone. You can apply the filter to the following columns:
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•
Code
•
Short description
•
Long description
•
Extra-long description
The filter criteria can be a value with the following state: •
Values matching.
•
Values not matching.
Note: The authorized wildcard characters are identical to those available when creating filters.
2.10 Logs All of the views opened during a session are stored in a log. This log enables you to return to a view and find the same list of objects and display options that were available when it was last opened. The types of commands available to help you use the log are: •
The Previous View and Next View commands.
•
The Log command.
Related Topics • Returning to the previous view or going to the next view • Log command
2.10.1 Log command The Log command gives a full list of the views open. This list is given in chronological order and the active view is checked.
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2.10.1.1 To open a view using the Log command 1. Select Go To > Log. A sub-menu presenting a list of the open views, in chronological order, appears. The active view is activated. 2. Select the view which you would like to reopen.
2.11 Configuring the general options You can customize SAP BusinessObjects Financial Consolidation in the following tabs in Tools > General Options: •
Specific Data Processing This tab enables you to complement the applications standard processing with specific SQL data processing for generating package opening balances, integrating packages, transferring preconsolidated data and transferring consolidated data.
•
ComplianceLink This tab appears only if SAP BusinessObjects ComplianceLink has been installed. It is used to enter the parameters required for linking Financial Consolidation schedules to ComplianceLink documents.
•
Package Amount Trace In this tab, you activate the Package Amount Trace function for categories.
•
Transfer This tab is used to define the packet storage folder and the mail system used to send and receive objects. It is also used to view the information defined in the Site Profiles view, such as owner site, type of site, transfer media and profile range. Note: To be able to send data entry schedules and reports by email from SAP BusinessObjects Financial Consolidation Web, you must configure the SMTP server parameters in the Transfer tab. You must enter an IP address or the name of the machine used to exchange emails in the Transfer vectors section.
•
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Working languages
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This tab is used to define the languages to be used in the application. The descriptions for each language are displayed in each of the defined languages. For example, the description for French will be French in English, Français in French, and Französisch in German. You can also select a substitution language from the dropdown list which will be used for all of the descriptions which have not been translated in the selected working language. •
Scopes This tab is used to define the default values used when creating a scope and set investment calculation options.
•
Portfolios This tab is used to define the default values used when creating a portfolio and set investment calculation options.
•
Trace Reports You activate and configure the trace report function in the Trace Reports tab. By default this option is disabled. You can also use this tab to specify in which views the actions performed by the user are traced.
•
Reporting Use this tab to define the reporting options, like following: •
the files in which the Data Link task results and production reports will be stored.
•
the multi-user mode properties. This mode enables several users to work on a package at the same time.
Package data security options: • Activate an alert when a package is opened and a new data entry restriction or update to the category scenario results in a deletion of package data This option enables a warning message to be displayed when opening a package containing invalid data. There is a link to a log file listing the package data marked for deletion. •
Import is not authorized if package contains data that is no longer valid and will be deleted when the package is saved When a user imports package data, the package is automatically saved at the end of the import process. This option prevents the user from performing the import, in the case where the package contains invalid data.
•
Publication is not authorized if package contains data that is no longer valid and will be deleted when the package is saved When a user publishes a package by selecting Publish after validating packages in the "Package Manager", the package is automatically saved during the publication process. This option prevents the user from performing a publication after validation, in the case where the package contains invalid data.
Note: If multiple users have access to a package, it is recommended that you create a specific Data Access Group detailing for which data a user has only data entry access, and a larger Data Access Group
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detailing for which data the user has data analysis access. (If possible, it is recommended that you apply to the data analysis access group the same restrictions as defined in the Data Entry Restriction of the RU Organizer). In this way, if the message appears warning the user that invalid package data may be deleted, the log file that the user downloads will list all invalid package data, not just the data to which the user has data entry access. Related Topics • Trace reports in SAP BusinessObjects Financial Consolidation • Specific data processing (Hooks)
2.11.1 Specific data processing (Hooks) In SAP BusinessObjects Financial Consolidation, you can customize specific data processing operations in the Desktop, in the Specific data processing tab of the General Options: •
generating opening balances for packages
•
integrating packages
•
transferring preconsolidated or consolidated data
These specific data processing operations are always performed in addition to and after the standard processes. You can replace standard data processing with specific data processing. To do this, in the SQL query for the specific data processing operation, you specify the deletion of the standard data processing operation, and customize the specific data processing. Caution: The end of the query is indicated by a semi-colon ";". If you use an Oracle query, the end of the line is indicated by "\;". Example: An Oracle query begin if [srcPhase] = 39 then update [destTbl] set data_comment = 'test' \; end if \; end \; ;
Related Topics • Customizing specific data processing • Variables available for transferring preconsolidated data • Variables available for transferring consolidated data • Variables available for generating opening balances for packages • Variables available for integrating packages
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2.11.1.1 Customizing specific data processing You can customize specific data processing in the Desktop, in the Specific data processing tab of the General Options. These specific data processing operations are always performed in addition to and after the standard. You can replace standard data processing with specific data processing. To do this, in the SQL query for the specific data processing operation, you must delete the standard data processing operation and customize the specific data processing. Caution: The end of the query is indicated by a semi-colon ;. If you use an Oracle query, the end of the line is indicated by \;. . Example: an Oracle query begin if [srcPhase] = 39 then update [destTbl] set data_comment = 'test' \; end if \; end \; ;
Related Topics • Configuring the general options • Specific data processing (Hooks) • Variables available for transferring preconsolidated data • Variables available for transferring consolidated data • Variables available for generating opening balances for packages • Variables available for integrating packages
2.11.1.2 To customize a specific data process 1. In the Desktop, select Tools > General Options. The General Options dialog box appears. 2. Select the Specific data processing tab. In the Type dropdown list, select the type of specific data processing you want to customize. 3. Click Variable.
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The Select variable dialog box appears. 4. Select the variable you want to use and click OK. 5. Repeat the procedure from step 3 for each variable you want to insert. Note: You can also type the variables directly in the data entry area. 6. To activate your customized data processing, select Enable additional processing.
2.11.1.3 Variables available for transferring preconsolidated data
Variable
Definition
[destTbl]
Temporary target table before data packet is generated. If the filter and/or aggregate option has been set in the send task, the [destTbl] table will contain filtered and/or aggregated data.
[destPhase]
Category of target preconsolidated data
[destUpdPer]
Data entry period of target preconsolidated data
[srcTbl]
Source preconsolidated data table
[srcPhase]
Category of source preconsolidated data
[srcUpdPer]
Data entry period of source preconsolidated data
[transPerTbl]
Period conversion table
srcper
Source period
destper
Target period
Related Topics • Customizing specific data processing
2.11.1.4 Variables available for transferring consolidated data
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Variable
Definition
[destTbl]
Temporary target table before data packet is generated. If the filter and/or aggregate option has been set in the send task, the [destTbl] table will contain filtered and/or aggregated data.
[destPhase]
Category of target consolidated data.
[destUpdPer]
Data entry period of target consolidated data.
[destScope]
Scope of target consolidated data.
[destVar]
Variant of target consolidated data.
[destCurncy]
Currency of target consolidated data.
[srcTbl]
Table containing the consolidated data used as the source of the opening balances.
[srcPhase]
Category of source consolidated data.
[srcUpdPer]
Data entry period of source consolidated data.
[srcScope]
Scope of source consolidated data.
[srcVar]
Variant of source consolidated data.
[srcCurncy]
Currency of source consolidated data.
[transPerTbl]
Cross-reference mapping table.
srcper
Source period.
destper
Target period.
Related Topics • Customizing specific data processing
2.11.1.5 Variables available for generating opening balances for packages
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Variable
Definition
[destTbl]
Table for storing opening balances.
[destPhase]
Category of the package for which the opening balances have been generated.
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Variable
Definition
[destUpdPer]
Data entry period of the package for which the opening balances have been generated.
[destEntity]
Reporting unit of the package for which the opening balances have been generated.
[srcTbl]
Table containing the preconsolidated or consolidated data used as the source of the opening balances.
[srcPhase]
Source category of the opening balances.
[srcUpdPer]
Source data entry period of the opening balances.
[srcScope]
Source scope of the opening balances (replaces srcPerim).
[srcVar]
Source variant of the opening balances.
[srcCurncy]
Source currency of the opening balances (new).
[transPerTbl]
Period conversion table.
srcper
Source period.
destper
Target period.
The srcper and destper variables use the values selected when the period associations for the opening balance data were set in the Reporting Organizer and RU Organizer views. Related Topics • Customizing specific data processing
2.11.1.6 Variables available for integrating packages
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Variable
Definition
[phase]
Category of the package which is integrated.
[updper]
Data entry period of the package which is integrated.
[entity]
Reporting unit of the package which is integrated.
[destTbl]
Preconsolidated data table with the same category and data entry period as the package which is integrated.
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Variable
Definition
[srcTbl]
Package data table with the same category and data entry period as the package which is integrated.
Related Topics • Customizing specific data processing
2.11.2 To enable the SAP BusinessObjects Financial Information Management URL in the General options Use the following steps to enable : • For the Windows version of SAP BusinessObjects Financial Consolidation, SAP BusinessObjects Financial Information Management in the Package Manager and Log Actions menu and the ability to import package data in the Package Manager Data Import Wizard and drill to origin in a SAP BusinessObjects Financial Information Management schedule. • For the Web version of SAP BusinessObjects Financial Consolidation , the Connect to Financial Information Management link in the home page and drill to origin in a SAP BusinessObjects Financial Information Management schedule. 1. In SAP BusinessObjects Financial Consolidation , select Tools > General Options. The "General Options" dialog box appears. 2. Select the Financial Information Management tab. 3. Activate Enable Financial Information Management. 4. In the Server URL box, enter the SAP BusinessObjects Financial Information Management server URL. Use the root part of the URL, for example, http://FIMSERVER:PORT/FIM. The folder and subfolder context is determined by SAP BusinessObjects Financial Consolidation . 5. Click Check URL to validate the URL. 6. Click OK to save the configuration and exit the "General options" dialog box.
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Analysis domain
3.1 The Home view The Home view is accessed by clicking Home in the Analysis domain. It contains the Plan and Operation tabs. Related Topics • The Plan tab • The Operation tab
3.1.1 The Plan tab In the Plan tab of the Home view, you can: •
Consult the description of domains and views in the application. Click the bar containing the name of the domain to show or hide the views it contains.
•
Access views directly. Click the link to the view you want to open.
Related Topics • The Operation tab • The Home view
3.1.2 The Operation tab The Operation tab in the Home view presents the different steps in the operating cycle required for analyzing data. Click the icon of the view in the operating cycle to access the corresponding view.
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Related Topics • The Plan tab • The Home view
3.2 The Report Navigator view The Report Navigator view enables you to: •
Consult data in the database using the Reports folder.
•
Print reports using the Report bundles folder.
Access the Reporting Navigator view in the Analysis domain. The view gives a list of the available reports and their main properties. It is divided into two parts: •
The tree structure, on the left of the view, shows the folders, books, reports, and report bundles in the database. Note: The list displays the items to which the user connected has access rights, filtered by the reporting ID selected in the Desktop.
•
The contents list, on the right of the view, shows the folders, books, reports, and report bundles contained in the object selected from the tree structure.
Related Topics • Report Navigator tree structure
3.2.1 Report schedules A report schedule consists of cells filled with data either from amount tables or specific tables which are also defined by a set of dimensions.
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Reports are created dynamically thanks to the following items, which can be associated with each other: •
configurable variables
•
multi-sheet reports This type of report can be broken down using schedule dimensions. Each individual sheet corresponds to a combination of the dimension values.
Example The following report gives details of the Product dimension on several sheets.
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3.2.1.1 Linked schedule reports Reports A and B are linked when the cells in report A have a logical link with report B. If report B contains values, a specific filter, or specific, configurable characteristic, the values are set by the cell to which report B is linked in report A. Linking can:
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•
Break down an amount in the main report using one or more analysis dimensions, like country, partner, or product. You can then open analysis reports by clicking a cell in the main report.
•
Link an amount which is identical in several schedules opened in the same context but with a different layout.
•
Transfer an opening context to a target schedule.
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A report can contain boxes which vary in size to accommodate the data found in the database.
3.2.2 Objects in the Report Navigator view The objects presented in the Report Navigator view of the Analysis domain are: Icon
Description
The analysis schedule, also known as a report Books A book contains reports and other books. Folders A folder contains books and reports. Report bundles A report bundle is a group of reports that can be run using the same variables. Note: A report can belong to several report bundles. ,
There are two types of variable: • General variables, which are specific to report bundles, and can be applied to all of the reports in the group. •
Report variables, which are specific to a report, and take precedence over general variables.
Favorites A favorite is a report that has been duplicated to the Favorites folder.
3.2.3 Report Navigator tree structure
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The section displays the following database objects in a tree structure: •
in the Reports folder: folders, books, and report schedules
•
in the Report Bundles folder: report bundles, and reports If you selected in the tree structure
The items shown are
Reports folder
List of folders in the database.
Folder
Books and reports stored in the folder.
Book
Books and reports stored in the book.
Report
Contents of the book containing the selected report.
Report bundles folder
List of report bundles in the database.
Report bundle
Reports stored in the selected report bundle.
Favorites folder
List of reports defined as favorites
Related Topics • Customizing the Information Viewer list display • The Report Navigator view • Report Navigator tree structure
3.2.4 To open a schedule report 1. In the contents list in the Reports folder, double-click a schedule report. 2. If the schedule report contains any dimensions set to To be set, the "Variables Wizard" appears and you select variables for the schedule report and click Finish Tip: You can create a viewpoint in the Variables Wizard that contains the variable selection. If any errors occurred, the schedule report opens to the Messages tab. Otherwise, the report opens in the Run Schedule tab. Related Topics • Error messages when opening report schedules • The Viewpoints view
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3.2.4.1 The schedule report object editor You use the schedule report object editor to view data from a report in the Reports folder. Note: You access the schedule in read-only mode; however, if you have the corresponding right in your functional profile, you can change the report. The schedule editor contains the following tabs: •
General
•
Schedule Use the Schedule tab to run schedules. It contains the following tabs: •
Messages The tab contains a list of any inconsistencies that arise when you run the schedule.
•
Run Schedule In the tab you can view the schedule with data from the database.
•
Guide Consult the Guide tab for help on reading the schedule.
•
to consult comments
•
to consult the translation of object names
•
to consult the schedule report security properties
Related Topics • Managing objects using the object editor • Translating descriptions in the object editor • Adding comments to objects • To modify a report
3.2.4.1.1 Toolbars in the schedule object editor The schedule editor contains the following toolbars:
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•
Standard, the standard Desktop toolbar
•
Select Data, a toolbar for designing schedules and reports.
•
Layout and Layout - Object, toolbars for the schedules layout and reports.
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•
Production Tools, a toolbar for designing and formatting schedules and reports.
•
Operation, a toolbar for running and formatting schedules and reports.
•
Style Book, a toolbar for applying the style book.
When you place the cursor over a button, a tooltip appears with information about the button's function and a description appears in the status bar. Related Topics • Standard editor toolbar buttons • To display or hide an object editor toolbar • Desktop toolbars
The Select Data toolbar Each button corresponds to a shortcut for a menu command. The following table indicates the menu commands represented by each toolbar button. Click
Or select
To
Edit > Block > Properties
View the properties of the selected block.
Edit > Sort > Code
Sort items by code.
Edit > Sort > Short description
Sort items by short description.
Edit > Sort > Long description
Sort items by long description.
Expand to the level selected.
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View > Dimension Palette
Show dimension palette.
Insert > Block
Insert a block.
Action > Add Row Block at End
Add a row block.
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Click
Or select
To
Action > Add Column Block at End
Add a column block.
Action > Data Source > Row
Define a data source in the row blocks.
Action > Data Source > Column
Define a data source in the column blocks.
Action > Define Data Source > Entire Schedule
Define a data source in the schedule block.
The Layout and Layout - Object toolbars Each button corresponds to a shortcut for a menu command. The following table indicates the menu commands represented by each toolbar button. Click
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Or select
To
Edit > Cell > Link to
Set the target schedule link.
View > Indicators > Formula or Given Sign
Display the cell formula indicators.
View > Indicators > Detach from Style Book
Display the automatic format indicators.
View > Cell References
Display the cell references.
View > Cell Formulas
Display the cell formulas.
View > Hidden Rows and Columns
Display the hidden rows and columns.
Tools > HTML Preview
Preview a schedule or report in HTML format.
Insert > Text Box
Insert a text box.
Insert > Line
Insert a line.
Format > Cell
Display information about the format of the cell.
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Click
Or select
To
Format > Align > Left
Left-align the selected items.
Format > Align > Right
Right-align the selected items.
Format > Align > Top
Top-align the selected items.
Format > Align > Bottom
Align the objects at the bottom.
Format > Same Size > Width
Standardize the width of the selected items.
Format > Same Size > Height
Standardize the height of the selected items.
Format > Same Size > Height and Width
Standardize the height and width of the selected items.
Format > Order > Bring to Front
Bring selected items to the front.
Format > Order > Send to Back
Send selected items to the back.
Format > Order > Bring Forward
Bring forward selected items.
Format > Order > Send Backward
Send selected items backward.
The Operation bar Each button corresponds to a shortcut for a menu command. The following table indicates the menu commands represented by each toolbar button. Click
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Or select
To
View > Indicators > Link
Display the link indicators.
View > Indicators > Comments
View the comments linked to a specific indicator.
View > Information on Data
View information on data contained in the selected cell.
View > Header
Display the header of the schedule currently being worked on.
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Click
Or select
To
View > Footer
Display the footer of the current schedule. Select the zoom factor that you want to apply to the schedule. Select the scale operator that you want to apply to the schedule. Select the scale coefficient that you want to apply to the schedule.
Format > Freeze Titles
Freeze the row and column titles.
Format > Unfreeze > Frozen Rows
Unfreeze the frozen row titles.
Format > Unfreeze > Frozen Columns
Unfreeze the frozen column titles.
Action > Run Schedule
Run the schedule being processed.
Action > Sheet > Previous
Display the previous sheet in the current multi-sheet schedule.
Action > Sheet > Next
Display the next sheet in the current multisheet schedule.
Note: When you hide or display an indicator in one schedule, it is also hidden or displayed in all the other retrieval schedules.
The Production Tools toolbar Each button corresponds to a shortcut for a menu command. The following table indicates the menu commands represented by each toolbar button. Click
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Or select
To
Edit > Cut
Cut the selection and place it on the clipboard.
Edit > Copy
Copy the selection and place it on the clipboard.
Edit > Paste
Paste the selection from the clipboard.
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Click
Or select
To
Edit > Paste Special
Perform a paste special.
Edit > Delete
Delete the selected item.
Tools > Translation of texts
Enter or view the translations of the text contained in the selected cell.
The Style Book toolbar Each button corresponds to a shortcut for a menu command. The following table indicates the menu commands represented by each toolbar button. Click
Or select
To
Detach the objects selected from the style book. Format > Style Book > Reapply
Reapply the style book to the current schedule. Select a style book to apply to the current schedule.
Format > Style Book > Apply Style Book
Display, change, or select a style book to apply to the current schedule.
3.2.4.2 Data selection methods for dimensions The following data selection methods are available in the Variables Wizard: Symbol
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Selection method
Used to initialize a dimension using...
One value only
only one value
Values from filter
a filter
Formula
a formula containing several dimensions
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Symbol
Selection method
Used to initialize a dimension using...
All values except from filter
All values not included in the filter.
All Values
all of its values
No Values
non-defined values
All or no values
all of its values and non-defined values
Hierarchy
a value in the hierarchy a product characteristic a user-defined characteristic a subcharacteristic
Note: The Journal Entry Number dimension cannot use the Filter, Characteristic or One value only methods. Depending on the method chosen, you can also use the following: •
an elementary value
•
a filter
•
a formula
•
a characteristic value
Related Topics • Hierarchies in report schedules • Characteristics and Properties • One Value Only method • Filter selection method • Formula selection method • To remove accounts from account families • All Values selection method • No Value selection method • Hierarchy selection method
3.2.4.2.1 Hierarchies in report schedules A hierarchy is a group of dimension members organized in a manner determining the relationship between members.
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Based on the access limits set, you can initialize the following hierarchies for the Reporting Unit and Original Reporting Unit dimensions: • Dimension Builder hierarchies Dimension Builder hierarchies can only retrieve eliminations according to the full contribution to group. •
Scope hierarchies
For hierarchies based on Account dimensions, when the schedule is run, the hierarchy retrieved is the one used in the consolidation whose schedule displays the data. The hierarchies used for all other dimensions are hierarchies defined in the structure based on characteristics. Note: When you have a block that is initialized with a multi-period, the report may not work with multi-hierarchy consolidations. The effect of selecting a Scope hierarchy When leveraging scope hierarchies, reports can retrieve rollup calculations. Scope hierarchy
Original Reporting Unit dimension
Reporting Unit dimension
Initialized on
Rollup based on Original Reporting Unit dimension
Rollup based on Reporting Unit dimension
Full contribution to Group
Eliminations are posted to the direct parent
Eliminations are posted to the direct parent
Contribution by level
Eliminations are posted to the first common parent
Eliminations are posted to the first common parent
Full contribution to Group
Eliminations are posted to the direct parent
Eliminations are posted to the direct parent
Contribution by level
Eliminations are posted to the first common parent
Eliminations are posted to the first common parent
Related Topics • Selecting data
To select a hierarchy 1. In the "Set Hierarchy for dimension" dialog box, select a hierarchy from the Hierarchy to be applied when schedule is run list. 2. Select a starting point from which data will be retrieved. The starting point is the highest level node in the hierarchy. •
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If you selected a Dimension Builder hierarchy, then you can only choose a starting point from within that hierarchy.
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•
If you selected an account or scope hierarchy, then the starting point hierarchy you select is used for reference purposes only, as the application cannot detect at this point which scope hierarchy will eventually be applied.
Note: When the report is run using a shared starting point, you cannot select a starting point in this dialog box. 3. Select an elimination retrieval method. Use the Retrieve eliminations option to post eliminations to either a direct or common parent. From the list, select how eliminations will be displayed when the schedule is run. Select one of the following: •
Full contribution to Group, which retrieves the flat-list of amounts from a consolidation in a hierarchy. Elimination rows do not appear and elimination calculations are integrated into the reporting unit amounts.
•
Contribution by Level, which retrieves the elimination of internal transactions between reporting units from the same hierarchy level for each reporting unit in the scope. An elimination row appears for each hierarchy node. Note: • • •
Elimination rows can be retrieved only if a reporting unit rollup rule is included in the consolidation. This mode is not compatible with a Dimension Builder type hierarchy. The Contribution by level and Reference Hierarchy modes are not compatible.
Note: If a Dimension Builder hierarchy was set or if you selected an account hierarchy, the Retrieve eliminations option is unavailable. 4. Select a multi-hierarchy retrieval mode. Use the Retrieve multi-hierarchy option to use different hierarchical scopes for each period. Only one hierarchy can be retrieved when the schedule is run. If several hierarchies were used by several consolidations, you should choose the hierarchy to be retrieved. Select one of the following: • •
Merged Hierarchy, so that the hierarchies are merged into one hierarchy. Reference Hierarchy, so that the first hierarchy of the report found by the application is displayed.
If a Dimension Builder hierarchy was set, the Retrieve multi-hierarchy option is unavailable. 5. Choose a hierarchy selection mode. The following selection modes are available: •
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By hierarchy level, to select the beginning and ending hierarchy levels for which data is retrieved.
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•
By hierarchy link, to automatically select items based on the link with the selected starting point. You can, for example, select all children for a starting point. You can also select a starting point and all descendants. Note: Contribution to parent eliminations is available when you select Contribution by level for eliminations. If you select Contribution to parent eliminations, the item and its parents' eliminations are selected and data is filtered using a Report Unit.
6. Use the View hierarchy option to specify whether the parent node is displayed before or after the details of each level. Note: The options selected in the "Set Hierarchy for dimension" dialog box appear by default in the "Variables Wizard" the next time you run the schedule.
3.2.4.3 Error messages when opening report schedules The following table lists the error messages which can appear when you open a report schedule. Message
Possible reason
For package or preconsolidated data in the reports containing hierarchies: No hierarchy can be set because the context has not been determined. The following dimensions have not been initialized
The compulsory Category or Data Entry Period dimension is missing or has not been initialized in the Variables Wizard. For consolidated data sources in reports containing hierarchies: A compulsory dimension, like Category, Data Entry Period, Scope, Variant, or Consolidation Currency, is missing or has not been initialized in the Variables Wizard. For package or preconsolidated data in the reports containing hierarchies:
No hierarchy can be set because the context is not unique. The following dimensions do not have a unique value:
The value of one of the compulsory dimensions, Category or Data Entry Period, is not unique. For consolidated data sources in reports containing hierarchies: The value of one of the compulsory dimensions, Category, Data Entry Period, Scope, Variant, or Consolidation currency, is not unique.
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Message
Possible reason
Dimension [D] is present in more than one axis. Could not initialize schedule
An unexpected error has occurred, for example the application server is not responding.
Block [B] is linked to a different data source from "Amount".
The Block [B] data source is linked to the Comments block whereas the Schedule block's data source is Scope rate, which does not have Comments as one of its properties.
Block [B], Dimension [D]: forcing expansion is prohibited if the 'Same value as' initialization method is used. Block [B], Dimension [D]: linking a cell initialized using 'Same value as' is prohibited.
You cannot link cells that have been initialized with the Same value as selection method.
Block [B], Dimension [D]: this dimension must be aggregated when it is initialized using the 'Same values as' method in conjunction with a dimension in the opposite axis.
Dimension [D] was initialized in conjunction with a dimension in the opposite axis. It must therefore be aggregated.
Block [B], Dimension [D]: you cannot use the 'Same value as' method to initialize Hitlists. Block [B], Dimension [D] not required: this dimension was ignored when the schedule was run.
The message produces warnings only; it does not provoke errors that prevent you from running the schedule.
3.2.4.4 Data in a report schedule cell For each cell in the Schedule tab of the report schedule object editor, you can view the data information for a dimension using theInformation on Data dialog box. The dialog box contains the following tabs: •
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Identification
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The tab displays:
•
•
the data value stored
•
the display format used
•
the data source used
•
the dimensions used to define the data
Origin The tab displays: •
the origin of formulas, for example category scenario, cell, or rollup
•
the long description of formulas
•
the full formula expression Note: The full formula expression does not display for rollup or automatic category scenario formulas.
•
Comment The tab displays comments linked to the selected cell.
Related Topics • To display the information on data panel in the report schedule object editor
3.2.4.4.1 To display the information on data panel in the report schedule object editor 1. Select the cell whose information you want to view. 2. Do one of the following: • Select View > Information on Data. • Right-click the cell and select Information on Data. The "Information on data" dialog box appears.
3.2.4.4.2 To freeze report titles It is possible to freeze the columns and rows of the schedule report title. •
In the Report tab of the report schedule object editor, select Format > Freeze the titles. The columns and rows continue to be displayed when you scroll down or across a schedule.
3.2.4.4.3 To freeze rows and columns 1. In the Report tab of the report schedule object editor, select a row or column. 2. Do one of the following: • If you selected a row, select Format Row > Freeze until this row. • If you selected a column, select Format Column > Freeze until this column.
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3.2.4.4.4 To unfreeze frozen columns •
In the Report tab of the report schedule object editor, select Format > Unfreeze > Frozen Columns.
3.2.4.4.5 To unfreeze frozen rows •
In the Report tab of the report schedule object editor, select Format > Unfreeze > Frozen Rows.
3.2.4.5 To display a report header You can only view the header and footer of a report in the Schedule tab of the report schedule object editor. 1. In the Run Schedule sub tab of the Schedule tab, select View > Header. 2. To resize the report header, drag the lower line of the header. The cursor changes to
.
3. Hold down the left-hand button of the mouse and move the cursor to the desired position. Related Topics • To display the report footer
3.2.4.6 To display the report footer 1. In the Run Schedule sub tab of the Schedule tab, select View > Footer. 2. To resize the report footer, drag the upper line of the footer. The cursor changes to
.
3. Hold down the left-hand button of the mouse and move the cursor to the desired position. Related Topics • To display a report header
3.2.4.7 To insert a page break after a row or column in a report
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You can insert page breaks when creating schedules which are only used when printing. You can change the position of the breaks when the schedule is being run. A symbol located in the margin next to the row or column selected represents the page break. 1. In the Run Schedule sub tab of the Schedule tab, select the row or column after which you want to insert a page break. 2. Select one of the following: • To insert a page break after a row: Format Row > Page Break After This Row • To insert a page break after a column:Format Column > Page Break After This Column A checkmark appears in the row or column to indicate that a page break has been inserted. Note: To delete the page break, reselect the row or column, and repeat the steps.
3.2.4.8 To select the rows or columns to be repeated when printing You can repeat rows or columns when you print a schedule. The repeat symbol, located in the last row or column, indicates the last row or column repeated. 1. In the Run Schedule sub tab of the Schedule tab, select the last row or column to be repeated when the schedule is printed. 2. Select one of the following: • To repeat a row: Format Row > Repeat Until This Row When Printing • To repeat a column:Format Column > Repeat Until This Column When Printing A checkmark appears in front of the row or column to show that it is activated. Note: To cancel the repeat, reselect the row or column, and repeat the steps.
3.2.4.9 To search for a code or description in a data retrieval schedule You can search for a code or a description in a data retrieval schedule. Note: The Find function does not search the headers, footers, or text boxes in the schedule.
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Caution: If you want to find a number in thousands, enter the digit grouping symbol defined in your Windows Regional Options after the thousands digit. For example, if your digit grouping symbol is a comma, to search for the number 2000 you enter 2,000. 1. Select Edit > Find. The "Find" dialog box appears. 2. Enter the code or description you want to find. 3. Click Find Next.
3.2.4.10 To change the data retrieval scale in a report The scale for displaying data comprises: •
•
an operator: •
Divide by
•
Multiply by (default value)
a coefficient: •
1 (default value)
•
10
•
100
•
1000
•
10000
•
100000
•
1000000
•
A value entered by the user. The value must be a positive real number.
1. In the Run Schedule tab of the schedule report object editor, select from the dropdown list to the right of the Multiply By button the operator that you want to assign to the scale for retrieving data using the dropdown list to the right Tip: By clicking the Multiply By button you can change the operator of the scale for retrieving data. 2. Select or enter the coefficient that you want to assign to the scale for retrieving data.
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3.2.4.11 To open a linked schedule report via a cell You can access one or more additional breakdown reports using the cells in the main report. Cells linked to breakdown reports contain a link indicator in the lower, right-hand corner of the cell: By default, the breakdown report opens in the same window as the source schedule. You can open it in a separate window by deactivating Linked schedule open in the same window in the View menu. Note: Any schedule report that the user opens appear in a separate window. 1. Double-click a cell that has a blue arrow in the lower, right-hand corner. If a single schedule report is linked to the cell, the schedule report opens in another schedule report object editor. 2. If more than one schedule reports are linked to the cell, a list of the schedule reports appears. Select the schedule report you want and click OK. The schedule report opens in another schedule report object editor.
3.2.5 To modify a report You can change the design or layout of a report or schedule in the Reports folder. Caution: Users need an active Create and change a schedule functional right in order to modify reports or schedules. 1. Select the report you want to change in the Reports folder. 2. Select Actions > Change. The report open in the schedule report object editor. You can then make any necessary changes. Related Topics • Users • To create a schedule in the Desktop
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3.2.6 To copy data from one report schedule to another You can copy the data contained in the cells, the corresponding header rows and columns and the associated comments. 1. Select the cells you want to copy. 2. Select Edit > Copy. 3. Open the application into which you want to export the data. 4. Select Edit > Paste.
3.2.7 To export a report schedule When you export a report schedule, you can save the selected report schedule in the following formats: •
.htm The Internet format enables you to view a report using an Internet browser. In a window with the same display properties as an Internet browser, click the Internet Explorer icon to view the report being processed.
•
.txt The text, fixed string format enables you to view a report using Windows Notepad. Text file fields are limited in size.
•
.csv The delimited string text format enables you to view a schedule using Microsoft Excel. In csv format, the columns are delimited by a separator, a semicolon by default. You can change the separator in the Windows settings.
1. In the report schedule object editor, select File > Export. The Export to dialog box appears. 2. 3. 4. 5.
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Select the folder in which you want to save the file. Enter the name that you want to assign to the report. Select the required format. Click Save.
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3.2.8 To close a report •
Select File > Exit.
3.2.9 The Favorites folder The Favorites folder gives you rapid access to your favorite reports in the Report Navigator view. It contains all of the reports that you selected as your favorites. Tip: Reports that have been added to your favorites are identified by the star icon in both the Favorites folder and the tree structure. Note: The reports defined as favorites in the Windows version of SAP BusinessObjects Financial Consolidation are not taken into account in the Web version.
3.2.9.1 To add a report to the Favorites folder 1. In the tree structure, right-click the report you want to add to favorites. 2. Select Add to favorites. The icon appears in front of the name of the report, and the report is added to the Favorites folder. Tip: You can also add a report to the Favorites folder by dragging and dropping it from the tree structure or contents list to the folder.
3.2.9.2 To delete a report from the Favorites folder 1. In the tree structure or contents list, right-click the report you want to delete. 2. Select Remove from favorites. The star icon disappears and the report is removed from the Favorites folder.
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3.2.10 Report bundles A report bundle represents a group of schedule reports arranged in a specific order as bundle reports, to which you apply variables defining how the reports are to be run. The order in which the bundle reports appear in the bundle corresponds to the order in which they are printed. The report bundle overview: 1. 2. 3. 4. 5.
Create a report bundle and select categories. Select the reports which will make up the report bundle. Initialize the report bundle by selecting the run variables. Validate the report bundle. Run the report bundle.
Related Topics • To create report bundles • To assign a report to a report bundle • To initialize report bundles
3.2.10.1 To create report bundles 1. Select the Report bundles folder in the Report Navigator view. 2. Select File > New. The report bundle object editor appears. 3. Assign a code and short and long descriptions to the report bundle in the General tab. 4. If necessary, enter the relevant information in the comment, translation, and security tabs. 5. Define the categories associated with the report bundle in the Categories tab. The categories selected will be used to restrict the report bundles displayed using the Reporting ID filter in the Desktop. 6. Select File > Save. Related Topics • Managing objects using the object editor • Adding comments to objects • Translating descriptions in the object editor • Object editor security settings
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3.2.10.1.1 The report bundle object editor You use the report bundle object editor to view report bundles in the Report Bundles folder. The report bundle editor contains the following tabs: •
General
•
General variables Use the General Variables tab to set the variables required to run the reports in the report bundle. You can, however, define variables for individual reports in the Report variables tab of the bundle report editor, which then takes precedence over the general variables. Note: You can only access the tab once the list of reports contained in the report bundle has been defined.
•
Categories Use the Categories tab to define the categories associated with the current report bundle. The categories selected are used to restrict the report bundles displayed using the Reporting ID filter selected in the Desktop.
•
to consult comments
•
to consult the translation of object names
•
to consult the schedule report security properties
Related Topics • The bundle report object editor • Desktop filter toolbar • Managing objects using the object editor • Translating descriptions in the object editor • To initialize report bundles • Adding comments to objects • Object editor security settings
3.2.10.2 To assign a report to a report bundle Although all of the reports in a report bundle will be located at the same level in a book or the Favorites folder, the order in which they appear in the bundle is the order in which they are printed. Tip: A report can appear several times in a report bundle, enabling you to run a report using different dimension values.
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1. Select the reports for the report bundle you want to define in the Report Navigator view. 2. Move the selected reports to the required report bundle using the drag and drop function. Note: When you select a book or folder using the drag and drop function, only the reports contained in the book or folder are moved.
3.2.10.2.1 The bundle report object editor You use the bundle report object editor to edit a report bundle in the Report Bundles folder. Use the editor to select the variables you want displayed when you open a report. The report editor contains the following tabs: •
General Note: The properties cannot be changed in the report bundle object editor.
•
Report variables Use the Report variables tab to set the variables to be displayed in the report. The variables selected here override the variables set for the report bundle to which the report belongs.
•
to consult comments
•
to consult the translation of object names
•
to consult the schedule report security properties
Related Topics • Managing objects using the object editor • Translating descriptions in the object editor • To initialize report bundles • Adding comments to objects • Object editor security settings
3.2.10.3 To delete reports from report bundles Note: The report is only deleted from the bundle. It is not deleted from the database. 1. Select the report you want to delete from the report bundle. 2. Select Edit > Delete.
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A confirmation message appears. 3. Click OK to confirm.
3.2.10.4 To initialize report bundles You initialize a report bundle by selecting the dimension values which are required to run the reports belonging to it. To set the general variables for a report bundle: 1. Select the Report bundles folder. 2. Double-click the report bundle. The report bundle editor appears. 3. Select the General variables tab. If the report bundle has already been initialized, its general variables are displayed in the tab. 4. Click Set variables. The Variables Wizard appears. 5. Select the required variables and click Finish. Related Topics • Data selection methods for dimensions
3.2.10.5 To initialize a bundle report Bundle report variables are specific to individual bundle reports. If you define variables for a bundle report, they take precedence over general variables. Note: If you assign variables to one report in a bundle, initialize it to apply the variables. 1. In the Report bundles folder, select the bundle report whose variables you want to set. 2. Double-click the selected bundle report. The bundle report object editor appears. 3. Select the Report variables tab. If the bundle report has already been initialized, its variables are displayed in the tab.
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4. Click Set variables. The Variables Wizard appears. 5. Select the required variables. Note: Click the link button to deactivate the link between the report and general variables before changing the dimension value. The link button appears, indicating that the report variable, instead of the general variable, is applied. 6. Click Finish. 7. Save the bundle report. Related Topics • Data selection methods for dimensions
3.2.10.6 Linking the report bundle to one or several reports Once you have selected the reports belonging to the report bundle, you can define general variables containing the set of the dimension values you want to apply to all of the reports in the report bundle. You define general variables in the General variables tab in the report bundle editor. You can link the general variables defined for the report bundle to one or more reports.
3.2.10.6.1 To link a report bundle to a report 1. In the Report bundles folder, select the report to which you want to link the general variables. 2. Select Actions > Link to General Variables.
3.2.10.6.2 To link a report bundle to several reports 1. In the Report bundles folder, select the report bundle to which the reports belong. 2. Select Actions > Link Reports to General Variables. The Link Options dialog box appears. •
Select Link all reports if you want to link the general variables to all of the reports in the report bundle.
•
Select Only link reports which have not been checked if you want to link the general variables to the new reports in the report bundle.
3. Click OK.
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3.2.10.7 To delete a report bundle When you delete a report bundle, only the shortcuts between the schedule reports and the report bundle are deleted. You are not deleting the schedule reports. 1. Select the report bundle you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click OK to confirm.
3.2.10.8 To duplicate a report bundle 1. In the report bundle object editor, select File > Save As. The "Save As" dialog box appears. 2. Enter the new code, short, and long descriptions of the report bundle you want to duplicate. 3. Click OK.
3.2.10.9 To validate the variables in a report bundle The status icon indicates the status of the variables in a report bundle. Each report or report bundle has an icon next to it indicating the result of the last controls run. The following table describes the types of icon: Icon
Status
All of the report variables have been set or are linked to general variables which have been set. At least one report variable has not been set and is not linked to a general variable which has been set or is linked to a general variable which has not been set. The report was just created or the variables have never been initialized.
Validation happens automatically when you:
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•
update general and report variables
•
run a report bundle
1. Select the report bundle. 2. Do one of the following: • Select Actions > Check. • Right-click the report bundle and select Check. The icon of the report bundle and individual reports are updated depending on the result of the controls which have been run. If there are problems in individual bundle reports, go into each one, fix the problems, and revalidate the bundle reports, and then validate the report bundle.
3.2.10.10 To validate the variables in a bundle report To test a bundle report, you run it using the general variables for the report bundle it belongs to and its report variables. 1. In the Report bundles folder, select the report you want to test. 2. Do one of the following: • Select Actions > Test. • Right-click the report and select Test.
3.2.10.11 To run a report bundle To print the reports in a report bundle using the general variables and the report variables, run the report bundle. You can run a report bundle in two ways: 1. In the Report bundles folder, select the report bundle you want to run. 2. Do one of the following: • Select Actions > Run. • Right-click the report bundle and select Run. The "Print Reports" dialog box appears. 3. Select the printer you want to use to print the reports in the report bundle. 4. Click OK. Note: A process report listing the reports printed and any errors that occurred is also printed.
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Tip: You can also define a task to run a report bundle in the Task List view.
3.2.11 Printing Report Navigator objects You can print: •
Folders, including the properties, books and schedules
•
Books, including the properties and schedules
•
Schedules, including the properties and objects, like filters, formulas, linked schedules
•
Report bundles, including the properties, general and report variables, and the reports they contain
Note: You can also print a report or report bundle to a .txt, .csv, or .htm format file.
3.2.11.1 To print the active schedule report •
In the schedule report object editor, select File > Print > Active sheet. The current schedule is printed.
3.2.11.2 To print a schedule report or items in the schedule report 1. In the schedule report object editor, select File > Print > Other. The Print dialog box appears. 2. Select the required print settings. Note: The Preview button does not enable you to view the current schedule. You can display the schedule settings only. 3. Click OK to start printing.
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3.3 The Viewpoints view A viewpoint contains predefined dimension values and selection methods for a report schedule. Using the Standard toolbar in the Report Navigator view, select a viewpoint in the Viewpoints view: •
If you select a viewpoint from the standard toolbar, then the viewpoint is applied each time a report is opened. If other variables are required to open the report but are not defined in the viewpoint, then you need to set them. Note: In the Variables Wizard, you can also save your selection as a viewpoint by clicking Save in viewpoint. The viewpoint you just created is added to the Viewpoints view.
•
If no viewpoint is selected in the toolbar, then you can apply one by clicking the ellipse button, and then Apply.
You can print: •
the list of viewpoints displayed in the Desktop
•
the properties of one or more viewpoints
Note: Viewpoints do not apply to report bundles. Example: If you want to analyze data for category CONSO and data entry period 99.12 for scope Group01 using two different variants, Final and Estimated, create a viewpoint which specifies the category, data entry period, and scope. When the viewpoint is used to open the analysis schedule, only the variant needs to be set.
3.3.1 The viewpoints object editor A viewpoint is a set of dimensions for which you can define values in advance, thus making it easier to open reports. The viewpoint object editor is used to specify the different elements required for defining a viewpoint. The Viewpoints view is available in the Analysis domain.
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Example: You want to analyze data for category CONSO and data entry period 99.12 for scope Group01 but using two different variants, Final and Estimated. Create a viewpoint which specifies the category, data entry period, and scope. When the viewpoint is used to open the analysis schedule, you only need to set the variant. Related Topics • To create a viewpoint • Viewpoint value selection methods • Viewpoint dimension grouping
3.3.1.1 To create a viewpoint A viewpoint facilitates the opening of reports by using predefined dimension values and selection methods. 1. In the Viewpoints view in the Analysis domain, select File > New. The viewpoint editor appears. 2. In the Definition step, enter the code and long description. Tip: Enter a code that helps you easily identify it among the other viewpoints. 3. If you want to translate the long description into the available languages, click Translate and enter your translations. 4. If you want to restrict access to the viewpoint to users of a given owner group, click Show security settings and select the relevant owner group from the Owner group list. An owner group is a group of users with the same rights for consulting and changing objects and data. Because the user saves the viewpoint, you do not have to specify an owner group for a viewpoint. Only the user who created the viewpoint can use it. Note: The owner site has all of the necessary access rights to consult and change objects. The owner site is the site at which the object was created. The site cannot be changed. 5. In the Select dimensions step, click Add. The Data sources dialog box appears. 6. Select a dimension.
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Note: By default only the main dimensions are displayed. To display all of the dimensions, activate Show all dimensions. Amounts corresponds to package amounts, preconsolidated amounts, and consolidated amounts. 7. Click OK. The dimension is added to the Select dimensions step in the editor. 8. Click the ... button to select the dimension values and filter to use when running the report. 9. Select the method and grouping from the dropdown list. Note: • •
If you do not specify all of the required variables when creating the viewpoint, then they will be set when the report is run. The different groupings are not available if you choose the One value only method.
10. Click Save. The new viewpoint is displayed in the list of viewpoints in the Desktop. Note: To delete a dimension, select it and click Delete. Tip: You can also create a viewpoint using dimension values set when you open a report schedule that requires you to select variables. Related Topics • The viewpoints object editor • Viewpoint value selection methods • Viewpoint dimension grouping
3.3.1.1.1 Viewpoint value selection methods Once the dimensions have been inserted, specify the values using one of the following selection methods: Symbol
Method
Initializes the dimension using...
One value only
one value only
Filter
a filter all of the values and non-defined values
All or no values
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Note: The method can only be applied to analysis dimensions.
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Symbol
Method
Initializes the dimension using...
All Values
all of the values non-defined values
No Values
Note: The method can only be applied to analysis dimensions.
3.3.1.1.2 Viewpoint dimension grouping For any particular dimension, data can be aggregated or itemized. When data is itemized, it can be grouped using a header or a total. Icon
Grouping method
Data is aggregated. Data is itemized. Data is itemized and a header row appears before the data rows. Data is itemized and a row containing the total appears before the data rows. Data is itemized and a total appears at the end. Data is itemized and a header row is displayed at the top and a total at the bottom.
Note: The grouping methods are not available if you choose the One value only selection method.
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Operation domain
4.1 Reporting Organizer and RU Organizer views
4.1.1 Introduction to the Reporting Organizer and RU Organizer views The Reporting Organizer and RU Organizer views enable you to specify how you want certain types of data to be reported. To do so, you must define what is known as a data entry context. The default data entry context is defined in the Category Builder view for all “reporting IDs” associated with a given category scenario. These values can then be customized for a specific reporting ID in the Reporting Organizer view. You can further customize these values for a specific reporting unit in the RU Organizer view. Defining a data entry context involves specifying the following items: •
• •
The reporting ID. This item is created when you link a category to a data entry period. When you create a reporting ID, you therefore specify the type of data which you want to be transferred (category) and the date at which you want it to be entered (data entry period). The reporting units which will send the packages and the deadlines by which these packages should be sent. The “data entry environment”.
The reporting process is initiated when opening packages are created and sent to reporting units for data entry. Once they are validated, the packages are published and the package data is integrated in the central site database.
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The process is the same for all types of data entry (Internet, Windows etc.). The process by which data is reported in your corporation is defined in the Reporting Organizer and RU Organizer views. You can use these views to do the following: •
Define which reporting units should send packages and when This consists of establishing a work schedule (start and end dates for sending packages), in the Reporting Organizer view, and a list of the reporting units sending the packages, in the RU Organizer view.
•
Define the “data entry environment” You define the data entry schedules, opening balances, processing operations, controls and restrictions.
•
Manage how opening packages are generated
4.1.2 Objects in the Reporting Organizer and RU Organizer views The objects in the Reporting Organizer and RU Organizer views include the following: • • • • •
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“Reporting ID” Reporting set “Publication” Decentralized data entry “Data entry environment”
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4.1.2.1 Reporting ID Each reporting ID is identified by a unique combination of these things: •
“Category”: the type of data transferred For example: consolidated data or monthly reporting.
•
“Data Entry Period”: the date on which the data is entered. For example: 2001.01, 2001.12.
You must also specify the category scenario used. The reporting ID specifies the type of information required for a reporting set, how this information should be entered and the start and end dates for the reporting process.
4.1.2.2 Reporting set A reporting set is made up of the following: •
“Category”: the type of data transferred
•
“Data Entry Period”: the date on which the data is entered
•
“Reporting unit”: the entity which sends the information (profit center, company or group of companies)
The reporting units assigned to a reporting ID can therefore be listed using the reporting set.
4.1.2.3 Publication When you publish a package, you do the following: • •
You state that its contents are valid. You make its data available to the “consolidation site”.
Packages are only published if they meet the required control level. Note: The owner site of the reporting set can, however, authorize a data entry site to publish its package even if the package does not comply with all of the stipulated conditions for “publication”.
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Related Topics • Specifying reporting ID publication properties
4.1.2.3.1 Control levels for standard publication For a blocking control level to be reached
For a non-blocking control level to be reached
A warning for:
A warning for:
•
•
all non-configured controls at all levels which have detected errors.
all configured controls at all levels which produce a warning
A blocking error for:
A non-blocking error for:
•
•
blocking controls at the same or a lower level which have not been met
controls at a higher level which have not been met
Note: If None is the control level to be reached, all controls (blocking or non-blocking) cause a warning.
4.1.2.3.2 Control levels for advance publication Regardless of the control level to be reached, the following occurs during “advance publication”: •
non-blocking errors and warnings if the deadline is not reached yet (similar to "non-blocking" in standard publication)
•
blocking errors and warnings once the deadline has passed(similar to "blocking" in standard publication)
Related Topics • Specifying reporting ID publication properties
4.1.2.4 Decentralized data entry The path taken by the package can be summarized as follows: the creator site generates an opening package for the data entry site. This site publishes the package at the “publication site”. “Generating an opening package” is a compulsory operation. It initializes the data entry process.
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4.1.2.5 Data entry environment The data entry environment must be defined so that the opening package in which the data will be entered is generated. The environment defines the following: •
The data entry “schedules” to be used (Windows and Internet)
•
The controls and processing operations to be applied to the package
•
The opening balance data to be used, if required
•
The restrictions to be applied to the following: •
dimension values (data entry restrictions)
•
flows or periods or both (read-only data)
The properties of the data entry environment are defined in the Package and Restrictions tabs in the Category Builder, Reporting Organizer and RU Organizer views.
4.1.3 The Reporting Organizer view You can create and manage reporting IDs in the Reporting Organizer view. These tasks are performed in the reporting ID editor. The Reporting Organizer view can be accessed by clicking the Reporting Organizer icon in the Operation domain. The “reporting IDs” available are listed in this view. Related Topics • The reporting ID editor
4.1.3.1 The reporting ID editor You can define the properties of the reporting ID in this editor. The reporting ID editor contains the following tabs: •
the General tab. Define the general properties of the reporting ID.
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•
the Definition tab Indicates the reporting status. You can also specify the associated category scenario and the start and end dates for the reporting here.
•
the Package tab Define the settings of the data entry environment for the packages.
•
the Restrictions tab Define the data entry restrictions which are applied when the data is entered.
•
the Operation tab Define the settings for “publishing” the package.
•
the
tab
Enter Group comments. •
the
tab
Translate object descriptions and select the language. •
the
tab
Define security settings. Related Topics • Sending corporate messages to the subsidiaries • Translating descriptions in the object editor • Object editor security settings • The Desktop
4.1.3.2 Creating reporting IDs You can create a reporting ID from the Desktop or the editor. Each reporting ID is made up of the following: • •
the “Category”: the type of data the “Data entry period”: the date on which the data is entered
Most of the data entry boxes contained in the tabs of the Reporting Organizer view have a button. This button can be accessed when the category scenario (category/version) associated with the reporting ID is specified.
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•
•
When the button is activated (default status), data is automatically taken from the category scenario editor and entered in the corresponding boxes in the reporting ID editor. Similarly, when you change this information in the category scenario editor, the corresponding information in the reporting ID editor is also changed. If the button is deactivated, you are free to enter data in the boxes.
The long and short descriptions and the category/data entry period pair identifying the reporting ID are displayed in the General tab. In this tab, you can also specify the following: • •
the Short description: the abbreviated title of the reporting ID the Long description: the full title of the reporting ID
Note: When a new reporting ID is created, the long description is automatically generated. It consists of the long description of the category followed by the code of the data entry period. This function is available in all of the languages used. Caution: Once you save the reporting ID, you can no longer change the category and data entry period. The corresponding boxes are grayed out.
4.1.3.2.1 To create a reporting ID 1. In the Desktop or in the reporting ID editor, select File > New. The reporting ID editor appears. 2. Enter the tab settings. 3. Save the reporting ID.
4.1.3.2.2 Specifying properties of the Reporting ID You can select the specific properties of the reporting ID in the Description tab, including the following: • • •
Reporting status Category scenarios Calendar
Reporting status This information is read-only.
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Status
Meaning
Reporting is prepared The reporting ID has been defined and the scheduled start date has not been reached yet.
Reporting is underway The reporting ID has been defined and the current date falls between the schedule start and end dates.
Reporting is complete The reporting ID has been defined and the schedule end date has been passed.
Category scenarios The category scenario is identified by a Category and a Version. The category of the category scenario is always the same as the category of the reporting ID which was defined in the General tab. You can change the category, provided that you have not saved the reporting ID.
Calendar You can specify the schedule start and end dates. The reporting status depends on these dates.
4.1.3.2.3 Defining the default environment You can define the default environment for entering data in packages in the Package tab including the following: • • • • • • •
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the Windows and Internet folder the specific Internet folder the “set of controls” for the package the control level to be reached and its status the option for “locking” the package on “publication” the “set of rules” associated with the package the opening balances
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Windows and Internet folder In the Windows and Internet folder box, you can select the folder which will be dedicated to package data entry via Windows or the Internet. The folder you select here will be used by default, unless you also select a specific Internet folder. You can make your choice from a list whose contents are filtered by the category (the same for the category scenario and reporting ID) with which the folders are associated. Note: If you have not yet specified the category of the reporting ID in the General tab, the list contains all of the folders defined for Windows and Internet data entry.
Specific Internet folder In the Specific Internet folder box, you can select the folder dedicated to package data entry via the Internet. You can make your choice from a list whose contents are filtered by the category (the same for the category scenario and reporting ID) with which the folders used for Internet data entry are associated. Note: If the category of the reporting ID has not yet been defined in the General tab, the list contains all of the specific folders defined for entering data via the Internet.
Set of controls In the Set of controls box, you can select the set of controls used to check the packages. You can make your choice from the list of sets associated with the category scenario {category and version}. Note: If you have not yet selected the category or version of the category scenario in the Definition tab, the box will be grayed out to indicate that it is not available for data entry. In the Control level to be reached tab, you can specify the control level that the packages should comply with. You can make your choice from the list of levels linked to the category scenario {category and version}. Activate the Blocking option to specify whether you want further processing to be stopped if the control is not complied with. To find out more about controls, control levels and blocking the processing, see the documentation on the Package Manager view.
Lock when published When activated, the Locked on publication option ensures that no further changes can be made to the package once it has been published.
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Note: Only packages published in standard mode can be locked. The locking process can have one of the following statuses: • •
•
None: the package cannot be locked and no message will appear when you publish it. Total: after the package has been published, it can only be accessed in read-only mode. To unlock it, a key must be generated using a special function which is available on the Desktop of the RU Organizer view. All, except adjustments: the package is partially locked and only adjustments are authorized.
Related Topics • Defining how the package will be published • Unlocking packages
Set of rules You can specify the “set of package rules” in the Set of rules box. You can choose the set you need from a list of the sets of rules which have been defined for the category of the reporting ID. You can access this field if the Apply package rules option is selected in the category scenario. Note: If you have not yet defined the category of the reporting ID in the General tab, all of the sets of rules are listed. Related Topics • Expanded mode: Journal Entries tab
Opening balance data With the Opening balance data option, you can define the source of the “opening balances”. This function is only available if the Opening balance data option has been activated in the category scenario. If the Opening balance data option is activated, you can choose between two types of data: •
Preconsolidated data. The category and data entry period must be entered. Note: The consolidation scope, variant and currency cannot be entered. The corresponding boxes are grayed out.
•
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Consolidated data. The five items identifying a consolidation (category, data entry period, scope, variant and consolidation currency) must be entered.
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Note: If the button is active, the data entry period of the source data for the opening balances is calculated automatically using the data entry period of the reporting ID. (If the relative mode is used for the reporting ID's data entry period in the category scenario, it will be converted to the absolute mode).
The period conversion button enables you to match the source periods of the opening balances with the target periods for the reporting ID. If you click this button, the "Period Associations" dialog box opens. The dialog box contains the following: • • •
the data entry period of the reporting ID displayed in the Target data entry period box the "Test" column of the table displaying a list of the reporting ID periods the Op. bal.data entry period box shows the data entry period of the opening balance data
For each target period, you must select a source period using the
buttons.
If you do not enter anything in the column on the left, the target period will not have any opening balances. Related Topics • Expanded mode: Opening balance tab
4.1.3.2.4 Specifying the restrictions on the environment In the Restrictions tab, you can specify the restrictions on the environment for entering data in packages: • •
Read-only data Data entry restrictions
The settings selected in the “Category Builder” can be customized for this reporting ID.
Read-only data You can use the Read-only data box to stop users from entering data in the following: •
Flows
•
Periods
You can use one of the following restriction methods to select read-only flows and periods: •
A list of elementary values
•
A filter
Activate the Read-only flows only if there is an opening balance option to stop the user from entering data in the flows if there is an opening balance present. This option is only present if you have authorized the product to manage opening balances automatically in the category scenario.
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Data entry restrictions In the Data entry restrictions tab, you can limit the list of dimension values available for data entry. You can limit these values using dimension filters. These data entry restrictions apply to the following dimensions: •
Account
•
Flow
•
Period
•
Partner
•
Share
•
User-defined dimensions Note: You can only access this option if the Data entry restrictions option is activated in the category scenario.
Related Topics • Expanded mode: Restrictions tab
4.1.3.2.5 Specifying reporting ID publication properties You can specify the properties determining how the “reporting ID” will be published in the Operation tab: •
The Deadline for “publishing” the package, that is, the date when the package should theoretically be published. After this date, the package will be considered as being late. Note: The deadline can be different from the date on which the overall process is due to end.
•
Whether Advance publication is authorized for the packages. If advance publication is authorized, the packages can be published before the deadline, even if they have not reached the required control level. Note: If advance publication is not authorized or the deadline has been reached, you can publish the package by “Special Permission”.
•
Whether Automatic Integration is authorized for the packages. “Automatic Integration” of packages is defined in the Reporting Organizer view. Two types of automatic integration are available: •
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After publication: if the Packages published in standard mode, Packages published by special permission, or Packages published in advance mode options are selected, the package will be integrated automatically as soon as it published if the After publication integration mode is selected.
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Note: If the Packages published in advance mode option is selected, you can decide the level of control that must be reached before the package is automatically integrated. •
After reception: if the Packages published in standard mode, Packages published by special permission, or Packages published by special permission options are selected, the package will be integrated automatically as soon as it received.
Note: If the Packages published in advance mode option is selected, you can decide the level of control that must be reached before the package is automatically integrated. Caution: For both types of automatic integration, the Packages published in advance mode option is only available if the advance publication of packages has been authorized. Related Topics • Publishing a package by special permission
4.1.3.2.6 Sending corporate messages to the subsidiaries You can send a corporate message about the “reporting ID” to subsidiaries using the Comment tab. Any message entered will automatically be linked to all of the reporting sets based on the reporting ID and all of the packages generated by these reporting sets. In the package, the message is displayed in the Procedure tab in the package editor. Note: You can change the message sent by HQ in each reporting set if necessary. Related Topics • The package editor • Comments and group messages
4.1.3.3 Changing reporting IDs You can change the settings of a reporting ID. Caution: You cannot change the category and data entry period after the reporting ID has been saved. Any changes you make to a reporting ID will impact reporting set rows using the reporting ID settings.
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4.1.3.3.1 To change a reporting ID 1. Select the reporting ID you want to change. 2. Change the required settings. 3. Save your changes.
4.1.3.4 Synchronizing reporting IDs If a reporting ID uses a category scenario containing a chart of accounts in hierarchy format, changes made to the chart of accounts hierarchy in the category scenario will not be immediately available in the reporting ID, even though the category scenario is distributed after the changes are made. If you want the changes to be taken into account in the reporting ID, you must synchronize the reporting ID with the hierarchy. The different examples in the following diagrams show you how to synchronize the hierarchy.
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Example: General diagram
Example: Detailed diagram
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Example: Changing the hierarchy after data entry, without running the consolidation processing again
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To ensure that data entry remains consistent, you must synchronize the reporting ID with the hierarchy. The consolidation will remain consistent if it is not run again.
To ensure that data entry remains consistent, you must synchronize the reporting ID with the hierarchy. The consolidation will remain consistent if it is not run again.
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Example: The consolidation processing is not run again after synchronization
After synchronization, data entry is consistent (if all of the packages are open). After synchronization, the retrieval of consolidation data is inconsistent because all of the rollups are based on hierarchy 1 even though hierarchy 2 is retrieved.
Example: Example 3: The consolidation processing is run again after synchronization
After synchronization, data entry is consistent (if all of the packages are open). After synchronization and after a new consolidation processing, the retrieval of consolidation data is consistent.
4.1.3.4.1 To synchronize a reporting ID with a chart of accounts hierarchy 1. Select the reporting ID you want to synchronize. 2. Select Actions > Synchronize Hierarchy. A message appears to confirm that the hierarchy has been synchronized. 3. Click OK. In the reporting ID list, the "Synchronized hierarchy (Y/N)" column displays the reporting IDs that are synchronized with the hierarchy.
4.1.3.5 Copying reporting IDs
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You can copy a reporting ID using the Save As menu command in the reporting ID editor. Note: If you do not change the category or the data entry period of the reporting ID, you cannot copy it.
4.1.3.5.1 To copy a reporting ID 1. Open the reporting ID you want to copy. 2. Select File > Save As. 3. In the "Save As" dialog box, change the category or data entry period of the reporting ID. 4. Click OK. The copy of the reporting ID appears in the reporting ID editor with the category and data entry period of the copied reporting ID already entered.
4.1.3.6 Deleting reporting IDs You cannot delete a reporting ID once it has been saved.
4.1.3.7 Printing reporting IDs You can print the following: •
a list of the reporting IDs displayed on the Desktop
•
the properties of one or more reporting IDs
Related Topics • Printing Desktop objects
4.1.3.8 Links with associated views You can directly access the objects linked with the reporting ID using the Actions menu.
4.1.3.8.1 To access the linked views •
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Select Actions, then click the view associated with the “Reporting Organizer”.
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The appropriate view opens, displaying only the objects which are associated with the selected reporting ID.
4.1.3.8.2 To open a new desktop for the RU Organizer view •
Click the RU Organizer view.
Only the reporting units which are associated with the selected reporting ID are displayed with the help of an automatic filter.
4.1.3.8.3 To open a new desktop for the Package Manager view •
Click the Package Manager view. Only the packages which are associated with the selected reporting ID are displayed with the help of an automatic filter.
4.1.4 The RU Organizer view The RU Organizer view contains a list of all of the available reporting sets. You can create and manage these items in this view. These tasks are performed in an editor. The RU Organizer view can be accessed by clicking on the RU Organizer icon in the Operation domain. Related Topics • The reporting set editor
4.1.4.1 The reporting set editor You can define the properties of a reporting set in this editor. The reporting set editor contains the following tabs: •
The General tab. Define the reporting ID and reporting unit.
•
The Roadmap tab. Define the settings relating to the route taken by the data during transfer and the users involved.
•
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The Package tab.
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Define the data entry environment for the package. •
The Restrictions tab. Define the data entry restrictions which are applied when the data is entered.
•
The Control Panel tab. Displays the following information:
•
•
the statistics of the opening package
•
the package status (see example below)
The Operation tab. Define the settings for publishing the package.
•
The
tab.
Enter Group comments. •
The
tab.
Translate object descriptions and select the language. •
The
tab.
Define security settings. Example: Examples of the package status are as follows: "The opening package has never been generate.,", "The package is late.", "The package is waiting to be published.". Related Topics • The Desktop • Comments and group messages • Translating descriptions in the object editor • Object editor security settings
4.1.4.2 Creating reporting sets You can create a reporting set either in the Desktop or in the editor. Most of the data entry boxes in the RU Organizer view have a
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button:
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•
•
When the button is activated (default status), data is automatically taken from the associated reporting ID editor and entered in the corresponding boxes of the reporting set editor. Similarly, when you change this information in the reporting ID editor, the corresponding information in the reporting set editor is also changed. If the button is deactivated, you are free to enter data in the boxes.
A reporting set consists of: • •
a Reporting ID: the category/data entry period pair. a Reporting unit.
Caution: Once you save the reporting set, you can no longer change its category, data entry period or reporting unit. The corresponding boxes are grayed out.
4.1.4.2.1 To create a reporting set 1. In the Desktop or in the editor, selectFile > New. The reporting set editor appears. Note: The selection made in the "Reporting ID" box at the top left hand side of the screen is taken into account when you use the New command; that is, the category and data entry period of the reporting ID selected will be used for the new reporting set. This initialization process does not take place if more than one reporting ID is selected at the same time. 2. Enter the tab settings. 3. Save the reporting set.
4.1.4.2.2 Defining settings for the data transfer You can define the settings relating to the route taken by the data during transfer and the users involved in the Roadmap tab. This tab consists of several sections containing information on the following: • Data entry • Publication • Access rights
Entering data You can enter the following information: •
The Data entry site box specifies the site at which data will be entered in the package. If you want to enter data via the Internet or the data entry site is the current site, the code for the current site is entered in this box.
•
The Data entry currency box specifies the currency in which the package amounts are entered. If this box is left blank, the currency defined in the Dimension Builder view will be used.
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Publication In the Publication site box, you specify the destination site of the published package.
Access rights You can restrict the users authorized to enter package data and also define the “workflow” settings. If you activate theUse workflow to organize the access rights by step option, you can specify which users will be authorized to enter package data and when. Related Topics • Restricting package data entry using a package workflow
4.1.4.2.3 Specifying the environment You can specify the environment in which the reporting unit will enter data in the package in the Package tab. This tab contains the same options as the Package tab in the Reporting Organizer view. It enables you to customize the reporting ID settings for a specific reporting unit. Related Topics • Defining the default environment
4.1.4.2.4 Specifying the restrictions on the environment You can specify the restrictions on the environment for entering data in packages in the Restrictions tab. The settings defined for the reporting ID can be customized for the reporting unit. Related Topics • Specifying the restrictions on the environment
4.1.4.2.5 Displaying package data You can view the status and statistics of the opening package, the number of publications and the package status in the Control Panel tab. Data is entered in all of the boxes automatically. Users cannot key in any data in this tab. The Control Panel tab is divided into the following parts: • •
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"Opening package" - shows who generated packages and on what date. "Package status" - displays the status of the package when the editor is opened.
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Related Topics • Opening package • Package status
Opening package Box description
Content
"Generated on"
The date the opening package was last generated on.
"By"
The user code.
Package status Status
The opening package was never generated.
Icon
Meaning
The reporting set has been saved but the package has not been generated yet. An opening package has been generated. The deadline has not been missed.
The package is waiting to be published.
In decentralized data entry, the package is not present at the current site. In data entry at central site, the package is empty or is being changed (that is, it is open and data is being entered in it).
The package is late.
The same conditions for the previous status apply, except that the deadline has been missed.
The package has been published.
The package has been published.
The package is integrated.
The package is integrated.
4.1.4.2.6 Defining how the package will be published You can define, for each reporting unit, how the package will be published In the Operation tab.
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The Operation tab contains the same options as the Operation tab in the Reporting Organizer view. It enables you to customize the reporting ID settings for a specific reporting unit. Caution: If the Published in advance mode option has been selected as the publication mode for automatic integration even though advance publication has not been authorized for the reporting ID, the process will not run. Related Topics • Specifying reporting ID publication properties
4.1.4.2.7 Comments and group messages In the Comment tab, you can do the following: • •
Change the comments entered in the reporting ID editor Link a Group message to a reporting set if this was not done for the reporting ID
By default, the following happens when you create a reporting set: •
the
•
the tab contains the comments entered for the corresponding reporting ID the the Group message has not been changed message is displayed to the right of the
•
tab is in “Consultation” mode
toolbar in the
tab
Note: If the Group message linked to a reporting ID is changed in the reporting ID editor, the message that appears in the reporting sets linked to this reporting ID will be updated as a result. When the Group message is changed in the reporting set, the following happens: • •
The message has been changed is displayed to the right of the toolbar in the tab. The Group message will not be updated if it has been changed for a particular reporting ID.
You can, however, reinitialize the Group message in order to ensure that the message entered in the Reporting Organizer view is reapplied.
To change the Group message 1. Select Edit mode in the
tab.
A cursor appears in the data entry box. 2. Change the text. 3. Apply the font and any format attributes required. 4. Save the text.
To reinitialize the Group message •
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Select Tools > Reinitialize Group Message.
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4.1.4.3 Changing reporting sets You can change the settings of a reporting set. Caution: You cannot change the items which make up a reporting set (that is, the category, data entry period and reporting unit) once the set has been saved.
4.1.4.3.1 To change a reporting set 1. Select the reporting set you want to change. 2. Change the required settings. 3. Save your changes. Related Topics • Creating reporting sets
4.1.4.4 Deleting reporting sets
4.1.4.4.1 To delete a reporting set 1. Select the reporting set you want to delete from the Desktop. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes.
4.1.4.5 Printing reporting sets You can print the following:
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•
The list of reporting sets displayed in the Desktop
•
The properties of one or more reporting sets
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Related Topics • Printing Desktop objects
4.1.4.6 Adding reporting sets
4.1.4.6.1 Inserting reporting units This method enables you to create many new reporting sets at the same time. Caution: To activate this function, you must select a reporting ID in the Desktop filter. Example: The new reporting sets (category, data entry period and reporting unit) created using this method are initialized using the values of reporting ID selected. This function is therefore only accessible for one reporting ID at a time. The reporting units for which the new reporting sets will be created are selected via a dialog box. There are two selection methods: •
using the reporting ID A reporting set is created for each reporting unit involved in the reporting process.
•
using the reporting unit There are two possible procedures for this type of selection: •
list values A new reporting set is created for all of the reporting units specified in the defined list.
•
filter values A new reporting set is created for all of the reporting units contained in the filter selected.
Note: This method replaces any existing reporting sets which are associated with the reporting ID. A message appears asking you to confirm that you want to replace these sets.
To insert reporting units 1. Select the reporting ID required in the Desktop filter. A list of reporting units appears.
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2. Select Actions > Insert Reporting Units. The "Insert Reporting Units" dialog box appears. 3. Select the reporting units to which you want to allocate the new initialized reporting sets. 4. Click Yes to validate the operation. If you are creating new reporting sets, they are inserted. If they already exist, you are prompted to confirm the new settings or cancel the operation.
4.1.4.7 Generating opening packages Once you have identified and configured the reporting set, you can generate the opening package. Note: You can apply “Hooks” when generating packages with opening balances. Related Topics • Specific data processing (Hooks)
4.1.4.7.1 Generating the package at the current site When you generate the opening package, you can create or update the context in which data is entered in the package: • • • • • •
Data entry folder Restrictions Set of “package rules” Reporting ID Category scenario if the opening package is sent to the reporting unit for the first time “Opening balances” (if required)
An opening package can only be generated at the site where the corresponding reporting set was created. Once the opening package is generated, it is displayed in the Package Manager view.
To generate packages at the current site 1. Select the reporting sets for which you want to generate an opening package. 2. Select Actions > Generate Package at Current Site. The opening packages are generated.
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4.1.4.8 Unlocking packages Once a package has been locked, the user can unlock it to change its contents. This process consists of the following steps: •
You must generate a lock.
•
You must ask for the “key ” corresponding to the generated lock from the publication site. Caution: The publication site user must have been given the functional right “Authorize packages to be unlocked” to generate a key.
•
The publication site generates the key in the RU Organizer view and sends it to you.
•
You can then unlock the required package.
Related Topics • Functional Profiles
4.1.4.8.1 To generate a key to unlock a package 1. Receive the keyhole generated by the user who wants to unlock the package. 2. Select the reporting set corresponding to the package to be unlocked. 3. Select Actions > Generate Key. The "Unlock Package" dialog box appears. 4. Paste the lock you have received to the appropriate section of the dialog box. 5. Click Key. The key appears. 6. Send this key to the user who wants to unlock the package.
4.1.4.9 Generating a key for publishing packages by special permission If the data entry site wants to publish a package by special permission, a “key” must be generated at the publication site. The procedure is as follows.
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•
To publish the package by special permission, you must first generate a lock.
•
You must ask for the key corresponding to the generated lock from the publication site.
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Caution: The publication site user must have been given the functional right “Authorize packages to be unlocked” to generate a key for publishing packages by special permission. •
The publication site generates the key in the RU Organizer view and sends it to you.
•
You can then start the process for publishing the package by special permission.
Related Topics • Functional Profiles
4.1.4.9.1 To generate a key for publishing packages by special permission 1. Receive the lock generated by the user who wants to publish a package by special permission. 2. Select the reporting set for the package to be published. 3. Select Actions > Generate a key for publishing packages by special permission. The "Publication by special permission" dialog box appears. 4. Paste the lock you have received to the appropriate section of the dialog box. 5. Click Key. The key appears. 6. Send this key to the user who wants to publish a package by special permission.
4.1.4.10 Restricting package data entry using a package workflow You can use a package workflow in order to restrict package data entry to specific users, who can can only perform certain operations at specified phases in the package data entry cycle. You can organize these users into a multi-step process. Users at each level either submit the package to the next level or reject it back to the previous level. You can activate the package workflow in the Roadmap tab of the RU Organizer. You can define for each user one of the following access rights to the package: • Any level Users can work on package regardless of the package level, depending on their functional profile. •
No access Users whose access is set to No access cannot modify package data or package status, regardless of their functional profile.
•
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Users are assigned a certain access level, which means they have complete write-access to the package data at their level depending on their functional profile. They can submit the package to the next level. When the package passes to the next level, users at a previous level can no longer modify package data or status. An example of a package with three levels: • Level 1 Users with Level 1 access have all rights on Level 1 packages, depending on their functional profile. They can submit the package to Level 2. Once submitted to Level 2, users with Level 1 access can no longer modify package data or status. •
Level 2 Users with Level 2 access have all rights on Level 2 and Level 1 packages, depending on their functional profile. They can submit the package to Level 3 or reject the package back to Level 1. Once the package is submitted to Level 3, users with Level 2 access can no longer modify package data or status.
•
Level 3 Users with Level 3 access have all rights on a Level 3 package, as well as Level 1 and Level 2 packages, depending on their functional profile. They can reject the package back to Level 2.
•
As defined When the package level workflow is deactivated, you can specify users as As defined, meaning their functional profile rights are applied.
Note: • •
•
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A package can have an infinite number of levels to represent the corresponding phases of your company's package data entry cycle. Only users that have package management rights (publication, integration, protection, unprotection) can be granted Any Level status in the workflow. Users that only have the right to modify data in the package (enter data, import, run rules, reset, run preloading calculations) must be assigned a specific level (for example: Level 1 or Level 2). Users must have at least one Package Manager functional right to be able to access a package.
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4.1.4.10.1 Example of package data access restrictions The following table is an example of package data access restrictions for a Level 2 package.
Table 4-5: Level 2 package data access restrictions User Level Package user action No access
Any level
Level 1
Level 2
Level 3
X
X
Edit
X
Publish
X
X
X
X
Lock
X
X
X
X
X
X
X
X
X
X
X
X
Unlock Protect
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As defined
X
X
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User Level Package user action No access
As defined
Any level
Level 1
Level 2
Level 3
Unprotect
X
X
X
X
Import
X
N/A
X
X
X
X
X
X
X
N/A
X
X
X
X
X
X
Submit
N/A
X
X
X
Approve/Reject
N/A
X
X
X
X
X
X
X
X
X
X
X
Rule execution
X
N/A
X
X
Schedules data entry
X
N/A
X
X
Preloading calculations executions
X
N/A
X
X
Export
X
Reset Delete
X
Integration Control
X
X
X
X
4.1.4.10.2 To apply a package workflow for restricting package data entry 1. Select the reporting set for the package to which you want to apply access restrictions. 2. In the Roadmap tab, activate the View and restrict access to the package option in the "Access Rights" section to load and display the list of users having access to this package. 3. Activate the Use a workflow to organize the access rights by step option. 4. In the "Access Rights" column in the table, select a level from the dropdown list for each user. Note: Although ADMIN is not part of the list of users, this user has full access rights to the package. 5.
Click
in the toolbar of the RU editor to save your changes.
Note: If the Use a workflow to organize the access rights by step option is deactivated, the package level workflow will not be applied. You then have the choice of selecting either As defined or No access for each user.
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Related Topics • Restricting package data entry using a package workflow • Example of package data access restrictions
4.1.4.10.3 Importing package workflow definitions You can customize package workflow definitions of an RU Organizer by importing them directly from a file. Note: You can only import package workflow definitions into RU Organizers which have the options View and restrict the access to a package and Use a workflow to organize the access rights by step activated in the Roadmap tab. Structure of the file to be imported You can import the package workflow definitions of multiple RU Organizers from a file of type .csv or .txt in order to build on the list of selected users for a given package workflow: • Compulsory columns: • Category Name of the category dimension in the Dimension Builder. •
Data entry period Name of the data entry period dimension in the Dimension Builder
•
User code The user's ID number
•
Level The user's package access level
•
Valid but non-compulsory columns: • User name • Functional profile code • Functional profile name
Note: The file containing the package workflow definitions to be imported does not have to specify all users who can access the package. The package workflow definitions of users not specifed in the import file are not impacted.
To import package workflow definitions 1. In the desktop, select Actions > Package workflow > Import. The "Data Import Wizard" dialog box opens.
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2. In the File field, enter the filepath of the import file. Alternately, use the Browse button to select the file. The file contents appear in the Preview pane. 3. In the File type groupbox, choose how the columns are identifed in the file: Option
Description
with separators
if the import file contains comma separated values
fixed length
if the import file contains fixed lengths for the data
4. In the Characteristics groupbox, specify how many rows to skip from the top of the file to reach the headers of the columns. 5. Check the Generate file containing the rejected data option if you want to create a file containing rejected data from the import file. If you check this option, enter the filepath, or click Browse to choose the filepath. 6. Click Next. If you selected with separators in the previous screen, the current screen contains the Column separator and Text delimiter groupboxes where you can make choices. If you selected fixed length in the previous screen, the current screen contains the Defined columns pane where you can add or delete rows from the import file. You can see if the process is valid in the Preview pane. Note: By default all rows with a valid import status are selected; however, you can change the selection and thus restrict the import process to the selected objects only. 7. Click Next. In this screen you can check the import status of all the data to be imported. 8. Click Import. A message appears detailing the results of the import process: • How many package workflow definitions have been imported • How many problems have occurred with the package workflow definitions • How many data items generated errors • Process duration In the import dialog box, the import status is given for each RU Organizer processed. You can double-click each row to display further details in a separate dialog box.
4.1.4.10.4 Exporting package workflow definitions You can export the package workflow definitions of a given RU Organizer to a file of type .csv or .txt. The structure of the export file includes the following columns:
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•
Category Name of the category dimension in the Dimension Builder.
•
Data entry period Name of the data entry period dimension in the Dimension Builder
•
Reporting unit Name of the Reporting Unit dimension in the Dimension Builder
•
Level The user's package access level
•
User code The user's ID number
• • •
User name Functional profile code Functional profile name
To export package workflow definitions 1. In the desktop, select Actions > Package workflow > Export. The "Data Export Wizard" dialog box opens. 2. In the Type of export file field, choose the file type: CSV - semicolon separator or TXT - text delimited. 3. In the Name of export file field, enter the filepath of the export file. Alternately, use the Browse button to select the filepath. 4. Click Export. A message appears detailing the results of the export process: • How many package workflow definitions have been exported • Process duration • How many problems have occurred with the package workflow definitions In the export dialog box, the export status is given for each RU Organizer processed. You can double-click each row to display further details in a separate dialog box.
4.2 Package Manager view In the "Package Manager" view, you can:
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•
enter data in and publish packages.
•
customize how packages will be monitored and integrated for the setup site .
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The "Package Manager" view is accessed by clicking Package Manager in the "Operation" domain. This view presents the packages in the database to which you have access and can manage packages. You create a package by generating an opening package using the package environment settings defined in the "RU Organizer". You can customize the display of the view and attach it to a template. The main concepts you need to understand to enter and publish packages are: •
Packages
•
Adjustments
•
Controls
•
Publication
4.2.1 Package process overview To create a package, you need to generate an opening package in the RU Organizer. In the case of decentralized data entry, the data entry site must receive the opening package before the package can be created.
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Related Topics • The RU Organizer view
4.2.2 Packages Each package is linked to a category scenario which defines the data that can be entered or calculated, dimensional analyses and the controls associated with data. A package is made up of:
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•
the data entry environment which includes the schedules used to enter data, the ledgers containing manual and automatic journal entries, the opening balances, and the controls to be applied to the data.
•
all the data defined for the category, the data entry period and the reporting unit of the package.
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4.2.2.1 Package validity and status The main properties associated with a package are: •
Validity The validity enables you to determine the level of the package as regards the level required for publication. These settings are specified in the opening package: •
the control level to be reached
•
whether the control level to be reached is blocking
•
the validity of local manual journal entries
•
the package rules to be run
Packages can be:
•
•
not valid, the package did not meet one or more criteria
•
valid, the package met all the criteria
Status Packages can have one of the following statuses: Icon
Status
Description
Empty
The package has been created but does not contain any data.
Changed
Package data entry is underway. The package has been published. Data is made available to the central site.
Published
Integrated
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Note: If a change has been made to a package with a Published status, its status becomes Changed. The package has been integrated. Data from the package is integrated in the data to be consolidated. You can make changes to a package that has been integrated.
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Related Topics • Integrating packages after publication
4.2.2.2 Package adjustments Adjustments decentralize part of the processing in packages, for example, with leasing. There are several methods for adjusting data: •
in schedules Tip: You can restrict the adjustment audit IDs available in the data entry schedules.
•
via journal entries: •
manually, using a journal entry editor
•
automatically, by executing running a set of rules
These methods are mutually exclusive. Central site defines which of these methods can be used. Related Topics • Audit ID
4.2.2.3 Package controls You can test the validity of the data using controls. When a control is run, it can generate: •
a warning A warning does not stop the package from being validated.
•
an error Errors, depending on the context, can be blocking or non-blocking. Blocking errors stop packages from being validated.
Related Topics • How controls work
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4.2.3 The package editor The package editor comprises two windows: •
the Main Window, with the following tabs: •
Data, used to open data entry schedules, post journal entries and run controls.
•
Comment, used to enter a comment for the package.
•
Procedure, used to view the publication restrictions, the roadmap, information on the status of the package currently being worked on and the group message.
•
Attachments, in which you can attach files to packages.
•
Environment, used to view the environment of the package.
•
Statistics, in which you can view statistics relating to the package. This tab shows statistics relating to the package, including the date, the user who performed the action and the site where the action was performed.
•
the Home Schedule data entry window, with the following tabs: •
Data Entry
•
Guide, which contains instructions for entering data in the schedule currently being worked on.
4.2.3.1 The Data tab in the package editor The Data tab is divided into two parts: •
a tree structure pane showing the data entry folder, ledgers, authorization permission of adjustments by journal entry, and the set of package controls. This pane contains the following folders: •
Schedules This folder displays the books and schedules contained in the database in a tree structure.
•
•
Ledgers
•
Controls
a contents list showing the schedules, journal entries or controls contained in the folder selected in the tree structure pane.
Note: When a book is selected, the contents list displays only the schedules and not the other books contained in it.
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The tree structure can be filtered by category, reporting ID or security profile and corresponds to the data entry schedule associated with the reporting set of the package.
4.2.3.1.1 The Ledgers folder in a package This folder is displayed if adjustments by manual journal entries were authorized during customization. The following journal entry ledgers defined for entering data in the package are listed: •
The opening balance journal entry ledger, if there is opening balance data. You cannot enter data in this ledger. Tip: Empty opening balance journal entry ledgers are identified by the entry ledgers which contain data are identified by the
icon. Opening balance journal
icon.
•
The automatic journal entry ledger, if there are package rules. You cannot enter data in this ledger.
•
The manual journal entry ledger
Ledgers folder status The Ledgers folder icon shows the status of the journal entries and appears as follows: Icon
Meaning
The journal entries must be validated, and the package rules run. (red)
At least one manual journal entry contains a blocking error.
(gray)
At least one manual journal entry contains a non-blocking error. At least one manual journal entry contains a warning. All the manual journal entries are valid. There is no data to be checked.
4.2.3.1.2 The Controls folder in a package This folder displays the controls which are lower or equal to the level to be met in a tree structure. Note: This level is defined in the Level to be complied with field in the Controls toolbar.
Controls folder status The Controls folder icon shows the status of the controls. It can appear as follows depending on the result of the controls run:
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Icon
Meaning
All the controls must be run. (red)
At least one control has generated a blocking error.
(gray)
No controls have generated blocking errors but at least one control has generated a non-blocking error. No controls have generated errors but at least one control has generated a warning. All the controls have been run and no errors or warnings have been generated. There is no data to be checked.
Note: As long as there are blocking errors, standard publication is impossible.
4.2.3.2 The Procedure tab in the package editor This tab enables you to view the information which defines the validity criteria of the package and its roadmap: •
the group message, if it has been entered by central site
•
whether advance publication has been authorized
•
the deadline by when the reporting unit must have performed a standard publication
•
the compliance level to be reached and whether the control concerned is blocking
•
whether or not the package should be locked when published
•
the data entry site
•
the publication site
•
whether the package is protected and its status
•
the locking status of the package
4.2.3.3 The Attachments tab in the package editor
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You can attach files to a package in the Attachments tab. The attached file is then copied in the SAP BusinessObjects Financial Consolidation database. The Attachments tab contains the following buttons: Icon
Click the icon to
select the file you want to attach to the package. delete the attached file. A confirmation message appears. save a file attached to a package to your hard disk or local network. open the attached file. Tip: You can also open the attachment by double-clicking it.
You cannot insert, delete or save an attached file in the following cases: •
Your user profile does not authorize you to access packages.
•
The package is in read-only mode.
•
The package is locked.
•
The package is protected.
•
The package has a higher hierarchy level than the current user.
Related Topics • To open a package in read-only mode
4.2.3.4 The Environment tab in the package editor This tab enables you to view the following information on the environment of the package currently open:
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•
the data entry currency of the package data
•
the folder containing books and schedules in which you enter data
•
controls containing the subsets of controls and controls that enable you to validate the package
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•
processing rules defined for the package data
•
the category scenario selected for entering data in the package •
The version of the category scenario selected for entering data in the package.
•
The date of the last distribution of the category scenario selected for entering data in the package.
•
dimension restrictions applied to the package
•
read-only flows and periods
•
opening balances in the package •
Category and Data Entry Period, for opening balances of preconsolidated data.
•
Category, Data Entry Period, Scope, Version and Consolidation Currency, for opening balances of consolidated data.
4.2.3.5 Package editor toolbars To help you carry out everyday tasks, the package editor is equipped with toolbars with a number of buttons. Each button represents the shortcut for a command available in the menus of this editor. The following toolbars are available: •
the standard Desktop toolbar
•
the Package toolbar
•
the Schedule Data Entry toolbar
•
the Post Journal Entries toolbar
•
the Controls toolbar, used to specify the control level to be reached.
The toolbars are displayed in the editor window by default, but can be hidden if required. Tip: When you place the cursor over a button, a tooltip appears with information about the button's function, together with a description in the status bar. Related Topics • Desktop toolbars
4.2.3.5.1 To hide or display a toolbar 1. Select View > Toolbar.
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A sub-menu displays the toolbars you can find in the editor. The toolbars displayed are marked with the symbol. If this symbol is not present, the toolbar in question is hidden. 2. Select the toolbar that you want to display or hide. The
symbol appears or disappears together with the selected toolbar.
4.2.3.5.2 The Package toolbar in the package editor The Package toolbar is used for entering package data. Click
Or select
To
Define a selection method to assign an audit ID to the package currently being worked on. Assign an audit ID to the package currently being worked on.
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Edit > Cut
Cut the selection and place it on the clipboard.
Edit > Copy
Copy the selection and place it on the clipboard.
Edit > Paste
Paste the selection from the clipboard.
Edit > Delete
Delete the selected item.
Edit > Journal Entry > Add New
Add a new journal entry.
View > Columns
Select the columns to be displayed.
View > Tree Structure
Display the tree structure pane.
View > Home Schedule
Display the home schedule of the package if required.
View > Main Window
Display the main window of the package.
Actions > Validate > All
Validate the package currently being worked on.
Actions > Publish
Publish the package currently being worked on.
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Click
Or select
To
Actions > Integrate
Integrate the package currently being worked on. Check the list of users who accessed the package
4.2.3.5.3 The Schedule Data Entry toolbar in the package editor The Schedule Data Entry toolbar is used for data entry schedules. Click
Or select
To
View > Schedule > Header
Display the header of the schedule currently being worked on.
View > Schedule > Footer
Display the footer of the current schedule.
View > Schedule > Data Entry Indicator
Display the indicators for cells in which you can enter data.
View > Schedule > Link Indicator
Display the link indicators.
View > Schedule > Comment Indicator
Display the indicators for cells containing comments. Select the zoom factor that you want to apply to the schedule. Select the scale operator that you want to apply to the schedule. You click the arrow next to the icon to toggle between these Multiply by and Divide by icons Select the scale coefficient that you want to apply to the schedule.
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Actions > Schedule > Sheet > Previ ous
Display the previous sheet in the current multi-sheet schedule.
Actions > Schedule > Sheet > Next
Display the next sheet in the current multi-sheet schedule.
Actions > Schedule > Freeze Titles
Freeze the row and column titles.
Actions > Schedule > Unfreeze > Frozen Rows
Unfreeze the frozen row titles.
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Click
Or select
To
Actions > Schedule > Unfreeze > Frozen Columns
Unfreeze the frozen column titles.
Actions > Schedule > Column > Add/Delete
Add or delete columns in the schedule currently being worked on.
Actions > Schedule > Row > Add/Delete
Add or delete rows in the schedule currently being worked on.
View > Information on Data
Display the information on data contained in the selected cell.
4.2.3.5.4 The Post Journal Entry toolbar in the package editor The Post Journal Entries toolbar is used for journal entries. Click
Or select
To
Actions > Journal Entry > Insert Rows
Insert blank rows in the journal entry currently being worked on.
Actions > Journal Entry > Check
Check the selected journal entry.
Edit > Journal Entry > Previous
Display the previous journal entry.
Edit > Journal Entry > Next
Display the next journal entry.
4.2.4 When a package is opened When a package is opened the first time A package is initialized when it is opened for the first time. The package is preloaded: •
164
by loading any opening balance data: •
If no adjustments are authorized, the opening balance data is loaded with the package audit ID.
•
If adjustments are authorized in the schedules, the opening balance data is loaded, depending on the type of data, with the adjustment or package audit ID.
•
If adjustments by journal entry are authorized, the opening balance data is loaded in the opening balance ledger.
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•
by applying any preloading formulas defined by the setup site in the Category Builder view. These formulas initialize certain items of data that can subsequently be changed.
When the package is opened again, it is not automatically reinitialized. When a package is opened after the first time Each time the package is opened, the package is compared to the existing data entry environment for changes in: •
the category scenario If the category scenario has been changed, a message asks whether you want to take this change into account:
•
•
If you do not, close the package without saving it and open it in read-only mode.
•
If you do, the data which is not consistent with the new version of the category scenario is deleted when the package is saved.
the reporting set For each reporting unit, the setup site can define a list of values that can be entered in the package. This list of authorized values is called a data entry restriction. Each time the package is opened, a check is run to ensure that the data in the package corresponds to this list. If there is unauthorized data, you can: •
•
open the package in read-write mode •
Data which is not consistent with the new restrictions is deleted.
•
Opening balance data and data originating from category scenario formulas and package rules are not affected by this operation.
•
The category scenario formulas are re-applied.
open the package in read-only mode so that no further operations are carried out
Related Topics • Options step • To run preloading calculations • To open a package in read-only mode • Introduction to the Data Entry Restrictions view
4.2.5 To open a package •
In the Package Manager view, double-click the package that you want to open. The package opens in the package editor.
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Note: By default, if the package has a home schedule, it appears when the package is opened. Related Topics • Working in multi-user mode
4.2.5.1 Package view modes Two view modes exist, depending on the access rights to the package and to the various functions: •
Read-write mode. Data can be entered, the package can be saved and all the authorized functions can be accessed.
•
Read-only mode. No changes can be made to the package. The package is opened in read-only mode if it has already been protected, locked, or opened in read-write mode by another user, unless it is opened in multi-user mode.
If the open package has a home schedule, it appears when the package is opened. Related Topics • Working in multi-user mode • To open a package in read-only mode
4.2.5.2 To open a package in read-only mode Note: A package opened in read-only mode cannot be saved unless it has also been opened in multi-user mode. 1. If you prefer to view a package in read-only mode, in the Desktop in the "Package Manager" view, click Tools > Read-only. 2. Do one of the following: • Double-click the file in the Package Manager list. • Right-click the file and select Open. • Select the file, and click File > Open. Note: While the Read-only option is activated, any packages that you open, open in read-only mode. To deactivate the read-only mode, select Tools > Read-only again.
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Related Topics • Working in multi-user mode
4.2.6 To run preloading calculations You can run the preloading formulas defined by the setup site in the Category Builder view at any time. Caution: Applying these formulas can overwrite previously entered amounts. 1. In the "Package Manager" view, select a package. 2. Select Actions > Calculate for Preloading Data. Related Topics • Options step
4.2.7 To save a package Packages are automatically saved when certain operations are carried out, such as publishing or resetting the package. This manual operation enables you to save package data in the database. •
In the package editor, select File > Save.
4.2.8 To delete a package Caution: When you delete a package, all of the data, journal entries, etc. that it contains will also be deleted. 1. In the Package Manager view, select the package that you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click OK.
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4.2.9 To export data from a package The Data Export Wizard helps you to export data. Note: If changes have been made to the package, you must save it before you start exporting the data. When you export a package, its comments are also exported. Comments which contain quote marks ("), semi-colons (;), carriage returns, or line break characters will have quote marks added to the beginning and end of the comment, and each character mentioned here will also be put into quotes. If a new import is performed using this file, the quote marks are removed. To export data: 1. In the Desktop, select the package whose data you want to export. 2. Select File > Export. The "Data Export Wizard" appears. 3. Select the type and the location of the file to which you want to export the selected package. (.txt or .csv) 4. Click Next. 5. Select the following in the subsequent "Data Export Wizard" screens: • the header columns to put in the export file and the type of data to be exported (numerical ID or alphanumerical codes) •
the columns to be exported.
•
the data entry restrictions to be applied to the exported data. A message appears, specifying the number of items of data to be exported. The last screen shows the result of the export.
6. Click Export to validate the settings and start exporting data. Tip: You can access the Export button once you have defined the source data. If you want to use the default export settings, click Export in the first screen to start exporting data immediately.
4.2.10 To validate the controls in a package Run a check of the package controls to update the sets of controls.
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Note: Controls can be run on a package that is open in read-only mode. Caution: If you do not have data analysis access rights for amounts belonging to certain dimensions, you cannot run the controls. The status of the controls will remain "To be run". •
In the package editor, select Action > Validate > Controls. The control icons are updated in the tree structure based on the control results.
4.2.10.1 To open a package control 1. In the Controls folder, select the control you want to open. 2. Double-click the control you want to open The control opens in the "Result of control [Control]" window.
4.2.10.2 To correct a package control error You can correct errors detected by the controls in the Result of control window. Some changes can be made directly in this window. Others require that you open the schedules which generated the errors. 1. Open the control which detected the error that you want to correct. 2. Click the
button to access and correct the schedule which generated the error.
Note: This is possible only if a link has been defined for the schedule in the Category Builder view. 3. Click OK. 4. Rerun the controls.
4.2.11 To validate a package •
In the package editor, select Action > Validate > All. The control icons are updated in the tree structure based on the control results.
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Note: When you run package rules, the current package is automatically saved.
4.2.12 Protecting a package You can protect a package in order to prevent any changes being made to it, regardless of its status.
4.2.12.1 To protect a package in the Desktop 1. In the Package Manager view, select a package. 2. Select Actions > Protect. A checkmark appears in the "Protection effective" column.
4.2.12.2 To protect a package in the package editor 1. In the package editor, select Actions > Protect. A message appears, asking you to confirm that you want to protect the package. 2. Click Yes to protect the package.
4.2.12.3 To remove the protection in the Desktop 1. In the "Package Manager" view, select a package. 2. Select Actions > Unprotect. A message appears, informing you that the packages that are currently open remain protected. 3. Click Yes to remove the protection.
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4.2.12.4 To remove the protection in the package editor •
In the package editor, select Actions > Unprotect. Caution: If a new opening package has been received while the package was protected, the package is automatically unprotected when you open it. Once the package is open: •
if you close the package without saving it, it remains protected.
•
if you save it, the package status changes to "Changed".
4.2.13 Approving packages A package can be: •
submitted by the current user, to make it available to users at a higher hierarchy level, who can then make changes to it.
•
rejected by the current user, to send it back to users in one of the lower hierarchy levels who can then make changes to it.
Note: There is no specific right to submit or reject a package. To perform these actions, you are just required to have any one of the functional rights enabling you to manage packages. In the Desktop, the status of the package is in the following columns: •
Submitted by, which displays the code of the last user who approved the package.
•
Approval level, which displays the last approval level reached.
•
Rejected for, which displays the code of the hierarchy level for which the package is available.
Related Topics • The RU Organizer view
4.2.13.1 To submit a package in the Desktop 1. In the "Package Manager" view, select a package.
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2. Select Actions > Submit. The "Submitted by" and "Approval level" columns are updated. The package is available to users at the higher hierarchy level.
4.2.13.2 To submit a package in the package editor •
In the package editor, select Actions > Submit. The "Submitted by" and "Approval level" columns are updated in the Package Manager list. The package is available to users at the higher hierarchy level.
4.2.13.3 To reject a package in the Desktop 1. In the "Package Manager" view, select a package. 2. Select Actions > Reject. The "Select item: Reject" dialog box appears, displaying a list of the hierarchy levels lower than that of the current user. 3. Select the hierarchy level for which you want to make the package available. 4. Click OK.
4.2.13.4 To reject a package in the package editor 1. In the package editor, select Actions > Reject. The "Select item: Reject" panel appears, displaying a list of the hierarchy levels lower than that of the current user. 2. Select the hierarchy level for which you want to make the package available. 3. Click OK.
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4.2.14 Resetting packages The Reset to Zero function deletes all the data in the package (amounts, comments and journal entries). If there is opening balance data, it is reloaded and the pre-loading calculations are run again. Once the data has been deleted, the package is reinitialized. Related Topics • When a package is opened
4.2.14.1 To reset a package in the Desktop 1. In the "Package Manager" view, select a package. 2. Select Actions > Reset to Zero. Related Topics • When a package is opened
4.2.14.2 To reset packages in the package editor •
In the package editor, select Actions > Reset to Zero.
Related Topics • When a package is opened
4.2.15 Data entry schedules A data entry folder contains all of the schedules you need for entering data. These schedules are assembled in books .
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Note: The schedules and books are created by the setup site in the Report Designer view. Several types of schedule exist: •
simple schedules
•
schedules with variables to be set The schedule contains dimension values to be set. When you open this type of schedule, you will be required to select these values.
•
multi-sheet schedules The values of the schedule block dimensions were not set when the schedule was designed. A sheet is created for each value of these dimensions. When you open this type of schedule, you will be required to choose a sheet.
4.2.15.1 Schedule selection methods
Symbol
Selection method
Description
One value only
Initialize a dimension using only one value.
Filter
Initialize a dimension using a filter.
Formula
Initialize a dimension using a formula containing several dimensions.
All Values
Initialize a dimension using all of its values.
No Values
Initialize a dimension using non-defined values.
All or no values
Initialize a dimension using all of its values and non-defined values.
Hierarchy
Initialize a dimension using a value in the hierarchy.
Related Topics • Managing filters
4.2.15.2 To open a data entry schedule
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1. In the "Main Window" of the package editor, select the schedules that you want to open from the list of schedules. 2. Select Edit > Schedule > Open. 3. If you need to assign values to certain dimensions, enter the values you require. A window appears for each schedule you open. 4. In the "Data Entry" tab, double-click the blue square next to the schedule you want to edit. Tip: To switch between schedules, click Window in the standard Desktop toolbar and select the schedule from the list. Related Topics • To enter an amount in a cell
4.2.15.3 To display data entry instructions in a schedule When you create a data entry schedule, you can include instructions on entering data which are specific to the schedule. Users can view the data entry instructions in the different working languages used in the application, depending on the group customization. Note: Your group may not wish to use this functionality. If this is the case, the Guide tab will not appear. 1. In the data entry schedule, select the Guide tab. 2. If required, select the language in which you want to view the instructions. Related Topics • To open a data entry schedule
4.2.15.4 To enter an amount in a cell The data entered is “validated” as soon as: •
another cell is selected.
•
you press Enter.
For thousands and millions, you can enter K or M. Enter 150K euros for 150,000 euros. For example, enter 150M$ for US$150,000,000.
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To enter an amount: 1. In the data entry schedule, select the cell in which you want to enter an amount. A frame appears around the cell. 2. Enter the amount that you want to assign to the cell. 3. Click OK.
4.2.15.5 To display the information on cell data in a schedule You view the cell data source information in the Information on Data dialog box. This dialog box contains the following tabs: •
Identification, which displays the data value stored, display format used, data source used, and the dimensions used to define the data. The selection mode and initialization values used are displayed for each dimension.
•
Origin, which displays the origin of formulas, like category scenario, cell or rollup, long description of formulas, and full formula expressions. Note: The full formula expression will not be displayed for rollup or automatic category scenario formulas.
•
Comment, which displays comments linked to the selected cell.
To display the Information on Data dialog box: 1. In the data entry schedule, select the cell whose information you want to display. 2. Do one of the following: • Select View > Information on Data. • Right-click the cell and select Information on Data. The "Information on data" dialog box appears.
4.2.15.6 Data entry schedule cell indicators There are indicators which enable you to display the following information in the cells of the schedule:
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Indicator
Description
Meaning
Link indicator
A blue arrow in the bottom righthand corner of the cell
Schedules are linked to this cell.
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Indicator
Description
Meaning
Data entry indicator
A blue arrow on the left side of the cell
You can enter data in the cell.
Positive or negative indicator
Positive or negative sign
The positive or negative signs (+ or -) are displayed in the left side of cells containing positive or negative amounts in original package audit IDs.
Comment indicator
A solid red triangle in the top right-hand corner of the cell
The cell contains a comment.
Comment entry indicator
A triangle outlined in red in the top right-hand corner of the cell
You can enter a comment in the cell.
Example: Indicators in a schedule cell.
4.2.15.6.1 To show or hide an indicator in a data entry schedule •
In the data entry schedule, do one of the following: • Select View > Schedule and select the indicator you want to show or hide. • Click one of the following icons in the "Schedule Data Entry" toolbar: Data Entry indicator Link indicator Comment indicator
4.2.15.7 To enter a comment in a data entry cell You can associate a comment with an item of data in two ways: •
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If the design of the schedule authorizes you to do so in unprotected cells, you can enter a comment directly in the cell containing the data.
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•
If a Comment column was defined when the schedule was designed. You can enter comments directly in the Comment column. There will be no comment indicators in cells.
To enter a comment: 1.
In the data entry schedule, click the
button to display the comment indicators.
Note: If no indicator appears in the cell, comments cannot be associated with this data. 2. Select the cell containing the data where you want to enter a comment. 3. Do one of the following: • Right-click the cell and select Comment. • Click View > Comment. The "Comment" tab in the "Information on data" dialog box appears. 4. Enter the comment. 5. Click to validate. Related Topics • Data entry schedule cell indicators
4.2.15.8 Searching in a data entry schedule You can search for a code or a description in a schedule. Note: The Find function does not search the headers, footers or text boxes in the schedule. Caution: If you want to find a number in thousands, you must enter the digit grouping symbol defined in your Windows Regional Options. For example, if your digit grouping symbol is a comma, then to search for the number 2000, you enter 2,000.
4.2.15.8.1 To search for a code or description in a data entry schedule 1. In the data entry schedule, select Edit > Find. The "Find" dialog box appears. 2. Enter the code or description you want to find. 3. Click Find Next.
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4.2.15.9 To insert or delete a row in a data entry schedule 1. Select: • one of the rows belonging to a group in which you want to insert a row. Tip: The row header is yellow. •
the row that you want to delete.
2. Select Actions > Schedule > Row > Add/Delete. The "Addition-deletion of the dimension value" dialog box appears. 3. Add or delete the required rows. 4. Click OK. Caution: Formulas that refer to the deleted rows or columns will be incorrect.
4.2.15.10 To insert or delete a column in a data entry schedule 1. In the data entry schedule, select: • one of the columns belonging to a group in which you want to insert a column. Tip: The column header is yellow in color. •
the column that you want to delete.
2. Select Actions > Schedule > Columns > Add/Delete. The "Addition-deletion of the dimension value" dialog box appears. 3. Add or delete the required columns. 4. Click OK. Caution: Formulas that refer to the deleted rows or columns will be incorrect.
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4.2.15.11 To define the zoom factor for a data entry schedule The zoom value is only applied to the body of the schedule. It is independent of the Reduce or Increase options in the print function. •
Select the zoom factor you want to assign to the zoom using the following option in the Schedule Data Entry toolbar:
Related Topics • The Schedule Data Entry toolbar in the package editor
4.2.15.12 To display the schedule footer in a data entry schedule •
Do one of the following: • Select View > Schedule > Footer. • Click in the "Schedule Data Entry" toolbar.
4.2.15.13 To display the schedule header in a data entry schedule •
Do one of the following: • Select View > Schedule > Header. • Click in the "Schedule Data Entry" toolbar.
Related Topics • The Schedule Data Entry toolbar in the package editor
4.2.15.14 To change the amounts retrieval scale in a data entry schedule
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Scales are made up of two components: •
the operator, which uses the following values: • •
•
Multiply by, represented by Divide by, represented by
. .
the coefficient, which uses the following values: 1 (default value), 10, 100, 1,000, 10,000, 100,000 and 1,000,000.
To change the scale for displaying the database amounts in a data entry schedule: 1. In the Schedule Data Entry toolbar, select an operator. 2. Select a coefficient from the box. Related Topics • The Schedule Data Entry toolbar in the package editor
4.2.15.15 To open schedules linked to a cell Schedule cells can be linked to other schedules. By default, the breakdown report opens in the same window as the source schedule. You can open it in a separate window by deactivating Linked schedule open in the same window in the View menu. For example, a cell in an income statement links to an analysis of sales, which in turn links to an analysis of sales by reporting unit, sorted by branch. To open a linked schedule: 1. In the data entry schedule, select the cell linked to the schedule you want to open. 2. Select Actions > Schedule > Cell > Linked Schedules. There are two possible outcomes: •
If several schedules are linked, a window shows the list of these schedules. Select the schedule you want to open.
•
If there is only one schedule linked to the selected cell, the schedule opens directly.
4.2.15.16 To link a schedule on a temporary basis
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Once a schedule is open, you can open any other schedule in the data entry folder using the initialization context of the current schedule. 1. In the data entry schedule, select a cell in the current schedule. 2. Select Actions > Schedule > Cell > Link to. The "Link To Schedules" dialog box appears, displaying all of the schedules in the package. 3. Select the schedule you want and click OK. There are two possible outcomes: •
If the selected schedule has been initialized with the same values as the current one, it appears.
•
If it has not been initialized with the same values as the current one, the "Variables Wizard" appears. Select the required values to display the schedule.
4.2.15.17 To navigate between schedule sheets Some schedules contain several sheets. These schedules are created by leaving a schedule block dimension empty. In a the multi-sheet schedule is open, to change sheets without closing the schedule: •
Do one of the following: • To display the next sheet, select Actions > Schedule > Sheet > Next. •
To display the previous sheet, select Actions > Schedule > Sheet > Previous.
•
To change to any other sheet, select Actions > Schedule > Sheet > Other. In the "Select Schedule Sheet" dialog box, select the sheet you want to display, then click OK.
Related Topics • Multi-sheet schedules
4.2.15.18 To export a schedule report 1. In the schedule editor, select Edit > Schedule > Export in Format. The "Export to" dialog box appears. 2. Select the folder where you want to save the file. 3. Enter a name for the schedule.
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4. Select the required format. • .html The Internet format enables you to view a schedule using an Internet browser. •
.txt The text fixed string format enables you to view a report using Windows Notepad. Fields in this format are limited in size.
•
.csv The delimited string text format enables you to view a schedule using Microsoft Excel. In this format, the columns are delimited by a separator, a semicolon by default. You can change the separator in the Windows settings.
5. Click Save.
4.2.16 SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation The access of SAP BusinessObjects Financial Information Management from SAP BusinessObjects Financial Consolidation allows you to: • launch SAP BusinessObjects Financial Information Management in the Package Manager and Log views of the Windows version of Financial Consolidation, and the home page of the Web version of SAP BusinessObjects Financial Consolidation. • import package data from SAP BusinessObjects Financial Information Management into SAP BusinessObjects Financial Consolidation. • drill from a cell in a Financial Consolidation package schedule to source data in SAP BusinessObjects Financial Information Management. To have access, you need the following: • SAP BusinessObjects Financial Information Management enabled by the Administrator in the General options. • A valid CMS session token. • In the case of a package, to view the schedule in data entry mode. Related Topics • To launch SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation for packages • To enable the SAP BusinessObjects Financial Information Management URL in the General options
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4.2.16.1 To launch SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation for packages •
Do one of the following: • If you are in the Windows version of SAP BusinessObjects Financial Consolidation, open the Package Manager view, and click Actions > Financial Information Management . Note: You can also launch SAP BusinessObjects Financial Information Management in the Package Manager Data Import Wizard. •
If you are in the home page of the Web version of SAP BusinessObjects Financial Consolidation, click Connect to Financial Information Management.
SAP BusinessObjects Financial Information Management opens in a separate page.
4.2.16.2 Drilling to origin in an SAP BusinessObjects Financial Information Management package When you are viewing the data of an SAP BusinessObjects Financial Information Management package in SAP BusinessObjects Financial Consolidation, you can drill to the original data in SAP BusinessObjects Financial Information Management using the Drill to origin option. To have access, you need the right to drill to origin enabled for your user profile by the Adminsitrator. Note: The option is also available for SAP BusinessObjects Financial Consolidation Excel Web Schedules. Related Topics • SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation
4.2.16.2.1 To drill to origin in an SAP BusinessObjects Financial Information Management package 1. Open a package schedule in SAP BusinessObjects Financial Consolidation. 2. Right-click a cell and select Drill to origin. A read-only dialog box listing the parameters that will be passed to SAP BusinessObjects Financial Information Management appears. 3. Click Continue to send the information to SAP BusinessObjects Financial Information Management.
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SAP BusinessObjects Financial Information Management opens in a separate window. Note: If you click Cancel, the dialog box closes and SAP BusinessObjects Financial Information Management does not open.
4.2.17 Importing data into packages Data to be imported to one or several packages can come from: •
text files
•
another package
•
database tables
•
Financial Information Management
Note: Only non-calculated data that matches the category scenario and data entry restrictions can be imported. Restriction: You cannot perform a package data import from the "Package Manager" view, if the package contains invalid data and the option Import is not authorized if package contains data that is no longer valid and will be deleted when the package is saved is activated in the "General Options" window.
4.2.17.1 Structure of the import file Import files can be: •
files with separators Each field is separated by a character like commas or tabs.
•
fixed length files The data in these files is organized in columns whose length is fixed.
The import file can contain: •
Row headers that are ignored during the data import. Note: You specify the number of header rows in the "Data Import Wizard".
•
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a first row describing the column headers in the import file and the list of dimensions to be imported
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•
the rows containing the data to be imported
Note: The file structure requirements do not apply to SAP BusinessObjects Financial Information Management files. Example: Import file
Related Topics • The Data Import Wizard • Column headers in data import files
4.2.17.2 Dimensions for package data import In the Desktop Package Manager list, you can import data to several packages at the same time as a multi-package import. Note: The dimension requirements do not apply to SAP BusinessObjects Financial Information Management files. In the package editor, you can only import data to the open package as a one-package import. Note: If you do not specify a value for a dimension, then the value defined for the specific package is used by default.
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For data import to
Use these dimensions
Package editor one-package imports
• • • • •
Account (code: AC) Flow (code: FL) Period (code: PE) Currency (code: CU) Audit ID (code: AU)
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For data import to
Use these dimensions
Packages selected from the Package Manager list for one- and multi-package imports
• • • • • • • •
Account (code: AC) Flow (code: FL) Category (code: CA) Data Entry Period (code: DP) Reporting Unit (code: RU) Currency (code: CU) Audit ID (code: AU) Period (code: PE)
Optional: • • •
Partner 1 (code: PA) Partner 2 (code: SH) user-defined dimensions
Related Topics • Errors in rejected data import rows
4.2.17.3 Column headers in data import files The column headers contain the code of the dimension for the rows of data in the import file. The prefix D stands for dimension and P stands for property. If the rows of data contain alphanumeric codes, the dimension must be identified by D_dimension code in the column header. If the data contains IDs, the dimension must be identified by ZD_dimension code. The amount column name must be P_AMOUNT and the comment column must be P_COMMENT. Caution: Both D and P must be in upper case. The rows are rejected if the dimension values are not in the upper case. Dimension codes can be in the lower case. Note: The column header requirements do not apply to SAP BusinessObjects Financial Information Management files.
4.2.17.4 Data import file field formats
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Note: The field format requirements do not apply to SAP BusinessObjects Financial Information Management files. Column delimiters The most frequently used column delimiters are: •
semi-colons
•
commas
•
tabs
•
spaces
Number of characters •
The length of each dimension code cannot exceed 12 characters.
•
The maximum length of comments for an item of data varies between 255 and 2 000 characters, depending on the version of SAP BusinessObjects Financial Consolidation with which the database was created.
Decimal symbol The decimal symbol used for displaying amounts depends on the language of your operating system. To find out more, refer to your operating system's regional settings. Negative amounts The negative sign must precede the amount and there should not be any spaces between them. For example, 100 as a negative amount should be -100, not 100-. Date format The date format is YYYY.MM. Caution: Mixed and relative periods will not be imported. Dimensions with no values Fields that accept alphanumeric or numerical codes can be left empty or contain a space. Null value If a local amount or a comment contains a null or [null] value in the import file, it is deleted regardless of the import mode selected.
4.2.17.5 The Data Import Wizard
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Import data from an SAP BusinessObjects Financial Consolidation or SAP BusinessObjects Financial Information Management file, table or package using the Data Import Wizard. The Data Import Wizard guides you through a number of steps to define the data to be imported and the import settings. Note: Only non-calculated data that matches the category scenario and data entry restrictions can be imported. You can view the rejected data in the corresponding file generated during the data import. Restriction: You cannot perform a package data import from the "Package Manager" view, if the package contains invalid data and the option Import is not authorized if package contains data that is no longer valid and will be deleted when the package is saved is activated in the "General Options" window.
4.2.17.5.1 To import packages into packages using the Data Import Wizard 1. In the package editor, select File > Import. The "Data Import Wizard" appears. 2. In the "Source & Prior Processing" step, from the Source field, select File. 3. Specify the columns to be imported or deleted beforehand. 4. Select the data processing mode: •
The Replace mode enables you to replace existing data with imported data. Tip: To delete a row that already exists in the package when importing data with the Replace import mode, you should replace the amount in the source file with [null].
•
The Aggregate mode enables you to add imported data to the existing data.
5. Click Next. 6. In the "Specific Options" step, if you have a category scenario with multiple source and target periods, click the process periods button to define the relationship between the source and target periods. In the "Period Associations" panel, define at least one period and close the panel. 7. Click Next. 8. In the "Import to Destination Objects" step, select the packages to which you want to import data if you are importing via the Package Manager. 9. Optionally, activate the following options, which will be performed after the data import: • • •
Run package rules. Run controls. Publish the packages (in standard mode).
10. Click Import to start the data import. A message indicates the number of data items displaying errors and the processing time.
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The "Import to Destination Objects" lists any objects that had import errors. Double-click a row to consult the results to display the import result in the Import detail dialog box. Tip: After making the relevant changes, you can import from the file containing the rejected rows. 11. Click OK.
4.2.17.5.2 To import a data file into a package using the Data Import Wizard 1. In Package Manager or the package editor, select File > Import. The "Data Import Wizard" appears. 2. In the "Source & Prior Processing" step, from the Source field, select File. 3. Specify the columns to be imported or deleted beforehand. 4. Select the data processing mode: • The Replace mode enables you to replace existing data with imported data. Tip: To delete a row that already exists in the package when importing data with the Replace import mode, you should replace the amount in the source file with [null]. •
The Aggregate mode enables you to add imported data to the existing data.
5. Click Next. 6. In the "Define Physical Format" step, select the import file and its type. 7. Specify the number of row headers. The import file can contain any number rows of comments or zero rows located at the start of the file. You can choose to ignore these rows when importing the data in the file. Note: If you want to generate a file containing the rejected data, you must specify the name and the path of the file containing the rejected data. 8. If you selected: • with separators, in the "Description of Delimited Format" screen define the column delimiter and the type of text delimiter. •
fixed length, in the "Description of Delimited Format" screen select the columns in the file to be imported from the "Preview" box. To do this: a. Select the cells in the "Preview" box. b. Click Add to add these columns to the "Defined columns" box. Note: The cells that have been added have red borders.
The "Preview" box shows the file being defined using the selected settings. 9. Click Next.
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10. In the "Import to Destination Objects" step, select the packages to which you want to import data, if you are importing via the Package Manager. Note: If you are importing into a package from the package editor, there is only one object to be imported. 11. Optionally, activate the following options, which will be performed after the data import: • Run package rules. • Run controls. • Publish the packages (in standard mode). 12. Click Import to start the data import. A message indicates the number of data items displaying errors and the processing time. The "Import to Destination Objects" lists any objects that had import errors. Double-click a row to consult the results to display the import result in the Import detail dialog box. You can also consult a file containing the rejected rows, and the cause of rejection, if you selected this option when configuring the import. Tip: After making the relevant changes, you can import from the file containing the rejected rows. 13. Click OK. Related Topics • The Data Import Wizard
4.2.17.5.3 To import a table into a package using the Data Import Wizard 1. In Package Manager or the package editor, select File > Import. The "Data Import Wizard" appears. 2. In the "Source & Prior Processing" step, from the Source field, select Table. 3. Specify the columns to be imported or deleted beforehand. 4. Select the data processing mode: • The Replace mode enables you to replace existing data with imported data. Tip: To delete a row that already exists in the package when importing data with the Replace import mode, you should replace the amount in the source file with [null]. •
The Aggregate mode enables you to add imported data to the existing data.
5. Click Next. 6. In the "Define Data Source" step, select the DSN in which the table is stored and the table. 7. To have rejected data saved in a file, activate Generate file containing the rejected data and browse to the location in which the file should be saved. A snapshot of the table appears in the "Preview" box.
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8. Click Next. 9. In the "Import to Destination Objects" step, select the packages to which you want to import data, if you are importing via the Package Manager. Note: If you are importing into a package from the package editor, there is only one object to be imported. 10. Optionally, activate the following options, which will be performed after the data import: • Run package rules. • Run controls. • Publish the packages (in standard mode). 11. Click Import to start the data import. A message indicates the number of data items displaying errors and the processing time. The "Import to Destination Objects" lists any objects that had import errors. Double-click a row to consult the results to display the import result in the Import detail dialog box. You will also be able to consult a file containing the rejected rows, and the cause of rejection, if you selected this option when configuring the import. Tip: After making the relevant changes, you can import from the file containing the rejected rows. 12. Click OK. Related Topics • The Data Import Wizard
4.2.17.5.4 To import an SAP BusinessObjects Financial Information Management file into a package using the Data Import Wizard 1. In Package Manager or the package editor, select File > Import. The "Data Import Wizard" appears. 2. In the "Source & Prior Processing" step, from the Source field, select Financial Information Management. SAP BusinessObjects Financial Information Management appears in a separate page. Related Topics • The Data Import Wizard
4.2.17.5.5 Errors in rejected data import rows Note: The error messages do not apply to SAP BusinessObjects Financial Information Management files.
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Table 4-16: Errors with dimensions Message
Meaning
Member missing for [DIM] Dimension
A member is missing for the data mandatory dimension.
Code [CODE] does not exist for the [DIM] dimension
The code does not exist in the structure or the members are invalid for the dimension.
ID [ID] does not exist for the [DIM] dimension
The numerical ID does not exist in the database
The code [CODE] for the [DIM] dimension already exists
The dimension has more than one code
Member missing for mandatory Dimension [DIM]
One of the following members is missing for the package data mandatory dimension: • DIM_NATURE • DIM_PERIOD • DIM_CURNCY • DIM_FLOW • DIM_ACCOUNT
No analysis dimension is required on this indicator
There is detailed data on an indicator (Flow/Account) that is not detailed.For example, the dimension product uses the indicator FL99/AC01,but this indicator is not detailed.
Dimensional analysis is not consistent with indicator analysis scheme
There is a dimensional analysis on a data row,but the related indicator carries an analysis on a different dimension. For example,the data row has a value on the Partner dimension, but the related indicator is detailed on the Share dimension.
The dimension [DIM] is not included in Dimensional analysis
There is a dimensional analysis on a data row that exists on the related indicator, but is not combined in the same way. For example,the data row has a value on the Product dimension, but the related indicator is detailed on the Partner then the Product.
Table 4-17: Errors with category scenarios
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Message
Meaning
Comment prohibited by the category scenario
The category scenario does not authorize the import of the comment
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Message
Meaning
Data not defined in the category scenario
The category scenario does not authorize the import of the data
Undefined indicator in category scenario
The category scenario contains an undefined indicator.
Table 4-18: Other error messages Message
Meaning
Read-only data
You cannot import to read-only flows and readonly periods
Calculated data
The data cannot be imported because it was calculated using a formula
The journal entry data has not been imported in the package
You cannot import data from journal entries
The audit ID is not authorized
In the case of a package locked except for adjustments: the audit ID is not authorized in the package
Source Currency is different from Package Currency
The currency is different from the defined package currency.
Data is out of the data entry restrictions
Data was not included in the data entry restrictions.
Currency different from the defined Package Currency
The currency is different from the defined package currency.
4.2.18 Working with ledgers in Package Manager Two types of journal entry can be posted in package manager ledgers: •
Manual journal entries, created by activating certain options in Category Builder, in Options > Journal Entries.
•
Automatic journal entries, created in the Ledgers module in Setup.
Journal entries are discussed in the Manual Journal Entries section of the SAP BusinessObjects Financial Consolidation documentation.
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Related Topics • Manual journal entries • The manual journal entry editor • To define how journal entries are managed • Ledgers
4.2.18.1 To add a journal entry to a package ledger •
In the package editor, select Edit > Journal Entry > Add New. A journal entry opens in the manual journal entry editor. Note: You can save a journal entry at any time by saving the package. Empty journal entries are not saved when the package is saved.
Related Topics • Manual journal entries • The manual journal entry editor • To define how journal entries are managed • Ledgers
4.2.18.2 Copying and pasting journal entries in package ledgers You can copy and paste one or more journal entries to the same ledger, another ledger belonging to the same package, or a ledger belonging to another package. When you select the journal entries you want to copy and click Edit > Copy, then EditPaste, the Paste Options for Journal Entries dialog box appears. Note: Changes made to the journal entry before it is pasted are only taken into account if the journal entry is pasted to the same package. If it is pasted to another package, you must first save the package to take the changes made into account. There are two options: •
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If you activate Paste all valid journal entries that can be saved now, journal entries that can be saved are created in the target ledger.
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•
If you do not activate this option, a window displaying all of the valid and invalid journal entries to be created via a copy and paste operations appear.
Note: If the category scenario linked to the journal entries to be pasted contains multiple periods, click next to the Default linked period text box to select periods. There will be as many pasted journal entries as there are periods selected. Related Topics • To copy and paste journal entries • Paste journal entries toolbar
4.2.18.3 To run a set of package rules on journal entries in a ledger 1. Select the packages on which you want to run a set of package rules. 2. Select Action > Validate > Package rules. Once the packages rules have been run, the icon for the package rules ledger shows the status of the results of the operation. Note: • •
The set of package rules is also run when the package is validated. If the data has been changed, the package rules will automatically be run when the package is published.
4.2.19 Publishing packages When you publish a package, you: •
state that its contents are valid.
•
make its data available to the publication site. In decentralized data entry, data is sent to the publication site when the package is published.
A package must be valid to be published unless advance publication is authorized in the opening package. In this case, the package can be published even if it is not valid, as long as the deadline has not been exceeded. Publication is then called Advance. Note: A valid package can also be published in advance before the deadline.
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If the deadline has been reached or if advance publication has not been authorized, the package can be published even though it is not valid. Publication is then called "By special permission". A package can also be locked before being published, if it is one of the requirements set when the opening package was generated.
4.2.19.1 Package publish overview The diagram below displays a summary of the different types of publication and locking, depending on the requirements set when the opening package was generated.
You can publish packages: •
from the Desktop
•
in the package editor
Related Topics • Publishing multiple packages
4.2.19.2 Advance publication
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A package that has not passed all of its controls can still be published if authorization for advance publication is obtained and if the deadline has not been reached. When the deadline is reached, a package published in advance should be validated, after fulfilling the conditions specified for definitive publication, and published again. Intercompany data can be sent five days before the deadline. You then must send a final, completed version of the package, depending on the conditions required for publication, once the deadline has been reached. Note: If advance publication is authorized, you can filter the controls run on the package by selecting a lower level. Advance publication is authorized in the reporting organizer editor in the Operation tab using the Authorize advance publications.
4.2.19.3 To publish a package in the package editor 1. Open the package you want to publish. 2. Select Actions > Publish. Depending on the package validity, requirements set and publication deadlines, there can be a number of different outcomes. 3. Optionally, if the Package Amount Trace function was activated, enter a comment. Related Topics • Package publish overview • Publishing a package by special permission
4.2.19.3.1 Locking a package A package is locked automatically when it is published if Lock on Publication was activated by the administrator. The administrator can allow locking on publication of the package partially for all operations except for adjustments. This means that only adjustments can be changed after publication of the package. Caution: Only packages published in the Standard publication mode can be locked. When a package is locked, you can only access it in read-only mode. Locked package have a check in the Locking effective column in the Package Manager view. Tip: To display who locked or unlocked the package, and when they did so, activate the Locked/Unlocked on and Locked/Unlocked by columns.
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4.2.19.4 Publishing a package by special permission You can publish a package by special permission in the following cases: •
The package is not valid and the deadline has been reached.
•
The package is not valid and advance publication has not been authorized.
At a local site, you publish packages by special permission in the package editor. A key must first be generated as follows: •
To publish the package by special permission, you must first generate a lock.
•
You must ask for the key corresponding to the generated lock from the publication site.
•
The publication site will generate the key in the RU Organizer view and send it to you.
You can then publish the package by special permission. At central site, data entry site, you can publish the package by special permission without generating a key. Related Topics • Unlocking packages • Functional Profiles
4.2.19.4.1 To publish a package by special permission at local site in the package editor 1. Open the package you want to publish. 2. Select Actions > Publish. The "[Package] published by special permission" dialog box appears. Note: Each time this dialog box is opened, a new key is generated. 3. Activate Keep this lock until the next publication. By doing this you can keep the same lock the next time this dialog box is opened. 4. 5. 6. 7. 8. 9.
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Select and copy the lock generated. Send this lock to the publication site. Receive the key corresponding to the lock sent. Paste this key in the relevant field in the "[Package] published by special permission" dialog box. Enter a comment if required. Click Publish.
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The package is published. Its status is changed to "Published" and its publication mode will indicate "By special permission".
4.2.19.4.2 To publish a package by special permission at central site 1. Open the package you want to publish. 2. Select Actions > Publish. Related Topics • Functional Profiles
4.2.19.4.3 Publishing multiple packages You can publish several packages in the Desktop. The "Publish Packages" panel enables you to: •
select one or more packages to be published.
•
apply a different publication mode to each package.
•
enter a given comment for all packages. You can consult this comment in the Package Amount Trace editor if the corresponding option was selected.
You can: •
publish without validating packages: the selected packages are not opened or validated before publication. Only the most recent status will be taken into account.
•
publish after validating packages: the selected packages are opened and validated before publication.
Related Topics • Introduction to the Package Amounts Trace View
4.2.19.4.4 To publish packages without validation 1. Select the packages you want to publish. 2. Select Actions > Publish. Note: If any of the packages are locked, protected or being changed, a message appears. To view a list of the packages affected, click Details. •
Click Yes to publish the other packages.
•
Click No to close or change the relevant packages.
The "Publish Packages" dialog box appears. 3. Activate Publish without validating packages.
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4. In the Publication column, select the mode of publication you want to apply using the dropdown list. Note: Columns containing data that can be changed have blue headers. The column fields that can be changed have a white background. Tip: You can apply a publication mode to all of the packages: •
To publish all packages in standard mode: from the dropdown list of the Publication settings to be applied to all rows that can be changed section, select Standard publication mode and click Apply to all.
•
To publish all packages in advanced mode: From the dropdown list of the Publication settings to be applied to all rows that can be changed section, select Advance publication mode and click Apply to all.
5. If you want to publish invalid packages by special permission, activate Publish invalid packages by special permission. Caution: This option is available if you have the appropriate functional rights. 6. Enter a comment that can be viewed in the Package Amount Trace editor for each package published. 7. Click OK. The "Publication result" dialog box appears, displaying how many packages have been published and how many have not been published. Note: To view the details of the packages that have not been published, click Details.
4.2.19.4.5 To publish packages with validation Restriction: You cannot perform a publication after validation, if the package contains invalid data and the option Publication is not authorized if package contains data that is no longer valid and will be deleted when the package is saved is activated in the "General Options" window. 1. Select the packages you want to publish. 2. Select Actions > Publish. Note: If any of the packages are locked, protected or being changed, a message appears. To view a list of the packages affected, click Details. •
Click Yes to publish the other packages.
•
Click No to close or change the relevant packages.
The "Publish Packages" dialog box appears. 3. Select the Publish after validating packages option.
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4. In the Publication column, select the mode of publication you want to apply using the dropdown list. 5. In the Level to be reached column of the preview, select the control level to be reached. Note: Columns containing data that can be changed have blue headers. The column fields that can be changed have a white background. Tip: You can apply a publication mode to all of the packages: •
To publish all packages in standard mode: In the dropdown list of the Publication settings to be applied to all rows that can be changed section, select Standard publication mode and click Apply to all.
•
To publish all packages in advanced mode: In the dropdown list of the Publication settings to be applied to all rows that can be changed section, select Advance publication mode and click Apply to all.
6. If you want to publish invalid packages by special permission, activate Publish invalid packages by special permission. Caution: This option is available if you have the appropriate functional rights. 7. Enter a comment that can be viewed in the Package Amount Trace editor for each package published. 8. Click OK. The "Publication result" dialog box appears. It displays how many packages have been published and how many have not been published. Note: To view the details of the packages that have not been published, click Details.
4.2.19.5 Unlocking a package To do unlock a package at local site: •
You generate a lock.
•
You ask for the key corresponding to the generated lock from the publication site.
•
The publication site generates the key in the RU Organizer view and sends it to you.
•
You unlock the required package. At central site, like a data entry site, you can unlock the package without generating a key.
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Caution: If a new opening package has been received while the package was protected, the package is automatically unprotected when you open it. Once the package is open: •
if you close the package without saving it, it remains protected.
•
if you save it, the package status changes to "Changed".
Related Topics • Unlocking packages • Functional Profiles
4.2.19.5.1 To unlock a package at local site in the Desktop 1. Select the package you want to unlock. 2. Select Actions > Unlock Package. The "Unlock [package]" dialog box appears. Note: Each time this dialog box is opened, a new key is generated. 3. Activate Keep this lock until the next time the package is unlocked. Caution: The option allows you to keep the same lock the next time this dialog box is opened. If the lock sent to the publication site is different, then the package cannot be unlocked. 4. 5. 6. 7. 8.
Select and copy the lock generated. Send this lock to the publication site. Receive the key corresponding to the lock sent. Paste this key in the relevant field in the "Unlock [package]" dialog box. Click Unlock. A message appears, informing you that the package has been unlocked and asking if you want to open it to make adjustments.
9. Click one of the following: • OK if you want to open the package and make adjustments to it. • Cancel if you do not want to open the package. Related Topics • Unlocking packages
4.2.19.5.2 To unlock a package at local site in the package editor 1. Open the package you want to unlock. 2. Select Actions > Unlock Package.
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The "Unlock [package]" dialog box appears. Note: Each time this dialog box is opened, a new key is generated. 3. Activate Keep this lock until the next time the package is unlocked. Caution: By doing this, you keep the same lock the next time this dialog box is opened. If the lock sent to the publication site is different, then the package cannot be unlocked. 4. 5. 6. 7. 8.
Select and copy the lock generated. Send this lock to the publication site. Receive the key corresponding to the lock sent. Paste this key in the relevant field in the "Unlock [package]" dialog box. Click Unlock. A message appears, informing you that the package has been unlocked and asking if you want to open it to make adjustments.
9. Click one of the following: • OK if you want to open the package and make adjustments to it. • Cancel if you do not want to open the package. Related Topics • Unlocking packages
4.2.19.5.3 To unlock a package at central site •
If you are authorized to do so, select Actions > Unlock Package. Caution: To be able to unlock a package without generating a key, you need to possess the Authorize packages to be unlocked functional right, defined in the Users view.
Related Topics • Functional Profiles
4.2.20 Integrating packages after publication Integration enables you to integrate package data into preconsolidated data. This action can only be performed at central site.
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Caution: Packages must be published before they can be integrated. Packages not published, are published in standard mode during the integration operation. Note: If a specific processing operation, a hook, has been customized, it will be run when the package is integrated. The automatic integration of packages can be defined via: •
the reporting ID, in order to integrate packages as soon as they are published or received.
•
a package integration task, in order to integrate published packages for a given category and data entry period.
Related Topics • Specific data processing (Hooks) • Specifying reporting ID publication properties • Integrate packages
4.2.20.1 To integrate a package 1. In Package Manager, select the package that you want to integrate. 2. Select Actions > Integrate. The icon indicating the status of the integrated package changes and appears in the corresponding column.
4.2.21 Printing packages You can print:
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•
controls
•
schedules, including their properties and objects, for example filters, formulas, and linked schedules
•
ledgers
•
journal entries
•
comments
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4.2.21.1 To print a schedule or its items 1. In the package editor, select File > Print. The "Print" dialog box appears. 2. Select the items you want to print. 3. Click Page Setup. The "Page Setup" dialog box appears. 4. Select the page setup options. Note: • •
The page setup used by default in the selected schedule corresponds to the page setup defined for the schedule in the "Report Designer" view. The Preview button does not enable you to view the current schedule. You can display the schedule's settings only.
5. Optionally, in the "Edit print settings" panel, activate Only print descriptions/comments which are not empty to have only the schedules containing data printed. 6. Click OK in the "Print" dialog box to start printing.
4.2.22 Working in multi-user mode Multi-user mode allows several users to open a given package at the same time. You can configure this mode in the General Options in the Desktop. However, to be able to perform certain actions, only one user can be connected to the package in read-write mode. The actions affected by the multi-user mode are:
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•
Resetting the package
•
Protecting and unprotecting the package
•
Locking and unlocking the package
•
Submitting and rejecting the package
•
Posting journal entries
•
Running package rules
•
Validating the package
•
Publishing the package
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•
Integrating the package
•
Importing data
Example: User USER01 has opened the package to make changes. USER02 wants to protect the package. A message provides USER02 with a list of the users connected. USER02 therefore knows that USER01 is making changes in the package.
4.2.22.1 Exclusive package mode The package is opened in exclusive mode in the following cases: •
The first package opening is performed in exclusive mode.
•
If a new opening is to be taken into account after the package is newly generated, then the package is opened in exclusive mode.
•
If a new category scenario version is to be taken into account after the category scenario is newly distributed, then the package is opened in exclusive mode.
4.2.22.2 To consult the list of users connected to a package •
In the package editor, click
.
The "Activity in package" dialog box appears, displaying the list of users who opened the package. Note: You can also access the list of users connected by clicking the Details button in the message that informs you that an action cannot be performed because another user is connected to the package in read-write mode.
4.2.22.3 Data synchronization in a package in multiuser mode The data entered by the other users in the package is displayed when you synchronize data. You can synchronize data by: •
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saving the package
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•
running the package controls
•
performing an action in single-user mode
•
reversing a journal entry in the list of journal entries in the ledger
Note: When several users have entered data in a package, the data entered by the last user to save the package is backed up. Example: User USER01 enters data and saves the package. The data is saved in the database. The data entered by USER01 will appear for USER02 when he saves the package.
4.3 Manual Journal Entries view The "Manual Journal Entries" view in the "Operation" domain enables you to enter adjustments in the ledgers to supplement or correct package data. The view enables you to create and manage manual journal entries. Data can be entered in the program via: •
schedules only available in the package.
•
journal entry ledgers which contain manual journal entries, which are available in the package and at the central site for preconsolidated data.
The view shows the list of available journal entries and their main properties. It is divided into two parts:
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•
The tree structure pane The tree area, on the left-hand side of the view, shows the list of Reporting IDs selected in the Desktop filter. Each Reporting ID has list of ledgers defined for it.
•
The contents list The area on the right-hand side of the view, shows the entries contained in the selected ledger in the tree structure.
When you select a reporting ID, the journal entries contained in all of the ledgers assigned to the selected reporting ID are displayed. When you select a ledger, the journal entries associated with all of the reporting IDs assigned to the selected ledger appear. Note: Select Actions > Display > Arrange by Ledger to change the order of the tree structure. In the "Manual Journal Entries" view, you can create and manage central manual journal entries using the editor. You can define journal entries in an editor. Related Topics • The manual journal entry editor
4.3.1 Manual journal entries Manual journal entries enable you to supplement package data. You can post entries in the form of book entries with debit and credit columns. The audit ID allows you to find the event that generated the entry. Manual journal entries can be posted in two views: •
The Manual Journal Entries view, which enables you to post central manual journal entries. All audit IDs are authorized except original package audit IDs. Ledgers are used to organize manual journal entries by, for example reporting unit, scope, and function.
•
The Package Manager view, which enables you to post package manual journal entries. Only local adjustment audit IDs are authorized.
Related Topics • Working with ledgers in Package Manager • Introduction to the Ledgers view
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4.3.2 Manual journal entry status Journal entries use the following statuses: Icon
Status
Description
Changed
Data is being entered in the journal entry. The journal entry amounts are not taken into account in a consolidation.
Posted
The journal entry has been posted. The amounts are ready to be included in a consolidation. The journal entry is valid and has been posted.
Protected
The journal entry that was posted is now protected. You cannot change or delete the journal entry. You can consult and unprotect it.
The icons appear in the Status column in the Manual Journal Entries view. Note: If the Status column is not visible: 1. Do one of the following: • Right-click the columns and select Columns. • Click the "Columns" icon in the Standard toolbar. 2. In the "View" tab, from the "Procedures" category, select Status. 3. Click >, then OK. Related Topics • Validating manual journal entries • Posting central manual journal entries • Protecting journal entries
4.3.3 The manual journal entry editor You create and change journal entries in the editor. The object editor contains the following tabs: •
General In the General tab shows the category, data entry period, and ledger selected in the Journal entry tab, and you can add and edit the "Long description" and "Extra long description".
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•
Journal entry In the Journal entry tab you to post journal entries. In the Journal entry header section, define the journal entry and restrict journal entry inclusion in consolidation operations. The journal entry body shows the reference and breakdown rows of the journal entry. The body also contains different types of columns.
•
Information If a journal entry is part of a reversal operation, the Information tab shows the relationship of the current journal entry to the partner and the level at which the entry is included.
•
Control The Control tab displays the results of controls run against the journal entry.
•
•
The tree structure on the left-hand side shows the list of manual journal entry controls, broken down by subset.
•
The contents list on the right-hand side shows a list of control results. Click a result to find out more about the control.
Attachments The Attachments tab enables you to attach files to journal entries.
•
Statistics The Statistics tab shows statistical information about when the journal entry was created or changed. The dates, user, and site are also included.
4.3.3.1 Journal entry partner relationship in the Information tab The Information tab shows the relationship of the current journal entry to its partner and the level at which the entry is included. •
The Reversal box indicates if the journal entry has been posted as the result of a reversed journal entry.
•
In Journal entry included box, informational text appears when the journal entry is only included in consolidations with the same currency as the journal entry. The following table shows the information that can appear in this box:
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Information
Inclusion of the journal entry
In original amounts
Once it is posted, the journal entry is included in the consolidation processing.
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•
Information
Inclusion of the journal entry
In converted amounts
The journal entry is only included from the moment the consolidation data is converted.
In consolidated amounts
The journal entry is directly integrated in the consolidated data.
The Journal entry status section shows information on the status, for example date, site, or author.
Related Topics • Reversing journal entries • Audit ID • Manual journal entry status
4.3.3.2 Attaching files to journal entries in the Attachments tab You can attach files to journal entries in the object editor Attachments tab. The Attachments tab contains the following: • • •
•
The
button, which enables you to select the file you want to attach to the journal entry.
The
button, which enables you to delete the attached file.
The button, which enables you to save a file attached to a journal entry to a hard disk or local network. The
button, which enables you to open the attached file.
Tip: You can also open the attachment by double-clicking it. You cannot insert, delete, or save an attached file in the following cases:
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•
Your user profile does not authorize you to change journal entries.
•
The journal entry is in read-only mode.
•
The journal entry has been reversed.
•
The reversal of manual journal entries is compulsory.
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Example: A file can be attached for tax reasons, for example, as an explanation of how the amounts entered are calculated in the case of a journal entry posted to adjust tax.
4.3.3.3 Validating manual journal entries Controls enable you to test the validity of data contained in a manual journal entry. Note: Sets and subsets of controls as well as the controls they contain are defined in the Category Builder view. The types of control are: •
Manual controls The controls are contained in the set of controls assigned to the reporting unit in the reporting set. The controls are run manually.
•
Automatic controls associated with dimensional analyses. The controls ensure that the broken down totals in the dimensional analyses add up to the grand total. The controls are generated automatically when the dimensional analysis is created in the category scenario, but they are run in the same way as the manual controls.
•
Controls to check the Debit/Credit balance The controls check that the debit and credit amounts balance for the whole journal entry.
•
Controls for balancing flows Certain flows require that debit and credit totals be balanced for the whole flow. Flows are defined in the Dimension Builder.
Note: The last two controls are run automatically as the journal entry is posted. A control can be: •
blocking Blocking control prevents you from saving the journal entry.
•
non-blocking Non-blocking control displays the results of the control for information purposes and does not prevent you from saving the journal entry.
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Related Topics • Controls step • Flow
4.3.3.3.1 Validating the manual journal entries in the Control tab The Control tab displays: •
the set of controls available for the journal entry. The controls are organized into sets and subsets.
•
the results generated the last time the controls were run. The box provides the breakdown of the control results.
You can view the result of the journal entry controls in the Control tab: •
The left-hand pane contains the list of controls
•
The right-hand pane contains the list of control results
When you select a set of controls, the results produced when all subsets were run are displayed. When you select a subset of controls, the results produced when all of its controls were run will be displayed. Related Topics • The Result of controls window in a journal entry
Validation status icons for sets and subsets Icon
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Set of controls
Subset of controls
Control
No control in the set generated a warning or a blocking error.
No control in the subset generated a warning or blocking error.
The control is valid.
At least one control in the set generated a warning.
At least one control in the subset generated a warning.
The control generated a warning.
At least one control in the set generated a blocking error.
At least one control in the subset generated a blocking error.
The control is not valid.
The set of controls must be run.
The subset of controls must be run.
The control must be run.
There is no data to be checked.
There is no data to be checked.
The control has not found any data to be validated.
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4.3.3.3.2 To view control results of a manual journal entry 1. In the Control tab of the manual journal entry object editor, select the control you want to view. 2. In the list of control results, double-click the results you want to open. The "Result of control" window appears. Related Topics • How controls work
The Result of controls window in a journal entry You can consult the result produced the last time a “control” was run. The result is displayed in the Result of control window, which contains the following boxes: •
A box containing general information on the control: •
Description
•
Level
•
Type of control
•
A box specifying the dimension values for which the control has been run.
•
Last run, which gives the result produced the last time a control was run and the amounts concerned.
•
Current test, which gives the current evaluation and the amounts concerned.
•
Tolerance, which shows the tolerance authorized for the control.
•
Difference, which calculated automatically after comparing the two amounts in the control.
•
Amounts, which are the amounts on which the control has been run.
•
Expression, which is the complete expression of the control as configured in the category scenario.
•
A box showing the list of all the dimensions concerned by the control.
Related Topics • How controls work
4.3.3.3.3 Validating manual journal entries in the Desktop Use the Validate a selection of journal entries function via the Desktop to update, check, and save journal entries to take any category scenario changes into account. Every time you use the function, a task is automatically created to validate the selected journal entries. The task opens the selected journal entries so that the latest version of the distributed category scenario can be applied. If the journal entries change, the task also runs controls, then saves and closes them. You can consult the results of the task in the Log view in the Administration domain.
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To validate a selection of journal entries 1. When in the Desktop, select the journal entries you want to validate. 2. Do one of the following: • Click the button. •
Select Actions > Validate.
•
Right-click any manual journal entry in the list and select Validate.
The Validation task log for journal entries The task log found in the Log view of the Administration domain shows the status of the validation process for each journal entry you have selected. The results of the validation process are presented in list form in the log. Journal entries use the following statuses: •
category scenario changes applied The category scenario changes have been applied, the controls have been run, and the journal entry has been saved. The last category scenario included and validity properties of the manual journal entries on the Desktop are updated to take the changes into account.
•
saved The controls have been run and the journal entry has been saved.
•
category scenario changes not applied. If category scenario changes are not applied to a journal entry, the Validity property is unchanged because the journal entry is valid in terms of the old category scenario.
Caution: If a manual journal entry is open when you select the Validate selection of journal entries, it is not included in the validation process. Note: A journal entry to which you have read-only access can be included in the validation process. You cannot, however, apply any category scenario changes, run any controls or save it.
4.3.4 To create a journal entry Note: Once a journal entry is created, the Entries view.
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icon appears in the Status column in the Manual Journal
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1. Do one of the following: • In the Desktop, select File > New > Manual Journal Entry. •
In the editor, select File > New.
The manual journal entry editor appears and defaults to the Journal entry tab. 2. Optionally, in the General tab, enter a Long description and Extra long description. The Category, Data entry period and Ledger fields in the General tab are automatically determined by the information in the Reporting ID and cannot be changed in the editor. 3. In the Journal entry tab, select the Reporting Unit and the Audit ID in which the new journal entry will be posted. If the Reporting Unit and Audit ID fields are not available for changes, you do not have the access rights necessary to modify them. Note: • •
Journal entries are automatically numbered according to the order in which they are created. If the reporting set data entry currency is not available, the reporting unit currency is used instead.
4. Depending on the properties of the Audit ID selected, select a journal entry currency. 5. Optionally, restrict the values to be included by selecting Scopes, Variants, and a consolidation currency, unless the items are in bold text. Note: The properties of the audit ID in the Dimension Builder view will determine whether a data entry period or a Variant can be entered. Depending on the audit ID, the consolidation currency has a default value or the journal entry currency is used. Caution: In some cases, the audit ID requires the journal entry currency to be identical to the consolidation currency. If you select a journal entry currency which does not correspond to the access restriction, then no value appears for the consolidation currency. To resolve the issue, select a journal entry currency corresponding to your access restriction. 6. To limit the journal entry to the parent reporting unit in a consolidation, activate Parent reporting unit. 7. If the reporting ID is multi-period, for example monthly budget, select the Period. If the Period fields is not available for changes, you do not have the access rights necessary to modify it. If the reporting ID is single period, the period is worked out automatically based on the data entry period. Note: If the reporting period is single period, the period is worked out automatically based on the data entry period. Before you can save the manual journal entry, enter data. 8.
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In the first journal entry row, click
next to Account and Flow to select values.
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When several values are selected from these lists, the same number of rows is added to the manual journal entry grid. Refer to subsequent sections in this documentation to understand how to enter data in the rows. Remember: You cannot save this manual journal entry until you have entered data in the Debit and Credit columns for the journal entry rows. 9. In the Attachments tab, click the
icon to attach a file.
Note: The attached file must be in a .doc, .xls, or .zip format. The attached file is copied in the SAP BusinessObjects Financial Consolidation database. 10.
Click to validate the journal entry. 11. Save the manual journal entries. Note: Once you have saved the journal entry, you cannot change the reporting unit. Related Topics • Locking consolidation definitions • Audit ID • Entering data • Attaching files to journal entries in the Attachments tab • Journal entry partner relationship in the Information tab
4.3.5 Data entry in a manual journal entry The body of the manual journal entry contains the accounts and flows. To enter data in a manual journal entry, open double-click it in Operation > Manual Journal Entries.
4.3.5.1 Manual journal entry rows Rows can have the following statuses: •
Valid A row is valid when it is complete and complies with the category scenario.
•
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Non-valid
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Non-valid rows have an orange background. •
Single-sided journal entry The single-sided rows are in italics and in blue. Note: A row is defined as being single-sided or double-sided when the "Single-sided/Double-sided" property is assigned to account/flow pairs at the configuration stage.
•
Calculated Calculated rows are generated automatically and cannot be deleted or changed.
4.3.5.1.1 Manual journal entry row properties Changing properties
Deleting a data access group
Can be moved
Control
Data entry
Yes
Yes
Yes
Yes
Calculated row
No
No
Yes
Yes
Row type
Authorized row
4.3.5.2 Manual journal entry columns There are three types of column: •
Breakdown row
•
Row type
•
Flow balance control Note: The column is never displayed when you open a journal entry.
The columns containing the dimension code can be changed and the columns containing the description can be hidden. Note: Hide the columns by deactivating the options in the View > Information menu.
4.3.5.2.1 The manual journal entry columns The Debit and Credit columns indicate whether the account in the row is a debit or a credit account.
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Reference rows
Table 4-23:
Detailed breakdown present column A breakdown can be entered Breakdown rows are entered The row is not authorized for data entry
If you select a source category scenario, the Detailed breakdown present column specifies whether the indicator is assigned to a dimensional analysis that you must enter in the journal entry. Note: The column is empty when no source category scenario is selected because it is no longer possible to access a dimensional analysis.
Table 4-24:
Row status column The row is calculated The row is incomplete The row already exists
The Row status column provides you with information about the validity of the row. A row can be invalid, for example, because of duplicate entries, no indicator selected in the category scenario, or incomplete rows. If a source category scenario has been selected and the indicator that has been entered has been configured as calculated, the Calculated row icon is displayed in the column.
Table 4-25:
Flow balance control column The flow must be balanced The flow is balanced The flow must balance but is currently unbalanced
The Flow balance control column indicates that the flow entered must balance. Caution: If you select a source category scenario after having entered rows and it is not authorized by the scenario selected, the scenario is displayed with an orange background and a non-valid icon.
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Breakdown row
Table 4-26:
Row status column The row is incomplete The row already exists The row is not authorized for data entry
The Row status column provides you with information about the validity of the row. A row can be invalid, for example, because of duplicate entries, no indicator selected in the category scenario, or incomplete rows.
4.3.5.3 To copy and paste journal entry rows Create a row identical to a selected row by using the same account/flow pair from the same or different journal entries. 1. Select one or more rows. 2. Select Edit > Copy. 3. Place the cursor in the location you want to paste the rows. 4. Select Edit > Paste.
4.3.5.4 To insert journal entry rows Insert one or more empty rows above the first row selected. 1. Select one or more rows. 2. Select Action > Insert rows.
4.3.5.5 To move journal entry rows Move completed rows by dragging and dropping them. 1. Select the rows you want to move. 2. Drag and drop with the mouse to move the rows to the desired place.
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4.3.5.6 Keyboard shortcuts in the journal entry grid
Keyboard shortcut
Function
F6
Enables you to move from a reference row to a breakdown row.
F2
Enables you to print the contents of a cell.
Tabs
Enables you to move from one cell to the next.
4.3.5.7 To sort the rows You can use the Sort rows function for reference or breakdown rows. The function places the rows containing double-sided entries in front of the ones containing single-sided entries. The rows are sorted as follows: Row type
Sort order
Double-sided rows containing manually entered data
•
Order in which rows are entered
•
Breakdown manually entered
•
Breakdown can be entered manually, but has not been entered yet
•
No breakdown
•
Order in which rows are entered
•
Breakdown manually entered
•
Breakdown can be entered manually, but has not been entered yet
•
No breakdown
•
Incomplete row
•
Unauthorized dimension value
Double-sided rows containing calculated data
Single-sided rows containing manually entered data
Single-sided rows containing calculated data
Prohibited rows
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•
Do one of the following: • Select Action > Sort Reference Rows. •
Select Action > Sort Breakdown Rows.
4.3.6 Ledgers Manual journal entries are stored in a Ledgers folder, for example, in the Main Window of the Package Manager. The types of ledger are: •
Automatically created ledgers. They cannot be changed, but you can consult or print them. •
The package rule ledger contains the journal entries generated by the package rules.
•
The package opening balance ledger contains all of the adjustments made to the opening balance data in the package.
The administrator creates ledgers in Category Builder, in Options > Journal Entries. •
Manually created ledgers, which enable you to organize the journal entries as you wish. The ledgers use the icon when they are empty. Otherwise they use icons which indicate the journal entry status. The ledgers are created in the Ledgers module in Setup.
Note: The folder is only present when the local adjustments via journal entries have been defined for the category identifying the package.
4.3.6.1 To open a journal entry in a ledger folder 1. In the Ledgers folder, select the journal entries you want to open. 2. Select Edit > Journal Entry > Open. The journal entries open in the manual journal entry editor.
4.3.7 Importing journal entries from a file In the Manual Journal Entry module, you can import large numbers of journal entries from a .txt or .csv file using either the value alphanumeric code or ID. Journal entries can be prepared in Microsoft Excel and imported into Business Objects Financial Consolidation.
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Note: The import option is for importing new journal entries, not updating existing journal entries. The import process checks first that the structure of the import file is validated. If the mandatory dimension columns are not present with the expected description in the header row of the file, the process fails. If the file is valid, the rows are read and the manual journal entries are extracted. When data is imported, it is created under one of the following Technical Origins: • ORIG10-03, a central manual journal entry, without restriction • ORIG11-03, a central manual journal entry, with restriction Data manually entered into journal entries is created under: • ORIG10-01, manual input central manual journal entry, without restriction • ORIG11-01, manual input central manual journal entry, with restriction If a manual journal entry row that has been imported is modified manually, its technical origin will be turned into ORIG10/11-01. Columns in data import files The first row of the journal entry set must contain the following columns: • • •
Category (code: D_CA) Data Entry Period (code: D_DP) Ledger (code: D_LE)
The second row of the journal entry set specifies the manual journal entry headers. The third row contains the rest of the dimensions. See the topic on Dimensions for journal entry data import for more information on the mandatory and optional dimensions. The column headers contain the code of the dimension for the rows of data in the import file. The prefix D stands for dimension and P stands for property. The file body must contain the following columns: •
If the rows of data contain alphanumeric codes, the column is identified by the D_dimension code.
•
To import data IDs instead of codes, identify the column using the ZD_dimension code.
•
The file amount column names are P_DEBIT and P_DEBIT.
•
For the long description use P_LABEL.
•
For the extra-long description use P_XLABEL.
Caution: Both D, P, and dimension values must be in upper case. Rows are rejected if the dimension values are not in the upper case. Dimension codes, however, can be in the lower case. Field separators In a structured Excel file, the following field separators are allowed: • commas • semicolons • tabs • blank spaces
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Field length • •
A maximum of 12 characters is allowed for dimension value codes. P_LABEL and P_XLABEL cannot exceed the number of characters of the journal entry long and extra-long descriptions.
Related Topics • Technical Origin
4.3.7.1 Columns in the journal entry data import file For data import from a file, include the following columns: Mandatory: • • • • • • • • •
Account (code: D_AC) Flow (code: D_FL) Category (code: D_CA) Data Entry Period (code: D_DP) Reporting Unit (code: D_RU) Debit amount (code: P_DEBIT) Credit amount (code: P_CREDIT) Audit ID (code: D_AU) Ledger (code: D_LE)
Optional: • • • • • • • • • • •
Period (code: D_PE) Partner (code: D_PA) Share (code: D_SH Currency for journal entry (code: D_CU) Restrict Scopes (code: D_SC) Restrict Variants (code: D_VA) Restrict Consolidation currency (code: D_CC) Parent Reporting Unit (code: D_PARENT) Journal Entry Long description (code: P_LABEL) Journal Entry Extra-long description (code: P_XLABEL) user-defined dimensions (code: D_xx)
Note: • •
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The Restrict Scopes and Variants columns can contain several values, so the character / can be used as a list separator. If you do not specify a value for one of the following dimensions, then a certain value is used by default:
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Dimension
Default value
Period
In the case of a mono-period category scenario or period, the Reporting ID Period is used. However, if you are using a multi-period category scenario, the Data Entry Period is used.
Journal entry currency
The Reporting Unit currency is the default, regardless of the Audit ID.
Restrict Consolidation currency
The Reporting Unit currency is the default if the Audit ID requires a Consolidation currency restriction.
Example: Import file
4.3.7.2 To import a file of manual journal entries 1. In the Manual Journal Entry view, select File > Import. 2. In the "Data Import Wizard - Define Physical Format" dialog box, click Browse to navigate to the file you want to import. The default settings are with separators for file type and to skip no header rows. The "Preview" box shows the data in the file. 3. To have error messages listed in a separate file: a. Activate Generate file containing the rejected data. b. Click Browse to navigate to a folder. 4. Click Next. 5. In the "Data Import Wizard - Description of Delimited Format" dialog box, choose the correct column separator, then click Next. The "Data Import Wizard - Import to Destination Objects" dialog box lists the journal entries that you want to import. You can select from the list the journal entries to import. 6. Optionally, select one of the following data processing options: • Validate journal entries Note: If you do not select the option, the import process does not check the status of the manual journal entries. You will need to verify that all of the journal entries you are exporting are saved.
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• •
Post journal entries Protect journal entries
7. Click Import. The "Data Import Wizard - Import to Destination Objects" dialog box lists the journal entries with the success of the import. Double-click an item to see the results or refer to the log file to consult the list of error messages. Tip: To quickly import journal entries from one journal to another in the Manual Journal Entry view: 1. Select a ledger containing entries that you want to copy. 2. Click Edit > Copy. 3. Select the ledger to which you want to copy the journal entries and click Edit > Paste. Related Topics • The Data Import Wizard • Posting central manual journal entries • Protecting journal entries • Validating manual journal entries
4.3.7.3 Journal entry import error messages Imported manual journal entries receive the same consistency checks as any manual journal entry input directly in BusinessObjects Financial Consolidation. The following error messages appear when a consistency check fails:
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Error message
Cause
Audit ID requires entering at least a scope
If no value exists for the Scope dimension while it is required by the restriction for Scope and variant property of the Audit ID, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Audit ID requires entering at least a variant
If no value exists for the Variant dimension while it is required by the restriction for Scope and variant property of the Audit ID, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Audit ID requires entering at least a scope and a variant
If no value exists for the Scope dimension and the Variant dimension while it is required by the restriction for Scope and variant property of the Audit ID, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
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Error message
Cause
Audit ID requires not entering a scope and a variant
If no value exists for the Scope dimension and / or the Variant dimension while no scope / variant entry is required by the restriction for Scope and variant property of the Audit ID, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Audit ID requires Reporting currency as journal entry currency
If the journal entry currency is not equal to the Reporting currency while it is required by the Journal entry currency property of the Audit ID, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Audit ID requires consolidation currency as journal entry currency
If the Consolidation currency is not equal to the journal entry currency while it is required by the Journal entry currency property of the Audit ID, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data
Parent reporting unit requires entering at least a scope
If no value exists for the Parent reporting unit dimension while there is not value for the Scope dimension, the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Audit ID is not authorized in manual journal entry
If the Audit ID has its Manual journal entry property equal to "false", the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Audit ID is not authorized in manual journal entry
If the Audit ID level property of the Audit ID is S (-524284), the manual journal entry cannot be imported and all its rows are then rejected. The rows are then logged as rejected data.
Invalid data
If a value is missing in an amount row for one of the mandatory dimensions, this row is rejected and then logged as a rejected data.
Code XXXX does not exist for the YYYY dimension
If no value exists (in the dimension builder) in an amount row for one of the mandatory dimensions, this row is rejected and then logged as a rejected data.
Data not defined in the category scenario
If an indicator (Account x Flow) is not defined in the category scenario or is not defined in the central manual journal environment, the row is rejected and then logged as a rejected data.
Calculated data
If a row contains an amount which is defined as a calculated amount in the category scenario, the row is rejected and then logged as a rejected data.
Data-entry restriction
If a row contains at least one dimension value (mandatory dimension or not) which is not authorized according to the data-entry restriction specified in the RU Organizer, the row is rejected and then logged as a rejected data.
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Error message
Cause
Cannot import: the ledger is not assigned to the Category.
If a journal entry is defined with a ledger value that is not authorized for the category, it cannot be imported and receives an invalid import status.
Cannot import: the audit-ID is not included into the ledger environment.
If a journal entry is defined with an Audit ID that is not authorized for the ledger, it cannot be imported and receives an invalid import status.
4.3.8 To copy and paste journal entries You can copy and paste one or more journal entries from the Desktop to a ledger or ledgers. 1. In the Desktop manual journal entry contents list, select the journal entries you want to copy and paste. 2. Select Edit > Copy. 3. Select the target ledger and click Paste. The "Paste Options for Journal Entries" dialog box appears. Caution: A journal entries attachment is not copied to a new journal entry. 4. To create valid journal entries in the target ledger, activate Paste all valid journal entries now and click OK. If the journal entries selected are invalid or if you did not select Paste all valid journal entries now, the "Paste journal entries" window appears. 5. If the category scenario linked to the copied journal entries contains multiple periods, click ... to select several periods for the Default linked period. There will be as many pasted journal entries as there are periods selected. 6. Select the journal entries to be pasted. 7. Do one of the following: • Select Edit > Journal Entry to be Pasted > Paste Now. •
Click
to paste the journal entries selected.
Related Topics • Locking consolidation definitions
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4.3.8.1 The Paste journal entries window The "Paste journal entries" window enables you to view and change the valid and invalid journal entries that have been created in a copy and paste action. In the window, you can: •
Display the journal entry selected before you paste it. Caution: Even though you can view journal entries in an editor, they are still only temporary entries. If you close the Paste Journal Entries window, the journal entries are deleted.
•
Paste the journal entry in a target ledger Note: • •
After you paste the journal entries, a message appears to tell you how many were pasted and how many were not. Journal entries waiting to be pasted are given a temporary number.
The final number given to a journal entry when it is saved depends on the order in which the journal entries are displayed; it does not depend on the temporary numbers given before they were pasted. •
Display valid and invalid journal entries Note: Calculated rows are also pasted. Calculated rows that were hidden in the original journal entry but whose indicators are activated during the paste operation are also pasted and become visible in the pasted journal entry.
Related Topics • Paste journal entries toolbar
4.3.8.1.1 Paste journal entries toolbar The Paste journal entries window contains a toolbar that is made up of buttons used for the different paste options. The following table indicates the menu commands represented by each toolbar button. Click
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Or select
To
Edit > Journal Entry to be Pasted > Open
Display the journal entry selected.
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Click
Or select
To
Edit > Journal Entry to be Pasted > Paste Now
Paste the journal entry selected in the target ledger.
View > Invalid journal entries
Display only the invalid journal entries.
View > Valid journal entries
Display only the valid journal entries.
4.3.9 Validity of central manual journal entries You can save a central manual journal entry, even if it is not valid. A central manual journal entry is valid when: •
the compulsory fields of the journal entry have been filled in.
•
the following controls are valid: • Debit/Credit balance • Balanced flow • Category scenario Caution: Even when you save a journal entry, it is not taken into account in the consolidation processing unless it is posted.
4.3.10 Versioning in manual central journal entries To log and audit changes made in manual central journal entries, the header and amounts are kept in a historical version each time you post, unpost, or reverse a journal entry. Each action is stored with the journal entry until it is integrated. The previous versions are listed in the "Display version" list in the manual journal entries editor. To activate the list, click View > Toolbar > Journal entry versioning.
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Manual central journal entry versions Version type
Description
A journal entry in data entry mode. Modified The journal entry has not been posted. Posted
A valid, posted journal entry. The initial, posted manual journal entry.
Reversed
The journal entry that had the "Posted" status in the "Display version" list, is changed to "Reversed" when it is unposted. Note: Reversed manual journal entries are automatically protected and can only be viewed in read-only mode.
Reversal
The version has the credit and debit entries are reversed from where they were in the previous version.
4.3.11 Posting central manual journal entries A central manual journal entry must be posted before it can be included in a consolidation. Only valid central manual journal entries can be posted. When you post a journal entry, it is automatically saved, and controls are run to check validity. If the journal entry is valid, it is posted. If the journal entry is not valid, it is not posted. When you unpost a manual journal entry, it will be removed from the consolidation process, therefore you do not need to delete a manual journal entry to remove it from the process. When the consolidation processing is next run, this journal entry is not included. Note: • • •
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When you change a posted journal entry, it is automatically unposted. In the contents list of the Manual Journal Entries view, the Status column indicates the different journal entry statuses: When you repost a modified manual journal entry, a new version is created. You can still view the previous versions using the "Display version" list.
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•
When a journal entry is posted, the
•
When a journal entry is unposted, it is considered as being changed and the
icon appears. icon appears.
Related Topics • Versioning in manual central journal entries
4.3.11.1 To post journal entries 1. In the Manual Journal Entries view, select the journal entries you want to post. 2. Select Actions > Post.
4.3.11.2 To unpost journal entries 1. In the Manual Journal Entries view, select the journal entries you want to unpost. 2. Select Actions > Unpost.
4.3.12 Changing manual journal entries When a consolidation using manual journal entries has already been run, any change to the journal entries requires the full consolidation to be processed again.
4.3.12.1 Reporting unit changes in journal entries If the reporting unit has been changed, the following settings are updated in the journal entry header: •
The reporting currency is automatically updated.
•
If the audit ID authorizes you to enter a journal entry currency, it is not changed.
•
If the audit ID does not authorize you to enter a journal entry currency, it is automatically updated.
Note: Once you have saved the journal entry, you cannot change the reporting unit.
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4.3.12.2 Audit ID changes in journal entries The audit IDs authorized in the ledger are available for posting a journal entry. A change to the audit ID can affect the: •
journal entry currency If the new audit ID selected authorizes you to post a journal entry in a different currency from the reporting currency, you can choose the journal entry currency.
•
scopes If the new audit ID authorizes or forces you to enter a scope, it is then possible to enter it. Otherwise, the scope cannot be entered.
•
variants If the new audit ID authorizes or forces you to enter a variant, it is then possible to enter it. Otherwise, the variant cannot be entered.
•
consolidation currency If the new audit ID is expressed in the consolidation currency, it is filled in with the selected journal entry currency, but it is not possible to enter it.
4.3.12.3 Updating journal entries When you open a journal entry, it is automatically updated with the corresponding data entry environment changes, for example changes to the category scenario, data entry restrictions, or the database structure.
4.3.12.3.1 To change a journal entry 1. Select the journal entry you want to change from the Desktop. 2. Select File > Open. The manual journal entry object editor appears. 3. Enter the new settings. 4. Check and save the changed journal entry. In order to save a journal entry after changing it, it must be checked again and validated. If the changes invalidate the journal entry, it cannot be saved.
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Related Topics • Locking consolidation definitions
4.3.13 Reversing journal entries In the category scenario in the Category Builder, you can require that manual journal entries be reversed to prevent manual journal entries from being deleted or changed. The reversal of a journal entry enables you to cancel it out by posting another journal entry with a reverse amount. Note: If you do not select the reversal option in the category scenario, you can still post manual journal entries to cancel out existing entries. The reversal of manual journal entries is authorized in the following cases: •
The journal entry is not in read-only mode.
•
The user possesses all operating rights on the journal entry to be reversed.
•
The journal entry you want to reverse has not already been reversed.
•
The journal entry is not protected.
When you reverse a journal entry, a new version is generated. The status of the original version of the manual journal entry is changed to "reversed". The new version is set to "reversal". Note: Reversed manual journal entries are automatically protected and can only be opened as read-only. You can consult the reversed version using the manual journal entry object editor. You can still view the previous versions using the Display version list. Note: • •
Controls are not run on reversed journal entries. More than one journal entry can be reversed simultaneously.
Related Topics • Versioning in manual central journal entries • Expanded mode: Journal Entries tab
4.3.13.1 To reverse a journal entry in the Desktop
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1. In the Desktop, select the journal entries to be reversed. 2. Select Actions > Reverse. A confirmation message appears. 3. Click Yes.
4.3.13.2 To reverse a journal entry in the editor 1. Open the journal entry you want to reverse. The manual journal entry editor appears. 2. Select Actions > Reverse. A message appears, asking whether you want to create a copy of the journal entry. Creating a copy allows you to: •
Cancel a journal entry by creating a reversal version.
•
Create a manual journal entry version that is a duplicate of the original version and that you can change as required.
Note: The new journal entry is considered unposted, and will be included in a consolidation processing once it is posted. Caution: New versions for reversed journal entries cannot be created from the Manual Journal Entries desktop. 3. Do one of the following: Click Yes to copy the journal entry version and reverse it. Click No to reverse the journal entry without creating a copy. Related Topics • Versioning in manual central journal entries
4.3.13.3 To consult a reversal version in a journal entry 1. In the Desktop, open the journal entry whose contra entry you want to view. The manual journal entry object editor appears.
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2. In the manual journal entry, select the reversal version from the "Display version" list. Note: If this list does not appear in the journal entry editor, click View > Toolbar > Journal entry versioning. Related Topics • Versioning in manual central journal entries
4.3.14 Protecting journal entries Once you have posted the journal entries, you can apply protection to them so that they can only be consulted, but not changed or deleted. Related Topics • Locking consolidation definitions
4.3.14.1 To protect journal entries 1. In the Manual Journal Entries view, select the journal entries you want to protect. 2. Select Actions > Protect selected journal entries.
4.3.14.2 To unprotect a journal entry 1. In the Manual Journal Entries view, select the journal entries you want to unprotect. 2. Select Actions > Unprotect selected journal entries.
4.3.14.3 To protect a journal entry ledger You can also protect a journal entry ledger. Each journal entry in the ledger is protected so that you cannot change any journal entries or add a new journal entry to the ledger.
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Note: • •
In the contents list of the Manual Journal Entries view, the Status column indicates the different journal entry statuses. The icon indicates that the journal entry is protected. In the Manual Journal Entries view, the icon indicates that the ledger is protected.
1. In the Manual Journal Entries view, select one of the journal entries belonging to the ledger you want to protect. 2. Select Actions > Protect ledger. In the tree structure, the
icon indicates that the ledger is protected.
4.3.14.4 To unprotect a journal entry ledger 1. In the Manual Journal Entries view, select one of the journal entries belonging to the ledger you want to unprotect. 2. Select Actions > Unprotect ledger.
4.3.15 Deleting journal entries A journal entry can be deleted when: •
You are authorized to delete or change journal entries.
•
The category scenario does not require journal entries to be reversed.
•
The journal entry is not in read-only mode.
Note: • •
Empty journal entries are not saved. When you close an empty journal entry, a message indicates that it will be deleted. Reversed journal entries are automatically protected and therefore cannot be deleted, even if the reversal was not compulsory.
Related Topics • Versioning in manual central journal entries
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4.3.15.1 To delete a journal entry 1. In the Desktop, select the journal entry you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes.
4.3.15.2 To delete a journal entry row 1. In the body of the journal entry in the manual journal entry object editor, select the row you want to delete. 2. Select Edit > Delete. For rows with a breakdown: •
If the breakdown is carried forward to the reference row, it can only be deleted after the breakdown rows are deleted.
•
If no carry forward exists, the reference row can be deleted directly.
Note: Calculated rows cannot be deleted. You must first delete the rows on which the calculation is based.
4.3.15.3 To clear the contents of a journal entry cell You can clear the contents of certain cells: cells containing codes and cells containing amounts. The description contained in cells cannot be cleared. 1. Select the cells whose contents you want to clear. 2. Use the Delete keyboard shortcut to delete the cells.
4.3.15.4 To clear the contents of a journal entry row
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1. Select the rows you want to clear. 2. Select Edit > Clear. Note: You cannot clear calculated rows. You must first clear the rows on which the calculation is based. For rows with a breakdown: •
if the totals from breakdown rows have been carried over and included in the reference row, the reference row cannot be cleared until the breakdown rows themselves are cleared.
•
If no carry forward exists, the reference row can be cleared directly.
4.3.16 Printing journal entries
Using the
button, print:
•
the list of journal entries displayed on the Desktop
•
the properties of journal entries
•
the current manual journal entry
•
the previous versions of a manual journal entry using the Print: Historic option.
Related Topics • Printing Desktop objects • Versioning in manual central journal entries
4.3.17 Manual journal entry templates Manual journal entry templates are used to create manual journal entries that contain the following pre-defined properties:
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•
the Audit ID used to post amounts
•
the currency, if authorized by the audit ID
•
the journal entry rows
•
the calculated journal entry rows
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4.3.17.1 Reference and breakdown rows in the journal entry template Reference rows In the reference rows you preconfigure the indicators for the manual journal entries based on the template. Breakdown rows In the breakdown rows you preconfigure the indicators for the manual journal entries based on the template. Note: • •
This characteristic is configured in the Dimension Builder and cannot be changed in the journal entry template. If you select a source category scenario and one of the indicators entered belongs to a dimensional analysis, you can add to the hierarchy's structure using analysis dimension values. If you have not selected a source category scenario, you will not be able to enter a dimensional analysis and the area for entering breakdown rows will be empty.
Impact on rows when the source category scenario has been changed The following rows are saved: •
valid rows
•
rows which are not valid for the category scenario
The following rows are not saved: •
incomplete rows
•
duplicated rows Caution: If you reopen a template that has been configured using a modified source category scenario, some of the journal entry reference and breakdown rows may no longer be valid. The journal entry template grid indicate which rows are valid and which are not with an orange background and invalid icon.
Related Topics • The manual journal entry columns
4.3.17.2 To create a journal entry template
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1. Do one of the following: • Select Actions > Manage Templates. The "Select items: Journal entry template" dialog box appears. Click •
.
Select File > New.
The journal entry template object editor appears. 2. In the General tab, enter a Code, Short Description and Long Description. 3. In the Selection tab, select one of the following: • •
one or more categories one or more category scenarios Note: If you restrict the use of a template to either a particular category or a category scenario, not both.
4. Select a reporting unit using the following selection methods: Option
Description
Use Several values to select one or more reporting units. Use Filter to select the list of reporting units from a filter. Use Characteristic to select the list of reporting units from a characteristic value.
5. In the Journal entry tab, select the Audit ID. Caution: If the Audit ID is not entered, the template cannot be saved. 6. Select a J/e currency. A currency for the journal entry can be selected only when the selected Audit ID authorizes a different currency than the reporting unit's reporting ID currency. If the Audit ID does not authorize the operation, the currency box is grayed out. Note: You cannot restrict the dimensions used to enter data in a journal entry template. 7. Select a Template definition reference. The category scenario determines the accounts and flows authorized for posting central manual journal entries.
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Note: The category scenario you select is automatically carried over to the rows. As a result, you are not able to select another category scenario. 8. Configure the journal entry reference and breakdown rows. 9. Optionally, configure the comment tab. 10. Optionally, configure the translate tab. 11. Optionally, configure the 12. Save the template.
security tab.
Related Topics • Adding comments to objects • Translating descriptions in the object editor • Object editor security settings • Reference and breakdown rows in the journal entry template
4.3.17.3 To create a journal entry from a template To create a journal entry from a template, first of all select a Reporting ID and a ledger for the new entry. The list of templates is filtered depending on the Reporting ID and Category or Category Scenario restrictions. 1. In the Desktop, select File > New > Create Manual Journal Entry Using Template. The "Select items: Journal entry template" dialog box appears. 2. Select the template you want to use to create the journal entry. 3. Click OK. The manual journal entry object editor appears containing the predefined template properties. Note: The long description entered in the template is automatically entered in the journal entry. 4. Make any required changes to the properties. Caution: If the Audit ID selected in the template is not authorized for use in the ledger, you are not able to use the template to create the journal entry. Note: •
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If you did not select a journal entry currency when you configured the template, the Reporting ID currency is used. You can change the currency if the Audit ID authorizes such a change.
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•
The data entry restrictions linked to the data entry environment, reporting ID, and reporting set, are applied when you create a journal entry from a template. If the template contains values in the rows which are not compatible with the data entry restrictions, the rows appear as invalid in the journal entry.
5. Save the journal entry.
4.3.17.4 To change a journal entry template 1. In the Desktop, select Actions > Manage Templates. The "Select Item: Journal entry template" window appears. 2. Select the journal entry template you want to change. 3. Click . The journal entry template object editor appears. 4. Enter the new settings. 5. Save the changes.
4.3.17.5 To duplicate a journal entry template 1. In the Desktop, select Actions > Manage Templates. The "Select Item: Journal entry template" window appears. 2. Select the journal entry template you want to duplicate. 3. Click . The journal entry template object editor appears. 4. Select File > Save As. The "Save As" dialog box appears. 5. Change the code. Restriction: It is required to change the code in order to duplicate a journal entry template. 6. Optionally, change the descriptions. 7. Click OK. The duplicate template appears in the editor.
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4.3.17.6 To delete a journal entry template 1. In the Desktop, select Actions > Manage Templates. The "Select Item: Journal entry template" window appears. 2. Select the journal entry template you want to delete. 3. Click . A confirmation message appears. 4. Click Yes.
4.3.17.7 To print a journal entry template 1. In the Desktop, select Actions > Manage Templates. The "Select Item: Journal entry template" window appears. 2. Select the journal entry template you want to print. 3. Click . The journal entry template object editor appears. 4. Select File > Print. The "Print" dialog box appears. 5. Select the printer and number of copies required. 6. Click OK.
4.4 Scope Builder view
4.4.1 Introduction to the Scope Builder view
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The Scope Builder view is used to group together the reporting units to be included in the consolidation process and select the consolidation method to be applied. There are two ways to group reporting units: •
Via a portfolio
•
Via a scope
The main steps in creating a scope are outlined in the following diagram.
The first step involves defining a “portfolio” and entering data about the companies' investments. Preconsolidated data can be entered automatically from another portfolio, portfolio occurrence or file (.txt or .csv) or entered manually. This data is then used to perform calculations. The second step involves adding data to the scope. This varies depending on whether or not you are working with a “statutory scope” or a “reporting scope”. If you are working with a statutory scope, the portfolio data is first of all placed in the section of the scope reserved for investments. It is then recalculated. Next the data is reprocessed in the section reserved for reporting units and the consolidation methods and percentages are selected. If you are working with a reporting scope, the consolidation
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methods and percentages are recalculated in the scope. Alternatively, you can avoid using a portfolio and enter data directly (investments in a statutory scope, reporting units in a reporting scope).
4.4.1.1 Grouping reporting units via a portfolio This method gathers together information about the capital stock and investments of companies in order to calculate the direct and indirect rates of investment, financial interest and ownership interest of each. All of this information can be used to create scopes.
4.4.1.2 Grouping reporting units via a scope A scope identifies a corporation and its development over time. All of the reporting units to be consolidated are included in the scope along with the consolidation method to be used for each one. This method is used for complex consolidations, like “statutory consolidations”, or to provide management with an in-depth analysis of the business. It can also be used for more simple consolidations, for example, to add all of the accounts together (reporting scope). Related Topics • Statutory scope • Reporting scope
4.4.2 Accessing the Scope Builder view
The Scope Builder view can be accessed by clicking on the domain.
icon in the Operation
There are two modes in this view:
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•
The Portfolio mode which is used to manage portfolios and portfolio occurrences.
•
The Scope mode which is used to manage scopes.
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4.4.2.1 Portfolio mode
You can select the Portfolio mode by clicking on the
button in the toolbar.
When you select the Portfolio mode, the view presents a list of the available portfolios along with their properties. It is divided into two parts: •
Tree structure pane. This zone on the left-hand side of the screen presents the list of portfolios available.
•
The contents list. This zone on the right-hand side of the screen presents the contents of the object selected in the list.
When the Portfolio mode is selected, you can create and manage portfolios and their occurrences. Portfolios and their occurrences are defined in the relevant editor. Note: The display properties in the Scope Builder view are saved by the user. Related Topics • Portfolio editor
4.4.2.1.1 Tree structure pane There are three different types of file in the tree structure pane. Folder
Icon
Function
Portfolio folder
Shows all portfolios.
All
Shows all portfolio occurrences.
Portfolios
Shows the portfolios.
4.4.2.1.2 Contents list The contents list displays the contents of the object selected in the tree structure pane.
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Folder selected in the tree structure
Items shown in the list
Portfolio folder
Displays all of the portfolios created in Portfolio mode and their properties.
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Folder selected in the tree structure
Items shown in the list
All
Displays all of the occurrences created in Portfolio mode.
A portfolio
Displays all of the occurrences which belong to the portfolio selected along with their properties.
4.4.2.1.3 Desktop toolbar buttons in Portfolio mode When Portfolio mode is selected: Click
Or Select
To
File > New > Portfolio
Create a new portfolio
File > New > Portfolio Occurrence
Create a new portfolio occurrence
4.4.2.2 Scope mode
You can select the Scope mode by clicking on the
button in the toolbar.
When you select the Scope mode, a list of the scopes available and their related properties appears. You will also see: •
the tree structure pane. This area on the left-hand side of the screen presents the list of scopes available.
•
the Contents list. This area on the right-hand side of the view displays the scopes selected in the tree structure pane.
The Scope mode enables you to create and define scopes. Editors are available to help you when defining the scopes. Note: • •
In Scope mode, the Locked (Y/N) column enables you to see whether or not a scope has been locked in a consolidation or reconciliation definition. The display properties in the Scope Builder view are saved by the user.
Related Topics • Scope mode editor • Locking consolidation definitions
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• Locking an intercompany reconciliation definition
4.4.2.2.1 Tree structure pane There are two different types of file in the tree structure pane. Folder
Icon
Function
All
Presents all of the scopes.
Scope code
Presents the scopes associated with a specific code.
4.4.2.2.2 Contents list The contents list displays the contents of the object selected in the tree structure pane. Folder selected in the tree structure
Items shown in the list
All
Displays all of the scopes created in Scope mode and their properties.
Scope code
Displays all of the scopes which are associated with the selected scope code along with their properties.
4.4.2.2.3 Desktop toolbar buttons in Scope mode When Scope mode is selected: Click
Or Select
To
File > New > Reporting scope
Create a new reporting scope
File > New > Statutory scope
Create a new statutory scope
4.4.3 Objects in the Scope Builder view The objects in the Scope Builder view of the Operation domain are as follows:
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Portfolio mode, represented by the
icon, which groups together:
•
Portfolios, represented by the
•
Portfolio occurrences, represented by the
icon.
Scope mode, represented by the • •
Scope codes, represented by the Scopes the
icon. icon, which groups together:
icon.
: reporting scopes, represented by the
icon, and statutory scopes, represented by
icon.
Note: You can create portfolios, scopes and occurrences directly in the Desktop. The rows for capital, investments and reporting units can only be created in the portfolio occurrence and scope editors.
4.4.3.1 Portfolios A portfolio records the direct investments between companies in the same corporation. It includes properties (ID, calculation, etc.) which are applied by default to all of the portfolio occurrences.
4.4.3.2 Portfolio occurrences Scope occurrences identify the investments between companies in a group. It provides users with a snapshot of a portfolio at a given point in time. A portfolio occurrence groups together: •
properties. By default, an occurrence has the same properties as the portfolio to which it belongs. However, you can change these properties for a specific occurrence.
•
capital stock rows and investment rows. These rows include information about the contents of the occurrence.
4.4.3.3 Capital stock rows
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A capital stock row displays the number of shares and voting rights which constitute a company's capital stock. Example: The capital of company B is made up of 15,000 shares and 15,000 voting rights.
4.4.3.4 Investment rows An investment row displays how many shares one company owns in another. The row includes a parent company and a subsidiary. An investment is expressed in number of shares and voting rights. The application then uses this information to calculate the direct percentage held in shares and voting rights. It then calculates the parent company's financial interest and determines the ownership interest in the subsidiary. Example: Company A holds 12,000 shares and 12,000 voting rights in Company B. Company A therefore holds 80% of Company B's capital stock, i.e. 80% is held directly, as a financial interest and as ownership interest. Related Topics • Company/Reporting Unit
4.4.3.5 Scopes A scope identifies a group and the links between its subsidiaries (or reporting units) and parent company at a given point in time. A scope groups together:
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•
properties: IDs, thresholds, calculation options, etc.
•
reporting unit rows. A reporting unit row includes all of the reporting units in the corporation.
•
a hierarchy made up of reporting units.
•
capital rows and investment rows are contained in statutory scope occurrences only.
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Related Topics • Statutory scope • Reporting scope
4.4.3.6 Reporting unit rows A reporting unit row includes the ownership interest, consolidation rate and financial interest that the corporation holds in the reporting unit. It also indicates the consolidation method and rate applied to the reporting unit.
4.4.4 Concepts
4.4.4.1 Company/Reporting Unit The Scope Builder view uses: •
reporting units when in Scope mode.
•
companies when in Portfolio mode.
Reporting unit A reporting unit is where data is entered. We refer to reporting units as opposed to legal entities. A scope contains all of the reporting units to be included in a “consolidation” . A reporting unit is not necessarily a legal entity since a legal entity may be comprised of one or more reporting units. Company In legal terms, a company is made up of a group of reporting units. Companies are used in portfolio occurrences. Note: In the application, a legal entity is represented by the Company characteristic in the Reporting Unit dimension. Example: Company A is made up of three reporting units.
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Unit U1 is a mining site, unit U2 is a production site and unit U3 is a distribution site. Company A combines all three into one reporting unit for legal purposes. If each reporting unit enters its own results, the application will use the units to create a scope. Related Topics • Reporting units
4.4.4.2 Initial Values/Revised Values In the Portfolio and Scope modes, all of the data in the capital, investment and reporting unit rows is stored and calculated under Initial Values and Revised Values. Initial values The initial values correspond to all of the data from another object (integrated package or portfolio occurrence) used in a scope or portfolio occurrence. This data can be used to perform calculations. The results are stored as initial values. Revised values The revised values correspond to all of the data entered. These values can be used to perform calculations. The results are stored under revised values. Method for loading initial or revised values In the Portfolio and Scope modes, the procedure is as follows: Data outside the Scopes view is brought forward and stored under Initial Values. This data is then copied to the Revised Values field. You can then change the data that appears in the Revised values field if required. This procedure may cause problems in the following cases:
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•
Data is first of all entered and then more data is imported via another object.
•
Data is extracted, new values are entered in the revised values column and then data is reimported.
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In both cases, the data entered in the revised values column might be deleted when data is being copied. This is why an option enabling you to save the revised values is activated automatically as soon as data is entered there. If, however, you wish to delete the revised data, you can do so by unchecking this option. Note: Consolidations are processed using the revised database. This process is illustrated below:
This method enables you to keep track of the data's original value.
4.4.5 Portfolio mode editors There are two types of editor available in the Portfolio mode: •
Portfolio editor
•
Portfolio occurrence editor
4.4.5.1 Portfolio editor Portfolios are displayed in the portfolio editor when they are created or opened. You can define the portfolio properties in the editor. The editor contains the following tabs: •
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The General tab. You can use this tab to create and identify objects.
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•
The Properties tab. You can use this tab to define the calculations used in the portfolio occurrences. You can also select initialization data. The properties filled in by default are drawn from the general properties defined in the Desktop.
•
The Initialization tab. You can define the following information for declarations of capital stock and portfolios in this tab: •
the dimensions of the parent/subsidiary pairs.
•
the shares and voting rights accounts.
•
The
tab. You can use this tab to add comments to objects.
•
The
tab. You can use this tab to translate object descriptions and select a language.
•
The
tab. You can use this tab to define security settings for objects.
Related Topics • The object editor • Entering data in portfolio occurrences • Adding comments to objects • Translating descriptions in the object editor • Object editor security settings
4.4.5.2 Portfolio occurrence editor You can create and open portfolio occurrences in the portfolio occurrence editor. This editor enables you to define properties for the occurrence, e.g. capital and investment rows. The editor contains the following tabs: •
The General tab. You can enter the general properties of the occurrence in this tab, i.e. the portfolio and period to which the occurrence belongs.
•
The Properties tab. You can use this tab to define the calculations used in the portfolio occurrences. You can also select initialization data. The properties of the portfolio are entered by default.
•
The Initialization tab. You can define the following information for declarations of capital stock and portfolios in this tab:
•
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•
the dimensions of the parent/subsidiary pairs.
•
the shares and voting rights accounts.
The Investments tab. The environment defines: •
Capital stock rows
•
Investment rows
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•
The Chart tab. This tab displays a diagram of the parent company and subsidiaries.
•
The
tab. You can use this tab to add comments to objects.
•
The
tab. You can use this tab to translate object descriptions and select a language.
•
The
tab. You can use this tab to define security settings for objects.
Related Topics • Entering data in portfolio occurrences • Adding comments to objects • Translating descriptions in the object editor • Object editor security settings • Creating portfolio occurrences • Chart step (for a statutory scope)
4.4.5.2.1 Buttons in the Portfolio Occurrence editor The following table contains the buttons available in the portfolio occurrences, the menu command to which they correspond and their functions. Click
Or Select
To
Insert > Row > Capital Stock
Insert a new capital stock row in a portfolio occurrence
Insert > Row > Investment (direct)
Insert a new investment row in a portfolio occurrence
4.4.6 Managing portfolios A portfolio consists of information about the direct legal investments between companies in the same corporation. All of the information is broken down into portfolio occurrences which identify the data at a given moment in time by: •
storing the number of shares and voting rights owned by companies.
•
storing the number of shares and voting rights held by one company in another.
•
using shares and voting rights to calculate the direct investment, financial interest and ownership interest of one company in another.
These percentages are then used to create a consolidation scope.
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This section outlines how you can create a portfolio and what its main functions are.
4.4.6.1 Loading data in a portfolio occurrence This is divided into three stages: •
Select the data to be loaded in the portfolio.
•
Fill in the portfolio.
•
Calculate the rates.
4.4.6.1.1 Step 1: Select the data The first step consists of selecting the data to be used to fill in the portfolio occurrence.
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This data can be: •
preconsolidated (initialization data).
•
taken from another portfolio occurrence.
•
entered manually.
4.4.6.1.2 Step 2: Fill in the portfolio occurrence The second step consists of filling in the portfolio occurrence. How this is done depends on where the data comes from: Preconsolidated data When you fill in a portfolio using preconsolidated data, the data is first of all placed in the Initial Value column then copied into the Revised Value column. Portfolio occurrence Rows are taken from an existing portfolio occurrence and inserted in the new one. Data entry Data can be entered manually. If so, it is entered directly in the Revised Value column. Note: When you enter data in a new portfolio occurrence, you must check that the occurrence has been saved. Import Data is imported from a .txt or .csv file. All the data is imported, including the initial values and the properties.
4.4.6.1.3 Step 3: Calculate the rates Once the capital stock and investments have been entered, the percentages for direct investments, financial interest and ownership interest are calculated.
4.4.6.2 Setting up a portfolio A portfolio is defined in five steps.
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•
First, create a portfolio. It will contain all of the corporation's investments.
•
Next, create a portfolio occurrence by linking a period to a portfolio.
•
Next, enter capital stock and investment data in the occurrence.
•
Next, calculate the direct investment, financial interest and ownership interest percentages.
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•
Once the percentages have been calculated, check that everything is correct.
All of these steps are illustrated in the following diagram.
4.4.6.3 Creating a portfolio A portfolio records how a corporation's investments develop over time. Portfolio occurrences are grouped together in a portfolio to provide a complete view of an investment's history. A portfolio can have one or more occurrences. By default, the occurrences have the same properties as the portfolio to which they belong. Once the portfolio properties have been defined, it is broken down into different periods. The portfolio and period together constitute an occurrence. The diagram below illustrates how this works:
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Note: A portfolio's properties can be changed in a portfolio occurrence. Making changes to a portfolio's properties will not have an impact on the occurrences that have already been defined. The portfolio properties are defined in the Properties and Initialization tabs of the occurrence. Related Topics • Creating portfolio occurrences
4.4.6.3.1 To create a portfolio 1. In the Desktop, select File > New > Portfolio. The portfolio editor appears. 2. Enter the properties in the standard tabs and in the Properties and Initialization tabs. 3. Save and then close the defined portfolio. In the Desktop, the new portfolio appears in the list of portfolios in the tree structure pane.
4.4.6.4 Creating portfolio occurrences A portfolio occurrence contains capital stock and investments belonging to companies in the corporation for a given period. When an occurrence is created from a portfolio, it will by default have the same properties as the portfolio itself. You can, however, change the properties if required. Each occurrence has its own unique Portfolio-Period identity. You can define the properties in the portfolio occurrence editor.
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4.4.6.4.1 General tab The General tab contains the following: •
The Portfolio, which is entered by default. The code and descriptions are automatically the same as those of the portfolio, and are therefore grayed out.
•
The Period is selected manually. The portfolio occurrence is therefore identified in relation to the portfolio.
4.4.6.4.2 Properties tab You can specify how investments should be calculated for the occurrence in the Calculate investments zone. This zone has the following options: •
Voting rights are proportionate to shares
•
Include direct treasury shares
•
Control threshold
Voting rights are proportionate to shares This option is used to decide how the shares and voting rights in the occurrence will be entered: •
When this option is checked, only shares will be entered. The boxes for entering voting rights will be grayed out. The shares will be copied and placed in the voting rights zone.
•
When this option is unchecked, both voting rights and shares will be entered. In this case, the values for shares and voting rights can be managed separately.
Example: A company is made up of 80 ordinary shares (one share = one voting right) and 20 priority shares (no voting rights). In total, the corporation is made up of 100 shares and 80 voting rights. If you uncheck the Voting rights are proportionate to shares option, you can manage shares and voting rights separately.
Include direct treasury shares Taking treasury shares into account affects how the financial interest is calculated. •
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Case 1: Treasury shares are not taken into account:
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In this case, Company A's profit share in Company B is 50%. •
Case 2: Treasury shares are taken into account: Note: When this option is selected, treasury shares are included when investments are calculated.
With self-held investments, Company A's financial interest in Company B is 55.555556%.
Control threshold The control threshold enables you to determine whether or not one company is controlled by another. The control threshold is the percentage below which the companies in the portfolio no longer have control over their subsidiaries. You cannot therefore calculate the indirect rate of ownership interest of company A in the companies held by its subsidiary, B, given that A's indirect ownership interest in the companies held by B is 0.
4.4.6.4.3 To create a portfolio occurrence 1. In the Desktop, select File > New > Portfolio occurrence. The portfolio occurrence editor appears. 2. Enter the properties in the standard tabs and in the Properties and Initialization tabs. 3. Save the portfolio occurrence.
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4.4.6.5 Entering data in portfolio occurrences Entering data in a portfolio occurrence consists of entering the capital stock and investment data for companies from one of the following sources: •
Preconsolidated data (initialization data).
•
Data inserted from another portfolio occurrence.
•
Data entered manually.
•
An imported file.
The last method is covered in detail in the section on entering data and changing portfolios. Note: When you enter data in a new portfolio occurrence, you must check that the occurrence has been saved. Related Topics • Changing or entering data in portfolio occurrences
4.4.6.5.1 Using a reporting ID to initialize a portfolio occurrence You can allow the subsidiaries to enter information about their capital stock and investments and use the information entered to fill in the occurrence. The information is entered in the packages and then integrated by the site that will create the portfolio. The occurrence is then initialized, i.e. it is filled in using this information. Initialization is performed in two steps: •
Define the initialization settings, i.e. the dimensions and dimension values used when entering data.
•
Run the initialization.
Selecting the reporting ID and the data To initialize the portfolio occurrence, you must select the reporting ID that contains the data. You can do so in the portfolio occurrence editor under Select data for initialization in the Properties tab. You must select:
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•
a reporting ID (Category/Data Entry Period pair).
•
a period.
•
a flow.
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•
a non-group company: Filling in this dimension enables you to specify how much of the capital stock or shares is not held by the corporation so that it can be excluded from the initialization.
•
an Audit ID filter (optional).
Differentiating the parent company from the subsidiary in capital stock and investments declared In order to be able to interpret the data, you must display the capital stock and portfolios declared by the parent company and the subsidiary. This is done in the Initialization tab of the portfolio occurrence editor. Under declaration of capital stock and declaration of portfolio, you can tell the parent companies and subsidiaries apart by: •
the account filter containing the shares
•
the account filter containing the voting rights
•
the dimension containing the parent company
•
the dimension containing the subsidiary
Once the data has been entered by the subsidiaries, it is stored in rows in the database as in the example below: Account
Reporting unit
Partner
Share
Amount
...
Q101T
U1
U2
-
100
...
At this level, you cannot tell if U1 holds 100 units of stock in U2 or vice versa. This is why you must specify a dimension for the parent company and a dimension for the subsidiary. In this example, the parent company takes the Reporting Unit dimension and the subsidiary takes the Partner dimension, therefore it becomes clear that U1 holds 100 units of stock in U2. Central site asks its subsidiaries to enter the following: •
their capital stock (in number of shares) in an account in filter Q501T.
•
their investments (in number of shares) in an account in filter Q101T. Central site specifies that these shares must be analyzed by subsidiary in the Share dimension.
•
Minority Interests in reporting unit S999.
All of this information is entered using the LIA01 Audit ID, but subsidiaries can also use LIA02 and LIA03 if necessary. The balance at the end of the year is posted in flow F99. This produces the following table in the database:
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Phase: Consolidation; Data Entry Period: 2001.12; Period: 2001.12
Reporting unit
Account
Flow
Audit ID
Partner
Share
Amount
U1
Q501T
F99
LIA01
-
-
100
U1
Q501T
F99
LIA01
U2
-
75
U1
Q501T
F99
LIA01
S999
-
25
U1
Q101T
F99
LIA01
-
U3
45
U2
Q501T
F99
LIA01
-
-
1000
U2
Q501T
F99
LIA01
S999
-
1000
(2)
U2
Q101T
F99
LIA01
-
U1
80
(3)
U2
Q101T
F99
LIA02
-
U1
-5
U2
Q101T
F99
LIA01
-
U3
30
U3
Q501T
F99
LIA01
-
-
100
U3
Q501T
F99
LIA01
U1
-
45
U3
Q501T
F99
LIA01
U2
-
30
U3
Q501T
F99
LIA01
S999
-
25
(1)
In order to interpret the data in the table, the following settings have been defined:
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Note: In this example, there is no need to enter voting rights because the Voting rights are proportionate to shares option has been checked. Firstly, the capital stock and portfolio declarations are differentiated by the following account filters: •
Q501T for the capital stock declared (in shares).
•
Q101T for the portfolio declared (in shares).
Next, the declaring company is specified using the Reporting Unit dimension. This dimension is selected: •
at subsidiary level in the declaration of capital stock. (1) U1 is held by U2 (75 shares).
•
at parent company level in the declaration of portfolio. (2) U2 holds 80 shares in U1.
Note: (3) In this example, an Audit ID filter was selected in the Properties tab to show that the capital stock and portfolio data was entered using the LIA01 Audit ID and LIA02 was used for adjustments. In the eighth row, U2 posted a journal entry (-5) to correct its investment in U2, which is 75 and not 80 as declared in the row above. If the filter only contains Audit ID LIA01, the corrected amount (with Audit ID LIA02) will not be taken into account.
To define the initialization settings 1. Select the Properties tab. 2.
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Click the
button to access the list of available Reporting IDs.
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3.
Select the period, flow, non-group company and the Audit ID filter by clicking the buttons. 4. Select the Initialization tab and select the settings for analyzing the declaration of capital stock and the declaration of portfolio. 5. Save the settings selected.
To initialize a portfolio occurrence •
Select Action > Initialize in the occurrence editor. This will initialize the occurrence and generate capital stock and investment rows. Note: Ensure that the portfolio occurrence has already been saved before you carry out this operation.
4.4.6.5.2 Inserting a portfolio occurrence in another This function enables you to enter investment or capital stock rows belonging to one portfolio occurrence in another. Inserting a portfolio in a step consolidation In a step consolidation, portfolio occurrences are first of all created for sub-groups of companies. These sub-groups are identified by a “site” . The site indicates which company created the sub-group's portfolio. In the occurrence editor, this site is identified by Geographic Origin. The occurrences are then inserted in the parent company occurrence in exactly the same order as that used by sub-consolidations. At the same time, the parent company can also send preconsolidated data (via an initialization) for validation. Using preconsolidated data from the sub-group alongside a portfolio which has been inserted enables you to manage the following scenario:
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In this case, the parent company creates its portfolio by inserting the data from step A and step B. If, as in this case, one of the companies in step A holds shares in a company in step B, this will not be taken into account when the insertion is performed. Consequently, you will not be able to take this data into account when the consolidation scope is created or to perform the necessary eliminations when processing consolidations. You can therefore send preconsolidated data when inserting data in order to ensure that the portfolio takes into account all of the investment data. However, data created by the insertion takes priority over the preconsolidated data. Note: This means that you can take into account any changes made by the parent companies in each step.
To insert one occurrence in another 1. Select Insert > Portfolio. The "Insert portfolio occurrence" dialog box appears. 2. Select the portfolio occurrence you want to insert. 3. Click OK. The rows inserted in the new portfolio will appear in the editor window. Note: Ensure that the portfolio occurrence has already been saved before you carry out this operation.
4.4.6.6 Changing or entering data in portfolio occurrences In a portfolio occurrence, you can: •
add capital stock and investment rows.
•
change the shares or voting rights.
•
force control over a company.
These operations are performed in the Investments tab in the portfolio occurrence editor. This tab enables you to: •
manually define the portfolio occurrence by inserting one or more capital stock or investment rows.
•
change the initialization values (revised values).
Properties box All of these operations are carried out in the properties box which has:
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•
one tab (Investments) for creating a new row.
•
two tabs (Investments and Rates) for consulting the properties.
This dialog box includes a zone for entering shares and another for entering voting rights. However, the zone for entering voting rights might be grayed out. When the Voting rights are proportionate to shares option is selected, the voting rights cannot be entered since they will be copied from the shares, as in the example below:
However, if the Voting rights are proportionate to shares option is not selected, the voting rights can be entered as in the example below:
Related Topics • Voting rights are proportionate to shares
4.4.6.6.1 Adding/deleting rows You can add or delete capital stock or investment rows to or from a portfolio occurrence. This enables you to: •
manually define a portfolio occurrence.
•
add rows to an occurrence which has already been defined.
To define a capital stock row, you must specify: •
the subsidiary.
•
the number of shares (and voting rights if necessary) which make up the company's capital stock.
Investment rows define the relationship between two companies. You must specify:
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the subsidiary.
•
the parent company.
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•
the number of shares (and voting rights if necessary) which make up the parent company's share in the subsidiary.
To add a capital stock row 1. Select Insert > Insert Capital Stock Row in the Investments tab. The Wizard for Creating an Investment Row dialog box will appear. 2. Select the subsidiary from the Subsidiary section. 3. Enter the number of shares and, where applicable, the number of voting rights in the Revised value section. 4. Click on OK. 5. Save.
To add an investment row 1. In the Investment tab, select Insert > Insert Investment Row. The Wizard for Creating an Investment Row dialog box will appear. 2. Select the subsidiary from the Subsidiary section. 3. Select the parent company from the Parent section. 4. Enter the number of shares and the number of voting rights (if necessary) held in the Revised Value box. 5. Click on OK. 6. Save.
To delete a capital stock or investment row 1. Select the capital stock or investment row you want to delete. 2. Select Edit > Delete.
4.4.6.6.2 Changing the shares or voting rights You can change the shares or voting rights which make up a company's capital stock. The method for changing both rows is more or less identical.
Changing a capital stock row The shares or voting rights can be changed in the Revised Value column of the capital stock row's properties box. When making changes, there are two tabs in the properties box: •
The Investments tab. This tab enables you to enter shares and/or voting rights.
•
The Rates tab. This tab is grayed out for capital stock rows.
When the shares and voting rights are changed, the percentages are re-calculated automatically.
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Tip: Manual/Automatic calculation: the calculation can be started by checking the Automatically Calculate Rates option. Example: If company A's capital stock is 100 and company B holds 50, B's direct holding in A is 50%. If company A's capital stock changes to 200, the percentages are automatically recalculated: in the investment row, the direct holding is now 25%. Related Topics • Calculating rates
Changing an investment row The shares or voting rights can be changed in the Revised Value column of the investment row's properties box. When making changes, there are 2 tabs in the properties box: •
The Investments tab. This tab enables you to enter shares and/or voting rights.
•
The Rates tab. This tab includes all of the initial and revised percentages calculated from shares and voting rights.
Keeping the revised shares and/or voting rights When the changed shares or voting rights are overwritten (in a capital stock or investment row), the Keep revised value when initializing and inserting portfolio option is activated. In the portfolio editor, the option is indicated by the Keep revised shares and Keep revised voting rights columns.
To change the capital stock or investments 1. In the Investments tab in the portfolio occurrence, select the capital stock or investment row you want to change. 2. Double-click on the row. The properties box appears. 3. Change the shares or voting rights or both. 4. Click Apply to recalculate the percentages. 5. Close the properties box.
To save/delete revised values when initializing or inserting a portfolio •
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•
Uncheck the Keep revised value when initializing and inserting portfolio option to delete the revised values when initializing or inserting data from another portfolio.
•
Check the Keep revised value when initializing and inserting portfolio option to keep the revised values when initializing or inserting data from another portfolio.
4.4.6.6.3 Forced control In some cases, you might require company A to control company C (a direct subsidiary of company B) even if ownership interest is less than the control threshold. You can use the Forced Control option to deal with this type of case in the portfolio occurrence. Once this option is checked, the company is considered to be in control. Example: This option allows company A to take control of company C which is held by company B:
No forced control of A over B: Ownership interest of A in C = 0 Forced control of A over B: Ownership interest of A in C = 60%. Related Topics • Control threshold
To force control 1. Double-click on the relevant investment row. The properties box will appear. 2. Check the Forced option in the Investment Control box. 3. Click Apply and close the dialog box. In the list of investments, Yes appears in the Forced Control column. Related Topics • Control threshold
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4.4.6.7 Calculating rates By default, rates are calculated automatically once information about the number of shares and voting rights has been filled in and validated in the portfolio occurrence. However, you can deactivate this automatic calculation option and perform calculations as and when required.
4.4.6.7.1 To run/interrupt the automatic calculation 1. Select Tools > Options > Automatically Calculate Rates. 2. Select the command to activate or deactivate the automatic calculation. 3. When the automatic calculation is deactivated, select Action > Automatically Calculate Rates to run calculations. Note: When you open an occurrence, all of the rates are systematically recalculated. Related Topics • Calculating scopes
4.4.6.8 Checking portfolio occurrences When a portfolio is filled in, you can run control reports in order to check that there are no inconsistencies. You can consult the following reports: •
Investments greater than 100%
•
Missing Capital Stock
•
Control for Declarations
•
Control for Revised Data/Declarations
•
Initial Data/Declarations Control
4.4.6.8.1 Investments Greater Than 100% This control enables you to detect any errors caused by a holding greater than 100%. Subsidiaries' capital stock and the total number of investments declared by parent companies are reconciled. This control can be run on voting rights or shares. It can be applied to:
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•
preconsolidated data.
•
initial data.
•
revised data.
Once you have selected the type of data you want to check, the [Occurrence name]: investments greater than 100% dialog box will appear.
To detect investments greater than 100% 1. Select Tools > Reports > Investments Greater Than 100%. 2. In the Investments greater than 100% dialog box, select the data you want to check. 3. Click OK. The [Occurrence name]: investments greater than 100% report appears with a list of all of the investments greater than 100%.
4.4.6.8.2 Missing Capital Stock This control enables you to ensure that all of the capital stock belonging to subsidiaries has been declared. This control is useful when undeclared capital stock distorts the investment calculations. This control can be run on voting rights or shares. It can be applied to: •
preconsolidated data.
•
initial data.
•
revised data.
Once you have selected the type of data you want to check, the [Occurrence name]: Reporting units with undeclared capital stock dialog box will appear. A list of the reporting units which have not declared any capital stock will appear.
To detect missing capital stock 1. Select Tools > Reports > Missing Capital Stock. 2. In the "Undeclared Capital Stock" dialog box, select the data you want to check. 3. Click OK. The [Occurrence name]: Reporting units with undeclared capital stock report appears with a list of all of the reporting units with undeclared capital stock.
4.4.6.8.3 Control for Declarations You can check the shares or voting rights declared by the parent company and subsidiary in the preconsolidated data used to initialize the portfolio occurrence. You must select the data you want to check (shares or voting rights) and select an investment filter to be applied. Once you have selected the data, the [Occurrence name] Control for declarations dialog box appears.
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The list of reporting units with a difference between the share capital or voting rights declared by the parent company and subsidiary are present.
To check declarations 1. Select Tools > Reports > Control for declarations. 2. In the Control for declarations dialog box, select the data you want to check and select a filter if necessary. 3. Click OK. The [Occurrence name]: Control for declarations report appears.
4.4.6.8.4 Control for Revised Data/Declarations This control enables you to compare what the subsidiary declares in the preconsolidated data with the revised shares or voting rights in the portfolio's investment row. Once you have selected the data you want to check (in the same dialog box as Control for Declarations), the [Occurrence name] Control for Revised Data/Declarations dialog box will appear.
To check the revised data in comparison to the declarations 1. Select Tools > Reports > Control for Revised Data/Declarations. 2. In the Control for Revised Data/Declarations dialog box, select the data you want to check and a filter if necessary. 3. Click OK. The [Occurrence name]: Control for Revised Data/Declarations report appears.
4.4.6.8.5 Control for Initial Data/Declarations This control enables you to compare a portfolio's initial data with the shares and voting rights declared by a subsidiary during initialization. Once you have selected the data you want to check (same dialog box as Checking Declarations), the [Occurrence name] Control for Initial Data/Declarations dialog box will appear.
To check the initial data in comparison to the declarations 1. Select Tools > Reports > Control for Initial Data/Declarations. 2. In the Control for Initial Data/Declarations dialog box, select the data you want to check and a filter if necessary. 3. Click OK. The [Occurrence name]: Control for Initial Data/Declarations report appears.
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4.4.6.9 Chart The Chart tab is used to display corporate investments in the form of a diagram. The chart for a portfolio is displayed as follows:
The main function of the graph tool is to enable you to create a chart from a portfolio. You can also modify a chart previously created and save it in different formats so that you can use it in conjunction with other software programs. The other functions are used to change how the chart appears on screen or to add information to the organization chart at a later date e.g.: •
Filters
•
Zoom
•
Captions
•
Method for designing nodes and links
•
Navigate your way around a chart
4.4.6.9.1 Node A node represents a company. It appears in the chart as follows:
By double-clicking on the triangle in the bottom right-hand corner, you can view more information about the company. The company code and description appear in the node by default.
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4.4.6.9.2 Links A link represents a stockholding between two companies or business units. It appears in the chart as follows:
By default, links do not contain any information.
4.4.6.9.3 Toolbars The application has a number of buttons in the toolbar which make it easier for you to perform the most frequent tasks quickly and easily: •
Chart/Selection
•
Chart/Format
•
Chart/Draw
Note: If some menu command buttons are not available for a given work session, they will be deactivated.
To display the graph toolbars 1. Select View > Toolbar. 2. Activate the toolbar that you want to display: Selection, Format or Draw.
Select Data toolbar Click on
To
Select or move components Display the properties of a particular item selected Change the position of individual points in a diagram Move Zoom View all objects in the chart
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Click on
To
Magnify the object selected
Format toolbar Click on
To
Align on left Align at center Align on right Align at top Align at center Align at bottom Bring to front Send to back Bring forward Move backward Link objects Disconnect linked objects Move up Move down Move to the left Move to the right Rotate components
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Click on
To
Rotate components 90�? anti-clockwise Rotate components 90�? clockwise Rotate around the vertical axis Rotate around the horizontal axis
Layout toolbar Click on
To
Draw a straight line Draw a line with angles Draw a polygon Draw a rectangle Draw a series of connected curves Draw a closed curve Draw a circle Insert text Insert a picture Insert a point
4.4.6.9.4 Saving organization charts You can save the organization chart if you want to use it at a later date. It will be saved on your hard disk as a "graph document" with a .gph extension.
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Note: The .GPH extension is a format used in SAP BusinessObjects Financial Consolidation to view charts. You can use the GraphViewer tool that is supplied with the application in the installation folder to open files in GPH format.
To save a chart 1. Select Chart > Save As.... The "Save As" dialog box appears. 2. Enter the name and the folder where you want to save the chart and click OK.
4.4.6.9.5 Exporting charts You can save the organization chart in different formats in order to use it with other programs: •
BMP and DIB (images). You can use this format to open exported charts in specific graphics software.
•
EMF (vector format). You can use this format to open exported charts in software applications that support vector formats. For example, this enables you to insert a chart in Microsoft Word.
To export a chart 1. Select Chart > Export. The "Export As" dialog box appears. 2. Check the Read-only box if you do not want any changes to be made to the graph once it has been exported. 3. Enter the name of the graph. 4. Select: • the folder where you want to save the graph. •
the format you want the graph to be saved in.
5. Click OK.
4.4.6.9.6 Displaying node properties In order to maximize the quality of the portfolio displayed, only two properties will appear by default: the code and the description. You can, however, add other properties if required.
To display node properties 1. Select Chart > Organization Chart > Node > Node Properties. The Select Displayed Properties dialog box will appear. 2.
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Select the properties you want to display and click on displayed list.
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3. Do one of the following: • Click on to move the selected property up in the display order. •
Click on
to move the selected property down in the display order.
4. Click on OK. The chart will appear with the changes you have just made.
To adjust the size of a node to view all of its contents 1. Select the company whose properties you want to view. 2. Do one of the following: • Select Chart > Organization Chart > Node > Fit to Content. •
Use the cursor to increase the size of the node until all its properties are visible.
All of the company's properties will be visible.
To view a node's properties 1. Select the node whose properties you want to view. 2. Select Chart > Organization Chart > Node > Node Properties. The Properties window will appear.
4.4.6.9.7 Displaying link properties You can add information to the links detailing the stockholdings between companies.
To display link properties 1. Select Chart > Organization Chart > Properties Displayed in Links.... The "Select Displayed Properties" dialog box appears. 2.
Select the properties you want to display and click to move them from the hidden list to the displayed list. 3. Do one of the following: • Click to move the selected property up in the display order. •
Click
to move the selected property down in the display order.
4. Click OK. The chart appears with the changes you have just made.
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To view link properties 1. Select the link whose properties you want to view. 2. Double-click it. The "Properties" window appears.
4.4.6.9.8 Setting a node as a focus You can select a node which will serve as the pivotal point in the chart. It will have the following characteristics: •
a red dot
which appears to the left of the code in the list of companies.
•
the node's code will appear in red:
To define a reference node •
Do one of the following: • Select the Node which you want to set as a focus and select Chart > Organization Chart > Node > Set as Focus. •
Hold down the CTRL button and click the node you want to set as a focus.
4.4.6.9.9 Expanding or collapsing charts If there are too few or too many companies in the scope for the chart to be viewed in its entirety on screen, you can expand or collapse some links or nodes in order to have a better view of the chart.
To collapse a chart 1. Do one of the following: • Select Chart > Organization Chart > Collapse All Levels. •
Select Chart > Organization Chart > Parent Company and Subsidiary Levels.
The Adjust view dialog box appears. 2. Select the settings you require. Note: By default, the number of levels is set at 1.
To hide a node •
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Do one of the following:
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•
Select the node you want to hide and select Organization Chart > Node > Hide.
•
In the list of companies, uncheck the box next to the company you want to hide.
To expand a chart 1. Do one of the following: • Select Edit > Expand All Levels. •
Select Edit > Parent Company and Subsidiary Levels.
The Adjust view dialog box appears. 2. Select the settings you require. Note: By default, the number of levels is set at 1. 3. Do one of the following: • Click on the node you want to expand. •
Check the box next to the company that you want to see in the chart.
4.4.6.9.10 Display Options This section outlines the display options you can use to view charts, improve their presentation and print them.
Displaying the caption There is a table summarizing the link and node properties displayed. This table is known as the caption and appears on screen in the following form:
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To display the caption 1. Select Chart > Organization Chart > Caption. The checkmark ( ) in front of the Caption command indicates that it is displayed. If there is no checkmark, then it is not displayed. 2. Click on the Caption command to hide or display it. To adjust the size of the caption in order to view the contents 1. Select Chart > Organization Chart > Caption > Adjust Caption.
Displaying the grid To improve how the organization chart is displayed, you can: •
design a grid and specify the unit of measurement to be used.
•
hide or display the grid.
•
align the chart with the grid displayed.
To define grid properties 1. Select Chart > View > Grid Properties. The Grid Properties dialog box will appear. 2. Select the options required and click on OK. To change the unit of measurement 1. Select Chart > Unit of Measurement. The Unit of Measurement dialog box will appear. 2. Select the required unit of measurement and click on OK. To display the grid 1. Select Chart > View > Grid. The checkmark ( ) in front of the Grid command indicates that it is displayed. If there is no checkmark, then the grid is not displayed. 2. Click on the Grid command to hide or display the grid. To align a chart with the grid 1. Select Chart > Object > Snap to Grid. The checkmark ( ) in front of the Snap to Grid command indicates that it is displayed. If there is no checkmark, then the command is deactivated. 2. Click on the Snap to Grid command to align the chart with the grid.
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Displaying page breaks You can display the page breaks for charts that fit on to more than one page. These page breaks are set automatically depending on the chart and its layout. To display page breaks 1. Select Chart > View > Print Area. The checkmark ( ) which appears in front of the Print Area command indicates that the areas are displayed. If there is no checkmark, then the command is not active. 2. Click on the Print Area command to display or hide the print areas.
Using the zoom factor You can also zoom in on the chart to obtain a clearer view of a company or link. There are several ways of doing so: •
Automatic zoom. This function depends on the contents and the layout of the chart. It is set so that the whole chart is visible.
•
Four pre-set zoom factors: 50%, 75%, 100% and 200%.
•
A customized zoom factor.
To select a preset zoom factor 1. Select Chart > View > Zoom Factor. 2. Click on the zoom factor you require: 50, 75, 100 or 200%. The checkmark (
) in front of the percentage indicates which one has been chosen.
To view the whole chart 1. Select Chart > View > Size to Fit. To customize the zoom factor 1. Select Chart > View > Zoom Factor. The Zoom dialog box will appear. 2. Enter the zoom factor required. Note: You can select any one of the pre-set zoom factors: 50, 75, 100 or 200%.
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Positioning nodes and links You can: •
•
automatically define where the links and nodes should appear on the grid: •
decide the form the links should take, i.e. perpendicular or straight.
•
decide how links should be grouped together.
•
decide how the chart should be printed: from top to bottom, bottom to top, right to left or left to right.
move companies or links around the chart.
To position objects in the chart 1. Select Chart > Organization Chart > Organization Options. The Organization Options dialog box will appear. 2. Select the options required and click on OK. To reorganize objects in the chart 1. Select View > Reorganize.
Redrawing the chart You can revert to the original chart layout at any time. Caution: If you reinitialize a chart you will lose all changes made to it since it was opened. You must save the chart in order to save any changes made. To refresh the chart 1. Select Chart > Organization Chart > Redraw.
4.4.6.10 Standard operations You have access to the following standard operations: • • •
General Options Display templates Printing
Related Topics • General Options
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• Display templates • Printing
4.4.6.10.1 General Options In the Desktop General Options, you can set a default mode for calculating investments. You can also define the initialization of the capital stock declaration or the portfolio declaration using preconsolidated data. You can set these properties by default in the Portfolios tab in the Desktop General Options.
4.4.6.10.2 Display templates In the Investments tab of a portfolio occurrence, you can select different display templates: •
Subsidiary/Parent Company
•
Parent Company/Subsidiary
These templates group together rows by subsidiary or parent company.
4.4.6.10.3 Printing You can print: •
A list of the portfolios or portfolio occurrences displayed in the Desktop.
•
The properties of a portfolio or portfolio occurrence.
•
The investment and capital stock rows directly using the contextual menu in the Investments tab of a portfolio occurrence.
Related Topics • Printing Desktop objects
4.4.7 Scope mode editor The scope editor enables you to define objects that are used to define a scope. To define scopes easily, perform the steps in this editor. You use the navigate from step to step.
and
buttons to
Related Topics • To open an object editor in the Information Viewer
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4.4.7.1 Definition step In this step, you define the code and general information that will be used to identify a scope. Security details (for example, owner group and site) are hidden by default when the scope is opened. You can display these details if required.
4.4.7.2 Hierarchical scope step In this step, the reporting units in the scope can be displayed in a hierarchy.
Figure 4-1: Operation domain > Scope Builder view > Scope mode > Statutory scope editor > Hierarchical scope
The page is split into three areas: 1. Hierarchical view of the scope reporting units. 2. Reporting units in the hierarchy that have not yet been placed in the hierarchy and any other reporting units in the database. 3. The properties of a particular item selected.
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4.4.7.3 Scope step In this step, the reporting units in the scope and their properties can be displayed in simple list format.
Figure 4-2: Operation domain > Scope Builder view > Scope mode > Statutory scope editor > Hierarchical scope
The page is split into two areas: 1. List of reporting units in the scope. 2. The properties of a particular item selected.
4.4.7.4 Initialize using a portfolio step This step enables you to load data in the scope from an existing portfolio occurrence.
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Figure 4-3: Operation > domain > Scope Builder > view > Scope > mode > Reporting scope editor > Initialize using a portfolio
4.4.7.5 Investments step This step enables you to define the capital stock and investment rows. Note: This step is only available for statutory scopes.
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Figure 4-4: Operation domain > Scope Builder view > Scope mode > Statutory scope editor > Investments
The page is split into two areas: 1. List of investments in the scope. 2. The properties of a particular item selected.
4.4.7.6 Chart step This step enables you to view the investments in a chart. Note: This step is only available for statutory scopes.
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Figure 4-5: Operation domain > Scope Builder view > Scope mode > Statutory scope editor > Chart
The page is split into two areas: 1. The list of reporting units in the scope entered during the Investments step. 2. A chart of the investments selected from the list on the left-hand side of the window.
4.4.7.7 Managing columns in lists in the scope mode editor You can change the way columns are displayed in the lists in the Scope step and Investments step in the scope mode editor. The following operations are possible: • Add or delete columns Make additional columns visible in the list or mask already visible columns. •
Sort columns You can sort reporting units by the column(s) of your choosing, in either descending or ascending order.
•
Group columns You can roll up the reporting units under the column(s) of your choosing, in either descending or ascending order.
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4.4.7.7.1 To add or delete columns in a list of items 1. Right-click in the column headers in the list of items and select Columns from the contextual menu. The "Grouped columns" dialog box opens. 2.
In the View tab, move the columns you require to the Visible columns list using the or remove columns to the Available columns list using the
arrow,
arrow.
3. Click OK.
4.4.7.7.2 To sort columns in a list of items 1. Right-click in the column headers in the list of items and select Columns from the contextual menu. The "Grouped columns" dialog box opens. 2.
In the Sort tab, move the columns you require to the Sorted columns list using the remove columns to the Visible columns list using the
arrow , or
arrow.
3.
To change the order of importance of the selected sort columns, use the and arrows. 4. To change a sorted column to display in ascending or desdending order, select the column in the Sorted columns list and choose Ascending or Descending. Note: To apply the same property to several or all of the sorted columns, select the columns you require using the CTRL or SHIFT keys and choose Ascending or Descending. 5. Click OK.
4.4.7.7.3 To group columns in a list of items 1. Right-click in the column headers in the list of items and select Columns from the contextual menu. The "Grouped columns" dialog box opens. 2.
In the Grouping tab, move the columns you require to the Grouped columns list using the arrow , or remove columns to the Available columns list using the
arrow.
3. Click OK when you are done. Note: Optionally, you can right-click in the column headers in the list of items and select Grouping box from the contextual menu. Drag and drop as many column headers as you require into the grouping box that appears above the columns. The rows in the list are now rolled up under the grouped columns.
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4.4.7.8 Creating filters in lists in the scope mode editor You can create filters in the lists of items in the Scope step and the Investments step in the scope mode editor.
4.4.7.8.1 To create filters in a list of items 1. Right-click in the column headers in the list of items and select Filter from the contextual menu. Dropdown filter lists appear under each column heading of the list of items. 2. Configure as many filters as you require by clicking the arrows in the dropdown filter menus to access the choices for each column. Only the filtered list of items is now displayed. Note: •
•
You can add columns to the list in order to define additional filters by right-clicking in the column headers of the list and choosing Columns from the contextual menu. In the View tab in the "Grouped Columns" dialog box, add the columns you require to the Visible columns list and click OK. You can clear individual filters by clicking the the arrow in the dropdown filter menu and selecting "All".
Related Topics • To add or delete columns in a list of items
4.4.7.8.2 To remove the filters from a list of items •
Right-click in the column headers in the list of items and select Filter from the contextual menu. The dropdown filter lists disappear from the column headings of the list of items.
4.4.8 About scopes A scope identifies a corporation and its development over time. It includes all of the reporting units to be included in a “consolidation”, as well as the method to be used for each one. It is used for complex processing (“statutory scope” ), such as statutory consolidations or detailed reporting analysis. It can also be used for simpler processing (reporting scopes).
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There are two types of scope for coping with simple and more complex consolidations: statutory and reporting. This section outlines how these scopes work.
4.4.8.1 Statutory scopes A statutory scope enables you to perform complex consolidations. It groups together two types of information: •
Information about corporate reporting units, consolidation rates and methods to be applied.
•
Information about investments.
In a statutory scope, these two types of information go hand in hand since the consolidation rates and methods used are calculated using the investments as a basis. This is why any changes made to the reporting units must be made using the investments to guarantee consistency between the consolidation methods and the investments which legally bind the subsidiaries to the parent company. This type of scope is generally used for statutory consolidations. It can also be used to process data for detailed reporting.
4.4.8.1.1 Statutory scope functions A statutory scope is filled in using corporate investments. Shares and voting rights are entered in the scope, including capital stock and investment rows, the rate of direct investment, financial interest and ownership interest between the different companies. This information is then used to recalculate the financial interest and ownership interest. The consolidation rates and methods applied to each company are displayed in the Investments step. The companies are broken down into reporting units. This is illustrated below:
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Related Topics • Company/Reporting Unit
4.4.8.2 Reporting scopes A reporting scope enables you to perform more simple consolidations. It only consists of information about the reporting units to be taken into account in the scope, including the consolidation rates and methods to be applied. It is often used to total accounts for a group of reporting units in order to obtain an overall view of the results for a particular branch of activity.
4.4.8.2.1 Reporting scope functions Data is always entered directly in reporting scopes during the Scope or Hierarchical scope step. It only contains information about the reporting units (financial interest, ownership interest and consolidation rates and methods). It does not contain any information about investments. This is illustrated below:
Related Topics • Company/Reporting Unit
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4.4.8.3 Creating scopes A scope contains the corporate reporting units for a given period. A scope is unique in that it is identified by its main properties {Scope–Period–Version}. Note: For reporting scopes, the Investments and Chart steps are not available. You can create a scope in the Definition step of the scope editor.
4.4.8.3.1 To create a scope 1.
In the Scope Builder view, click on the arrow in the button and select Statutory scope or Reporting scope depending on the type of scope you want to create. The scope editor appears.
2. In the Definition step, enter or select the required information. 3. Save the scope. The new scope appears in the list of scopes. Related Topics • Definition step
4.4.8.4 Loading data in a scope You can enter data directly in a scope or import data from another object (meaning another scope or scope occurrence) and use it in the scope: •
to define the group's financial and ownership interest rates in the reporting units.
•
to select the consolidation methods to be used and calculate the consolidation rate to be applied to the corporate reporting units.
The method for loading data varies depending on whether or not you are working with a reporting or statutory scope. Note: Before loading data in the scope, you must first save it.
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4.4.8.4.1 Statutory scope A statutory scope is always filled in using investments. To load data in a statutory scope, you can relocate in the scope all of the investment and capital stock rows which explain the relationship between corporate companies. Alternatively, you can enter the rows manually. These rows are available in the Investments step in the scope editor. Companies are broken down into reporting units and rates are recalculated in order to work out the ownership interest and corporate financial interest in the reporting units. This information is then used to calculate the consolidation methods and rates and generate reporting unit rows. You can access these rows in the Rates and method and Initialization tabs in the Hierarchical scope and Scope steps. These calculations are designed to pre-identify: •
The Parent company. If the scope holds information about the relationship between the parent company and its subsidiaries, you must include a parent company when you create it. The parent company is entered first and is always fully consolidated (except in the case of treasury shares). All reporting units belonging to the same parent company should also be added to the scope.
•
The Consolidation thresholds. If the consolidation methods are determined by comparing rates of ownership interest to consolidation thresholds, you must specify what the thresholds are in order to define the scope.
You must also note: •
Only the capital stock and investment rows which contain information about the relationship between a parent company and subsidiaries are taken into account in reporting unit row calculations.
•
When a company's capital stock is not defined or is equal to zero, the investment and capital stock rows defined using the capital stock data are not used in reporting unit rate calculations.
•
If a reporting unit or reporting ID filter has been defined, only the companies related to the reporting units in the filter are used.
•
Investments cannot exceed 100%. If investments in a company exceed 100%, all of the investments are corrected so that no company holds more than 100% in another. In this case, a warning tells you that the rates may be incorrect due to the recalculation performed.
Note: These restrictions also apply to reporting scopes when they are initialized using a portfolio occurrence. Related Topics • Company/Reporting Unit
4.4.8.4.2 Reporting scope Data is entered directly in reporting scopes in the Scope or Hierarchical scope step.
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When the scope is filled in using another one, only the consolidation method and rate are copied. You must enter the consolidation thresholds. When data is loaded in the scope via a portfolio occurrence in the Initialize using a portfolio step, you must specify a parent company and consolidation thresholds. In this case, the restrictions which apply to statutory scopes (capital null, investments greater than 100%, etc.) also apply to reporting scopes.
4.4.8.5 Copying the opening scope to the current scope Note: This operation is valid for all of the steps. It can only be performed if an opening scope has been defined. You can copy data from the opening scope to the current scope. This method can be used, for example, when a scope has not changed much from one year to the next. Any necessary changes can then be entered manually. The method for loading data varies depending on whether or not you are working with a reporting or statutory scope. Statutory scope In a statutory scope, the investments from the opening scope are carried forward to be included in the current scope. Investments are then recalculated in the Investments step. Copied data includes: •
parent companies and subsidiaries
•
shares and voting rights
•
direct investments
•
forced control
This is illustrated in the diagram below:
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Figure 4-6: How data is copied from an opening statutory scope to a closing statutory scope
1. Copy investments at closing (revised values) to opening (initial values) 2. Copy initial values to revised values (when the Keep...during initialization options are not checked). 3. Recalculate at reporting unit level Caution: •
•
You can load data in a scope from an opening scope selected in the Definition step. However, if the current scope's main parent company is not the same as the opening scope's, the data loaded may be affected (different rates, different reporting units, empty boxes, etc.). You can only copy data to a statutory scope from another statutory scope. However, you can copy data from a statutory scope to a reporting scope.
Reporting scope In a reporting scope, the opening scope data included as revised values are carried forward to the current scope as initial values. All of the reporting unit properties are copied, including: •
reporting units
•
ownership interest and financial interest
•
consolidation methods and rates
•
subscopes
•
forced control
Note: Only the reporting units which are not consolidated in the opening scope are not carried forward to the current scope. This is illustrated in the diagram below:
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Figure 4-7: How data is copied from an opening reporting scope to a closing reporting scope
Related Topics • Opening scope
4.4.8.5.1 To copy an opening scope to the current scope Caution: You must save the scope before you copy it. 1. In the scope editor, click Copy opening to closing. The following data is copied: •
For a reporting scope: reporting units and rates.
•
For a statutory scope: investments.
2. Save.
4.4.8.6 Checking a scope Once the scope has been filled in, you can check the control reports in order to ensure that there are no inconsistencies in the data. You can consult the following reports: •
For a reporting scope: •
•
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consistency between the consolidation method and the rate of consolidation
For a statutory scope: •
consistency between the consolidation method and the rate of consolidation
•
investments greater than 100%
•
missing capital stock
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4.4.8.6.1 Consistency between the consolidation method and the rate of consolidation This report lists the cases where the consolidation method has been changed manually and no longer agrees with the rate of consolidation. Note: This report is available for both reporting and statutory scopes.
To check the consistency between consolidation methods and rates •
Select Action > Reports > Consistency of Consolidation Method/Rate. The Report: Consistency of Consolidation Method/Rate dialog box appears.
4.4.8.6.2 Investments greater than 100% This control enables you to detect any errors caused by a holding greater than 100%. Subsidiaries' capital stock and the total number of investments declared by parent companies are reconciled. This control can be run on voting rights or shares. It can be applied to: •
preconsolidated data.
•
initial data.
•
revised data.
Note: This report is only available for statutory scopes.
To detect investments greater than 100% 1. Select Tools > Reports > Investments Greater Than 100%. The Investments Greater Than 100% dialog box appears. 2. Select the data you want to check. 3. Click OK. The Investments greater than 100% report appears with a list of all of the investments greater than 100%.
4.4.8.6.3 Missing Capital Stock This control enables you to ensure that all of the capital stock belonging to subsidiaries has been declared. This control is useful when undeclared capital stock distorts the investment calculations. This control can be run on voting rights or shares. It can be applied to:
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preconsolidated data.
•
initial data.
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revised data.
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Note: This report is only available for statutory scopes.
To detect missing capital stock 1. Select Action > Reports > Missing Capital Stock. The Undeclared capital stock dialog box appears. 2. Select the data you want to check. 3. Click OK. The Report: Undeclared capital stock window will appear with a list of all of the reporting units with undeclared capital stock.
4.4.8.7 Standard operations General Options In the general options in the Desktop, you can set a default number of decimal places as well as the method for calculating investments. You can define these properties by default in the Scopes tab in the Desktop General Options. This tab contains the following boxes: •
General This is for managing the number of decimal places for scopes and portfolios.
•
Calculate investments This is for entering the default values to be used when creating scopes.
Printing You can print: •
the list of scopes displayed in the Desktop.
•
the scope properties.
Related Topics • Printing Desktop objects
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4.4.9 Steps for defining a scope in the Scope Builder view The steps for setting up a scope vary depending on whether or not you set up a statutory or a reporting scope.
4.4.9.1 Defining a reporting scope You define the reporting scope in three steps: 1 - Create a scope This step consists of: •
selecting a code, period, and version.
•
and occasionally: •
selecting a parent company if the scope was initialized from a portfolio.
•
selecting the reporting unit or reporting ID filter to be used to create the scope.
•
selecting an opening scope.
•
entering comments.
•
defining the security settings.
You can perform all of these operations in the Definition step of the reporting scope. 2 - Add reporting units to the scope This step consists of adding reporting units to the reporting scope. A consolidation rate and method are assigned to each reporting unit. Note: You must save the scope before you add the reporting units. There are several ways of adding the reporting units to the scope: •
•
Use the reporting unit or reporting ID filter defined when the scope was created. •
This filter is applied by default when you apply a hierarchy to the scope during the Hierarchical scope step.
•
This filter can be applied via the Action > Apply Filter menu command in the Scope step.
Insert reporting units. •
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• •
Drag and drop the reporting units during the Hierarchical scope step.
Initialize the scope using a portfolio occurrence. You can perform this task during the Initialize using a portfolio step.
•
Copy the opening scope to the current scope. You can perform this operation if an opening scope was defined when the scope was created.
3 - Check the scope Once the consolidation rates and methods have been set, you can check the scope to ensure that the rates set tie in with the selected methods. Making changes You can then make any required changes to each reporting unit's consolidation rate and method in the Scope and Hierarchical scope steps of the reporting scope. Related Topics • Definition step • Initialize using a portfolio step • Copying the opening scope to the current scope • Consistency between the consolidation method and the rate of consolidation
4.4.9.2 Defining a statutory scope You define the statutory scope in three steps. 1 - Create a scope This step consists of: •
selecting a code, period, and version.
•
selecting the parent company.
•
and occasionally: •
selecting the reporting unit or reporting ID filter to be used to create the scope.
•
selecting an opening scope.
•
entering comments.
•
defining the security settings.
You can perform all of these operations in the Definition step of the statutory scope.
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2 - Add reporting units to the scope This step consists of adding reporting units to the statutory scope. A consolidation rate and method are assigned to each reporting unit. Note: You must save the scope before you add the reporting units. There are several ways of adding the reporting units to the scope: •
Insert reporting units. Create capital stock and investment rows in the Investments step.
•
Initialize the scope using a portfolio occurrence. You can perform this task during the Initialize using a portfolio step.
•
Copy the opening scope to the current scope. You can perform this operation if an opening scope was defined when the scope was created.
3 - Check the scope Once the consolidation methods and rates have been defined, you can: •
check that the consolidation rates entered tie in with the consolidation methods used.
•
check the scope investments for errors.
•
ensure that all of the subsidiaries have declared their capital stock.
Making changes You can check the data entered in a scope in the Scope and Hierarchical scope steps. However, the only object that you will be able to change is the consolidation method. Related Topics • Definition step • Initialize using a portfolio step • Copying the opening scope to the current scope • Consistency between the consolidation method and the rate of consolidation • Investments greater than 100% • Missing Capital Stock
4.4.10 Defining a scope
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4.4.10.1 Definition step In this step, you define the code and general information that will be used to identify a scope. The Definition step is made up of the following boxes: •
General
•
Main parent RU and Reporting unit/Reporting ID filter
•
Opening scope
•
Comment
•
Security
4.4.10.1.1 General This box is used to define: •
Code. It is filled in by default when a scope is created from another one.
•
a Period. The period to which the data belongs is entered here.
•
a Version.
Example: For example, if you want to have a preview of the consolidation processing, you can create a preliminary version of the scope that contains only part of the information on the reporting units to be consolidated. This preliminary version can be called the "estimated version". When all of the packages have been sent back, you can then prepare a version that includes all of the reporting units to be consolidated. You can call this version the "final version".
4.4.10.1.2 Main parent RU and Reporting unit/Reporting ID filter These boxes enable you to specify the main parent company and reporting unit or reporting ID filter to be used to create the scope.
Main parent company The main parent company is selected from a list of reporting units. It must also be specified:
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•
in a statutory scope.
•
when you load data in a reporting scope via a portfolio occurrence.
•
when “subscopes” are added to a scope (for example, for a step consolidation).
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•
when a statutory opening scope is in a reporting scope.
Note: • •
•
The main parent company is optional in a reporting scope, apart from in the cases mentioned above. When you select a main parent reporting unit in a statutory scope, all of the reporting units in the Dimension Builder that belong to the same company as the selected parent reporting unit will be added to the list of reporting units in the scope. If you have already selected a parent reporting unit in a statutory scope and you then select another, the new reporting unit rows will appear in the Scope step and the old rows will change their status to "Not consolidated". When you initialize the scope, these old reporting unit rows will be deleted.
Related Topics • Company/Reporting Unit
Restricting reporting units/reporting unit or reporting ID filters The Filter box enables you to select the reporting units to be taken into account. Caution: When you initialize a reporting scope, the filter is applied automatically and defines a restriction for investments in a statutory scope. For reporting scopes, the filter is applied as soon as a hierarchy is applied to a scope in the Hierarchical scope step. You can apply a filter to a reporting scope via the Action > Apply Filter menu command in the Hierarchical scope and Scope steps. In this case, the reporting units in the filter are inserted in the scope. Any reporting units that are not included in the filter will be deleted from the scope (except for the main parent reporting unit). Example: You can use this option for reporting purposes, for example, to arrange the scope by sector of activity. This enables you to limit one scope to reporting units which specialize in production and another to reporting units which specialize in distribution.
4.4.10.1.3 Opening scope Select an opening scope in this box. You can specify the opening scope for another scope in order to process the scope changes. If you do not select an opening scope when you create a new one, the opening properties will be identical to the closing ones. Note: You can enter data in a scope from its own opening scope except when you are loading data in a statutory scope from a reporting scope.
To specify an opening scope 1. In the Definition step, select the Opening scope option.
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2. Click the button next to Scope to display the drop-down menu. Select the scope you require from the dialog box that appears. 3. Click OK.
4.4.10.1.4 Comment You can enter or read comments in this box. You can: •
enter text. You can also format this text by using the bold, italics, underline or colors commands. In addition, you can increase or reduce the indent and alter the text alignment (Align to left, center or align to right).
•
insert hypertext links so that you can access a web page, email etc. via the editor.
•
insert a picture. You can add a title and a frame and make any formatting changes required.
•
insert a table. You can give it a title and specify attributes for the table itself and the cells it contains. As soon as the table is inserted, you can enter text or amounts in its cells.
•
translate the text and the tables. Before doing so, you must select a language by clicking on Language at the bottom of the editor.
To enter comments on a scope 1. In the Definition step, click Edit. The Edit Comment dialog box appears. 2. Here, you can enter text, tables, hypertext links and images. You can also format the text if required. Note: You can perform all of these operations via the buttons in the toolbar. 3. Click OK.
4.4.10.1.5 Security You can enter security settings for the scope in this box. Security settings are also available for a group of users. The different types of possible user groups are described in more detail in the product documentation on the Users view. Tip: The Hide security button enables you to hide the information in the Security box.
Owner groups An owner group is a group of users with the same rights for consulting and changing objects and data. A user can belong to one or more owner group of objects. The administrator does not necessarily belong
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to a group. All objects, such as schedules, books, folders, category scenarios and sets of rules, created by a user belong to that user's owner group, with the exception of objects which are defined for that user only e.g. customized Desktop templates. Objects can only be changed by users in that owner group (unless additional restrictions have been defined in the “functional profile” ). The owner group of an object can be modified by any user in that group or by the administrator. The owner group is not entered when an object is created. You can, however, change the group to restrict the rights for managing an object to one owner group only. Note: The ADMIN user is created by default and is authorized to consult and modify all of the objects and data in SAP BusinessObjects Financial Consolidation. Example: An owner group possesses access rights to a specific scope. Only the users who belong to this owner group have the right to change the scope.
Owner site The owner site has all of the necessary access rights to consult and make changes to objects. The owner site is the site at which the object was created. This site cannot be changed.
To restrict access to a scope •
In the Owner group box, select the owner group using the button. The users in the group can now access the scope depending on the rights which they have been given in the group.
4.4.10.2 Hierarchical scope step This step enables you to display the scope in hierarchical format. This is necessary if a rollup rule is included in a set of rules used to process a consolidation on this scope. To ensure the account rollup rules are run correctly, you must: •
apply a hierarchy to the scope.
•
place all of the scope reporting units in the hierarchy (if this is not done by default).
You do not need to apply a hierarchy to the scope if you do not want to run account rollup rules. Note: •
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As long as a hierarchy has not been applied to a scope, the window will only contain the Apply hierarchy button.
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•
A scope must contain at least the reporting units present in all the sub-scopes. The scope hierarchy displayed takes into account the sub-subsidiaries coming from the sub-scopes. If reporting units have been added to the sub-scopes, they must also be added to the scope for it to be valid.
The Hierarchical scope step is made up of the following boxes: •
Tree structure pane The Reporting units to be inserted button enables you to display or hide the Reporting units to be inserted in the hierarchy area.
•
Properties of the reporting unit selected in the hierarchy. By default, this box is hidden. You can use the Properties button to hide or display it as required. It consists of the following tabs: •
Rates and method tab
•
Incoming/Outgoing tab
•
Initialization tab
•
Scope status tab
Reporting scope For reporting scopes, you can insert reporting units and their properties in this step. You can also insert reporting units in the Scope step. Statutory scope The reporting units in a statutory scope are generated automatically in the Hierarchical scope and Scope steps when investments are defined in the Investments step. In the Hierarchical scope and Scope steps, you can only change the consolidation methods. Related Topics • Defining a reporting unit rollup rule • Scope step • Investments step • Tree structure pane • Rates and method tab • Incoming/Outgoing tab • Initialization tab • Scope status tab
4.4.10.2.1 Tree structure pane There are two ways of applying a hierarchy to a scope:
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•
Apply a hierarchy that already exists in the Dimension Builder.
•
Apply a hierarchy that already exists in another scope. You can then make changes to the hierarchy once it has been applied.
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Figure 4-8: Operation domain > Scope Builder view > Scope mode > Reporting scope editor > Hierarchical scope
Tip: • The Reporting units to be inserted button enables you to display or hide the units to be inserted in the hierarchy area.
Reporting
• You can filter the contents of the columns in the box if you want to find an object in a column. To do so, right-click on one of the column headers then select Filter in the drop-down menu that appears.
Reporting scope In a reporting scope, you can perform the following operations: •
Place the reporting units in the hierarchy. You can do so by dragging and dropping units from area to area •
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.
The reporting units displayed in red are the reporting units belonging to the scope that have not yet been included in the hierarchy. They must be added to the hierarchy so that the rollup calculations can be performed.
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•
The other reporting units that are not displayed in red are other reporting units in the database. These units do not necessarily have to be placed in the hierarchy.
Note: • •
In the list of scopes, the Rollup Y/N column indicates, for each scope, whether or not all of the reporting units were integrated correctly in the hierarchy. All of the reporting units that are placed in the hierarchy using the drag and drop function keep their default values: Consolidation rate 100%; Ownership interest rate 100%; Full consolidation method.
Tip: If a reporting unit or reporting ID filter was defined in the Definition step, the Reporting units to be entered in the hierarchy box (below) gives you two options: Filter (only displays the reporting units in the selected filter) or All reporting units (displays all of the reporting units in the reporting unit table in the Dimension Builder view). •
Move the reporting units in the hierarchy. You can move the reporting units listed in
•
using the drag and drop function.
Delete the reporting units from the hierarchy. Right-click on the reporting unit you want to delete then select Delete reporting unit from hierarchy. Alternatively, you can drag and drop the unit (or units) from The reporting unit will appear in red in position in the hierarchy.
•
to
.
, indicating that it must always be placed in another
Delete reporting units from the scope. Right-click on the reporting unit you want to delete then select Delete reporting unit from scope. The reporting unit will appear in black in placed in the hierarchy.
, indicating that it does not necessarily have to be
Statutory scope You can apply a hierarchy to a statutory scope once the investments have been defined in the Investments step. The hierarchy enables you to view the result of the investments created. You can also reorganize the hierarchy if required. Reporting units are displayed in area . They may, for example, be opening scope units if an opening scope was defined in the Definition step. In a statutory scope, you can perform the following operations: •
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Move the reporting units in the hierarchy.
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You can move the reporting units listed in •
using the drag and drop function.
Delete the reporting units from the hierarchy. Right-click on the reporting unit you want to delete then select Delete reporting unit from hierarchy. Alternatively, you can drag and drop the unit (or units) from The reporting unit will appear in red in position in the hierarchy.
to
.
, indicating that it must always be placed in another
Migrating existing scopes. The scopes contained in the previous version are migrated. They appear in list (not hierarchy) format in the Scope step. You can apply a hierarchy to the scopes you migrate. All of the reporting units belonging to the scope (at opening and at closing) must be included in the hierarchy so that the rollup rule calculations can be performed.
4.4.10.2.2 To apply a hierarchy to a scope 1. In the Hierarchical scope step, click Apply hierarchy. 2. Do one of the following: • To apply a hierarchy that exists in the Dimension Builder view to the scope, select Apply hierarchy from Dimension Builder. Next, click on the button next to Hierarchy then select the hierarchy you want to apply from the list that appears. • To apply a hierarchy that is already used in another scope, select Copy hierarchy from another scope. Next, click on the button next to Scope then select the scope containing the hierarchy you want to copy and apply from the list that appears. Note: • •
This only changes how the reporting units are arranged in the hierarchy. For a reporting scope, if a reporting unit filter was defined in the Definition step, it will be applied automatically.
3. Click OK. Related Topics • Restricting reporting units/reporting unit or reporting ID filters
4.4.10.2.3 To delete a hierarchy applied to a scope 1.
In the Hierarchical scope step, click
.
A confirmation message appears. 2. Click Yes.
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4.4.10.2.4 To hide/display the levels in a hierarchy that do not contain reporting units 1. In the Hierarchical scope step, click All levels. The levels in the hierarchy that do not contain reporting units are hidden. 2. Click All levels again. All of the levels in the hierarchy are displayed, including those that do not contain any reporting units.
4.4.10.2.5 Rates and method tab This tab displays the consolidation rates and methods for the scope reporting unit selected in the hierarchy. You can change certain properties depending on the type of scope. Statutory scope The reporting unit properties displayed here were defined in the Investments step when the reporting units were created. Here, you can only change the consolidation method. Reporting scope The reporting unit properties displayed can be defined either here or in the Rates and method tab in the Scope step. You can select the consolidation method in this tab and change the financial interest, ownership interest and consolidation rates if required. You can make changes for both reporting and statutory scopes in the Initialization tab. Note: • •
The At opening rows only appear if an opening scope was defined in the Definition tab. The properties defined in the Scope status and Incoming/Outgoing tabs can be used to enter a reporting unit's status during consolidation. These properties do not affect the calculations performed in the scope editor.
Changing rates of ownership interest and financial interest The rates of ownership interest and financial interest applicable to reporting unit rows can only be changed in a reporting scope. When the rate of ownership interest is changed, the consolidation method is updated automatically based on the thresholds entered. Note: In a statutory scope, you cannot directly change the ownership interest or financial interest rates if they were calculated using shares and voting rights defined in capital stock and investment rows (in the Investments step). Changing the consolidation method The consolidation method (based on the rate of ownership interest) can be changed if you want to use a method which does not necessarily correspond to the consolidation rate. The method for changing it is identical for both statutory and reporting scopes.
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You can change the consolidation method if you want to: •
manage the reporting units under joint control.
•
manage cases where the consolidation method does not correspond to the rate of ownership interest.
Reporting units under joint control A reporting unit can be owned jointly by two different corporations, each with a 50% share, as in the example below:
When ownership interest is greater than or equal to 50%, the full consolidation method is used (if the threshold has been set at 50%). However, if the reporting unit is under joint control, the reporting unit must be consolidated using the proportionate method since it cannot be fully consolidated by two corporations. You can change the method as shown below: Operation domain > Scope Builder view > Scope mode > Reporting scope editor > Rates and method tab
Figure 4-9: Initial consolidation rate and method
Figure 4-10: Revised consolidation rate and method
The revised rate is 50%. Consolidation method different from rate of ownership interest The consolidation method is theoretically in line with the rate of ownership interest. In practice, however, sometimes wholly owned subsidiaries cannot be fully consolidated and subsidiaries in which the corporation only has a controlling interest are fully consolidated. You can deal with these cases by changing the consolidation method. Example: Imagine that the corporate parent company has exclusive control of a subsidiary which is located in a politically unstable country. If the parent company considers that the political problems may freeze profits and lead to expropriation losses, it can decide to change the consolidation method in order to
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leave this subsidiary out of the consolidation. In this case, the subsidiary and the rate of ownership interest are still included in the scope but the subsidiary will not be consolidated. Related Topics • Investments step • Scope step • Initialization tab • Copying the opening scope to the current scope
To change a consolidation method 1. In the Hierarchical scope step, select the reporting unit whose consolidation method you want to change. 2. Select the Rates and method tab. 3. Select the consolidation method in the Revised value column in the Consolidation method and rate (in %) box. 4. Save the scope.
4.4.10.2.6 Incoming/Outgoing tab This tab enables you to manage scope changes. In the application, data is flagged with an opening and a closing date. This enables you to automatically detect any scope changes, such as reporting units that join or leave the scope. Note: The application uses the opening and closing flows to automatically detect if a reporting unit: •
joins the scope and has data in the closing flow but not in the opening flow. It is treated as an "incoming" reporting unit.
•
leaves the scope because data appears in the opening flow but not in the closing flow. It is treated as an "outgoing" reporting unit.
The Incoming/Outgoing tab enables you to manage each reporting unit individually. In this tab you can: •
specify the data entry period for reporting units leaving the scope.
•
manage any changes which come about during the data entry period due to a reporting unit entering or leaving the scope.
•
manage a reporting unit being acquired by another. Caution: These changes can only be managed if the necessary flows have been configured during setup.
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Partial package data entry period When a reporting unit leaves the group during the period, only the data relating to the time that it was part of the group will be included in the consolidation. To achieve this, the parent company can (if the configuration allows): •
ask the outgoing reporting unit to send a package containing its results for the period during which it still belonged to the corporation.
•
decide which consolidation method to use for the reporting unit for the relevant period. To do so, the partial package must cover the period during which the reporting unit was part of the scope by selecting the correct date in the Partial package data entry period. This function enables you to load the preconsolidated data for the reporting ID corresponding to the date the reporting unit leaves the group instead of for the current reporting ID. This will mean that you will not have to import packages and central manual journal entries that correspond to the date the reporting unit left the group in the current reporting ID. See example below.
Note: Reporting units that join the scope do not fill in a partial package. They send a complete package to the central site containing data for the relevant period. Incoming/Outgoing unit with intermediate step When a company joins or leaves the scope during the period, it may do so in stages. As a consequence, the rate and method of consolidation will vary. See example below. These changes can be managed using the Intermediate rate option which by default is grayed out. When you check this option, you can enter: •
an intermediate rate of financial interest.
•
an intermediate rate of ownership interest.
•
an intermediate rate of consolidation.
The intermediate step and rate of consolidation correspond to the period during which the reporting unit is consolidated at a different rate than that used at closing. The consolidation difference is calculated on this basis. Acquired reporting unit When a reporting unit is acquired during the period, the period can be divided into pre- and post-acquisition periods. This will enable you to decide on the consolidation method and rate to be applied to the unit before it is acquired. The results for the remainder of the period will be included in the accounts of the acquiring reporting unit. See example below. In this case, you must specify: •
the acquiring reporting unit.
•
the period covered by the partial package (if required).
This information will appear in the Acquiring reporting unit column.
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Example: Partial package data entry period. If reporting unit A leaves Corporation M on June 30 2005, you must specify that the package to be taken into account is dated 2005.06.
Example: Incoming/Outgoing unit with intermediate step. Imagine that Corporation M buys 30% of reporting unit A at the start of data entry period 2004.12, then acquires extra shares during the rest of the period. At closing, 45% of reporting unit A is under M's control. The consolidation rate applied to A therefore changes during the period.
Example: Acquired reporting unit. Imagine that reporting unit A, in which reporting unit M holds 45%, is acquired on April 1 2005. In the scope, you must specify the consolidation method and rate to be applied to A. In this example, A is proportionately consolidated, so the rate of consolidation is 45 % until April 1. Related Topics • Expanded mode: Changes to scope tab
To manage an outgoing company (during the period) 1. In the Hierarchical scope step of the scope editor, select the incoming or outgoing reporting unit. 2. Select the Incoming/Outgoing tab. 3. Select the period covered by the partial package (if required). 4. Save the scope. The reporting units are treated as outgoing during the period.
To manage consolidation changes for an incoming/outgoing reporting unit 1. In the Hierarchical scope step of the scope editor, select the incoming or outgoing reporting unit whose consolidation rate has changed. 2. Select the Incoming/Outgoing tab. 3. Select the Intermediate rate option and enter the rates. 4. Save the scope. The changes in consolidation rate are taken into account in the scope for this reporting unit.
To manage an acquired reporting unit (at the start of or during the period) 1. In the Hierarchical scope step in the scope editor, select the acquired reporting unit. 2. Select the Incoming/Outgoing tab. 3. Select the acquiring reporting unit and the partial package date if necessary.
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4. Save the scope. The reporting unit is treated as acquired at the start of or during the period.
4.4.10.2.7 Initialization tab Note: The Initialization tab will not appear in a reporting scope if the scope was not initialized via a portfolio. When a reporting scope is initialized via a portfolio, this tab is available and enables you to change the following data produced by the initialization: •
•
For a reporting scope: •
financial interest
•
ownership interest
•
consolidation rate
•
consolidation methods
For a statutory scope: consolidation methods
Note: The At opening rows only appear if an opening scope was defined in the Definition tab. You can change rates in the Revised value columns by entering them directly or selecting them from the drop-down menus. The Keep... when initializing options enable you to keep the revised values when you initialize the scope via a portfolio. Related Topics • Initialize using a portfolio step
4.4.10.2.8 Scope status tab This tab is mainly used for step consolidations. It is used to enter the status of each reporting unit for consolidations as well as the subscope to which it belongs. It also reminds you whether or not control has been forced on a particular reporting unit. Note: The At opening box appears if an opening scope has been selected in the Definition step and if its properties are displayed. This box enables you to consult the reporting unit's status in the opening scope. You cannot make any changes in this box. Status of reporting units The reporting units are arranged into a hierarchy depending on their status. The following statuses exist: •
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parent reporting unit (P)
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The main parent reporting unit is defined in the Definition tab. •
subsidiary reporting unit (S) Subsidiaries are reporting units belonging to the main parent reporting unit.
•
sub-parent reporting unit (SP) Sub-parent companies of subscopes are also subsidiaries.
•
sub-subsidiary reporting unit A sub-subsidiary is the subsidiary of a subscope. A reporting unit becomes a sub-parent company, and therefore has sub-subsidiaries, when a subscope is assigned to it.
•
outside the scope Reporting units which are not included in the consolidation are treated as being outside the scope.
Assigning a subscope to a reporting unit for a statutory scope You can never enter the code, period or version of a subscope. When a scope is initialized using a portfolio and the subscopes are selected in steps, they are entered automatically. When the subscope is identified, the Scope status is updated automatically. The reporting unit will appear as a sub-parent company. All of the reporting units in the subscope will be treated as sub-subsidiaries of the main parent company. Caution: The properties defined in the Scope status tab are used for consolidation purposes. They are used to specify which rules can be applied to reporting units during consolidation processing. These properties do not affect the calculations performed in the scope editor. Assigning a subscope to a reporting unit for a reporting scope A subscope is assigned to a reporting unit by specifying the following: •
the subscope
•
the subscope period:
•
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•
by checking the Period of current scope option when the subscope period is identical to the scope period.
•
by selecting the relevant period when the subscope period differs from that of the current scope period.
the subscope version: •
by checking the Version of current scope option when the subscope version is identical to the scope version.
•
by selecting the relevant version when the subscope version differs from that of the current scope version.
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Forced control The Forced group control of reporting unit (initial value) option indicates that control of the company has been forced via either investments (in a statutory scope) or via the portfolio occurrence (in a reporting scope). The reporting unit will therefore be affected. You cannot check or uncheck this option here - it is a simple reminder of the property. You can only change the Forced Control property in the Investments step. Related Topics • Definition step • Initialize using a portfolio step • Defining a consolidation rule • Forced control
To assign a subscope to a reporting unit for a reporting scope 1. In the Hierarchical scope step of the scope editor, select the reporting unit to which you want to assign a subscope. 2. Select the Scope status tab. 3. In the Scope status drop-down menu, select Sub-parent reporting unit. 4. Check Subscope. 5. Select the subscope. Note: If you want to take into account the period and/or version of the current scope via the relevant options, you can select the subscope's code, period and version one by one. Related Topics • Defining a consolidation rule • Initialize using a portfolio step
4.4.10.3 Scope step This step presents the reporting units and their properties in list format. The Scope step contains the same areas as the Hierarchical scope step: •
Contents list.
•
Properties of the reporting unit selected in the hierarchy. By default, this box is hidden. You can use the Properties button to hide or display it as required. It consists of the following tabs:
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•
Rates and method tab
•
Incoming/Outgoing tab
•
Initialization tab. Note: The Initialization tab will not appear in a reporting scope if the scope was not initialized using a portfolio.
•
Scope status tab.
Note: You can modify the properties of multiple reporting units at the same time using the CTRL or SHIFT keys. Unlike the Hierarchical scope step, the Scope step enables you to: • • •
hide the properties of an opening scope (if defined in the Definition step). hide or display the properties of the subsidiaries, meaning the properties of the subscope subsidiaries in a step consolidation. export all or a partial list of the reporting units in the scope.
Reporting scope For reporting scopes, you can insert reporting units and their properties in this step. You can also insert reporting units in the Hierarchical scope step. Statutory scope The reporting units in a statutory scope are generated automatically in the Hierarchical scope and Scope steps when investments are defined in the Investments step. In the Hierarchical scope and Scope steps, you can only change the consolidation methods. Related Topics • Initialize using a portfolio step • Investments step • Hierarchical scope step
4.4.10.3.1 To display the properties of an opening scope •
Click
.
Note: The button will not be active if an opening scope was not defined in the Definition step.
4.4.10.3.2 To display subscopes in steps •
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Click Properties of sub-subsidiaries.
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4.4.10.3.3 Adding or deleting reporting units from a reporting scope You can only add or delete reporting units from a reporting scope. Caution: In a statutory scope, the list of reporting units is managed automatically via the list of companies. In a reporting scope, the following are specified when you add a reporting unit: •
reporting unit
•
ownership interest
•
financial interest (if required)
The consolidation method is automatically chosen by comparing the rate of ownership interest to the consolidation thresholds. The consolidation rates are then calculated using the rate of ownership interest or the greater of the rate of ownership interest or financial interest.
To add a reporting unit to a reporting scope 1.
In the Scope step of the scope editor, click
.
2. Select Insert Reporting Unit. The Wizard for Inserting Reporting Units appears. 3. Select the reporting unit, financial interest, ownership interest, consolidation rate and method. 4. Click Next. 5. If you want to insert the reporting units in a subscope, select a subscope. The new reporting unit appears in the list of reporting units.
To add several reporting units to a reporting scope 1.
In the Scope step of the scope editor, click on the
button.
2. Select Insert List of Reporting Units. The Insert List of Reporting Units dialog box appears. 3. If you want to insert all of the reporting units in a reporting ID, check the Select all reporting units of the reporting ID option then select the reporting ID. 4. If you want to select a reporting unit filter or several units manually, check the Select the list of reporting units option. Next, select the method (In or Filter) then select a value from the dialog box. 5. Click Insert. The reporting units will be inserted with a consolidation rate and ownership interest at 100% and a Full consolidation method.
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To delete one or more reporting units from a reporting scope 1. In the Scope step of the scope editor, select the unit or units you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes. Note: If you delete a reporting unit that was in the list of reporting units at opening, it will not be deleted from the list. However, the consolidation method will be changed to "Not consolidated" and its closing rates will be "0".
4.4.10.3.4 Exporting reporting units included in the scope You can export the reporting units included in the scope to a CSV file (Comma Separated Values). The two export types are: •
Export all reporting units Export all of the reporting units included in the scope and all of the columns regardless of the current display.
•
Export a filtered list of the reporting units You can create a filter and display only the reporting units in the filter. You can make additional columns visible or mask columns already displayed. You can then export only the reporting units displayed and only the columns displayed.
Related Topics • To create filters in a list of items • To add or delete columns in a list of items
To export all reporting units included in scope 1.
In the Scope step click the arrow in the menu. The "Data Export" dialog box opens.
button and select Export data from the dropdown
2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
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Caution: If you want to export opening balance or subscope data, then you must first click the
(opening
values) button or the button before performing the export. If these buttons have previously been activated, then the data has already been loaded and is exportable; in this case you do not need to reactivate these buttons for the export.
To export a filtered list of the reporting units in the scope 1. In the Scope step, create and configure your filters in the list of reporting units. 2. Add or delete columns in the list of reporting units as necessary. 3. Click the arrow in the button and select Export list from the dropdown menu. The "List Export" dialog box opens. 4. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 5. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 6. Click Export. A confirmation message is displayed and your export file appears in the directory you specified. Caution: If you want to export opening balance or subscope data, then you must first click the
(opening
values) button or the button before performing the export. If these buttons have previously been activated, then the data has already been loaded and is exportable; in this case you do not need to reactivate these buttons for the export. Related Topics • To create filters in a list of items • To add or delete columns in a list of items
4.4.10.4 Initialize using a portfolio step This tab enables you to:
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•
define the rules for calculating consolidation rates.
•
define the consolidation thresholds.
•
define the rules for calculating investments.
•
exclude any equity method investments.
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•
select an original portfolio occurrence.
•
take into account any “subscopes” when initializing.
Note: The Recalculate button only appears in a reporting scope. Recalculating the thresholds in a reporting scope You must recalculate the thresholds in a reporting scope in the following case: If the reporting units are already present in the scope and if the settings in the Initialization using a portfolio step have been changed, you must recalculate the ownership interest and the consolidation rate and method. Calculating consolidation rates The consolidation rate is the percentage of a subsidiary to be consolidated. When a reporting unit is consolidated: •
fully, the consolidation rate is 100%.
•
proportionately or using the equity method, the consolidation rate equals: •
the revised rate of ownership interest.
•
the greater of the revised rate of ownership interest or revised financial interest.
The Ownership interest and Greater of ownership interest and financial interest options enable you to specify the basis for calculating the consolidation rate. Consolidation thresholds The consolidation thresholds enable you to set default consolidation methods when you initialize a scope from a portfolio. The consolidation rates will then be calculated based on the methods set. The consolidation methods are calculated by comparing the rate of ownership interest to the threshold. By default, the threshold is normally filled in but you can change it if required. The thresholds are used to define the following consolidation methods:
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•
Full consolidation: this is 50% by default, meaning that reporting units are fully consolidated when the rate of corporate ownership interest in the subsidiaries is greater than or equal to the threshold.
•
Proportionate consolidation: this is 30% by default, meaning that the reporting units are consolidated proportionately when the rate of ownership interest is between 30% and 50%.
•
Equity Method: this is 20% by default, meaning that the reporting units are consolidated using the equity method when the rate of ownership interest is between 20% and 30%.
•
Sub-Parent Equity Method: in a step consolidation, this method is applied when a company is consolidated using the equity method at one level and then consolidated using the full or proportionate method at a higher level.
•
Not integrated: when the rate of ownership interest is less than the equity method threshold, the reporting units will not be included in the scope.
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Note: To ensure that the scope details are correct, changing the thresholds has an impact on all of the reporting unit rows in the scope regardless of whether or not they were defined before or after the thresholds were changed. In other words, the new threshold applies to all of the scope reporting units even if they were defined before the threshold was changed. Tip: For some consolidation processing, it may not be necessary or desirable to consolidate the reporting units proportionately. To solve this problem, you must enter the same percentage in the Proportionate and Full boxes. By default, any reporting units which fall outside this percentage are fully consolidated. Calculating investments The Voting rights are proportionate to shares, Treasury shares are created automatically and Control level options are the same in both the scope and the portfolio occurrences. Excluding equity method investments The Exclude investments resulting from equity method or sub-parent equity method option enables you to exclude equity method or sub-equity method investments. This option enables you to manage investments outside the equity method reporting units. See example below. Initialization portfolio Here you specify the portfolio occurrence to be used to fill in the scope. When performing a step consolidation, the Include step subscopes option (available when the advanced options are displayed) enables you to specify if you want to take subscopes into account when initializing the scope. Initialize the scope using a portfolio occurrence Initialization is the method used to extract data from a portfolio occurrence and place it in a scope. The method for loading data varies depending on whether or not you are working with a reporting or statutory scope. Statutory scope Investments are used to initialize a statutory scope. When you initialize a statutory scope, all of the revised data in the portfolio occurrence is copied to the scope (initial values, investments). The initial values are then copied and pasted as revised values. In the Initialization tab in the Hierarchical scope and Scope steps, when the Keep...when initializing options are checked, the initial values are not copied and pasted as revised values. The direct holding, ownership interest and financial interest between corporate companies are calculated using this information. This data is then used in the Scope step. Companies are broken down into reporting units. The corporate financial interest and ownership interest in the reporting units is calculated. This information is then used to calculate the consolidation methods and rates to be used. Reporting unit rows are then generated.
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Note: In a statutory scope, the financial interest and ownership interest are based on investments. Consequently, they cannot be changed directly since the initialization data can only be changed in the Investments tab. You can, however, change individual consolidation methods. This is illustrated in the diagram below:
Figure 4-11: How a statutory scope is initialized when the Keep...when initializing options are not checked.
Reporting scope In a reporting scope, the scope is directly initialized in the Scope step, i.e. the companies in the portfolio occurrence are immediately broken down into reporting units and the rates are immediately recalculated. During the first initialization, the data is integrated as initial values and copied as revised values. During the second initialization, the initial values are only copied to the revised value boxes if the Keep...during initialization options have not been checked in the Initialization tab of the Scope step. This is illustrated in the diagram below:
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Figure 4-12: How a reporting scope is initialized when the Keep...when initializing options are not checked.
Taking subscopes into account When the Subscopes included in step consolidation option is checked, a dialog box will appear when the scope is being initialized. All of the scopes that could be subscopes of the current scope are in the list. Only one subscope should be selected for each parent reporting unit. Note: There are pre-requisites for including subscopes: •
The subscope must have a main parent company.
•
The subscope parent company and the scope parent company cannot own the same subsidiary.
•
The subscope parent company must be included in the scope reporting unit filter if it has been filled in.
•
The main parent company subsidiary must have a control rate which is not equal to 0 over the subscope parent company subsidiary.
Selecting a subscope is not compulsory. But if nothing is selected, no subsidiary will be included. Example: Excluding equity method investments. In general terms, there are fewer limits for consolidating equity method reporting units than for reporting units consolidated using the full or proportionate methods. This is why the parent company can, for example, request that its equity method reporting units enter only their own share capital and net income for the period. The parent company does not however have exact details of the equity method
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reporting units' share capital. Consequently, these shares cannot be eliminated when the consolidation is run. The parent company therefore decides not to take into account equity method investments by checking the Exclude investments resulting from equity method or sub-parent equity method option. Related Topics • Properties tab • Rates and method tab
4.4.10.4.1 To initialize a scope using a portfolio occurrence 1. In the Initialize using a portfolio step, select the portfolio you want to use to initialize the scope. 2. Click Initialize using portfolio. Note: This button will be grayed out if a parent reporting unit was not selected in the Definition step of the scope editor. A confirmation message appears asking you if you want to keep your changes. 3. Do one of the following: • If you click Yes, all of the changes made to the reporting units (and for which you checked the Keep...when initializing option) will be saved. • If you click No, none of the changes made to the reporting units will be saved, even if you checked the Keep...when initializing option. Note: • •
The Keep...when initializing options are available in the Initialization tab in the Scope and Hierarchical scope steps. If this is a new scope, you should save it first.
4.4.10.5 Investments step This step enables you to define the capital stock and investment rows for statutory scopes. Note: This step is not available for reporting scopes. The Investments step is made up of the following boxes: •
List of investment and capital stock rows defined in the scope. Tip: You can right-click in the list and choose Parents/Subsidiaries view or Subsidiaries/Parents view in the contextual menu to change the display.
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Note: You can export all or a partial list of the investment and capital stock rows using the •
button.
Properties of the investment or capital stock row selected on the left-hand side of the screen. Tip: The Properties button enables you to display this in the right-hand pane. •
When an investment row is selected, only the Investments tab is available.
•
When a capital stock row is selected, the Investments and Rates tabs are available.
Note: You can modify the properties of multiple investment and capital stock rows at the same time using the CTRL or SHIFT keys. You can also hide or display the properties of an opening scope (if defined in the Definition step) using the
button.
Related Topics • Restricting reporting units/reporting unit or reporting ID filters
4.4.10.5.1 Adding or deleting companies from a statutory scope You cannot add or delete reporting units to/from a statutory scope. Only companies can be added or deleted. Reporting unit rows are then generated on the basis of the companies added. A company can be added or deleted by: •
adding or deleting capital stock rows.
•
adding or deleting investment rows. Caution: If a company's capital stock is not defined in the capital stock or investment rows, these rows will not be taken into account when calculating reporting units.
When you create investments, reporting unit rows are created automatically and displayed in the Hierarchical scope and Scope steps. If a parent reporting unit has been selected for the statutory scope, all of the reporting units that belong to the same company as the parent will automatically be added to the list of reporting units in the Scope step. These reporting unit rows are inserted with the same consolidation rates. Tip: If a reporting unit or reporting ID filter was selected in the Definition step, it will automatically be applied to all of the wizards for inserting capital stock and investment rows, i.e. only the reporting units included in the filter will be displayed.
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To add a company Caution: You must save the scope before you can add capital stock or investment rows. 1.
In the Investments step of the statutory scope editor, click
.
2. Select Insert Capital Stock Row. The Wizard for Creating Capital Stock Row appears. 3. Select the issuing company and then select the number of issued shares. 4. Select one of the following options to decide how you want to initialize the scope using a portfolio: • Keep number of issued shares. Note: If you check this option, the Keep...when initializing options will be selected automatically in the Initialization tab of the Scope and Hierarchical scope steps. •
Replace the number of issued shares by the value of the portfolio (initial value).
5. Click Finish. The capital stock row appears. 6.
In the Investments step of the statutory scope editor, click
.
7. Select Insert Investment Row. The Wizard for Creating an Investment Row appears. 8. To provide more information about the shares held, select the subsidiary, the parent company and the number of shares held. 9. Select one of the following options to decide how you want to initialize the scope using a portfolio: • Keep number of issued shares. Note: If you check this option, the Keep...when initializing options will be selected automatically in the Initialization tab of the Scope and Hierarchical scope steps. •
Replace the number of issued shares by the value of the portfolio (initial value).
10. Click Finish. The investment row appears.
To delete a company 1. In the Investments step of the statutory scope editor, select the capital stock or investment rows you want to delete. 2. Select Edit > Delete.
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A confirmation message appears. 3. Click Yes. The reporting unit rows generated using the deleted capital stock and investment rows is deleted from the scope. Note: A row will not be deleted if the investment is included in the opening scope selected in the Definition step. In this case, the closing data will be reset to "0" and the corresponding reporting unit will be removed from the scope (and flagged as "non-scope").
4.4.10.5.2 Calculating financial interest and ownership interest (statutory scope) In a statutory scope, the rates of corporate ownership interest and financial interest cannot be changed if they have been calculated in the following way: •
Shares and voting right data representing the portion of the subsidiaries' capital stock held by the parent companies are used to calculate the direct investments between companies. These calculations are performed in the Investments step.
•
Using rates of direct investment between companies. These calculations are performed in the Investments step.
•
This information is then used to recalculate the financial interest and ownership interest. These calculations are performed when data is transferred from the Investments step to the Hierarchical scope and Scope steps using the options and thresholds defined in the Initialize using a portfolio step. Consequently, you cannot change this information directly in the Hierarchical scope and Scope steps.
To change the financial interest and ownership interest for a reporting unit, you must change the shares and voting rights (as in a portfolio occurrence) in the Investments step in order to recalculate the percentages. The rates will be recalculated and the relevant changes will be made to the reporting units.
4.4.10.5.3 Exporting investment and capital stock rows You can export the investment and capital stock rows to a CSV file (Comma Separated Values). The two export types are: • Export all investment and capital stock rows Export all of the investment and capital rows included in the scope and all of the columns regardless of the current display. •
Export a filtered list of the investment and capital stock rows You can create a filter and display only the investment and capital stock rows in the filter. You can make additional columns visible or mask columns already displayed. You can then export only the investment and capital stock rows displayed and only the columns displayed.
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Related Topics • To create filters in a list of items • To add or delete columns in a list of items
To export all investment and capital stock rows 1.
In the Investments step click the arrow in the dropdown menu. The "Data Export" dialog box opens.
button and select Export data from the
2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified. Caution: If you want to export opening balance data, then you must first click the (opening values) button before performing the export. If the opening values button has previously been activated, then the data has already been loaded and is exportable; in this case you do not need to reactivate the opening values button for the export.
To export a filtered list of investment and capital stock rows 1. In the Investments step, create and configure your filters in the list of investment and capital stock rows. 2. Add or delete columns in the list of investment and capital stock rows as necessary. 3. Click the arrow in the button and select Export list from the dropdown menu. The "List Export" dialog box opens. 4. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 5. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 6. Click Export. A confirmation message is displayed and your export file appears in the directory you specified. Caution: If you want to export opening balance data, then you must first click the (opening values) button before performing the export. If the opening values button has previously been activated, then the data has already been loaded and is exportable; in this case you do not need to reactivate the opening values button for the export.
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Related Topics • To create filters in a list of items • To add or delete columns in a list of items
4.4.10.6 Chart step (for a statutory scope) The Chart step is used to display corporate investments in the form of a diagram. All of the reporting units defined in the Investments step are automatically included in the chart. Note: This step is only available for statutory scopes. The main functions in a chart are: • Zoom •
Captions
•
Links
•
Hide/Display nodes
•
Select a main reporting unit
•
Navigate your way around a chart
4.4.10.6.1 Displaying node properties In order to maximize the quality of the scope displayed, only two properties will appear by default: the code and the description. However, you can display the following information for companies: •
issued shares
•
direct investments
To display issued shares •
Click Issued shares.
To display direct investments •
Click on Direct rates.
4.4.10.6.2 Navigating in charts This section outlines the options available for navigating in charts.
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Setting a node as a focus You can select a node which will serve as the pivotal point in the chart. It will have the following characteristics: •
a yellow square
•
a red background in the chart
which appears to the left of the code in the list of companies
Expanding or collapsing charts You can expand or collapse the nodes depending on the number of companies in the chart. Displaying or hiding a company in the chart You can select the companies you want to display or hide in the chart. By default, all of the companies in the list are displayed in the chart.
To define a reference node •
In the list of companies, right-click on the company that you want to set as the main company in the chart. Next, select Set as Focus in the drop-down menu.
To collapse a chart •
Select Collapse all nodes. Only the main company will be displayed.
To expand a chart •
Select Expand all nodes. Only the main company will be displayed.
To hide a company in the chart •
In the list of companies, uncheck the box next to the company you want to hide.
4.4.10.6.3 Display Options This chapter outlines the display options you can use to view charts, improve their presentation and print them. Using the zoom factor You can also zoom in on the chart to obtain a clearer view of a company or link. There are several ways of doing so.
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Define a format for links Links can be perpendicular or in a straight line. By default, they are in a straight line.
To use the zoom function •
Click on the arrow next to the
button and select the zoom percentage required.
To define a format for links 1. In the chart, right-click on a node and select Simple Orthogonal Links from the drop-down menu that appears. A check mark appears next to this menu command and the links in the chart are changed accordingly. 2. Perform the same operation to display the links in a straight line. The check mark will disappear from the menu command.
4.4.10.6.4 Page setup and printing To print a chart, you must: •
define the page setup.
•
preview the chart before you print it.
•
print the chart.
To define the page setup 1. In the chart, right-click on a node and select Page Setup from the drop-down menu that appears. The Page Setup dialog box will appear. 2. Enter the required settings. 3. Click on OK.
To preview the chart before you print it •
In the chart, right-click on a node and select Print Preview from the drop-down menu that appears. The Print Preview dialog box appears.
To print a chart 1. In the chart, right-click on a node and select Print from the drop-down menu that appears. The Print dialog box will appear. 2. Enter the required settings then start the print job.
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4.4.11 Example of a simple holding structure In this example, you create the scope illustrated in the following diagram:
This example, although not exhaustive, summarizes the main points covered in the Scope Builder documentation. You can use this example to learn how to manage: •
the controls for all investments.
•
effective control.
•
joint control (or Joint venture).
Note: All of the concepts and procedures in this example are covered in detail in the documentation. It is recommended you consult the documentation dealing with these examples. In order to keep the example as simple as possible, all of the companies have 100 shares, and voting rights are calculated in proportion to the number of shares. Investments are manually defined in the section of the scope reserved for investments, although the data can still be taken from a portfolio, the database, etc.
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Related Topics • Loading data in a scope
4.4.11.1 Creating the statutory scope First, create the scope. The procedures are covered briefly in this section since they have already been dealt with in the main part of the documentation. Related Topics • Creating scopes
4.4.11.1.1 To create the statutory scope 1. Open the Scope Builder view in Scope mode. 2.
Select Statutory scope in the
list to create a new scope.
3. In the Definition step: •
enter the code, period and version.
•
select U000 as the Main reporting unit.
4. Save the scope by selecting File > Save. 5. Select the Scope step. You will notice that the parent reporting unit has been entered automatically (as have the reporting units that belong to the same parent company). 6. Select the Initialize using a portfolio step. 7. In Consolidation thresholds, enter 20 in the Equity field, 40 in the Proportionate field and 50 in the Full field. 8. If the advanced options are hidden, click on Show expanded mode options. 9. Enter 50 in the Control Threshold field. 10. Select the Voting rights are proportionate to shares option. The parent reporting unit has automatically been fully consolidated since its ownership interest rate (100) is greater than 50.
4.4.11.2 Defining capital stock rows
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You must define the capital stock rows for all of the companies in the corporation (in this example, all of the companies have 100 shares). The procedure for defining these rows is covered in the example for company U001 below. You can use the same procedure for creating rows in other companies. Related Topics • Investments step
4.4.11.2.1 To define capital stock rows 1. Select the Investments step. 2.
Select Insert Capital Stock Row from the list by clicking
.
The Wizard for Creating Capital Stock Row appears. 3. Select U001 in the Issuing company field. 4. Enter 100 in the Number of issued shares field. 5. Click OK. The capital stock row for U001 is created. 6. Repeat the procedure to define the capital stock rows for the rest of the companies. You obtain the following result:
Related Topics • Adding or deleting companies from a statutory scope
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4.4.11.3 Defining simple investments You can now define the simplest investment which is illustrated below. The procedure for defining investment rows is repeated for U000's investment in U001. It can then be used for all of the other investment relationships in the corporation.
4.4.11.3.1 To define the investment row for U000's holding in U001 1. Select the Investments step. 2.
Select Insert Investment Row from the list by clicking on
.
The Wizard for Creating an Investment Row will appear. 3. Select U001 for the Subsidiary and U000 for the Parent Company. 4. Enter 60 in the Number of shares held field. 5. Click OK. The investment row will be generated. In the Rates tab, the direct investment, ownership interest and U000's investment in U001 have been calculated automatically.
4.4.11.3.2 To define the investment row for U001's holding in U002 1.
Select Insert Investment Row from the list by clicking on
.
The Wizard for Creating an Investment Row appears. 2. Select U002 for the Subsidiary and U001 for the Parent Company. 3. Enter 75 in the Number of shares held field. 4. Click OK. The investment row is generated. 5. Select the Scope step. The corporation holding in U001 and U002 is recalculated and the companies are broken down into reporting units using the investments entered as a basis to perform the calculations. The consolidation methods and rates are also calculated. Reporting units U001 and U002 are fully consolidated at 100%.
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4.4.11.4 Defining direct and indirect investments You can now define the investment rows for the next investment. It contains direct and indirect investments. The example which follows illustrates how the presence of an indirect holding changes the outcome.
4.4.11.4.1 To define the investment rows in the chain 1.
Select Insert Investment Row from the list by clicking
.
The Wizard for Creating an Investment Row appears. 2. Select U006 for the Subsidiary and U000 for the Parent Company. 3. Enter 10 in the Number of shares held field. 4. Click OK. The investment row is generated. 5. Select the Scope step. You will notice that a row is not created if the rate of ownership interest is lower than the equity method threshold. In this case, the reporting unit is classified as not consolidated and consequently will not appear in the list of reporting units. 6. Define the investment rows for U000 and U003. 7. Select Insert Investment Row from the list by clicking
.
The Wizard for Creating an Investment Row appears. 8. Select U003 for the Subsidiary and U000 for the Parent Company. 9. Enter 50 in the Number of shares held field. 10. Click OK. The investment row is generated. 11. Define the investment rows for U003 and U006. 12. Select Insert Investment Row from the list by clicking
.
The Wizard for Creating an Investment Row appears. 13. Select U006 for the Subsidiary and U003 for the Parent Company. 14. Enter 40 in the Number of shares held field.
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15. Click OK. The investment row is generated. The rates will be recalculated. The sum of the direct investment plus the indirect investment mean that the rate of ownership interest of U000 in U006 is 50%, meaning that U006 is controlled by U000 (however, the financial interest is only 30%). 16. Select the Scope step. A reporting unit row has been generated for U003 and U006. Both will be fully consolidated.
4.4.11.5 Breaking the chain You will now define the investment rows for U003's holding in U004 and for U004's holding in U007 in order to simulate a break in the control chain.
4.4.11.5.1 To define investment rows 1. Define the investment rows for U003's holding in U004. 2. Select Insert Investment Row from the list by clicking
.
The Wizard for Creating an Investment Row appears. 3. Select U004 for the Subsidiary and U003 for the Parent Company. 4. Enter 10 in the Number of shares held field. 5. Click OK. The investment row is generated. 6. Define the investment rows for U004's holding in U007. 7. Select Insert Investment Row from the list by clicking on
.
The Wizard for Creating an Investment Row appears. 8. Select U007 for the Subsidiary and U004 for the Parent Company. 9. Enter 80 in the Number of shares held field. 10. Click OK. The investment row is generated.
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These rows show that U004 has a controlling interest in U007 but that U003 does not have a controlling interest in U004 - the ownership interest rate (10%) is below the threshold set at 50% in the Initialize from a portfolio step. As a result, the chain is broken at U003 and U000's investment rows in U004 and U007 are not generated automatically. 11. Select the Scope step. You will notice that no rows have been created. This means that the corporation does not control U004 or U007 and will not include them in the consolidation.
4.4.11.6 Managing effective control You will now deal with U005.
Company U000 holds only 20% of U005's capital stock, and no shareholder holds a larger share than U000. For the past two years, U000 has named the members of U005's board. U000 effectively controls U005 which must be fully consolidated. Related Topics • Forced control
4.4.11.6.1 To manage the case of U005 1. Define the investment row for U000's holding in U005. The direct investment, ownership interest and financial interest rates are 20%. 2.
Select Insert Investment Row from the list by clicking
.
The Wizard for Creating an Investment Row appears. 3. Select U005 for the Subsidiary and U000 for the Parent Company. 4. Enter 20 in the Number of shares held field. 5. Click OK. The investment row is generated. 6. Select the Scope step. U005 is consolidated using the equity method.
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As a general rule, this consolidation method is used for minority interests. In this case, U000 is not a minority interest but rather the main shareholder with effective control over U005. This is why you must use the forced control function. 7. To do so, go back to the Investments step. 8. Define the investment row for U000's holding in U005. 9. Click Properties. 10. Select the Investments tab. 11. Check the Revised value option in the Investment Control box. 12. Select the Scope step. Reporting unit U005 will be fully consolidated even though the rate of ownership interest and financial interest are only 20%. Related Topics • Forced control
4.4.11.7 Managing joint control To finish, you will look at reporting unit U008.
U008 is jointly controlled by U000 and U Minority Interest. When a company is under joint control, a limited number of associates or shareholders are involved in the running of the company. Decisions relating to this company cannot be taken in isolation: agreement between the shareholders and the partners is required. The application manages this situation in the Scope step by altering the consolidation method. Related Topics • Rates and method tab
4.4.11.7.1 To manage joint control 1. Define the investment row for U000's holding in U008. The rate of direct investment and ownership interest are both 50%.
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2.
Select Insert Investment Row from the list by clicking
.
The Wizard for Creating an Investment Row appears. 3. Select U008 for the Subsidiary and U000 for the Parent Company. 4. Enter 50 in the Number of shares held field. 5. Click OK. The investment row is generated. 6. Select the Scope step. Reporting unit U008 is consolidated, meaning that the consolidation percentage is 100%. In this situation, however, the parent company reporting unit can only consolidate 50% of U008 since the Minority Interest holds the other 50%. This is why you must change the consolidation method. 7. To do so, select the reporting unit row in the Scope step, display its properties and select the Rates and method tab. 8. In the Consolidation method and rate (in %) box, select Proportionate as shown below:
Reporting unit U008 is now consolidated using the proportionate method. The consolidation rate is 50% - results are shared between U000 and the Minority Interest reporting unit.
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4.4.12 Calculating scopes The method for calculating investments is as follows: The direct rate of investment is calculated using the subsidiary's capital stock (expressed in number of shares and number of voting rights) and the part held by the parent company (expressed in number of shares and number of voting rights held). The parent company's financial interest and ownership interest are then calculated. This is illustrated below:
Figure 4-13: *Percentage link between the two companies
The method for calculating the scope is as follows: The group's rate of ownership interest in the subsidiaries is compared to the thresholds(1) to calculate the consolidation methods to be applied to the subsidiaries(2). After calculating the consolidation methods, the consolidation rate is calculated using the rate of ownership interest(3). In some cases, you can work out the consolidation rate using either the financial interest or ownership interest, whichever is greater(3)b. This is illustrated below:
*Rate between corporation and subsidiaries
4.4.12.1 Calculating rates in the portfolio
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You can use the shares and voting rights to calculate the following: •
direct investments
•
financial interest
•
ownership interest
Direct investments (in shares and voting rights) are always calculated first. These rates are then used to work out the rates of financial and ownership interest.
4.4.12.1.1 Direct investment The direct investment corresponds to the share of capital stock held by one company in another. It is calculated: •
in shares by dividing the number of shares held by the parent company in the subsidiary by the total number of shares which make up the subsidiary's capital stock.
•
in voting rights by dividing the number of voting rights held by the parent company in the subsidiary by the total number of voting rights which make up the subsidiary's capital stock.
Example: Three companies, A, B and C, each have 100 shares and 100 voting rights Company A holds 40 shares and 40 voting rights in company B. Company B holds 20 shares and 20 voting rights in company C.
Result: A's direct holding* in B = 40/100 = 40%. B's direct holding in C = 20/100 = 20%. A's direct holding in C = 0 (company A does not directly hold any of C's capital stock). *In this example, the direct rate in shares is the same as the direct rate in voting rights.
4.4.12.1.2 Financial interest The financial interest is equal to the sum of the direct rates in shares held throughout the investment chain between a parent company and the subsidiary. In other words, the financial interest corresponds to the part of capital stock held directly or indirectly by one company in another.
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Example: Companies A, B and C. Company A directly holds 60% of company B and 10 % of company C. Company B directly holds 20% of C.
The formula used to calculate A's financial interest in C is as follows: A's direct investment in C + (A's direct investment in B X B's direct investment in C). This produces the following result: A's direct investment in C = 10%. Indirect investment via B = 12% (0.6 X 0.2). Financial interest of A in C = 22 %.
4.4.12.1.3 Ownership interest The rate of ownership interest corresponds to the total of direct voting rights that the companies controlled by the parent company hold in the subsidiary. Control is established by comparing the rate of ownership interest to the threshold. If the rate is below the threshold, the parent company does not exercise control over the subsidiary. Example: Example 1
Example 2
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Example 3
To calculate A's ownership interest in C, you must use the following formula: A's direct investment in C + Indirect investment via B. This produces the following result: Direct investment
Indirect investment via B
Ownership interest
Example 1
5%
40%
45%
Example 2
5%
0% (no control)
5%
Example 3
5%
45%
50%
4.4.12.2 Determining the scope consolidation methods Consolidation methods are calculated by comparing the rate of ownership interest with the thresholds. The following thresholds are employed: Full consolidation
50%
Proportionate consolidation
30%
Equity method
20%
Note: In practice, the thresholds are not always employed and the reporting units are not always consolidated according to the table above. The thresholds can also change. They can therefore be changed.
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4.4.12.3 Calculating the scope consolidation rate The consolidation rate is calculated as follows: •
If the reporting unit is fully consolidated, the consolidation percentage is 100%.
•
If the reporting unit is consolidated using the proportionate or equity method, the consolidation rate is equal to the rate of ownership interest (or the greater of the rate of ownership interest or financial interest).
4.5 Rates view
4.5.1 Introduction to the Rates view The Rates view in the Operation domain enables you to enter rates and view them in the rate tables. The Rates view enables you to: • •
enter conversion and tax rates consult conversion and tax rates
With a standard installation, this view enables you to enter and retrieve conversion and tax rates (using standard schedules for entering conversion and tax rates and retrieval books). The steps are as follows:
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Note: You can assign a document or a book or both to a data source. The Rates view can be accessed by clicking the Rates icon in the Operation domain. This view displays a list of available rate tables. It contains two parts: •
Rate categories. The tree structure pane on the left-hand side of the window lists the different rate categories available.
•
Rate tables. The contents list on the right-hand side of the window displays the different rate tables available for the selected rate category.
Related Topics • Introduction to the Report Designer view • Data Sources
4.5.2 Objects in the Rates view The objects presented in the Rates view of the Operation domain are: • •
rate categories, meaningconversion rates or tax rates rate tables
Related Topics • Rate categories • Rate tables
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4.5.2.1 Rate categories A rate category is a particular type of rate stored in rate tables. The Rates view contains two rate categories: • •
Conversion rates Tax rates
4.5.2.2 Rate tables A rate table is a table used for entering and consulting exchange rates. A rate table contains rates belonging to a specific rate category.
4.5.3 Rate table editor The rate table editor enables you to create tables, enter rates in them and consult the rates when required. The tabs of the rate table editor vary depending on the options selected when the rate category is defined. If all the options have been selected, the rate table editor contains the following tabs: • The General tab. Displays the “rate table” identifiers. •
The Properties tab. Displays all the properties of the rate category contained in the table.
•
The Data Entry tab. Displays the schedule for entering rates in the rate table.
•
The Data Retrieval tab. Displays a list of the schedules used for retrieving the existing rates.
•
The
tab for entering or consulting comments.
Enables you to keep track of the item you define. •
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Enables you to define security settings for the object. Related Topics • To open an object editor in the Information Viewer • Adding comments to objects • Object editor security settings
4.5.3.1 Rate table editor toolbars In order to facilitate or perform the most common tasks, the rate table editor has toolbars containing a number of buttons. Each button is a shortcut for a command available in the menus. The following toolbars are available: • •
The Standard toolbar. The Rates toolbar.
By default, the toolbars are shown in the editor. They can be hidden if required. Note: If some menu command buttons are not available for a given work session, they will be deactivated. Tip: By positioning the cursor on a button, you can obtain information about what it does. A help bubble is displayed under the button together with a description in the status bar. Related Topics • Desktop toolbars
4.5.3.1.1 To hide or display the rate toolbar 1. Click View > Toolbar. A submenu displays the toolbars you can find in the editor. The toolbars displayed are marked with the symbol. If this symbol is not present, the toolbar in question is hidden. 2. Select the toolbar that you want to display or hide. The
symbol appears or disappears together with the selected toolbar.
Related Topics • Buttons on the Rates toolbar
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4.5.3.1.2 Buttons on the Rates toolbar Click
or select
To
Edit > Cut
Cut the selected item
Edit > Copy
Copy the selected item
Edit > Paste
Paste the selected item
Edit > Delete
Delete the selected item
View > Columns
Manage columns in the list
View > Information on Data
Consult information on data
View > Data Entry Indicator
Display or hide the data entry indicator
Action > Data Entry > Freeze titles
Freezing row or column titles
Action > Data Entry > Unfreeze Frozen Columns
Unfreeze frozen columns
Action > Data Entry > Unfreeze Frozen Rows
Unfreeze frozen rows
Action > Data Entry > Rows > Add/Delete
Insert or delete rows
Action > Data Entry > Columns > Add/Delete
Add or delete columns
Action > Data Retrieval > Run
Run the selected schedule
4.5.4 Creating, loading and retrieving rate tables Rate tables are created, loaded and retrieved in the tabs in the rate table editor. Related Topics • To create a rate table
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• To load and retrieve a rate table
4.5.4.1 To create a rate table 1. Click File > New followed by the required category. The rate table editor is displayed. 2. To enter rate table identifiers, on the General tab, click identifiers.
to access the dialog box for selecting
Note: Once the table has been created, the identifiers in the General tab can no longer be changed. If you want to change them, you must create a new table. 3. To enter the property settings on the Properties tab, select one of the following options: To do...
Select the following
To multiply amounts
Multiply
To divide amounts
Divide
Note: When you create a conversion rate table, the “Divide” option is checked by default. 4. Save the rate table created. The identifiers selected in the General tab will be automatically assigned as the name of the new rate table. Caution: To access the data entry schedule in the Data entry tab, you must first save the changes made in the General tab. Related Topics • Rate table identifiers • Dividing and multiplying amounts in a rate table
4.5.4.2 To load and retrieve a rate table
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You can load and retrieve a rate table using this method. You can also data into a rate table via an import. 1. Select the required rate category. 2. Double-click the required rate table. The rate table editor is displayed. Note: You may need to set some values before you can open the rate table. In this case, the Variable(s) to be set dialog box is displayed. The buttons provide access to the dialog box enabling you to set the values to be displayed in the table. 3. Do one of the following: • To enter data, select the Data Entry tab. Caution: To access the data entry schedule in the Data entry tab, you must first save the changes made in the General tab. •
To consult data, select the Data Retrieval tab.
Related Topics • Entering data in a rate table • Retrieving data in a rate table • Importing data into a rate table
4.5.4.3 Rate table identifiers A rate table is identified by dimensions. • •
A conversion rate table contains the “Period” and “Version” dimensions. A tax rate table contains the “Period” dimension.
The dimensions are selected in the General tab of the “rate table” editor. Related Topics • To create a rate table
4.5.4.4 Dividing and multiplying amounts in a rate table
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For conversion rate tables, the Divide/Multiply properties are available. •
To divide amounts, select Divide. “Certain for uncertain” is a quotation technique that consists in expressing the value of the national currency in relation to a variable quantity of foreign currency.
•
To multiply amounts, select Multiply. “Uncertain for certain” is a quotation technique that consists of expressing the value of a unit of foreign currency in relation to a variable quantity of the national currency.
Note: If you express values as “uncertain for certain”, the conversion rate for currencies should not be zero. Example: Sterling and euros against the dollar. If you divide (Divide): 1 $ = 0,6 £ 1 $ = 0,99 € 1$=1$ If you multiply (Multiply): 1,67 $ = 1 £ 1,01 $ = 1 € 1$=1$ Related Topics • To create a rate table
4.5.4.5 Entering data in a rate table You can fill in a rate table in the corresponding editor. The Data entry tab of the editor enables you to fill in the current rate table via a data entry “schedule”. The Data Entry tab enables you to: • •
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Note: For conversion rates, the “Actual” data type is used. Amounts are entered directly in the cells. For tax rates, the “Rates” data type is used. Percentages are entered. You define the type of data when the schedules are created. The type of data cannot subsequently be changed. To...
Do the following...
view the properties of a particular item of data
Right-click the cell and click Information on data in the shortcut menu
insert or delete rows
Position your cursor on a cell, then click dialog box.
to access the
insert or delete columns
Position your cursor on a cell, then click dialog box.
to access the
Click freeze columns and rows in the title
.
The columns and rows in the title will still be displayed when you scroll up or down.
unfreeze frozen rows
Click
.
unfreeze frozen columns
Click
.
display or hide data entry indicators
Click
Note: • • • • •
Schedules for entering rates cannot be linked to other schedules. Unlike package data, you cannot add comments to rates. Schedules for entering rates do not appear if they have not been defined in the Dimension Builder. A message informing the user of the situation will appear in the Data Entry tab. Multi-sheet schedules cannot be used for entering rates. If this type of schedule has been defined in the Dimension Builder, a message will appear in the Data Entry tab. If you do not save the identifiers in the General tab, you cannot access the data entry schedule.
Related Topics • Data Sources
4.5.4.6 Retrieving data in a rate table
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You can retrieve data in a rate table in the corresponding editor. The Data retrieval tab enables you to view data contained in the rate table via retrieval “schedules” . The Data Retrieval tab displays a list of the schedules contained in the data retrieval book and sub-books defined in the Dimension Builder. Related Topics • To retrieve data in a rate table
4.5.4.7 To retrieve data in a rate table 1. In the rate table editor, select the Data Retrieval tab. 2. Double-click a schedule or select the schedule required. 3. Click . Note: • • • • •
Data retrieval schedules can contain links to other schedules. The linked schedules therefore belong to the same book. Specific tables: If you have not defined any data retrieval books in the "Report Designer" view, the Data Retrieval tab does not appear. If the data retrieval book is empty, the Data Retrieval tab appears but does not display any schedules. If the data retrieval book contains schedules and other books, the Data Retrieval tab appears, displaying a list of the schedules grouped directly under the book and a list of the schedules in the sub-books.
Related Topics • Retrieving data in a rate table
4.5.5 To delete a rate table 1. In the Desktop, select the rate table you want to delete. 2. Click Edit > Delete. A confirmation message appears. 3. Click Yes.
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4.5.6 To change a rate table 1. In the Desktop, double-click the rate table you want to change. The rate table editor is displayed. 2. Make the necessary changes in the rate table editor's tabs. Note: The information contained in the General tab cannot be changed. 3. Save the changes made to the rate table.
4.5.7 Importing data into a rate table You can import data into rate tables from: • •
a text file another rate table
Note: In the Desktop, you can simultaneously import one or all of the rate tables belonging to a rate category. In the rate table editor, however, you can only perform an import for the table that is open.
4.5.7.1 Structure of the source to import into a rate table The table or file being used for the import must contain a header row specifying the dimensions contained in the columns. The dimensions are named as follows: • •
ct_[dimension name] for dimensions in alphanumeric format ZD_[dimension name] for dimensions in numerical format
When you import using the editor, specifying the header dimensions is optional. If they exist in the source file or database, they must be in line with the target file or database. If they are not, the imported data will be rejected. When you import via the Desktop, you must specify the dimensions.
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4.5.7.2 Column structure of the file to import into a rate table •
There are two types of file to import: •
files with separators These files normally have a .csv extension. They can be generated: • •
•
by Business Objects applications by other applications such as Microsoft Excel
fixed-length files These are files containing rates which are organized into columns of a fixed length.
4.5.7.2.1 Files with separators
Figure 4-14: File > Import [File] > Next [with separators] > Next
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4.5.7.2.2 Fixed-length files
Figure 4-15: File > Import [File] > Next [fixed length] > Next
4.5.7.3 Data import wizard for files and rate tables A "Data Import Wizard" is available to help you when you import data from a file or table. This wizard guides you through a series of steps during which you define the data you want to import together with the import settings. Related Topics • To import data from a file into one or several rate tables • To import data from one table into another
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4.5.7.4 To import data from a file into one or several rate tables Tip: Perform an Export first to recover the structure of the format to use when importing. 1. Do one of the following: To...
Do the following...
Select the rate table or tables into which you want to import In the Desktop, click File > Im the rates port. Open the rate table into which you want to import the rates
In the editor, click File > Im port.
The “Data Import Wizard” appears. 2. In the "Source" box, click File. 3. If the rates you want to import are made up of numbers only, click one of the following: To...
Do the following...
Replace existing data with imported data
Click Replace.
Add imported rates to existing rates
Click Aggregate.
4. If you want the contents of the columns in the target file to be cleared before the import takes place, select Yes, purge contents before importing, and click one of the following: To...
Do the following...
Delete all of the columns in the target file
Click Delete all types of data (amounts and comments).
Delete only the columns selected for the import Click Delete imported data type only (which are contained in the source and are not fil- (amounts or comments). tered) 5. If the import should include data which is equal to zero for the following data types, click Yes, also import empty rows: integers, actuals, rates, reference values and periods, or null data for text-type data. This does not affect Boolean data. 6. Click Next. The "Define Physical Format" dialog box appears. 7. In the "File" area, click Browse to navigate to and select the file whose rates you want to import. 8. In the "File Type" area, click one the following:
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To...
Do the following...
Specify that the file you are importing uses separators
Select with separators.
Specify that the file you are importing uses fixed length
Select fixed length.
9. In the "Characteristics" area, specify the number of row headers that are contained in the import file. Note: Row headers are not included in the import. They must be located at the start of the file. If there are five rows in the header, you can ignore the first five rows of the file during the import. 10. If you want a file containing rejected rates to be generated, select Create a file containing rejected data and use the Browse button to specify the location you want the file to be created on. 11. Click Next. The "Description of delimited format" dialog box appears. 12. Do one of the following: To...
Do the following...
Import a file using separators
Select the column delimiter used in the import file in the "Column delimiter" area, then select the text delimiter used in the import file in the "Text delimiter" area.
Import a file using fixed length
Select which columns in the file are to be imported directly in the "Preview" box, then add them to the "Defined columns" box.
Tip: Use the "Preview" box to view the file being defined using the selected settings. 13. ClickNext. The "Type of source data" window appears. 14. In the "Source column restrictions" area, select the columns whose data you want to import. 15. Click Next. The "Data Filter and Restriction" window appears. 16. Select the restrictions you want to apply to the data to be imported. To do so, use the selection methods and select values for each dimension in the "Select values" area. 17. Click Next. The "Import to destination objects" window appears. 18. Click Import to start importing. A message appears to inform you of the number of rates which have been successfully imported and the number of rates which were rejected.
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Related Topics • Result of the import
4.5.7.5 To import data from one table into another Tip: Perform an Export first to recover the structure of the format to use when importing. In the Preview box, you can see how the settings you select in each step affect the import file being defined. 1. Select the required table then click File > Import. The Data Import Wizard appears. 2. Select Conversion rate in the "Source" box. 3. Select the general properties of the import and click Next. The Source & Prior processing dialog box appears. 4. Select the conversion rates you want to import and click Next. The "Type of source data" window appears. 5. Select the columns whose data you want to import and click Next. The "Data Filter and Restriction" window appears. 6. Select the restrictions you want to apply to the data to be imported and click Next. The "Import to Destination Objects" window reappears. 7. Click Import to start importing. Related Topics • Result of the import
4.5.7.6 Result of the import Once the import is complete, a message appears indicating the number of rows imported and the number of rows rejected. You can find out more information about the rejected rows by double-clicking them.
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You will also be able to consult a file containing the rejected rows if you selected this option when configuring the import. Note: If an item of data is contained in several rows, only the first will be imported and the others will be rejected. Related Topics • To import data from a file into one or several rate tables • To import data from one table into another
4.5.8 Exporting rate tables You can export the contents of rate tables to text files (.txt or .csv). Note: In the Desktop, you can simultaneously export one or all of the rate tables belonging to a rate category. In the rate table editor, however, you can only perform an export for the table that is open. Related Topics • Data export wizard for rate tables • To export rates to a file
4.5.8.1 Data export wizard for rate tables There is a “Data Export Wizard” available to help you when you want to export data. It guides you through a series of steps in which you define the data to be exported. Related Topics • To export rates to a file
4.5.8.2 To export rates to a file 1. Do one of the following:
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Option
Description
Select the rate table or tables from which you want to export the rates
In the Desktop, click File > Export.
Open the rate table containing the rates you want to export
In the editor, click File > Export.
The “Data Export Wizard” appears. 2. Select the file type and the export file. 3. Click Next. The next window appears. 4. Select the dimension columns that will appear in the export file. Tip: If you check the Export numerical ID code instead of alphanumeric codes option, the dimensions are specified using their numerical ID, not their alphanumeric code. The export takes place more quickly. 5. Click Next. The next window appears. 6. Select the columns whose data you want to export. 7. If the export should include data that is equal to zero for the following data types, select Yes, also export empty rows: integers, actuals, rates, reference values and periods, or null data for text-type data. This does not affect Boolean data. 8. Click Next. The next window appears. 9. Select the restrictions you want to apply to the data to be exported. To do so, use the selection methods and select values for each dimension in the Select values area. 10. Click Next. The final screen lists the rate tables which will be exported. 11. Click Export to start exporting. A message appears, indicating how many rates have been exported.
4.5.9 Printing rate tables You can print rate tables using the desktop printing function.
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Related Topics • Printing Desktop objects
4.6 Consolidation view The "Consolidation" view is available in the "Operation" domain. The view lists the consolidations and SAP BusinessObjects Intercompany reconciliations defined and is divided into two parts: •
the list of objects On the left-hand side of the view, the different types of object available are displayed: • •
•
consolidation definitions reconciliation definitions
the contents list The contents is located on the right-hand side of the view and displays the contents of the object selected on the left-hand side of the view.
In the "Consolidation" view, you create and manage different consolidation definitions and reconciliations.
4.6.1 Consolidations
4.6.1.1 What is consolidation? Consolidation enables you to generate consolidated data using data entered in packages and central manual journal entries, giving you a true and fair view of group assets and liabilities, the financial situation and group earnings. Intercompany reconciliations enable you to generate reconciled data using amounts converted from the consolidated data. The main procedure is as follows:
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The following settings are required for defining consolidations: • • • • • • • • • •
consolidation IDs scopes the set of rules conversion rate the threshold multiplier coefficient applied to the rules a possible different category scenario the source of any opening balances secondary scopes replacement data restrictions
The following settings are required for defining reconciliations: • •
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4.6.1.2 To create a consolidation definition 1. Do one of the following: • In the Desktop, select File > New > Define Consolidation. • In the "Consolidation Definition" object editor, select File > New. A "Consolidation Definition" object editor appears. 2. In the General tab, define the general properties. 3. Enter the Properties tab, configure the following: • • •
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• •
conversion rates the category scenario
4. For a consolidation with opening balances, configure the settings in the Opening balances tab. 5. Enter the Options tab settings If you are performing one of the following types of consolidation: • • •
subconsolidation consolidation with a secondary scope consolidation with replacement data
6. In the Periods tab, specify the period settings. 7. For a consolidation with restrictions, set data filters in the Filters tab. 8. Optionally, set the comment and security settings. 9. Save the definition. Related Topics • The General tab in the Consolidation Definition object editor • The Properties tab in the Consolidation Definition object editor • The Opening balances tab in the Consolidation Definition object editor • The Options tab in the Consolidation Definition object editor • The Periods tab in the Consolidation Definition object editor • The Filters tab in the Consolidation Definition object editor • Adding comments to objects • Object editor security settings
4.6.1.2.1 The General tab in the Consolidation Definition object editor The General tab contains the following general properties of a consolidation definition and comprises the ID settings and the long description of the consolidation: •
the Category, which is the type of data being reported. For example, Budget or long-term forecast. This is one of two IDs which make up the "Reporting ID".
•
the Data entry period, which shows the date on which the data is entered. For example, 2000.12. This is one of two IDs which make up the "Reporting ID".
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•
the Scope code, which enables you to specify the reporting units to be consolidated. For example, Reporting units U4, U28, U29, and U32.
•
the Variant, which enables you to differentiate between several consolidations based on the same Category; Data entry period; Scope code; and Currency. For example, consolidation with estimated rates or consolidation with final rates.
•
the Currency, which shows the currency in which the consolidation data is expressed
•
the Long description, which is a text box used to enter the name of the consolidation
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Note: After saving the Consolidation definition for the first time, the IDs {Category; Data entry period; Scope code; Variant; and Currency} cannot be changed. The corresponding boxes are grayed out.
4.6.1.2.2 The Properties tab in the Consolidation Definition object editor The Properties tab contains the compulsory settings of the Consolidation definition. It is divided into the following sections: •
Scope, which enables you to define the scope using the Scope code, Period, and Version. Note: If the scope occurrence for this consolidation is already present, select it by clicking the next to Scope. The boxes are then automatically filled in.
button
Caution: In a consolidation containing sub-consolidations, the reporting units must match those in the global hierarchy, otherwise an error message can occur. •
Set of rules, which specifies the rules applied.
•
Multiple thresholds by, which you use to set the threshold that triggers the rules. The Multiply thresholds by box corresponds to the multiplier coefficient used in the data processing trigger threshold (consolidation and reconciliation rules). It is only used on converted and consolidated data. By default, the value is 1. For example, when the threshold of a rule is used, for example, for a monetary account, and the currency used to define the threshold is different from that of the consolidation, use a corrective coefficient. A rule is created to ignore differences under 1000 FRF. When the same rule is run on amounts in Euros, adjust the threshold: 1000 FRF = 151 "?" or (0.151 * 1000) "?" . The coefficient multiplier is therefore 0.151.
•
Conversion, which you use to define the consolidation conversion rates. Note: If the conversion rates used for the consolidation are already present, you can select them by clicking the
•
button next to Conversion Rates. The three boxes are then automatically filled in.
Category scenario used, which you use to define a different category scenario from that associated with the reporting ID for the consolidation. These settings are optional. Caution: The Category scenario used is an advanced program setting. Its use gives rise to major changes when running the consolidation. Used it with care. Note: The Category and Version only apply to the category scenario and are not related to the other settings of the same name in the Consolidation Definition object editor.
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Tip: The button enables you to automatically copy the values set in the Reporting ID. • When the button is enabled by default, the category scenario used is the same as the one linked to the Reporting ID. The three boxes are filled in automatically and grayed out. • If the button is deactivated, you are free to enter data in the boxes. Note: If the Category scenario used has already been defined, you can select it by clicking the next to Category Scenario. The three boxes are then automatically filled in.
button
4.6.1.2.3 The Opening balances tab in the Consolidation Definition object editor The "Opening balances" tab contains the additional settings to be entered for a consolidation with opening balances. The boxes are only available if the Opening balance data option is selected and you are entering data. The tab is divided into two parts: • •
The Consolidation determines the balance from which data is extracted. The Source period specifies from which period of the source consolidation the data is taken.
If the source consolidation is single-period, the Source period is automatically entered in advance using the information contained in the category scenario defined in the "Properties" tab. No changes can then be made. In other cases, all of the Consolidation and Source period boxes must contain IDs. Tip: By clicking • •
, you can automatically retrieve the consolidation IDs defined in the category scenario.
The button is activated by default and the boxes are automatically filled in with the IDs defined in the consolidation category scenario. To enter data in the boxes, deactivate the button.
Note: If the consolidation containing the opening balances used has already been defined, you can select it by clicking the in.
button next to Consolidation. The rest of the parameters are automatically filled
Related Topics • Expanded mode: Opening balance tab
What does an opening balance do? An opening balance enables you to fill in the opening flow of a consolidation by bringing forward balances from a previous one.
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Example: The standard example of using opening balances is shown in the following image. Closing data from year N-1 is carried forward and used as opening data for year N.
4.6.1.2.4 The Options tab in the Consolidation Definition object editor The Options tab contains the additional characteristics to be entered when performing: • • •
step consolidations consolidations with a secondary scope consolidations with replacement data
The tab is divided into three parts. They include the three consolidation options: •
"Subconsolidations " Define a different variant from that of the main consolidation for subconsolidations. The Different variant for subconsolidations selection is used for all of the subconsolidations. Activate it in order to select a Variant.
•
"Secondary scope " Note: If the secondary scope occurrence used for the consolidation has already been defined, you can select it by clicking
•
next to Scope. The four boxes are then automatically filled in.
"Replacement data " Replacement data is used when data for a reporting unit, or package, is missing from the reporting ID. The data used is then searched for among all the existing reporting unit data, irrespective of the audit ID. Use the "Category" and "Data entry period" to specify the reporting ID from which to take the data. The "Period" can be specified for categories covering multiple periods.
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To select a specific Audit ID to replacement data, click the
button next to Audit ID forced to.
Related Topics • Subconsolidations
Subconsolidations When performing subconsolidations, the final consolidation integrates different subconsolidations whose variant can be different from the final consolidation. Note: If there are several subconsolidation variants, the variant used by default is that of the consolidation being performed. However, you can select a different one. Caution: The application looks for the subconsolidation for the variant selected that is in the same currency as the final consolidation. If the currencies are different, the first subconsolidation for the variant selected is the one that is used.
Defining a control for step consolidations You can define a control to run a consolidation only when the following are true: • •
all the subconsolidations have a given variant all the subconsolidations have been executed successfully
If you activate the control, the group consolidation cannot be run until both requirements have been met. To activate the control, select Activate breakdown of subconsolidations. Note: The control can only be used for manually run consolidations and not via a scheduled task.
To define a control for consolidations 1. In the Options tab, select the Activate breakdown of subconsolidations option. 2. Select a variant in the Variant field.
To consult the list of subconsolidations If the control is not activated, the command is grayed out. •
Right-click a consolidation definition and select Breakdown of Subconsolidations.
The Validity of Subconsolidations dialog box appears, showing the list of subconsolidations.
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•
The icon indicates that the subconsolidation has been run successfully and has the correct variant.
•
The
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4.6.1.2.5 The Periods tab in the Consolidation Definition object editor In the "Periods" tab, you specify by period the properties used for a consolidation with a multi-period category scenario. The "Default" column lists the values for the properties entered in the previous tabs and other columns. Changes made in any boxes also affect the corresponding boxes in the relevant tabs. To change one or more properties in a particular period, position the cursor directly on the relevant period to make the changes. In the case of a single-period consolidation, one column refers to the consolidation period. Note: Some boxes are read-only. The ability to update the content depends on the consolidation settings. Tip: Use the button in the Default Link column to define and show the link in relation to the general values defined for the consolidation. When the link buttons are activated, the default status, the period defined for the consolidation, displayed in the Default column, is used. Note: When Exclude from processing is activated, the selected period is ignored when the consolidation is processed. When you use this option in combination with Carry forward one period to another, opening balances are loaded from previously run period closing balances. Processing periods consecutively Activate Process periods consecutively to have periods processed one after the other. If the option is not activated, the periods are processed at the same time. Tip: Enable the button to automatically retrieve the values defined by the category scenario. If it is deactivated, the boxes are automatically filled in by the IDs defined in the category scenario of the consolidation. Carry forward one period to another enables you to carry data over from one period to another. It is only available when processing periods consecutively. Scopes in period processing By default, all of the periods have the same scope values. Each period can have its own values for the Scope and for the secondary scope, if one exists, when Process periods consecutively is activated. You can have multiple secondary scopes, even when you have only one main scope. There is no dependency link between main and secondary scopes. Hierarchies in period processing Before you run a consolidation, make sure that your rules configuration do not generate inconsistencies in the following cases: • •
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•
There are scopes with or without opening balances.
If the consolidation definition has at least one scope containing a hierarchy and at least one scope without a hierarchy, an error message appears when you save the consolidation definition that asks if you want to continue. If you do, you can encounter problems running the consolidation using a reporting unit rollup rule. Caution: •
•
If one or more scopes in the consolidation definition do not include hierarchies, the reporting unit rollup rule is not processed for the corresponding periods. An error message appears in the reporting unit rollup log stating that the rule was not processed because of a missing hierarchy. An invalid scope hierarchies causes the consolidation to fail, and an error message appears.
4.6.1.2.6 The Filters tab in the Consolidation Definition object editor The "Filters" tab enables you to filter the data to be consolidated. The selection is based on all dimensions, except the dimensions that identify the consolidation: Category; Data entry period, Scope, Variant, Consolidation currency, and Period. You can select values or filters. To filter the data, activate Restrict period data using dimensions. To apply the same restrictions to the opening balance data, activate Apply period restrictions to opening balance data.
To filter data by value in the Consolidation Definition object editor Selection by value allows only one value for a given dimension to be taken into account. This filter is represented by the icon. 1. In the "Filters" tab, activate Restrict period data using dimensions. 2. Select the icon for the relevant dimension. 3. Select the value corresponding to the required restriction.
To filter data in the Consolidation Definition object editor The selection by filter causes only one list of elementary values for a given dimension to be taken into account. The filter is represented by the icon. 1. In the "Filters" tab, activate Restrict period data using dimensions. 2. Select the icon for the relevant dimension. 3. Select the filter corresponding to the required restriction.
4.6.1.2.7 The Statistics tab in the Consolidation Definition object editor The Statistics tab shows you the status of the consolidation, the results of the controls to determine whether data is present, and the last data processing carried out. It is divided into three separate parts: •
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The "Status" box shows you the current status of the Consolidation definition, which can be: • : (green) the Consolidation definition is complete. The controls in the Presence of data box are valid. • : (red) the Consolidation definition is incomplete. At least one control in the Presence of data box is not valid. •
"Presence of data" The "Presence of data" box shows the verification result of the controls run on the data:
•
•
the presence of the scope occurrence. "Yes" is displayed when the Scope, Version, and period settings of the Scope Occurrence are entered and a Scope occurrence is present.
•
the rates entered. "Yes" is displayed when the conversion rates are present.
•
the presence of data. "Yes" is displayed when data is present in all of the reporting units.
•
the presence of an opening balance. "Yes" is displayed when there is an opening balance consolidation.
"Processing" The "Processing" box is filled in automatically. Icon and comment
Never run
Meaning
The consolidation has never been run.
Running
The consolidation is being run.
Error
An error occurred during data processing. The consolidation must be run again.
Valid
The consolidation has been successfully processed and its settings are updated.
The "Processing" box also shows: • the last time the consolidation was processed • the person who requested the last consolidation processing operation
4.6.1.3 Locking consolidation definitions When a consolidation definition is locked, it cannot be: • •
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changed or deleted processed
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You can also do the following: •
lock the reporting ID preconsolidated data used by the consolidation definition. All of the following items linked to the consolidation definition cannot be created or changed: • • • •
•
central manual journal entries package integration preconsolidation rules receiving preconsolidated data
lock the scope used by the consolidation definition. You will not be able to make changes to the scope.
Locking and unlocking rights: • •
are defined in the functional profile data access rights in the Users view can be assigned to different users
Related Topics • Defining a user's functional profile • Managing functional profiles
4.6.1.3.1 To lock a consolidation definition 1. From the "Consolidation definition" list, select the definitions you want to lock. 2. Select Actions > Lock. The "Lock Consolidation" dialog box appears. 3. Select the Lock consolidation definitions option. 4. To lock the preconsolidated data linked to the consolidation definition, activate Preconsolidated data of reporting ID [name of reporting ID]. 5. To lock the scope used by the consolidation definition, activate Scope. Note: You cannot use the option if you have selected several consolidation definitions. 6. Click Lock. The symbol appears in the "Lock consolidation (Y/N)", "Lock preconsolidated data (Y/N)" and "Lock scope (Y/N)" columns.
4.6.1.3.2 To unlock a consolidation definition 1. From the "Consolidation definition" list, select the definition you want to unlock. 2. Select Actions > Unlock. The "Unlock consolidation" dialog box appears. 3. Click Unlock.
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The
symbol disappears from the locked columns.
4.6.1.4 To change a consolidation definition Changing a consolidation definition impacts the consolidated data. For a consolidation definition with consolidated data, the data is not deleted when the definition is changed, but is updated the next time the consolidation is run. The old consolidated data is not saved. 1. From the "Consolidation definition" list, select a consolidation definition. 2. Make the required changes in the consolidation definition object editor. 3. Save the changes.
4.6.1.5 To copy a consolidation definition Only one consolidation for each specific combination of the following can exist: • • • • •
Category Data entry period Scope Variant Currency
Change at least one of the settings of the consolidation definition in order to save a copy. To create a copy: 1. From the "Consolidation definition" list, open the consolidation you want to copy. 2. Click File > Save As. The "Save As" panel appears, containing the IDs of the consolidation definition you want to copy. 3. Enter new IDs for the copy. 4. Save the copy.
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ID changed
Effect on the copy
Variant
Data is saved.
Consolidation currency
Data is saved.
Category, Data Entry Period, Scope
Data cannot be copied in the new consolidation. Only the new Consolidation definition is saved.
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4.6.1.6 To delete a consolidation definition Caution: • •
If you delete a consolidation definition containing consolidated data, the data is also deleted. If you delete a consolidation definition on which a reconciliation definition is based, you are no longer able to process the reconciliation. The reconciled data is saved. 1. From the "Consolidation definition" list, select the definition you want to delete. 2. Click Edit > Delete. A message asks you to confirm that you want to delete the consolidation definition. 3. Click Yes to validate the operation.
4.6.2 Reconciliations
4.6.2.1 To create a reconciliation definition 1. Do one of the following: • In the Desktop, select File > New > Intercompany Reconciliation Definition. •
In the editor, select File > New. The reconciliation definition object editor appears.
2. In the General tab, configure the following: • • • • • • •
Category Data entry period Scope Variant Currency Reconciliation variant A long description
Note: Once you have saved the reconciliation definition for the first time, the IDs cannot be changed. The corresponding boxes are grayed out.
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3. In the Definition tab, select a "Processing type": • • •
the source consolidation set of rules other sets of consolidation rules that you can select from the existing sets of consolidation rules a specific reconciliation rule that you can select from the existing reconciliation rules
4. Select the reporting units you want to include in the reconciliation processing. The reconciliation can include the following: •
all the reporting units in the selected scope for the source consolidation
•
only the reporting units with package data
5. Optionally, set the comment and security settings. 6. Save the reconciliation definition. Note: • •
The Statistics shows you the status of the reconciliation, the results of the controls used to check that data is present, and a reminder of the last time the reconciliation was run. You can create an intercompany reconciliation definition in the consolidation definition editor by selecting Actions > New reconciliation based on this consolidation.
Related Topics • Adding comments to objects • Object editor security settings
4.6.2.1.1 The Statistics tab in the Reconciliation definition object editor The Statistics tab shows you the status of the reconciliation, the results of the controls used to check for data, and a reminder of the last time the reconciliation was run. It is divided into three separate parts: •
"Status" The Status box shows you one of the following current statuses of the Consolidation definition: • : (green) The Reconciliation definition is complete. • : (red) The Reconciliation definition is incomplete.
•
"Presence of data" The Presence of data box shows you the result of the control to check the presence of consolidated data upon which the reconciliation definition is based.
•
"Processing" The Processing box is filled in automatically. The information is shown in the following table:
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Icon
Comment
Meaning
Never run
The reconciliation has never been run.
Running
The reconciliation is being run.
Error
An error occurred during data processing, the reconciliation must be run again.
Valid
The reconciliation has been successfully processed and its settings are up-to-date.
The Processing box also shows: • •
the last time the reconciliation was processed the person who requested the last processing of the reconciliation
4.6.2.2 Locking an intercompany reconciliation definition When a reconciliation definition is locked: • •
it cannot be changed or deleted no processing can take place
Locking and unlocking rights are defined in the functional profile data access rights in the Users view. Related Topics • Defining a user's functional profile • Managing functional profiles
4.6.2.2.1 To lock a reconciliation definition 1. From the "Intercompany reconciliation definition" list, select the definition you want to lock. 2. Select Actions > Lock a reconciliation. The
symbol appears in the "Locked (Y/N)" column.
4.6.2.2.2 To unlock a reconciliation definition 1. From the "Intercompany reconciliation definition" list, select the definition you want to unlock. 2. Select Actions > Lock a reconciliation.
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The
symbol disappears from the "Locked (Y/N)" column.
4.6.2.3 To change a reconciliation definition Changing a reconciliation definition impacts the reconciled data. For a reconciliation definition with reconciled data, the data is not deleted when the definition is changed but it will be updated the next time the reconciliation is run. The old reconciled data is not saved. 1. From the "Intercompany reconciliation definition" list, select the reconciliation definition to be changed. 2. Make the required changes in the reconciliation definition object editor. 3. Save the changes.
4.6.2.4 To delete a reconciliation definition Caution: •
When you delete a reconciliation definition containing reconciliation data, the data is deleted along with the definition. • When you delete a consolidation definition on which a reconciliation definition is based, you are no longer able to process the reconciliation. The reconciled data, however, is saved. 1. From the "Intercompany reconciliation definition" list, select the reconciliation definition you want to delete. 2. Click Edit > Delete. A message asks you to confirm that you want to delete the reconciliation definition. 3. Click Yes to validate the operation.
4.6.2.5 To copy a reconciliation definition The data produced as a result of the reconciliations run on the source definition is not copied for use in the new reconciliation definition. 1. From the "Intercompany reconciliation definition" list, open the reconciliation definition you want to copy. 2. Click File > Save As. The "Save As" panel appears, containing the IDs of the reconciliation definition you want to copy.
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3. Enter new IDs for the copy. 4. Save the copy.
4.6.3 Running a consolidation or intercompany reconciliation The types of consolidation processing available are: •
Full, which applies to consolidations and intercompany reconciliations. Everything is included in the Full consolidation.
•
Incremental, which updates the previous consolidation processing. For a given reporting ID, it takes into account: • the new central manual journal entries posted • the new packages integrated • the changes made to amounts in central manual journal entries posted since the last processing • the changes made to amounts in packages integrated since the last processing Caution: The incremental process does not take into account deleted packages or manual central journal entries.
You can: • •
run a consolidation or reconciliation and create the associated task simultaneously. The created task is then stored in the list of tasks in the Task List view and can be used at a later date. run a consolidation or reconciliation processing alone. The task created will not appear in the Task List view and cannot be reused at a later stage.
Related Topics • The task editor
4.6.3.1 To run a full consolidation 1. In the "Consolidation definition" list, select a consolidation definition. 2. Do one of the following: • If you want to run the consolidation but you do not want to keep the associated task, select Actions > Run full processing now. •
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If you want to run the consolidation and keep the associated task, select Actions > Create Task for Running Full Processing.
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If the command is grayed out, a control has been defined for the consolidation. Tip: You can also access the processing actions by right-clicking a consolidation definition in the list. Related Topics • Defining a control for step consolidations • The task editor
4.6.3.2 To start processing an incremental consolidation 1. In the "Consolidation definition" list, select a consolidation definition to run. 2. Do one of the following: • If you want to run the consolidation but you do not want to keep the associated task, select Actions > Run Incremental Processing Now. • If you want to run the consolidation and keep the associated task, select Actions > Create Task for Running Incremental Processing. Tip: You can also access the incremental processing actions by right-clicking a consolidation definition in the list. Related Topics • The task editor
4.6.3.3 To start processing an intercompany reconciliation Keep in mind that you can also postpone a consolidation or reconciliation processing by scheduling it in the Task List view. Proceed as follows to start processing. 1. From the "Intercompany reconciliation definition" list, select an intercompany reconciliation. 2. Do one of the following: • If you want to run the consolidation but you do not want to keep the associated task, select Actions > Run Reconciliation Now. • If you want to run the consolidation and keep the associated task, select Actions > Create Task for Running Reconciliation. Tip: You can also access the reconciliation actions by right-clicking a reconciliation in the list.
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Related Topics • Defining a control for step consolidations • The task editor
4.6.4 Consolidation and reconciliation processing log When a consolidation or a reconciliation has been run at least once, you can consult the log containing all the processing operations. In the Log view, you can see three types of processing: • • •
incremental consolidation processing full consolidation processing intercompany reconciliation processing
4.6.4.1 To consult the consolidation or reconciliation log •
In the Log view of the Administration domain, double-click the consolidation or the reconciliation whose log you want to view. The log panel appears listing the processing steps in the consolidation or reconciliation performed.
4.6.5 Printing consolidation and intercompany reconciliation definitions You can print the following: • •
the list of definitions displayed in the Desktop the properties of a definition
Related Topics • Printing Desktop objects
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Administration domain
5.1 Task List, Task Scheduler, Task Monitor and Log views
5.1.1 Introduction to the Task List, Task Scheduler, Task Monitor and Log views The Task List, Task Scheduler, Task Monitor and Log views in the Administration domain enable you to: •
create and manage “tasks”
•
view when these tasks are scheduled to be run
•
monitor these tasks as they are being run
•
check the“ log”
You can create and manage all types of tasks in these views. Tasks are defined in the Task List view. You can specify whether you want them to be carried out immediately or according to a predefined schedule. To define schedules, use the task schedule editor available in the Task List and Task Scheduler views. A processing unit then oversees how the task is run in the Task Monitor view. Users with the required rights can view the processing unit results. You can consult the log generated by the task when it is run in the Log view.
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5.1.1.1 Tasks Basic data processing is referred to as a Task. A task can be processed immediately or at a time specified by the user. You can set up a task without it being run immediately. A task performs a specific function which determines the type of data processing performed. Because tasks cannot be partially run, they can only have one of the following three statuses: • Not run • Run • Being processed Note: Tasks which have the Being processed status can also be interrupted or pending. If an error is encountered when a task is being run, the task is interrupted and all of the data processing performed until that point is canceled. The task types are as follows: •
Run report bundles This task enables you to print the reports contained in a particular bundle.
•
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Run consolidation
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You can define the consolidation you want to run in the Run consolidation task. •
Run intercompany reconciliations The Run intercompany reconciliations task enables you to configure the intercompany reconciliation you want to run, depending on the reconciliation definition.
•
Run preconsolidation rules The Run preconsolidation rules task enables you to configure a preconsolidation after selecting a set of rules to be run on the data that will be preconsolidated and then consolidated.
•
Task Group The Task group task enables you to group together several pre-defined tasks and run them automatically.
•
Run audit The Run audit task enables you to find all the uses of each dimension, characteristic or object.
•
Run Data Link This task enables you to link a Data Link Definition, defined in the Data Link Definitions view, to the data source to be used when running the task.
•
Integrate packages The Integrate packages task enables you to integrate all the published packages for a given reporting ID based on their publication mode.
•
Scan objects The Scan objects task enables you to search for the objects to be received in the database.
•
Send objects This task enables you to prepare the objects to be sent and select the correspondents who will receive them.
Related Topics • The Task List view
5.1.1.2 Scheduling You can define several schedules for a task, specifying that you want it to be run:
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•
on a specific date and at a specific time.
•
recurrently, on a specific day and at a specific time.
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You can activate or deactivate a schedule. Example: Defining several schedules for a task allows you to specify that you want it to be run, for example, every Monday, Wednesday and Friday at 8p.m., every day at 12 p.m. and every Saturday at 3 a.m. Related Topics • The Task Scheduler view
5.1.1.3 Task Monitoring You can oversee how a task is being run in real time. Related Topics • The Task Monitor view
5.1.1.4 Log Each task generates a log once it is run. Depending on the type of function being performed, the log will contain one or more rows of information. Related Topics • The Log view
5.1.2 The Task List view
The Task List view can be accessed by clicking the
icon in the Administration domain.
The existing tasks and their main properties are listed in this view. You can create and manage tasks in this view. Tasks are defined in the task editor.
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Note: You must check the Active option in the contextual menu to be able to run the task. To run a task immediately, even if it is scheduled to be run later, select the Start option. Caution: You can create Run package rules tasks in the Package Manager view. They appear in the Task List view in read-only mode and cannot be changed. By default, these tasks are assigned an automatic code: PK117E62C6.
5.1.2.1 The task editor You can select a task's settings in the task editor. The task editor contains the following tabs: •
The General tab.
•
The Task tab. Select a task's priority, define its status and indicate what is scheduled for processing. You can also consult the schedule for the task and access the task schedule editor in the Schedule section.
•
The Log tab.
•
The Definition tab. Define when a task should be carried out and how frequently.
Related Topics • Managing objects using the object editor • To navigate between objects in the Desktop • The log editor
5.1.2.1.1 General tab This tab contains the items which identify the task. A task is identified by its: •
Type
•
Code
•
Short description
•
Long description
5.1.2.1.2 Task tab In this tab, you define the options determining how the task will be run.
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You can select the following options to define how the task will be run: •
•
Priority: •
Low
•
Normal
•
High
•
Real time
Status: If you do not check the Active box, the task will not be run, even if it has been scheduled to be run.
•
Last processing date
•
Schedule: You can access the task schedule editor by clicking on the contents of this box in order to create, change or delete a schedule. The following three buttons are used to create and monitor schedules: • •
•
The
button enables you to open the editor to create a new schedule.
The button enables you to open the editor for the selected task and make any necessary changes. The
button enables you to delete the selected schedule from the list.
Related Topics • Creating task schedules
5.1.2.1.3 Log tab This tab displays the task's “log” . In this tab, you can see a list of all of the log rows indicating what happened each time the current task was run. This tab is identical to the log editor displayed in the Log view. The
button in the editor enables you to export a log in different formats.
Related Topics • The log editor • Exporting logs
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5.1.2.1.4 Definition tab functions Depending on the task type,
you can use the Definition tab to...
Run report bundles
Print the reports contained in a particular bundle.
Run consolidations
Define the consolidation you want to run.
Running intercompany reconciliations
Define the intercompany reconciliation you want to run.
Run preconsolidation rules
Define the preconsolidation rules to be run.
Running Task Groups
Group several previously defined tasks and run them automatically.
Run audits
Define an audit definition which will be used to find all the uses of each dimension, characteristic and object.
Run Data Link Definitions
Link the Data Link Definition, defined in the Data Link Definitions view, to a data source to be used when running the task.
Scan objects
Define the items you want to receive and incorporate in the database.
Send objects
Prepare the objects you want to send and then send them to the appropriate addresses.
5.1.2.2 Task types
5.1.2.2.1 Run report bundles This task enables you to print the reports contained in a particular bundle. First, you select the “bundle” to be printed. You then print the reports. Finally, a log row is generated in the Log view. If you double-click on the row to open it in the Log editor, you will see more rows detailing the outcome of the print task.
Definition tab The Definition tab is used to define the report bundles to be run:
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•
You can select the report bundle to be printed in the Report Bundle field. Select the printer to be used in the Printer field.
•
The Only print if there is data option enables you to print data entry and retrieval schedules that contain data (amounts and/or comments). If you select this option, the empty sheets in multi-sheet schedules are not printed.
Note: Report bundles are printed using printers installed on the application server. Related Topics • To run a report bundle
5.1.2.2.2 Run consolidation You can define the consolidation you want to run in the Run consolidation task. First, you define the consolidation and processing options. You then save or update the consolidated amounts identified by the consolidation definition. The statistics relating to this definition are also updated (such as date last run, site). Finally, a log row is generated in the Log view. You can view the rows detailing the outcome of the consolidation in the log editor or the task editor's Log tab.
Definition tab You can define the consolidation you want to run in the Definition tab. Under Consolidation, you can enter the five settings identifying the consolidation definition (Category, Data entry period, Scope code, Variant and Currency). If necessary, you can adjust these settings. You can select the appropriate Processing type options to indicate if you want to run a full consolidation or just update an existing consolidation to take new manual journal entries into account. Related Topics • What is consolidation?
5.1.2.2.3 Run intercompany reconciliations The Processing of intercompany reconciliations task enables you to configure the intercompany reconciliation you want to run. First, you select the items which identify the reconciliation definition. You then save or update the reconciliation amounts identified by the reconciliation definition. The statistics relating to this definition are also updated (date last run, site, etc.).
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Finally, a log row is generated in the Log view. You can view the rows detailing the outcome of the reconciliation in the log editor or the task editor's Log tab.
Definition tab In the Definition tab, you can define the intercompany reconciliation that you want to run. Under Reconciliation, you can enter the items identifying the reconciliation definition which you would like to process. You can also change these items, if required. Related Topics • What is consolidation?
5.1.2.2.4 Run preconsolidation rules This task enables you to configure a preconsolidation after selecting a set of rules to be run on the data that will be preconsolidated and then consolidated. First, you select the Reporting ID identifying the data to be processed and the set of rules to be used. You then save or update the preconsolidated amounts, which are included in the automatic preconsolidation journal entries ledger. The statistics for the preconsolidation task will also be updated (date last run, site, etc.). Finally, a log row is generated in the Log view. You can view the rows detailing the outcome of the task in the log editor or the task editor's Log tab. Note: Preconsolidation rules are not run on central manual journal entries that are not posted.
Definition tab The Definition tab is used to select the preconsolidation rules to be run. The Reporting ID field contains the Category and the Data entry period. The Set of rules field enables you to select the set of rules you want to run on the data in the reporting ID selected. The Process periods consecutively option enables you to select how the rules will be run: •
If the option is not selected, all of the periods will be processed at the same time.
•
If the option is selected, the periods will be processed one after the other.
The Do not process periods box enables you to specify the periods you do not want to include in the processing.
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5.1.2.2.5 Task group The Task group task enables you to group together several pre-defined tasks and run them automatically. First, you select the tasks you want to include. You then run the task. Finally, a log row is generated in the Log view. You can view the rows detailing the outcome of the each task in the log editor or the task editor's Log tab. Rights required for running a task group In order to run a task group, you should be authorized to run a task group. You should also have the rights related to the tasks in the task group you want to run. However, if you do not have one of the rights to run one of the tasks in the task group, this may not necessarily stop the running of the task group. This depends on whether or not the Stop option was enabled. A task group consists of the two following types of task: • Run a preconsolidation rule •
Run a consolidation
To run this task group, you should have the following rights: •
Run a task group
•
Run a preconsolidation rules task
•
Run a consolidation task
Related Topics • Functional profile descriptions
Definition tab The Definition tab enables you to select the tasks you want to add to the Task Group. The following buttons are used to create, change or delete tasks from the list: •
The button enables you to select an existing task in order to add it to the task group. You can add as many tasks as you like. A task group must contain at least one task in order to be validated. Note: Any previously defined tasks can be selected except task groups, tasks for running package rules and tasks for validating manual journal entries.
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•
•
The button enables you to open the task editor for the selected task and make any necessary changes. The
button enables you to delete a task from the list of tasks to be included in the group.
Caution: The task is not deleted, it is only deleted from the task group list. •
The
and
buttons enable you to rearrange the list in a particular order.
The Definition tab contains the following options: •
This option enables you to stop running the group of tasks immediately if there is a problem with one of the tasks (e.g. there is an error, the user is not authorized to run the task, the task is open in write mode, etc.). The Group will be listed as "failed" in the list of tasks. If this option is not selected, there will be no repercussions if one task fails. The remaining tasks will be run. The failed task will appear in the log. Caution: Changes made to tasks by another SAP BusinessObjects Financial Consolidation client are not taken into account in real time. To view changes made, you must close and reopen the task group editor.
•
The Active option indicates whether the task is active or blocked. Note: If a task group is not active, none of the tasks will be run, regardless of the status of each individual task. If the task group is active, the status of each individual task is taken into account.
5.1.2.2.6 Run audit The Run Audit task enables you to configure an audit definition before running it. An audit definition is an object which enables you to find all the uses of each dimension, characteristic and object. First, you define the objects you want to find. You then run the task. Finally, a log row is generated in the Log view. You can view the rows detailing the outcome of the task in the log editor or the task editor's Log tab. Note: When you create an audit definition in the Task List view, it will not appear in the Audit view.
Definition tab The Definition tab enables you to configure the “audit definition”. This tab contains:
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•
all of the items that can be included in the search.
•
the different selection methods.
•
all of the objects that will be included when searching for the items.
Related Topics • Creating an audit definition
Result tab The Result tab contains information about the outcome of the task. All of the objects in which the search item is used are displayed here. Note: The Create a new task command (contextual menu) automatically generates a new task. Related Topics • Using an existing task to create new ones • Introduction to the Audit view
5.1.2.2.7 Run Data Link The Run Data Link task enables you to associate a “Data Link definition”, defined in the Data Link Definitions view, with the data source to be used when running the task. First, you link the Data Link definition with the source data. You then run the task. Finally, a log row is generated in the Log view. The row enables you to consult: •
the process report.
•
The production report.
You can view the rows detailing the outcome of the task in the log editor or the task editor's Log tab.
Definition tab The Definition tab enables you to configure the Data Link definitions to be run. This tab is used to define:
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whether or not a production report should be generated and if it should contain rejected rows.
•
the relationship between the Data Link definition and the file containing the source data.
•
where processed data will be saved. There are two options:
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•
ct_pack_import table.
If you select this option, the data will be stored in this table. •
File(s).
If you select this option, the data will be stored in the file or folder selected by the user. Caution: The access path displayed corresponds to a folder located in the application server. The 1 file per package option enables you to store the data in as many files as there are reporting sets. Related Topics • Linking data link definitions to source data • Data Link Task
5.1.2.2.8 Integrate packages The Integrate packages task enables you to integrate all the published packages for a given reporting ID based on their publication mode. First, you select the packages you want to integrate and define the integration settings. You then run the task. Finally, a log row is generated in the Log view. You can view the rows detailing the outcome of the integration in the log editor or in the task editor's Log tab.
Definition tab In the Definition tab, you can define which packages you want to integrate. You can select one or several categories and, if required, a data entry period in the first part of this tab. Note: If you do not select a data entry period, the task will run for all the data entry periods. The Exclude reporting IDs box, enables you to exclude one or more reporting IDs previously selected. Note: All the reporting IDs are selected by default. However, you can limit the reporting IDs selected by selecting the Apply restriction option. The Type of selected package box enables you to restrict package integration based on the following publication modes:
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Packages published in standard mode.
•
Packages published in advance.
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If this option is selected, you can restrict the selection of packages published in advance by defining a control level to be reached. Note: The Control level reached option is only active if one reporting ID is selected and a set of controls has been defined for the reporting ID. •
Packages published by special permission.
5.1.2.2.9 Send objects The Send objects task enables you to prepare the objects to be sent and select the “correspondents” who will receive them. First, you define the objects you want to send and where you want to send them. The program then prepares the data packets to be transferred and sends them to each correspondent. Finally, a log is generated. This log is made up of a summary row containing information on the overall transfer process and detail rows containing information on each object sent (including any linked objects that were sent at the same time). Note: Before you can create and run send tasks, you must configure the transfer properties in the Transfer tab which you can access by selecting the General Options command in the Desktop.
Definition tab In the Definition tab, you can select the objects you want to send and where you want to send them. This tab contains the following: •
Correspondents enables you to select the sites that will receive the objects to be sent.
•
Sent items enables you to select the objects you want to send.
• •
The
button enables you to open the object selected and make any necessary changes.
The
button enables you to delete objects from the list of objects to be sent.
Caution: The object itself will not be deleted. You can create an object by clicking on the •
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button and then following these steps:
Select the type of object you want to send from the list displayed in the Select Transferable Object window.
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•
Select the object you want to send from the list displayed when you click on the button in the Properties of [Object] window. Its description will then appear in the Original object box. In the Transfer options section of the dialog box, you can specify whether you want to send any objects which are linked to the original object. You can also include any other objects in the transfer which perform similar functions. Caution: By default, linked objects are not selected for transfer. In the same window, you can consult the properties of certain objects using a pull-down menu: consolidated data, package, opening package, scopes, portfolios, conversion rates and tax rates.
Example: When you select the category scenario object type, C-P will appear in the Original object box and the linked object will be Dimension Builder.
Programs tab The Programs tab is used to customize the configuration for starting external programs defined in the Transfer tab in the General Options dialog box. Related Topics • Defining transfer properties
5.1.2.2.10 Scan objects The Scan objects task enables you to search for the objects to be received in the database. First, create a task for finding all of the objects that you want to receive using your email account or the folders that have been designed for receiving objects. The method you use depends on the options defined in the Transfer tab of the General Options. If packets have been detected, a Receive objects task is generated automatically and is given the name R[year][month][day].[number of reception task]. For example: R070305.0002. Before you run the task, it will contain all of the objects found. (One task per data packet sent). You can select the objects you want to receive and then run the task. Finally, a row summarizing what happened when the task was run is generated for each reception task in the Log tab and in the Log view. The detail rows contain statistics on the objects received and any linked objects that were received at the same time. Caution: •
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We recommend that you do not try to receive two packets at once since the second will not be correctly received and will appear as failed in the reception task log file.
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• •
You can transfer objects in multi-server mode when working in the application. However, if the user is not in exclusive mode (single server mode) for the following objects, the reception task fails: Database structure
•
Reference tables
•
Dimensions and data sources
Related Topics • Defining transfer properties
Programs tab/Scan Task The Programs tab is used to customize the configuration of an external program (such as executable and .bat files) defined by default in the Transfer tab in the General Options dialog box. Related Topics • Defining transfer properties
Definition tab/Reception task The Definition tab for reception tasks enables you to display the objects to be received which were detected during the scan task. The sender and receiver of each packet is listed under Correspondents. The objects to be received appear under Sent items.
Locking objects once they have been received Certain objects can be modified once they have been received, including: •
Category scenarios
•
Data entry restrictions
•
Ledgers
•
Reference values
Changes can be made depending on the type of “site” . Related Topics • Site Profiles
5.1.2.2.11 Defining transfer properties The Transfer tab in the General Options window enables you to define the transfer properties.
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For the Mail System medium, the properties selected apply to all of the tasks for sending and receiving objects performed by the current site. For the Network medium, the properties selected apply to all of the tasks for receiving data performed by the site. You can specify: •
General settings
•
Transfer vectors
•
External programs
•
Publish Package
General settings Under "General settings", you can select a folder for storing packets, meaning you can specify which working folders will be used for the transfer. Caution: The folder used for storing packets is a dedicated working folder reserved specifically for the transfer and should not be confused with the Network folders defined in the Address Book view which are used for sending the packets. Note: If you do not specify a folder, the packets will be stored by default in the Transfer sub-folder located in the SAP BusinessObjects Financial Consolidation installation folder. There are three folders in the Transfer folder: •
The Outbound folder used for sending data. While a packet is being defined, it is stored in this folder before being sent. Once it has been sent, it will be deleted from the folder. Note: During the send task, the packets stored in the folder will be given the .cmt (SAP BusinessObjects Financial Consolidation Transfer) extension.
•
The Incoming folder used for storing the packet to be inspected. The packet is removed from the folder once it has been scanned and stored in the Inbound folder.
•
The Inbound folder used to store the packet during the reception task (second part of the scan task). The packet stays in the Inbound folder until reception is complete. It is stored in this folder in order to receive the packet again, if required.
Transfer vectors This zone enables you to select the transfer medium to be used and to configure the relevant properties by clicking on Configure. The different media are: •
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Mail system (POP3, SMTP)
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To configure the Mail System medium (POP3, SMTP), you must enter information in the Properties window: •
servers used for incoming and outgoing mail
•
the Windows user account name and password
•
the user's email address
Additional information should be entered in the Advanced tab: •
the server port numbers for incoming and outgoing mail, and if required, the maximum size of the messages.
Tip: The standard server port numbers are displayed by default and do not have to be entered. •
MAPI mail system: To configure the MAPI mail system, you must enter information in the Properties window: •
the name of the MAPI profile and if required, a password.
•
the maximum size of messages (optional).
Note: When sending objects, we recommend that you do not select the Save copies of messages in Sent Items folder option in the Outlook application located on the application server to avoid saturating the mail system. This option is available in Tools > Options > Preferences > E-mail options. It should be configured in Outlook on the application server. Caution: Outlook must be installed and open on the application server if you want to send and receive objects. •
Network To configure the Network medium, you must enter information in the Properties window: •
the path for the network folder.
External programs The External programs groupbox is used to specify a default configuration for an external program ( such as executable and .bat files) for sending, inspecting or receiving tasks. This external program can then be customized for each transfer. You can use these external programs to perform the following tasks by clicking Configure: •
Send task External programs for send tasks can be configured in the following dialog box:
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The Properties dialog box consists of the following: •
Presend When this option is selected, the external program is run just before packets are sent. It is run only once, regardless of the number of correspondents selected.
•
Presend data packet The external program is run for each archive i.e. the .cmt file in the Outbound folder. The program will be run as many times as necessary, i.e. depending on the number of correspondents selected. Note: For a given task, you can configure an external program in pre-transfer mode and run a different external program in pre-transfer data packet mode. Similarly, you can configure the pre-transfer data packet mode to run an external program and configure nothing in the pre-transfer groupbox.
•
Command Line This field is used to specify the program to be used. The option of entering the command line directly enables you to specify programs that were not necessarily present when the configuration was performed.
•
Arguments This field is used to specify the arguments that will be passed to the program when it is run. For a presend, the ARCHIVE argument is suggested. This key word is replaced before the program is run by the name of the file which is processed i.e. the .cmt file being transferred, and its path.
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•
Stop if error occurs If a problem occurs when the external program is run, selecting this option will stop the whole transfer process and the log file will indicate that an error has occurred.
•
Scan task External programs for scan tasks can be configured in the following dialog box:
•
The concept described above for send tasks is also used here. This dialog box consists of the following: •
Prescan of all data packets The external program is run just before the unzipped packets are analyzed once they have been received and copied in the Incoming folder. The program will be run only once for a given inspection task.
•
Prescan of a data packet The external program is run after the packet has been analyzed. It will be run for each .cmt file in the Incoming folder just before it is moved to the Inbound folder for receiving packets. The program will therefore be run each time a file is received.
•
Reception task External programs for reception tasks can be configured in the following dialog box:
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The dialog box consists of the following: •
Post-processing The external program is run once the reception task is complete. This post-processing program is run once the object has been received and stored in the database.
Publish package Under "Publish package" you can select the Automatic transfer to publication site option which will send the package to the publication site automatically. Note: By default, this option is selected when the package is published. Tip: • •
The publication site is configured in the RU Organizer view. After a package has been published, you should look in the Log view in order to ensure that the package has been sent. A record of whether or not the automatic send task has failed will be stored there.
Related Topics • The RU Organizer view
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5.1.2.2.12 List of transferable objects and their properties The following sections outline the properties of each transferable object, linked object (compulsory or optional), and transfer options.
Books •
•
Objects transferred automatically with the book include: •
Schedules linked directly or indirectly to the book
•
Templates for formatting, page layout, schedule styles, headers and footers, retrieval formulas
•
Filters linked to the schedules or schedule header styles or to formulas
Books are also transferred with: •
The folder to which they belong
Folders •
•
Objects transferred automatically with the folder include: •
Books and schedules directly or indirectly linked to the folder
•
Templates for formatting, page layout, schedule styles, headers and footers, retrieval formulas
•
Filters linked to the schedules or schedule header styles or to formulas
Folders are also transferred with: •
Package (optional)
•
Category scenario to which they are attached
Correspondents Not all “correspondents” need be transferred. When an object is sent, the sender and receiver are automatically sent at the same time. •
Objects transferred automatically with the correspondent include: •
•
Correspondent's profile
Correspondents are also transferred with: •
Sender and receiver Caution: Correspondents are not updated automatically if they already exist in the receiving site's address book. To update addresses, you must delete the relevant correspondents in your address book before you receive the data packet.
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Dimensions and data sources You can send the database structure in several packets if it is too big to be sent in one. The packets should contain: •
reference tables
•
dimensions and data sources
All of the reference tables must be sent and received before the dimensions and data source object can be sent. Caution: The dimensions and data source object only contains links between the reference tables and the dimensions, it does not contain the actual reference tables. Objects transferred automatically with dimensions and data sources include: •
Data source definitions
•
Data source dimensions
The dimensions and data sources are also transferred with: •
Database structures
Schedule •
•
Objects transferred automatically with the schedule include: •
Templates for formatting, page layout, schedule styles, headers and footers, retrieval formulas
•
Filters linked to the schedules or schedule header styles or to formulas
Schedules are also transferred with: •
Folder to which they belong
•
Book to which they belong
Consolidated data •
•
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Objects transferred automatically with consolidated data include: •
Consolidation definitions
•
Consolidated data (amounts and comments plus the “scope” when the consolidation was processed)
•
Consolidated package headers
Optional linked objects: •
Scopes attached to the consolidation
•
Sub-scopes attached to the consolidation
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•
Exchange rates attached to the consolidation
•
Journal entry headers
Note: • •
By default, these optional linked objects are not selected. You can apply “hooks” to consolidated data objects.
When selecting the consolidated data to be transferred, the Properties of [Consolidated data object] window appears as follows (the same window appears in the case of preconsolidated data).
Figure 5-1: Administration > Task List > Task editor > Definition > Transferable object property > Identification
This tab enables you to select the consolidation definition and to apply a filter if necessary to limit the data to be transferred. Filters are presented below. Filters can limit the data transferred in two ways: •
Restrict dimensions using the following methods: •
All values You can select all of the amounts for which a value has been defined in the dimension.
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•
All or no values You can select all of the amounts, irrespective of whether a value was defined for the dimension.
•
No value . The selected dimension will take on all of the amounts where no value has been defined.
•
Filter . You can assign a list of elementary values in the selected filter to the dimension.
•
Filter or no value This method takes all of the elementary values in the filter selected and assigns them to the dimension or selects the amounts where no value has been assigned to the dimension.
•
One value only This method assigns one value only to the selected dimension.
•
Characteristic . This method assigns a characteristic to the selected dimension.
•
Add together characteristics using the following selection methods: •
Characteristic. This method assigns a characteristic to the selected dimension. Only the characteristics in the same reference tables as the dimension will be available. See example below.
When updating consolidated data, several scenarios are possible: •
If the consolidation definition ID is identical at both the site sending the data and the site receiving the data, the data at the reception site is over-written.
•
If the consolidation definition ID differs from one site to the other, several scenarios are possible: •
If the consolidation definition received is in the same range as the existing consolidation definition and if the reception site's and the sending site's ranges are different, the data is over-written.
Example: This is the case when: 1- The step consolidation site (consolidation site with a range from [201-299]) sends its consolidated data (linked to the DEF 1 consolidation definition, ID 210) to the Top site (a setup site with a profile range from [1-9;100-199;300-8179]). 2- The step site deletes its consolidation definition.
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3- The step site creates the DEF 1 consolidation definition again (this time with ID 215) and sends it to the Top site again.
If the consolidation definition is in the same range as the existing definition and if this range is the reception site's range, the task fails.
Example: This is the case when: 1- The Top site (setup site with a profile range from [1-9;100-199;300-8179]) sent consolidated data (linked to the DEF 1 consolidation definition, ID 150) to the step site (a consolidation site with a profile range from [201-299]). 2- The Top site deletes its consolidation definition. 3- The Top site creates the DEF 1 consolidation definition again (this time with ID 170) and the step site sends the consolidation definition with ID 150 to the Top site.
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If the consolidation definition received is in a different range from the existing definition, the task fails.
Example: Characteristics. Only the Company characteristic will be available for the Reporting unit dimension. Related Topics • The Desktop components
Preconsolidated data Objects transferred automatically with preconsolidated data include: •
pre-consolidated data (amounts and comments).
•
integrated package headers.
•
“Scope” code (for journal entries containing scope restrictions).
•
“reporting ID” .
Optional linked objects include: •
journal entry headers.
Note: You can apply “hooks” to preconsolidated data objects.
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When selecting the preconsolidated data to be transferred, the Properties of [Preconsolidated data object] window appears (the same window appears in the case of consolidated data). This tab enables you to select the reporting ID to be transferred and to apply a filter if necessary to limit the data to be transferred. Filters can limit the data transferred in two ways: •
Different methods for restricting dimensions.
•
Aggregating characteristics.
Note: At Top site, the reception of preconsolidated data sent from local site is akin to integration. Related Topics • The Desktop • Consolidated data
Group of reference values When you transfer this object, all the reference table value metadata objects are transferred. We recommend that a task contain only this transferable object.
Filter Only the filter is included in the transfer. The filter is also sent when objects which are filtered are sent.
Set of rules Objects transferred automatically with the set of rules include: •
Set of rules
•
Subset of rules
•
Rules belonging to the set and the subset
•
Rules coefficient
•
Coefficient functions
•
Filters used by the rules
The set of rules is also transferred with:
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Category scenario
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Package (optional)
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Ledger Objects transferred automatically with the ledger include: •
Filters used by the ledger
The ledger is also transferred with: •
Pre-consolidated data
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Consolidated data
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Category scenario
•
Packages which use the ledger
Package Objects transferred automatically with the package include: •
Package headers
•
Package data
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Journal entry headers
•
Data entry restrictions
•
Correspondents for data entry and publication sites
•
Ledgers used in the package
•
“Reporting ID”
Optional linked objects include: •
Reporting ID category scenario
•
Data entry folder
•
Set of package rules
Note: The package is the only object which can be sent by a “simple site” .
Language descriptions This object is transferred on its own.
Period descriptions This object is transferred alone or with the period “reference table” .
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Opening package Objects transferred automatically with the opening package include: •
Open package headers
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Opening data generated
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Publication site correspondent
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“Reporting ID”
Optional linked objects include: •
Reporting ID category scenario
•
Data entry folder
•
Set of package rules
The data entry site must be included in the list of destination sites in order to receive the package. There is, however, an option available in the General tab when you select the opening package to be sent which enables you to select one or more destination sites other than the data entry site. When you select this option, the opening package will be sent to all of the destination sites without checking the data entry site.
Scope Objects transferred automatically with the scope include: •
Scope headers
•
Scope data
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Scope code
•
Scope version
Portfolios Objects transferred automatically with portfolios include: •
Portfolio headers
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Portfolio data
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Portfolio code
Category scenarios Objects transferred automatically with the Category scenario include:
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Set of “package rules” by default
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•
Ledgers authorized for the category
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Filters used by the category scenario
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Data entry folder by default
The Category scenario is also transferred with: •
Opening package (optional)
•
Package (optional)
Optional linked objects include: •
Database structure
Note: •
•
The status of a category scenario that has been received, validated and distributed locally will appear as "changed" when you receive it. The status of a category scenario that has been received but has never been validated or distributed locally will remain unchanged. If a package is open when you receive a category scenario, you must close the package and open it again so that the new category scenario is taken into account.
Data entry restrictions Objects transferred automatically with data entry restrictions include: •
Filters which restrict data entry
Data entry restrictions are also transferred with: •
Category scenario
•
Package
Dimension Builder Objects transferred automatically with the structure include: •
Data source definitions
•
Data source dimensions
•
Reference tables used by dimensions and data sources
•
General application settings
The database structure is also transferred with: •
Category scenario (optional)
Some reference tables are not sent with the database structure (e.g. the category, category scenario, code and scope version, intercompany rules, periods).
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Note: You can now send the following with the database structure: •
All the table reference values. In this case, all the tables and their reference values are sent. The following tables are not sent with the database structure: Category, Category scenario version, Scope code, Scope version, Intercompany rules and Period.
•
The values of one or more reference tables. In this case, you can select the tables to be sent. The dimension and characteristic tables as well as tables containing the properties linked to the selected tables are also sent. Note: The way in which the database structure is updated when several updates are received successively is as follows. all the elements of the database structure which are sent to a site, but do not belong to the site, are deleted. For example, the Top site wants to send all its database structure to a consolidation site with an intermediate setup site.
There are two possible scenarios: •
The Top site sends the structure directly to the consolidation site, without going through the setup site. All the customization added by the setup site is then deleted at the consolidation site.
•
The Top site sends the configuration to the setup site first. The setup site then sends the new database structure to the consolidation site.
Reference tables Objects transferred automatically with the reference table: •
Reference table definition
•
Table contents if they are not activity-related objects
•
Reference tables linked as a characteristic to the table being sent
•
Period descriptions (for the periods table only)
The reference table can also be transferred with: •
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Conversion rates Objects transferred automatically with conversion rates include: •
Conversion rate headers
•
Associated data
•
Conversion rate version
Optional linked objects include: •
Retrieval book
•
Data entry schedule
Tax rates Objects transferred automatically with tax rates include: •
Tax rate headers
•
Associated data
•
Tax rate version
Optional linked objects include: •
Retrieval book
•
Data entry schedule
Reference table values These are the values of the reference table selected. All the table values are transferred in one operation. Note: When transferring the Reference table object, you must be in exclusive mode. However, this is not necessary when transferring all the reference table values. Users can continue to be connected to the database and remain operational. Objects transferred automatically with the reference table values include: •
Reference table values belonging to a table used as a characteristic by the reference table sent.
Reference table values are also transferred with the Group of reference values object.
5.1.2.3 Creating tasks You can create a new task directly in the Desktop or using the task editor. You can:
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•
Run report bundles
•
Run consolidations
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Run intercompany reconciliations
•
Run preconsolidation rules
•
Run Task Groups
•
Run audits
•
Run Data Link Definitions
•
Scan objects
•
Send objects
Related Topics • Run report bundles • Run consolidation • Run intercompany reconciliations • Run preconsolidation rules • Task group • Run audit • Run Data Link • Scan objects • Send objects
5.1.2.3.1 To create a task 1. Do one of the following: • In the Desktop, select File > New > [Type of task]. •
In the editor, select File > New.
The task editor appears. 2. Define the task by entering the settings in the general and type specific tabs. 3. Save the task.
5.1.2.4 Running tasks There are two options when running tasks:
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Run a task immediately
•
Run a task at a later date
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Related Topics • Run a task immediately • Run a task at a later date
5.1.2.4.1 Run a task immediately Note: A task which is being edited cannot be run immediately. Caution: A task that is not active cannot be run, even if requested immediately. Note: • •
Even if a task has been scheduled to be run later on, it can still be run immediately if required. When a task is run immediately, it is run on the server to which the user running the task is connected.
Some tasks can also be run immediately in other views. The user makes a request to run the task in the view. The task is then run and a “log” is generated. You can then schedule, consult, rename and manage these tasks in the same way as other tasks created manually. These tasks are as follows: •
Consolidation
•
Intercompany reconciliation
Example: A consolidation run in the Consolidation view will by default be given an automatic code; for example, CO5636A8C.
Example: An intercompany reconciliation run in the Consolidation view will by default be given an automatic code; for example, IC564D389.
To run a task immediately 1. In the Desktop, select the task you want to run immediately. 2. Select Actions > Run. The task starts running. Note: In order to avoid manipulation errors, you can no longer run several tasks at the same time in one operation. You must run tasks individually. Related Topics • Creating task schedules
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5.1.2.4.2 Run a task at a later date A task is scheduled to be run at a certain time. Note: Scheduled tasks are run on a dedicated server. To find out more, see the Administration chapter in the Installation and Administration guide. Related Topics • Creating task schedules
5.1.2.5 Managing tasks You are authorized to carry out the following operations: •
Change a task
•
Duplicate a task
•
Delete a task
•
Print a task
5.1.2.5.1 Changing tasks You can change properties of a task such as the task's schedule without having to create a new one.
To change a task 1. In the Desktop, select the task you want to change. The task editor appears. 2. Enter the new settings. 3. Save the new task.
5.1.2.5.2 Duplicating tasks You can duplicate a task using the Save As function in the task editor. When you duplicate a task, you keep the settings of an existing task. Note: Tasks created automatically cannot be duplicated.
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To duplicate a task 1. In the Desktop, open the task you want to duplicate. The task editor appears. 2. Select File > Save As. 3. In the Save As dialog box, change the code and properties if required. 4. Click OK. The duplicate task appears in the task editor with all of the settings already selected. Tip: You must change the code in order to duplicate a task.
5.1.2.5.3 Deleting tasks You can also delete tasks. Note: When you delete a task, a message appears asking you if you want to delete all the log entries related to the task.
To delete a task 1. Select the task you want to delete from the Desktop. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes. A message appears asking if you want to delete all the log entries related to the task. 4. Click the button corresponding to your choice.
5.1.2.5.4 Printing tasks You can print: •
The list of tasks displayed in the Desktop
•
The properties of one or more tasks
Related Topics • The Desktop
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5.1.2.6 Creating task schedules You can create a task schedule in the Schedule section of the task editor. Note: You can create a task schedule in the task editor, not in the Task Scheduler view. You can only use this view to consult and change an existing task schedule.
5.1.2.6.1 To create a Task Schedule 1. In the Task List view, create and save a new task, or open an existing one. 2. Select the Task tab and click on the Add a scheduled task button. A default task schedule will appear in the task schedule editor. Note: By default, the date and time at which the schedule is created are entered. 3. Define the task schedule's settings. 4. Save the new task schedule. Note: To save a task schedule, you must first save the associated task.
5.1.3 The Task Scheduler view The Task Scheduler view can be accessed by clicking the domain.
icon in the Administration
The Task Scheduler view displays all of the schedules defined to specify when tasks should be run. In this view, you can consult the schedule description and the properties of the task for which it has been defined. You define schedules in a task schedule editor. Note: You cannot create a task schedule in theTask Scheduler view. You can only use this view to consult and change an existing task schedule. You create a task schedule in the task editor in the Task List view. Related Topics • The task schedule editor
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5.1.3.1 The task schedule editor You can update a task's schedule in the task schedule editor. The task schedule editor contains the following tabs: •
The General tab.
•
The Definition tab. Define when a task should be carried out and how frequently.
Note: Because the schedule is generated for each task when it is created, this editor is used for updating existing schedules. Related Topics • The Desktop • To navigate between objects in the Desktop • Creating task schedules
5.1.3.1.1 Definition tab You can configure the task schedule in the Definition tab of the task schedule editor. The Process run by setting allows you to define the user account that will be used to run a scheduled task. By default, the user account of the user who scheduled the task is used. You can change the default user by clicking the Change button to select another user and enter a corresponding password. Note: When the Active option is deactivated, you can schedule a task but prevent it from being run. Three options enable you to specify exactly when and how often you want the task to be run: •
ASAP
•
Run the task immediately. Once on [specific date] Run the task once on a specific date.
•
Recurrent The options for defining how frequently a task is run appear when you activate the Recurrent option: •
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Frequency: •
Day: repeat the task at a regular interval (expressed in days). Define the number of days between the occasions on which the task is run.
•
Week: repeat the task at a regular interval (expressed in weeks). Define the number of weeks separating each task and the day or days on which they are run.
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• •
•
Month: repeat the task at a regular interval (expressed in months). Define the day of the month on which the task is run.
Daily: •
Define a specific time for the task to be carried out.
•
Define the interval between each task if it has to be repeated several times a day.
Duration: Define the time period during which the calendar settings will apply. You can enter a start date and an end date if necessary.
5.1.3.2 Managing task schedules You are authorized to carry out the following operations: •
Change a task schedule
•
Copy a task schedule
•
Delete a task schedule
•
Print a task schedule
Note: • •
You can manage the task schedules in the task editor or in the Task Scheduler view. You can also open an existing task schedule in both. You cannot create a task schedule in theTask Scheduler view. You can only use this view to consult and change an existing task schedule. You create a task schedule in the task editor in the Task List view.
5.1.3.2.1 Changing task schedules When you change a schedule, you can change the date, time or frequency at which a task is performed without creating a new schedule.
To change a Task Schedule 1. In the Task Scheduler view or in the Schedule section of the task editor, select the schedule you want to change. The task schedule editor appears. 2. Enter the new settings. 3. Save the schedule you have changed.
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5.1.3.2.2 Copying task schedules You can copy a task using the Save As function in the task schedule editor. Note: Duplicating a task schedule enables you to keep the settings of an existing one.
To copy a Task Schedule 1. In the Task Scheduler view or in the Schedule section of the task editor, select the schedule you want to copy. The task schedule editor appears. 2. Select File > Save As. 3. In the Save As dialog box, change the code and properties if required. 4. Click OK. The copy of the schedule appears in the task schedule editor, with all of its settings already entered. Tip: You must change the code in order to duplicate a task schedule.
5.1.3.2.3 Deleting task schedules You can delete a task schedule without deleting the task for which it has been created.
To delete a Task Schedule 1. In the Task Scheduler view or in the Schedule section of the task editor, select the task schedules you want to delete. 2. Select Edit > Delete.
5.1.3.2.4 Printing task schedules You can print: •
the list of task schedules displayed in the Desktop.
•
a task schedule's properties.
Related Topics • The Desktop
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5.1.4 The Task Monitor view TheTask Monitor view can be accessed by clicking the Task Monitor icon in the Administration domain. In this view, you can view all of the tasks currently being processed. The server uses processing units to run the tasks.
5.1.4.1 Tasks in progress In the Task Monitor view, you can see the active processing units on the server together with their status. The task being performed can be seen in each processing unit. Note: This view enables you to monitor the data processing underway on the server you are connected to. If a multi-server architecture is being used, the tasks being run on other servers will not appear.
5.1.4.1.1 Processing units The data processing which is underway is represented in the top left-hand corner of the display zone. A description of the task being run is given above each processing unit. The processing units each contain a progress bar showing the task being run and a percentage.
5.1.4.1.2 Queues The tasks waiting to be processed are shown in descending order of priority (Low, Normal, High) in the queue displayed in the top right-hand corner of the screen. These tasks are stored in the queue until a processing unit is freed up. Caution: A processing unit is created especially for those tasks which are assigned real time priority. This unit will not be displayed in the Task Monitor view but a log will be created and can be consulted in the Log view.
5.1.4.1.3 Journal The results produced by the processing engine are entered in real time in the journal at the bottom of the screen. The results show what happens during each stage of data processing in real time.
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Example: 06:44:22 PM Processing engine status Standard processing units Unit 1: task CO5636A8C submitted by user ADMIN is 3% complete 06:44:29 PM Processing engine status Standard processing units Unit 1: task CO5636A8C submitted by user ADMIN is 15% complete 18:44:44 Processing engine status Standard processing units Unit 1: task CO5636A8C submitted by user ADMIN is 99% complete Etc.
5.1.4.2 Tasks in progress
5.1.4.2.1 Running tasks The scheduled tasks are run on the application server via the processing engine. These tasks are run in asynchronous mode and if a task fails, the other tasks being run are not affected.
The processing engine manages the requests to run tasks and the processing units. You can request that a task be run: •
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immediately.
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•
according to a schedule.
Note: The number of tasks that can be run simultaneously on a given server can be specified in the Administration console. The setting you enter is applied to all the servers. To find out more, see the SAP BusinessObjects Financial Consolidation Installation and Administration Guide. These requests are then: •
processed directly by the processing units as soon as one is freed up.
•
sent to the queue until a processing unit is freed up.
Note: In the Log view, you can consult the report outlining what happened when the task was run.
5.1.5 The Log view
The Log view can be accessed by clicking the
icon in the Administration domain.
TheLog view displays the information generated in the log when the task is run. In this view, you can view the properties of each row and the definition of the corresponding task. Once run, each task generates one or more log rows, which are displayed in tree structure form. •
The view is made up of a log row for each task.
•
Log editors contain the following: •
Rows summarizing what happened when the task was run. These rows have the role of parent in the tree structure.
•
The children of the summary rows, meaning the rows containing details on what happened when the task was run.
Related Topics • The log editor
5.1.5.1 The log editor Details on the log are provided in the log editor. You can also access the log editor by clicking the Log tab of the task editor.
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The
button in the editor enables you to export a log in different formats.
The log editor contains one tab only. It contains identical information to the Log tab in the task editor. This tab displays rows of information summarizing what happened when a task was run. When you double-click on a summary row, further details on what happened when the task was run are displayed. This information is presented in detail rows. Detail rows are identified by a schedule icon and summary rows are identified by a folder icon. To go up a level in the tree structure, click the
button.
Note: You can only use the log editor for consulting log rows, not for deleting them. If you want to delete log rows, use the Log view. Related Topics • To navigate between objects in the Desktop • The log editor • Exporting logs • Log tab
5.1.5.2 Exporting logs You can export a “log” to a text format file with separators, to an .xml or .html format. You export logs using the export wizard which you can access by clicking the
button in the log editor.
5.1.5.2.1 Log Export Wizard A log export is made up of a series of steps during which you define the type of file to which the log will be exported. This screen enables you to define: •
•
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The type of export file: •
CSV
•
XML
•
HTML
the separator to be used in a CSV file: •
Tab
•
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•
the name of the export file and, if necessary, the path to the file: If you only indicate the name of the export file, the file will be exported by default to the SAP BusinessObjects Financial Consolidation installation folder. You can use the Browse button to specify where you want to locate the export file. Note: If you do not specify the name of the export file at the end of the path obtained using the Browse button, you will not be able to export the file.
•
Click Export to validate the export.
To export a log 1. In the Desktop, open the log you want to export. 2. In the log editor, click . The Log Export Wizard appears. 3. Then select: • the type of file. •
the separator to be used if you have chosen a CSV export.
•
the name of the export file for the selected log and, if required, the path to the file.
4. Click Export to validate the settings and start exporting the log.
5.1.5.3 Consulting logs You can only consult a “log” in the log editor. Logs can only be deleted in the Log view.
5.1.5.3.1 To consult a log 1. In the Log view, select the summary row you want to consult. 2. Select File > Open. The log editor appears containing details on what happened when the task was run.
5.1.5.4 Deleting logs Logs are deleted in the Log view.
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When you delete log rows, you do not delete the tasks which generated them. When you delete summary rows, you will also delete all of the associated detail rows, except for the rows which can be viewed in the Log view.
5.1.5.4.1 To delete a log 1. In the Log view, select the log rows you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. ClickYes.
5.1.5.5 SAP BusinessObjects Financial Information Management logs You can consult import logs containing data from SAP BusinessObjects Financial Information Management in the Log view. To access SAP BusinessObjects Financial Information Management from the Log view, you need the following: • Financial Information Management enabled by the Administrator in the General options. • A valid CMS session token.
5.1.5.5.1 To launch SAP BusinessObjects Financial Information Management from the Log view •
In the Log view, select Actions > Financial Information Management. SAP BusinessObjects Financial Information Management opens in a separate page.
5.2 Address Book and Site Profile views
5.2.1 Introduction to correspondents Before performing an information transfer, you must define the transfer environment. The first stage in this process is to organize the information flows within the corporation, meaning you must define your correspondents.
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A correspondent is the addressee of the information which you send. The information packets can be sent: •
to a database. Correspondents representing a database are called sites. You can assign a unique profile to each site so that you can identify it individually.
•
to an individual, who can be identified by means of an email address, for example.
In the application, you can manage the addressees of the information that you send by keeping all of your correspondents (sites or individuals) in an “address book”. Correspondents can be created and managed using the following two views: •
The Address Book view in the Administration domain, to manage the addresses of sites and individuals.
•
The Site Profiles view in the Administration domain, to manage the IDs and authorized functionalities for each site.
5.2.1.1 Geographic organization of reporting in the corporation At the first site in your Corporation, you must organize the information flow and the geographic location of the sites which report data in your corporation. As part of this organization, you will create and define the role played by the sites with which top site will communicate. These sites are known as child sites. If they receive the necessary rights from the parent site, these child sites can in turn create their own child sites.
5.2.1.1.1 Steps involved in creating child sites To create a child site, you do the following: •
Create an address for the child site. Define a unique ID for the site.
•
Assign a profile to the new site if it has been given rights other than those issued to a simple local data entry site.
•
Send the ID to the child site. The site properties you send will be used to initialize the new site.
5.2.1.1.2 Managing correspondents After you create the sites, you must manage your correspondents. You add an existing correspondent (site or individual) to the address book. You can then change the properties and rights assigned to the correspondents contained in the address book.
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5.2.1.1.3 Example of how sites are organized in a corporation The diagram below illustrates how the reporting process is split between sites in the corporation:
5.2.2 Objects in the Address Book and Site Profile views The available correspondents are contained in the Address Book view of the Administration domain. There are three types of correspondent: •
A new site
•
A link to an existing site
•
An individual
You can use these objects to manage the addresses and the communication medium used for sending information (such as email, Internet or network). In the Site Profiles view of the Administration domain, you can create and manage the profiles of the available sites in the application. You can use a site's profile to give it functional rights, for example authorized function ranges and information which it can transfer. In addition, all of the objects created by a site are identified by the site's profile.
5.2.2.1 Site A site refers to a correspondent which is a database. You can send any type of object to a database. The different types of sites include:
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Setup site
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Consolidation site
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Data entry site
•
Simple site
Setup sites have greater functionality than consolidation sites which in turn have more functionality than data entry sites. As a general rule, an object which does not belong to the site cannot be changed unless: •
the object's customization can be enhanced.
•
another site has been authorized to change the object's customization and has done so.
Related Topics • Function ranges for each type of site
5.2.2.1.1 Setup site A setup site has the greatest functionality. It has the task of setting up the application. It can: •
define its own customization and add to the customization of other sites.
•
create all types of objects.
•
send all types of objects.
•
create all types of sites (customization, consolidation, central or simple).
Related Topics • Function ranges for each type of site
5.2.2.1.2 Consolidation site A consolidation site centralizes and processes data for consolidation. It receives its customization from one or more setup sites. It can: •
add its own information (such as consolidation definitions and ledgers).
•
create all types of schedules.
•
send all types of schedules.
•
create simple sites.
Related Topics • Function ranges for each type of site
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5.2.2.1.3 Data entry site A data entry site collects all of the packages in which its child sites have entered data. It is customized either by the “consolidation site” or the “setup site”. It can: •
create all types of schedules.
•
send all types of schedules.
•
create simple sites.
Related Topics • Function ranges for each type of site
5.2.2.1.4 Simple site A simple site enters data in the packages it receives. This type of site is a decentralized data entry site. It can create objects such as schedules, but it can only transfer packages and messages. Related Topics • Function ranges for each type of site
5.2.2.2 Link to a site A link to a site enables users to add an existing site to the list of a site's correspondents. This will enable the correspondent to communicate with this site. The type of object which can be transferred depends on the type of site sending it.
5.2.2.3 Individual An individual is a correspondent to whom objects that can be consulted without using the application can be sent; for example, Excel, HTML and PDF files.
5.2.3 Introduction to the Address Book and Site Profiles views
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You can create and manage correspondents using the following two views: •
The Address Book view in the Administration domain, to create and manage different types of correspondents.
•
The Site Profiles view in the Administration domain, to create and manage the site profiles.
The objects presented in both of these views are defined in editors. There are two types of editors: •
The correspondent editor, which you can access in the Address Book view. Use this editor to define the properties of a site, a link to a site or an individual.
•
The profile editor, which you can access in the Site Profiles view. Use this editor to define site profiles.
Related Topics • Address Book view • Site Profiles view • Correspondent editor • Profile editor
5.2.3.1 Address Book view
To access the Address Book view, click
in the Administration domain.
This view contains the list of correspondents (sites, links to sites and individuals) available in the application. You can create and manage correspondent addresses in this view. You can: •
Change one or more correspondents
•
Delete one or more correspondent
Related Topics • Address Book
5.2.3.1.1 Address Book A site's address book contains the addresses of all of its correspondents. The term "correspondent" refers to the addressee of the information you send. Each correspondent is identified by its own alphanumeric code. The code varies depending on the class of correspondent selected, meaning whether it is a site, a link to a site or an individual.
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Note: When you send an object or data to a correspondent, the address of the sender is automatically sent as well so that addressees are automatically provided with an address to which they can reply. If the addressee already has the sender address, it is not updated.
Site A site is a correspondent that is a database. The code identifying a site is made up of two parts: •
The first part denotes the creator site. This part consists of the site profile of the creator site converted to a four figure format. For example, if the profile of a site is 10, the first part of its child site codes will be 0010.
•
In the second part (maximum 12 characters), you can define a specific code for the new site.
The full code which identifies a site therefore takes the form: "creator site code" – "new site code"
Figure 5-2: Administration domain > Address Book view > Correspondent
1. Refers to the creator site 2. Refers to the new site When you create a new site, the first part of the code will always denote the creator site. If the created site is not a simple site, it must be given its own profile so that it can be distinguished from other sites in the application. Example: A creator setup site's code is 0001_CTRL001 and its profile is 2. This site wants to create a new simple site which will depend on it and have the code LOC001. When you create a new site, the first part of the code will by default refer to the parent site, meaning 0002. The code of the new correspondent will therefore be 0002_LOC001. Related Topics • Site Profiles
Link to a site You can add the address of an existing site that is not in the list of correspondents to your address book. When you create a link to a site, both parts of its code have to be entered.
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Example: In this example, a setup site wants to create the reference for an existing site so that it can send it a package. When creating a "Link to a site" type of correspondent, the creator site can enter both parts of the code, e.g. 0003_CTRL023. It can then send a data packet to the 0003_CTRL023 site, but cannot specify a profile for the site.
Individuals You can add the address of an individual to the address book. All of the available code characters (max. 17) can be used to identify the correspondent.
Figure 5-3: Administration domain > Address Book view > Correspondent editor
5.2.3.1.2 Correspondent editor The correspondent editor can be accessed in the Address Book view. Use this editor to define “correspondents” ' properties (site, link to a site or individual). The editor contains the following tabs: •
The General tab. Define the correspondent's properties.
•
The Address tab. Enter the correspondent's address details.
•
The
tab.
Translate the correspondent's description. •
The
tab.
Define the correspondent's security attributes. Related Topics • Address Book
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5.2.3.1.3 Defining correspondents You can define a correspondent in the editor which can be accessed in the Address Book view of the Administration domain. Use this editor to define the general properties and address of the correspondent. There are three classes of correspondent: •
A site, represented by the
•
A link to a site, represented by the
•
An individual, represented by the
icon. icon. icon.
The format of the ID code depends on the class of correspondent you select. Note: A simple site does not have the rights required to create a new site. It is only authorized to add the address of an individual or a link to a site to its address book.
General properties of a correspondent The general properties of a correspondent are displayed in the General tab of the editor. This tab enables you to define: •
the code of the correspondent.
•
the long description of the correspondent.
•
the profile of the correspondent (if the correspondent is not a “simple site” ).
Code You can define the correspondent ID in the Code box of the General tab. This code varies depending on the class of correspondent selected. Related Topics • Address Book
Long Description You can assign a long description to the correspondent in the General tab. This description (maximum 120 characters) can be translated in the
Translate tab.
Related Topics • Translating descriptions in the object editor
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Profile You can access the Profile button of the General tab if the correspondent you create is a site (new or existing). You can assign profiles to sites using this button. When you click the button, the editor for a new “site profile” will open, preloaded for the selected site. Note: You can change a site profile if: •
the site was created by the current site.
•
the site has a profile.
Correspondent address You can enter the address in the Address tab of the correspondent editor. This tab enables you to define: •
the address type of the correspondent.
•
the full address of the site.
Medium In the Medium box of the Address tab, you can specify how you want to transfer information to the correspondent. The address type selected in this box determines the format the correspondent's address will take. You can specify whether the objects or data will be transferred to correspondents via: •
a mail system. Here, you must specify the email address of the correspondent.
•
a network. Here, you must specify a network folder.
Note: Click the
button to access the folder required.
The address type selected by default is MAPI mail system.
Full address You can enter the full address of the correspondent in the Full address box of the Address tab.
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Creating correspondents Any site can create a correspondent which is an individual or an existing database. However, only setup sites can assign a profile to a new site. You can create a correspondent in the Address Book view of the Administration domain or in a correspondent editor. Note: When you use the editor to create a correspondent, you can only create the same type of correspondent as the one shown in the editor.
To create a correspondent 1. In the contents list in the Address Book view, select File > New > [Type of correspondent]. The editor window of the new correspondent appears. 2. In the General tab, define the general properties of the correspondent. 3. In the Address tab, enter the correspondent's full address. 4. Select File > Save to save your changes. Related Topics • General properties of a correspondent • Correspondent address
Managing correspondents You are authorized to carry out the following operations: •
Change correspondents. You can change all of a correspondent's properties in the Properties Box or in the editor, except for the Code box which is read-only.
•
Delete one or more correspondents
You can carry out all of these operations on the Desktop or in an editor.
To change a correspondent from the Desktop 1. In the contents list, select the correspondent you want to change. 2. Select View > Properties Box. The properties box appears. 3. Change the correspondent's properties. 4. Click: • Apply to approve your changes.
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•
Restore to cancel your changes.
To change a correspondent in the editor 1. Select the editor of the correspondent you want to change. 2. Change the correspondent's properties. 3. Select File > Save to save your changes.
To delete a correspondent 1. Select the correspondent(s) you want to delete from the contents list. 2. Select File > Delete. A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
No to cancel.
5.2.3.2 Site Profiles view Click on
in the Administration domain to access the Site Profiles view.
This view contains a list of the sites available in the application. In this view, you can create and manage database IDs, i.e. the site profiles. In this view, you can do the following: •
Change one or more site profiles.
•
Delete one or more site profiles.
Related Topics • Site Profiles
5.2.3.2.1 Profile editor The profile editor can be accessed from the Site Profiles view. Use this editor to define the site profiles. The editor contains the following tabs: •
The General tab. This tab is used to define the general properties of the site profile.
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•
The Range of allocation profiles tab. This tab is used to define the full range of profiles assigned to the site.
•
The
Security tab.
This tab is used to define the security attributes of the site profile. Related Topics • Site Profiles
5.2.3.2.2 Site Profiles After you create an address for a child site, you must assign it with a profile if you want it to have more rights than a “simple site” .
Site Profile A profile consists of all of the information which characterizes a site and has a code made up of digits between 1 and 8179. The profile is required to identify the creator and owner of the data and objects. Note: • • •
The profile of the first setup site is "0". Simple sites do not require profiles because: the objects created by simple sites cannot be transferred to other sites.
•
the package data has the same ID irrespective of the site where it was entered.
The profile is sent to the database so that its properties can be used to initialize the general settings of the site. Once it has been transferred, the profile cannot be deleted or changed. Note: When you send information (data or objects) to another site, the profiles of the sites which own or have created the transferred information are also automatically sent.
Range of site profiles You can select a group of profiles from the full range available and assign it to a site. These profiles will then be used by this site to identify its own child sites when they are created. Note: Since the consolidation and data entry sites are only authorized to create simple sites, only the setup sites have a range of profiles. When a site creates a new site which is not a simple one, it gives it a profile. If the creator site wants to give the new site the right to create sites which are not simple, it provides a full range of allocation profiles. All of the allocated values must feature in the site's own full range of allocation profiles. In addition, these values must not have already been allocated to another site.
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Defining site profiles You can define a site profile in an editor which can be accessed from the Site Profiles view of the Administration domain. The profile defines the general properties and profile range given to a site.
General properties of a profile The general properties of a site profile are displayed in the General tab of the editor. You can determine the following in this tab: •
The profile given to the site.
•
The type of site.
This tab also displays the profile range assigned to the site.
Identified site You can enter or select a link to a site in the Identified site box of the General tab. The selected site must not have a profile and must have the same creator site (i.e. it must share the same code prefix as the current site).
Profile You can key in a profile in the Profile box of the General tab. The selected profile must fall within the full range of profiles allocated to the current site and it must not correspond to a value which has already been selected (as a profile or profile range).
Type In the Type box of the General tab, the parent site can define the type of site created. The possibilities are as follows: •
“Data entry site” , represented by the
•
“Consolidation site” , represented by the
•
“Setup site” , represented by the
icon. icon.
icon.
Caution: A parent site can change the type of site. It can, however, only add rights, not remove them (from simple to central to consolidation to customization rights).
Profile range The full range of profiles allocated to the site is displayed in the Profile range box. Under specific circumstances, the parent site can change this information in the Profile range tab. Note: Only setup sites have a profile range.
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Related Topics • Profile range
Profile range You can define and manage the full range of profiles in the Profile range tab. This full range is made up of several sub-ranges. Note: Only setup sites have a profile range. A sub-range consists of a lower limit ("from") and an upper limit ("to"). A site whose range extends from 100 to 200 can identify its child sites using the codes contained in this range. The Profile range tab displays rows containing the sub-ranges assigned to the site. You can add, delete, split and change the limits of profile ranges assigned to a site. Related Topics • Range of site profiles • Managing profile ranges
Creating site profiles When creating a site, you can only select the profile you want to enter in the Profile box from the range of profiles belonging to the current site.
To create a profile 1. In the contents list of the Site Profiles view, select File > New. The editor window for the new profile appears. 2. In the General tab, define the general properties of the profile. 3. In the Profile range tab, define the sub-ranges of profiles allocated to the site. 4. Select File > Save to save your changes. Related Topics • General properties of a profile • Profile range
Managing profile ranges You are authorized to carry out the following operations: •
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•
Delete a sub-range of profiles.
•
Split a sub-range of profiles.
All of these operations can be performed in the Profile range tab of the profile editor.
Adding a sub-range of profiles Only the parent site of the “site profile” can add a sub-range of profiles. To add a sub-range, you must specify its upper and lower limits. These limits must fall within the full range of profiles belonging to the parent site and must not contain profiles or feature in profile ranges that the parent site has already allocated to another site. Note: When you save your changes, the description of the ranges is updated to help the user. Adjacent ranges are automatically merged and the ranges are organized into increasing order of profile.
To add a sub-range of profiles 1.
In the Profile range tab, click the
button.
The Add Range dialog box appears. 2. Select the upper and lower limits of the range. 3. Click: • OK to validate and exit the dialog box. •
Cancel to exit the dialog box without saving.
•
Reinitialize to cancel your selection without closing the dialog box.
4. Select File > Save to save your changes.
Deleting a sub-range of profiles You can only delete a row indicating a sub-range of profiles if none of the values has been assigned to a site as a profile or range of profiles.
To delete a sub-range of profiles 1. In the Profile range tab, select the row representing the range you want to delete. 2.
Click
.
A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
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Splitting a sub-range of profiles You can split a sub-range of profiles, i.e. divide a row contained in the Profile range tab into two. To split a range, enter the numerical code indicating where you want to separate the range in the Split Range dialog box. This code must fall within the limits of the selected range. Once you choose the separator value, the range will be split into two sub-ranges, the first extending from the initial lower limit to the separator value and the second going from the integer following the separator value to the initial upper limit. Note: When you save your changes, the description of the ranges is updated to help the user. Adjacent ranges are automatically merged and the ranges are organized into increasing order of profile.
To split a sub-range of profiles 1. In the Profile range tab, select the row representing the range you want to split. 2.
Click
.
The Split Range dialog box appears. 3. Select the split profile. 4. Click: • OK to validate and exit the dialog box. •
Cancel to exit the dialog box without saving.
Managing site profiles You are authorized to carry out the following operations: •
Change one or more profiles. Some properties cannot be changed and others can only be altered if certain conditions are fulfilled: •
The parent site can change the contents of the Type box, but can only add rights, not reduce them.
•
The parent site can only extend, not reduce the range contained in the Profile range box. The site identified by the profile can, however, only reduce this range.
•
You cannot change the contents of the Profile and Identified site boxes.
Note: A site's properties can only be changed by the site itself or its parent. •
Delete one or more profiles. Caution: You cannot delete a profile if it has already been sent.
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You can carry out all of these operations on the Desktop or in an editor.
To change profiles from the Desktop 1. Select View > Properties Box. The properties box appears. 2. Change the properties of the profile. 3. Click: • Apply to approve your changes. •
Restore to cancel your changes.
To change profiles from the editor 1. Select the editor of the profile you want to change. 2. Change the properties of the profile. 3. Select File > Save to save your changes.
To delete a profile 1. Select the profile(s) you want to delete from the contents list. 2. Select File > Delete. A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
No to cancel.
5.2.4 Appendix
5.2.4.1 Example of how sites are organized in a corporation This example illustrates how sites are organized in a Corporation. The profile of the first setup site 0000_TOP is 0 and its full profile range goes from 1 to 8179. This site creates two child setup sites:
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•
Site 0000_SG1. It receives 10 as its profile from site 0000_TOP and its full profile range goes from 11 to 99.
•
Site 0000_SG2. It receives 200 as its profile from site 0000_TOP and its full profile range goes from 201 to 299.
Site 0000_SG1 creates the following child sites: •
The simple site 0010_S1. Because it is a simple site, it does not receive a profile or a profile range.
•
The consolidation site 0010_SG1. Its profile is 21 and it does not have a profile range.
•
The consolidation site 0010_SG2. Its profile is 31 and it does not have a profile range.
The setup site 0000_SG1 does not want to manage the data entry of data for South America. It therefore creates the data entry site 0010_SC1 which can then take care of data entry for this area. The site 0010_SC1 has the profile 11 and does not have a profile range. For data collection, the site 0010_SC1 creates the simple sites 0011_S1 and 0011_S2. The consolidation site creates the simple site 0031_S1. The following diagram illustrates how these sites are organized with each site being represented in the following manner:
The organization in this example therefore takes the following form:
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5.2.4.2 Function ranges for each type of site The following table shows the function ranges given by the application to each type of site. Domain
View
Simple site
Data entry site
Consolidation site
Setup site
Analysis
Reports
Create*
Creating
Creating
Creating
Reporting Organizer
Creating
Creating
Creating
Creating
RU Organizer
Creating
Creating
Creating
Creating
Package Manager
Entering
Entering
Entering
Entering
Scopes
Creating
Creating
Creating
Creating
Rates
Creating
Creating
Creating
Creating
Manual Journal Entries
Creating
Creating
Creating
Creating
Consolidation
Creating
Creating
Creating
Creating
Operation
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Domain
Administra tion
View
Simple site
Data entry site
Consolidation site
Setup site
Task List
Creating
Creating
Creating
Creating
sending packages
-
-
-
Task Scheduler
Creating
Creating
Creating
Creating
Users
Depends on database
Depends on database
Depends on database
Depends on database
Address Book
Creating
Creating
Creating
Creating
- Link to a site
Creating
Creating
Creating
Creating
- Site
-
creating simple sites
creating simple sites
creating all types of sites
- Individuals
Creating
Creating
Creating
Creating
Site profiles
Consult
Consult
Consult
Creating
Dimension Builder
Creating
Creating
Creating
Creating
Report Designer
Create*
Creating
Creating
Creating
Category Builder
Creating
Creating
Creating
Creating
Rules
Creating
Creating
Creating
Creating
Data entry restrictions
Creating
Creating
Creating
Creating
Ledgers
Creating
Creating
Creating
Creating
Setup
(*) Objects can be created but not transferred. Note: The internal ID assigned to an object when it is created is taken from a range of values which depends on the profile of the site that created the object. You can therefore identify the site which created an object using its internal ID.
5.3 Security view
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5.3.1 Introduction to the Security view In the Security view you can create and manage: • • • • •
Users Owner groups Functional profiles Data access groups Data access definitions
The Security view can be accessed by clicking
in the Administration domain.
This view displays a list of the objects for managing product and data security. This view is divided into two parts: •
The list of objects. This is located on the left-hand side of the view and displays the different objects used to manage security.
•
The contents list This is located on the right-hand side of the view and displays the contents of the object selected on the left-hand side of the view.
5.3.2 Objects in the Security view
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5.3.2.1 Users A user is an individual who connects to the application. When connecting, users must do one of the following: •
Enter internal authentication, meaning a user name and password for SAP BusinessObjects Financial Consolidation.
•
Enter the user's Windows name and password for SAP BusinessObjects Financial Consolidation Windows only.
•
Use external authentication, meaning a login stored in an LDAP directory.
Note: To find out more, see the SAP BusinessObjects Financial Consolidation Installation Guide and SAP BusinessObjects Financial Consolidation Administration Guide. Some security attributes are given to individual users, for example, password and level, whereas others are given to groups of users. Note: The ADMIN user is created by default and is authorized to consult and modify all of the objects and data in SAP BusinessObjects Financial Consolidation. Related Topics • Users
5.3.2.2 Owner groups An owner group is a group of users with the same rights for consulting and changing objects and data. A user can belong to several owner groups. An object can only belong to one owner group. Objects can only be changed by users in that owner group (unless additional restrictions have been defined in the “functional profile”). The owner group of an object can be modified by any user in that group or by the administrator. Related Topics • Owner groups
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5.3.2.3 Functional profiles A functional profile defines who has the right to perform specific tasks in the application. For example, whether or not a user is authorized to create, change or delete a schedule. Users can belong to several functional profiles and can perform any task authorized by at least one of their functional profiles. Upon purchasing your SAP BusinessObjects Financial Consolidation license, one or more contractual user profiles were provided, which you should implement as functional profiles: •
Administrator
•
Power User
•
Interactive User
•
Viewer
Related Topics • Functional Profiles • Functional profile descriptions
5.3.2.4 Defining access to data You can restrict access to data by using selection methods for dimensions other than Category: Data Entry Period, Reporting Unit, Flow, Currency, Account, Audit ID or Third Party. These restrictions can then be used to create data access groups. Example: To deny a user the right to access the breakdown of sales by product, you can select Total Sales as your filter in the Account dimension. Related Topics • Access definitions
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5.3.2.5 Data access groups Data access groups are used to restrict access to: •
objects you can work with in the application (for example, packages or ledgers).
•
data in the database (for example, reports and packages).
Access definitions are used to protect the data. There are various types: •
Access definitions for entering or analyzing data (for example, in reports or packages).
•
Access definitions for consolidations.
•
Access definitions for central manual journal entries.
Example: It is possible to forbid a particular user to see the breakdown of sales by product. When this user runs the relevant report, the sales breakdown will not be displayed. Related Topics • Data access groups • Defining access to data
5.3.3 The editors in the Users view Different editors in the Users view enable you to create and manage users, owner groups, data access groups and access restrictions. These editors contain the following standard tabs: •
The General tab. Create and identify objects.
•
The
tab.
Add comments to objects. •
The
tab.
Translate object descriptions and select the language.
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The editors also contain specific tabs to define the objects in the view. Related Topics • Managing objects using the object editor • Adding comments to objects • Translating descriptions in the object editor • To navigate between objects in the Desktop • Users • Owner groups • Data access groups • Access definitions
5.3.4 Users A user is an individual who connects to the application. When connecting, users must do one of the following: •
Enter internal authentication, meaning a user name and password for SAP BusinessObjects Financial Consolidation.
•
Connect using the user's Windows account.
•
Use external authentication, meaning a login and password stored in an LDAP directory.
Some security attributes are given to individual users (for example, password and level), whereas others are given to groups of users.
5.3.4.1 User editor You define a user in the user editor. This editor contains the following tabs: •
The General tab. Define the user code and descriptions.
•
The User tab. Describe specific user properties.
•
The Authentication tab. Define how the user will connect to the application.
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•
The
tab.
Enter any comments about the current user. •
The
tab.
Enter the translations of the user descriptions. Related Topics • To assign properties to a user • To define the identification settings for a user
5.3.4.2 Defining a user
5.3.4.2.1 To assign properties to a user •
In the User tab, do the following: •
Select the Active option if you want the user to be able to log in and perform operations. If you want to suspend user activity, you should deactivate this option.
•
Select a user Level: Standard or Administrator.
•
Select one or more Owner groups.
•
Select one or more Functional profiles.
•
Select a Data access group.
Related Topics • Owner groups • Functional Profiles • Data access groups
User levels The Administrator and Standard levels are differentiated as follows:
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An Administrator level user:
A Standard level user:
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An Administrator level user:
A Standard level user:
can change any user's password without knowing the old one.
Can create and modify Standard level users and their password if they have the relevant functional profiles. cannot view Administrator level users.
is not assigned to an “owner group”, “functional profile” or “data access group”.
cannot change a Standard user's level. cannot create an Administrator user.
Related Topics • Owner groups • Functional Profiles • Data access groups
5.3.4.3 Connecting to the application
5.3.4.3.1 To define the identification settings for a user •
In the Authentication tab, select the relevant option: •
Use internal authentication. Select this option if the user is going to use a login and password defined in SAP BusinessObjects Financial Consolidation. Enter the login and change the password if necessary. Note: The Change password button enables users to change the password depending on their level:
•
•
Administrator: administrators can change all the passwords without having to enter the old password beforehand.
•
Standard users: standard users can change their own passwords but must always enter the old password beforehand.
Use Windows account. Select this option if the user is going to use the existing Windows connection. If this option is selected, the user does not need to enter a login or password when connecting to the application. Click on Select an account to select the Windows account on the network.
•
Use external authentication enables the user to connect using the LDAP login and password. Enter the user's login.
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5.3.4.4 Managing password security with internal authentication. Passwords are managed using three systems in the application: •
an SAP BusinessObjects Financial Consolidation internal authentication system.
•
an LDAP mechanism.
•
authentication linked to Windows.
In order to improve password management in the first system (SAP BusinessObjects Financial Consolidation internal authentication), new security-enhancing functionality has been developed. •
Changing the password: the administrator can now define a lifespan in days for the password. Once the password has expired, the user must change it. If the password is not changed, the user will not be able to access the application.
•
Minimum password length: the administrator can now set a minimum length for passwords.
Note: Password management is only implemented for SAP BusinessObjects Financial Consolidation Windows clients. You can manage passwords in the Security view by clicking Actions > Password Manager. Caution: The password settings you define are applied to all application users, including the administrator. In the dialog box, you define: •
the minimum length for passwords.
•
the password's lifespan in days.
A warning message appears when the user's password expires. You can oblige all users to renew their passwords by clicking Actions > Renew Password for All Users. The next time they connect, all the users will be required to renew their password. Note: When migrating from a previous version of SAP BusinessObjects Financial Consolidation, the password renewal option is deactivated and the minimum length for the password is set at 0. The administrator can then decide to activate the password management functionality.
5.3.4.5 Managing users
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5.3.4.5.1 Creating users You can create a user: •
in the Desktop.
•
in the user editor.
•
using a Windows account. Caution: The user login cannot exceed 12 characters.
If you exceed the number of users authorized by your license when creating a new user, a message will appear when you try to save the user. This message will inform you that you have almost reached the maximum number of users authorized by your license or that you have exceeded it. If you have exceeded it, then the user will not be created. Related Topics • To check your license
To create a user in the Desktop 1. Select File > New > User. The user editor appears. 2. Enter the new user's properties in the following tabs: • The User tab. •
The Authentication tab.
3. Save the new user. Related Topics • To define the identification settings for a user
To create a user in the editor 1. Select File > New. The user editor appears. 2. Enter the new user's properties in the following tabs: • The User tab. •
The Authentication tab.
3. Save the new user.
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Related Topics • To define the identification settings for a user
To create a user using a Windows account 1. In the Desktop, select Actions > Create using Windows accounts. The standard Windows Select User dialog box appears. 2. Enter or select the Windows account for connecting the user to SAP BusinessObjects Financial Consolidation. 3. Click OK. The Configure Users to be Imported dialog box appears. 4. Select an “owner group”, “functional profile” and “data access group” . 5. Click Validate. The account you have created will appear in the Desktop.
5.3.4.5.2 Changing users
To change a user 1. Select the user you want to change. 2. Select File > Open. The user editor appears. 3. Enter the new settings. 4. Save the user you have changed.
5.3.4.5.3 Copying users
To copy a user 1. Open the user you want to copy. 2. In the user editor, select File > Save As. 3. In the Save As dialog box, change the user's code and other properties if required. 4. Click OK. The new user appears in the user editor with its settings already entered except for the password. Tip: You must change the code in order to copy a user.
5.3.4.5.4 Enabling and disabling users A user can be active or inactive:
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•
Active. Active users can log in to SAP BusinessObjects Financial Consolidation. They have rights and can perform operations authorized in the application. Note: Active users are counted among the number of users authorized by your license.
•
Inactive. Inactive users are users whose activity has been suspended. They can no longer log in to the application. They can, however, be enabled again at a later time and will regain all previous rights.
Note: Inactive users are not counted among the number of users authorized by your license. In the Users view, the Active property is displayed by default in the list of users. The orange checkmark indicates that the user is active. If the user is inactive, then the checkmark does not appear. The Active or Inactive status of a user is defined: •
Using the Active option in the User tab of the user editor.
•
By right-clicking on the user in the list of users.
Note: • • •
To enable a user, you should be authorized to do so. If you disable a user who is logged in to the application, the action will take effect only once the user has logged out. To disable a user, you must be authorized to do so.
If you exceed the number of users authorized by your license when enabling a user, a message will appear when you try to save the user. This message informs you that you have almost reached the maximum number of users authorized by your license or that you have exceeded it. If you have exceeded it, then the user will not be enabled. Related Topics • To check your license • Functional profile descriptions
To enable a user •
Do one of the following: • Right-click on the user you want to enable in the list of users in the User view and select Enable user in the contextual menu. Note: You can enable several users in one operation. A confirmation message appears to inform you that the user can log in to the application. Click Yes. •
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Select the Active option in the User tab of the user editor.
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Note: This option is selected by default when a user is created.
To disable a user •
Do one of the following: • Right-click on the user you want to disable in the list of users in the User view and select Disable user in the contextual menu. Note: You can disable several users in one operation. A confirmation message appears to inform you that the user can no longer log in to the application. Click Yes. •
Uncheck the Active option in the User tab of the user editor.
5.3.5 Owner groups An owner group is a group of users sharing the same rights to consult and change objects. A standard level user can belong to one or more owner groups. There are two possible situations: •
The user and the object belong to the same owner group. The user is therefore authorized to change the object.
•
The user and the object do not belong to the same owner group. The user can only access the object in read-only mode.
5.3.5.1 Owner group editor You define an owner group's properties in the owner group editor. The editor contains the following tabs: •
The General tab. Enter the owner group code and descriptions.
•
The
tab.
Enter any comments about the current owner group.
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•
The
tab.
Enter the translations of the owner group descriptions. The owner group editor only contains these three standard tabs.
5.3.5.2 Managing owner groups You can: • • • •
Create owner groups Change owner groups Copy owner groups Delete owner groups
5.3.5.2.1 Creating owner groups You can create an owner group: • •
in the Desktop. in the owner group editor.
To create an owner group in the Desktop 1. Select File > New > Owner Group. The owner group editor appears. 2. Enter the new owner group's properties in the tabs. 3. Save the new group.
To create an owner group in the editor 1. Select File > New. The owner group editor appears. 2. Enter the new owner group's properties in the tabs. 3. Save the new group.
5.3.5.2.2 Changing owner groups
To change an owner group 1. Select the owner group you want to change. 2. Select File > Open. The owner group editor appears.
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3. Enter the new settings. 4. Save the owner group you have changed.
5.3.5.2.3 Copying owner groups You can copy the properties of an owner group in order to create a new one.
To copy an owner group 1. Open the owner group you want to copy. 2. In the owner group editor, select File > Save As. 3. In the Save As dialog box, change the owner group's code and other properties if required. 4. Click OK. The copy of the owner group appears in the editor. All of the settings duplicated from the original owner group will already be entered. Tip: You must change the code in order to copy an owner group.
5.3.5.2.4 Deleting owner groups
To delete an owner group 1. Select the owner group you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes.
5.3.6 Functional Profiles Functional profiles consist of all of the functions users are authorized to perform in the application. A standard level user is therefore assigned to one or more functional profiles which define the tasks they can perform. Users can perform any task authorized by at least one of their functional profiles. Functional rights are arranged in order of importance. Upon purchasing your SAP BusinessObjects Financial Consolidation license, one or more contractual user profiles were provided, which you should implement as functional profiles: •
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Administrator: can perform administrative tasks as well as all other tasks. Has full security rights.
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Power User: can access all functions in the Analysis and Operation domains. Has limited rights in the Administration domain. Has full rights for reports and data entry.
•
Interactive User: Has full rights for analyses and data entry. Has consultation rights only in the other domains.
•
Viewer: Has full rights for analyses. Has consultation rights only in the other domains.
When you define a user's functional profile, you can restrict the rights provided by the contractual profile acquired with your product license. You cannot, however, add to those rights. Example: You have two Administrator licenses. You can assign full rights to administrator 1 and restrict administrator 2's security rights. Related Topics • Functional profile descriptions
5.3.6.1 Functional profile editor You define a functional profile using the functional profile editor. This editor is used to define a user's rights to perform certain functions. It contains the following tabs: •
The General tab. Enter the functional profile code and descriptions.
•
The Access rights tab. Define the right to access the different application functions.
•
The
tab.
Enter any comments about the current functional profile. •
The
tab.
Enter the translations of the functional profile descriptions. Related Topics • Defining a user's functional profile
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5.3.6.2 Defining a user's functional profile The Access rights tab enables you to define a user's functional profile. This tab displays a hierarchy of the different domains, views and application objects, and for each of these objects, the functions where access can be restricted. If a function is checked, this means that the current functional profile can access it. If the All Rights option is checked, the user can access all of the application's functions. As a general rule, when you check a function, all of the functions at lower-levels in the hierarchy will be selected by default. If required, you can uncheck the levels you do not want. However, certain rights will depend on others. The application manages this to ensure total security. For example, when you check the option corresponding to one of these rights, a message will appear to explain that the rights associated with the right you just checked will automatically be enabled. Example: Regarding access rights to journal entries, if you select the Access the Manual Journal Entries view, the Manage a journal entry and Manage a journal entry template rights, as well as all the other rights grouped within will be selected by default. Related Topics • Functional profile descriptions
5.3.6.2.1 SAP BusinessObjects Extended Analytics users Rights for SAP BusinessObjects Extended Analytics users are not related to those for SAP BusinessObjects Financial Consolidation. However, ADMIN users are automatically administrators in SAP BusinessObjects Extended Analytics. The following table presents the rights and contractual profiles for SAP BusinessObjects Extended Analytics. Levels
Rights
Profiles
Administration 1
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All rights for SAP BusinessObjects Extended Analytics
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Levels
Rights
Manage objects Manage all objects on the SAP BusinessObjects Extended Analytics Reporter site, including the creation of objects by RDL publication
2
Profiles
Manage object security Manage security for objects on SAP BusinessObjects InfoView.
Managing log reports Create a log report from RDL reports
Power User
Analyze reports using Microsoft Office Excel 3
Interactive User
Use SAP BusinessObjects Extended Analytics Analyzer Consult reports Open and consult reports on the SAP BusinessObjects Extended Analytics Reporter site
4
Subscribe to recurring reports Create subscriptions to recurring RDL reports
Viewer
The following rule applies to rights: If you have the right to a level, you will have the corresponding contractual profile, and will automatically be granted all of the rights belonging to lower levels. See example below. However, there are two exceptions to the rule: •
If you are authorized to manage log reports, you will automatically have the right to manage objects.
•
If you are authorized to subscribe to recurring reports, you will automatically have the right to consult reports.
Example: If you are authorized to manage objects, you will automatically have the right to analyze reports using Excel, to consult reports and to subscribe to recurring reports. Related Topics • Functional profile descriptions
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5.3.6.3 Managing functional profiles You can: • • • •
Create functional profiles Change functional profiles Copy functional profiles Delete functional profiles
5.3.6.3.1 Creating functional profiles You can create a functional profile: • •
in the Desktop. in the functional profile editor.
To create a functional profile in the Desktop 1. Select File > New > Functional Profile. The functional profile editor appears. 2. Enter the new functional profile's properties in the standard tabs and in the Access rights tab. 3. Save the new functional profile. Note: By default, no access rights are defined when you create a functional profile.
To create a functional profile in the editor 1. Select File > New. The functional profile editor appears. 2. Enter the new functional profile's properties in the standard tabs and in the Access rights tab. 3. Save the new functional profile. Note: By default, no access rights are defined when you create a functional profile.
5.3.6.3.2 Changing functional profiles
To change a functional profile 1. Select the functional profile you want to change. 2. Select File > Open. The functional profile editor appears.
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3. Enter the new settings. 4. Save the functional profile you have changed.
5.3.6.3.3 Copying functional profiles You can copy the properties of a functional profile to create a new one.
To copy a functional profile 1. Select the functional profile you want to copy. 2. In the functional profile editor, select File > Save As. 3. In the Save As dialog box, change the functional profile's code and other properties if required. 4. Click OK. The new functional profile appears in the functional profile editor with its settings already entered. Tip: You must change the code in order to copy a functional profile.
5.3.6.3.4 Deleting functional profiles
To delete a functional profile 1. Select the functional profile you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes.
5.3.7 Access definitions An access definition enables you to group together the data to which users will have access when entering or analyzing data in packages or Excel Link, when analyzing reports, performing consolidations or posting central manual journal entries. Different dimensions are affected depending on the domain. Access definitions are specific (e.g. for consolidations) and are not interchangeable. Caution: To ensure that the configuration is consistent, you must ensure that the same data is accessible when both entering and analyzing data.
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Data access definitions and data entry restrictions Data access definitions provide an extra layer of security for restricting user access to data. Data access definitions can be used jointly with data entry restrictions, which are used to limit users' access to reporting set data. Access domains Data access definitions are divided into four domains: •
Data Entry
•
Analysis
•
Consolidation
•
Central Manual Journal Entries Data Entry Dimensions affected: • Data Entry Period
This domain specifies the data that can be entered in packages and in Excel Link.
•
a Reporting unit
•
Currency
•
Account
•
Flow
•
Period
•
Share
•
Ledger
•
Audit ID
•
Partner
•
All user-defined dimensions
Analysis
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Dimensions affected: • Data Entry Period
This domain specifies the data that can be retrieved in the editors.
•
a Reporting unit
•
Currency
•
Account
•
Flow
•
Period
•
Share
•
Ledger
•
Audit ID
•
Partner
•
Scope
•
Variant
•
Consolidation Currency
•
All user-defined dimensions
Consolidation Dimensions affected: • Data Entry Period This domain defines access to consolidation definitions, intercompany reconciliation definitions and associated tasks.
•
Scope
•
Consolidation Currency
•
Variant
•
Reconciliation Variant
Central Manual Journal Entries Dimensions affected: • a Reporting unit This domain specifies the journal entries that users can access in the Journal Entry view.
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•
Data Entry Period
•
Scope
•
Variant
•
Consolidation Currency
•
Audit ID
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Related Topics • Introduction to the Data Entry Restrictions view
5.3.7.1 Access definition editor You define an access definition's properties in the access definition editor. This editor contains the following tabs: •
The General tab. Define the access definition's code and descriptions.
•
The Definition tab. Define the access definition's properties.
•
The
tab.
Enter any remarks about the current access definition. •
The
tab.
Translate the access definition's long and short descriptions. •
The
tab.
Define the access definition security attributes. Related Topics • Configuring access definitions
5.3.7.2 Configuring access definitions The Definition tab enables you to specify the data that will be included in the access definition. This tab contains the following columns: The Dimension column This column contains a list of dimensions. When you create a new definition, the dimensions are displayed in the same order as in the Dimension Builder.
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The Selection column This column contains the following options: •
All values You can select all of the amounts for which a value has been defined in the dimension.
•
All or no values You can select all of the amounts, irrespective of whether a value was defined for the dimension.
•
No value. The selected dimension will take on all of the amounts where no value has been defined.
•
Filter. You can assign a list of elementary values in the selected filter to the dimension.
•
Filter or no value This method takes all of the elementary values in the filter selected and assigns them to the dimension or selects the amounts where no value has been assigned to the dimension.
•
One value only This method assigns one value only to the selected dimension.
•
Characteristic. This method assigns a characteristic to the selected dimension.
The Value column This column enables you to select the value you want to assign to the dimension. If the value selected is different from the default value, the entire row is highlighted with a yellow background. When you open an access definition, the modified rows in yellow will be displayed at the top of the list.
5.3.7.3 Managing access definitions You can do the following: • • • •
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Create access definitions Change access definitions Copy access definitions Delete access definitions
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5.3.7.3.1 Creating access definitions You can create an access definition: • •
in the Desktop. in the access definition editor.
To create an access definition in the Desktop 1. Select File > New > Access Definition followed by the type of definition required. The access definition editor appears. 2. Enter the new access definition's properties in the standard tabs and in the Definition tab. 3. Save the new definition.
To create an access definition in the editor 1. Select File > New and select the type of access definition you want to create. The access definition editor appears. 2. Enter the new access definition's properties in the standard tabs and in the Definition tab. 3. Save the new definition.
5.3.7.3.2 Changing access definitions
To change an access definition 1. Select the access definition to be changed. 2. Select File > Open. The access definition editor appears. 3. Enter the new settings. 4. Save your changes.
5.3.7.3.3 Copying access definitions You can copy the properties of an access definition in order to create a new one.
To copy an access definition 1. Open the access definition you want to copy. 2. In the access definition editor, select File > Save As. 3. In the Save As dialog box, change the access definition's code and other properties if required. 4. Click OK. The new access definition appears in the access definition editor with its settings already entered.
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Tip: You must change the code in order to copy an access definition.
5.3.7.3.4 Deleting access definitions
To delete an access definition 1. Select the access definition to be deleted. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes.
5.3.7.4 How access definitions function in the different views Security is managed differently for access definitions in different views.
5.3.7.4.1 Access definitions for consolidations The consolidation access definition enables you to define access to consolidation definitions, intercompany reconciliation definitions and associated tasks. Security settings are applied to the following dimensions in consolidation access definitions: •
Category
•
Data Entry Period
•
Scope
•
Variant
•
Consolidation currency
•
Reconciliation variant
The objects in the view are filtered by category. Therefore, for a consolidation or reconciliation definition:
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•
if the category is not authorized, the definition is not displayed.
•
if the category is authorized, but at least one dimension is not, the definition can be accessed in read-only mode (it cannot be run or changed).
•
if the category and all the dimensions are authorized, the definition can be accessed in read-write mode (it can be run and changed).
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Note: New consolidation and reconciliation definitions can only be created in the framework defined by the consolidation access definition.
5.3.7.4.2 Access definitions for central manual journal entries Access definitions for central manual journal entries enable you to define the journal entries available to the user in the Manual Journal Entries view.
1. Filtered by Category and Data entry period 2. Filtered by Reporting unit and Audit ID In the tree structure on the left, the ledgers displayed are filtered for the central manual journal entry access definition using the following dimensions: •
Category
•
Data Entry Period
On the right, the journal entries displayed are filtered using the following dimensions: •
Reporting unit
•
Audit ID
Note: You cannot create a journal entry (manually or by copying and pasting) which is not authorized by the central manual journal entry access definition.
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5.3.7.4.3 Data entry and analysis access definitions The data entry access definition enables you to specify the data that can be entered in packages and in Excel Link. The data analysis access definition enables you to specify the data that can be retrieved in the editors.
Reporting Organizer/RU Organizer views The list of reporting IDs in the Reporting Organizer view is filtered using the data entry access definition Category and Data entry period dimensions. The list of reporting sets in the RU Organizer view is filtered using the data entry access definition Category, Data entry period and Reporting unit dimensions.
Package Manager Package Manager view The list of packages is filtered using the data entry access definition Category, Data entry period and Reporting unit dimensions. Opening a schedule When you open a schedule: •
the data entry access definition determines which data can be entered. Caution: Data identified by a dimension which is not included in the data entry access definition cannot be entered by a user, even if it is authorized by the category scenario.
•
the data entry access definition determines which data is displayed.
The administrator will see the schedule as follows: F1
R1
50
R2
75
R3
-2
F2
F3
25
10 21
3
32 52
User U1 only has access to the following data: •
For the data analysis access definition: Account=R1-R2 and Flow=All.
•
For the data entry access definition: Account=R1-R2 and Flow=All.
User U2 will therefore see the schedule as follows:
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F1
R1
50
R2
75
F2
F3
25
10 21
32
User U2 only has access to the following data: •
For the data analysis access definition: Account=R1-R2 and Flow=F1-F2.
•
For the data entry access definition: Account=R2 and Flow=F1-F2.
User U2 will therefore see the schedule as follows:
R1
F1
F2
50
25
R2
75
21
Values to be set/Inserting rows or columns When entering values to be set and inserting rows or columns, the list of values available is filtered by the data analysis access definition. Schedule formulas The results of schedule formulas are based on the values displayed. The administrator will see the following: F1
R1
50
R2
75
R3
-2
Total
F2
F3
25
10 21
123
32
3
52
49
94
User U2 will see the following: F1
R1
50
R2
75
Total
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F2
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25 21 46
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Category scenario formulas In the case of category scenario formulas, the result is considered to be an independent amount. For the sake of consistency, it is calculated in the same manner regardless of the security level applied. If a user is authorized to analyze the result, the result provided for the analysis will be calculated based on all of the data (not just the data displayed). The administrator will see the following: F1
R1
50
R2
75
R3
-2
R4 = R1 + R2 + R3
F2
F3
25
10 21
123
32
3
52
49
94
User U2 will see the following: F1
F2
R1
50
R2
75
R4 = R1 + R2 + R3
123
25 21 49
Package rules In the case of package rules, amounts are only generated if they can be entered by the user. Package controls For a control checking that E1=E2: •
if all of the data belonging to E1 and E2 can be analyzed (and so is displayed), the control is run.
•
if at least one item of data belonging to E1 or E2 is not displayed, the control is not run.
Note: The package's global status is only updated once all of the controls have been run. Importing and exporting packages •
If the package is displayed, it can be exported. However, only the amounts which can be analyzed will be exported.
•
If the package is displayed, it can be imported. However, only the data that can be entered will be imported.
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Local manual journal entries Opening a local manual journal entry To open a local manual journal entry in read-write mode, you must have access to all the dimensions used (in the journal entry header and body). •
If at least one item cannot be entered but can be analyzed, the journal entry opens in read-only mode.
•
If at least one item cannot be entered or analyzed, the journal entry cannot be opened.
Local manual journal entry controls Local manual journal entry controls function in the same way as package controls. For a control checking that F1=F2: •
if all of the data belonging to F1 and F2 can be analyzed (and thus is displayed), the control is run.
•
if at least one item of data belonging to F1 or F2 is not displayed, the control is not run.
Reports In the reports, the amounts displayed are the amounts authorized by the data analysis access definition.
5.3.8 Data access groups Data access groups enable you to restrict access to data in analyze or data entry mode. When you create a category: •
it contains the same access definitions as the Default row.
•
it can be accessed if the Default category is accessible.
The administrator can authorize specific data access groups to access the category. The administrator can also forbid access to the category or restrict access to specific dimension values. Caution: To ensure that the configuration is consistent, you must ensure that the same data is accessible when both entering and analyzing data.
5.3.8.1 Data access group editor
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Data access groups are defined in the data access group editor. The editor contains the following tabs: •
The General tab. Define the data access group's code and descriptions.
•
The Definition tab. Specify which data can be accessed. This data is split into different categories.
•
The
tab.
Enter any comments about the current data access group. •
The
tab.
This tab is used to translate the data access group's long and short descriptions. Related Topics • Defining data access groups
5.3.8.2 Defining data access groups The Definition tab enables you to specify the type of access you want to authorize for the different categories of data. This tab contains the following columns: Category This column contains all of the categories available in the application. The Default row indicates the default restrictions to be applied to new categories. Default link This column contains a link for each category •
. This link may be:
Activated (default value). The access definitions for a particular category (Accessible, Data entry access, Data analysis access, Consolidation access and Central manual journal entry access) are linked to the default values defined in the first row of the table.
•
Deactivated: the access definitions for a particular category are not linked to the default values. This means that if you change the default values, the values for this category will not be affected.
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Note: If you activate the Default link button when it is deactivated, the Accessible, Data entry access, Data analysis access, Consolidation access and Central manual journal entry access columns will be given the default values. Accessible This column is used to specify whether or not users can access a given category. If you select this option, the other dimensions are filtered by applying access definitions. Data entry access This column enables you to define the data that can be entered (in packages, Excel Link, etc.). You can choose a data entry-analysis access definition object in this column. Note: If you have not selected an access definition, all of the objects and the data in the category will be accessible. Data analysis access This column enables you to define the data that will be displayed in packages, reports, etc. You can choose a data entry-analysis access definition object in this column. Consolidation access This column enables you to specify which consolidation and reconciliation definitions are available for use. You can choose a consolidation access definition object in this column. Central manual journal entry access This column enables you to define access to central manual journal entries. You can choose a central manual journal entry access definition object in this column. Defining access groups for SAP BusinessObjects Extended Analytics users The data which users can access are defined for the Default category in the Data analysis access column, and only for the categories checked in the Accessible column.
5.3.8.2.1 To select the access definition to be applied 1.
Click 2. Select the access definition to be applied. Note: You must activate the Accessible option to make this column available.
5.3.8.3 Managing data access groups
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You can do the following: • • • •
Create data access groups Change data access groups Copy data access groups Delete data access groups
5.3.8.3.1 Creating data access groups You can create a data access group: • •
in the Desktop. in the data access group editor.
To create a data access group in the Desktop 1. Select File > New > Data Access Groups. 2. Enter the new access definition's properties in the standard tabs and in the Definition tab. 3. Save the new group. Note: By default, no access restrictions are defined when you create a data access group.
To create a data access group in the editor 1. Select File > New. 2. Enter the new access definition's properties in the standard tabs and in the Definition tab. 3. Save the new group. Note: By default, no access restrictions are defined when you create a data access group.
5.3.8.3.2 Changing data access groups
To change a data access group 1. In the Desktop, select the data access group you want to change. 2. Select File > Open. The data access group editor will appear. 3. Enter the new settings. 4. Save your changes.
5.3.8.3.3 Copying data access groups You can copy the properties of a data access group to create a new one.
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To copy a data access group 1. In the Desktop, open the data access group you want to copy. 2. In the data access group editor, select File > Save As. 3. In the Save As dialog box, change the data access group's code and other properties if required. 4. Click on OK. The new data access group will appear in the data access group editor with its settings already entered. Tip: You must change the code in order to copy a data access group.
5.3.8.3.4 Deleting data access groups You can delete a data access group.
To delete a data access group 1. In the Desktop, select the data access group you want to delete. 2. Select Edit > Delete. A confirmation message will appear. 3. Click on Yes.
5.3.9 Exporting users
5.3.9.1 Exporting information on user functional rights Two exports enable you to find out the functional rights of users. They enable you to retrieve the following information:
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•
Export Functional rights: to see which functional rights are present in which functional profiles.
•
Export Allocation of functional profiles: to see which users are assigned to which functional profiles
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Example: Below, you can see the result of the export which shows which functional profiles are using the functional rights included in the Manage a consolidation definition right.
Example: (contd.) Below, you can see the result of the export that shows which users have the VIEWER functional profile.
User LANGDON is authorized to consult a consolidation definition only.
5.3.9.1.1 To export functional rights associated with functional profiles 1. In the Users view, select File > Export > Functional rights. The Data Export Wizard will appear. 2. In the Type of export file drop down menu, select the TXT or CSV format. 3. In the Name of export file field, enter or select the path and name of the export file using Browse. 4. Click on Next. 5. In the list of functional rights, select those you want to export. 6. Click on Export. A confirmation message will appear.
5.3.9.1.2 To export functional profiles associated with users 1. In the Users view, select File > Export > Allocation of functional profiles. The Data Export Wizard will appear. 2. In the Type of export file drop down menu, select the TXT or CSV format. 3. In the Name of export file field, enter or select the path and name of the export file using Browse. 4. Click on Next. 5. In the list of functional profiles, select those you want to export. 6. Click on Export. A confirmation message will appear.
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5.3.9.2 Exporting information on user data restrictions Two exports enable you to find out the access restrictions of users. They enable you to retrieve the following information: •
Export Dimension restrictions: to see which restrictions are applied to which dimensions and for which categories and access domains.
•
Export Allocation of data access groups: to see which users belong to which data access groups.
Example: Below, you can see the result of the export which shows which data access groups have a restriction applied to the Reporting Unit dimension (RU) for category A and the data analysis access domain.
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Administration domain
Example: (contd.) Below, you can see the result of the export which shows which users are associated with the FRANCE data access group.
5.3.9.2.1 To export dimension restrictions associated with data access groups 1. In the Users view, select File > Export > Dimension restrictions. The Data Export Wizard will appear. 2. In the Type of export file drop down menu, select the TXT or CSV format. 3. In the Name of export file field, enter or select the path and name of the export file using Browse. 4. Click on Next. 5. Select the dimensions whose restrictions you want to export from the list. 6. Click on Next. 7. In the table displaying categories and access definitions, select the categories and access domains (data entry, data analysis, consolidation and manual journal entry) to which the restrictions to be exported apply. 8. Click on Export. A confirmation message will appear.
5.3.9.2.2 To export data access groups associated with users 1. In the Users view, select File > Export > Allocation of data access groups. The Data Export Wizard will appear. 2. In the Type of export file drop down menu, select the TXT or CSV format. 3. In the Name of export file field, enter or select the path and name of the export file using Browse. 4. Click on Next. 5. In the list of data access groups, select those you want to export 6. Click on Next. 7. Click on Export. A confirmation message will appear.
5.3.9.3 Exporting owner groups and users
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5.3.9.3.1 To export owner groups associated with users 1. In the Users view, select File > Export > Owner groups. The Data Export Wizard will appear. 2. In the Type of export file drop down menu, select the TXT or CSV format. 3. In the Name of export file field, enter or select the path and name of the export file using Browse. 4. Click on Export. A confirmation message will appear.
5.3.9.4 Exporting user levels
5.3.9.4.1 To export user levels 1. In the Users view, select File > Export > User levels (Administrator/Standard). The Data Export Wizard will appear. 2. In the Type of export file drop down menu, select the TXT or CSV format. 3. In the Name of export file field, enter or select the path and name of the export file using Browse. 4. Click on Export. A confirmation message will appear.
5.3.10 Functional profile descriptions Depending on your SAP BusinessObjects Financial Consolidation license contract, one or more of the contractual user profiles were provided. Note: When you define a user's functional profile, you can restrict the rights provided by the contractual profile acquired with your product license. You cannot, however, add to those rights. The following sections contain tables organized by domain and then by view that group the different application functions and the rights corresponding to each SAP BusinessObjects Financial Consolidation contractual profile. The application manages this to ensure total security. For example, when you check the option corresponding to one of these rights, a message will appear to explain that the rights associated with the right you just checked will automatically be enabled.
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Administration domain
Functional profile rights with dependencies The following rights will depend on others: • Run a report bundle and Run a report bundle task. • Run a consolidation and Run a consolidation task. • Run an intercompany reconciliation definition and Run an intercompany reconciliation task. • Integrate a package and Run a package integration task. • Create a user and Change a user. • Create a report bundle and Change a report bundle. • Consult a package and Enter data in a package schedule. Example: If you select the Run a consolidation task right, a message will appear, informing you that the Run a consolidation right will automatically be enabled. Likewise, if you delete the Run a consolidation right, the Run a consolidation task right will automatically be disabled. Related Topics • Functional Profiles • SAP BusinessObjects Extended Analytics users
5.3.10.1 Functional profile rights in the Analysis domain Report Navigator view Admin istrator
Power User
Interactive User
Viewer User
Access the Report Navigator view
X
X
X
X
Run a schedule
X
X
X
X
Excel Web Schedules
X
X
X
X
Actions
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2011-01-29
Administration domain
Admin istrator
Power User
Interactive User
Viewer User
Consult a report bundle
X
X
X
X
Create a report bundle
X
X
X
X
Change a report bundle
X
X
X
X
Delete a report bundle
X
X
X
X
X
X
X
X
Dashboard
X
X
X
X
Analytics
X
X
X
X
Actions
Manage a report bundle
Create a report bundle
Run a report bundle
Related Topics • SAP BusinessObjects Extended Analytics users
5.3.10.2 Functional profile rights in the Operation domain Scope Builder view Adminis trator
Power User
Interactive User
Viewer User
Access the Scope Builder view
X
X
X
X
Manage a portfolio
Consult a portfolio
X
X
X
X
Create and change a portfolio
X
X
Delete a portfolio
X
X
Consult a portfolio occurrence
X
X
X
X
Create and change a portfolio occurrence
X
X
Delete a portfolio occurrence
X
X
Import a portfolio occurrence
X
X
Actions
Manage a portfolio occurrence
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2011-01-29
Administration domain
Adminis trator
Power User
Interactive User
Consult a scope
X
X
X
X
Create and change a scope
X
X
Delete a scope
X
X
Consult a scope occurrence
X
X
X
X
Create and change a scope occurrence
X
X
Delete a scope occurrence
X
X
Consult a consolidation definition
X
X
X
X
Create and change a consolidation definition
X
X
Delete a consolidation definition
X
X
Run a consolidation
X
X
Lock a consolidation
X
X
Unlock a consolidation
X
X
Consult an intercompany reconciliation definition
X
X
X
X
Create and change an intercompany reconciliation definition
X
X
Delete an intercompany reconciliation definition
X
X
Run an intercompany reconciliation definition
X
X
Lock an intercompany reconciliation definition
X
X
Adminis trator
Power User
Interactive User
Viewer User
X
X
X
X
Actions
Manage a scope
Manage a scope occurrence
Manage a consolidation definition
Manage an intercompany reconciliation definition
Viewer User
Consolidation view Actions
Access the Consolidation view
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Administration domain
Adminis trator
Power User
Interactive User
Consult a consolidation definition
X
X
X
X
Create and change a consolidation definition
X
X
Delete a consolidation definition
X
X
Run a consolidation
X
X
Lock a consolidation
X
X
Unlock a consolidation
X
X
Consult an intercompany reconciliation definition
X
X
X
X
Create and change an intercompany reconciliation definition
X
X
Delete an intercompany reconciliation definition
X
X
Run an intercompany reconciliation definition
X
X
Lock an intercompany reconciliation definition
X
X
Adminis trator
Power User
X
X
Consult a reporting ID
X
X
Create and change a reporting ID
X
X
Adminis trator
Power User
X
X
Actions
Manage a consolidation definition
Manage an intercompany reconciliation definition
Viewer User
Reporting Organizer view Actions
Access the Reporting Organizer view Manage a reporting ID
Interactive User
Viewer User
Interactive User
Viewer User
RU Organizer view Actions
Access the RU Organizer view
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2011-01-29
Administration domain
Adminis trator
Power User
X
X
X
X
Consult a reporting set
X
X
Create and change a reporting set
X
X
Delete a reporting set
X
X
Generate a package at the current site
X
X
Actions
Authorize packages to be unlocked Authorize publication by special permission
Manage a reporting set
Interactive User
X
Viewer User
X
Package Manager view Admin istrator
Power User
Interactive User
Viewer User
Access the Package Manager view
X
X
X
X
Consult a package
X
X
X
X
Actions
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2011-01-29
Administration domain
Admin istrator
Power User
Interactive User
Enter data in a package schedule
X
X
X
Import data in a package
X
X
X
Export data from a package
X
X
X
Run package rules
X
X
X
Run pre-loading calculations
X
X
X
Reset a package
X
X
X
Check a package
X
X
X
Publish a package
X
X
X
X
X
X
Protect a package
X
X
X
Unprotect a package
X
X
X
Delete a package
X
X
Excel Web Schedules
X
X
X
Admin istrator
Power User
Interactive User
Viewer User
X
X
X
X
Actions
Manage a package
Load data in a package
Viewer User
Integrate a package Note: Disabling this right will automatically disable the Run a package integration task right in the Access the Task List view section.
Rates view Actions
Access the Rates view
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Administration domain
Admin istrator
Power User
Interactive User
Viewer User
Consult a conversion rate table
X
X
X
X
Enter data in a conversion rate table
X
X
Delete a conversion rate table
X
X
Import a conversion rate table
X
X
Consult a tax rate table
X
X
X
X
Enter data in a tax rate table
X
X
Delete a tax rate table
X
X
Import a tax rate table
X
X
Actions
Manage a conversion rate
Manage a tax rate
Manage a conversion rate table
Manage a tax rate table
Manual Journal Entries view Adminis trator
Power User
Interactive User
Viewer User
Access the Manual Journal Entries view
X
X
X
X
Manage a journal entry
Consult a journal entry
X
X
X
X
Create and change a journal entry (as well as unpost a journal entry)
X
X
Post a journal entry (the right to unpost depends on the Create and change a journal entry right)
X
X
Protect a journal entry or ledger
X
X
Unprotect a journal entry or ledger
X
X
Delete a journal entry
X
X
Delete a journal entry template
X
X
X
X
Create and change a journal entry template
X
X
Deleting journal entry templates
X
X
Actions
Manage a journal entry template
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Administration domain
5.3.10.3 Functional profile rights in the Administration domain Task List view Adminis trator
Power User
Interactive User
Viewer User
Access the Task List view
X
X
X
X
Consult tasks
X
X
X
X
Create and change a report bundle task
X
X
X
X
Delete a report bundle task
X
X
X
X
Run a report bundle task
X
X
X
X
Create and change a consolidation task
X
X
Delete a consolidation task
X
X
Run a consolidation task
X
X
Create and change an intercompany reconciliation task
X
X
Delete an intercompany reconciliation task
X
X
Run an intercompany reconciliation task
X
X
Create and change a preconsolidation rules task
X
X
Delete a preconsolidation rules task
X
X
Run a preconsolidation rules task
X
X
Create and change a send task
X
X
Delete a send task
X
X
Run a send task
X
X
Actions
Manage a report bundle task
Manage a consolidation task
Manage an intercompany reconciliation task
Manage a preconsolidation rules task
Manage a send task
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Administration domain
Adminis trator
Power User
Create and change a task group
X
X
Delete a task group
X
X
Run a task group
X
X
Create and change a scan and receive task
X
X
Delete a scan and receive task
X
X
Run a scan and receive task
X
X
Create and change an audit definition and task
X
X
Delete an audit definition and task
X
X
Run an audit definition and task
X
X
Create and change a Data Link task
X
X
X
Delete a Data Link task
X
X
X
Run a Data Link task
X
X
X
Create and change a package integration task
X
X
X
Delete a package integration task
X
X
X
X
X
X
Actions
Manage a task group
Manage a scan and receive task
Manage an audit definition and task
Manage a Data Link task
Manage a package integration task
Interactive User
Viewer User
Run a package integration task Enabling this right will automatically enable the Integrate a package right in the Access the Package Manager view section.
Task Scheduler view Adminis trator
Power User
Interactive User
Consult task schedules
X
X
X
Manage task schedules
X
X
X
Actions
Access the Task Scheduler view
504
Viewer User
X
2011-01-29
Administration domain
Task Monitor view Administra tor
Actions
Access the Task Monitor view
Power User
X
Interactive User
X
Viewer User
X
X
Log view Adminis trator
Power User
Interactive User
Consult a log
X
X
X
Delete a log
X
Adminis trator
Power User
Interactive User
Consult a correspondent
X
X
X
Create and change a correspondent
X
Delete a correspondent
X
Send a correspondent
X
Actions
Viewer User
X
Access the Log view
Address Book view Actions
Access the Address Book view
Viewer User
X
Site Profiles view Actions
Access the Site Profiles view
Administra tor
Power User
Interactive User
Viewer User
X
Security view Actions
Access the Security view
505
Admin istrator
Power User
X
X
Interactive User
Viewer User
2011-01-29
Administration domain
Admin istrator
Actions
Manage a user
Power User
Interactive User
Viewer User
Create a user Note: This right will automatically enable the Change a user right.
X
Change a user Note: This right will not automatically enable the Create a user right.
Create an owner group
Manage a functional profile
Manage a data access group
506
X
Change a user password
X
Enable a user
X
Disable a user
X
Consult a user
X
Create and change an owner group
X
Delete an owner group
X
Consult an owner group
X
Create and change a functional profile
X
Delete a functional profile
X
Consult a functional profile
X
Create and change a data access group
X
Delete a data access group
X
Consult a data access group
X
X
X
X
X
2011-01-29
Administration domain
Admin istrator
Actions
Manage access definitions
Manage a data entry-data analysis access definition
Manage a consolidation access definition
Manage a central manual journal entry access definition
Create and change a data entrydata analysis access definition
X
Delete a data entry-data analysis access definition
X
Consult a data entry-data analysis access definition
X
Create and change a consolidation access definition
X
Delete a consolidation access definition
X
Consult a consolidation access definition
X
Create and change a central manual journal entry access definition
X
Delete a central manual journal entry access definition
X
Consult a central manual journal entry access definition
X
Power User
Interactive User
Viewer User
X
X
X
Package Amount Trace view Adminis trator
Power User
Interactive User
Consult a package amount trace
X
X
X
Delete a package amount trace
X
Actions
Access the Package Amount Trace view
Viewer User
X
Audit view Actions
Access theAudit view
507
Administra tor
X
Power User
Interactive User
Viewer User
X
2011-01-29
Administration domain
5.3.10.4 Functional profile rights in the Setup domain Dimension Builder view
Actions
Access the Dimension Builder view
508
Ad min istra tor
Power User
X
X
Interactive User
Viewer User
2011-01-29
Administration domain
Ad min istra tor
Power User
Create and change a reporting unit
X
X
Delete a reporting unit
X
X
Create and change a flow
X
Delete a flow
X
Create and change an account
X
Delete an account
X
Create and change a category
X
Delete a category
X
Create and change a period
X
Delete a period
X
Create and change an audit ID
X
Delete an audit ID
X
Create and change a scope code
X
X
Delete a scope code
X
X
Create and change a scope version
X
X
Delete a scope version
X
X
Create and change a category scenario version
X
Actions
Load data in database structure / Manage a reference value
Manage a reporting unit
Manage a flow
Manage an account
Manage a category
Manage a period
Manage an audit ID
Manage a scope code
Manage a scope version
Manage a category scenario version
Interactive User
Viewer User
X
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2011-01-29
Administration domain
Ad min istra tor
Power User
Create and change a country
X
X
Delete a country
X
X
Create and change variant
X
X
Delete a variant
X
X
Create and change a technical origin
X
Delete a technical origin
X
Create and change a geographic origin
X
Delete a geographic origin
X
Create and change a currency
X
X
Delete a currency
X
X
Create and change a conversion rate version
X
X
Delete a conversion rate version
X
X
Create and change a conversion rate
X
Delete a conversion rate
X
Create a tax rate
X
Delete a tax rate
X
Actions
Interactive User
Viewer User
Delete a category scenario version Manage a country
Manage a variant
Manage a technical origin
Manage a geographic origin
Manage a currency
Manage a conversion rate version
Manage a conversion rate
Manage a tax rate
X
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2011-01-29
Administration domain
Ad min istra tor
Actions
Manage an audit ID level
Manage debit/credit
Manage a class
Manage an audit ID currency
Manage a scope and variant restriction
Manage a technical origin type
Manage a technical origin level
Manage a reconciliation variant
511
Power User
Interactive User
Viewer User
Create and change an audit ID level Delete an audit ID level
X
Create and change debit/credit
X
Delete debit/credit
X
Create and change a class
X
Delete a class
X
Create and change an audit ID currency
X
Delete an audit ID currency
X
Create and change a scope and variant restriction
X
Delete a scope and variant restriction
X
Create and change a technical origin type
X
Delete a technical origin type
X
Create and change a technical origin level
X
Delete a technical origin level
X X
X
2011-01-29
Administration domain
Actions
Ad min istra tor
Power User
X
X
Interactive User
Viewer User
Create and change a reconciliation variant Delete a reconciliation variant
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2011-01-29
Administration domain
Ad min istra tor
Power User
Create and change a filter
X
X
Delete a filter
X
X
Create and change a reference table
X
Delete a reference table
X
Create and change a characteristic
X
Delete a characteristic
X
Create and change a reference table property
X
Delete a reference table property
X
Create and change a data source
X
Delete a data source
X
Create and change a dimension
X
Delete dimensions
X
Create and change a data source property
X
Delete a data source property
X
Actions
Define the database structure
Manage a filter
Manage a reference table
Manage a characteristic
Manage a reference table property
Manage a data source
Manage a dimension
Manage data source property
Consult the structure
513
X
Interactive User
Viewer User
X
2011-01-29
Administration domain
Report Designer view Administra tor
Power User
Interactive User
Viewer User
Access the Report Designer view
X
X
X
X
Manage a schedule
Consult a schedule
X
X
X
X
Create and change a schedule
X
X
Delete a schedule
X
X
X
X
Consult a folder
X
X
Create and change a folder
X
X
Delete a folder
X
X
Consult a book
X
X
Create and change a book
X
X
Delete a book
X
X
Actions
Manage a schedule
Run a schedule Organize a schedule
Manage a folder
Manage a book
Ledgers view Adminis trator
Power User
Interactive User
Viewer User
Access the Ledgers view
X
X
X
X
Manage a journal entry ledger
Consult a journal entry ledger
X
X
X
X
Create and change a journal entry ledger
X
Delete a journal entry ledger
X
Actions
514
2011-01-29
Administration domain
Category Builder view Adminis trator
Power User
Consult a category scenario
X
X
Create and change a category scenario
X
Delete a category scenario
X
Validate a category scenario
X
Distribute a category scenario
X
Actions
Access the Category Builder view
Interactive User
Viewer User
X
Rules view Actions
Access the Rules view
515
Admin istrator
Power User
X
X
Interactive User
Viewer User
2011-01-29
Administration domain
Admin istrator
Power User
Consult a consolidation rule
X
X
Consult a preconsolidation rule
X
X
Consult a reconciliation rule
X
X
Consult a package rule
X
X
Consult an SQL rule
X
X
Consult a reporting unit rollup rule
X
X
Consult an account rollup rule
X
X
Create and change a consolidation rule
X
Create and change a preconsolidation rule
X
Create and change a reconciliation rule
X
Actions
Manage a rule
Consult a rule
Create and change a rule
Delete a rule
516
Create and change a package rule
X
Create and change an SQL rule
X
Create and change a reporting unit rollup rule
X
Create and change an account rollup rule
X
Delete a consolidation rule
X
Delete a preconsolidation rule
X
Delete a reconciliation rule
X
Delete a package rule
X
Delete an SQL rule
X
Delete a reporting unit rollup rule
X
Delete an account rollup rule
X
Interactive User
Viewer User
2011-01-29
Administration domain
Admin istrator
Power User
Consult a subset and a set of rules
X
X
Create and change a subset and a set of rules
X
Delete a subset and a set of rules
X
Consult a coefficient
X
Create and change a coefficient
X
Delete a coefficient
X
Consult a function
X
Create and change a function
X
Delete a function
X
Actions
Manage a subset and a set of rules
Manage a coefficient
Manage a function
Interactive User
Viewer User
X
X
Data Entry Restrictions view Adminis trator
Power User
Interactive User
Access the Data Entry Restrictions view
X
X
X
Manage a data entry restriction
Consult a data entry restriction
X
X
X
Create and change a data entry restriction
X
X
Delete a data entry restriction
X
X
Adminis trator
Power User
Interactive User
Access the Data Link Definitions view
X
X
X
Manage a Data Link definition
Consult a Data Link definition
X
X
X
Create and change a Data Link definition
X
X
X
Delete a Data Link definition
X
X
X
Actions
Viewer User
Data Link Definitions view Actions
517
Viewer User
2011-01-29
Administration domain
5.3.10.5 Functional profile rights for General options General options Actions
Administra tor
Edit the transfer options
X
Edit the working languages
X
Edit the specific processing options
X
Edit the multi-user mode
X
Edit user access restriction in report bundles
X
Edit the Package Amount Trace function
X
Edit the destination of Data Link production reports
X
Power User
Interactive User
Viewer User
Manage and export trace reports Note: If this right is not activated, users can access the Trace Reports tab in the "General Options" window in read-only mode and can export only trace reports of objects to which they have access. If this right is activated, users can export trace reports on all objects, even those to which they do not have access.
X
5.4 Audit view
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Administration domain
5.4.1 Introduction to the Audit view In the Audit view in the Administration domain, you can create audit definitions. These definitions can then be used to identify the locations where a “dimension”, characteristic or object from the Setup domain is used. The Audit view can be accessed by clicking on the
icon in the Administration domain.
In this view, you can create: •
Audit definitions.
•
Tasks for running audits.
An editor is available to help you create these objects. Related Topics • How the audit process works • Tasks related to the audit process
5.4.1.1 How the audit process works The diagrams below show how the audit process works. You can create audit definitions in the Audit view and then run the audit task in the Task List view. The audit definitions are then stored in a dedicated view and can be reused as often as required.
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2011-01-29
Administration domain
You can also create audit definitions and run audit tasks directly in the Task List view (recommended only for audit tasks that you will use on an ad hoc basis). The audit tasks will then be listed amongst the other tasks in this view.
5.4.1.2 Tasks related to the audit process You can run an audit task and consult its result in the Task List view. Related Topics • The Task List view
5.4.2 The audit editor Audit definitions and tasks can be created in the audit editor. The audit editor contains the following tabs: •
The General tab. Contains the audit definition's code and descriptions.
•
The
tab.
Translate the descriptions of an object in six languages. •
The Definition tab Configure the audit definition.
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Related Topics • Definition tab • The Desktop
5.4.2.1 Definition tab The settings for the “audit definition ” are entered in this tab.
Figure 5-4: Administration domain > Audit view > Audit editor
The Definition tab is made up of different sections: Section 1 This section contains all of the possible types of search item: •
Three objects: Function, Coefficient and Consolidation rule.
•
All of the dimensions and characteristics in the Amounts data source. Note: You must select the type of object you want to search for before you can continue with the audit definition.
Example: In the preceding editor, you want to identify the objects in which category B - Budget is used.
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Section 2 This section shows the type of object selected in box 1. Section 3 The following two options are available: •
Instances used: to find out whether the item selected in section 1 is used in the objects selected in section 6 of the dialog box.
•
Instances not used: to find where the item selected in section 1 is not used.
Section 4 In this section, you can specify the search item if the In or Filter method is selected in section 5 of the dialog box. You can select the item using the
button.
Section 5 Two scenarios are possible, depending on the option selected in section 3: Instances used or Instances not used. •
If you selected Instances used, you can then select one of the following methods: •
In: searches for occurrences of the items entered in section 4.
•
Filter: searches for occurrences of the filters entered in section 4. Caution: This method can only be used for dimensions.
• •
As an object: searches for occurrences of the items as an object irrespective of its use (for example, as an object, as a reference value, or as a filter in the structure).
If you selected Instances not used, you can then select one of the following methods: •
In: searches for the values of the object that are not used.
•
Filter: searches for the filters that are not used.
Note: This option is only available if a dimension is selected in section 1. Section 6 This section displays all of the objects which will be searched to find the selected item. The objects displayed depend on the item you want to look for. All objects which can be searched are selected by default. You can limit this selection to only one or several specific objects. Related Topics • Defining a dimension
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5.4.3 Creating an audit definition
5.4.3.1 Creating an audit definition You can create a new audit definition: •
in an editor in the Audit view. Use the Audit view if you need to store audit definitions which can be reused.
•
in the Task List view. Use the Task List view if you need to create audit definitions which will only be used on an ad hoc basis. Note: When you create an audit definition in the Task List view, it will not appear in the Audit view. Caution: When you generate an audit task using an audit definition, the task is completely independent from the definition originally used to create it, i.e. if you then change the definition, the task is not affected. In this case, you can do one of the following:
•
Change the task directly.
•
Delete the task and generate another one.
Related Topics • Creating tasks
5.4.3.1.1 To create an audit definition in the Audit view 1. Select File > New. The audit editor appears. 2. Enter the General tab settings. 3. Enter the tab settings. 4. Enter the Definition tab settings. 5. Save your audit definition.
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Related Topics • The Desktop • Definition tab
5.4.3.2 Objects whose location can be identified You cannot identify the location of all objects in the application. The table below indicates: •
all of the items whose location can be identified.
•
all of the objects in which items can be located.
Note: SQL rules are not audited. However, since all the objects can be referred to in the rules, they must be audited manually. Dimension Builder view
x
x
x
x
x
x
x
Reference value
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
Reference value
x
Reconciliation rule
Sets and subsets of rules
Coeffi cient
Consolidation definition
Char acteris tic Filter
524
x
Filter
Sched ule
Filter
Data entry period
Consolidation rule
Package rule
Dimen sion
Cate gory
Preconsolidation rule
Category scenarios
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Filter
Sched ule
Category scenarios
Package rule
Reconciliation rule
Preconsolidation rule
Consolidation rule
Reference value
x
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x x
Dimen sion
Reporting unit
Filter
Curren cy
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
x x
Reference value
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
x x
Reference value
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
Filter
525
Consolidation definition
x
Filter
Flow
Coeffi cient
Reference value
Filter
Ac count
Sets and subsets of rules
x
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Administration domain
Dimen sion
Reference value Period
Filter
Sched ule
Category scenarios
Package rule
Reconciliation rule
Preconsolidation rule
Consolidation rule
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x x
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
x x
Reference value
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
x x
Filter
Share
Reference value
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
Filter
526
Consolidation definition
Reference value
Filter
Part ner
Coeffi cient
Char acteris tic Filter
Audit ID
Sets and subsets of rules
x
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Administration domain
Dimen sion
Reference value Scope
Filter
Sched ule
Category scenarios
x
x
x
x
x
Sets and subsets of rules
Coeffi cient
Consolidation definition
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
Reference value
x
Char acteris tic
Reference value
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
Filter
527
Consolidation rule
x
Filter
Original reporting unit
Preconsolidation rule
Reference value
Filter
Journal entry number
Reconciliation rule
Char acteris tic Filter
Vari ant
Package rule
x
x
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Administration domain
Filter
Sched ule
Category scenarios
Package rule
Reconciliation rule
Preconsolidation rule
Consolidation rule
Reference value
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Dimen sion
Technical origin
Filter
Geographic origin
Reference value
x
Reference value
x
Reference value
x
x
x
Char acteris tic
x
x
x
x
x
Filter
528
Consolidation definition
x
Char acteris tic Filter
Consolidation currency
Coeffi cient
Char acteris tic Filter
Journal entry ledger
Sets and subsets of rules
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Administration domain
Filter
Sched ule
Category scenarios
Package rule
Reconciliation rule
Preconsolidation rule
Consolidation rule
Reference value
x
x
x
x
x
x
x
Char acteris tic
x
x
x
x
x
x
x
x
x
x
x
x
x
Sched ule
Category scenarios
Package rule
Reconciliation rule
Preconsolidation rule
Consolidation rule
x
x
Dimen sion
Client
Filter
Sets and subsets of rules
Coeffi cient
Consolidation definition
x
x
Rules view
Filter
Coefficient
x
Sets and subsets of rules
Function
Coeffi cient
Consolidation definition
x
Consolidation rule
x
5.4.3.3 Creating a task for running an audit Once you have created and saved the “audit definition” in the Audit view, you can request that the associated task be run. You can make this request in the Task List view. You can create a task for running an audit: •
in the Audit view.
•
in the audit editor.
Related Topics • Introduction to the Task List, Task Scheduler, Task Monitor and Log views
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5.4.3.3.1 To create a task for running an audit using the Audit view •
Select Actions > Generate Task. The task is generated and appears in the Task List view. Note: The code attributed to the task is the audit definition code.
5.4.3.3.2 To create a task in the audit editor to run an audit •
Select Actions > Generate a task in the audit definition. The task is generated and appears in the Task List view. Note: The code attributed to the task is the audit definition code.
5.4.4 Running an audit task
5.4.4.1 The task editor The task editor enables you to define and program a task. It also enables you to consult the results of the task run. The editor contains the following tabs: •
The General tab. Indicates the general properties of the task type to be run for the selected audit definition.
•
The Task tab Displays a list of scheduled tasks arranged in the order in which they were created. A new task schedule can be defined using a dialog box. You can program a task to be run once on a specific date or recurrently.
•
The Log tab. Displays the log rows generated by the task each time it is run. It also contains a trace report for each row.
•
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The Definition tab.
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Displays the characteristics of the task. This tab contains the same information as the tab of the same name in the Audit view. •
The Result tab.
Related Topics • Result tab • Introduction to the Task List, Task Scheduler, Task Monitor and Log views
5.4.4.1.1 Result tab The Result tab contains information about the outcome of the task. All of the objects in which the search item is used are displayed in this tab. This tab is made up of the following columns: •
Code – Source: contains the code of the search item.
•
Long description – Source: contains the long description of the search item.
•
Type – Source: contains the type of object being searched for.
•
Code – Destination: contains the code of the object in which the search item is used.
•
Long description – Destination: contains the long description of the object in which the search item is used.
•
Type – Destination: contains the type of object in which the search item is used.
•
Information: provides additional information on where the object in which the search item is used is located.
Note: • •
In the contextual menu, you can customize how the columns are displayed and print the list of items shown in the tab. The Create a new task command can be selected using a contextual menu. It automatically generates a task in the Task List view.
Example: The following screen shows the result of running the audit task to identify the objects containing the Other Fixed Assets account.
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The highlighted row indicates that the Consolidation adjustments on reserves account, code E900E, is used in the Selection tab of the Incoming: allocation of received dividends (converted amount) on the opening net equity consolidation rule. If you then consult this consolidation rule in the Selection tab in the Rules view of the Setup domain, the following screen will appear. As you can see, the Consolidation adjustments on reserves account with the code E900E is indeed used in this consolidation rule.
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Related Topics • Desktop and shared functions • Using an existing task to create new ones
5.4.4.2 Running an audit task Once an audit task is created, you can run it using the Task List view. Related Topics • Running tasks
5.4.4.3 Using an existing task to create new ones Once the audit task has been run, you can look at the result to locate the object you are searching for. The result is displayed in the Task List view.
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If you then need to find out where these objects are themselves used, you can automatically create a second audit task. This means that you do not need to create a new task manually. Automatically created tasks can be consulted, renamed and managed in the same way as manually created ones. Tasks can only be created automatically for certain objects. Caution: This operation can only be performed if the destination object itself is in an area covered by the audit tool. Example: The following screenshot shows the result of running the audit task to identify the objects containing the Other Fixed Assets account.
The highlighted row indicates that the Elimination of Financial revenues - Corporate amount consolidation rule (code DIV-015A is one of the objects containing the Consolidation adjustments on reserves account. You then want to know where else consolidation rule Div-015A is used. To find out, you can create an automatic task.
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The task editor appears.
As shown above, the new task is automatically given the same code as the object to be located.
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Related Topics • Objects whose location can be identified
5.4.4.3.1 To create a task for running an audit using an existing task •
In the Result tab of the task, right-click on the object whose location you want to identify and then select Create a new task. The audit task editor appears. Note: The code attributed by default to the new task is the code of the object whose location you want to identify.
5.5 Package Amount Trace view
5.5.1 Introduction to the Package Amounts Trace View In the Package Amount Trace view in the Administration domain you can consult changes made to amounts since the last publication. How the “Package Amount Trace” function works: •
You should enable the “Package Amount Trace ”function for one or more categories. If this function is not enabled, then nothing will appear in the Package Amount Trace view.
•
After a package was published, you make changes to some of its amounts. When this package is published again, the different amounts (both the previous and changed amounts) will be displayed in an editor in the Package Amount Trace view. An editor is created for a package. You can access the Package Amount Trace editor in the corresponding view as well as in the package itself using the contextual menu.
Note: •
•
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If a package was published before the “Package Amount Trace” function was enabled, then changes made to package amounts will not be traced when the package is next published. In other words, to trace changes made to package amounts, the “Package Amount Trace” function must be enabled before a package is published for the first time. If a package that has been received is published or integrated, then the trace will automatically be generated.
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To access this view, click
in the Administration domain.
Related Topics • Enabling the Package Amount Trace function
5.5.2 The Package Amount Trace editor The Package Amount Trace editor is used to consult the amounts that have been changed in the current package. The Package Amount Trace editor is made up of the following sections: •
The left pane of the editor displays the package publication and integration.
•
The right pane of the editor displays all of the information on amounts that have been changed in the package. The information that appears in this section depends on what has been selected in section 1. You can change the columns displaying this information by clicking Columns. Note: Version number is among the information displayed in this pane. Each time the package is published, this number is increased, regardless of whether or not amounts have been changed. As such, the version number may not be in chronological order in the Package Amount Trace view. See example below.
•
The bottom pane displays the comments entered during publication. The comment displayed is associated with the publication selected in the left pane of the editor. By default, this box is displayed. You can hide it by clicking Comments.
The toolbar contains buttons used to perform the following actions: •
Print the list of rows as displayed
•
Select the columns to be displayed, sorted or grouped
•
Display the editor in full screen mode so as to improve readability
•
Display or hide comments for each publication
Example: The package is published three times but changes were only made to amounts between the first and second publication. Then, in the Package Amount Trace view, only the publication with version number 2 will be displayed.
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5.5.3 Enabling the Package Amount Trace function In order to consult all changes made to package amounts since the last publication, you should enable the “Package Amount Trace” function and specify the categories for which the trace should work. You enable this function in the Package Amount Trace tab in the General Options dialog box.
5.5.3.1 To enable the Package Amount Trace function 1. Click Tools > General Options. The General Options dialog box appears. 2. Click the Package Amount Trace tab. 3. Select the Enable the Package Amount Trace function. 4. In the table, select the category or categories for which you want to enable the trace. 5. Click OK.
5.5.4 Consulting the package amount trace The package amount trace is generated automatically if the following conditions are met: •
The “Package Amount Trace” function should be enabled for the package category.
•
The “Package Amount Trace” function should be enabled before a package is published for the first time.
•
At least one amount is changed, added or deleted from the package.
•
The package is published again, regardless of its publication mode.
If all of these conditions are met, then when the package is published for the second time, the package amount trace will be generated automatically. This trace will be updated with each new publication. There is one package amount trace for each package. For each amount added, changed or deleted, the amounts displayed in the Package Amount Trace editor are as follows:
538
•
The previous amount, that is, the amount as in the package during the previous publication.
•
The changed amount, that is, the amount as in the package during the current publication.
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Administration domain
•
The difference, that is, the difference between the previous and current amounts.
You can access the Package Amount Trace editor in the corresponding view as well as in the package itself using the contextual menu. Related Topics • Technical origins of package amounts • Displaying, sorting and grouping Package Amount Trace information
5.5.4.1 Technical origins of package amounts Each amount is identified by its technical origin. The possible technical origins are: Origin
Description
ORIG05
Package schedule opening balance
ORIG06
Package journal entry opening balance
ORIG07
Package schedule
ORIG07-01
Package schedule – amount entered
ORIG07-02
Package schedule – amount calculated
ORIG07-03
Package schedule – amount imported
ORIG08
Package manual journal entry
ORIG08-01
Package manual journal entry – amount entered
ORIG08-02
Package manual journal entry – amount calculated
ORIG09
Package automatic journal entry
ORIG16
Intercompany data
ORIG99
Package amount deleted
5.5.4.2 Consulting comments for a publication
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If the user who published the package entered a comment on the publication, you can view this comment in the bottom pane in Publication comment if the corresponding publication is selected in the left pane. If this pane does not appear, you can click Comment to show it. If the user who published the package did not enter a comment, then no comment will appear.
5.5.4.3 To display the editor in full screen mode •
To improve readability, click Full screen to display the editor in full screen mode.
5.5.4.4 To access the package amount trace from a package •
In the Package Manager view, select the package whose trace you want to consult and do one of the following: • Right-click and select Package Amount Trace from the shortcut menu. •
Click Actions > Package Amount Trace.
The Package Amount Trace editor appears. Related Topics • Displaying, sorting and grouping Package Amount Trace information
5.5.5 Displaying, sorting and grouping Package Amount Trace information You can customize the information displayed in the Package Amount Trace editor. You can perform the following operations: •
choose the columns to be displayed
•
sort the information presented in the list
•
group the information presented in the list
•
filter the information in a column
You do this in the Columns dialog box or in the shortcut menu that appears when you right-click a column header.
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Related Topics • Sorting, grouping, deleting and filtering information using the contextual menu of a column • Displaying, sorting and grouping in the Columns dialog box
5.5.5.1 Sorting, grouping, deleting and filtering information using the contextual menu of a column •
You can sort the column contents in ascending or descending order by clicking Ascending sort or Descending sort. Note: You can also sort in ascending or descending order by clicking on a column header.
•
You can hide a column by clicking Delete column. To show the column again, use the Columns dialog box.
•
You can group using the current column by clicking Group by this column. You can also display a grouping box above the headers by clicking Grouping box. If you group several columns, the grouping box enables you to view grouped columns more easily, to sort each column in ascending or descending order and to change the grouping priority. See grouping example below.
•
You can display the Columns dialog box by clicking Columns.
•
You can filter the information in a column by clicking Filter. The filter is used to search a column for a type of information quickly. The filtered column shows only the information that meets the criteria specified and hides the information you do not want to see momentarily. When you select Filter, the automatic filter arrows appear below the column headers. By default, all values are displayed in the column. You can select a specific value to be displayed. You can also define a more complex filter. See filtering example below.
Example: Grouping. In this image, information is grouped by technical origin and then by version number. If you want to inverse the grouping priority, you can drag and drop Technical origin to the right of Version number in the grouping box:
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The grouping priority will be changed as shown in the following image:
Example: Filtering. You can display the rows containing version numbers greater than 2:
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You can see the result below:
The rows containing version number 2 are not displayed. The rows containing a version number greater than 2 are displayed.
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Related Topics • Displaying, sorting and grouping in the Columns dialog box
5.5.5.2 Displaying, sorting and grouping in the Columns dialog box The Columns dialog box which you can access by clicking Columns contains the following tabs: •
View tab. In the list of available columns, select the columns you want to display. Use the arrow buttons to determine the order in which the columns will be displayed. To change the width of one or more columns, select the column(s) and enter the required width in the Width of selected columns (in pixels) field. If you want each column to fit its contents, select the Resize all columns automatically option.
•
Sort tab. In the list of available columns, select the columns you want to sort. If you have several columns to sort, use the arrow buttons to determine the order in which they will be sorted. To specify the sort order for one or more columns, select the column(s) and then select Ascending or Descending.
•
Grouping tab. In the list of available columns, select the columns you want to group. If you have several columns to group, use the arrow buttons to determine the order in which they will be grouped. To specify the sort order for one or more groupings, select the column(s) and then select Ascending or Descending.
Related Topics • Sorting, grouping, deleting and filtering information using the contextual menu of a column
5.5.6 Exporting package amount trace rows
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You can export the package amount trace rows in the Package Amount Trace editor to a CSV (Comma Separated Values) file or a text file. The three types of export are: • Export all package amount trace rows Export all of the package amount trace rows and all of the columns regardless of the current display. •
Export a filtered list of the package amount trace rows You can create a filter and display only the package amount trace rows in the filter. You can make additional columns visible or mask columns already displayed. You can then export only the package amount trace rows displayed and only the columns displayed.
•
Export a selected package amount trace row You can select and export one package amount trace row. All columns are exported.
5.5.6.1 To export all package amount trace rows 1. In the Package Amount Trace editor right-click any of the package amount trace rows and select Export data from the contextual menu. The "Data Export" dialog box opens. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
5.5.6.2 To export a filtered list of package amount trace rows 1. In the Package Amount Trace editor, create and configure your filters in the list of package amount trace rows. 2. Add or delete columns in the list of package amount trace rows as necessary. 3. Right-click any of the package amount trace rows and select Export list from the contextual menu. The "List Export" dialog box opens. 4. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 5. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field.
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6. Click Export. A confirmation message is displayed and your export file appears in the directory you specified. Related Topics • Sorting, grouping, deleting and filtering information using the contextual menu of a column • Displaying, sorting and grouping in the Columns dialog box
5.5.6.3 To export a selected package amount trace row 1. In the Package Amount Trace editor right-click the package amount trace row you require and select Export selection from the contextual menu. The "Export selection" dialog box opens. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
5.5.7 Printing the package amount trace You can print the contents of the Package Amount Trace editor. Before starting the print job, you can configure the page setup. You can also preview before printing. To do this, click the Print icon.
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Setup domain
Setup domain
6.1 Dimension Builder
6.1.1 Introduction to the Dimension Builder view In the Dimension Builder view in the Setup domain, you can: •
•
Define and customize the database, including: •
the analysis axes needed to collect, process and retrieve data for the reporting cycles.
•
the data tables needed to process the information collected.
Define the filters used to group together amounts in the database.
The stages in defining the structure of the database are as follows: •
Define the structure of the data. In this step you create objects in the database, such as reference tables, characteristics and properties associated with the reference tables and dimensions to identify amounts.
•
Enter data in the reference tables. In this step you create the values in the reference tables.
•
Define the filters. In this step you create and manage the reference table filters.
To access the Dimension Builder view, click
in the Setup domain.
The view is divided into two parts: •
The architecture of the reference tables and the data sources and their dimensions. This architecture is displayed in the tree structure.
•
The items used to define the object selected in the tree structure. These items are presented in the list of contents and vary depending on the functional mode selected.
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You can use this view to create and manage different objects. The objects are defined in a specific editor.
6.1.1.1 Architecture of the database structure The first level of the tree structure includes: •
Reference tables
•
Data sources
Reference tables The Reference Tables folder groups together all of the product and user-defined reference tables. Each table's characteristics and properties are displayed. Each characteristic's sub-characteristics are displayed. They act as shortcuts to the characteristics and properties defined in the reference table.
Figure 6-1: Setup domain > Dimension Builder view
1. Country reference table. 2. Geographica Area characteristic in the Country table that takes its values from the Area reference table. 3. Reporting Unit reference table. 4. Country characteristic in the Reporting Unit table that takes its values from the Country (") reference table. 5. Geographical area sub-characteristic in the Reporting Unit table. Geographic area characteristic in the Country table.
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Data Sources The Data Sources folder contains: •
the "Amounts" data source. This contains all of the dimensions used to identify the amounts displayed.
•
the Conversion rate and Tax rate data sources. These data sources contain the dimensions used to identify the rates displayed.
6.1.1.2 Functional Modes There are four functional modes that correspond to the stages in defining the database structure: •
Definition This mode enables you to create and define reference tables, dimensions, characteristics and properties and to change the "Conversion rate" and "Tax rate" data sources.
•
Load data This mode enables you to add, consult or change values in the reference tables linked to dimensions and characteristics.
•
Hierarchy This mode enables you to present the functionality of the Load data mode differently by arranging a dimension's reference values and characteristics into a hierarchy.
•
Filters This mode enables you to define the filters and their contents.
Related Topics • Defining the database structure • Data Sources • Hierarchy mode • Managing filters
6.1.1.2.1 To change the functional mode 1. In theDimension Builder view select Actions. This menu displays the different functional modes that you can use. The mode currently in use has a symbol next to it. 2. Select the mode you want to use.
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6.1.2 Objects in the Dimension Builder view There are five objects in the Dimension Builder view in the Setup domain: •
Reference tables
•
Characteristics and properties
•
Dimensions
•
Data sources
•
Filters
6.1.2.1 Reference tables A reference table contains a group of elementary values (otherwise known as reference values) that are used to classify the data. The user uses this group of values as a basis for creating dimensions and characteristics. For example, the reference value U001 in the Reporting Units reference table corresponds to a corporate reporting unit. There are: •
"product" reference tables, represented by the orange icon
.
They are predefined in the software. •
"user defined" reference tables, represented by the blue icon
.
They are defined by the user. Note: You cannot delete the "product" reference tables. A reference table contains at least the following columns: •
Alphanumeric Code. This is used to identify a row in the table.
•
Short and long descriptions. These are used to describe a row in the reference table. Descriptions can be entered in five different working languages.
Extra columns can be added to accommodate an extra-long description and comments.
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6.1.2.2 Characteristics and Properties The characteristics and properties are directly linked to the reference tables. They provide extra information about the values in the table. Two types of information can be used to "identify" the reference values: •
Information from a reference table. This type of information is known as a characteristic. Note: A characteristic can be linked to another reference table or to another characteristic in the same table.
•
Information of the following type: Boolean, Integer, Real number, Text or Date. This type of information is known as a property.
The following table illustrates what a Reporting Unit reference table looks like. The Country characteristic and the Boolean-type Include property are linked to this table which is stored in the database as follows: Code
Short Description
Long Description
Coun try(Char.1)
Include (Prop.1)
…
U001
Rep Unit U001
…
GER
Yes
…
U002
Rep Unit U002
…
FRA
No
…
…
…
…
…
…
…
The characteristics and properties enable you to group amounts together, make selections or sort values in a particular order in the reference table. Note: Each reference table can have several characteristics or properties. There are: •
"product" characteristics and properties. The "product" characteristics are represented by the orange icon and the "product" properties are represented by the orange icon. They are predefined in the software.
•
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The "user-defined" characteristics are represented by the blue icon and the "user-defined" properties are represented by the blue icon. They are both defined by the user. Note: • •
You cannot delete "product" characteristics and properties. You can change the default characteristic and property icons if required.
Example: If you add a Continent characteristic to the Country reference table, you can specify which continent each country belongs to.
Example: The "Production Zone" and "Sales Zone" characteristics can both be attached to the "Zone" reference table.
Example: You can link a characteristic to a table. For example, if you attach the "Company" characteristic to the "Reporting Unit" reference table, the characteristic will take its values from this table.
6.1.2.2.1 Sub-characteristic All of the reference tables, whether linked directly or indirectly to another reference table, display the characteristics in tree structure form. A characteristic is always defined in relation to a reference table. If a characteristic (Charact.1) is attached to a table that defines another characteristic (Charact.2), the first characteristic (Charact.1) will appear as a sub-characteristic of the second one (Charact.2). A sub-characteristic is represented by a
icon.
In the tree structure of characteristics, you can customize the icon and descriptions for sub-characteristics. Example: The Country characteristic in the Reporting Unit reference table takes its values from the Country reference table. If the Zone characteristic is attached to the Country reference table, the Zone characteristic will appear as a sub-characteristic of the Country characteristic.
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6.1.2.2.2 Example of characteristics Adding characteristics or properties consists of adding extra columns in order to enter extra information about the rows. In this example, we want to add a characteristic to the Reporting Units reference table in order to supply the following extra information: the country to which each reporting unit belongs. The following table provides an example of the Reporting Units reference table. It is stored in the database as shown below: Code
Short Description
Long Description
Country(Char.1)
…
U001
Rep Unit U001
-
GER
…
U002
Rep Unit U002
-
FRA
…
…
…
…
…
…
Country is a characteristic of the Reporting Units table. The following table provides an example of the Country reference table for the Country characteristic. It is stored in the database as shown below: Alphanumeric Code
Short Description
Long Description
…
…
…
…
…
GER
Germany
-
…
FRA
France
-
…
…
…
…
…
This table enables you to group together the reporting units by country and add a short description for each one.
6.1.2.3 Specific tables The following reference tables refer to specific objects:
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•
Period
•
Journal entry number
•
“Scope” code
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•
Geographical origin
•
Ledger
6.1.2.3.1 Period reference table The values in the Period reference table correspond to an infinite group of values with the following format: YYYY.MM (Year.Month). You cannot add characteristics or properties to this table. You are only authorized to: •
change or translate descriptions. Note: Entering or translating descriptions in this reference table is done in a specific way. The reference table value codes (for example: 2000.12) are converted into long and short descriptions (December 2000).You can change or translate these descriptions if required.
•
change the reference table icon.
Related Topics • The Desktop
6.1.2.3.2 Journal Entry Number reference table The values contained in the Journal Entry Number reference table are integers. You cannot add characteristics or properties to this table. You are only authorized to: •
change or translate descriptions.
•
change the reference table icon.
6.1.2.3.3 Scope Code, Geographic Origin and Ledger reference tables The values in the Scope Code, Geographic Origin and Ledger reference tables correspond to objects in the application. Entering objects in these tables is equivalent to creating objects. For example, if you add a reference value to the Scope table, this is equivalent to creating a scope in the Scope Builder view. You cannot add characteristics or properties to this table. You are only authorized to:
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•
change or translate descriptions.
•
change the reference table icon.
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6.1.2.4 Dimensions A dimension is the analysis axis of a data source. Each dimension refers to a certain type of data; for example: an amount or an exchange rate. Values for the dimensions are taken from the reference tables. Note: The dimensions that you can access via the Dimension Builder view are those which are attached to the "Amounts" data source. Each item of data is given its own unique identification code using the values taken for each dimension. The amount is stored in a row in the database as illustrated below: Dimensions
Amount
Catego ry
Data Entry Period
Reporting unit
Account
Flow
Partner
Curren cy
…
M
Conso
2000.12
U01
Sales
F99
U02
Euro
…
100
This row stores the following information: for the consolidation for data entry period 2000.12, reporting unit U01 sold 100 Euros worth of merchandise to partner U02. Note: You can have several dimensions which link a data table to a reference table. These are known as linked dimensions. The dimensions necessary for performing a statutory consolidation are included in the software as standard. There are a maximum of 40 database dimensions: •
18 "product" dimensions, represented by an orange icon
.
They are predefined in the software. •
22 "user-defined" dimensions, represented by a blue icon
.
These dimensions are left open so that the user can configure them as required. Note: You cannot delete the "product" dimensions. Related Topics • Data Sources
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6.1.2.4.1 Differentiation dimension The Reporting unit dimension is a differentiation dimension for the Conversion rate and Tax rate data sources. Differentiation dimensions enable you to define specific rates for certain reporting units, as opposed to the general rate applied to all the reporting units which do not have a specific rate. Example: You can then define another tax rate for a specific reporting unit (for example, located in a non-fiscal area): PERIOD 2004.12, COUNTRY=FRANCE, TYPE=IS, REPORTING UNIT=U001:15%.
6.1.2.4.2 Example of Main and Analysis Dimensions In the example below, reporting unit U1 analyzes its sales by partner. U1 made total sales of 1000, which can be analyzed as follows: •
U1 sold 600 worth of merchandise to U2.
•
U1 sold 250 worth of merchandise to U3.
•
U1 sold 150 worth of merchandise to minority interests.
The amounts are stored in the database as shown below: Reporting unit
Account
…
Partner
…
Amount
U1
Sales
…
-
…
1000
U1
Sales
…
U2
…
600
U1
Sales
…
U3
…
250
U1
Sales
…
MI
…
150
6.1.2.4.3 Example of dimensions and characteristics In the example below, the objective is to use the same reference table to define the Country dimension and the Reporting Unit Country characteristic. The following amounts are stored in the database:
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Reporting unit
Country
Rep Unit Country
…
Amount
U1
FR
FR
…
60
U1
GER
FR
…
67
U1
JP
FR
…
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Reporting unit
Country
Rep Unit Country
…
Amount
U2
FR
GER
…
15
U2
GER
GER
…
78
U2
UK
GER
…
52
U3
FR
JP
…
41
U3
GER
JP
…
94
U3
JP
JP
…
27
U4
FR
GER
…
13
U4
GER
GER
…
40
U4
JP
GER
…
52
U5
FR
FR
…
16
U5
GER
FR
…
6
The Country dimension enables you to analyze Sales for each country. This would produce the following result: •
Sales for Germany (GER) = 285.
•
Sales for the United Kingdom (UK) = 52.
•
Sales for France (FR) = 145.
•
Sales for Japan (JP) = 140.
The Reporting Unit Country characteristic enables you to group together amounts, e.g. Sales for French reporting units. The Sales figure for French reporting units is 210 and can be analyzed as follows: •
Sales made by French reporting units with Germany = 73.
•
Sales made by French reporting units with France = 76.
•
Sales made by French reporting units with Japan = 61.
6.1.2.5 Data Sources Either amounts or data sources are processed. The standard tables for processing a statutory consolidation included in the software are:
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•
The Amounts data source table
•
The Consolidation conversion rate table
•
The Consolidation tax rate table
Note: • • •
Data is entered in the Conversion rate and Tax rate data sources via the Rates view in the Operation domain. You can specify which schedules will be used to enter or retrieve data expressed using different rates. There are other data sources in the software. However, they cannot be changed and cannot be accessed via the Dimension Builder view. Only the data sources listed above can be changed.
The Amounts data source is a separate source. It corresponds to the Amounts table and data is entered in it throughout the operating cycle (package amounts, journal entries, consolidated amounts). It contains the dimensions used to identify amounts. Several types of dimension can be used by a data source. The following dimensions are the most important: •
Main dimensions. These are compulsory and are used to identify reference data.
•
Analysis dimensions. These are optional and are used to analyze data.
Note: "User-defined" dimensions can only be analysis dimensions. The amounts are stored in rows in the database as follows: Principal Dimensions
Analysis Dimensions
Amount
Category
Data Entry Period
Reporting unit
…
Partner
Share
…
M
Conso
2000.12
U01
…
U02
Share1
…
20
Conso
2000.12
U01
…
N/A
N/A
…
100
Related Topics • Standard configuration of the database structure • Introduction to the Rates view
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6.1.2.6 Filters You can use a filter to select a group of values in a “dimension” . You can define a filter using: •
A list of elementary values
•
A characteristic
•
Properties
Example: The French Subsidiary filter groups together all of the reporting units which belong to French subsidiaries.
6.1.3 Editors in the Dimension Builder view Objects are defined in the Dimension Builder view in a specific editor. The editor varies depending on the object being defined. The following editors are available in the Dimension Builder view: •
The reference table editor
•
The characteristic or property editor
•
The dimension editor
•
The Conversion rate and the Tax rate data source editors
•
The reference value editor
•
The filter editor
The following tabs are available in all of the editors: •
The General tab. Define the object code and descriptions.
•
The
tab.
Enter the translations of the object descriptions.
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Related Topics • Defining a reference table • Defining characteristics and properties • Defining a dimension • Data Sources • Defining a reference value • Managing filters
6.1.4 Creating and managing objects When you create an object in the Dimension Builder view, you must define the following properties: •
The code (maximum 12 characters). This is used as the object ID. Note: The following characters can be used when creating codes in the application:
•
•
Capital letters.
•
Numbers.
•
Plus (+) and minus (-) signs and periods (.).
The short description (maximum 30 characters) and the long description (maximum 120 characters). These are used to describe the object. They can be translated. These properties are displayed in the General tab of the properties box or in the editor.
6.1.4.1 To create an object 1. Select File > New. The editor window opens. 2. Enter the code and the object IDs in the General tab. 3. Select File > Save to save your changes.
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6.1.4.2 To change an object from the Desktop 1. In the contents list, select the object you want to change. 2. Select View > Properties Box. The properties box appears. 3. Change the object properties. 4. Click: • Apply to approve your changes. •
Restore to cancel your changes.
6.1.4.3 To change an object from the editor 1. In the contents list, select the object you want to change. 2. Select File > Open. The editor window opens. 3. Change the object properties. 4. Select File > Save.
6.1.4.4 To delete an object 1. In the contents list, select the object you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
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No to cancel.
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6.1.5 Defining the database structure When you define the database structure you define the objects that enable you to customize the database. Caution: • •
In multi-server mode, you cannot change the database structure (in Definition mode). You must be connected in exclusive mode to be able to change the database structure. Only one user should make changes to the database structure (in Definition mode)
The structure is defined as follows: •
Define the reference tables.
•
Define the characteristics and properties linked to the reference tables.
•
Define the dimensions that identify the amounts.
You can also change the properties of the "Conversion rate" and "Tax rate" data sources.
6.1.5.1 Defining a reference table A reference table contains a group of elementary values that can be used to classify data. The reference tables in the application will be used to create user-defined dimensions and characteristics. You can create a reference table when you are in Definition mode in the Dimension Builder view in an editor. This editor has the following tabs: •
The General tab. Enter the reference table code and descriptions.
•
The Properties tab. Define the properties of the reference table. You can add columns to the table for extra-long descriptions and comments. You can also change the icon used to represent the reference table in the application.
•
The
tab.
Translate the descriptions of the reference table. When a reference table is created, you must define its general properties in the General tab, including: •
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Code (maximum 12 characters).
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This is the alphanumeric ID for a row in the table. •
Short description (maximum 30 characters) and Long description (maximum 120 characters). These describe a row in the table. They can be translated.
The basic reference table structure consists of code and description columns which are entered in the General tab. Related Topics • Functional Modes
6.1.5.1.1 To create a reference table 1. In the tree structure in the Dimension Builder view, select the Reference Tables folder. 2. Select the table of contents. 3. Select File > New. The editor window opens. 4. Enter the code and description in the General tab. 5. Select the Properties tab. 6. If necessary, change the reference table icon using the Library button. 7. Activate the Extra-long description for reference values option if you want to add an extra-long description column to the table. 8. Activate the Comment for reference values option if you want to add a Comments tab to the object editor linked to the table. 9. Select File > Save to save your changes.
6.1.5.2 Defining characteristics and properties Characteristics and properties provide extra information about the values in a reference table. You can create a characteristic or a property when you are in Definition mode in the Dimension Builder view in an object editor. Note: • • •
You cannot define characteristics or properties belonging to the following dimensions: Period, Data Entry Period, Journal Entry Number, Scope Code, Ledger and Geographic Origin. The maximum number of characteristics for a dimension is 80 (for all levels). The maximum number of properties for a dimension is 80.
The following tabs are available in the editor: •
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The General tab.
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Enter the code and descriptions of the characteristic or property. •
The Properties tab. Define the properties of the characteristic or property.
•
The
tab.
Translate the descriptions of the characteristic or property. When a characteristic or property is created, you must define its general properties in the General tab. They are as follows: •
Code (maximum 12 characters). This is the alphanumeric ID for a characteristic or property.
•
Short description (maximum 30 characters) and Long description (maximum 120 characters). These describe the characteristic or property. They can be translated.
Related Topics • Specific tables
6.1.5.2.1 Creating a characteristic The Properties tab in the characteristic editor enables you to define the properties of the characteristic. In this tab you can specify the following: •
The Reference table to which the characteristic will be linked.
•
The Default value of the characteristic. This is the value that will be automatically attributed to the characteristic when it is added to the reference table.
•
The Reference value filter. When a value is added to the reference table, the values contained in the filter selected will be used to fill in the characteristics.
•
Data entry mandatory. If this option is checked, the user must enter data for the characteristic when a value is added to the reference table. Note: When the Data entry mandatory option is checked, you must enter a default value for the characteristic.
•
Available in the hierarchy. When you check this option, the characteristic is displayed in Hierarchy mode. This property can only be defined for a characteristic belonging to a dimension in the Amounts data source.
Tip: A characteristic can have a different name than that of the reference table to which it belongs.
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Related Topics • Hierarchy mode
6.1.5.2.2 Creating a property In the Properties tab in the property editor you can define the property. This tab is used to specify: •
the icon representing the property in the application.
•
the property type, meaning whether or not the properties are Boolean, Integer, Real, Text or Date. Caution: • •
If the property is a Text type property, you must specify its length in the Length box. The length can be between 1 and 4000 characters. If the property is a Boolean type property, the only values authorized are Yes or No. This property must be entered when reference values are created.
Note: If the property is a Date type property, a checkbox will appear in the relevant place when reference values are created. This checkbox is used to specify whether or not the field will contain a value (not checked) or not (checked). •
the default value of the property. This is the value that will be automatically attributed to the characteristic when it is added to the reference table.
•
whether or not data entry for the property is compulsory. If this option is checked, the user must enter data for the property when a value is added to the reference table.
Note: If the Data entry mandatory option is selected, you must specify a default value for the property.
6.1.5.2.3 Creating a sub-characteristic The Properties tab in the sub-characteristic editor enables you to define the characteristic. Note: You can only create a sub-characteristic if it already exists as a characteristic in the same reference table. This tab is used to specify the characteristic defined for the main characteristic in the reference table. Note: You cannot change what appears in Default values, Reference value filter, and Data entry mandatory. These fields depend on the properties of the main characteristic.
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6.1.5.2.4 To create a characteristic or property 1. In the Dimension Builder view, select: •
The reference table to which the new characteristic or property will be attached.
•
The main characteristic to which the sub-characteristic will be attached.
2. Select the table of contents. 3. Select File > New > Characteristic or Property. The object editor opens. 4. Enter the code and descriptions in the General tab. 5. Define the object's properties. 6. Select File > Save to save your changes.
6.1.5.3 Defining a dimension A dimension is used to identify an amount in a database table. Note: • •
All of the data sources defined in the software contain dimensions. You can, however, only add dimensions to the "Amounts" data source. The maximum number of dimensions is 40, 22 of which are user-defined. If the Top site uses 40 dimensions, the sub-groups will be forced to use them. As a result, they will not be able to create their own dimensions.
You can create a reference table when you are in Definition mode in the Dimension Builder view in an editor. This editor has the following tabs: •
The General tab. Enter the dimension code and descriptions.
•
The Properties tab. Define the dimension properties. You can specify: •
the icon representing the dimension in the application.
•
the reference table to which the dimension belongs.
Note: Dimensions belonging to the same reference table are called related dimensions. For example, the Reporting Unit and Partner dimensions are attached to the Reporting Unit reference table. These dimensions therefore have the same characteristics.
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•
The
tab.
Enter the translations of the dimension descriptions. When a user-defined dimension is created, you must define its general properties in the General tab. They are as follows: •
Code (maximum 12 characters). This is the alphanumeric ID for the dimension.
•
Short description (maximum 30 characters) and Long description (maximum 120 characters). These describe the dimension. They can be translated.
6.1.5.3.1 To create a dimension 1. In the tree structure select the Amounts folder. 2. Select the table of contents. 3. Select File > New. The editor window opens. 4. Enter the code and descriptions in the General tab. 5. Define the dimension properties in the Properties tab. 6. Select File > Save to save your changes.
6.1.5.4 Data Sources Data sources enable you to structure the database tables in order to identify the amounts using dimensions. You can only change the properties in the "Conversion Rates" and "Tax Rates" reference tables. You can make these changes when you are in Definition mode in the Dimension Builder view. This editor has the following tabs: •
The General tab. Change the code and descriptions of the data source.
•
The Properties tab. Change the data source properties.
•
The
tab.
Translate the descriptions of the data source.
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The general properties in the General tab of the editor are: •
Code (maximum 12 characters). This is the alphanumeric ID for the data source.
•
Short description (maximum 30 characters) and Long description (maximum 120 characters). These describe the data source. They can be translated.
The Properties tab in the editor enables you to change the data source. This tab is used to specify: •
the icon representing the data source in the application.
•
if comments will be added to the header properties.
•
the schedule for entering rates.
•
the book containing reports for retrieving rates.
Related Topics • The Desktop
6.1.5.4.1 To change a data source 1. In the tree structure, select the Data Source folder. 2. Select the data source you want to change in the list of contents. 3. Select File > Open. The editor window opens. 4. Change the data source properties in the Properties tab. 5. Select File > Save to save your changes.
6.1.6 Entering data in the reference tables
6.1.6.1 Defining a reference value You can create reference values when you are in Load Data mode in the Dimension Builder view.
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Note: All users can manage the reference table values from any view in the application provided they are authorized to do so. The referece value's properties are defined in a specific editor. Note: The values contained in the Scope Code, Geographic Origin and Ledger reference tables correspond to objects in the application. Entering data in these tables is equivalent to creating objects in the application. The editor has the following tabs: •
The General tab. Enter the reference value code and descriptions.
•
The Properties tab. Define the properties of the reference value. You can specify the values for the characteristics or properties in the reference table to which the value belongs. Note: When selecting values for certain compulsory or user-defined dimensions, you must define characteristics or standard properties or both.
•
The
tab.
Enter comments about the reference value. •
The
tab.
Translate the descriptions of the reference value. •
The
tab.
Set access rights to the reference value. When a reference table is created, you must define its general properties in the General tab. They are as follows: •
Code (maximum 12 characters). This is the alphanumeric ID for the reference value.
•
Short description (maximum 30 characters) and Long description (maximum 120 characters). These describe the reference value. They can be translated.
Note: You can use extra-long descriptions which contain a maximum of 255 characters. Related Topics • The Desktop
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6.1.6.1.1 To create a reference value 1. In the Dimension Builder view tree structure, select the reference table to which the value belongs. 2. Select the table of contents. 3. Select File > New. The editor window opens. 4. In the General tab enter the value code and descriptions. 5. Select the Properties tab. 6.
Enter the reference table characteristics and/or properties using the button
.
Note: If you set a default value in Definition mode, it will appear in the relevant box. You can change or delete the default value if required. 7. Select File > Save to save your changes.
6.1.6.1.2 Opening schedules in SAP BusinessObjects Financial Consolidation Excel Web Schedules In the Dimension Builder view in Load Data mode, you must specify the schedules that you want to open automatically in SAP BusinessObjects Financial Consolidation Excel Web Schedules. •
If you activate the planning functionality, the schedules are opened in Excel and you have access to a number of planning functions. Caution: However, certain standard Excel functions are not available or are not adapted for use with EWS schedules. To find out more, see the SAP BusinessObjects Financial Consolidation Web documentation.
•
If you do not activate the planning functionality, the schedules are opened in Excel and you do not have access to the standard planning functionality.
To configure schedules to open in SAP BusinessObjects Financial Consolidation Excel Web Schedules 1. In the Dimension Builder view, Load Data mode, open the reference value editor for the relevant category. 2. In the Properties tab, activate the Excel Web Schedules and Activate Planning functions options. The schedule opens in SAP BusinessObjects Financial Consolidation Excel Web Schedules. Caution: If you do not activate the Activate Planning functions option, the schedules will open in EWS, but you will only have access to the standard Excel functionality.
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6.1.6.2 Copying and pasting reference values from Excel to SAP BusinessObjects Financial Consolidation You can copy one or more reference values from Excel to an SAP BusinessObjects Financial Consolidation dimension or reference table. The Copy/Paste function from Excel works as follows: If
The copy/paste result is as follows
An alphanumeric code does not exist in the database
A new reference value is created
An alphanumeric code already exists in the database
The reference value is updated
Note: If characteristic or property values are to be linked to reference values to be copied, the values must first of all exist in the database. For example, to fill in the Accounts table and all its characteristics, you must first of all fill in the characteristic tables then the Account dimension. Certain rules should be followed when copying and pasting: •
The column headers must be in the first row. The headers correspond to the column names in the database. Caution: You must select the column header of the cells you want to copy.
•
The only column that must appear in the Excel spreadsheet is the column with an alphanumeric code belonging to the reference value. Note: The other columns are not compulsory. A reference value can be changed using only two columns, for example, the column containing the alphanumeric code used to identify the reference value to be changed and the column identifying the property to be changed. The other reference value properties do not change.
•
If a row or column is included more than once in the selection performed in Excel, the reference value will be updated as many times as the row/column is repeated. The value will however be equivalent to the value contained in the last row/column selected.
•
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If a cell with a column header is empty, the value will be deleted.
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Note: • •
When loading data in a characteristic using the Copy/Paste function in Excel, you can keep the existing values in the database by entering N/A in the relevant cells. The order in which the columns appear in Excel is not important.
The Excel file header must contain the following: Header
Description
P_NAME
Alphanumeric code belonging to the reference value
P_DESC1, P_DESC2, …, P_DESC6
Long description in six working languages. The first corresponds to the first language chosen in the Working language tab in the General Options dialog box. This applies to all of the other descriptions.
P_SDESC1, P_SDESC2, …, P_SDESC6
Short language in six working languages.
P_XDESC1, P_XDESC2, …, P_XDESC6
Comments in six working languages.
Same as long descriptions.
Same as long descriptions.
C_CODE CARACTERISTIQUE
Alphanumeric code belonging to the characteristic
P_CODE PROPRIETE
Alphanumeric code belonging to the property
Tip: In order to obtain the names of column headers available for a reference table or dimension, you can copy and paste them to Excel then change them before pasting your changes in SAP BusinessObjects Financial Consolidation. Caution: • •
You cannot copy and paste separate rows in Excel. You must be aware of the software's limits. For example, if a description is too long, it will be truncated when it is pasted in SAP BusinessObjects Financial Consolidation.
Related Topics • The Desktop • Copying and pasting reference values from SAP BusinessObjects Financial Consolidation to Excel
6.1.6.2.1 To copy/paste from Excel to SAP BusinessObjects Financial Consolidation 1. In Excel, select the columns or rows to be copied.
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2. Select Edit > Copy. 3. In the Dimension Builder view, in Load Data mode, select the reference table or dimension to be filled in. 4. Select Edit > Paste. The progress bar displays information on how the import is progressing as well as the code of the value being pasted. The Import Result dialog box appears with the result of the copy/paste performed.
6.1.6.2.2 Performing a paste special You can update the reference values already present in the database using the Paste Special function. The "Paste Special" dialog box is used to perform this function. This dialog box enables you to: •
update reference values automatically. If you select the Automatic option, all of the values already in the database will be updated.
•
confirm that you want to update each value. If you select the Request confirmation option, a dialog box will appear for each value asking you to confirm that you want it to be updated.
•
ignore existing values. If you select the Ignore option, the values already in the database will be ignored and new values will be imported.
To perform a Paste Special 1. In Excel, select the columns and rows to be copied. 2. Select Edit > Copy. 3. In the Dimension Builder view, in Load Data mode, select the reference table or dimension to be filled in. 4. Select Edit > Paste Special. The Paste Special dialog box appears. The progress bar displays information on how the import is progressing as well as the code of the value being pasted. The Import Result dialog box appears with the result of the copy/paste performed.
6.1.6.2.3 Viewing the import results and the errors The "Import Result "dialog box is displayed at the end of each import. It contains the following information: •
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Number of processed values.
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•
Number of added values.
•
Number of modified values.
•
Number of ignored values.
The Coller_Structure.log log file contains more detailed information about the result of the copy/paste operation performed. Note: The location of the log file appears at the bottom of the "Import Result" dialog box. By default it is stored in the software installation directory. Errors may occur when copying and pasting from Excel: If this happens: •
a dialog box explaining the type of error that has occurred may appear during the import procedure. Note: This dialog box will appear each time an error occurs. If you select Do not display error messages, it will no longer appear.
•
the" Errors" dialog box will appear after the "Import Result" dialog box. This dialog box contains a list of the errors generated during the import.
There are several types of error that might appear: •
blocking errors represented by a red
icon.
This type of error means that the Copy/Paste function cannot be used. •
non-blocking errors represented by a gray
icon.
This type of error means that you cannot use the Copy/Paste function for a whole row or column. •
warnings represented by the
icon.
This type of error indicates that there is a problem in a cell. Information will be pasted in the whole row except for the cell where there is a problem.
Error messages The following table includes a list of the error messages displayed, the type of error, a description and result of the error.
574
Error Message displayed
Type of error
Description
Result
Invalid Copy/Paste format
Blocking error
The object being copied is not an Excel file
Cannot Copy/Paste
The row was deliberately ignored during the paste special
Warning
During the paste special, existing rows were deliberately ignored
Row not pasted
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Error Message displayed
Type of error
Description
Result
Row X is invalid because no reference value has this ID
Non-blocking error
The value for column P_ID for row X does not correspond to any of the existing reference values
Row not pasted
Code XXX already exists
Non-blocking error
The value for column P_NAME is already used by another reference value
Row not pasted
Non-blocking error
In the Excel file, there are n rows with the same value for column P_NAME and a different value for column P_ID
The first rows will be inserted (or changed if they already exist), the others will be ignored
Cannot paste: the P_ID and/or P_NAME column(s) must be selected
Blocking error
None of the P_ID or P_NAME columns have been included in the selection
Cannot paste
Row X is invalid. The P_ID or P_NAME column must be filled in
Non-blocking error
Values have not been entered for these two columns
Row not pasted
Row X is invalid. The object code (P_NAME) must be filled in
Non-blocking error
No value has been entered in column P_NAME and the value in column P_ID does not correspond to any of the existing reference values
Row not pasted
Row x is invalid. The object code (P_NAME) cannot exceed 12 characters
Non-blocking error
The value for column P_NAME exceeds 12 characters
Row not pasted
Row X is invalid. The code of object (P_NAME) contains unauthorized characters
Non-blocking error
The value for P_NAME contains unauthorized characters
Row not pasted
Cannot paste: column headers are missing.
Blocking error
The column header has not been included in the selection
Cannot paste
Cannot paste: column headers are missing
Blocking error
An empty row has been selected as a column header
Cannot paste
Code XXX already exists
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Error Message displayed
Type of error
Description
Result
Invalid header for column x
Non-blocking error
The header for column x contains incorrect descriptions
Column not pasted
Column x is invalid. You must enter the column header
Non-blocking error
The column header contains empty cells
Column not pasted
Row x has not been pasted because the editor of the reference value XXX is in write-mode
Non-blocking error
The reference value cannot be updated since it is in edit mode
Row not pasted
Non-blocking error
The reference value cannot be updated because: -the user does not belong to the reference value owner group, -the reference value ID is not within the authorized range, -the reference value is a product value that cannot be changed.
Row not pasted
Warning
The number of characters in columns P_SDESC, P_LDESC, and P_XDESC exceeds the authorized number
Property truncated and pasted
Value x is not valid for column y in row z
Warning
The C_CARAC value is not valid (the value does not exist, or contains unauthorized characters, or the number of characters exceeds 12)
Row pasted, C_CARAC value not pasted
Value x is not included in the filter values authorized for column x in row z
Non-blocking error
The C_CARAC value does not belong to the values filter
Row not pasted
Row x: characteristic C_CARAC is compulsory for this reference table
Non-blocking error
The C_CARAC value is empty whereas column C_CARAC is compulsory
Row not pasted
Row x has not been pasted because the reference value XXX is available in read-only mode
Property P_XXX has been truncated to x characters
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Error Message displayed
Type of error
Description
Result
Value x is not valid for column y in row z
Warning
The P_PROP value is not valid (the value does not exist or contains unauthorized characters)
Row pasted, P_PROP value not pasted
Row x: property P_PROP is required for this reference table
Non-blocking error
The P_PROP value is compulsory and has not been entered
Row not pasted
Note: All of the error messages which appear when pasting data are available in the Coller_Structure.log file. By default it is stored in the software installation directory.
6.1.6.3 Copying and pasting reference values from SAP BusinessObjects Financial Consolidation to Excel Rows of data in reference tables can be retrieved and displayed in Excel by copying and pasting from SAP BusinessObjects Financial Consolidation. Note: When copying/pasting in Excel, the N/A value displayed in the Excel file indicates that the characteristic values have not been entered in the application.
6.1.6.3.1 To copy/paste from SAP BusinessObjects Financial Consolidation to Excel 1. In the Dimension Builder view, in Load Data mode, select the reference values to be copied. 2. Select Edit > Copy. 3. In Excel, select Edit > Paste.
6.1.7 Hierarchy mode Hierarchy mode enables you to present the functionality of the Load data mode differently by arranging a dimension's reference values and characteristics into a hierarchy. Note: It is recommended that you work in Load data or Hierarchy mode.
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In Hierarchy mode you can edit or change values and use the drag and drop function. Several users can work simultaneously in this mode. User access rights are the same as for the Load data mode. Note: The Hierarchy mode is available for characteristics but not for properties. The Hierarchy mode consists of: •
a list of dimensions arranged in a hierarchy on the left-hand side.
•
reference values of the hierarchy selected on the left displayed in the middle of the screen.
•
a list of available values displayed on the right-hand side of the window.
Related Topics • Hierarchy mode functionality • Introduction to the Security view • Loops • Specific cases: characteristics based on the same reference table
6.1.7.1 Hierarchy mode functionality The following functions are specific to the Hierarchy mode: •
Selecting the characteristics to be displayed in the hierarchy
•
Selecting a display mode for the hierarchy
•
Selecting the levels to be displayed in the hierarchy
•
Moving a node in the hierarchy
•
Using the drag and drop function to manage the hierarchy
•
Creating reference values
•
Searching in the hierarchy
•
Printing the hierarchy
Note: The copy/paste function is not available in the Hierarchy mode.
6.1.7.1.1 Selecting the characteristics to be displayed in the hierarchy
To select the characteristics to be displayed in the hierarchy 1. Select the Definition mode. 2. Open the characteristic editor for the dimension that you want to display in Hierarchy mode.
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3. In the Properties tab, activate the Available in the hierarchy option. Related Topics • Creating a characteristic
6.1.7.1.2 Selecting a display mode for the hierarchy There are several display modes available for hierarchies which may be combined or used alone: •
Code
•
Short description
•
Long description
To select a display mode for the hierarchy •
In Hierarchy mode, select View > Tree structure then select the mode you require.
6.1.7.1.3 Selecting the levels to be displayed in the hierarchy
To select the levels to be displayed in the hierarchy •
Click
or
to select the levels to be displayed.
To expand the entire hierarchy •
Select View > Tree Structure > Expand All. All of the contents of the hierarchy are displayed.
To collapse the entire hierarchy •
Select View > Tree Structure > Collapse All. Only the root nodes are displayed.
To display the hierarchy until a certain level •
In the standard toolbar, select the required level from the pull-down menu.
6.1.7.1.4 Moving a node in the hierarchy You can move a node in a hierarchy using the drag and drop function. Note: The nodes below the node being moved will be moved along with it. If you have selected a reference value filter, you will not be authorized to move certain nodes.
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Related Topics • Impact of the reference value filter on hierarchies
6.1.7.1.5 Using the drag and drop function to manage the hierarchy The reference values that do not have a characteristic value relevant to the hierarchy will not appear in the middle of the window. They will appear in the list on the right-hand side of the window. You can use the drag and drop function: •
to delete the characteristic value of a reference value (from the middle to the right-hand side).
•
to assign a characteristic value to a reference value (from the right-hand side to the middle). Caution: You cannot move a characteristic for which data entry is compulsory to the right-hand side of the window.
Note: You can move a root node from the middle to the right-hand side of the window. However, the root node will reappear in the middle of the window each time you refresh the view. Example: You have the following hierarchy:
•
•
You move United Kingdom to the right-hand side of the window. •
The United Kingdom characteristic no longer belongs to a list.
•
U1 no longer appears in the hierarchy. However, it still belongs to the United Kingdom country dimension.
You move United Kingdom back to the hierarchy, placing it under ASIA this time. •
The United Kingdom characteristic now belongs to ASIA.
•
U1 reappears in the hierarchy under United Kingdom.
Related Topics • Impact of compulsory data entry on tree structures
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To enter data in the hierarchy from the list 1. In the standard toolbar, select the hierarchy table from the pull-down list in order to display this table on the right-hand side of the window. 2. In the list on the right-hand side, select the reference value and drag and drop it to the hierarchy's characteristic in the middle of the window. Tip: To move a node from the right-hand side to the root of the middle of the window, move the node to an empty area of the middle.
To delete a characteristic value from a reference value •
In the middle of the window, select the reference value and drag and drop it to the list on the right-hand side. Tip: To delete a characteristic value from a reference value, you do not have to select the hierarchy table in the right-hand side of the window beforehand. Note: A root node cannot be moved to the right-hand side of the window.
6.1.7.1.6 Creating reference values You can create a reference value from a selected node.
To create a reference value from a node 1. Select the node in the hierarchy that you want to use to create the reference value. 2. Select File > New, then: •
At the same level if you want to create a characteristic on the same level.
•
At the lower level to create a characteristic on a lower level.
The characteristic created will have the same characteristics as the node used to create it.
6.1.7.1.7 Searching in the hierarchy You can run a search on the reference values in a hierarchy.
To search for a reference value 1. Select Actions > Find value in the hierarchy. The Find dialog box appears. 2. Enter or select the reference value you want to look for. 3. Click OK.
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The reference value you searched for appears in the hierarchy.
6.1.7.1.8 Printing the hierarchy You can print the whole hierarchy or the part located under a certain node.
To print the whole hierarchy •
Select File > Print > Print entire tree structure.
To print the hierarchy under a specific node 1. Place the cursor at the root of the node whose hierarchy you want to print. 2. Select File > Print > Print tree structure from this item.
6.1.7.2 Specific nature of hierarchies Some of the settings defined when you create a characteristic will have an impact on the hierarchy: •
Impact of the default value on hierarchies
•
Impact of the reference value filter on hierarchies
•
Impact of compulsory data entry on tree structures
Related Topics • Creating a characteristic
6.1.7.2.1 Impact of the default value on hierarchies When you create a reference value, you can define a default value for a characteristic. In Hierarchy mode, if a default value has been defined for a characteristic, it will not be taken into account when you create a new characteristic on a lower level. Example: The Country characteristic is linked to the Country reference table and the default value is United Kingdom. When you create a reporting unit for Italy, it will be given the value "Italy". Related Topics • Creating reference values
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6.1.7.2.2 Impact of the reference value filter on hierarchies When you create a reference value, you can define a filter, which means that users will only be able to select certain characteristic values. In Hierarchy mode, if a characteristic contains a filter: •
you cannot move it to another characteristic not authorized by the filter.
•
you cannot create items in a characteristic not authorized by the filter.
Note: This restriction does not apply to characteristics defined before the filter was created.
6.1.7.2.3 Impact of compulsory data entry on tree structures When you create a reference value, you can specify that data must be entered in it. In Hierarchy mode, you cannot move the reference value to the right-hand side of the window because entering the characteristic is compulsory.
6.1.7.3 Specific cases: characteristics based on the same reference table Some dimensions and characteristics are created from the same reference table. In this case, certain scenarios are possible, including: •
Loops
•
Variable number of levels
•
Combination of characteristics created from the same reference table and characteristics created from different tables
6.1.7.3.1 Loops In Load data mode it is possible to accidentally create loops when defining levels.
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In Hierarchy mode: •
Creating a loop: you cannot create loops in Hierarchy mode.
•
Displaying an existing loop: the loops created previously in Load data mode do not appear in the middle of the window. The values in the loop are displayed in the list on the right-hand side of the window.
Note: The loop is not deleted from the database. It will always appear in Load data mode.
6.1.7.3.2 Variable number of levels For characteristics created from the same reference table, the number of levels in the tree structure is variable. The pull-down list containing the levels is updated automatically to take the number of levels in the tree structure into account. Note: This is a specific case that occurs when you have characteristics created from the same reference table. Example: •
Reporting unit U2 is linked to company U1.
•
Reporting unit U3 is linked to company U1. Reporting unit
Company
U1
-
U2
U1
U3
U1
The hierarchy therefore contains two levels.
If you move U2 and place it under U3, the database will contain the following items:
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Reporting unit
Company
U1
-
U2
U1
U3
U2
The hierarchy therefore contains three levels.
6.1.7.3.3 Combination of characteristics created from the same reference table and characteristics created from different tables In a tree structure, you can combine these two types of characteristic. This can lead to confusion. Following are four examples. Example: 1 •
In the "Reporting unit" dimension, you create a "Company" characteristic and a "Reporting unit country" characteristic.
•
In the "Company" characteristic, you create a sub-characteristic called "Company country". "Reporting unit" and "Company" are based on the Company table and "Reporting unit country" and "Company country" are based on the Country table.
You have the following available: •
Reporting unit U1 is linked to Germany.
•
Reporting unit U2 is linked to France.
•
Reporting unit U2 is linked to company U1.
This appears as follows in the database: Reporting unit
Company
Country
U2
U1
FR
U1
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A French reporting unit is attached to a German company. Problem: should reporting units U1 and U2 appear under FR or GER? In Hierarchy mode, the relationship between the Reporting Unit, Company and Country dimensions is displayed as follows:
U1 and U2 appear under Germany, not France.
Example: 2 You have the following available: •
Reporting unit U1 is linked to Germany.
•
U2 is not linked to a country. Reporting unit U2 is linked to company U1.
This appears as follows in the database: Reporting unit
Company
U2
U1
U1
Country
GER
In Hierarchy mode, the relationship between the Reporting Unit, Company and Country dimensions is displayed as follows:
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Problem: what will happen if U2 is moved to France? •
Reporting unit U2 is linked to France.
•
U2 is not linked to a company. Reporting unit
Company
Country
U2
FR
U1
GER
Example: 3
You have created a Staff dimension with a direct characteristic called "reporting unit" and a sub-characteristic called "company". You have the following available: •
Staff member E1 is linked to reporting unit U1.
•
Reporting unit U2 is linked to company U1.
•
U1 is not linked to a company.
This appears as follows in the database: Table of staff members
Staff member
Reporting unit
E1
U1
Reporting unit table
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Reporting unit
Company
U2
U1
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Reporting unit table
U1
In Hierarchy mode, the relationship between the Staff Member, Reporting unit and Company dimensions is displayed as follows: In this example, you have items belonging to different tables on the same level. The following scenarios are possible: Scenario
Consequence
There are two possible scenarios: • You want to create a new reporting unit for company U2. Select U2, then File > New > At the lower level
•
You want to create a new staff member for reporting unit U2. A dialog box appears. Select the type of item you want to create (reporting unit or staff member).
Select E1, then File > New > At the lower level
This is not possible since you are already on the lowest level. There are two possible scenarios: • You want to create a new reporting unit for company U1.
Select U1, then File > New > At the lower level
•
You want to create a new staff member for reporting unit U1. A dialog box appears. Select the type of item you want to create (reporting unit or staff member).
Select U2, then File > New > At the same level
A reporting unit is created for U1.
Select E1, then File > New > At the same level
A staff member is created for U1.
Example: 4 •
588
In the "Reporting unit" dimension, you create a "Company" characteristic and a "Reporting unit country" characteristic.
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•
In the "Company" characteristic, you create a sub-characteristic called "Company country". "Reporting unit" and "Company" are based on the Company table and "Reporting unit country" and "Company country" are based on the Country table.
You have the following available: •
Reporting unit U1 is linked to Germany.
•
Reporting unit U2 is linked to France.
•
Reporting unit U2 is linked to company U1.
This appears as follows in the database: Reporting unit
Company
Country
U2
U1
FR
U1
GER
A French reporting unit is attached to a German company.
Problem: what will happen if you move U1 to the list on the right-hand side of the window? •
U1 no longer has a Country characteristic attached to it.
•
U2 moves to the list on the right-hand side but keeps FR as a characteristic (and is still linked to company U1).
6.1.8 Managing filters You can define filters in order to group together objects such as reference table values. You can create and manage filters when you are in Filter mode in the Dimension Builder view in the Setup domain.
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Example: The French Subsidiaries filter enables you to group together all of the French reporting units in the Reporting Unit dimension. Related Topics • The Desktop • Defining filters
6.1.8.1 The filter editor A filter's contents are defined in a filter editor. The filter editor contains the following tabs: •
The General tab. Enter the filter code and ID.
•
The Definition tab. Define the contents of the filter using a diagram.
•
The
tab.
Enter comments. •
The
tab.
Translate the filter descriptions. •
The
tab.
Set access rights to the filter (such as owner group). The Definition tab in the editor contains a toolbar designed to help you define a filter's contents. Each button in the toolbar represents a command. Depending on what you select in the tab (logical operator or criteria), some buttons will be grayed out. The following table outlines the buttons available: Button
Used to
Insert the AND logical operator. Insert the OR logical operator.
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Button
Used to
Insert a criterion. Delete a criterion or logical operator. Test the filter.
Related Topics • The Desktop • Defining filters
6.1.8.2 Filter properties When a filter is created, you must define its general properties in the General tab, including: •
Code (maximum 12 characters). This is the alphanumeric code that will be used to identify the filter.
•
Short description (maximum 30 characters) and Long description (maximum 120 characters). They are used to describe the filter.
Related Topics • The Desktop
6.1.8.3 Testing filters You can view the values in a filter and test it when required. This can be done in the filter editor.
6.1.8.3.1 To test a filter •
Click the
button in the Definition tab.
A dialog box containing the filter values appears.
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6.1.8.4 Defining filters You can use filters to select dimension values using numbers, wildcards, characteristic or property values. The filter is defined in the Definition tab of the filter editor. The filter appears as a tree structure in this tab. It consists of the following: •
Logical operators (AND or OR) in the tree structure nodes.
•
Filter component criteria. Each criteria appears in the tree structure as a block in which a group of values is selected.
Figure 6-2: Setup > Dimension Builder > Filter mode > Filter editor > Definition
1. Logical Operator 2. Block defining the criterion In a block, three areas enable you to define the criteria: •
An area for selecting the reference table, a characteristic or a property.
•
An area for choosing a selection method.
•
An area for selecting one or more values depending on the method selected.
When you are editing a criterion, each area in the block can be changed. You cannot, however, modify the reference table to which the filter is attached (the table is selected in the Desktop). You are only authorized to select one of the characteristics or properties assigned to the table.
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Note: You cannot exit a criterion which is being edited if its syntax is not correct.
1. Select a reference table, characteristic or property. 2. Choose a selection method. 3. Select values. Figure 6-3: Setup > Dimension Builder > Filter mode > Filter editor > Definition tab > Change criterion
Note: If you select a Boolean type property, a checkbox will appear. If there is a check mark in the box, the property will have a Yes value. When you create a new filter, a block in edit mode appears in the Definition tab. The reference table selected in the Dimension Builder view will appear automatically in the area for selecting values.
6.1.8.4.1 Selection Methods When you define a criterion, the selection methods proposed depend on the selection made in the first block. If you select a reference table, a characteristic or a property, the following methods are available: • •
Values equal to, represented by the
icon.
Values different from, represented by the
icon.
If you select a reference table, a characteristic or a Text type property, the following methods are available: • •
Values matching, represented by the
icon.
Values not matching, represented by the
icon.
If you select a Real, Integer or Date type property, the following methods are available: • • • •
Less than, represented by the
icon.
Less than or equal to, represented by the Greater than, represented by the
icon.
icon.
Greater than or equal to, represented by the
icon.
If you select a characteristic, the following methods are available: •
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No value, represented by the
icon.
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•
All values, represented by the
icon.
"Values equal to" method The "Values equal to" method consists of selecting one or more values that will be included in the filter. These values will be selected from a list of values that appear on screen.
"Values different from" method The "Values different from" method consists of selecting one or more values that will not be included in the filter. These values will be selected from a list of values that appear on screen. This means that the filter will contain all of the values in the list apart from those selected.
"Values matching" method The "Values matching" method enables you to select values using wildcard codes. Related Topics • Wildcard Codes
"Values not matching" method The "Values not matching" method enables you to exclude values using wildcard codes. Related Topics • Wildcard Codes
"Less than" method The "Less than" method selects values that are less than the value selected.
"Less than or equal to" method The "Less than or equal to" method selects values which are less than or equal to the value selected.
"Greater than" method The "Greater than" method selects values that are greater than the value selected.
"Greater than or equal to" method The "Greater than or equal to" method selects values that are greater than or equal to the value selected.
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"No value" method The "No value" method consists of selecting all of the reference values for which the characteristic has not been entered.
"All values" method The "All values" method selects all reference value amounts that belong to a characteristic.
Wildcard Codes The wildcard codes can be used with the Values matching and Values not matching selection methods. They enable you to select values in a filter more easily by sorting their codes. Wildcard Code
Used to
Example
Data entry
Items selected
%
Specify all of the characters
FI%
All codes starting with FI
_
Specify any character
FI_0
FI10, FI20, FI30…
[]
For SQL Server only: Select any character in the specified interval or in the numbered list of characters
[A-F] [ABCDEF]
A, B, C, D, E, F
[�?]
For SQL Server only: Any character not in the interval or the numbered list of characters
[^A-F] [^ABCDEF]
G, H, I, J, K….
Tip: To use wildcard codes [Ù] with a vowel, you must leave a space between the code and the letter. Caution: The [] and [Ù] wildcard codes do not work with Oracle and DB2 databases. Selecting values Depending on the selection method chosen, you can directly enter values in the relevant box or select them from the list of possible values: •
When you select Values equal to or Values different than, you can select one or more values from a list. You can display the list by clicking on the table or characteristic selected.
•
595
button. It contains all of the possible values for the
If you select Values matching or Values not matching, the area is grayed out and the value expected is an expression with wildcard code syntax.
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•
If you select Less than, Less than or equal to, Greater than or Greater than or equal to, you can select one single value from a list. The list (available by clicking on the selected.
•
button) displays the values available for the property
If you select No value or All values, the box is grayed out because no value is expected.
6.1.8.4.2 Using logical operators The blocks that define a filter's contents can be combined in the Definition tab using logical operators. The following table displays the two logical operators: Logical operator?
Used to
Example
Definition
Items selected
OR
Join the two lists together
U1, U2, U3 plus the other reporting units with the France characteristic
AND
Make the two lists intersect
List of codes (U1, U2, U3) with the France characteristic
Example: To obtain the interval of codes between code1 and code2, define the filter as follows: Value > code1
And
Value < code2
To define a criterion 1. When defining a criterion in the Definition tab, select the reference table, characteristic or property using the button in the first selection area. 2. Select a method using the button in the second area. 3.
Use the button to enter or select the criteria values. 4. Select File > Save to save your changes.
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To insert a criterion 1. Select the logical operator to which the new criterion should be assigned. 2. Click . A new criterion appears.
To insert a logical operator 1. Select the criterion to which the new operator will be attached. 2. Insert the AND or OR logical operator: • Click to insert the AND logical operator •
Click
to insert the OR logical operator.
To display an editing criterion •
Double-click on the relevant criterion.
To change a logical operator •
Double-click on the logical operator you want to change.
To delete a criterion 1. In the Definition tab, select the criterion to be deleted. 2. Select Edit > Delete. A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
No to cancel.
To delete a logical operator 1. In the Definition tab, select the logical operator to be deleted. 2. Select Edit > Delete. A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
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No to cancel.
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6.1.9 Standard configuration of the database structure The database structure outlined in this section corresponds to the standard industry configuration for France.
6.1.9.1 Compulsory dimensions Compulsory dimensions include: •
Scopes
•
Consolidation variant
•
Consolidation currency
•
Category
•
Data entry period
•
Period
•
Reporting units
•
Audit ID
•
Accounts
•
Flow
•
Currency
•
Source reporting unit
•
Technical Origin
•
Geographic origin
•
Ledger
•
Journal entry number
6.1.9.1.1 Scopes The “scope” table is filled in the Scope Builder view. Data is entered in the table directly or via specific journal entries when consolidation scopes are created. The scope contains a group of reporting units which have a characteristic in common or which belong to the same corporate structure.
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Note: The Scope dimension is compulsory for consolidated data. It is not required for package or preconsolidated data. Linked Characteristics: For example: Parent Company reporting unit.
6.1.9.1.2 Consolidation currency This is a general list of the currencies used in the software. It defines the currency to be used for the consolidation. Note: The Consolidation Variant dimension is compulsory for consolidated data. It is not required for package or preconsolidated data. You must distinguish the Consolidation currency from the Currency dimension. Related Topics • Currency
6.1.9.1.3 Category A category corresponds to the type of data reported, for example, Budget, Actual, or Estimate. No characteristics are linked to the Category dimension.
6.1.9.1.4 Data entry period This is the date (year-month) on which packages are sent. It should not be confused with the conventional definition of data entry period. A data entry period can be monthly, quarterly, six-monthly or annual. No characteristics are linked to the Data entry period dimension. Coding is as follows: 1997.01 (January 1997), 1997.12 (December 1997), 2000.01 (January 2000).
6.1.9.1.5 Period This is the date (year-month) given to the information contained in a package. For a Budget sent in October 1997, the data entry period for the package is October 1997 (1997.10). The periods are 12 months for the yearly budget (from 1998.01 to 1998.12). For the Actual category, which has a single period category scenario, the period is identical to the data entry period (for example: for actual data entry in May 1997, the package is dated 1997.05, period 1997.05, even if the data is entered in June 1997).
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This is the same tables as the one used for data entry periods. The data entry period table should contain a list of data entry periods as well as the periods included in each Reporting ID. No characteristics are linked to the Period dimension. The user cannot enter data in the dimension.
6.1.9.1.6 Reporting units There are several types of reporting unit: •
Declaring reporting units (meaning reporting units that enter data in a package).
•
Partner reporting units.
•
Monitored non group partners.
•
Legal entities (groups of declaring reporting units used for retrieval purposes only).
•
Technical or fictitious reporting units (for example, Non Group France, non group for different companies included in the Sales breakdown).
As its name suggests, a reporting unit is an entity that reports data. A reporting unit is not the same as a data entry site since there may be more than one reporting unit at a particular data entry site. However, data entry for a particular category and a particular reporting unit cannot be shared by several local sites. Currency The currency defined in the reporting unit table is the default reporting currency. The data entry currency for a reporting unit can be specified in the reporting ID. Note: The reporting unit currency characteristic shares the same table as the Currency dimension. Company This reporting unit characteristic enables you to group together the reporting units into legal entities. Note: The legal entity characteristic shares the same table as the Reporting Unit dimension.
6.1.9.1.7 Audit ID The Audit ID table enables you to identify the source of data stored in the database: •
Package data
•
Local or central journal entry data
•
Automatic journal entry data
Manual journal entry Indicates whether or not a manual journal entry is authorized for an Audit ID. If this option is checked, manual journal entries are authorized.
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Level This indicates if the Audit ID is available in the package or at central site only. If it is only available at central site, it also indicates if the carry-forward flow is automatically calculated when there are consolidation opening balances. They are coded as follows: •
(S)Local: original package audit ID
•
(C)orrection: local audit ID correction
•
(R)Adjustment: audit IDs for making adjustments available in the package (manual journal entries or automatic journal entries) and at central site
•
(G)Group, or others: audit IDs available only at central site (manual or automatic journal entries)
•
N/A: not applicable
Note: The carry-forward flow is not automatically calculated for S or R levels when there are consolidation opening balances. Journal entry currency (0) indicates that the journal entry audit ID can be expressed in any currency (1) indicates that the journal entry audit ID is expressed in the currency selected for the reporting unit in the reporting ID (2) indicates that the journal entry audit ID is expressed in the consolidation currency and taken into account at source currency level (3) indicates that the journal entry audit ID is expressed in the consolidation currency and taken into account at converted currency level (4) indicates that the journal entry audit ID is expressed in the consolidation currency and taken into account at consolidated level Caution: An S or R Audit ID is necessary for reporting ID currencies. Scope and variant restrictions Indicates that you must assign a journal entry posted under this audit ID to a scope or scope variant. It is only useful if the audit ID is authorized for posting manual journal entries and is not available at local sites. They are coded as follows:
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•
(0) No obligation or restriction
•
(1) No scope or variant authorized
•
(2) Variant required
•
(3) Scope required
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•
(4) Scope and variant required
Opening balance Audit ID Audit ID to which the opening balances are assigned. The balances will not be carried forward if you do not specify an Audit ID for them. Apply consolidation rate Indicates whether or not the consolidation rate will be applied if, for example, the Equity Method or the Full or Proportionate Consolidation methods are used, etc. If this option is not checked, the consolidation rate will not be applied to the journal entry audit ID: the consolidated amount will be equal to the converted amount regardless of the reporting unit's position in the scope. If you do check the box, the consolidation rate will be applied to the journal entry Audit ID: for proportionate consolidations, the consolidation rate is applied to the converted amount to produce the consolidated amount. for equity method consolidations, the consolidated amount equals 0 for accounts that will not be kept at consolidated level and the consolidated amount is equal to the converted amount multiplied by the consolidation rate for the accounts to be kept at consolidated level (specified in the category scenario). Schedule adjustments Indicates whether or not the Audit ID will be available for adjustments made in the package schedules. If the option is checked, the Audit ID will be available for local adjustments.
6.1.9.1.8 Accounts The accounts used in the software are stored in a table. An account can be an item, an indicator, or a code used to transfer information to central site. The table of accounts holds accounting items, management indicators and employee information. Class This table contains the following values: •
A: Asset
•
L:. Liability
•
PL: P&L Account
•
T: Totals
•
AX: Appendix
•
N/A: Not applicable
Debit/Credit The Credit/Debit characteristic is used to define the default sign used in the journal entry for an account in the category scenario. However, you can change this sign in the category scenario. Moreover, if the
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sign defined for a given account in the Sign characteristic is not compatible with the sign defined in the category scenario, then the sign specified in the category scenario will be taken into account. This table contains the following values: •
D: positive amounts are debit amounts
•
C: negative amounts are credit amounts
•
+: amount entered as positive
To be converted If this option is checked, this indicates that the related accounts will be converted (financial or accounting accounts). Number of decimals Indicates the number of decimal places authorized when entering data in a package or when posting a central journal entry to the account. Note: The number of decimals is a whole number. The number of decimals for the account takes precedence over the number of decimals for the currency:
603
•
when the number of decimals for the currency is empty and the number for the account has been entered, the latter will be used for the currency.
•
when they have both been filled in but are different, the number of decimals for the account is used. Data entry
No. of decimals for the currency*
No. of decimals for the account **
No. of decimals stored in the database
100,568
empty
empty
100,568
100,568
empty
0
100
100,568
empty
2
100,56
100,568
0
empty
100
100,568
0
0
100
100,568
0
2
100,56
100,568
2
empty
100
100,568
2
0
100
100,568
2
2
100,56
100,568
2
3
100,568
100,568
3
2
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*Indicates the number of decimal places authorized when entering data in a package or when posting a central journal entry in this currency for accounts whose number of decimal places has not been specified. **Indicates the number of decimal places authorized when entering data in a package or when posting a central journal entry to the account. Related Topics • Defining the calculation signs
6.1.9.1.9 Flow This indicates: •
changes or balances entered in an account (at opening, on sale or disposal of an asset).
•
where you can enter information about accounts (such as due dates or marginal rate).
Balancing flow (1) indicates that amounts entered in this flow when posting journal entries must balance.
6.1.9.1.10 Currency This is a general list of the currencies used in the software. The data entry currencies are defined in this table. The package data is always entered in the reporting unit currency.
6.1.9.1.11 Source reporting unit Technical dimension for consolidated data indicating the source reporting unit. Equal to the reporting unit if the data does not come from a sub-consolidation. Related Topics • Reporting units
6.1.9.1.12 Technical Origin This dimension represents the technical origin of data (load data mode). It exists at local, converted and consolidated level. Possible technical origins are: consolidation opening balances, opening balances carried forward, step consolidation opening balances, package schedule opening balances, package journal entry opening balances, package schedules, manual package journal entry, automatic package journal entry, central site manual journal entry, consolidated manual journal entry, preconsolidated manual journal entry, automatic consolidated adjustment, automatic consolidated journal entry, amounts imported from SAP BusinessObjects Intercompany.
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6.1.9.1.13 Geographic origin Geographic origin exists at the local, converted and consolidated levels. It takes the “site profile” where the amount was created. Package data always has the same geographic origin.
6.1.9.1.14 Ledger The Ledger dimension is used to identify: •
the data entry ledger for data entered via manual journal entries.
•
the automatic nature of data generated by an opening package or an automatic rule: ledgers exist for opening packages, packages, preconsolidations and consolidations.
•
N/A ledger for data not linked to a previous ledger.
6.1.9.1.15 Journal entry number The journal entry number dimension enables you to identify: •
the number of the journal entry in a ledger containing manual journal entries.
•
the number created for the journal entry for opening balances brought forward from package journal entries.
•
the number given to a rule run during an automatic processing (package, preconsolidation or consolidation) for the data generated by the rule.
•
0 for data not created by a journal entry.
6.1.9.2 Analysis Dimensions Analysis dimensions include: •
Partners
•
Shares
6.1.9.2.1 Partners Reporting unit involved in a transaction. The Partner dimension is used: •
to analyze intercompany transactions by partner when entering data in packages or posting journal entries.
•
to reconcile, adjust or eliminate intercompany transactions.
They are coded as follows: the partner code takes its values from the reporting unit table.
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Related Topics • Reporting units
6.1.9.2.2 Shares Reporting unit involved in the share transaction. The Share dimension is used: •
to declare share portfolios and intercompany transactions.
•
to declare all other share transactions.
They are coded as follows: the share code takes the values from the reporting unit table. Related Topics • Reporting units
6.2 Report Designer
6.2.1 Introduction to the Report Designer view In the Report Designer view in the Setup domain, you can create and test schedules which are used to: •
enter amounts and comments in the database.
•
enter conversion and tax rates.
•
consult the data (consolidated data, intercompany reconciliation data, etc.) stored in the database.
To access the Report Designer view, click Report Designer in the Setup domain. This view displays a list of the schedules available as well as their main properties. It is divided into two parts: •
Tree structure pane A list of folders which is located on the left-hand side of the view and displays the existing folders, books and schedules.
•
The contents list A list of contents which is located on the right-hand side of the view and displays the folders, books and schedules present in the folder selected on the left-hand side of the screen.
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You can use this view to create schedules, books and folders and store them as required. Schedules are defined using an editor.
6.2.1.1 Tree structure pane This list consists of two main objects. Folder
Icon
Folders
Function
Contains the folders and shortcuts to books and schedules. Contains:
Operation items
All existing schedules which are stored in the Schedules folder. All existing books which are sorted by code in the Books folder.
You can hide or display the list of folders. Related Topics • Customizing the Information Viewer column tree structure
6.2.1.2 Contents list This section shows a list of the objects contained in the folder selected in the tree structure.
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Folder selected in the tree structure
Items shown in the list
The Folders file
List of folders in the database.
Folder
Shortcuts to books and schedules stored in the folder.
The Books file
List of existing books.
Book
Shortcuts to books and schedules stored in the book.
The Schedules file
List of existing schedules.
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Folder selected in the tree structure
Items shown in the list
A schedule
Shortcuts to books and schedules stored in the book to which the schedule belongs.
In the contents list, you can sort, filter and group items.
6.2.2 Objects in the Report Designer view You can find the following objects in the Report Designer view in the Setup domain: •
“Schedules”, represented by the
•
“Books”, represented by the
•
“Folders”, represented by the
icon. icon. icon.
You can create all of these objects in the Desktop.
6.2.2.1 Schedules Schedules are used to enter data in or retrieve data from a database. A schedule's design enables you to locate the precise area in the database where data will be entered or retrieved. Schedules are made up of cells containing data. The data in turn is defined by a group of dimensions. A dimension is specified for each cell. You can recognize a schedule by the
icon.
When you open a schedule, you will normally have to select certain variables. This enables you to use the same schedule for different dimension values. Schedules can have a variable number of rows or columns. Schedules can also contain multiple sheets (known as multi-sheet schedules). Linked schedules make it easy to move from one schedule to another. You can open one or more schedules by clicking on the cell or cells which have been linked to cells in other schedules. Example: You want to perform the following operations in these schedules:
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•
Enter an analysis of Sales by product.
•
Analyze the product Sales figure by partner.
To do this, you can create the following schedules in the Report Designer view:
You can use the same schedule to enter the following data: Actual Income Statement data for 2000.01, 2000.02. In Schedule A: • When entering data, you can select the products you want to display in the rows •
When analyzing data, you can display only products for which data exists
Schedule B is a multi-sheet schedule. There is a sheet for each product that exists. The cell in Schedule A which contains 35 can be used to open schedule B with the Product dimension value equal to Product1. This example contains a schedule which is used to enter or retrieve the Sales figure for each product (schedule A) and a schedule analyzing Sales by partner (schedule B).
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6.2.2.2 Books Books group together schedules or other books. All of the books and their contents are stored in the Books folder (in the List of items folder). You can recognize a book by the
icon.
6.2.2.3 Folders Folders are used to store books and schedules. All of the folders and their contents are stored in Folders. You can recognize a folder by the
icon.
Folders are used in several views. There are two types of folder: •
Data entry folder (assigned to packages)
•
Analysis folder
6.2.2.4 Shortcuts Shortcuts enable you to arrange the schedules and books in the Report Designer view. The arrow which appears on the shortcut icon enables you to tell objects and shortcuts apart. If you delete a shortcut, the object itself will not be deleted. Example: You can recognize a shortcut to a schedule by the
icon.
6.2.3 Modifiable objects Schedules change depending on the following settings:
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•
Values to be set
•
Variable rows and columns
•
Multi-sheet schedules
“Linked schedules” make it easy to move from one schedule to another.
6.2.3.1 Values to be set When you open a schedule you can select values for those dimensions which were specified as "to be set" when the schedule was designed. Note: You can use the same schedule design to generate as many data entry and retrieval schedules as there are intersections between different "to be set" dimension values. Example: The following schedule is used to analyze product Sales by partner. It contains the "Product" dimension which was set when the schedule was opened. This avoids storing a schedule for each product in the folder.
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6.2.3.2 Variable rows and columns You can create schedules which enable you to: •
insert rows and columns for entering data.
•
display rows and columns containing data retrieved and analyzed.
The variable rows and columns correspond to dimensions analyzed by row or column.
6.2.3.3 Multi-sheet schedules You can also create multi-sheet schedules. The sheets are used to break down the main schedule dimensions. Each individual sheet corresponds to a combination of these dimension values. Example: Schedule B contains several sheets used to analyze the Product dimension.
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6.2.4 Navigating between schedules You can link a cell in one schedule to other schedules in order to facilitate navigation between schedules, perform a drill-down analysis or make data entry easier. Linking enables you to: •
access other schedules quickly and easily.
•
automatically transfer the context of the original cell to cells in the linked schedules.
Example You want to analyze Sales using two schedules: •
Schedule A analyzes an account by product.
•
Schedule B analyzes an account and a product by partner.
Design the schedule:
Run the schedule: When you open schedule A, select Sales. In order to view the analysis by partner, you must open the schedule linked to the cell containing the Sales figure for product 1 (35). Schedule B will open using the following context: Account = Sales and Product = Product 1.
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Related Topics • Linking schedules
6.2.5 The editors
6.2.5.1 The folder editor The folder editor enables you to define the properties of a folder. You can create or change folders in this editor. The editor contains the following tabs:
614
•
The General tab. Define the properties used to identify the current folder.
•
The Categories tab. Specify which categories will be affected by the current folder.
•
The Context tab. Define the properties used to identify the current folder whether or not it contains a Home schedule.
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•
The
tab. Consult the properties of comments in the schedule being processed.
•
The
tab. Consult the properties of comments in the schedule being processed.
•
The
tab. Consult the security properties of the schedule being processed.
Related Topics • Adding comments to objects • Object editor security settings
6.2.5.2 The book editor The book editor enables you to define the properties of a book. You can create or change books in this editor. The editor contains the following tabs: •
The General tab. Define the properties used to identify the current book.
•
The
tab. Consult the properties of comments in the current book.
•
The
tab. Consult the translation properties of the current book.
•
The
tab. Consult the security properties of the current book.
6.2.5.3 The schedule editor You can create or open schedules in the schedule editor. You can also customize the schedule and its contents.
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Figure 6-4: Setup domain > Report Designer view > Schedule editor
1. Schedule editor tabs 2. Tabs for creating and running schedules The schedule editor contains six tabs: •
The General tab. Define the properties used to identify the current schedule.
•
The Schedule tab. Create and customize schedules. It contains the following sub-tabs:
•
•
Selection
•
Layout
•
Messages
•
Run Schedule
The Guide tab. This tab is used to provide users with information which will help them to enter or analyze data. Note: The Report Designer and Report Navigator views use the same editor to create and run schedules. Only the point of entry differs depending on the view you are using: •
616
In the Report Designer view, you access the Selection tab when you want to create a new schedule. You can test the schedule by selecting the Run Schedule tab in order to view the outcome.
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•
In the Report Navigator view, you access the Run Schedule tab by opening a schedule in order to analyze data. You can make changes in the other tabs.
•
The
tab. Define the properties of comments in the schedule being processed.
•
The
tab. Consult the translation properties of the current schedule.
•
The
tab. Consult the security properties of the schedule being processed.
Related Topics • Adding comments to objects • Object editor security settings
6.2.5.3.1 Selection tab In the Selection tab you can define the schedule architecture in three stages: •
Select a data source. This step enables you to select the type of data contained in the schedule.
•
Insert dimensions and characteristics in the whole schedule or in individual rows or columns.
•
Initialize the dimensions and characteristics. This step involves allocating values to the dimensions and characteristics and identifying the data to be entered or retrieved.
6.2.5.3.2 Layout tab In the Layout tab you can: •
Customize the schedule: •
Format the cells
•
Format the data
•
Enter the titles
•
Define any headers or footers
Tip: You can use the style book to automatically customize schedules. •
Define the schedules linked to the cells
•
Enter formulas in the cells
Related Topics • Linking schedules • Cell formulas
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6.2.5.3.3 Messages tab In the Message tab you can alert users to any inconsistencies that might occur when the schedule is used. There are two possible outcomes when you run the schedule: •
Errors prevent the schedule being run. The Messages tab will be displayed instead of the Run Schedule tab.
•
Warnings do not prevent the schedule being run. The Run Schedule tab will be activated. You can consult the warnings in the Messages tab.
6.2.5.3.4 Run Schedule tab In the Run Schedule tab you can view the schedule containing data from the database.
6.2.5.3.5 Toolbars in the schedule editor The schedule editor contains the following toolbars: • • • • • •
The Standard toolbar, the standard Desktop toolbar. The Selection toolbar, for designing schedules and reports. The Layout and Layout -Objects toolbars, for layout. The Production Tools toolbar, for design and layout. The Operation toolbar, for when schedules and reports are run. The Style Book toolbar.
The toolbars are displayed in the editor window by default. They can be hidden if required. Note: If some menu command buttons are not available for a given work session, they will be deactivated.
To hide or display a toolbar 1. Select View > Toolbar. A sub-menu displays the toolbars you can find in the editor. The toolbars displayed are marked with the symbol. If this symbol is not present, the toolbar in question is hidden. 2. Select the toolbar that you want to display or hide. The symbol will appear or disappear together with the selected toolbar.
The Selection toolbar Click
618
Or Select
To
Edit > Block > Properties
View the properties of the selected block.
-
Sort items by their code.
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Click
Or Select
To
-
Sort items by their short description.
-
Sort items by their long description.
-
Expand to the level selected.
View > Dimension Palette
Show dimension palette.
Insert > Block
Insert a block.
Action > Add Row Block at End
Add a row block.
Action > Add Column Block at End
Add a column block.
Action > Data Source > Row
Define a data source in the row blocks.
Action > Data Source > Column
Define a data source in the column blocks.
Action > Define Data Source > Entire Schedule
Define a data source in the schedule block.
The Layout toolbars Click
619
Or Select
To
Edit > Cell > Link to
Determine the target schedules to be linked.
View > Indicators > Formula or Given Sign
Display the cell formula indicators.
View > Indicators > Detach from Style Book
Display the indicators using the automatic format.
View > Cell Reference
Display the cell references.
View > Cell Formulas
Display the cell formulas.
View > Hidden Rows and Columns
Display the hidden rows and columns.
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Click
Or Select
To
Tools > HTML Preview
Display the preview of the current schedule in HTML format.
Insert > Text Box
Insert a text box.
Insert > Line
Insert a line.
Format > Cell
Display information about the format of the cell.
Format > Align > Left
Left-align the selected items.
Format > Align > Right
Right-align the selected items.
Format > Align > Top
Top-align the selected items.
Format > Align > Bottom
Align the objects at the bottom.
Format > Same Size > Width
Standardize the width of the selected items.
Format > Same Size > Height
Standardize the height of the selected items.
Format > Same Size > Height and Width
Standardize the height and width of the selected items.
Format > Order > Bring to Front
Bring selected items to the front.
Format > Order > Move to Back
Send selected items to the back.
Format > Order > Bring Forward
Bring forward selected items.
Format > Order > Send Backward
Send selected items backward.
The Production Tools toolbar Click
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Or Select
To
Edit > Cut
Cut the selection and place it on the clipboard.
Edit > Copy
Copy the selection and place it on the clipboard.
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Click
Or Select
To
Edit > Paste
Paste the selection from the clipboard.
Edit > Paste Special
Perform a paste special.
Tools > Translation of texts
Enter or view the translations of the text contained in the selected cell.
The Operation bar Click
621
Or Select
To
View > Indicators > Link
Display the link indicators.
View > Indicators > Comments
View the comments linked to a specific indicator.
View > Information on Data
View information on data contained in the selected cell.
View > Header
Display the header of the schedule currently being worked on.
View > Footer
Display the footer of the current schedule.
-
Select the zoom factor that you want to apply to the schedule.
-
Select the scale operator that you want to apply to the schedule.
-
Select the scale coefficient that you want to apply to the schedule.
Format > Freeze Titles
Freeze the row and column titles.
Format > Unfreeze > Frozen Rows
Unfreeze the frozen row titles.
Format > Unfreeze > Frozen Columns
Unfreeze the frozen column titles.
Action > Run Schedule
Run the schedule being processed.
Action > Sheet > Previous
Display the previous sheet in the current multi-sheet schedule.
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Click
Or Select
To
Action > Sheet > Next
Display the next sheet in the current multisheet schedule.
The Style Book toolbar Click
Or Select
To
-
Detach the objects selected from the style book.
Format > Style Book > Reapply
Reapply the style book to the current schedule.
-
Select a style book to be applied to the current schedule.
Format > Style Book > Apply Style Book
Display, change or select a style book to be applied to the current schedule.
6.2.5.3.6 Zoom You can increase the size of the document on screen to make it easier to read. You can also reduce its size if you want to view the whole schedule on screen. Note: The zoom factor selected only applies to the tab being viewed.
To set the zoom factor •
In the zoom pull-down menu in the toolbar, select the zoom factor that you want to apply.
6.2.6 Working with schedules, books and folders
6.2.6.1 Creating a schedule
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When you create a schedule, you: •
Enter a code and description.
•
Select the data you want to view in the schedule:
•
•
•
Design the schedule architecture.
•
Use the database dimensions to identify the data to be entered or retrieved.
•
Use the database characteristics to group together the data to be entered or retrieved.
Format the schedule: •
Format the cells, descriptions, etc.
•
Specify the schedules you want to “link” together.
•
Define the cell formulas.
Perform tests and diagnostics on the schedules: •
Use actual data.
•
Test sending the schedule using an Internet browser.
When a schedule is created in the Desktop, there are two possible scenarios: 1. No folder or book is selected. The schedule will be placed in the Schedules folder and an empty schedule will open in the schedule editor. You can then create a shortcut to the folder or book where you want to save the schedule. 2. A folder or book is selected. The schedule is created in the Schedules sub-folder and a shortcut between the selected book or folder and the schedule is also created. An empty schedule will open in the schedule editor.
6.2.6.1.1 To create a schedule in the Desktop •
Select File > New > Schedule. An empty schedule opens in the schedule editor.
Note: Once the schedules are created you must store them in the books and folders already created. Related Topics • The schedule editor
6.2.6.1.2 To create a schedule in the schedule editor •
Select File > New. An empty schedule opens in the schedule editor.
Note: Once the schedules are created you must store them in the books and folders already created.
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Related Topics • The schedule editor
6.2.6.2 Running a schedule When you run a schedule, the database is queried in order to load data in the schedule. Depending on how the schedule was customized, you will have to set some values before it can be run.
6.2.6.2.1 To run a schedule •
In the schedule editor, select Action > Run. The Run Schedule tab in the schedule editor appears displaying the schedule and data.
6.2.6.2.2 Error messages displayed when running schedules Message
Explanation
For package or preconsolidated data in the reports containing hierarchies:
No hierarchy can be set because the context has not been determined. The following dimensions have not been initialized
One of the compulsory dimensions (Category or Data Entry Period) is missing or has not been initialized in the Variables to be set wizard. For consolidated data sources in reports containing hierarchies: One of the compulsory dimensions (Category, Data Entry Period, Scope, Variant or Consolidation Currency) is missing or has not been initialized in the Variables to be set wizard.
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Message
Explanation
For package or preconsolidated data in the reports containing hierarchies:
No hierarchy can be set because the context is not unique. The following dimensions do not have a unique value:
The value of one of the compulsory dimensions (Category or Data Entry Period) is not unique. For consolidated data sources in reports containing hierarchies: The value of one of the compulsory dimensions (Category, Data Entry Period, Scope, Variant or Consolidation currency) is not unique.
625
Dimension [D] is present in more than one axis.
-
Could not initialize schedule
An unexpected error has occurred (e.g. the application server is not responding).
Block [B] is linked to a different data source from "Amount".
Example: block [B]'s data source is linked to the Comments block whereas the Schedule block's data source is Scope rate (which does not have Comments as one of its properties).
Block [B], Dimension [D]: forcing expansion is prohibited if the 'Same value as' initialization method is used.
-
Block [B], Dimension [D]: linking a cell initialized using 'Same value as' is prohibited.
You cannot link cells that have been initialized with the "Same value as" selection method.
Block [B], Dimension [D]: this dimension must be aggregated when it is initialized using the 'Same values as' method in conjunction with a dimension in the opposite axis.
Dimension [D] was initialized in conjunction with a dimension in the opposite axis. It must therefore be aggregated.
Block [B], Dimension [D]: this dimension must be aggregated when it is initialized using the 'Same values as' method in conjunction with a dimension in the opposite axis
Dimension [D] has been initialized using a characteristic in a dimension in a data source in the same block. It must therefore be aggregated.
Block [B], Dimension [D]: you cannot use the 'Same value as' method to initialize Hitlists.
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Message
Explanation
Block [B], Dimension [D] not required: this dimension was ignored when the schedule was run. (*)
-
The messages (*) produce warnings only. They do not provoke errors which prevent you from running the schedule.
6.2.6.3 Managing schedules Schedules can be arranged as required. Schedule operations can be split into three different groups: •
Operations exclusive to the Desktop: •
Open a schedule
•
Delete a schedule
•
Find a schedule
•
Find books and folders containing a schedule
•
Move a schedule
Note: Only specific Report Designer topics are dealt with here. •
•
Operations exclusive to the schedule editor: •
Save a schedule
•
Export a schedule
•
Search in a schedule
Operations which can be carried out both in the Desktop and in the schedule editor: •
Create a schedule
•
View and change a schedule's properties
Specific properties The properties specific to a schedule are:
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•
Active Expansion.
•
The “style book” used to customize a schedule.
•
The header and footer templates attached to the schedule.
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Related Topics • Managing objects using the object editor • Using the Expansion property to display all dimension values • Defining a style book • Defining headers and footers
6.2.6.3.1 Searching in a schedule You can search for a code or a description in a schedule. Note: The Find function does not search the headers, footers or text boxes in the schedule. Caution: If you want to find a number in thousands, you must enter the digit grouping symbol defined in your Windows Regional Options after the thousands digit. Example: if your digit grouping symbol is a comma, to search for the number 2000 you must enter "2,000".
To search for a code or description in a schedule 1. Select Edit > Find. The Find dialog box appears. 2. Enter the code or description you want to find. 3. Click Next.
6.2.6.3.2 Saving a schedule When a schedule is saved, any changes which have been made are taken into account. If no changes have been made to the schedule, the save commands are grayed out.
To save a schedule •
Select File > Save.
6.2.6.3.3 Renaming a schedule You can rename a schedule without duplicating it or moving it to another folder or book. You can only perform this operation in the Desktop.
To rename a schedule 1. Select the schedule you want to rename. 2. Select View > Properties Box. The properties box appears. 3. Change the code or schedule description.
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6.2.6.3.4 Duplicating a schedule You can duplicate a schedule.
To duplicate a schedule in the Desktop 1. Select the schedule you want to duplicate. 2. Select Edit > Copy. 3. Select Edit > Paste.
To duplicate a schedule in the schedule editor 1. Select File > Save As. 2. Change the name of the schedule in the Save As dialog box.
6.2.6.3.5 Deleting a schedule When a schedule is deleted, there are two possible scenarios: Location
Linked operation
The Schedules folder
When you click OK, the schedule and associated shortcuts are deleted.
A book or folder
Only the shortcut between the schedule and the book will be deleted. The schedule will still be available in the Schedules folder.
Caution: A schedule can only be deleted by a user belonging to the site that created it.
6.2.6.3.6 Moving a schedule There are several possible scenarios when a schedule is moved in the Desktop:
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Can be moved
Linked operation
From one book to another
By default, the schedule is moved to the new book. If the CTRL key is held down, a new link will be created between the schedule and the target book.
From the Schedules folder to a book
A link will be created between the schedule and the target book.
From a book to the Schedules folder
The link between the schedule and the book will be deleted. The schedule will be completely removed from the book.
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6.2.6.3.7 Exporting a schedule If you export a schedule you can save it in different formats: •
The Internet format enables you to view a schedule using an Internet browser. The file will then have an .html extension.
•
The Text format (Fixed string) enables you to view a report using Windows Notepad. Fields in this format are limited in size. The file extension will be .TXT.
•
The delimited text format (Delimited string) enables you to view a schedule using Microsoft Excel. Fields in this format are by default separated by a semi colon. You can change the separator in the Windows Settings. The file extension will be .CSV.
To export a report 1. In the schedule editor, select File > Export. The Export to dialog box will appear. 2. 3. 4. 5.
Select the folder in which you want to save the file. Enter a name for the schedule. Select the required format. Click Save.
6.2.6.4 Creating a book When a book is created it is automatically stored in the Books folder.
6.2.6.5 Managing books You can: •
Create a book
•
Move a book
•
Delete a book
•
Arrange the schedules in a book
Other operations which can be performed on books are covered in the General user functions chapter. These are as follows: •
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Finding a book
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•
Renaming a book
•
Duplicating a book
Related Topics • The book editor
6.2.6.5.1 Moving a book When you move a book, there are several possible scenarios: Can be moved
Linked operation
By default, a new link is created to the target folder. All of the original links to the original and target books are subsequently changed. From one book or folder to another book or folder
If the SHIFT key is held down while the book is being moved, this deletes the book at its original location. If the CTRL key is held down while the book is being moved, this will select the location of the book in the destination book or folder.
From the list of books to an individual book
A shortcut to the target book is created.
Tip: You can hold down both the SHIFT and CTRL keys at the same time.
6.2.6.5.2 Deleting a book When a book is deleted, there are several possible scenarios: Location
Linked operation
The Books folder
After clicking OK, the book is deleted from the database and all links to other books and folders are also deleted.
A folder
When you click OK the link between the book and the folder will be deleted. When you click OK the book is deleted from the folder but will remain in the Books folder.
Another book
When you click OK the link between the books is deleted. The book disappears from each occurrence of the other book.
Note: Before you delete a book, a message appears asking you if you are sure that you want to delete it.
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6.2.6.5.3 Arranging schedules in books You can arrange schedules in books in the order you prefer. They can be classified as data entry and retrieval schedules if required.
To arrange schedules in books •
Hold down the CTRL key and drag and drop the schedules to the required book or folder. Note: If you do not hold down the CTRL key, the schedules will be placed at the end of the book.
6.2.6.6 Creating a folder When you create a folder, it is automatically displayed in the Folders file. Related Topics • The folder editor
6.2.6.7 Managing folders You can perform the following operations in the desktop: •
Create a folder
•
Move a folder
•
Delete a folder
•
Enhance a folder's contents
6.2.6.7.1 Folder properties A folder has two specific properties: •
Associated Categories This property is used to define which categories are linked to the folder. You can specify that the folder is linked to: •
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all of the categories in the database.
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•
only some of the categories in the database.
When you apply the Reporting ID filter in the desktop, only the folders linked to the Reporting ID category are displayed. •
Context of Use This property is used to specify the context for using the folder. There are four possible contexts: •
Windows analysis If this context is selected, the folder appears in the Report Navigator view.
•
Internet Analysis If this context is selected, the folder appears when you retrieve data via the Internet.
•
Windows and Internet Data Entry If this context is selected, the folder is used as a data entry folder.
•
Define the first schedule in the folder as the Home data entry schedule If this context is selected, the folder will contain a Home schedule (the first schedule in the folder).
Related Topics • The folder editor
6.2.6.7.2 Deleting a folder When you delete a folder, the shortcuts to other books and schedules it contains are deleted at the same time. When you click OK, the folder and its shortcuts are deleted.
6.2.7 Designing schedules
6.2.7.1 Entering and retrieving data Schedules are used to enter data in or retrieve data from a database. A schedule's design enables you to locate the precise area in the database where data will be entered or retrieved. In order to do this, you must select:
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•
A data source
•
A data type
•
Dimension values
6.2.7.2 Separation block The separation block is inserted to improve the final layout. Rows or columns generated by separations will not retrieve amounts. The color of the separation is the one defined for windows in the Windows Desktop Settings. By default, separations are white to differentiate them from empty blocks which are gray in color. Example: In the following screenshot, block 9 is empty whereas block 11 is a separation.
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6.2.7.2.1 To insert a separation 1. Select the block which appears after the customization block you want to insert. 2. Select Insert > Separation. The separation is inserted before the selected block.
6.2.7.2.2 To delete a separation 1. Select the block you want to delete. 2. Select Edit > Delete. The separation is deleted.
6.2.7.3 Customization block Schedules are made up of customization blocks. They are used to define: •
•
The data to be retrieved from the database using: •
A data source and data type.
•
Dimensions to initialize the data for each data source. You must enter the following information for each dimension: •
Name
•
Selection method used
•
Value selected
How data will be stored using: •
a grouping method.
•
a grouping characteristic.
There are three types of customization blocks: •
A schedule block Initializing a dimension in a schedule block enables you to assign the same dimension value to all of the data in the schedule. See example below.
•
One or more numbered row blocks (example: 1, 2, 3). If you initialize a dimension in a row block, all of the data in the block will belong to the same dimension. Tip: You can insert a row block without a dimension in order to insert a separating row in the schedule.
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•
One or more lettered column blocks (example: A, B, C). If you initialize a dimension in a column block, all of the data in the block will belong to the same dimension.
Tip: You can insert a column block without a dimension in order to insert a separating column in the schedule.
1. Schedule block 2. Row block 3. Column block Caution: When a non-initialized block is inserted in a row or column, the Hidden data option is checked by default in the Layout tab and applied to the cells in the row or column. To extract text or numerical data, uncheck this option by selecting Cell > Format from the contextual menu in the block in the Layout tab. When you insert an initialized block, the Hidden data option is not checked by default. The intersection of a schedule block, row block and column block identifies data in the database.
Example: If you initialize the Account dimension using the Sales value in the schedule block, the whole schedule will contain Sales figures.
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Related Topics • Characteristic selection method
6.2.7.3.1 To add a customization block 1. Select the block which appears after the customization block you want to insert. 2. Select Insert > Block. The block is inserted.
6.2.7.3.2 To add a row block at the end •
Select Action > Add Row Block at End.
6.2.7.3.3 To add a column block at the end •
Select Action > Add Column Block at End.
6.2.7.3.4 To delete a block 1. Select the block you want to delete. 2. Select Edit > Delete. The separation is deleted.
6.2.7.4 Interaction between the Selection and Layout tabs The blocks and initializations create a table in the Layout tab. A row block adds one or more rows to a table. Example: Selection tab:
Layout tab:
Example: Selection tab:
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Layout tab:
6.2.7.5 Selecting data When you design a schedule, you must take into account the data to be entered or retrieved. During this stage, each block (schedule, row or column) is initialized using: •
A data source and data type
•
Dimensions to initialize the data for each data source
The position of the objects in the different blocks affects the section of the schedule where the values defined by the objects is considered as constant.
6.2.7.5.1 Selecting a data source and data type The data source is by default included in the schedule block when the schedule is created. There are two different data source categories: •
Amounts You can select the data source when the schedule is run. This enables you to retrieve package, preconsolidation or Consolidation data using the same schedule.
•
Other: exchange rate, tax rate, intercompany amount, etc. There are two types of data for each data source. You can select the type when you run the schedule. This enables you to select between Amounts in Original Currency, Converted amount or Consolidated amount and Comments for the Consolidation data data source.
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Data Sources
1. 2. 3. 4. 5.
Assigns the schedule block data source to the block selected. Assigns the schedule block data type to the block selected. Assigns the default amount (*) in the schedule block data source to the block selected. Assigns the comments in the schedule block data source to the block selected. When the schedule is run, the data source should be selected from the following options: Package data, Preconsolidation data or Consolidation data. 6. The data type is to be set (Package data, Preconsolidation data or Consolidation data) depending on the data source selected when the schedule is run. 7. Assigns the default amount (*) of the data source selected when the schedule is open at the block selected. 8. The data type should be selected from the following options: Package amount or Comment. Figure 6-5: (*) Default amounts: Package amount (for a Package data data source), Package amount (for a Preconsolidation data data source) or Consolidated amount (for a Consolidation data data source)
Data sources defined in different blocks In order to tell the difference between data types in different rows and columns, you can load the type defined in the schedule block. By default, the data sources and data types inserted are linked to those in the schedule block.
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Example: The following screenshot shows how the schedule and column blocks are defined:
To add a data source to a row (or column) block 1. Select a row block (or column block). 2. Select Action > Data Source > Row (or Column). 3. Select the data source required.
6.2.7.5.2 Defining a selection method Once the dimensions have been inserted you must specify their values using a selection method.
To initialize a dimension 1. Select the dimension you want to initialize. 2. Select the selection method in the dropdown menu. 3. If you must define a value for the selection method, click in the value field. A dialog box appears. 4. Select the required value and click OK.
Selection methods available Symbol
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Selection method
Description
One value only
Initialize the dimension using one value only.
Filter
Initialize the dimension using a filter.
All values except from filter
All values not included in the filter.
Formula
Initialize the dimension using a formula which contains several dimensions.
To be set
Initialize the dimension using a method which will be selected when you run the schedule: Value, Filter, Characteristic, , or .
Same values as
Initialize the dimension using a value from another dimension. Both dimensions must be based on the same “reference table”.
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Symbol
*
*
Selection method
Description
Different values from
Initialize a dimension using values not used by another dimensions. Both dimensions must be based on the same reference table.
All or no values
Initialize the dimension using all of the values and nondefined values.
All Values
Initialize the dimension using all of the values.
No Values
Initialize the dimension using non-defined values.
Hierarchy
Initialize a dimension using a value in the hierarchy.
Characteristic
Initialize the dimension using one of the values of the characteristic.
* These methods can only be applied to analysis dimensions. Note: The Journal Entry Number dimension cannot be initialized using the Filter, Characteristic or One Value Only methods.
One Value Only method This method assigns a basic value to the dimension. The dimension value can be left as "To be set" (default value) when the schedule is run. You can select the value from a list when you run the schedule. Tip: To return to the ""To be set"" value, delete the existing value. Example: Selection tab:
Run Schedule tab: Sales
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Filter selection method You can assign a list of elementary values in the selected filter to the dimension. The filter value can be left as "To be Set" (default value) when the schedule is run. You can select the value from a list when you run the schedule. Tip: To return to the "To be set" value, delete the existing value. Example: Selection tab:
* You can use the "Perfumes" filter to select all of the products included in the "Perfumes" activity. Run Schedule tab: Perfume 1
100
Perfume 2
150
Perfume 3
200
Perfume 4
50
Related Topics • Managing filters
Formula selection method This selection method assigns a formula to one or more dimensions. The formula can be left as "To be Set" (default value) when the schedule is run. You can then select the formula you require from the list that appears. Tip: To return to the To be set value, delete the existing value. When you create a formula, a wizard is available to help you with the syntax. This wizard appears when you enter '{'.
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Caution: You can only insert one Formula selection method in each configuration block. Example: Selection tab:
* The formula is as follows: [{Category=Actual ;Data Entry period=+0.00}-{Category=Budget ;Data Entry period=+0.12}] / {Category=Budget ;Data Entry period=+0.12} Run Schedule tab: Actual/Budget difference Sales
5%
Related Topics • Language and Formula Wizard
To be Set selection method This method enables you to select one of the following methods for initializing the dimension when the schedule is run: •
One Value Only
Note: If this method is selected when the schedule is run, the totals and characteristics already defined for the dimension are ignored.
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•
All Values
•
No Value
•
Filter
•
Characteristic
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Same Values As selection method This selection method assigns the value or characteristic of another dimension to the selected dimension or characteristic. Note: The "Same values as" selection method enables you to retrieve data but cannot be used in a data entry schedule. Caution: The reference dimension must not be initialized using the following methods: Same Values As or Different Values From Both dimensions can be in the same or different “configuration blocks” . If they are in different blocks, both dimensions must be based on the same data source and the initialized dimension will be totaled. A dimension that has been initialized using this method in conjunction with a dimension from another data source must be totaled. When you use this selection method, you cannot force the expansion or use the Hitlist. You cannot initialize a dimension in the schedule block using this selection method. Example: Example of how to initialize two dimensions in the same block You want to present transactions within the same activity. Selection tab:
Run Schedule tab: TAX - 2000.12
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RU 1
16,00%
RU 2
15,00%
RU 1
14,50%
RU 3
11,00%
1
Example: Example of how to initialize two dimensions in different blocks When you initialize a dimension with the same value as another dimension in a different block, its data is always totaled. Selection tab:
Run Schedule tab: Activity 1 RU 1
100
RU 2
100
RU 3
100
Total Activity 1
300
1 Activity 2
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RU 3
100
RU 7
300
Total Activity 2
400
Activity 1
300
Activity 2
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Values Different From selection method This selection method is identical to the Same Values As selection method. You initialize a dimension with schedule values that have not been used by the reference dimension. Caution: The reference dimension must not be initialized using the following methods: Same Values As or Different Values From You can use this method only for dimensions based on reference tables containing a finite number of items. Both dimensions can be in the same or different configuration blocks. If they are in different blocks, both dimensions must be based on the same data source and the initialized dimension will be totaled. A dimension that has been initialized using this method in conjunction with a dimension from another data source must be totaled. When you use this selection method, you cannot force the expansion or use the Hitlist. You cannot initialize a dimension in the schedule block using this selection method. Example: You want to compare a reporting unit's transactions with partners in the same activity, as well as with those in a different activity. Selection tab:
Run Schedule tab: Same activity
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Different activities
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Activity 1 RU 1
100
150
RU 2
100
150
RU 3
100
100
RU 4
-
100
300
500
RU 4
60
100
RU 5
40
50
RU 6
-
100
RU 7
-
50
100
300
Total Activity 1 1 Activity 2
Total Activity 2
All or No Values selection method This method enables you to select the following data from the database: •
data identified using dimension values
•
unidentified data
Caution: You should not use a grouping method other than Itemized and Header, itemized with a dimension initialized using the All or No Values selection method. This is because this selection method is used to obtain the breakdown and total of the dimension. If you use a grouping method that returns the total, then the results will be duplicated as both the breakdown and the total will be aggregated. Example: Data table contents
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Account
Activity
Product
Amount
Sales
-
-
1000
Sales
Activity 1
-
600
Sales
Activity 1
Product 1
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Account
Activity
Product
Amount
Sales
Activity 1
Product 2
350
Sales
Activity 2
-
400
Sales
Activity 2
Product 1
100
Sales
Activity 2
Product 2
300
The No Value setting is represented by a '-'. Selection tab:
Run Schedule tab: Sales
1000
If the grouping method used is Itemized, then the result will be as follows: Sales
1000
Sales - Activity 1
600
Sales - Activity 1 - Product1
250
Sales - Activity 1 - Product2
350
Sales - Activity 2
400
Sales - Activity 2 - Product1
100
Sales - Activity 2 - Product2
300
If the grouping method used is Header, itemized, then the result will be as follows:
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Sales
1000
Sales - Activity 1
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Sales - Activity 1 - Product1
250
Sales - Activity 1 - Product2
350
Total Sales - Activity 1
1200
Sales - Activity 2
400
Sales - Activity 2 - Product1
100
Sales - Activity 2 - Product2
300
Total Sales - Activity 2
800
Total Sales
3000
All Values selection method This method selects data from the database along with the corresponding dimension values. Example: Data table contents Account
Activity
Product
Amount
Sales
-
-
1000
Sales
Activity 1
-
600
Sales
Activity 1
Product 1
250
Sales
Activity 1
Product 2
350
Sales
Activity 2
-
400
Sales
Activity 2
Product 1
100
Sales
Activity 2
Product 2
300
The "No Value" setting is represented by a '-'. Selection tab:
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Run Schedule tab: Sales
Activity 1
Product 1
250
Sales
Activity 1
Product 2
350
Sales
Activity 2
Product 1
100
Sales
Activity 2
Product 2
300
No Value selection method This method enables you to select data which has not been assigned to a particular dimension. Example: Data table contents Account
Activity
Product
Amount
Sales
-
-
1000
Sales
Activity 1
-
600
Sales
Activity 1
Product 1
250
Sales
Activity 1
Product 2
350
Sales
Activity 2
-
400
Sales
Activity 2
Product 1
100
Sales
Activity 2
Product 2
300
The No Value setting is represented by a '-'. Selection tab:
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Run Schedule tab: Sales
Activity 1
Product 1
250
Sales
Activity 1
Product 2
350
Sales
Activity 2
Product 1
100
Sales
Activity 2
Product 2
300
Hierarchy selection method The Hierarchy selection method enables you to retrieve data in a hierarchy in a schedule. Note: • •
When you use this selection method in the schedule block, this produces a multi-sheet schedule. Then when you run the schedule, you should select an item in the hierarchy for each sheet. In a given block, you cannot use the Hierarchy selection method and the Characteristic grouping method.
Related Topics • Dimensions and data sources • Hierarchies used • Placing several hierarchies in a given row or column block • Selecting data • Restrictions • Styles
Dimensions and data sources This method can be used for the dimensions and data sources in the following table.
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Dimension
Data Source
Package data Account
Preconsolidated data Consolidated data
Reporting unit
Consolidated data
Source reporting unit
Consolidated data Package data
Flow and analysis dimensions
Preconsolidated data Consolidated data
Hierarchies used •
Account dimension: For the Account dimension, the hierarchies used during selection and the hierarchies retrieved when the schedule is run are different. During selection, you select one hierarchy among those which were defined in the structure, meaning hierarchies based on characteristics for the Reporting Unit dimension and hierarchies based on characteristics directly linked to the Account dimension. This hierarchy selected is used for viewing purposes. When the schedule is run, the hierarchy retrieved is the one used in the consolidation whose schedule displays the data.
•
Reporting Unit dimension and Original Reporting Unit dimension: You can select one of two types of hierarchy. This hierarchy will be applied when the schedule is run. However, when specifying a starting point, the hierarchy selected is used for viewing purposes only.
•
Other dimensions: The hierarchies used for all other dimensions are hierarchies defined in the structure based on characteristics.
Note: •
The following applies only to Account, Reporting Unit and Original Reporting Unit dimensions. • If a schedule contains several hierarchies, the hierarchy retrieved can be merged. • Hierarchies are used to represent the data in tree structure format. They should be defined in advance in the Category Builder view for charts of accounts and in the Scope Builder view for reporting units.
•
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Related Topics • Selecting data
Placing several hierarchies in a given row or column block You can place several hierarchies and expanded grouping methods (All values, Filter, Characteristic) in a given row or column block. The general behavior is as follows: •
When the hierarchy is placed in the last position in the block, three or six rows (depending on the grouping method) is displayed and the indentation defined in the style book is applied.
•
When the hierarchy is not placed in the last position in the block, its behaviour is similar to an itemized filter.
Selecting data You can configure the Hierarchy selection method in the Selection tab. Note: You can select data for the hierarchy when the schedule is run (in the Run schedule tab in the Report Designer view, data entry schedule in the Package Manager view or retrieval report in the Report Navigator view).
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When you click the
button to the right of To be set, the "Set Hierarchy" dialog box appears (example
for the Reporting Unit dimension
):
Configure the hierarchy selection method in this order: 1. Select hierarchy Select the hierarchy that you want to be applied when the schedule is run. Note: This option is only available for the Reporting Unit and Original Reporting Unit dimensions. There are three possibilities: • The Scope Hierarchy The scope hierarchy specified in the Scope Builder will be applied. •
A Dimension Builder hierarchy The available hierarchies are those present on the entity table.
•
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You select the hierarchy type when the schedule is run. 2. Select starting point Select the Starting point from which data will be retrieved. There are three possibilities: • •
•
If you selected a Dimension builder hierarchy previously, then you can only choose a starting point from within that hierarchy. If you selected the Scope Hierarchy previously, then the Starting point hierarchy you select is used for reference purposes only, as the application cannot detect at this point which scope hierarchy will be applied. If you want the starting point to be selected when the schedule is run, select To be set. If you want to select the same starting point for the hierarchies of a given dimension, select Use shared starting point. This way, when the schedule is run, you only need to select the starting point once for all hierarchies where this option was selected.
3. Select retrieval mode Note: • •
This section is not available for analysis dimensions or for the Account dimension. This section is grayed out if you selected To be set in theSelect hierarchy groupbox.
•
Retrieve eliminations. In the dropdown menu, specify how eliminations will be displayed when the schedule is run. Note: The dropdown menu is not available for the Account dimension. There are three possibilities: •
Contribution by level. This mode is used to retrieve the elimination of internal transactions between reporting units from the same hierarchy level for each reporting unit in the scope. In this case, an elimination row will appear for each hierarchy node. Note: • •
•
• •
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Elimination rows can be retrieved only if a reporting unit rollup rule is included in the consolidation. This mode is not compatible with a Dimension Builder type hierarchy.
Full contribution to Group. This mode is used to retrieve the flat-list of amounts from a consolidation in a hierarchy. In this case, elimination rows will not appear. Elimination calculations are integrated in the reporting unit amounts. To be set. When you run the schedule, you will choose one of the two retrieval modes for eliminations as described above.
Retrieve multi-hierarchy. Only one hierarchy can be retrieved when the schedule is run. If several hierarchies were used by several consolidations, you should choose the hierarchy to be retrieved. You can choose one of the following: • Reference hierarchy. In this case, the first hierarchy found by the application is displayed (first column, first row).
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•
Merged hierarchy. In this case, the hierarchies are merged into one hierarchy.
•
To be set. When you run the schedule, you choose one of the two multi-hierarchy retrieval modes as described above. Note: The Contribution by level and Reference hierarchy modes are not compatible.
4. Select selection mode This section is used to select all of the elements in the hierarchy to be retrieved. You can make this selection in two ways: • By hierarchy level. This option is used to define the selected starting point and the final hierarchy level for which data is retrieved. • By hierarchy link. This option is used to automatically select items based on their link with the selected starting point. This enables you to save time. You can, for example, select all children for a starting point. You can also select a starting point and all descendants. Note: Contribution to parent eliminations is available for the Reporting Unit dimension and only if you selected the Contribution by level option for eliminations. If you select the Contribution to parent eliminations option, the parents in the selected starting point as well as parent elimination rows will be taken into account. •
To be set. When the schedule is run, you make your selection.
Tip: In the Preview section, you can preview your selection. 5. View hierarchy The dropdown menu is used to specify if the parent node will be displayed before or after the details of each level. You can also leave it to be set when the schedule is run. Note: • •
The options you select in this dialog box appear by default in the Variables to be set wizard the next time you run the schedule. If you do not select all of the hierarchy options in the Selection tab (meaning you leave To be set), you will have access to the above dialog box again when you click Run in the Run Schedule tab.
Related Topics • Defining a reporting unit rollup rule
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Restrictions You cannot use the following functions with hierarchies: •
grouping methods
•
hitlists
•
sort
Styles Styles are applied to hierarchies based on what was defined in the style book associated with the schedule. The following combinations are available in the Selection tab in schedules for each dimension using the Hierarchy selection method.
•
Level style. A different style is applied to each level (up to six) of the hierarchy.
•
Header, style by level. Same as above, with a different style applied to the header.
•
Total node/leaf style. One style is applied to the total, another to all nodes (with children) and another to all leaves (without children) in the hierarchy.
•
Header, total node/leaf style. Same as above, with a different style applied to the header.
•
To be set. The choice is made when the schedule is run.
Hierarchy tab In this example, you want to analyze Sales for the "Food" sector. You also want to analyze any other sectors that are part of the "Food" sector. The reporting unit hierarchy is defined in the Scope Builder view. Selection tab
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In the Reporting Unit column, when you click on the button to the right of To be set, the Set hierarchy for dimension Reporting Unit dialog box appears. You select the following:
Run Schedule tab When you run the schedule, the Variables to be set wizard opens:
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Note: You must set all of the variables displayed in this wizard. The schedule is displayed as follows:
Characteristic selection method This method assigns a characteristic to the selected dimension. The filter value can be left as "To be Set" (default value) when the schedule is run. You can select the value when you run the schedule from the list of characteristics. Tip: To return to the "To be set" value, delete the existing value.
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Example: The Dimension Builder view displays the link between Products and Product Groups. Product
Product Group
Tractor
Agricultural Machinery
Reaper
Agricultural Machinery
Sander
Machine Tools
Saw
Machine Tools
Harvester
Agricultural Machinery
Drill
Machine Tools
Selection tab:
Run Schedule tab: Tractor
100
Reaper
150
Harvester
50
6.2.7.5.3 Inserting dimensions Each data source contains: •
Header dimensions. These dimensions identify the source data tables and are compulsory. For example: Category and Data Entry period for the Package data data source.
•
Compulsory dimensions. These dimensions identify data. For example: Account and Reporting Unit for the Package data data source.
•
Analysis dimensions. These dimensions identify data. For example: Partner and Shares for the Package data data source.
There are two ways of inserting dimensions in customization blocks:
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•
The Insert > Dimension menu command enables you to display a window containing the database dimensions.
•
Use the dimension palette containing the database dimensions which can be inserted using the drag and drop function.
Missing dimensions The following table shows how the software functions when a dimension is missing from a customization block. Dimension
How it works
You must enter the header when you run the schedule. Compulsory header
This is identical to using the To be set selection method to add the dimension to a schedule block. All of the missing dimension values will be added.
Compulsory
This is identical to using the Aggregated method to insert a dimension in a schedule block. Data which has been left unidentified due to the missing dimension will be extracted from the database.
Analysis This is identical to using the No Value method to insert a dimension in a schedule block.
Special case: package schedule If the schedule is used for data entry, most of the compulsory dimensions are automatically filled in by the data entry context. If the category is mono-period, only the Account and Flow dimensions are compulsory.
Dimension palette This palette displays the data source, dimensions and characteristics in tree structure form. Note: By default only the main dimensions are displayed. To display all of the dimensions, check the Show all dimensions option. You can use this palette to drag and drop dimensions and characteristics in order to insert them in the current schedule. The palette appears by default in the schedule editor. You can hide it if required.
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Note: "Amounts" corresponds to package amounts, preconsolidated amounts, and consolidated amounts.
To hide or display the Dimension Palette •
Select View > Dimension Palette. A symbol next to the palette command indicates that it is already on display. If the symbol does not appear, the palette is not on display.
To insert a dimension or a characteristic in a block 1. Show dimension palette. 2. Select and move the dimension or the characteristic you want to insert. Note: When you select a characteristic, the dimension to which it belongs is also selected. Related Topics • Dimension palette
Inserting dimensions via the menu The Dimensions - Characteristics dialog box contains a list of the application dimensions. Once you have made your selection and you click OK, the selection made is inserted.
To insert a dimension or a characteristic in a block 1. Select the block where you want to insert a dimension or a characteristic. 2. Select Insert > Dimension. The Dimensions - Characteristics dialog box appears. 3. Select the dimension you want to insert and click OK.
Inserting using drag and drop You can use the drag and drop function to select a dimension in the palette and move it to the required table. The target place for the dimension to be inserted is represented by a red line in the table in the Selection tab. If you try to insert an unauthorized dimension, the cursor appears as follows:
.
When the schedule is run, the application checks the initialization of the different blocks and records the outcome in the Messages tab.
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6.2.7.6 Grouping data together by characteristic
6.2.7.6.1 Defining a group of data For any particular dimension, data can be: •
Aggregated.
•
Itemized. When it is itemized, it can be grouped together using: •
A header
•
A total
The following table displays the icons which correspond to the different types of grouping methods: Icon
Type of grouping method
Data is aggregated. Data is itemized. Data is itemized and a header row appears before the data rows. Data is itemized and a row containing the total appears before the data rows. Data is itemized and a total appears at the end. Data is itemized and a header row is displayed at the top and a total at the bottom. The grouping method has to be set when running the schedule.
Example of a schedule containing headers The following diagram is an example of a schedule which contains headers:
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Example of a schedule containing totals The following diagram is an example of a schedule which contains totals:
Symbols providing more information on the dimension or characteristic The symbols in the following table are displayed to the left of the dimension or characteristic. Symbol
Description
If the dimension or characteristic creates header rows only. If the dimension or characteristic creates data rows. These rows can also have a header or a total row. If the characteristic or dimension value will be displayed on the lower level.
If the amounts for this dimension are not analyzed, no value is displayed. There is no symbol in this case.
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Examples of grouping data together Example 1
The Reporting Unit dimension generates breakdown rows which are grouped together under a Geographical Area header. A general total row is entered at the end. Note: To add a total for Geographical Areas, you must request a total for the Reporting Unit dimension since this is the dimension used for grouping the data together. Example 2
The Reporting Unit dimension generates breakdown rows which are grouped together and sub-totaled under the Geographical Area characteristic. They are then included in the general total which comes at the end.
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Example 3
The Reporting Unit dimension is aggregated and therefore does not generate any rows. Only the breakdown of the different geographical areas is displayed and a general total appears at the end. Example 4
The Reporting Unit dimension is aggregated. Only the Geographical Area characteristic generates rows. Since no header or total is requested, the activity is specified in the row generated by the Area characteristic.
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Example 5
The Reporting Unit dimension generates rows at the most detailed level which are grouped together and totaled under the Geographical Area characteristic. These areas are in turn grouped together under the Activity dimension. A general total row is entered at the end.
6.2.7.6.2 Creating groups Once the dimensions are inserted in the block, you can group data in two steps: 1. Use the drag and drop function to insert dimensions and characteristics. 2. Select the grouping method: Format and grouping text. Define the group's properties in the Format and Language tabs of the style book editor. Related Topics • Format tab • Language tab
6.2.7.7 Sorting data and titles You can sort data and titles.
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Example: Display reporting unit sales in descending order. Sort data codes and descriptions.
6.2.7.7.1 To sort data or titles in a configuration block 1. Select the block containing the data you want to sort. 2. Select Edit > Block > Properties and select the Sort tab. 3. Select the Sort Data option if you want to arrange the data in a particular order. 4. Select the Sort Titles option if you want to arrange the titles in a particular order. 5. Click OK. Related Topics • Sort data • Sort titles
6.2.7.7.2 Sort data You can sort data in rows. The following table describes the columns in the Sort tab. Column
Description
Sort 1 on amounts
Enables you to specify whether the sort mode will be ascending or descending or if no mode will be used. Used to sort the data and the result of formulas applied by absolute value.
Abs Example: The result of a decreasing sort (using absolute values) on -10, 0, 50 is: 50, 10, 0. Reference block
Used to define the block to be used for sorting amounts.
You can define up to three sort criteria for the same dimension or characteristic in the columns described in the preceding table. The Group dimensions together option enables you to sort two or more dimensions by grouping them together; for example, treating them as one single dimension. Note: This option is only available if the dimensions in the block have neither a header nor a total and the Itemized grouping method has been selected.
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Example 1: Sort two blocks in a schedule You want to sort data in the schedule below to display the Sales and Sales Margin figures in descending order by product: Sales
Margin
Product 3
100
3
Product 1
100
5
Product 2
100
4
In the Block Properties dialog box, you must: •
sort the block containing the dimension that holds Sales in descending order.
•
sort the block containing the dimension that holds the Margin in descending order.
The result is as follows: Sales
Margin
Product 1
100
5
Product 2
100
4
Product 3
100
3
Example 2: Sort one block containing two dimensions in a schedule You want to sort the data in the following schedule by reporting unit (for example, US Drinks) and by product (for example, Cola) in descending order: December 2002
US Drinks
Fast food
668
Cola
47415
Mineral water
18000
Fruit juice
52361
Burgers
63451
Lunch
35986
Drinks
43000
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In the Block Properties dialog box, you must: •
sort the dimension containing the reporting units in descending order.
•
sort the dimension containing the products in descending order.
•
check the Group dimensions option.
The result is as follows: December 2002 Fast food
Burgers
63451
Fruit juice
52361
Cola
47415
Drinks
43000
Lunch
35986
Mineral water
18000
US Drinks
Fast food US Drinks
6.2.7.7.3 Sort titles This sorts codes and descriptions. The sort criteria are: •
The dimension or characteristic code (default value). The button in the Selection toolbar is used to sort the blocks selected using the dimension or characteristic codes selected.
•
Long description. The button in the Selection toolbar is used to sort the blocks selected using the dimension or characteristic codes selected.
•
Short description. The button in the Selection toolbar is used to sort the blocks selected using the dimension or characteristic codes selected.
Note: These buttons are only accessible if you perform a title sort and you select an analysis dimension or characteristic.
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Example 1: Sort titles in one dimension in one block You want to sort the following data: Product 6
10
Product 31
-10
Product 39
2
Product 1
5
The result of a title sort (using product descriptions) is as follows: Product 1
5
Product 6
10
Product 31
-10
Product 39
2
Example 2: Sort the short descriptions of two dimensions in one block You want the short description of the reporting unit and the product to be sorted in the schedule so that they appear in alphabetical order. Without any sort criteria, the data is displayed as follows: France water - flavored mineral water
1874
US Drinks - Sparkling mineral water
8552
France water - spring water
4523
Florida Juices - fruit juice
57013
US Drinks - Lemonade
2281
Deutsche Getränke - Wine
3000
In the Block Properties dialog box, you must:
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•
select the short description as a sort criterion in the dimension containing the reporting units.
•
select the short description as a sort criterion in the dimension containing the products.
•
check the Group dimensions option.
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The result is as follows: Deutsche Getränke - Wine
3000
Florida Juices - fruit juice
57013
France water - spring water
4523
France water - flavored mineral water
1874
US Drinks - Sparkling mineral water
8552
US Drinks - Lemonade
2281
6.2.7.8 Defining hitlists A hitlist is used to select the amounts to be displayed depending on certain criteria. The sort criteria is entered in the Sort tab in the Properties dialog box for the block selected. The columns in the Hitlist tab are outlined in the following table. Column
Description
Enables you to select the dimension or dimensions that will be included in the hitlist. Grouping
The possible dimensions are: • Multiple analyzed values are selected. •
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The dimensions or characteristics generate rows containing amounts.
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Column
Description
Enables you to select the amounts to be displayed. You can select several extraction methods for the same characteristics. The methods are: • Different from zero. Used to display amounts other than zero. •
Less than or equal to. Used to display the amounts less than or equal to the value defined in the Value column.
•
Greater than or equal to. Used to display the amounts greater than or equal to the value defined in the Value column.
Extraction method •
Representing a part of the total. Used to display amounts which represent part of the total of amounts grouped together.
•
Smallest amounts. Used to display the smallest amounts. The Value column is used to specify the number of amounts to be displayed.
•
Largest amounts. Used to display the largest amounts. The Value column is used to specify the number of amounts to be displayed.
Value
Used to set the value of the extraction method selected.
Reference block
Used to specify the block which will be used as a reference for the amounts selected. Used to extract the absolute values.
Absolute value
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Tip - To select non-null values, proceed as follows: • Extraction method: greater than or equal to. •
Extraction value: 0,1
•
Absolute value: Yes.
Abs
Used to sort the data and the result of formulas applied by absolute value.
Total
Used to add a total row for the values selected by the extraction method.
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Column
Description
Other
Used to add a total row for the values selected by the extraction method.
Note: If several items of data have the same value and only one should be extracted, the first sort value will be selected. The result of the extraction of the product with the best Sales figure is as follows: Sales
Margin
Product 1
100
5
Product 2
100
4
Product 3
100
3
100
5
Only the first sort value is selected: Product 1
6.2.7.8.1 To define a hitlist 1. Select the block containing the data you want to include in the hitlist. 2. Select Edit > Block > Properties and select the Hitlist tab. 3. Define the hitlist for sorting the data. 4. Click OK.
6.2.7.8.2 Examples of hitlists
Hitlist example: Display the three best Sales figures for products You want to create a report displaying the three best Sales figures for products. •
Selection tab:
•
Hitlist: •
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•
•
Reference column block: A= F99
•
Total
•
Other
Sort: •
Activity: ascending
•
Product: ascending
•
Reference column block: A= F99 Database table
F99 Activity 1 •
Product 1.1
2
•
Product 1.2
3
Total Activity 1
5
Activity 2 •
Product 2.1
10
•
Product 2.2
10
•
Product 2.3
30
Total Activity 2
50
Activity 3 •
Product 3.1
10
Total Activity 3
10
Activity 4
674
•
Product 4.1
10
•
Product 4.2
35
•
Product 4.3
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Database table
•
Product 4.4
5
•
Product 4.5
5
Total Activity 4
100
Activity 5 •
Product 5.1
10
•
Product 5.2
5
•
Product 5.3
30
•
Product 5.4
35
Total Activity 5
80
Table with amounts selected and sorted
F99 Activity 2 •
Product 2.1
10
•
Product 2.2
10
•
Product 2.3
30
Total Activity 2
50
Activity 5
675
•
Product 5.2
5
•
Product 5.1
10
•
Product 5.3
30
•
Product 5.4
35
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Table with amounts selected and sorted
Total Activity 5
80
Activity 4 •
Product 4.4
5
•
Product 4.5
5
•
Product 4.1
10
•
Product 4.2
35
•
Product 4.3
45
Total Activity 4
100
Other
15
TOTAL
245
Hitlist example: Display changes in Sales figures for the five best products for the previous year You want to create a report outlining changes in Sales figures for the five best products for the previous year (F00). You also want to sort Sales for the year (F99). •
Selection tab:
•
Hitlist:
•
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•
Extraction method: five biggest amounts
•
Reference column block: A= F00
Sort: •
Descending
•
Reference column block: B= F99
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Database table
F00
F99
Product 1.1
5
7
Product 1.2
50
50
Product 1.3
10
15
Product 1.4
100
105
Product 1.5
3
5
Product 1.6
25
35
Product 1.7
89
90
Product 1.8
36
50
Product 1.9
45
55
Product 1.10
8
10
Product 1.11
2
5
Product 1.12
25
10
Product 1.13
80
95
TOTAL
478
532
Table with amounts selected and sorted
677
F00
F99
Product 1.4
100
105
Product 1.13
80
95
Product 1.7
89
90
Product 1.9
45
55
Product 1.2
50
50
Sub-total
364
395
Other
114
137
TOTAL
478
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6.2.7.9 Using the Expansion property to display all dimension values The Expansion property displays all of the possible values for a dimension when the schedule is run regardless of whether or not data exists. This allows you to see all of the data that needs to be entered. When analyzing data, the expansion function enables you to identify the values which do not have any data. The help symbols are: •
Purple (
•
Aqua blue (
) if the dimension is not expanded. ) if the dimension is expanded.
You can specify if the expansion defined in the blocks is active: •
When entering data (default value).
•
When analyzing data.
6.2.7.9.1 To expand dimensions 1. Select the block containing the dimensions you want to expand. 2. Select Edit > Block > Properties. The Block Properties dialog box appears. 3. Select the Expansion tab. 4. Check the boxes corresponding to the dimensions you want to expand. 5. Click OK. Tip: You can also perform this operation using the Expand Until This Level option in the contextual menu of the dimension.
6.2.7.9.2 To define the context for expanding dimensions 1. Select Action > Active Expansion. A sub-menu displays the contexts which can be assigned to the expansion. A checkmark indicates in which contexts the expansion will work. 2. Select the contexts in which you want the expansion to be active.
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The
symbol appears next to the contexts selected.
6.2.7.9.3 Example of the Expansion property applied The following diagram represents a schedule displayed in the Selection tab.
All of the values contained in the filter on the Product dimension are automatically inserted regardless of whether or not they contain data. This applies to each reporting unit. When you run the schedule, it appears as follows: •
Product 1
10
•
Product 2
-
•
Product 3
35
•
Product 4
20
•
Product 5
-
•
Product 6
-
•
Product 7
-
•
Product 8
5
Total Reporting Unit 1
70
•
Product 9
15
•
Product 10
-
•
Product 11
-
•
Product 12
10
Total Reporting Unit 2
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6.2.7.10 Generating data with a generating block A generating row or column generates data. Caution: This function is only available when you add a data source to the row or column.
Figure 6-6: Edit > Block > Properties > Advanced
The "Data generating block" property is assigned by default to a block when it is created. Note: This function only affects blocks generating several rows or columns when the schedule is run. Example: You want to display package amounts and comments in two column blocks. However, you only want to display comments linked to an amount. In this case, you deactivate the Data generating block option for the column displaying the amounts.
6.2.7.10.1 To change the Data generating block property 1. Select the block whose property you want to change. 2. Select Edit > Block > Properties. The Block Properties dialog box appears. 3. Select the Advanced tab. 4. Deactivate the Data generating block option.
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6.2.8 Defining the layout of a schedule You can change the layout of a schedule as follows: •
Change the format of columns or rows: borders, patterns, row height.
•
Change the format of cells or data.
•
Define the titles: format the cells and title contents.
•
Add text boxes, lines or arrows.
• •
Page setup for printing. Add “Links” to other schedules.
There are two different ways of formatting objects: •
Automatically, by applying the style book (default option).
•
Manually, by removing the style book from the rows, columns or cells. The top right-hand corner of the objects not attached to the style book.
symbol appears in the
You define the layout of the schedule in the Layout tab. Related Topics • Defining a style book
6.2.8.1 Key terms in the Layout tab Following are important terms to become familiar with in the Layout tab, which will help you in reading the rest of this chapter.
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1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Schedule header Margin column Title columns Indentation column Empty column Separation column Margin rows Title row Indentation row Empty row Separation row
6.2.8.1.1 Margin row or column Each table has: •
A margin row at the top and the bottom.
•
A margin column on each side.
These rows and columns cannot be deleted. They are used to insert text boxes in the schedule. These rows and columns are included when the schedule is printed using the Center option. Note: These rows and columns are not visible in the Selection tab of the schedule editor.
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Related Topics • Printing schedules
6.2.8.1.2 Indentation rows and columns Indentation rows and columns are used to separate title rows and columns. They cannot be deleted.
6.2.8.1.3 Title row or column A title row or column can be used to insert titles. You can add or delete title rows and columns. Note: You can also enter titles directly in the tables. Reminder March 2000
March 2001
11000
Sales
300
10000
Cost of Sales
500
...
6.2.8.1.4 Schedule header The schedule header is placed at the intersection where row headers meet column headers. In a multi-sheet schedule, the schedule header changes color to indicate if more than one sheet is present. View
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Color
Meaning
Yellow
The schedule block is broken down. The schedule will be split into sheets when it is run.
Gray
The schedule block will initialize one sheet only.
Gray or Yellow with an exclamation mark
The schedule block contains the grouping method to be set when the schedule is run.
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6.2.8.1.5 Row or column header Row and column headers are split into two: •
The first row or column denotes the reference block.
•
The second row or column denotes the other rows or columns contained in the block. It also denotes the number of rows or columns which are generated when the schedule is run and whether or not they contain data. The colors below indicate the following: Header
Color
Meaning
Color of windows defined in the Windows Desktop Settings
Separating row or column.
By default: White
Gray
Row or column containing initialization data which will only generate a row or column. Empty row or column.
Yellow
Row or column which is analyzed and which will expand when the schedule is run.
Light Gray
Header row or column.
Dark Gray
Total row or column.
Gray or Yellow with an exclamation mark
Row or column containing the grouping method to be set when the schedule is run.
6.2.8.2 Rows and columns The following operations can be performed on rows and columns:
684
•
Insert a title row or column.
•
Insert separations.
•
Define the height of a row or the width of a column.
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•
Hide or display rows or columns. There are two display modes: •
A mode which displays hidden rows and columns. They are identified by the grayed-out header and are displayed in colors different from those in the cells.
•
A mode which hides hidden rows and columns.
Tip: You can hide rows or columns by making the data used in cell formulas visible, even though this data is not displayed. Related Topics • Separation block
6.2.8.2.1 To add a row or column •
Click on the row or column header that you want to select.
6.2.8.2.2 To select several rows or columns •
Do one of the following: • Click on the first row or column that you want to select. Hold the mouse button down and move the cursor to the last row or column you want to include in the selection. •
Click on the first row or column you want to select. Hold the Shift key down and click on the last row or column you want to include in the selection.
6.2.8.2.3 To insert a title row or column 1. Select a title row or column. 2. Select Insert > Title Row/Column.
6.2.8.2.4 To insert a title row or column at the end •
Select Action > Add Title Row/Column at End.
6.2.8.2.5 To delete a title row or column 1. Select a title row or column. 2. Select Edit > Delete.
6.2.8.2.6 To change the height or width of a row or column 1. Select the row or column whose height or width you want to change. 2. Detach the row or column from the style book.
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Tip: The Define Row Height (or Column Width) dialog box enables you to detach the selected row or column. The black cross symbol appears. 3. Select Format > Row > Height or Format > Column > Width. The Define Row Height (or Column Width) dialog box appears. Enter the height or width required and clickOK. Related Topics • Defining a style book
6.2.8.2.7 To hide a row or column 1. Select the row or column you want to hide. 2. Select Format > Row/Column > Hide.
6.2.8.2.8 To display a row or column 1. Display the hidden rows and columns. 2. Select the row or column you want to display. 3. Select Format > Row/Column > Display.
6.2.8.2.9 To display hidden rows and columns •
Select View > Hidden Rows and Columns. If the button is activated in the View menu and the Operation toolbar, the hidden rows and columns are displayed. If it is not grayed out, the rows and columns defined as hidden are not displayed.
6.2.8.3 Cell format You can specify the following for each cell:
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If the stylebook is attached to the cell.
•
The font used. It has the following characteristics: •
Name
•
Style: Normal, Bold, Italic or Bold Italic
•
Size
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•
Color
•
Effects: strikeout and underline
The Hidden data option also enables you to specify whether or not the data in the cell will be hidden when the schedule is run. •
Borders. The borders are defined using: •
The borders of the cell. When you design the schedule, the four cell borders are defined. When the schedule is run, a rule determines which border of two adjacent cells will be displayed.
•
•
The type of line used.
•
The color of the line.
The colors and pattern: •
A palette helps you define the background color for the cell.
•
You can choose a color and pattern type.
Tip: It is recommended that you do not use the crosshatch pattern in schedules that will be published on the Internet. •
The data format to be used.
•
The filtering performed on the cell's contents: •
The sign imposed on amounts entered in the cell.
•
If data or comments can be entered.
•
If you can access the comments linked to the cell when the schedule is run.
Related Topics • Priority rules for borders when a schedule is run
6.2.8.3.1 Formatting data You can select the following predefined formats: •
Integer
•
Boolean
•
Real
•
Text These settings are not available when you save the schedule in HTML format.
•
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•
Rate Caution: For numerical data, the Decimal Separator and Thousands Separator settings are "." and "," respectively, independent of the regional settings, which are applied when the schedule is run.
Note: Amounts which are too long to be displayed in a cell appear as follows: ########.
6.2.8.3.2 Settings common to all data formats These are as follows: •
Characters for N/A value. The N/A Value identifies cells which do not contain data or whose calculation result is incorrect. 7/0, for example.
•
Horizontal alignment. Specifies how data in the schedule's cells should be aligned horizontally. You can align data:
•
•
to the left edge of the cell.
•
to the right edge of the cell.
•
in the center of the cell.
Vertical alignment. Specifies how data in the schedule's cells should be aligned vertically. You can align data: •
at the bottom of the cell.
•
at the top of the cell.
•
in the center of the cell.
6.2.8.3.3 Text data format Note: The variable size of a cell is used to adjust the size of a schedule cell to fit the text it contains. It can be applied: •
to Windows schedules only.
•
when you print a Windows or Web schedule.
Related Topics • Settings common to all data formats
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6.2.8.3.4 To define or change the cell format 1. Select the cells whose format you want to define or change. 2. Remove the cells from the style book if necessary by checking the Detach From Style Book option. The
symbol appears.
3. Select Format > Cell. The Text box format dialog box appears. 4. Select the settings from the different tabs for the cells selected. 5. Click OK. Related Topics • Cell format
6.2.8.4 Titles The display language is used to define title contents. It uses: •
Constants: text entered via the keyboard. 'TOTAL' for example.
•
Display formulas used to display the codes or descriptions of the dimensions present in the schedule, for example: An expression using these formulas must start with '>' in order to differentiate it from an expression using a cell formula starting with '= '. If the display language refers to an analysis dimension or a dimension to be set when the schedule is run, a row of 'X's appears in the cell.
Tip: The language and formula wizard helps you to define display formulas. Related Topics • Language and Formula Wizard
6.2.8.5 Cell formulas Cell formulas are used to perform calculations on data in the current schedule and data in the database. Tip: You can also use the language wizard by double-clicking in the cell.
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An expression using these formulas must start with '= ' in order to differentiate it from an expression using a display formula starting with '>'. Note: If the reference formula for a cell is incorrect, a row of '#' appears in the formula and the cell formula indicator appears in red. For example, a formula referring to a cell which has been deleted. A cell formula indicator these indicators.
is used to view cells containing this type of formula. You can hide or display
Cell formulas are linked to formula initializations defined in the Selection tab. When the schedule is run, the formulas are applied in the following order: •
Schedule block formulas
•
Row block formulas
•
Column block formulas
•
Cell formulas •
Schedule block formula: {P=K1}-{P=K2}
•
Row block formula: {A=P1}-{A=P2}
•
Column block formula: {M=C1}-{M=C2}
•
By applying the order of distribution above, the resulting formula is as follows: (({P=K1,A=P1,M=C1}-{P=K1,A=P2,M=C1})-({P=K1,A=P1,M=C2}-{P=K1,A=P2,M=C2}))-(({P=K2,A=P1,M=C1}{P=K2,A=P2,M=C1})-({P=K2,A=P1,M=C2}-{P=K2,A=P2,M=C2}))
Note: Cell formulas do not enable you to display text. Similarly, they do not enable you to apply conditions to text. Related Topics • Indicators • Language and Formula Wizard
6.2.8.6 Language and Formula Wizard The Language and Formula Wizard enables you to:
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define display language formulas. For example, you can display the long description of a dimension in a cell in the schedule.
•
configure calculation functions in the hierarchy. For example, you can calculate a reporting unit's contribution to global sales.
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The format of the language wizard varies depending on the option selected (Language or Hierarchy formula). The following table presents the main buttons in the Language and Formula wizard which are common to both options. Click on
To
Insert quote marks in the formula. Insert a space in the formula. Go to next row in the formula. Insert a '&' in the formula. Move the formula from the display box to the data entry box. Approve the formula and insert it in the cell. Cancel the last change made to the formula. Minimize the window. Maximize the window.
Related Topics • Using display language formulas • Using formulas in the hierarchies
6.2.8.6.1 To display the Language and Formula Wizard 1. In the Layout tab, select the cell in which you want to insert a formula. 2. Select Edit > Cell > Language and Formula Wizard. The Language and Formula Wizard appears. Tip: By default, the Language and Formula Wizard opens in a minimized window. Click the if you want to maximize the window.
button
Note: You can also display this wizard by double-clicking in the cell.
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6.2.8.6.2 Using display language formulas The Language option enables you to define formulas that can change how data is displayed in the cells.
Figure 6-7: Edit > Cell > Language and Formula Wizard
Display language formulas are defined in four steps: 1. 2. 3. 4.
Select the formula type (in this example, Language) Select the type of object in the expression. Select objects to be used in the expression. Enter the expression.
Related Topics • Display language
6.2.8.6.3 Selecting the type of object in the expression Several types of items can be inserted in the formula via this menu: •
Operation objects This type of object is used to access the different properties of objects in the database. For example, consolidation definition, journal entry, package, portfolio, scope, reporting ID, reporting set or rate.
•
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This type of object is used to access dimension and characteristic properties. For example, dimension value, dimension name, current initialization, initialize using filter, initialize using formula, initialize using characteristic, characteristic value or characteristic name. •
General information This type of object is used to access the different properties relative to the schedule and the general environment.
•
Functions for handling text This type of object is used to access text processing functions.
•
Period functions This type of object is used to access the functions for retrieving or recalculating periods.
6.2.8.6.4 Selecting objects to be used in the expression Once you have chosen the type of object for the current formula, you must select the object and its properties. You can select a display format for the following properties: •
Date and period
•
Boolean
•
Text
•
Page number
You can also insert link characters in the formula using the buttons in this box.
6.2.8.6.5 Entering the expression Once you have selected these properties, click the button to display the formula in the Expression box. Check that the formula is correct by clicking the icon. You can enter a text format expression between quote marks.
6.2.8.6.6 Using formulas in the hierarchies Selecting the type of formula The Hierarchy formula option enables you to define extra calculation functions for cells in a schedule that contains hierarchies.
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Figure 6-8: Edit > Cell > Language and Formula Wizard
Hierarchy formulas are defined in four steps: 1. 2. 3. 4.
Select the formula type (in this example, Hierarchy formula). Select the syntax to be used in the expression. Select objects to be used in the expression. Enter the expression.
Selecting the syntax to be used in the expression The different hierarchical calculation functions are described in the following table.
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Function
Description
Syntax
STARTINGPOINT
Returns the value of the root of the retrieved section of the hierarchy
Dimension code = STARTINGPOINT()
ANCESTOR
Returns the value contained in the node corresponding to the ancestor n positions removed in the full hierarchy
Dimension code = ANCESTOR("numerical expression") where "numerical expression" corresponds to the number of positions removed from the reference item in the full hierarchy.
DISPLAYEDANCES TOR
Returns the value contained in the node corresponding to the ancestor n positions removed in the retrieved hierarchy
Dimension code = DISPLAYEDANCESTOR("numerical expression") where "numerical expression" corresponds to the number of positions removed from the reference item in the retrieved hierarchy.
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Function
Description
Syntax
ANCESTOROFLEV EL
Returns the value contained in a parent node at level n in the retrieved hierarchy
Dimension code = ANCESTOROFLEVEL("level") where "level" is a numerical expression corresponding to the level number of the hierarchy used in the schedule.
CHILDCOUNT
Returns the number of the node's children
CHILDCOUNT("dimension code")
LEAFCOUNT
Returns the number of items at the lowest level which belong to the node directly or indirectly
LEAFCOUNT("dimension code")
Selecting objects to be used in the expression You can also insert link characters in the formula using the buttons in this box. Entering the expression Once you have selected these properties, click the button to display the formula in the Expression box. Check that the formula is correct by clicking the icon.
6.2.8.6.7 Examples of using the Language and Formula Wizard Display language •
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Displaying the long description of the Class initializing the account characteristic:
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Displaying the deadline for publishing the package:
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Displaying the total number of pages in the schedule:
•
Putting the "total" expression in capital letters:
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Displaying the last period of the company's fiscal year:
Hierarchy formula To calculate a reporting unit's contribution to global sales: •
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{AC=R1120;FL=F99} corresponds to the reporting unit's sales at closing.
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{AC=R1120;FL=F99;RU=ANCESTOR(0)} corresponds to sales at the root of the hierarchy, in this case Group sales.
6.2.8.7 Linking schedules Linking enables you to open a schedule by clicking on a cell in another schedule, at the same time transferring the source cell initialization properties to the linked cell. Linking enables you to access: •
the list of predefined schedules created at the same time as the schedule. Note: If a cell is linked to a schedule which does not belong to the data entry folder, this schedule will not appear in the list of linked schedules.
•
all of the schedules contained in the database.
An indicator appears in cells which are linked to other schedules to make them easy to identify. You can hide or display these indicators. The Linked Schedules column enables you to view the schedules linked to all of the cells selected. Related Topics • Linked schedules: transferring initialization contexts
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• Indicators • Navigating between schedules
6.2.8.7.1 To display the link indicators •
Select View > Link Indicators. If the button is activated in the Operation toolbar, the hidden rows and columns are displayed. If it is not grayed out, the rows and columns defined as hidden are not displayed.
6.2.8.7.2 To link a cell 1. Select the cell you want to link to another schedule or schedules. 2. Select Edit > Cell > Link to... The Link to Schedules dialog box opens. 3. Move the schedules, books and folders you want to link to the selected cell to the list of linked schedules by clicking the 4. Click OK.
button.
If the link indicators are displayed, they will appear in the bottom right-hand corner of the linked cells.
6.2.8.7.3 To link several cells 1. Select the cells you want to link to schedules. 2. Select Edit > Cell > Link to... The Link to Schedules dialog box opens. Tip: The icon in the Linked Schedules column indicates that the schedule is linked to all of the cells selected. 3. Move the schedules, books and folders you want to link to the selected cell to the list of linked schedules by clicking the
button.
Tip: The button enables you to link all of the schedules in the linked schedules list to all of the selected cells. 4. Click OK. If the link indicators are displayed, they appear in the bottom right-hand corner of the selected cell.
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6.2.8.8 Display options
6.2.8.8.1 Indicators To view the objects that might contain different schedule cells, you can display the following: •
Data indicators. There are two types: •
Cell formula indicators. Indicate which cells contain formulas.
•
Indicators with a given sign. Display the sign to be used. Caution: When both types of indicator are displayed, the cell formula indicator takes priority over the given sign indicator.
•
Link indicators. Indicate which cells are linked to other schedules.
•
Style book detachment indicators. Indicate if an object is detached from the style book attached to the schedule.
•
Comments indicators. These are used to indicate if comments about the cell have been made: •
Full indicators denote that there are comments present.
•
Empty indicators denote that comments can be entered.
To hide or display the indicators 1. Select View > Indicators. A sub-menu appears listing the indicators. 2. Select [Indicator] to hide or display the relevant indicator. If the button is activated in the View menu and in the Operation toolbar, this means that the indicator is displayed. If this is not the case, then it is hidden.
6.2.8.8.2 Display mode for cells There are two modes for displaying cells in the schedule: •
Display references. Cells are referenced using:
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The letter of the column to which the cell belongs.
•
A number indicating the position of the row in which the cell is located.
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Caution: This number can differ from that of the row block. •
Display cell formulas.
Related Topics • Cell formulas
To hide or display cell references •
Select View > Cell Reference. If the button is activated in the View menu and the Operation toolbar, the cell references are displayed. If it is not grayed out, the formulas are hidden.
To hide or display cell formulas •
Select View > Cell Formulas. If the button is activated in the View menu and the Operation toolbar, the cell formulas are displayed. If it is not grayed out, the formulas are hidden.
6.2.8.8.3 Headers and footers You can hide or display the schedule header or footer or both in the schedule editor. By default, you can display the schedule header or footer or both in the Desktop or schedule editor.
To hide or display the schedule header •
Select View > Header.
To hide or display the schedule footer •
Select View > Footer.
To display the header and footer by default in the Desktop 1. Select the schedule whose default display you want to apply. 2. Select View > Properties Box. The properties box for the selected schedule appears. 3. In the Schedule tab, check the Display header and footer by default option in the Display groupbox. The header and footer is displayed when the schedule is run.
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Note: This display mode is applied each time the schedule is run.
To display the header and footer by default in the schedule editor •
Select Action > Display Headers and Footers by Default. The header and footer is displayed when the schedule is run. Note: This display mode is applied each time the schedule is run.
6.2.8.8.4 Freezing row or column titles You can freeze row or column titles so that they stay in the same place when you move around the schedule. Related Topics • To freeze report titles
6.2.8.9 Formatting schedules
6.2.8.9.1 Defining a style book The style book is used to automatically format the table in the Layout tab. Note: You can remove the style book from cells, rows or columns in order to make changes. Objects which are not attached to the style book have a
symbol in the top right-hand corner.
A style book is identified by: •
A code
•
A number of row grouping levels
•
A number of column grouping levels
Note: The number of grouping levels is made up of the number of header/total pairs. A style book is created as follows: •
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Define the number of grouping levels.
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Note: By default, a style book has three row grouping levels and one column grouping level. •
Define the borders, patterns and font for each cell (table and titles).
•
Define the height of each row and the width of each column: titles, tables, margins and indentations.
•
Define the format of each type of data.
•
Define the titles for each grouping level.
The style book is defined in the style book editor. Apart from the standard General, Translate and Security tabs, it contains the following tabs: •
Format tab: insert a grouping level or to define borders, shading, font, row height and column width.
•
Hierarchy tab: define the format of data in the hierarchy.
•
Data tab: define the format of each type of data.
•
Language tab: define the titles for each grouping level.
Related Topics • Detaching an object from the style book
Format tab The Format tab enables you to define the format of each level, row, column or cell. Note: If there are more levels defined in the style book than in the schedule itself, you must take the least detailed level first (so that the header and the general total are identical in all of the schedules). Related Topics • Cell format
To insert a grouping level 1. Select the row or column before which you want to insert the grouping level. 2. Select Insert Grouping Level from the contextual menu.
To delete a grouping level 1. Select the row or column you want to delete. 2. Select Delete Grouping Level from the contextual menu. Note: If you delete a header, the corresponding total will be deleted and vice versa.
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Hierarchy tab The Hierarchy tab enables you to format the data in hierarchies: •
the style for cells and headers (font, borders and patterns)
•
the number of hierarchical levels in the style book Note: By default, three levels are pre-defined in this tab.
•
the height of rows in each level Note: The width of columns is defined in the Format tab.
•
the information that will appear when the schedule is run (for example: code, short and long description) Note: This function is normally run in the Language and Formula Wizard. For hierarchies, however, the Display Language column is used.
•
the indentation in pixels for row header cells
Tip: You can copy and paste the format of one cell to another cell. The Initialize using Format tab styles button enables you to apply the format defined in the Format tab.
To define the style for headers and amounts 1. Select the cell that you want to format. 2. In the contextual menu, select Cell Format. 3. Format your cell by selecting the required options in the Font, Borders, Patterns and Data tabs. 4. Click OK. Note: If you click the Initialize using Format tab styles button, all of the previously defined cell formats will be replaced with the format defined for grouping levels in the Format tab.
To insert a new hierarchy 1. Select the row above the row where you want to insert a hierarchy level. 2. In the contextual menu, select Insert Level.
To delete a hierarchy level 1. Select the row you want to delete. 2. In the contextual menu, select Delete Level.
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Relationship between the format and the hierarchy Depending on how the grouping levels were defined in the Format tab and the number of hierarchy levels defined, there are several possible scenarios: •
Example 1: there are more header levels than hierarchy levels
•
Example 2: there are more hierarchy levels than header levels
Example 1: there are more header levels than hierarchy levels In the Hierarchy tab, three levels have been defined. In the Format tab, four header levels have been defined. If so: •
The format applied to the highest level in the hierarchy will be the same as the one selected for the Header 4 level in the Format tab.
•
The format applied to the intermediate levels will be in the same order as the format applied to the header levels.
•
The format applied to the lowest level in the hierarchy will be the same as the one selected for the Breakdown level in the Format tab. •
Format tab
•
Hierarchy tab
Example 2: there are more hierarchy levels than header levels In the Hierarchy tab, four levels have been defined. In the Format tab, three header levels have been defined.
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If so: •
The format applied to the highest level in the hierarchy will be the same as the one selected for the Header 3 level in the Format tab.
•
The format applied to the intermediate levels will be the format defined for the Header 1 level.
•
The format applied to the lowest level in the hierarchy will be the same as the one selected for the Breakdown level in the Format tab. •
Format tab
•
Hierarchy tab
Data tab The Data tab is used to define the different types of data. Caution: Title alignment is set in the Alignment tab in the Cell Format dialog box.
Language tab The Language tab is used to define the schedule titles for the following levels:
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Main header and single rows or columns
•
Grouping headers
•
Breakdown rows or columns
•
Grouping totals
•
General total
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You can define titles using: •
Fixed text: text and translations and choice of separator used.
•
Dimension names: code, short description, long description and choice of separator used.
•
Characteristic names used in the selection method: code, short description, long description and choice of separator used.
•
Dimensions, characteristics, filters, formulas used in the selection method: code, short description and long description.
Example of style book applied to a single row header The Language tab is used to define the title for a single row header.
Selection tab in the schedule editor:
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The following row appears when you run the schedule: Account
:
Class
=
A
-
Flow
=
F99
1
2
3
4
5
6
7
8
9
Note: • •
The numbers in the preceding row correspond to the index in the Language tab screenshot. (*) An automatic separator ('-') is inserted after each dimension block.
Example of style book applied to breakdown rows used to group data together The Language tab is used to define the title for a single row header.
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The following Language tab is used to define the contents of the breakdown rows and total titles.
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Selection tab in the schedule editor:
When you run the schedule, the following table appears:
6.2.8.9.2 Applying a style book
To create a style book 1. In the schedule editor, select Format > Style Book. The Style Book dialog box appears. 2.
Click
.
The style book editor appears. 3. Enter the settings you want to assign to the style book. 4. Save the changes made.
To apply a style book 1. In the schedule editor, select Format > Style Book. The Style Book dialog box appears. 2. Select the style book you want to attach to the schedule. 3. Click OK.
To reapply a style book •
In the schedule editor, select Format > Style Book > Reapply. The style book applied to the schedule is re-applied.
To attach all of the objects in the schedule to the style book •
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Select Format > Style Book > Attach All.
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The symbol disappears from the top right-hand corner of all of the cells, rows and columns in the schedule.
6.2.8.9.3 Detaching an object from the style book All of the cells, rows and columns are attached by default to the style book linked to the schedule. You can, however, remove objects from the style book if you want to change them. When you reapply the style book, the changes are saved.
To detach a row (or column) from the style book 1. In the schedule editor, select Format Row/Column, Height/Width. The Define Row Height (or Column Width) dialog box appears. 2. Uncheck the Detach from style book option. 3. Click OK. The symbol appears in the top right-hand corner of the row or column you have detached from the style book. You can now change the row or column.
To detach all of the objects in the schedule from the style book •
Select Format > Style Book > Detach All. The symbol appears in the top right-hand corner of all of the cells, rows and columns in the schedule.
6.2.8.9.4 Defining headers and footers Headers and footers can be: •
specific to a schedule. An editor is available for defining headers and footers.
•
attached to a template. An editor is available for defining header and footer templates. Caution: If you change the template, all of the schedules whose headers and footers are attached to the same template are affected.
Note: •
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The header/footer template editor and the header/footer editor differ in the following ways: • The standard tabs are only present in the header/footer template editor. • Only the templates can be saved. Headers and footers specific to a schedule are saved as part of the schedule.
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•
When a page header or footer is specific to a schedule, the schedule properties box displays the name of the schedule as the header and footer template.
Creating a header/footer template The header and footer template editor enables you to create a template for headers and footers. Apart from the standard General, Translate and Security tabs, the header/footer template editor is comprised of the following tabs: •
Header tab Defines a header.
•
Footer tab Defines a footer.
To create a header/footer template 1. Select Format > Header and Footer. The header and footer editor appears. 2. Select Actions > Link to Template. The Header and footer templates dialog box appears. 3.
Click
.
The header and footer template editor appears. 4. Define the header/footer template. 5. Save the template. To link a header/footer template to the current schedule 1. Select Format > Header and Footer. The header and footer editor appears. 2. Select Actions > Link to Template. The Header and footer templates dialog box appears. 3. Select the template you want to attach to the active schedule. 4. Click OK. The template selected will be displayed in the header and footer template editor. Caution: Any changes made to this template will have an impact on the schedules to which it is linked.
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To detach a header/footer template from the current schedule 1. Select Format > Header and Footer. The header and footer editor appears. 2. Select Actions > Detach from Template. A copy of the template previously linked to the schedule is displayed in the header and footer editor.
Defining the format of a header or footer The width of the header or footer depends on the orientation and format of the paper when the schedule is printed. This is why the distance between columns is important, not the width of the columns themselves. Note: Row height is the same as displayed. The format for cells is the same as that used for cells in a table. You can translate the text contained in the headers and footers. To define a header or footer 1. Select Format > Header and Footer. The header and footer editor appears. 2. Define the header or footer as required. To insert rows or columns in a header 1. Select the row or column located directly below or to the right of the one where you want to insert the new row (or column). 2. Select Insert Row or Insert Column from the contextual menu of the selected row or column. Note: The procedure is identical for inserting rows or columns in a footer. To delete rows or columns in a header 1. Select the rows or columns you want to delete. 2. Select Delete Row or Delete Column from the contextual menu of the selected row or column. Note: The procedure is identical for deleting rows or columns in a footer. To translate the header and footer 1. In the header and footer editor, select Translating descriptions from the contextual menu. The Translate Texts dialog box opens.
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Related Topics • Cell format • Translating text
6.2.8.9.5 Paste Special You can select the objects you want to copy and paste. The Paste Special options are: •
All
•
Special
You can copy: •
The contents: such as cell formulas and display language
•
Linked schedules
•
Font
•
Borders and patterns
•
The number format to be used
•
Cell filter
To perform a Paste Special 1. Cut or copy the cells you want to paste. 2. Select Edit > Paste Special. 3. Select the objects you want to keep when pasting. 4. Click OK.
6.2.8.9.6 Inserting a text box You can insert text boxes in schedules. You can define the format of a text box as follows:
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•
Font
•
Color
•
Borders
•
Text displayed in the text box: •
The characters used to represent the N/A value
•
Vertical and horizontal alignment
•
The case used in the text box
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• •
If text wrap is authorized
Position and size There are two different positions: •
Relative. In this case you must specify in relation to which cell the text box will be positioned and the required position compared to the reference cell. This function is very useful when running schedules with variable rows and columns. Note: • •
•
This distinction is not made in EWS data entry schedules, where text boxes are only relative. The "center" position refers to the center of the row or column.
Absolute. The text box will be placed in the location defined during its creation regardless of the schedule layout when it is run.
Related Topics • Cell format
To add a text box 1. Select Insert > Text Box. A text box appears in the schedule. 2. Use the mouse to set the size of the text box. 3. Click in the text box and add the text required.
To change the format of a text box 1. Select the text box whose format you want to change. 2. Select Format > Text Box. The Text box format dialog box appears. 3. Change the required settings. 4. Save the schedule. Related Topics • Inserting a text box
6.2.8.9.7 Lines and arrows To improve the appearance of the schedule, you can add lines and arrows. You can define the format of lines and arrows as follows:
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Color and style
•
Position and size
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To add a line or an arrow •
Select Insert > Line.
To change the format of a line or an arrow 1. Select the line or arrow whose format you want to change. 2. Select Format > Line. The Arrow format dialog box opens. 3. Change the required settings. 4. Save the schedule. Related Topics • Inserting a text box • Lines and arrows
6.2.8.9.8 Modifying text boxes and lines You can place text boxes or lines: •
In the background
•
In the foreground
You can also: •
Make objects the same size as an existing object. Note: A text box and line can be of the same width.
•
Align objects to the left, right, above or below the objects selected.
To place an object in the foreground 1. Select the object you want to bring to the front. 2. Select Format > Order > Bring to Front.
To place an object at the back 1. Select the object you want to send to the back. 2. Select Format > Order > Move to Back.
To make different objects the same size 1. Select the object whose size you want to copy. 2. Select the objects you want to resize. 3. Select Format > Same Size.
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Note: A text box and line can be of the same width.
To align an object 1. Select the objects you want to align. 2. Select: • Format > Align > Left to align all of the objects with the one on the far left. •
Format > Align > Right to align all of the objects with the one on the far right.
•
Format > Align > Up to align all of the objects with the one at the top.
•
Format > Align > Down to align all of the objects with the one at the bottom.
6.2.8.10 Configuring a page for printing Each schedule can have its own default page setup which will be applied when it is created and run. The page setup is defined using the following: •
Zoom percentages for printing. •
The percentage for increasing or decreasing the size of the schedule can be entered manually.
•
Automatic Zoom to print the schedule on the desired number of pages.
You can also apply the zoom factor to the header and footer if required. •
Margins.
•
Page orientation: landscape or portrait.
•
Centering, which enables you to use the height and width of the schedule in order to center it on the page. Note: The margins entered will be taken into account when the schedule is centered.
•
Page order, to indicate in what order the schedules will be printed: down and to the right or vice versa.
Tip: The Default values tab is specific to the user who created the schedule and can only be changed by this user. The settings selected in this tab will automatically be carried forward to the Format tab. The settings in the Format tab are saved in the user profile and can be changed at any time.
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6.2.8.10.1 To define the page setup for printing 1. In the schedule editor, select File > Page Setup. The Default values tab in the Page Setup dialog box appears. 2. Select the settings you require. 3. Click OK.
6.2.8.10.2 Inserting page breaks When formatting a page you can insert page breaks which will only be taken into account when the schedule is printed. You can, however, change the page breaks once you have run the schedule. A normal page break is represented by the column selected.
symbol located in the margin next to the row or
There are two types of page break: •
Standard This is inserted from a fixed row or column and will generate a row or column after the one selected.
•
Recurring This is inserted from variable rows or columns and will be generated after every database value. For an Analysis level, the recurring page break generates a page break after the list of analyzed values.
Example of a page break in a schedule Design the schedule:
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Run the schedule:
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A page break appears after each Country total when printed. The column header is repeated on every page.
To insert a page break after a row or column 1. Select the row or column after which you want to insert a page break. 2. Select Format > Row (or Column) > Page Break After This Row (or Column). A check mark appears in front of the Page Break After This Row (or Column) command to indicate that a page break has been inserted.
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To delete a page break 1. Select the row or column after which you want to delete a page break. 2. Select Format > Row (or Column) > Page Break After This Row (or Column). The checkmark in front of the Page Break After This Row (or Column) command disappears.
6.2.8.10.3 Using the Repeat Until function You can repeat rows or columns when you print a schedule. The
symbol, located in the last row or column, indicates the last row or column repeated.
To select the rows (or columns) to be repeated when printing 1. Select the last row (or column) you want to be repeated when the schedule is printed. 2. Select Format > Row (or Column) > Repeat Until This Row (or Column) When Printing. A checkmark appears in front of the Repeat Until This Row (or column) When Printing command to show that it is activated.
To cancel the rows (or columns) selected to be repeated when printing 1. Select the row (or column) containing the symbol. 2. Select Format > Row (or Column) > Repeat Until This Row (or Column) When Printing. The checkmark disappears in front of the Repeat Until This Row (or column) When Printing command to show that it is deactivated.
6.2.9 Testing and previewing schedules for the Web
6.2.9.1 Test running a schedule using data in the database You can use data in the database in order to run the schedule and test aspects of its design: such as initialization, formulas and formatting. Related Topics • To validate the variables in a bundle report
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6.2.9.1.1 To test run a schedule 1. Select Action > Run Schedule. The Variables Wizard dialog box appears. 2. Select the values. 3. Click Finish. There are two possible outcomes: •
The Run Schedule tab of the editor opens displaying the schedule that has been run. The Messages tab may contain some warning messages.
•
The Messages tab opens displaying the errors that stopped the schedule being run.
6.2.9.2 Previewing a schedule in HTML You can display the schedule in HTML format by opening it in an Internet browser.
6.2.9.2.1 To view a schedule in HTML format 1. In the Layout or Run Schedule tab, select Tools > HTML Preview. The HTML Preview dialog box opens displaying the schedule as it will appear on the Internet. 2. Click Close.
6.2.9.3 Size and format limitations linked to Web use When you create a schedule, you must take into account the following constraints linked to its use in SAP BusinessObjects Financial Consolidation Web: •
Data format: • Font All of the colors and fonts available are supported in HTML format. •
Tables The size of table columns and rows cannot be defined via the Web. You must therefore select a size when you create the schedule which will enable you to view all of the data when you open the schedule in SAP BusinessObjects Financial Consolidation Web.
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Note: Frames, crosshatches, strokes and arrows are not supported in HTML format. •
Schedule size To ensure that the time taken to open or run a schedule is not too long, it is recommended that you limit the schedule size to 50KB if you want to use it in HTML format. Caution: The use of graphs and complex style books increases the time taken to open pages.
6.2.9.3.1 To view the size of a schedule in HTML format 1. Open the schedule in the schedule editor. 2. In the Layout or Run Schedule tab, select Tools > HTML Preview. The size of the schedule is displayed in the title bar.
6.2.10 Printing You can print: •
“Folders”, including their properties, books and schedules.
•
“Books”, including their properties and schedules.
•
Schedules, including their properties and objects (such as filters, formulas and linked schedules).
Related Topics • Printing Desktop objects
6.2.10.1 Printing schedules When printing schedules, you can define: •
Scaling, by defining the automatic zoom to fit the schedule on the number of pages specified. You can also apply the zoom factor to the header and footer if required.
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•
The percentage for increasing or decreasing the size of the schedule can be entered manually.
•
Centering, which enables you to use the height and width of the schedule in order to center it on the page.
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Note: The margins specified in Margins are taken into account when centering the sheet horizontally or vertically. •
Page order, to indicate in what order the schedules will be printed : down and to the right or vice versa. When the Allow print settings defined in schedules to override these settings option is selected, the settings selected in Layout options for Schedules will not be taken into account. The page setup defined when the schedule was designed will be taken into account. Tip: When you print several schedules at once, this option enables you to: •
print the schedules using the page setup options defined when the schedules were created, if the option is selected.
•
define the page setup options to be applied to all of the selected schedules, if the option is not selected.
Related Topics • The Desktop
6.2.10.1.1 To print a schedule 1. In the schedule editor, select File > Print > Other. The Print dialog box appears. 2. Select the required print settings. Note: In the Print settings for Schedule section of this dialog box accessed by clicking Edit print settings, the selected properties will apply to all items of the same object type, and not to all items appearing in the left section. 3. Click Page Setup. The Page Setup dialog box appears. 4. Select the page setup options. If you want to use the print settings defined when the schedule was designed, select the Allow print settings defined in schedules to override these settings option. Note: The Preview button does not enable you to view the current schedule. You can display the schedule's settings only. 5. Click OK. 6. You return to the Print dialog box. 7. Click OK to start printing.
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Related Topics • The Desktop
6.2.10.2 Printing sheets You can print the current sheet quickly by using the page setup defined when the schedule was created. Related Topics • Configuring a page for printing
6.2.10.2.1 To print the current sheet •
In the schedule editor, select File > Print > Active sheet.
6.2.11 Examples of schedules
6.2.11.1 Income Statement schedule The Income Statement schedule example is a data entry schedule created using a “style book” and initialized using elementary values.
6.2.11.1.1 Selection tab The Selection tab is as follows:
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The data source (Package amounts) is located in the schedule block. The Account dimension is initialized for each block with one single value. The Flow dimension is initialized for two column blocks with one single value. Empty blocks are inserted to improve the final layout.
6.2.11.1.2 Layout tab The schedule layout consists of the following objects: • Header • Footer • Schedule • Text Box
Header The schedule header is defined as follows:
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Border
Shading
Text field
Font
Position
Syntax
Arial, Normal, 8
Cell A2
>"Category: " & VALUE(T) !NAME & " - " & VALUE (T) !LDESC
Cell A3
>"Data Entry Period: " & VALUE(U) !NAME
Cell C2
>"Reporting unit: " & VALUE(E) !NAME & " - " & VALUE(E) !LDESC
Category
None
White
Left-aligned, Dark blue
Data Entry Period
None
White
Left-aligned, Dark blue
Arial, Normal, 8
White
Rightaligned, Dark blue
Arial, Normal, 8
Reporting unit
None
Currency
None
White
Rightaligned, Dark blue
Arial, Normal, 8
Cell C3
>"Currency: " & OBJECT (PACKAGE) !PK- DATEN CUR! NAME & " - " & OB JECT (PACK AGE) !PKDATEN CUR! LDESC
Share
None
White
Centered, Dark blue
Arial, Bold, 8
Cell B1
>DOC() !LDESC
Line
Bottom border, Single line, Dark blue
Cells A3 to C3, Bottom line
Footer The schedule footer is defined as follows:
Schedule
728
Border
Shading
Text field
Font
Position
Syntax
Top border, Single line, Dark blue
White
Left-aligned, Dark blue
Arial, Normal, 8
Cell A1
> "Schedule : " & DOC() !NAME
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Schedule The schedule body is defined as follows: Border
Shading
Text field
Font
Syntax
Row header: Analysis (1st column)
Left, Right, Up, Down, Dark blue
Off-white
Left-aligned, Dark blue
Arial, Normal, 10
> VALUE(A)!LDESC
Row header: Analysis (2nd column)
Left, Right, Up, Down, Dark blue
Off-white
Centered, Dark blue
Arial, Normal, 10
> VALUE(A)!NAME
Row header: Sub-total (1st column)
Left, Right, Up, Down, Dark blue
Light blue
Left-aligned, Dark blue
Arial, Italics, 10
> VALUE(A)!LDESC
Row header: Sub-total (2nd column)
Left, Right, Up, Down, Dark blue
Light blue
Centered, Dark blue
Arial, Italics, 10
> VALUE(A)!NAME
Row header: Total (1st column)
Left, Right, Up, Down, Dark blue
Dark blue
Centered, White
Arial, Bold, 10
> VALUE(A)!LDESC
Row header: Total (2nd column)
Left, Right, Up, Down, Dark blue
Dark blue
Centered, White
Arial, Bold, 10
> VALUE(A)!NAME
Column header: (1st row)
Left, Right, Up, Dark blue
Off-white
Centered, Dark blue
Arial, Bold, 10
> VALUE(M)!LDESC
Column header: (1st row)
Left, Right, Down, Dark blue
Off-white
Centered, Dark blue
Arial, Bold, 10
> VALUE(M)!NAME
The following data formats are used: Border
Data entry cell: Analysis
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Shading
Left, Right, Up, Down, Dark blue
Font
White
Syntax
Arial, Normal, 10
Data Type: real, horizontal alignment: Right, vertical alignment: Centered, Scale applied to data (1)
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Border
Data entry cell: Sub-total
Data entry cell: Total
Shading
Font
Left, Right, Up, Down, Dark blue
Left, Right, Up, Down, Dark blue
Syntax
Light blue
Dark blue
Arial, Italics, 10
Data Type: real, horizontal alignment: Right, vertical alignment: Centered, Scale applied to data (1)
Arial, Bold, 10
Data Type: real, horizontal alignment: Right, vertical alignment: Centered, Scale applied to data (1)
(1) "Scale applied to data" = applies the scale defined during data entry (e.g. /1000, to have amounts in thousands)
Text Box Border
Shading
Text field
Font
Centered, White
Demo Logo, Bold, 28
Syntax
X: 200.7; Y: 1.8 Business Objects logo
"Account
"Code
"Left, Up, Down, Dark blue
"Right, Up, Down, Dark blue
Off-white
Centered, Dark blue
Arial, Bold, 10
Width: 75.2; Height: 12.1 Position relative to Cell A1 (Up-Left)X: -131.9; Y: -17.3 Width: 105.2; Height: 13.1 X: 141.2; Y: 37.1
Off-white
Centered, Dark blue
Arial, Bold, 10
Width: 20.3; Height: 13.1
6.2.11.1.3 Run Schedule tab You must set the following values when you run the schedule: •
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•
Data Entry Period
Once you have selected a value for each of the above dimensions, the schedule appears:
6.2.11.2 Intercompany schedule The Intercompany schedule example is a data entry schedule created using a style book and initialized using a filter. It also contains linked schedules.
6.2.11.2.1 Selection tab The Selection tab is as follows:
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The data source is located in the schedule block, as is the Reporting Unit dimension. The Partner dimension is initialized along the row axis using a filter which enables you to display a list of partners belonging to the Group and another list of non-Group partners.
6.2.11.2.2 Layout tab The style book linked to the schedule is the same as the one defined in the Income Statement example. Linked Schedules You want to link the Income Statement schedule to the Intercompany schedule. In order to do this, you must: •
Open the Income Statement schedule
•
Select the Sales cell for flow F99
•
Select Edit > Cell > Link to...
•
Select the Intercompany schedule
6.2.11.2.3 Run Schedule tab You must set the following values when you run the schedule: •
Category
•
Data entry period
•
a Reporting unit
Once you have selected a value for each of the above dimensions, the schedule will appear.
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6.2.11.3 Schedule for entering conversion rates
6.2.11.3.1 Selection tab The data source (Conversion Rates) is located in the schedule block. The first row block is initialized using a filter which enables you to display all of the currencies in the database. The second row block is inserted to improve the final layout. The third row block is initialized using a reporting unit filter and enables you to display all of the currencies in the database for those reporting units. The column blocks are initialized using the following basic values: Opening rate, Closing rate, Average rate and Average rate N-1.
6.2.11.3.2 Layout tab The style book linked to the schedule is the same as the one defined in the Income Statement example, except the schedule header that only displays the period and version.
6.2.11.3.3 Run Schedule tab You must set the following values when you run the schedule: •
Version
•
Period
Once you have selected a value for each of the above dimensions, the schedule appears.
6.2.11.4 Intercompany Reconciliation Schedule (Seller/Buyer)
6.2.11.4.1 Selection tab The Selection tab is as follows:
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The data source (Intercompany Reconciliation – Amount in source currency) is placed in the schedule block, as are the Category, Data Entry Period, Scope, Variant, Consolidation Currency and Reconciliation Variant dimensions, all initialized using a value to be set. The Reporting Unit and Partner dimensions are initialized using all values and totaled. The row block contains the Reconciliation Rule and Seller and Buyer dimensions which are initialized using all values and analyzed. The column blocks contain: •
•
A data source other than the one in the schedule block: •
In column A, Intercompany Reconciliation – Amount converted by the seller.
•
In column B, Intercompany Reconciliation – Amount converted by the buyer.
•
In column C, Intercompany Reconciliation – Difference in intercompany amounts converted.
The Flow dimension, initialized using the values in F99.
6.2.11.4.2 Layout tab The style book linked to the schedule is the same as the one defined in the Income Statement example.
6.2.11.4.3 Run Schedule tab You must set the following values when you run the schedule: •
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•
Data entry period
•
Scope
•
Variant
•
Display currency
•
Reconciliation Variant
Once you have selected a value for each of the above dimensions, the schedule appears.
6.2.11.5 Schedule for retrieving a journal entry
6.2.11.5.1 Selection tab The Selection tab is as follows:
The Number dimension is placed in the schedule to create a multi-sheet schedule. The schedule will have one sheet for every journal entry in the database. The Geographical Origin dimension is compulsory for all types of journal entries.
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Note: The Reporting Unit dimension is compulsory for all types of preconsolidated journal entries. All of the analysis dimensions must be placed in the row block using the All or No Values selection method. The schedule can then be used for all types of analysis.
6.2.11.5.2 Layout tab The schedule has three columns: •
The first column (A) retrieves data from the database. It is hidden.
•
The second displays debit amounts. To do this, there is a cell formula which tests if the account and amount are debit or credit. It is as follows: = IF (( [A in (SIGN=D)] AND A4 >= 0 ) ; A4 ; IF (( [A in (SIGN=C)] AND A4 0) or the previous nth quarter (n0) or the previous nth semester (n0) or the previous nth year (n DIM(ACCOUNT) !LDESC & " : " & VALUE(ACCOUNT) !LDESC & " - " & VALUE(ACCOUNT) !NAME &" , "& VALUE(ACCOUNT) !CLASS !LDESC Run Schedule tab Account: Sales – R010T , Income
Example B Selection tab
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Layout tab General header
>DIM(ACCOUNT) !LDESC &'' : ''& FILTER(ACCOUNT) !LDESC
Grouping header
>CHARAC(ACCOUNT ;CLASS) !LDESC &'' : ''& CHARACINIT(ACCOUNT ;CLASS) !LDESC
Analysis
>VALUE(ACCOUNT) !LDESC
Grouping total
>''Total''&CHARACINIT(ACCOUNT ;CLASS) !LDESC
General total
>''TOTAL''
Run Schedule tab General header
Account: All accounts
Grouping header
Type: Asset Clients
Analysis Stocks … Grouping total
Total Assets
Grouping header
Type: Result Sales
Analysis Cost of Sales ... Grouping total
Total P&L
….
…
General total
TOTAL
Example C Selection tab
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Layout tab >DIM(MOVEMENT)!LDESC &'' : ''& FORMULA(MOVEMENT) !NAME Run Schedule tab Flow: CONTROL
Example D Selection tab
Layout tab You want to display information corresponding to the initialization when you ran the schedule. You can therefore anticipate the choice of selection method by configuring a dynamic syntax using the current initialization. Header
> CURCHARAC(ACCOUNT) !LDESC & '' : '' & CURINIT(ACCOUNT) !LDESC
Analysis
>VALUE(ACCOUNT) !LDESC & '' - '' & VALUE(ACCOUNT) !NAME
Total
> ''TOTAL'' & CURINIT(ACCOUNT) !LDESC
Run Schedule tab •
Set a selection method by characteristic and select P&L account type: Header
Type: Result Sales – R010T
Analysis Cost of Sales - R0200... Total
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•
Set the selection method using a filter and select the P&L filter: Header
Result Sales – R010T
Analysis Cost of Sales - R0200... Total
TOTAL P&L
Example E Selection tab
Layout tab You want to display information corresponding to the initialization when you ran the schedule. You can therefore anticipate the choice of selection method by configuring a dynamic syntax using the current initialization for the product dimension and define the language for grouping under the Segment characteristic. General header
> CURCHARAC(ACCOUNT) !LDESC & '' : '' & CURINIT(ACCOUNT) !LDESC
Grouping header
>CHARAC(PRODUCT ;SEGMENT) !LDESC &'' : '' CHARACINIT(PRODUCT ;SEGMENT) !LDESC
Analysis
> VALUE(PRODUCT) !LDESC & '' - '' & VALUE(PRODUCT) !NAME
Grouping total
> ''Total '' & CHARACINIT(PRODUCT ;SEGMENT) !LDESC
General total
> ''TOTAL'' & CURINIT(PRODUCT) !LDESC
Run Schedule tab Set the selection method by characteristic and select the Media group:
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General header
Group: Media.
Grouping header
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Computers Analysis Laptops... Grouping total
Total Micro-Computers
Grouping header
Segment: Audio/Visual equipment DVD player
Analysis CD player... Grouping total
Total Audio/Visual equipment
General total
TOTAL Media
6.2.12.5 Cell formula syntax
6.2.12.5.1 Data IDs Data IDs are dimension values which are combined to identify data. They are stored in a list between braces and separated by semi-colons. {; ; ; …}
Syntax for initializing dimensions •
Uninitialized dimension: #
•
Reference to an elementary code: =
•
Reference to an aggregated OBJECT filter: sum FILTER
•
Reference to a broken down OBJECT filter: in FILTER
•
Reference to a characteristic value: SUM (CARAC = CARAC value code)
Example: The following type of syntax: [DIM in (CARAC=Characteristic value)] is used to take into account all of the dimension values with the same value for the CARAC characteristic.
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Example: [AC in (sign = +)] is used to take all of the credit accounts into account.
Filter Specifications Filter Specifications: •
By filter code:
•
By list of elementary codes: (; ; ...).
•
By characteristic: ( = )
•
Characteristic code different from: ( = )
•
Filter for all: % Example
Comments
{ ACCOUNT = C01 }
Accounts whose elementary code is C01.
{ ACCOUNT in ASSETS }
Accounts contained in the ASSETS filter.
{ ACCOUNT in ( C01; C02; C03; C10 ) }
Accounts contained in the list of elementary values.
{ REP UNIT in ( COUNTRY = FRANCE ) }
All reporting units with the Country characteristic set as France
{ REP UNIT in % }
All reporting units.
{ ACCOUNT = TOTASSETS; M in % } = { A sum ASSETS}
For each flow, the TOTASSETS account is calculated by totaling all of the asset accounts.
6.2.12.5.2 Constants
Numerical constants Integers or decimals can appear as constants in the formulas. Example: Relative integers: 10, -15 ;Decimals: 10.235, -14.6.
N/A N/A indicates that a total has not been entered or an error has occurred during calculation.
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Example: If you enter 1/0, the result will be N/A.
6.2.12.5.3 Operators There are four classes of operator (listed in descending order of importance): • Arithmetic operators • Comparison operators • Logical operators • The conditional operator IF
Arithmetic operators The arithmetic operators include: •
Raise to the power of (^)
•
Negative (- one term only)
•
Multiplication (*) and division (/)
•
Mod (%)
•
Addition (+) and subtraction (- two terms)
Comparison operators The comparison operators include: •
Equals (=)
•
Different from ()
•
Less than ()
•
Less than or equal to (=)
Logical operators The logical operators include: • NOT • AND • OR
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The conditional operator IF The syntax for formulas is as follows: IF(; ; ) Example: IF({ACCOUNT=R1; FLOW=F99}>{ACCOUNT=R3; FLOW=F99}; R02=R03+R01; R02=0
Example: IF({ACCOUNT in (COUNTRY = POL)} ; 1 ; 0) where ACCOUNT is the dimension code, COUNTRY is the characteristic code, POL is the characteristic value, 1 is the value that will be displayed if the condition is true, 0 is the value that will be displayed if the condition is false.
6.2.12.5.4 Functions
Mathematical functions
765
Syntax
Comments
Example
SIN()
Sine
SIN({A=R10})
COS()
Cosine
TAN()
Tangent
SQRT()
Square root
LOG()
Logarithm (base 10)
EXP()
Exponential
ABS()
Absolute value
ROUND()
Value rounded to the closest integer
ROUND(-3.75) -> -4
TRUNC()
Value rounded to integer by removing numbers after decimal point
TRUNC(-3.75) -> -3
FLOOR()
Next lowest integer
FLOOR(-3.25) -> -4
CEILING()
Next highest integer
CEILING(-3.25) -> -3
POWER(; )
X to the power of y
POWER({A=110}, 2)
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Syntax
Comments
Example
MIN( ; )
Smallest value
MIN(-2, 1) -> -2
MAX( ; )
Greatest value
MAX(-2, 1) -> 1
SIGN()
Sign of expression (+1, -1, or 0)
SIGN(-3.25) -> -1SIGN(0) -> 0
Special functions EXIST() Existence test. Example: The predicate EXIST({AC=R10}) is TRUE if {AC=R10} exists and FALSE if it does not. •
IF(EXIST({AC=R10}); ; )
•
IF(NOT(EXIST({AC=R10}); ; ))
EXIST_COMMENT() Tests whether data ID has a comment. Can only be used by the controls. Example: The predicate EXIST_COMMENT({AC=R10, FL=F00}) is TRUE if a comment has been added to {AC=R10, FL=F00} and FALSE if no comment has been added.
ISNULL(; ) If expression 1 is N/A, it will be replaced with the value of expression 2. Example: ISNULL(N/A; 4) produces 4 and ISNULL(3; 4) produces 3.
EXIST_OPBAL() Tests whether package has an opening balance and is TRUE or FALSE (not customized). Note: All package opening balances are tested, not just those which are linked to an indicator.
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Dimension value tests Syntaxes •
[ ] where can be "=", "", "="
•
[ VALUE() ]
•
[ in ]
The dimension value is tested in the result (or the factor if it is a control). •
>[DP > 97.12] is true if the data entry period is after December 97.
•
>[RU in (CO = FRANCE)] is true if the reporting unit is in France.
•
>[PARTNER in Filter] is true if the partner of the result (or factor) is contained in the filter.
•
This syntax produces breakdown data calculated in different ways in the same dimensional analysis. For example, if {AC = C01; FL = F00} is broken down by partner, you can write: {AC = C01; FL = F00; PA in %} = IF ([PA in Filter]; {FL = F99}; {FL = F80}) You can even use a trigger condition if you want data to be entered manually in part of the dimensional analysis:
•
- Trigger Condition: [PARTNER in Filter]
•
- Expression: {ACCOUNT = C01 ; FLOW = F00 ; PARTNER in %} = {FLOW = F99} Here, only the partners present in the filter will be calculated. You can also differentiate formulas using the Audit ID (although this dimension cannot be included in a Data ID in a category scenario formula).
VALUE(): "value taken by a dimension" function This function is used to retrieve the value taken by the dimension (formula) or the factor (control).
Access to operation tables/Client tables You can access operation tables using a formula. Syntax: ! {; ;...} Example: {ACCOUNT=A100; FLOW=F00}={ACCOUNT=A150}*{EXRATE!EXRATE{EXHENTITY=VALUE(E); EXHPERIOD=VALUE(P); EXHVERSION=REEL; EXHCURRENCY=VALUE(C); EXHTYPE=TC}
6.2.12.6 Linked schedules: transferring initialization contexts
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The following table summarizes the transmission of initialization contexts when schedules are linked. Source cell Target schedule
Elementary value (1)
Totaled filter (2)
One value only
Transfer source value
The application requests the value
•
•
Transfer source filter
•
Itemized filter
Filter - To be set, Itemized
Row or Column blocks
•
Initialization by Transfer source value
Schedule block
Filter - To be set, Aggregated
Row or Column blocks Schedule block
•
•
Initialization by Transfer source value
•
Initialization by characteristic
•
Transfer characteristic code
•
Itemized characteristic
•
Initialization by characteristic
•
Transfer characteristic code
•
Itemized characteristic
•
The application prompts you to select a sheet
Transfer source filter
•
Aggregated filter
•
Initialization by characteristic Transfer characteristic code Aggregated characteristic
•
Transfer source filter
•
Itemized filter
•
• • •
Totaled characteristic (3)
The application prompts you to select a sheet
•
Filter set itemized
768
Row or Column blocks
Hierarchy
Transfer source value: hierarchy starting point
No context transfer: the target filter is set and itemized.
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Source cell Elementary value (1)
Target schedule
Schedule block
If the source value belongs to the target filter: • Initialization by •
Totaled filter (2)
Totaled characteristic (3)
Hierarchy
No context transfer: the target filter is set and itemized; the application prompts you to select a sheet
Transfer source value If not: no context transfer:
Filter - Set, Aggregated
769
•
the target filter is set and itemized.
•
The application prompts you to select a sheet
No context transfer: the target filter is set and aggregated
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Source cell Target schedule
Characteristic - To be set, Itemized
Row or Column blocks
Elementary value (1)
Totaled filter (2)
•
Transfer source value's characteristic code
The application prompts you to select a characteristic and itemizes it
•
Itemized characteristic
Totaled characteristic (3)
Hierarchy
If the source characteristic is the same as the target characteristic: • Transfer source characteristic code •
Itemized characteristic If not: the application prompts you to select a characteristic and itemizes it
Schedule block
770
•
Initialization by
•
Transfer source value (dimension code)
The application prompts you to: • select a characteristic and itemizes it •
select a sheet
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Source cell Target schedule
Elementary value (1)
Totaled filter (2)
Totaled characteristic (3)
Hierarchy
If the source characteristic is the same as the target characteristic: • Transfer source characteristic code •
Itemized characteristic If not: the application prompts you to:
771
•
select a characteristic and itemizes it
•
select a sheet
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Source cell Target schedule
Characteristic - To be set, Aggregated
Row or Column blocks
Elementary value (1)
Totaled filter (2)
•
Transfer source value's characteristic code
•
Aggregated characteristic
The application prompts you to select a characteristic and aggregates it
Schedule block
Totaled characteristic (3)
Hierarchy
If the source characteristic is the same as the target characteristic: • Transfer source characteristic code •
Aggregated characteristic If not: the application prompts you to select a characteristic and aggregates it
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Source cell Elementary value (1)
Target schedule
Characteristic - Set, Itemized
Row or Column blocks Schedule block
Totaled filter (2)
Totaled characteristic (3)
Hierarchy
No context transfer: the target characteristic is set and itemized If the source characteristic code is the same: • Initialization by •
No context transfer: the target characteristic is set and itemized; the application prompts you to select a sheet
Transfer source value (dimension code) If not: no context transfer
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•
the target characteristic is set and itemized
•
The application prompts you to select a sheet
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Source cell Target schedule
Selection - To be set, Itemized
Row or Column blocks
Schedule block
Selection - To be set, Aggregated
Data source To be set
Row or Column blocks Schedule block
Elementary value (1)
Totaled filter (2)
Totaled characteristic (3)
•
Initialization by
•
Initialization by
•
• •
Transfer source value
Transfer source filter
Initialization by characteristic
•
Transfer characteristic code
•
Itemized characteristic
•
Initialization by characteristic
•
Initialization by
•
Transfer source value
•
Initialization by
•
Transfer source value
•
Itemized filter
•
Initialization by
•
Transfer source filter
•
The application prompts you to select a sheet
Transfer characteristic code
•
The application prompts you to select a sheet
•
Initialization by characteristic
•
Transfer characteristic code
•
Aggregated characteristic
•
•
Initialization by
•
Transfer source filter
•
Aggregated filter
Hierarchy
Transfer data source code If certain dimensions are necessary (for example, Scope), the application transfers them from the source or will request them if they are not available.
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Source cell Elementary value (1)
Target schedule
Hierarchy to be set
Row or Column blocks
Hierarchy
Totaled filter (2)
Totaled characteristic (3)
Hierarchy
If the target schedule contains the same hierarchy, it will be initialized with the following values: • Starting point: identical to the starting point selected when the source schedule was run •
From level: identical to the level selected in the linked cell in the source schedule
•
To level: all levels in the hierarchy
One Value Only: To be set Includes the element of the hierarchy from which the link is made
(1) the following source cells are affected by the Elementary Value column: •
Cells initialized by selection method
•
Cells in breakdown rows initialized using selection methods
. , Characteristic,
and
.
(2) the following cells are affected by the Totaled filter column: •
Cells in rows totaled and initialized using selection methods
•
Cells in total and header rows initialized using selection methods
,
and ,
. and
.
(3) The following cells are affected by the Totaled characteristic column: •
Cells in rows totaled and initialized using the Characteristic selection method.
•
Cells in header and total rows initialized using the Characteristic selection method.
6.3 Category Builder
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6.3.1 Introduction to the Category Builder view The Category Builder view contains a list of the available category scenarios and their main properties. You can create and manage category scenarios in this view. Use the editor to define the objects which make up a category scenario. Note: The reporting ID filter enables you to limit the display to the category scenarios used by the reporting IDs selected in the filter. Several display templates are available for this view. These templates enable you to display certain category scenario properties in column form. If you select the Data entry environment display template, for example, the properties defined in the Data entry environment tab of the category scenario editor will be shown on the Desktop. To access the Category Builder view, click on Category Builder in the Setup domain. Related Topics • Standard and Expanded modes
6.3.2 Objects in the Category Builder view The objects in the Category Builder view of the Setup domain include:
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•
Category scenario
•
Chart of accounts
•
Options
•
Periods
•
Account families
•
Dimensional analyses
•
Formulas
•
Controls
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6.3.2.1 Category scenario A category scenario defines the following: •
•
The data entry environment, meaning the structure of the data managed by the application: •
for entering data in the package via schedules or journal entries
•
for “central manual journal entries”
The different types of automatic data processing involved in “consolidation” •
converting data
•
impacting “scope” changes on data
•
applying the consolidation rates selected for the flows
•
The automatic generation of opening balances
•
The controls which will be run on the following: •
Packages
•
Validity of manual journal entries
A category scenario is created by pairing a version with a category. Related Topics • Category • Version
6.3.2.1.1 Category A category corresponds to the type of data “reported” periodically. The category is one of the main dimensions in the database. Note: You can define categories in the Category Builder or Dimension Builder views in the Setup domain. Example: Category examples: long-term plan, budget, statutory consolidation. Related Topics • Category
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6.3.2.1.2 Version The version number is one of the items identifying a category scenario. It allows you to define several versions of category scenario for the same category. Note: You can define versions in the Category Builder or Dimension Builder views in the Setup domain. Tip: By defining versions as the years 2001, 2002 you can specify the time periods to which the category scenarios refer.
6.3.2.2 Chart of accounts The chart of accounts is a hierarchical representation of the accounts assigned to the category scenario. You can organize the hierarchy of accounts used in the category scenario and their calculation properties. You organize the accounts by dragging and dropping them. Organizing accounts into a hierarchy enables you to perform rollup calculations on local or consolidated data. This type of organization also enables you to define the properties of an account and automatically assign these properties to its sub-accounts. Hierarchies are classed by category scenario and by version. Related Topics • Chart of accounts step
6.3.2.3 Options The options are used to specify: •
how to define the incoming, outgoing, change in consolidation rate and merger flows and the filters for the associated accounts
•
the consolidation rates selected for the flows
•
the dimension used for conversions based on a transaction currency
These options ensure that the relevant mechanisms are run at the start of a consolidation processing.
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Conversions (Transaction currencies tab) Conversion processing is used to specify a conversion which is based on a transaction currency, not the data entry currency. This conversion mode is linked to a breakdown by transaction currency. Scopes (Changes to scope tab) You can determine which flows and accounts (for example, balance sheet data) will be impacted by the automatic data processing managed by the software: during scope changes (incoming companies, outgoing companies, changes in consolidation method, merger, changes in consolidation rates) and whether packages of reporting units consolidated using the equity method will be kept. Consolidation rate (Changes to consolidation method tab) You can specify the consolidation rates (opening, closing) you want to apply to the flows during “consolidation”. Related Topics • Options step
6.3.2.4 Periods Defining data entry periods enables you to specify the first month of the data entry period as well as the periods in which you can enter data. The data entry period represents the date on which the information is entered for all of the defined periods, for example if the budget for 2004 is drawn up in October 2003, the data entry period is 2003.10. The period is the timeframe to which the entered amounts apply, for example, the three year plan is entered in 2003.12 for the periods 2004.12, 2005.12 and 2006.12. The first month of the data entry period enables the application to interpret the period syntax and work out the first and last month of the year and the end of a quarter or half-year. A category version can be for one period only (the data only refers to one period in each data entry period) or for several periods (if the data refers to more than one period in a data entry period). Example: The information was entered in December 2003 for each of these categories, meaning the categories have the same data entry period. However, the periods are not the same.
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•
For the reporting category, the data refers to December 2003.
•
For the monthly budget, the data refers to the 12 months of the year 2004.
•
For the five year plan, the data refers to the next five years.
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Data Entry Period: 2003.12
2003.12
Single-period reporting category
Monthly budget category
Five year plan category
100
2004.01
10
2004.02
15
2004.03
25
...
...
2004.12
200
Period 200
2005.12
300
2006.12
400
2007.12
500
2008.12
600
6.3.2.4.1 Period calculations You can automatically create formulas for calculating year to date totals based on monthly figures (and vice versa). Example: You can enter year-to-date accounts. Therefore, if users want to calculate monthly data in the category for actual monthly figures, they only need to specify the month flow, the year to date flow, the accounts which are calculated by month and the data entry period/period pair where the previous year to date total can be found. The formulas are then created automatically.
6.3.2.5 Account families An account family is a standardized group of accounts authorized for a category scenario. These accounts have the same flows and contain the same type of data (such as conversions and consolidation). Account An account is one of the main dimensions that include:
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•
financial or management accounts
•
physical or statistical indicators
Indicator In SAP BusinessObjects Financial Consolidation, an indicator is an account/flow pair which can be analyzed. Flow A flow is a movement or balance in an account. Linking a flow to an account enables you to see exactly what the amounts in an account represent. Example: The purchase flow in the tangible fixed assets account indicates an increase in tangible fixed assets.
6.3.2.6 Dimensional analyses You might need to analyze an amount by breaking it down, for example, when reconciling accounts or breaking down sales by product. To do so, you must associate analysis dimensions with indicators. The dimensional analysis describes the analysis levels and dimensions used to break down the data. Example: An amount can be broken down by Partner and by Partner/Country/Currency.
6.3.2.7 Formulas You can use formulas to calculate data and enter the results automatically. There are two different types of formulas: •
Manual formulas which are defined by the user
•
Automatic formulas which are automatically created when the dimensional analyses are customized
Manual formula A manual formula is made up of data IDs (which define the dimension values of the data in the formula) which are linked by operators (such as: +,-,*,/) or functions (such as: IF, ABS).
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Set of formulas The same types of manual formula are grouped by set. This makes it easier to consult and store them.
6.3.2.8 Controls You use controls to test whether the data is valid. These controls are run on different types of data: •
Package data
•
Manual journal entries
You can define these controls: •
Manually
•
Automatically, in some dimensional analyses
Example: You can, for example, use a control to check that the profit on the balance sheet is equal to the profit in the income statement in financial consolidation packages. Related Topics • Control levels • Subset of controls • Sets of controls
6.3.2.8.1 Control levels Controls are arranged in a hierarchy so that the most important information can be checked first followed by additional information. In order to facilitate this process, the controls are arranged by type into levels; for example, basic accounting controls, intercompany controls. A ranking is assigned to each control level.
6.3.2.8.2 Subset of controls A subset of controls represents a list of controls grouped together by the type of check that they run; for example, subset of controls to check the balance sheet.
6.3.2.8.3 Sets of controls A set of controls is made up of all of the basic controls and subsets of controls which can be run on a package. The controls and subsets of controls are arranged in a set in the order in which they are run.
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6.3.3 Steps for defining a category scenario in the Category Builder view There are ten steps to defining a category scenario: 1. Definition step In this step you define the descriptions, category and version of the category scenario. The security information (owner site and group) are hidden when the object is opened but can be displayed and changed on this page. 2. Chart of Accounts step In this step, the accounts are presented as a hierarchical chart of accounts. You can organize the hierarchy of accounts used in the category scenario and their calculation properties here. You organize the accounts by dragging and dropping them. 3. Options step This step contains the general options which apply to the category scenario. These options define the various functions which will be managed in the view. This will make it easier to work with the windows and dialog boxes displayed in the editor. There are more options available in expanded mode. 4. Periods step This step is used to manage the initialization sources, Period/YTD figures and the periods for which you need to enter data. 5. Account families step In this step, you create groupings called account families of the accounts contained in the Chart of Accounts. Note: This step is only available in expanded mode. In a category scenario open in standard mode, the account families created by default can only be accessed in read-only mode. 6. Flows behavior step In this step, you assign flows to the account families created in the Account families step (thereby creating account family-flow pairs) and you define the properties of the flows in each account family. 7. Dimensional analyses step In this step, you link the dimensional analyses to account family-flow pairs and you define how the dimensions behave in the configuration. 8. Formulas step This step contains the manual and automatic formulas set up in the category scenario. The formulas are grouped into sets.
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9. Controls step This step contains the manual and automatic controls set up in the category scenario. They are grouped into subsets of controls, which are in turn organized into sets of controls. 10. Validation report step This step enables you to check that the category scenario is valid and does not contain any errors before you distribute it. Related Topics • Definition step • Chart of accounts step • Options step • Periods step • Account families step • Flows behavior step • Dimensional analyses step • Formulas step • Controls step • Validation report step
6.3.4 Standard and Expanded modes There are two customization modes: •
Standard mode
•
Expanded mode. Expanded mode contains all of the options, especially those that govern how flows are managed.
Depending on the level of detail you need to configure your category scenario, you can use either the standard or the expanded mode. Note: When migrating from version 9.1.2 or before to SAP BusinessObjects Financial Consolidation, the category scenario is automatically converted to expanded mode. Standard mode is applied to all new category scenarios. Standard mode characteristics The standard mode provides users with a simplified configuration interface made up of the following steps: •
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charts of accounts: period manager and conversion properties linked to the reporting units.
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The account family/flow pairs will be built automatically and you will not be able to change them. One or two flows will then be used by the application (Year to date and period value). •
periods: choice of period from a predefined list that can be changed
•
dimensional analyses: an account can only be assigned to one single analysis (for all of the flows in the analysis)
As a result, you cannot access the more advanced flow management options (such as opening balances, change of scope). In standard mode, you can design a simple single period or multiperiod category scenario by configuring only the chart of accounts hierarchy and the properties used to perform the aggregate calculations. In this mode, you define the calculations, periods, dimensional analyses, formulas and controls. The flow breakdowns are not available and everything is configured using the "All flows" value by default. Expanded mode characteristics From the Chart of accounts step up to the Controls step, you can select the expanded mode by clicking on the Expanded mode button. In this case, you will be able to define account families/flow pairs and periods freely in the Flows behavior step. You will also be able to break down the dimensional analyses by flow. Other options, which are grayed out in standard mode, are also available in the other steps. Changing from standard mode to expanded mode Caution: Once you switch to expanded mode, you cannot go back to working in standard mode. •
When you create a new category scenario, it is in standard mode by default. You can switch to expanded mode, if required. You can also show the options that are available in expanded mode while remaining in standard mode: use the Show expanded mode options and Hide expanded mode options buttons.
•
When you migrate a category scenario from version 9.1.2 or before, it will automatically be available in expanded mode. You cannot go back to standard mode.
•
When you save a category scenario in standard mode, it will appear in standard mode the next time you open it.
6.3.5 The category scenario editor You can define the objects making up a category scenario in the category scenario editor.
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This editor is made up of different steps to make it easier to customize the category scenario. You can navigate through the steps by using the buttons the left hand side of the screen.
and
or by selecting a step in the bar on
There are nine steps to defining a category scenario, each containing specific options. You can create, copy, validate, print and delete category scenarios. Related Topics • Managing objects using the object editor • Steps for defining a category scenario in the Category Builder view
6.3.5.1 Copying a category scenario You can copy the information contained in a category scenario into a new one. This procedure is useful for building a category scenario. It enables you to transfer the entire customization of an existing category scenario (such as analyses and controls) to a new one and then to change it. Example: This procedure might be particularly useful if you are working with: •
a category scenario whose version changes.
•
a reporting category created using a statutory consolidation category.
•
a budget category created using a reporting category.
6.3.5.1.1 To copy a category scenario 1. Open the category scenario you want to copy. 2. In the editor of the category scenario you want to duplicate, select File > Save As. The "Save As" dialog box appears. 3. Change the category and version of the new category scenario. 4. Click OK. Note: You cannot save a category scenario using the ID (Category-Version) of an existing category scenario. This means that you cannot replace the configuration of an existing category scenario by saving a category scenario in this way.
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6.3.5.2 Validating and distributing a category scenario When you validate a category scenario, it is saved automatically. A series of controls is then triggered on the category scenario and its syntax is checked. The errors or warnings generated as a result of these controls are stored in a validation report. When you distribute a category scenario, it can be used. The distinction between validating and distributing enables you to create and work with a category scenario without disturbing any processing already underway. If you do not distribute the category scenario, none of its properties or data (such as account families) will be processed by the application. A category scenario cannot be distributed until it has been validated. Note: When in the Desktop, you can select several category scenarios at the same time in order to validate and distribute them. In standard mode, once the category scenario has been successfully validated, it is distributed automatically. Related Topics • Validation report step
6.3.5.2.1 To validate a category scenario in the Desktop 1. Select the category scenario(s) you want to validate. 2. Select Actions > Validate. A confirmation message appears. 3. Click OK.
6.3.5.2.2 To distribute a category scenario in the Desktop 1. Select the category scenario(s) you want to distribute. 2. Select Action > Distribute. A confirmation message appears. 3. Click OK.
6.3.5.3 Printing a category scenario
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You can print: •
The list of category scenarios displayed in the Desktop.
•
The properties of a given category scenario in the Desktop or editor.
Related Topics • Printing Desktop objects
6.3.5.4 Printing lists of objects You can print filtered lists of the following objects: • • • • • •
Accounts Account families Dimensional analyses Formulas Controls Validation reports
6.3.5.4.1 To print a filtered list of objects 1. Navigate to to the step containing the objects for which you wish to print a filtered list: To print a list of these objects...
Go to step...
Accounts
Chart of accounts or Account families
Account families
Account families
Dimensional Analyses
Dimensional analyses
Formulas
Formulas
Controls
Controls
2. In the step you have chosen, create a filter in the list of objects by clicking in the column headers of the list and choosing Filter from the contextual menu. Dropdown filter lists appear under each column heading of the list. 3. Configure your filters. Only the filtered list of objects is now displayed in the list.
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Note: You can add columns to the list in order to define additional filters by right-clicking in the column headers of the list and choosing Columns from the contextual menu. In the View tab in the "Grouped Columns" dialog box, add the columns you require to the Visible columns list and click OK. 4. Right-click anywhere in the filtered list and select Print list from the contextual menu. The "Print" dialog box opens. 5. Configure your printing options and click OK. The filtered list of objects is printed. Related Topics • To export a filtered list of formulas • To export a filtered list of controls
6.3.5.5 To delete a category scenario 1. In the Desktop, select the category scenario you want to delete. Note: If a category scenario is being used on a live project, you must not delete it otherwise the project can no longer be carried out: you will no longer be able to access packages or run consolidations. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes to confirm the deletion.
6.3.6 Defining a category scenario
6.3.6.1 Definition step In the Definition step, you identify the category scenario by defining the category, version and its descriptions.
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6.3.6.1.1 To identify a category scenario in the Definition step 1. In the Desktop, select File > New. The Definition step of the category scenario editor appears. 2. Select the Category and Version of the category scenario. 3. Enter the short and long descriptions. Tip: If required, you can save and close the category scenario once you have entered the category and version, and define the rest of the settings later. 4. If you want to change the owner group, click the Show security settings button. The security information appears. 5. Change the Owner Group if required. 6. Click Next to go on to the Chart of Accounts step.
6.3.6.2 Chart of accounts step In the Chart of Accounts step, the accounts are presented as a hierarchical chart of accounts. You can organize the hierarchy of accounts used in the category scenario and their calculation properties here. Figure 6-9: Setup > Category Builder > Chart of accounts
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The page is split into three areas: 1. On the left, the graphical representation of the hierarchy of accounts. 2. At the bottom (if you have clicked Excluded accounts) the accounts which are contained in the Accounts table of the Dimension Builder view but which are not present in the category scenario. 3. On the right, spread across two tabs, the calculation properties and authorization comments linked to the accounts. Organizing accounts into a hierarchy enables you to perform rollup calculations on package and consolidated data. This type of organization also enables you to define the properties of an account and automatically assign these properties to its sub-accounts. The account hierarchies are therefore stored in each version of the category scenario. Related Topics • Defining an account rollup rule • Building a Chart of Accounts • To find an item in the hierarchy • Configuring the default environment for accounts in the chart of accounts • Defining the calculation properties for the accounts in the chart of accounts
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6.3.6.2.1 Building a Chart of Accounts A hierarchical Chart of Accounts can be defined in three ways: •
Defining the account hierarchy in the chart of accounts: manually define the hierarchy by dragging and dropping the accounts.
•
Initializing an account hierarchy that is present in the Dimension Builder: is used to include an existing hierarchy by importing it from the Dimension Builder view.
•
Initializing an account hierarchy used in another category scenario: to reuse a hierarchy that already exists in another category scenario.
Note: You can make changes to the hierarchical chart of accounts after it has been initialized via either the Dimension Builder view or another category scenario. Related Topics • Building a chart of accounts
Building a chart of accounts The category scenario already contains accounts
The category scenario is empty
Standard mode
Select from Dimension Builder A hierarchy is applied to a category scenario.
792
The hierarchy is created using the Dimension Builder hierarchy. The properties inherited from the parent account are used for the new accounts added to the category scenario.
Expanded mode
The hierarchy is created using the Dimension Builder hierarchy. The default properties are used for the new accounts added to the category scenario.
Standard mode
Expanded mode *
The previous hierarchy is replaced with the hierarchy taken from the Dimension Builder.
The previous hierarchy is reorganized using the hierarchy taken from the Dimension Builder.
The properties of the hierarchy accounts which already existed in the category scenario are kept. The default properties are used for the new accounts added to the category scenario.
The properties of the hierarchy accounts which already existed in the category scenario are kept. Accounts are not added to or removed from the hierarchy.
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The category scenario already contains accounts
The category scenario is empty
Copy from existing category scenario A hierarchy is exported from a source category scenario to a target category scenario.
The hierarchy is created using the hierarchy of the source category scenario.
The hierarchy is created using the hierarchy of the source category scenario.
The properties of the source category scenario's accounts will be transferred to the target category scenario's accounts.
The properties of the source category scenario's accounts will be transferred to the target category scenario's accounts.
The previous hierarchy is replaced with the hierarchy taken from the source category scenario.
The previous hierarchy is replaced with the hierarchy taken from the source category scenario.
The properties of the source category scenario's accounts will be transferred to the target category scenario's accounts.
The properties of the source category scenario's accounts will be transferred to the target category scenario's accounts.
* Both of these scenarios mainly occur when a category scenario is migrated from a previous version.
Defining the account hierarchy in the chart of accounts You can manually define the hierarchy by dragging and dropping the accounts and the aggregated items.
To show the accounts excluded from the chart of accounts •
In the Chart of Accounts step, click the Excluded accounts button. The accounts that are present in the Dimension Builder but are excluded from the chart of accounts appear in the Accounts excluded from the chart of accounts section.
To define the account hierarchy manually 1. In the Accounts excluded from the chart of accounts section, select the accounts you want to include in the chart of accounts. Tip: You can select several accounts at the same time by holding the CTRL key down. 2. Drag them to the Chart of Accounts section.
Initializing an account hierarchy that is present in the Dimension Builder You can use an existing hierarchy by importing it from the Dimension Builder view.
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To use an account hierarchy that is present in the Dimension Builder 1.
In the Chart of Accounts section, click the
button.
The "Create Chart of Accounts Hierarchy" dialog box appears. 2. Select Select from Dimension Builder. 3.
Click the
button next to theHierarchy field.
The "Select item: Characteristic" dialog box appears. Note: Only the characteristics specified as being available in hierarchy mode appear. The option Available in the hierarchy set in the Dimension Builder view must be activated. 4. Choose the characteristic that you want to apply and click OK. The "Select item: Characteristic" dialog box closes. 5. Click OK in the "Create Chart of Accounts Hierarchy" dialog box. The hierarchy is imported into the Chart of Accounts. Caution: There is no permanent dynamic link between the Dimension Builder and the category scenario. The link only exists when you create the hierarchical set of accounts. As a result, any changes made to characteristic values in the Dimension Builder view after you have created the category scenario do not affect the existing hierarchies in the category scenario.
Initializing an account hierarchy used in another category scenario To build your hierarchy, you can also take one that is used in another category scenario.
To take an account hierarchy used in another category scenario 1.
In the Chart of Accounts section, click the
button.
The Create Chart of Accounts Hierarchy dialog box appears. 2. Select Copy from existing category scenario. 3. Select the Category scenario whose hierarchy you want to import. The category and version are filled in automatically. 4. Click OK. The hierarchy is imported into the Chart of Accounts.
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6.3.6.2.2 Managing columns in the accounts excluded from the chart of accounts
To add columns to the list of accounts excluded from the chart of accounts You can display additional columns in the Accounts excluded from the Chart of Accounts list. 1. Right-click in the column headers in the Accounts excluded from the Chart of Accounts list and select Columns from the contextual menu. The Grouped columns dialog box opens. 2.
In the View tab, move the columns you require to the Visible columns list using the
arrow.
3. Click OK.
To group columns in the list of accounts excluded from the chart of accounts Grouping columns allows you to roll up the accounts under the columns of your choosing. This way, you can view only the accounts you require. 1. Right-click in the column headers in the Accounts excluded from the Chart of Accounts list and select Grouping box from the contextual menu. The grouping box appears above the columns. 2. Drag and drop the column headers into the grouping box in order to group the accounts by a particular column. Note: You can drag as many columns as you want into the grouping box. 3. Alternately, you can right-click in the column headers and select Columns from the contextual menu. In the Grouping tab, choose the columns you want by moving them into the Grouped columns list using the arrow. 4. Click OK when you are done. The accounts are now rolled up under the grouped columns.
To ungroup columns in the list of accounts excluded from the chart of accounts 1. If the grouping box is not displayed, right-click in the column headers in the Accounts excluded from the Chart of Accounts list and select Grouping box from the contextual menu. The selection of grouped columns appear above the column headers. 2. To remove a grouped column from the grouping box, drag and drop it onto the column headers. The column is removed from the grouping box. 3. Repeat this process until you have removed all or as many columns as you want from the grouping box. 4. Alternately, you can right-click in the column headers and select Columns from the contextual menu. In the Grouping tab, remove the columns from the Grouped columns list using the
arrow.
5. Click OK when you are done.
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6. To hide the grouping box once all the columns have been removed, right-click in the column headers and select Grouping box from the contextual menu. The grouping box disappears.
6.3.6.2.3 To find an item in the hierarchy 1.
Click . 2. Choose the type of search you require in the Type of search box: • •
Code Type
3. In the Find what box, enter or all or part of the code or description or choose the type you require. Note: Activate the Match case option to search specifically on capitalized or non-capitalized words. 4. Click Next. The next account corresponding to what you have entered is selected.
6.3.6.2.4 Configuring the default environment for accounts in the chart of accounts The environment for accounts in the chart of accounts defines the context (package, journal entry) and the Audit ID for rollup calculations. You can define the environment that will be applied by default when you create a new account. You will then be able to change the settings for a given account if required. The possible contexts are as follows: •
In package: •
Original package audit ID Check this box if you want the accounts to be calculated in the package with the package data entry audit ID.
•
Adjustment audit IDs (schedules or journal entries) Check this box if you want the accounts to be calculated in the package with the package adjustment audit IDs.
•
In central manual journal entries: •
Local journal entry audit IDs Check this box if you want the accounts to be calculated on central manual journal entry data which do not have the package adjustment audit IDs.
•
Central journal entry audit IDs Check this box if you want the accounts to be calculated on central manual journal entry data with the central site adjustment audit IDs.
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Note: In central manual journal entries is only available if you have checked the Central manual journal entries box in the Options step. Related Topics • Expanded mode: Journal Entries tab
To configure the default environment for accounts in the chart of accounts 1. In the Chart of Accounts section, click the Default environment button. The Default Environment window appears. 2. Customize the default environment. 3. Click OK.
6.3.6.2.5 Defining the calculation properties for the accounts in the chart of accounts You can define the calculation properties for the accounts in the chart of accounts: You can define: • Calculation signs • Period data • Conversion mode You can also define how the calculcation properties are inherited in the hierarchies.
Defining the calculation signs You can define the calculation properties for the accounts in the chart of accounts in the Calculation section. •
the Data entry sign is the conventional sign for entering closing or year to date figures in an account
•
the Rollup sign is the sign that will be used to calculate the aggregation (rollup) in the package or the consolidation
•
the Journal entry sign is set automatically by the application based on the account type and data entry sign selected
Note: Package calculation formulas that take into account the rollup sign are automatically generated when you configure an account hierarchy. These formulas take precedence over manual formulas. Related Topics • To create a formula • Defining an account rollup rule
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To define the calculation properties for the accounts in the chart of accounts 1. Select the account. 2. In the Calculation signs section: •
Select the Type of account.
•
Choose the Data entry sign.
•
Choose the Rollup sign.
Related Topics • Examples of data entry and rollup signs • Defining period data (standard mode only)
Examples of data entry and rollup signs Example of data entry and rollup signs in a European type system (amounts are given signs before they are entered): Accounts
Data entry sign
Rollup sign
Amount
Net income
+
+
100
Sales
+
+
1000
Costs
-
+
-900
Administrative costs
-
+
-600
Other
-
+
-300
Example of data entry and rollup signs in a US/UK type system (positive amounts are always entered): Accounts
Data entry sign
Rollup sign
Amount
Net income
+
+
100
Sales
+
+
1000
Costs
+
-
900
+
+
600
Administrative costs
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Accounts
Other
Data entry sign
Rollup sign
Amount
+
+
300
Example of debit/credit journal entries
Account type
Reminder of accounting principles
Possible sign for data entry (and data storage)
Debit/credit journal entries
Example
Journal entry storage
Balance
100
100
1100
D
Package
Debit
+
1000
Credit
Asset
A debit increases the balance A credit increases the balance
-
-1000
100
100
-900
D
Contra asset
+
1000
100
-100
900
C
+
1000
100
-100
900
C
Liability
A credit increases the balance
-
-1000
100
100
-900
D
+
1000
100
-100
900
C
-
-1000
100
-100
-1100
C
+
1000
100
100
1100
D
Product
A credit increases the balance
Expense
A debit increases the balance
Defining period data (standard mode only) In the Period data section, you can set a default flow for the accounts. Account family/flow pairs can be automatically produced on the basis of this information.
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Note: This section does not appear in expanded mode: it will be detailed in the Periods step, Period calculation tab. The amount entered in an account can be either Year to date or the change for the period, known as Period amount. You also have the option of: •
calculating the year to date amount using the period amount.
•
calculating the period amount using the year to date amount.
Related Topics • To customize the periods of a single period category scenario in expanded mode • To customize the periods of a multi-period category scenario in expanded mode
To define the period data 1. Select the account. 2. In the Period data section, select the flow to be used for entering amounts in the account.
Defining the conversion mode (standard mode only) The Currency conversion mode area enables you to select the type of conversion rate to be applied to the account when the consolidation is processed. Note: This section does not appear in expanded mode: the conversion mode is broken down by flow in the Flows behavior step. Related Topics • Using the contextual tabs for the flows
To define the conversion mode 1. Select the account. 2. In the Currency conversion mode section, select the rate type.
Managing how calculation properties are inherited in hierarchies In a hierarchy, the accounts' calculation signs depend on the properties assigned to their parents. This enables you to customize the category scenario more quickly. You can, however, decide to assign a child with properties that are different from those of its parent. You can also subsequently reassign an account's properties to all of its children.
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To assign a child with different properties from its parent 1. Select the child. 2. Deactivate the Use parent's calculation properties option. The properties are no longer grayed out and you can change them.
To assign a parent's properties to all of its children 1. Select the parent account. 2. Click the Apply the calculation properties to all children button. All of the children take on the properties of the parent account. Caution: The rollup sign is the only property to which this change will not apply: any specific customizations made to this sign will be kept.
Authorizing comments The Comment tab enables you to authorize comments (entered manually or imported) on amounts in the package. You can manage how comment properties are inherited in a hierarchy in the same manner as in the Calculation tab. Related Topics • Managing how calculation properties are inherited in hierarchies
6.3.6.3 Options step The Options step contains the general options which apply to the category scenario. The options are used to specify: •
managed functionality - this simplifies the windows and dialog boxes displayed at a later stage in the editor (for journal entries, flows and others)
•
certain processing options (such as scope variance flow)
There are more options available in expanded mode. The options are grouped into tabs: •
In standard mode: •
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• •
Data entry
In expanded mode: •
Journal entries
•
Data entry
•
Transaction currencies
•
Opening balance
•
Restrictions
•
Changes to scope
•
Changes to consolidation method
Tip: If you want to view the expanded mode options when working in standard mode, use the Show expanded mode option and Hide expanded mode options buttons. When you create a category scenario, the setup options defined are applied to the category scenario. You can, if required, change the properties of a category scenario later. Caution: Changing the options affects the objects that you have already created. The properties of these objects are modified. Example: If carry-over and opening balance flow management is authorized, the carry-over flows are selected in the Flows behavior step. If this option is removed later, the automatic data processing associated with the carry-over flow will no longer take place in the account families. Related Topics • Defining options in standard mode • Defining options in expanded mode
6.3.6.3.1 Defining options in standard mode Two tabs are available in a category scenario in standard mode: •
Journal Entries tab
•
Data entry tab
Standard mode: Journal Entries tab You can manage journal entries in the Options step of a category scenario in standard mode using the Journal Entries tab.
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Note: You can only change the settings of this tab if your chart of accounts contains at least one account.
To define how journal entries are managed 1. In the Journal Entries tab, select the required option. •
the Authorize replacement of manual journal entries option: you will be able to change a manual journal entry without having to reverse it.
•
the Require reversal of manual journal entries option: if there are manual journal entries at central site and/or in the package, you will prevent them from being deleted or modified if you select this option. Note: We recommend that you use this option for incremental consolidations.
2. Select the following options, if required: • Central manual journal entries box: adjustments can be entered in the form of central manual journal entries. •
Adjustment in package (by manual journal entry) option: here, you authorize adjustments to be made to the package by means of manual journal entries.
Standard mode: Data entry tab In the Options step of a category scenario in standard mode, you can, in the Data entry tab, define the default data entry environment for packages i.e. the default data entry folders and how the controls will work. The environment defined will be applied by default to the reporting IDs that use this category scenario. You can change this default environment: •
for one or more reporting units
•
for one or more reporting IDs
Related Topics • The RU Organizer view • The Reporting Organizer view
To customize the data entry environment of the package •
In the Data entry tab, define the package environment: •
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Windows and Internet folder: select the folder used by default for entering package data in Windows and via the web, if there is no internet-specific folder. You can select any of the available data entry folders except the ones that are linked to the other categories.
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•
Internet-specific folder: select the folder that will be used by default for entering package data via the web. You select the folder from the list of data entry folders assigned to this category or to all the categories.
•
Set of controls: select the set of controls that will be run on the package by default. You can make this selection from a list of the sets of controls defined for the category scenario.
•
Control level to be reached: specify the level to be reached to validate the package. You can make this selection from a list of the control levels defined for the category scenario. Note: By default, no level is selected. This option is only available if a set of controls is selected. •
•
•
Blocking: you can specify whether the control level to be reached is blocking: if you select this option, all of the controls at the specified level or lower must run successfully without detecting any errors.
Lock package on publication: select the locking status of the package. Three types are possible: •
Total: the package will be locked and no further changes can be made.
•
All, except adjustments: the package will be locked and the data can only be changed by making local adjustments (by manual journal entry or in the schedules)
•
None: the package will not be locked and changes can be made. This locking status is selected by default.
Set of rules: specify the set of package rules that you want to assign the package with by default. Note: This option is only available if the Apply package rules option was selected in the Journal entries tab.
•
Integrate zero balances: if you check this box, the "0" values that are either entered directly or calculated will be integrated in the preconsolidated data.
Related Topics • Expanded mode: Journal Entries tab
6.3.6.3.2 Defining options in expanded mode Seven tabs are available in a category scenario in expanded mode:
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•
Expanded mode: Journal Entries tab
•
Expanded mode: Data entry tab
•
Expanded mode: Transaction currencies tab
•
Expanded mode: Opening balance tab
•
Expanded mode: Restrictions tab
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•
Expanded mode: Changes to scope tab
•
Expanded mode: Changes to consolidation method tab
Expanded mode: Journal Entries tab You can manage journal entries in the Options step of a category scenario in expanded mode using the Journal Entries tab. Note: You can only change the settings of this tab if your chart of accounts contains at least one account.
To define how journal entries are managed 1. In the Journal Entries tab, select the required option. •
the Authorize replacement of manual journal entries option: you will be able to change a manual journal entry without having to reverse it.
•
the Require reversal of manual journal entries option: if there are manual journal entries at central site or in the package, you will prevent them from being deleted or modified if you select this option.
Note: It is recommended that you use this option for incremental consolidations. Caution: To use the Require reversal of manual journal entries option, you must already have checked the Central manual journal entries box. 2. Select the following options, if required:
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Option
Description
Central manual journal entries box
adjustments can be entered in the form of central manual journal entries. Note: Checking this box has an impact on the default environment of the account families.
Adjustments in packages package adjustments will be authorized box • By manual journal entry: here, you authorize adjustments to be made to the package by means of manual journal entries. If you check the Distinguish local from central option, the flows for manual journal entries defined in the account families can be designated as local or central journal entry flows. If you check the Integrate headers at central site option, the header of the manual package journal entries will be integrated in the database at central site. This option enables you to integrate the entire journal entry at central site (ledger, number and description). •
In schedules: it will be possible to enter adjustments in the package schedules.
Apply package rules box the package rules will be applied.
Note: Accounts calculated by a rollup are not displayed in the journal entries and are excluded from the Debit/Credit journal entry balance. You can therefore configure the account family/flow pairs without taking the journal entries into account. Related Topics • Customizing the default environment for the account families • Customizing the default environment for the formulas
Expanded mode: Data entry tab In the Options step of a category scenario in expanded mode, you can define the default data entry environment for packages and data entry restrictions in the Data entry tab. The available options are the same as those in standard mode. Related Topics • Standard mode: Data entry tab
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Expanded mode: Transaction currencies tab In the Options step of a category scenario in expanded mode, the Transaction currencies tab enables you to define how transaction currencies are defined on the basis of the "Transaction currency" dimension of some flows. The conversion will not be based on the data entry currency, but on the transaction currency. This conversion mode is linked to how a breakdown by transaction currency is customized in a dimensional analysis. Note: If you do not want to use this option, uncheck the Convert transaction currencies box.
To define the conversion mode for transaction currencies •
In the Transaction currencies tab, fill in the following fields: •
"Transaction currency" dimension: select the transaction currency in which the declared data is entered. The conversion process will therefore not be based on the reporting unit currency any more, but on the value of the transaction currency.
•
Filter of flow to be converted: select all of the flows whose totals will be entered and converted into the transaction currency during the consolidation processing.
Related Topics • "Transaction currency" dimension field
"Transaction currency" dimension field The dimensions suggested for the "Transaction Currency" dimension are the same as those in the "Currency" product “reference table”. Related Topics • Defining a reference table
Expanded mode: Opening balance tab In the Options step of a category scenario in expanded mode, you can define the origin of the opening balance data associated with the category scenario by default in the Opening balance tab. Note: If you do not want to use this option, deactivate the Opening balance data option. When you activate the Opening balance data option, you can either select consolidated data or preconsolidated data.
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Related Topics • To define the consolidated opening balance data • Associate periods • Defining the opening and closing balance flows
To define the consolidated opening balance data 1. In the Opening balance tab, activate the Consolidated option. 2. Select the data: • Consolidation. Tip: When you select the consolidation, all of its IDs are entered automatically. •
Category
•
Data entry period
•
Scope
•
Variant
•
Consolidation currency
To define the preconsolidated opening balance data 1. In the Opening balance tab, activate the Preconsolidated option. 2. Select the data: • Reporting ID Tip: When you select the reporting ID, the category and data entry period are filled in automatically. •
Category
•
Data entry period
Associate periods If a category scenario is multi-period or an opening balance is associated with the “reporting ID”, you must define the period characteristics for the opening balance by specifying the source and target periods. The target periods correspond to the periods defined in the Periods step. Note: To associate periods, you must have first defined the periods of your category scenario in the Periods step.
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If the category scenario is single period, the source period is the same as the target period. In multi-period category scenarios, the different periods are defined in the Associate Periods dialog box, which means that periods can be associated by default in the reporting ID. Related Topics • Periods step
To associate periods 1. In the Opening balance tab, click the Associate periods button. 2. The Associate Periods dialog box appears. 3. Define the period association: • in the Source period column, select the source period(s) of the opening balance In this section, you can enter the periods which correspond to the existing periods displayed on the right. (These are the category scenario periods). If a period on the right-hand side does not have a corresponding source period on the left, this means that it does not have an opening balance. •
the target package periods appear in the Target period column. The target periods correspond to the periods defined in the Periods step.
•
in the Target period (Test) column, the target period tests are presented.
Defining the opening and closing balance flows In the Manage the opening and closing balance flows groupbox, you can select: •
The flow containing the balance at opening
•
The flow containing the balance at closing
These settings will be used in the consolidation for processing opening balances.
Expanded mode: Restrictions tab In the Options step of a category scenario in expanded mode, the Restrictions tab enables you to customize the dimension restrictions suggested by default for entering data in the packages and the package data that will be read-only by default.
Read-only data In the Read-only data groupbox of the Restrictions tab, you can specify which periods or flows you want to protect because they will automatically be loaded by the opening balance data. To define the read-only data •
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In the Restrictions tab, define the read-only data:
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•
in the Read-only flows field, select a filter or several values.
•
if required, you can select the Flows read-only if there is an opening balance checkbox to protect flows for reporting units with opening balances. You can still enter data in flows for reporting units which do not have opening balances.
•
in the Read-only flows field, select a filter or several values.
Data entry restrictions You can restrict data entry using a filter in the Data entry restriction groupbox in the Restrictions tab. To define the data entry restrictions 1. In the Restrictions tab, activate Data entry restrictions. 2. In the Restrictions field, select the filter that will enable you to restrict data entry. 3. Select the environment(s) that the data entry restriction will apply to: •
Schedules
•
Package manual journal entry
•
Central manual journal entry. Caution: If you make any changes to the Schedule and Package manual journal entry environments, you must regenerate these packages so that these changes are taken into account.
Related Topics • The RU Organizer view
Expanded mode: Changes to scope tab In the Options step of a category scenario in expanded mode, the Changes to scope tab enables you to determine which flows and accounts (for example, balance sheet data) will be affected by the automatic data processing managed by the product when changes take place in the scope (such as incoming companies, outgoing companies, mergers). You can specify the consolidation rates (opening, closing) you want to apply to the flows during “consolidation”.
To define changes to the scope 1. In the category scenario, select the Changes to scope tab from the Options step. 2. Enter the Entry in scope details: •
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Select an Incoming flow, meaning the flow to which the opening balances of the incoming reporting units will be posted.
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•
Select, if necessary, an Account filter to which the data processing will be applied. Caution: If you do not specify an account filter, the selected flow will be applied to all of the accounts.
3. Enter the Exit from scope details: •
Select an Outgoing flow, meaning the flow in which outgoing reporting units will be deconsolidated. The balances at opening and any changes resulting from the exit of a reporting unit during a period are contained in this flow.
•
Select, if necessary, an Account filter to which the data processing will be applied. Caution: If you do not specify an account filter, the selected flow will be applied to all of the accounts.
4. Enter the Merger details: •
Select a Merger flow of acquired company, meaning the flow in which the acquired company's data will exit the consolidation.
•
Select, if necessary, an Account filter to which the data processing will be applied.
5. Enter the details for the Consolidation rate to be applied to the scope variance flows: •
Select the Flows consolidated at opening rate filter.
Consolidation rates The consolidation rate is the rate used to multiply the converted amount in order to calculate the consolidated amount. Caution: This has nothing to do with when the package is integrated. The general behavior will be as follows: •
The opening flow, incoming flow and old mode outgoing flow are consolidated at the opening rate.
•
The closing flow, outgoing flow, new mode incoming flow and the merger flow for the acquired company are consolidated at the closing rate.
By default, all of the other flows will be consolidated at the closing rate. You can consolidate them at the opening rate using a filter. In this tab, you can specify which flows are consolidated at the opening rate by means of a filter. All of the other flows will be consolidated at the closing rate. Note: The merger flow of the acquired company is always consolidated at the closing rate. However, the merger flow of the acquiring company is incorporated in the normal scope change flow and can therefore be consolidated at the closing rate (which takes place by default) or in the opening rate if you use the flow filter.
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The rate you define and apply will affect how the variance and consolidation rates are calculated. If you use the same flow for more than one scope change, ensure that you have selected it in both the Flows consolidated at opening rate and Flows consolidated at closing rate sections.
Expanded mode: Changes to consolidation method tab In the Options step of a category scenario in expanded mode, the Changes to scope tab enables you to determine which flows and accounts (for example, balance sheet data) will be affected by the automatic data processing managed by the product when changes take place in the scope (changes in the consolidation method) and how the packages of reporting units consolidated using the equity method are kept.
To define changes in the consolidation method 1. In the category scenario, select the Changes to consolidation methods tab from the Options step. 2. Enter the Method change details: •
Select an Incoming flow. This flow contains the opening data of the reporting units which change consolidation method (full or proportionate mode at opening and equity method at closing and vice versa).
•
If necessary, select an Account filter for the incoming flow.
•
Select an Outgoing flow. This flow is used to reverse the opening data of the reporting units which change consolidation method (full or proportionate mode at opening and equity method at closing and vice versa). Caution: If necessary, you can select the same flow for the incoming and outgoing flows. Here, the data contained in the two flows will be aggregated.
•
If necessary, select an Account filter for the outgoing flow.
3. Enter the details for the Process reporting units (proportionate): •
Select a Consolidation difference flow.
•
If necessary, select an Account filter.
4. Enter the details for Keep packages of reporting units consolidated using equity method •
Activate the Keep packages of reporting units consolidated using equity method option.
•
If necessary, select an Account filter.
Related Topics • Processing proportionate reporting units • Keeping packages of reporting units consolidated using the equity method
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Processing proportionate reporting units The information in the Process reporting units (proportionate) groupbox only applies to reporting units consolidated using the proportionate method. Here you can define the flow for the consolidation difference calculated automatically if the consolidation rate varies between opening and closing. Note: The rates for the flows are selected in the Changes to scope tab of the Options step. Example: Consolidation difference: F00 Opening
F99 Closing
Package total
100
100
Consolidation rate
30%
40%
Consolidated total
30
40
Consolidation difference: F90: Flow for the difference of +10
Keeping packages of reporting units consolidated using the equity method By default, at the end of the consolidation processing, the amounts from reporting unit packages consolidated using the equity method are deleted from the consolidation table. If you want to keep them, check the Keep packages of reporting units consolidated using equity method box. •
if you check this option, the amounts from reporting unit equity method packages are kept and converted but the corresponding consolidated amount is reset to zero automatically
•
you must also set the relevant account filter here in order to apply the consolidation rate to a group of accounts by Audit ID (Apply consolidation rate property)
The data contained in these accounts will therefore be incorporated in the consolidated data table at the appropriate rate according to its audit ID.
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Example: Amounts
Amount Audit IDs
Package amounts
Converted amounts
Consolidated amounts
Amounts in accounts not included in the account filter
All Audit IDs
100
100
0
Audit ID integrated depending on the consolidation rate entered in the scope
100
100
25
Audit ID 100% integrated
100
100
100
Amounts in accounts included in the selected filter
Caution: This only applies to package data or data contained in manual journal entries which do not require validation. To find out more about data produced by automatic processing, see the documentation on consolidation processing operations. To find out more about data contained in manual journal entries with a validity criterion, see the description of manual journal entries.
6.3.6.4 Periods step In the Periods step, you can define the periods and the period calculations. Note: This step is not the same in standard mode and expanded mode. Related Topics • Key concepts on the periods • Customizing periods in standard mode • To customize the periods of a single period category scenario in expanded mode • To customize the periods of a multi-period category scenario in expanded mode
6.3.6.4.1 Key concepts on the periods The data entry period is the reporting date for a group of packages. The periods enable you to assign data to different dates in the same package to collect data relating to different periods.
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The periods in which you can enter or calculate data in a package are defined in a category scenario. Normally they are defined in relation to a data entry period. The period code, like the data entry period code, is displayed in Year/Month format (YYYY.MM). Because you can enter data for one or more data entry periods, there are two types of category scenario. These are known as: •
single period category scenario - you can only enter data in one period which is the same as the reporting data entry period
•
multi-period category scenario - several periods authorized for the one data entry period
Note: If the category scenario should only contain a single data entry period, but the period value should be different, this category scenario will be classified as a multi-period scenario. Example: Reforecast at year end
Example: Definition of periods: Category
Frequency required for data reporting
Period configuration
ACTUAL
Monthly, meaning one data entry package per month
+0.00
Rolling monthly budget for the quarter
Monthly, meaning one data entry package per month
+0.01 +0.02 +0.03 +1.01 Monthly budget
Annual, meaning one data entry package per year
+1.02 ... +1.12
For the Actuals category, the data entry period is identical to the period. The information is entered at the same time as the period to which the information refers.
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D.E. Period / Period
2001.01
2001.01
Yes
2001.02
2001.02
2001.03
Yes
Yes
2001.04
2001.05
...
2001.03 ...
For the Rolling monthly budget for the quarter, the periods authorized for the first data entry periods of the year 2001 are: D.E. Period / Period
2001.01
2001.01
2001.02
2001.03
2001.04
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
2001.02 2001.03
2001.05
2001.06
...
Yes
...
For the Monthly budget, the information for each of the twelve months of the year is reported once in December. D.E. Period / Period
2001.01
...
2002.12
2001.01
Yes
Yes
Yes
2001.02 2001.03
2003.01
...
2003.12
Yes
Yes
Yes
2004.01
...
2004.12
Yes
Yes
Yes
...
...
You can select the start of the data entry period and the different periods in the Periods tab. This tab is only used for defining the period for which data should be entered. You do not need to define the periods used in formula expressions.
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Start month of fiscal year The first month of the company's fiscal year is the same as the first month of the data entry period. By default, January is set as the start of the data entry period.
Periods You can check the authorized periods: •
against the current data entry period.
•
against the first month of the fiscal year If this month changes, the authorized periods are also changed.
•
using a fixed date.
Note: The procedure for defining periods is the same as the one used for defining periods in formulas. Example: In an income statement, if you want to enter the current month's data and forecasts to the end of December, use the following syntax to define the periods: +0+00; +0.12. The syntax +0+00 indicates that the current data entry period is taken as the reference point. The full stop in the syntax +0.12 tells you that it is the twelfth month of the year, meaning December if your data entry period started in January.
Selecting data entry periods to test periods When you select a data entry period from the Select data entry period for period test section, you can test the values of the defined periods. These values are displayed in the column entitled Test in the Periods tab. Process periods consecutively The Process periods consecutively checkbox enables you to specify the processing mode for the package rules. Note: The Process periods consecutively checkbox is only available if the category scenario is multi-period.
Carry forward one period to another The Carry forward one period to another option enables you to carry opening balances forward from one period to another. Note: The Carry forward one period to another option is only available if: •
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•
the Process periods consecutively option is activated.
•
opening balances are managed automatically in the category scenario.
6.3.6.4.2 Customizing periods in standard mode Periods In the Periods tab, you can specify: •
the first month of the fiscal year
•
the periods for which you can enter data
You can also create, change or delete an absolute period. Period calculations You can use the Period calculations tab in the category scenario editor to automatically create the formulas which will calculate the year to date totals on the basis of monthly figures and vice versa. Tip: If you want to view the expanded mode options when working in standard mode, use the Show expanded mode options and Hide expanded mode options buttons.
To customize the periods of a single period category scenario in standard mode 1. In the category scenario, select the Periods step. 2. Select Single period.
To customize the periods of multi-period category scenario in standard mode 1. In the category scenario, select the Periods step. 2. Select Multi-period. 3. In the First month of the fiscal year, select the month. Note: • •
To check the period values based on the reporting ID's data entry period, select the data entry period in the Select data entry period for period test field in the Select period dialog box. In standard mode, the default list of periods consists of the 12 months of the next data entry period and the end of the two following years.
To insert an absolute period (in a multi-period category scenario) 1. In the category scenario, select the Periods tab from the Options step. 2. Click
and then select Insert Period.
The Select Period dialog box appears. 3. In the Months section, select Absolute to define the month by selecting it from a list.
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4. In the Year section, select Absolute to define the year by selecting it from a list.
To delete a period 1. In the category scenario, select the Periods tab from the Options step. 2. Select the period you want to delete from the list. 3. Click Delete. A confirmation message appears. 4. Click Yes to confirm the deletion.
To change the properties of a period 1. In the category scenario, select the Periods tab from the Options step. 2. Select the period you want to change from the list. 3. Double-click on the period. The Select Period dialog box appears. 4. Make changes to the period. 5. Click OK.
6.3.6.4.3 Customizing periods in expanded mode
Periods tab In the Periods tab of a category scenario in expanded mode, the available options are the same as in standard mode. Related Topics • Customizing periods in standard mode
To customize the periods of a single period category scenario in expanded mode 1. In the category scenario, select the Periods step. 2. Select Single period. 3. Customize the Period calculations tab. Related Topics • Period calculations tab
To customize the periods of a multi-period category scenario in expanded mode 1. In the category scenario, select the Periods step. 2. Select Multi-period. 3. In the First month of the fiscal year, select the month.
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4. In the Select data entry period for period test field, select the data entry period in the Select period dialog box. Note: Only the absolute mode is available for the years and months. 5. Manage the periods. Related Topics • Inserting periods
Inserting periods You can insert a period: •
by selecting it
•
or by inserting a period formula using a Wizard
To insert a period (in a multi-period category scenario) 1. In the category scenario, select the Periods tab from the Options step. 2. Click 3. Select Insert Period. The Select Period dialog box appears. 4. In the Month section, select: •
Absolute to define the month by selecting it from a list
•
Relative to define the month in relation to the start month of the fiscal year.
Note: If you select the month using the Relative option, you will also have to select the year in relation to another one. 5. In the Year section, select: •
Absolute to define the year by selecting it from a list
Note: You can only select the absolute mode for the year if you have already done so for the month. •
Relative to define the year in relation to the year selected in the Select data entry period for period test field.
To insert a period formula 1. In the category scenario, select the Periods tab from the Options step.
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2. Click 3. Select Insert Period Formula. The Period Formula Wizard appears. 4. Build your formula. 5. Click OK. To delete a period 1. In the category scenario, select the Periods tab from the Options step. 2. Select the period you want to delete from the list. 3. Click the Delete button. A confirmation message appears. 4. Click Yes to confirm the deletion. To change the properties of a period 1. In the category scenario, select the Periods tab from the Options step. 2. Select the period you want to change from the list. 3. Double-click on the period. The "Select Period" dialog box appears. 4. Make changes to the period. 5. Click OK. Related Topics • Syntax in periods
Period calculations tab In the Period calculations tab, you can specify which formulas you want to use to calculate Year to Date figures based on the monthly ones and vice versa.
To define how period calculations are managed •
In the Period calculations tab, define the following points: •
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Package environment: define the audit ID of the data on which the formulas will be run: •
Original package audit ID
•
Package adjustment audit IDs.
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Caution: To manage calculations for the Package adjustment audit IDs, you must have first authorized adjustments to be made to the package •
Period amount flow: specify the flow which will contain the period data (monthly, quarterly, etc.)
•
Year to Date flow: specify the flow which will contain the Year to Date data
•
Accounts to be calculated in Period mode: specify the accounts that you want to be calculated by month The formula will then be: MonthlyM = CumulativeM-CumulativeM-1. Tip: You can select: • an account filter with the following icon: •
•
several accounts with the following icon:
Accounts to be calculated in Year to Date mode: specify the accounts that you want to be calculated in year to date mode The formula will then be: CumulativeM = MonthlyM+CumulativeM-1.
•
Apply to dimensional analyses: check this box if you want to apply formulas to the dimensional analyses.
•
period table: you can specify the period and/or data entry period identifying the data you want to retrieve here.
Related Topics • Standard mode: Data entry tab
To insert a new expression 1. In the Period calculation tab, click New. 2. Enter the name of the expression. 3. Click OK. Example: {AC in (SETACC = I00Y-1); FL = Y10} = {$S1}
To insert a month •
In the Period calculation tab, select the required month in the (None) header. This enables you to configure a specific calculation source for a given month in the All column.
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6.3.6.5 Account families step The Account families step enables you to group accounts from the chart of accounts into account families. Features specific to standard mode In a category scenario in standard mode, the account families are automatically built on the basis of account properties that were defined in the Chart of accounts step. Note: You cannot move the contents of the hierarchy in this step. To modify the hierarchy, return to the Chart of accounts step. This step is therefore only available in expanded mode. In a category scenario open in standard mode, the account families created by default can only be accessed in read-only mode. Figure 6-10: Setup > Category Builder > Account familes
The window is split into three areas: 1. On the right, the category scenario hierarchy of accounts
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Note: This is the hierarchy of accounts defined in the Chart of accounts step. Only the accounts used in the hierarchy appear here. Caution: All of the accounts in the hierarchy must be included in an account family, except the "Layout row" type accounts. 2. On the left, the list of account families created. This is where you link the accounts selected in the chart of accounts to account families. Note: By default, the children of a parent item linked to an account family are linked to the same account family. 3. At the bottom, the items related to the other areas Related Topics • Assigning accounts to account families • Customizing the default environment for the account families • Initializing account families • Assigning flows to account families
6.3.6.5.1 Using the account hierarchy
Assigning accounts to account families Caution: An account can only be assigned to one account family. On the right-hand side of the screen where the accounts are displayed, the status of the accounts is indicated by the following four icons: Icon
Meaning
(orange icon) The account is assigned to an account family. (orange icon) The account is not assigned to an account family. (blue icon) The account family assigned to the account depends on the parent account.
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Icon
Meaning
(blue icon) The account has not been assigned to an account family and depends on the parent's properties.
For the category scenario to be validated, all of the accounts in the hierarchy must be included in an account family, except the layout rows.
To assign an account to an account family 1. Select the account family to which you want to assign the account. 2. In the Accounts section on the right-hand side of the screen, check the account that you want to assign to the account family. A confirmation message appears. 3. Click Yes. The account is now assigned to the account family. Note: • •
If the account contains children accounts, the children accounts are automatically assigned to the account family as well. When select an account family, the accounts assigned to that account family are highlighted in yellow in the Accounts section.
Tip: If you click on the account families column, the account families that are checked appear first in the list.
To assign multiple accounts to an account family 1. Select the account family to which you want to assign the accounts. 2. If the accounts are not already displayed in list mode, click the arrow in the
icon and choose
the list mode from the dropdown menu. 3. In the Accounts section on the right-hand side of the screen, select the accounts that you want to assign to the account family and then click with the left mouse button in one of the checkboxes in the Selection column. Tip: Use the mouse and theSHIFT key to select a contiguous selection of accounts, or use the mouse and CTRL key to select a non-contiguous selection of accounts. A confirmation message appears. 4. Click Yes.
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The accounts are now assigned to the account family. Note: • •
If the accounts contain children accounts, the children accounts are automatically assigned to the account family as well. When select an account family, the accounts assigned to that account family are highlighted in yellow in the Accounts section.
Tip: If you click on the account families column, the account families that are checked appear first in the list.
To assign an account to another account family This is in the case where you want to reassign an account that has already been assigned to an account family to a different account family. 1. Select the new account family to which you want to assign the account. 2. In the Accounts section on the right-hand side of the screen, check the account that you want to assign to the new account family. A confirmation message appears. 3. Click Yes. The account is now assigned to the new account family and is removed from the previous account family. Note: •
•
If the reassigned account contains children, the children are automatically reassigned to the new account family, unless the link has been broken between the parent account and the children accounts (example: the children accounts have been assigned to another account family); in which case you can reassign the children accounts by selecting the reassigned account and clicking Apply to all children. When select an account family, the accounts assigned to that account family are highlighted in yellow in the Accounts section.
Tip: If you click on the account families column, the account families that are checked appear first in the list.
To show the accounts that have not been assigned to an account family 1. In the Account families step, display the accounts in the Accounts list in list mode: a.
Click the
button and choose List from the drop down list.
2. Sort the Accounts list by clicking the Account families column header. The accounts which have not been assigned to an account family are grouped together with no entry in the Account families column.
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Related Topics • To assign an account to another account family • Applying the account family to the child items • To show the accounts assigned to an account family
To show the accounts assigned to an account family 1. In the Account families step, select the account family whose assigned accounts you want to display. 2. Click the button. The accounts which have been assigned to the selected account family are highlighted in yellow in the Accounts list. Note: If you are in List mode the button is grayed out. However, you can scroll down the Accounts list, and the accounts assigned to the selected account family are highlighted in yellow.
To remove accounts from account families 1. Select the account family in the left-hand side of the screen. 2. Click to display all the accounts assigned to that account family in the Accounts column. 3. In the Accounts section to the right of the screen, uncheck the account. A confirmation message appears. 4. Click Yes.
Applying the account family to the child items By default, when you define an account family for a node, all of the child items of the account will be assigned to the same account family. However, if you have made changes to the account family manually, you might want to reassign all of a node's children with the same account family. Tip: To help you identify them, the child accounts linked to the parent account will be preceded by a blue icon.
To apply an account family to all of the children in a hierarchy 1. Select the node. 2. Click Apply to all children. The account family is applied to all of the children, which are now preceded by a blue icon.
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After this operation is complete, a dynamic link will be created between the parent account and its child accounts: once you change the account families assigned to the parent account, your changes will impact its children.
To find an item in the hierarchy 1.
Click . 2. In the Find what field enter the name of the account or account family you are looking for. 3. In the In column field, specify if you are looking for an Account or Account family 4. Click Next. The next item corresponding to what you have entered is selected.
To expand or collapse a hierarchy node You can expand or collapse a node in the hierarchy of accounts in the Account section of the screen. 1. To expand a node of the hierarchy of accounts, select the hierarchy node and click Expand all in the top right-hand part of screen. The hierarchy of accounts node is completely expanded. 2. To collapse the node of the hierarchy of accounts, select any item in the node and click Collapse all in the top right-hand part of screen. The hierarchy of accounts node is completely collapsed.
Defining the account environment You can define the environment of each account in the Environment tab. You can indicate the associated opening balance account, if necessary. This is the account to which the closing flow amounts of the previous data entry period are carried over. The opening balance account is normally identical to the destination account. With this function, you can, for example, manage how data is carried over from periods in which a loss is made to help you when calculating deferred tax.
To define the environment of an account 1. Select the account whose environment you want to define. 2. In the Post to account at opening field in the Environment tab, indicate the account to which you want the opening balances to be posted. Note: By default, the opening balance account is identical to the account selected. 3. Activate the Authorize comment option if you want comments to be authorized. The In all flows box enables you to authorize comments to be made in all flows.
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Tip: When you make a change to this selection, it has an automatic impact in the Chart of Accounts step Comment tab Comment box.
6.3.6.5.2 Customizing the default environment for the account families The account family environment consists of the context (package, journal entry) and the Audit ID of the carry-over flow. You can define the environment that will be applied by default when you create a new account family. You will then be able to change the settings for a given account family if required. The possible contexts are as follows: •
In package: •
Original package audit ID Check this box if the carry-over flow is calculated in the package for data with the same audit ID as the data entered.
•
Adjustment audit IDs (schedules or journal entries) Check this box if the carry-over flow is calculated in the package for data with the same audit IDs as the adjustments performed on the package.
•
In central manual journal entries: •
Local journal entry audit IDs Check this box if the carry-over flow is calculated in the central journal entries for data with the same audit IDs as the adjustments performed on the package.
•
Central audit IDs Check this box if the carry-over flow is calculated in the central journal entries for data with the same audit IDs as the adjustments made at central site. Note: In central manual journal entries is only available if you have checked the Central manual journal entries box in the Options step.
•
In central automatic journal entries: •
All audit IDs Check this box if the carry-over flow is calculated for all audit IDs via central automatic journal entry.
Tip: You can display or hide the columns that contain details about the environment by right-clicking in the column headers and selecting Columns from the contextual menu. In the View tab, choose the columns you want to hide or display using the
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Related Topics • Expanded mode: Journal Entries tab
To customize the default environment for the account families 1. In Account families, click Carry-over flow. The Default environment - Carry-over flow window appears. 2. Customize the default environment. 3. Click OK. Related Topics • Returning to the default environment for an account family • Defining an account family environment as the default environment
Returning to the default environment for an account family If you make changes to the environment for an account family, you can return to the default environment, if required.
To return to the default environment 1. Select the account family. 2. In the contextual menu, click Apply default environment.
Defining an account family environment as the default environment Once you have changed the environment for an account family, you can save it as the default environment so that it can be used for the other account families.
To define an environment as the default environment 1. Select the account family. 2. In the Carry-over flow environment tab, click the Define as default.
6.3.6.5.3 Managing account families
Initializing account families You can create account families one by one. You can also initialize the list of account families:
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•
from the Dimension Builder, using the characteristic defined for this purpose.
•
using another category scenario.
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Related Topics • Initializing account families from the Dimension Builder • To create an account family • Updating account families from the Dimension Builder • Initializing account families using another category scenario
Initializing account families from the Dimension Builder Caution: Initializing the account families via the Dimension Builder cancels and replaces any configuration options set previously. You can create the list of account families using the characteristic values defined for this purpose in the Dimension Builder view. The list of account families will be initialized and the accounts in the chart of accounts will be assigned to the analyses based on the characteristic value used.
To initialize account families from the Dimension Builder 1. In the left-hand side of window, click Initialize. The Initialize Account Families window appears. 2. Select Initialize using Dimension Builder. 3. In the Characteristic field, select the characteristic which you want to use to create the account families. 4. Click OK. A confirmation message appears. 5. Click Yes. The account families appear in the Account families section at the top-left of the window. Related Topics • Introduction to the Dimension Builder view
Updating account families from the Dimension Builder You can update account families based on the characteristic defined in the Dimension Builder view. The list of account families will be initialized and the accounts in the chart of accounts will be assigned to the account families based on the characteristic value used.
To update account families from the Dimension Builder 1. In the left-hand side of window, click Initialize. The "Initialize Account Families" window appears.
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2. Select Update from Dimension Builder. In the Characteristic field, the characteristic displayed is the one used to create the category scenario. 3. Click OK. A confirmation message appears. 4. Click Yes. The account families appear in the Account families section at the top-left of the window.
Initializing account families using another category scenario You can create account families using another category scenario: the account families of the source category scenario and their contents are copied for the existing accounts in the target category scenario.
To initialize account families using another category scenario 1. In the left-hand side of window, click Initialize. The Initialize Account Families window appears. 2. Select Copy from existing category scenario. 3. In the Category scenario field, select the category scenario which you want to use to create the account families. The Category and Version are filled in automatically. 4. Click OK. A confirmation message appears. 5. Click Yes. The account families appear in the Account families section at the top-left of the window.
Creating account families To create an account family 1. Click
.
The Wizard for creating a new account family appears. 2. Enter the name of the new account family. 3. Click Next. 4. In the following step, customize the environment as required. Tip: The Wizard proposes the default customization of the environment.
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Copying account families To speed up the creation of an account family, you can copy an existing account family so that you can retrieve its settings (flows and properties).
To copy an account family 1. Select the account family you want to copy. 2. In the contextual menu, click Copy. 3. In the contextual menu, click Paste. The new account family is placed underneath the existing account family.
Deleting account families To delete an account family 1. Select the account family you want to delete. 2. In the contextual menu, click Delete. A confirmation message appears. 3. Click Yes to delete the account family.
Using the contextual tabs for the account families When you select an account family, its properties are displayed in the three tabs at the bottom of the window. •
Carry-over flow tab The Carry-over flow tab shows the environment of the account family. In this tab, you can make changes to the environment:
•
•
by checking the appropriate boxes
•
by applying the default environment (Apply default button)
•
by indicating that you want to use the settings defined for this account family as the default settings (Define as default button).
Definition tab The Definition tab shows the long description of the account family that you defined when you created it in addition to any comment that you might have added.
•
Flows tab The Flows tab shows a list of the flows assigned to the selected account family in the Flows behavior step.
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Note: The flows cannot be modified in the Flows tab. They can only be modified in the Flows behavior step.
6.3.6.6 Flows behavior step In the Flows behavior step, you assign flows to the account families. This step allows you to easily manage each flow's association to one or multiple account families and define the flow properties in each account famiy. Note: You cannot create account families in the Flows behavior step. To create an account family, you must return to the Account families step. Figure 6-11: Setup > Category Builder > Flows behavior
The window is split into four areas: 1. On the left, the list of account families created in the Account families step. 2. On the right, the flows grid, displaying all of the flows organized into columns. This is where you link the flows to the account families. 3. At the top-right, the pull-down list of all the flow properties.
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4. At the bottom, the contextual tabs displaying the properties for the flows.
6.3.6.6.1 Assigning flows to account families The same flow can be assigned to several account families. Note: When a flow is assigned to an account family, all of the flows in the default environment of this flow must also be assigned to the account family. Therefore, when a carry-over flow, conversion difference flow or opening balance flow has been defined in the flow's default environment, you must associate all of these defined flows at the same time (using the Ctrl key to perform a non-contiguous multi-selection) to the account family. Example: F99 has been defined as the carry-over flow in the F00 default environment. When you try to assign F00 to the account family, the following message appears: "Flow F99 is not authorized as a carry-over flow for F00." You must then assign both the F00 and F99 flows to the account family.
To assign a flow to an account family 1. In the Flows behavior step, click in the cell in the flows grid corresponding to the flow and the account family to which you want to assign the flow. 2. Click Add. Note: Alternately, you can double-click in the cell. The cell in the grid is highlighted in yellow and the flow is now assigned to the account family.
To assign multiple flows to an account family 1. In the Flows behavior step, click in the cell corresponding to the first flow and drag the mouse across the cells in the flows grid corresponding to the flows you want to assign to the account family. Tip: You can use the Ctrl key to add non-contiguous flows to the selection. 2. Click Add. The cells in the grid are highlighted in yellow and the flows are now assigned to the account family.
6.3.6.6.2 Removing flows from an account family Note: You cannot remove a flow from an account family if it is used for carry-overs, conversion differences or opening balances.
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To remove a flow from an account family 1. In the Flows behavior step, click in the cell corresponding to the flow you want to remove from the account family. 2. Click Remove. The flow is removed from the account family.
To remove multiple flows from an account family 1. In the Flows behavior step, click in the cell corresponding to the first flow and drag the mouse across the cells in the flows grid corresponding to the flows you want to remove from the account family. Tip: You can use the Ctrl key to add non-contiguous flows to the selection. 2. Click Remove. The flows are removed from the account family.
6.3.6.6.3 Organizing the order of flows in the flows grid You can change the order that flows appear in the flows grid.
To change the order of the flows in the flows grid 1. In the Flows behavior step, click the arrow in the the dropdown menu.
button and select Reorganize flows from
Alternately, you can right-click in the flows behavior grid and select Reorganize flows from the contextual menu. The "Reorganize Flows" dialog box opens. 2.
Use the 3. Click OK.
arrows to change the order in which flows are displayed in the grid.
The flows are now reorganized in the flows grid. Tip: You can also drag and drop the column headers to change the order of the flows.
6.3.6.6.4 Organizing the order of account families You can change the order that account families appear in the flows grid.
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To change the order of the account families 1. In the Flows behavior step, click the arrow in the families from the dropdown menu.
button and select Reorganize account
Alternately, you can right-click in the flows behavior grid and select Reorganize account families from the contextual menu. The "Reorganize account families" dialog box opens. 2.
Use the 3. Click OK.
arrows to change the order in which the account families are displayed in the grid.
The account families are now reorganized in the flows grid.
6.3.6.6.5 Customizing the default environment for the flows
To customize the default environment for a flow 1. In the flows grid, click a flow/account family pair. The Calculation and Environment tabs appear at the bottom of the screen. 2. Customize the default environment. 3. Click Define as default.
6.3.6.6.6 Using the contextual tabs for the flows When you select a flow/account family pair, the flow's properties are displayed in the two tabs at the bottom of the window. Two buttons are available in these two tabs: Apply default and Define as default. •
The Apply default button enables you to apply the default environment again.
•
The Define as default button enables you to indicate that you want to use the settings defined for this flow as default settings.
Calculation tab The Calculation tab shows the calculation properties of the selected flow. •
In Currency Conversion, you can specify the conversion mode you want to use. This characteristic will be used during “consolidation” processing. For each authorized flow, you can define: •
the Currency conversion rate This is the type of conversion rate which will be applied to the amounts associated with the flow.
•
the Conversion difference flow This is the flow where the conversion difference between the selected flow and its carry-over flow will be stored.
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Note: The list of conversion difference flows only includes authorized flows. •
In Carry-overs, you can define the following for each authorized flow: •
The associated Carry-over flow. Any change stored in an authorized flow is carried over to the related carry-over flow (if there is one) during consolidation based on the context defined for the account family in the package and/or the manual journal entries.
•
The associated Opening balance flow. This is the flow to which the amounts of the previous data entry period are carried over during the current data entry period.
•
The Integration area enables you to specify, for each flow in the account family, whether or not the package amounts should be inserted in the preconsolidated data table when the package is integrated: •
Include in the preconsolidated data The flow amounts will be integrated in the preconsolidated data in the central database.
•
Do not include in the preconsolidated data The flow amounts will not be integrated in the preconsolidated data in the central database.
Environment tab The Environment tab shows the environment of the flow. Here, you can define where the journal entries will be posted and, as a consequence, their audit IDs. You can indicate whether adjustments must be made: •
in the package, in books of schedules or via manual package journal entries
•
via manual journal entries posted at central site
6.3.6.6.7 Displaying the flow properties for all of the flows assigned to account families You can display the Calculation and Environment properties for all of the flows assigned to account families. This enables you to see how a property has been applied across all the flows assigned to account families. You can display the values of one property at a time using a pull-down list. The properties you can display include: • Currency conversion rate • Conversion difference flow • Carry over flow • Opening balance flow • Inclusion in preconsolidated data (Yes/No) • Authorized in package schedules (Yes/No)
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• • •
Authorized in package manual journal entries (Yes/No) Authorized in central manual journal entries (Yes/No) Authorize comment (Yes/No)
To display the flow properties of all the assigned flows •
In the Flows behavior step, choose a property from the Display property pull-down menu. The flows assigned to account families display the value of the selected property.
Example: Display the value of the property Authorized in central manual journal entries for each assigned flow:
6.3.6.6.8 Copying assigned flows and their behavior from one account family to another You can copy the assigned flows from one account family to another, along with all their customized behavior, that is, the configuration in the Environment and Calculation tabs. This enables you to create a high level of customization for one account family and easily duplicate this customization onto as many other account families as you require.
To copy flows behavior from one account family to another 1. In the Flows behavior step, right-click on the source account family and select Copy flows behavior from the contextual menu. 2. Right-click on the target account family and select Paste flows behavior from the contextual menu. The flows from the source account family are now assigned to the target account family along with all their customized behavior. Note: You can repeat the Paste flows behavior command on as many account families as you require. Related Topics • To assign a flow to an account family • To assign multiple flows to an account family
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• To customize the default environment for a flow • Using the contextual tabs for the flows
6.3.6.6.9 Exporting flows behavior of all the account families You can export the flows behavior for all the account families. The export includes all of the assigned and configured flows for all of the account families.
To export the flows behavior for all the account families 1.
In the Flows behavior step click the
button.
Alternately, you can right-click in the list of account families or the flows grid and select Export from the contextual menu. The "List Export" dialog box opens. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
6.3.6.7 Dimensional analyses step In the Dimensional analyses step, you link the dimensional analyses to account-flow pairs and you define how the dimensions behave in the Group. Note: You cannot move the contents of the hierarchy in this step. To modify the hierarchy, return to the Chart of accounts step. This step is available in standard mode and expanded mode. Note: • •
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In standard mode, Flows is grayed out: the dimensional analyses affect all of the flows. The flows displayed in the Flows column correspond to the flows associated to the selected account family.
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Figure 6-12: Setup > Category Builder > Dimensional analyses
The window is split into five areas: 1. On the left, the category scenario hierarchy of accounts Note: This is the hierarchy of accounts defined in the Chart of accounts step. Only the accounts used in the hierarchy appear here. 2. At the top-right, the list of flows assigned (checked) or not assigned to the dimensional analysis Note: In a category scenario in standard mode, the dimensional analyses impact all of the flows. This section is therefore grayed out in standard mode. 3. In the center-left, if you have clicked on the Accounts button, the list of accounts that have not been assigned to a dimensional analysis. 4. At the bottom-right, the list of dimensional analyses. This is where you assign the accounts selected in the chart of accounts and the selected flows to the dimensional analyses. Note: By default, the children of a parent item linked to a dimensional analysis are linked to the same dimensional analysis. 5. At the bottom of the screen, the breakdown of the selected dimensional analysis. You can create dimensional analyses: •
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from the Dimension Builder, using the characteristic defined for this purpose.
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Note: The changes you make to characteristic values in the structure do not affect the existing dimensional analyses in the category scenarios. In order for the changes to be taken into account in the category scenarios, you should update them. •
using another category scenario, by copying the dimensional analyses it contains.
Related Topics • Updating the category scenario in the Dimension Builder • General behavior • Assigning dimensional analyses with account/flow pairs • To initialize dimensional analyses from the Dimension Builder • Initializing dimensional analyses
6.3.6.7.1 Updating the category scenario in the Dimension Builder You can create dimensional analyses manually. However, you can also create dimensional analyses using the characteristic values defined for this purpose in the Dimension Builder. The dimensional analyses are therefore initialized in the Dimension Builder. In this case, both dimensional analyses and Dimension Builder are linked. On the other hand, when you make changes to a characteristic in the Dimension Builder, these changes are not automatically taken into account in the category scenario. In order for the changes to be taken into account, you must update the following: •
Account families
•
Dimensional analyses
Furthermore, when a characteristic does not link a dimensional analysis to the Dimension Builder, it is in list mode. The Chart of Accounts Hierarchy is used instead of the Dimension Builder. The application will propose the use of list mode in certain cases. You can also choose to use it in the Dimensional analyses step. Related Topics • Updating account families from the Dimension Builder • Initializing dimensional analyses
To detach dimensional analyses from the Dimension Builder 1. In the Dimensional analyses step, click Initialize. The Manage Dimensional Analyses dialog box appears. 2. Select Detach from Dimension Builder. 3. Click OK. A confirmation message appears.
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4. Click Yes.
6.3.6.7.2 General behavior This paragraph explains the two possible outcomes that occur when you associate an account/flow pair with a dimensional analysis: •
The application runs checks on the creation of account/flow pairs when associating them with dimensional analyses.
•
The application proposes either a link between the category scenario and the Dimension Builder or list mode.
Case study n°1: Account 1-PL is associated with characteristic CAR1 and with flow C05 You want to associate the account/flow pair 1-PL/C05 with a dimensional analysis whose characteristic is not CAR1. To associate an account/flow pair with a dimensional analysis 1. In the Accounts section, select the required account. 2. In the Flow section, select the flow. 3. In Dimensional analyses section, check the dimensional analysis you want to associate with the account/flow pair. The following message appears: "This account does not have the same characteristic value as the dimensional analysis. Do you want to change to list mode?". •
If you still want to associate both account/flow pair and dimensional analysis, click Yes. The dimensional analysis is detached from the Dimension Builder.
If you clicked Yes, the following image appears.
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You can see in
and
dimensional analysis selected in
that the account/flow pair 1-PL and C05 is associated with the .
In , you can see that the link to the Dimension Builder has been detached because there is no longer a value in the Characteristic column. •
If you want to keep the link between both dimensional analysis and Dimension Builder (via this characteristic), click No. The account/flow pair will not be associated with the dimensional analysis.
Case study n°2: Account 1-PL is associated with characteristic CAR1 and with flow C05 You want to associate the account/flow pair 1-PL/C05 with a dimensional analysis whose characteristic CAR1 is also shared by the account. To do this, see steps 1 to 3 in Case study n°1. The account/flow pair will be associated with the dimensional analysis, which will continue to be linked to the Dimension Builder via characteristic CAR1, common to both account and dimensional analysis.
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Case study n°3: Accounts 1-PL and 2-BS are both associated with the same characteristic CAR1, but are associated with account families that do not have the same flows Flow C04 is defined in the account family associated with 1-PL but not in the account family associated with 2-BS. You want to associate the account/flow pair 1-PL/C05 with a dimensional analysis whose characteristic is CAR1. To do this, see steps 1 to 3 in Case study n°1. The following error message appears: "To maintain the link with the Dimension Builder, the following indicators must be added to the dimensional analyses, but they are not defined in the account families. 2-BS - C04 Do you want to change to list mode?" •
If you want to keep the link between both dimensional analysis and Dimension Builder (via this characteristic), click No. The account/flow pair will not be associated with the dimensional analysis.
•
If you still want to associate both account/flow pair and dimensional analysis, click Yes. The dimensional analysis will be detached from the Dimension Builder. Only indicator 1-PL C04 will be created.
6.3.6.7.3 Assigning dimensional analyses with account/flow pairs Caution: An account can only be assigned to one dimensional analysis. On the left-hand side of the screen where the accounts are displayed, the status of the accounts is indicated by the following two icons: Icon
Meaning
(orange icon) The account is assigned to a dimensional analysis. (orange icon) The account is not assigned to a dimensional analysis.
Not all of the accounts need to be included in a dimensional analysis.
To show the accounts that have not been assigned to a dimensional analysis •
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In the Dimensional analyses step, click the Accounts button.
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The accounts which have not been assigned to a dimensional analysis appear in the Accounts with no dimensional analysis section.
To remove an account/flow pair from a dimensional analysis 1. Select the account you want to remove. 2. In the Flows section, select the flow. 3. In the Dimensional analyses section on the right hand side of the screen, uncheck the dimensional analysis. A confirmation message appears. 4. Click Yes.
Associating an account/flow pair with a dimensional analysis By default, a dimensional analysis is assigned with all of the flows. You can, however, assign a dimensional analysis with a specific flow.
To associate an account/flow pair with a dimensional analysis 1. Select the account you want to associate. 2. In the Flows section, select the flow. 3. In the Dimensional analyses section on the right hand side of the screen, check the dimensional analysis that you want to assign to the flow. A confirmation message appears. 4. Click Yes. The flow is assigned to a dimensional analysis. Tip: If you click on the account families column, the account families that are checked appear first in the list.
Applying the dimensional analysis to children in the account hierarchy By default, when you define a dimensional analysis for a node, all of the child items of the account will be assigned to the same dimensional analysis. However, if you have made changes to the dimensional analysis manually, you might want to reassign all of a node's children with the same dimensional analysis.
To apply a dimensional analysis to all of the children in a hierarchy 1. Select the node. 2. Click Apply dimensional analysis.
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Note: This button is grayed out when dimensional analyses are linked to the Dimension Builder. If you still want to perform this action, you should detach the dimensional analysis from the Dimension Builder. The dimensional analysis is applied to all of the children. Related Topics • Updating the category scenario in the Dimension Builder
Performing searches in the hierarchy To find an item in the hierarchy 1.
Click . 2. Enter the name of the account that you are looking for. 3. Click Next. The next account corresponding to what you have entered is selected.
6.3.6.7.4 Managing dimensional analyses
Initializing dimensional analyses You can create dimensional analyses using the characteristic values defined for this purpose in the Dimension Builder view. As a result, all of the dimensional analyses will be created for the accounts included in the hierarchical chart of accounts. Example of how to initialize a dimensional analysis In the Dimension Builder view, the accounts are defined as follows: Account code
Illustration
A1
SCHEM1
A2
SCHEM1
A3
SCHEM2
When you initialize dimensional analyses using the Dimension Builder, the dimensional analyses are created automatically and are assigned with the corresponding accounts.
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SCHEM1 is created and assigned with accounts A1 and A2.
•
SCHEM2 is created and assigned with account A3.
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You can also make changes to a dimensional analysis independently of others, by changing or deleting its characteristic. Related Topics • Introduction to the Dimension Builder view
To initialize dimensional analyses from the Dimension Builder 1. In the right-hand side of window, click the Initialize button. The "Manage Dimensional Analyses" window appears. 2. Select Select from Dimension Builder. 3. In the Characteristic field, select the characteristic which you want to use to create the dimensional analyses. 4. Click OK. A confirmation message appears. 5. Click Yes. The dimensional analyses appear in Dimensional analyses on the right-hand side of the window.
To update dimensional analyses from the Dimension Builder 1. In the right-hand side of window, click the Initialize button. The Manage Dimensional Analyses window appears. 2. Select Update from Dimension Builder. In the Characteristic field, the characteristic displayed is the one used to create the category scenario. 3. Click OK. A confirmation message appears. 4. Click Yes. The dimensional analyses appear in Dimensional analyses on the right-hand side of the window.
To initialize dimensional analyses using another category scenario 1. In the right-hand side of window, click the Initialize button. The Manage Dimensional Analyses window appears. 2. Select Copy from existing category scenario. 3. In the Category scenario field, select the category scenario which you want to use to create the dimensional analyses. The Category and Version are filled in automatically.
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4. Click OK. A confirmation message appears. 5. Click Yes. The dimensional analyses appear in Dimensional analyses on the right-hand side of the window.
To make changes to a dimensional analysis independently of others 1. In the Dimensional analyses section, select the dimensional analysis whose characteristic you want to change. 2. In the lower section of the window, select the Definition tab. 3. In the Link to Dimension Builder section, click the button and select the required characteristic. Tip: To delete the characteristic, right-click in the characteristic value field and select the appropriate command from the drop-down menu.
To create a dimensional analysis 1. In Dimensional analyses on the right-hand side of the screen, click
.
The New Dimensional Analysis Wizard appears. 2. Enter the long description and, if necessary, the comment, using the Edit button. 3. Click Next. The next window in the Wizard opens. 4. Give the environment and audit ID of the data in the SAP BusinessObjects Financial Consolidation formulas: • Package:
•
•
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Original package audit ID, if you want the application's automatic formulas to be run on package data with the package data entry audit ID.
•
Package adjustment audit IDs, if you want the application formulas to be run on package data which have an adjustment audit ID.
Central manual journal entries: •
Package journal entry audit IDs, if you want the application formulas to be run on central manual journal entry data with the same audit IDs as the adjustments performed on the package.
•
Central journal entry audit IDs, if you want the application formulas to be run on central manual journal entry data with the same audit IDs as the central adjustment audit IDs.
Central automatic journal entries:
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•
All audit IDs, if you want the application formulas to be run on central automatic journal entries, no matter what the audit ID is.
5. Click Next. The next window in the Wizard opens. 6. Give the environment and audit ID of the data in the application controls: • Include controls:
•
•
In the package controls if the application controls are run on the package
•
In manual journal entry validation if the controls are run each time a manual journal entry is validated.
Audit ID: •
Original package audit ID, if you want application controls to be run on data with the same audit ID as the data entered in the package.
•
Filter, if you want the application controls to be run on data which has been selected via a filter.
•
Audit ID by Audit ID or All Audit IDs aggregated if you want the automatic controls in the dimensional analysis to be run on each individual audit ID or on all of the audit IDs added together.
7. Click Finish. Example: It may be useful to run the controls that check an account total against the breakdown in a dimensional analysis on all of the audit IDs, i.e. on all of the package amounts after local adjustments. Controls that check that the debits equal the credits should, however, be run on individual audit IDs.
Using the contextual tabs for the dimensional analyses You can change the properties of the dimensional analyses in the tabs at the bottom of the window: •
Breakdown of dimensional analysis tab
•
Control environment tab
•
Formula environment tab
•
Indicators tab
•
Definition tab
Breakdown of dimensional analysis tab Once you create a new dimensional analysis, you can define the indicator's dimensions in the Breakdown of dimensional analysis tab.
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For each of the analysis dimensions selected, you can: •
define the values of the analysis dimension by restricting the number of values of the indicator's dimension
•
define the analysis mode, specifying how the breakdown and grand totals are calculated and checked.
To insert a new analysis dimension using a filter 1. In the Breakdown of dimensional analysis tab, place the cursor on the node above the dimension to be inserted and click on the Insert button. The "New Analysis Dimension Wizard" appears. 2. Select an analysis dimension. 3. In Mode, select Based on a filter. 4. Click Next. The General settings step appears. 5. Enter the general settings: • Amounts at this level: check this box to indicate whether these amounts are present at this level. •
Breakdown analysis according to filter: check this box to select a filter which the analysis will be limited to.
6. Click Next. The Mode appears. 7. Select the calculation mode for the analysis dimension. • No calculation or control between the breakdown total and grand total: by default, no formula or control has been defined. •
Check breakdown total against higher level total to define controls which will be run on data broken down using an analysis dimension.
•
Post breakdown total to a higher level to indicate that the breakdown total you entered manually will automatically be entered at a higher level.
•
Post difference between breakdown total and grand total to an elementary code so that the difference between the grand total and the breakdown total will be posted to a special dimension code.
•
Post breakdown total to an elementary code so that the breakdown total will be posted to a special dimension code.
8. Once you have entered the information for the last step click on the Finish button. Depending on the option selected in step 7, the subsequent steps will differ. Each option will be described in detail.
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Related Topics • Check breakdown total against higher level total • Post breakdown total to a higher level • Post difference between breakdown total and grand total to a code • Post the breakdown total to an elementary code
Check breakdown total against higher level total You can enter indicator and breakdown amounts. This control checks the breakdown total against the total at a higher level in the hierarchy.
To enter information for this step 1. Enter the Code which identifies the control 2. Enter the Extra-long description which describes the control 3. Enter the control's Level 4. In the Link tab, you can define which schedules you can access directly from the error detected by the control. 5. In Description:
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•
Must be: select the comparison operator for the control (e.g. =, , ).
•
Than: select the higher level against which the breakdown total is checked.
•
Absolute value: check this box if you want to compare the totals as absolute values i.e. if you want the totals to be given as positive values.
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6. In Options: •
Error: to specify whether the control will generate errors or warnings
•
Tolerance: tolerance threshold.
Post breakdown total to a higher level Because the breakdown total is used to calculate the total at a higher level, you can only enter amounts at the breakdown dimension level, not the higher one. To enter information for this step 1. Enter the Long description. 2. In the Is posted to field, select the higher level required.
Post difference between breakdown total and grand total to a code You can enter indicator and breakdown amounts. To enter information for this step 1. Enter the Long description. 2. In the Is posted to field, select the analysis dimension value to which the difference between the grand total and breakdown total will be posted.
Post the breakdown total to an elementary code You can enter indicator and breakdown amounts. To enter information for this step 1. Enter the Long description. 2. In the Is posted to field, select the analysis dimension value to which the breakdown total is posted. To insert a new analysis dimension using elementary values 1. In the Breakdown of dimensional analysis tab, place the cursor on the node which indicates the starting point for inserting the dimension and click on the Insert button. The New Dimensional Analysis Wizard appears. 2. Select an analysis dimension. 3. In Mode, select Elementary values. 4. Click Next. The Elementary values step appears. 5. Select the value(s) for the chosen dimension.
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6. Click Finish.
Go to the automatic formula or automatic control that has been generated. You can go to the automatic formula or control generated by an analysis dimension. To go to the automatic formula or control generated by an analysis dimension. 1. Select the analysis dimension. 2. In the contextual menu, click on Go to selected item. You will then be automatically sent to the generated item, either in the Formulas step or the Controls step (depending on the options selected when you defined the analysis dimension).
Control environment tab This tab contains the information provided in the third step (Automatic control environment) of creating a dimensional analysis. Related Topics • To create a dimensional analysis
Formula environment tab This tab contains the information provided in the second step (Automatic control environment) of creating a dimensional analysis. Related Topics • To create a dimensional analysis
Indicators tab This tab provides a graphic representation of the associations between the accounts, flows and dimensional analyses that you created in the Dimensional analyses step: it shows the account/flow pairs.
Definition tab This tab contains the long description entered when the analysis hierarchy was created. Related Topics • To create a dimensional analysis
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6.3.6.8 Formulas step In the Formulas step, you can define the manual and automatic calculation formulas set up in the category scenario. The formulas are grouped into sets. You can use formulas to calculate data and enter the results automatically. There are two different types of formula: •
manual formulas which are defined by the user
•
automatic formulas which are automatically created when the dimensional analyses are customized.
Figure 6-13: Setup > Category Builder > Formulas
The formula editor is split into four areas: 1. On the top-left, the flat list of manual calculation formulas Tip: You can display the formulas by right-clicking in the column headers of the Formulas list and selecting Columns from the contextual menu. In the "Grouped columns" dialog box in the View tab, add the Formula column to the list of "Visible columns" and click OK. 2. On the bottom-left, if you clicked Automatic formulas, the flat list of the automatic formulas.
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3. On the right, the formulas grouped into sets of formulas Note: • •
All the formulas listed in the sets of formulas are run by the category scenario. A formula can only appear once in a set of formulas. Formula sets are organized alphabetically by description.
4. At the bottom, the items related to the other areas. Tip: The Full screen button enables you to limit the display to Formulas and Automatic formulas. Related Topics • Customizing the default environment for the formulas • To create a set of formulas • To delete a set of formulas • Condition for triggering a formula
6.3.6.8.1 Customizing the default environment for the formulas The default environment enables you to define the contexts in which the formula must be run, and for which type of data. The possible contexts are as follows: •
In package: •
Original package audit ID Check this box if you want the formula to be run on package data with the package data entry audit ID.
•
Adjustment audit IDs (schedules or journal entries) Check this box if you want the formula to be run on package data with the package adjustment audit IDs.
•
In central manual journal entries: •
Local journal entry audit IDs Check this box if you want the formula to be run on central manual journal entry data which do not have the package adjustment audit IDs.
•
Central journal entry audit IDs Check this box if you want the formula to be run on central manual journal entry data with the central site adjustment audit IDs. Note: In central manual journal entries is only available if you have checked the Central manual journal entries box in the Options step.
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•
When initializing schedule groupbox: •
Original package audit ID Check this box if you want the formula to be run on data with the package data entry audit ID when the package is being initialized.
•
Other package audit IDs. Check this box if you want the formula to be run on data with the package adjustment audit IDs when the package is being initialized.
Related Topics • Expanded mode: Journal Entries tab
To customize the default environment for the formulas 1. In Sets of formulas section, click on the Default environment button. The Default Environment window will appear. 2. Customize the default environment. 3. Click on OK. Related Topics • Restoring the default environment for a formula • Defining a formula's environment as the default environment
Restoring the default environment for a formula If you make changes to the environment for a formula, you can restore the default environment, if required.
To return to the default environment 1. Select the formula. 2. In the contextual menu, click on Apply default environment.
Defining a formula's environment as the default environment Once you have changed the environment for a formula, you can save it as the default environment so that it can be used for the other formulas.
To define an environment as the default environment 1. Select the formula. 2. In the Environment tab, click on the Define as default button.
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6.3.6.8.2 Managing sets of formulas
To create a set of formulas 1. In Set of formulas, click on the arrow beside the
button, and then on New set of formulas.
2. Enter the long description and, if necessary, a comment for the set of formulas. 3. Click on Finish. Note: Tab specific to sets of formulas: When you select a set of formulas in the Formulas step, the Definition tab is available at the bottom of the window. It shows the long description and comment of the set of formulas.
To copy a set of formulas 1. Select the set of formulas you want to copy. 2. In the contextual menu of the set of formulas, select Copy. 3. In the contextual menu, select Paste.
To delete a set of formulas 1. Select the set of formulas you want to delete. 2. In the contextual menu of the set of formulas, select Delete. A confirmation message will appear. 3. Click on Yes. The formula is deleted. Caution: If the set of formulas that you are deleting contains formulas, these formulas will be deleted too
6.3.6.8.3 Managing manual formulas
To create a formula 1. In Set of formulas, click on the arrow beside the
button, and then click New formula.
The New Formula Wizard appears. 2. Enter the Long description of the formula and, if necessary, a Comment. 3. Click Next. 4. In the following step, select the set in which you want to insert the formula. Note: You can insert a formula in one set only.
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5. Click Next. 6. In the next step, define the formula using the Generate button, the trigger condition and, if necessary, how the dimensional analysis will be applied. 7. Click Finish. Related Topics • Formula Wizard
Formula Wizard To create formulas, you can use the Formula Wizard to help you define the formula expressions.
Three selection modes are available in the formula wizard:
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•
One value only to select a value from the list of valid flows and accounts for this category scenario
•
Filter to select a filter or create a new one
•
Several values to select several accounts or flows.
To define a formula using the formula wizard 1. In the Account field, select the account(s) making up the formula. 2. In the Flow field, select the flow(s) making up the formula. Tip: The selected accounts and flows appear in "Expression". 3. If a dimensional analysis is available, it will appear in the Dimensional Analysis drop down menu. The related breakdown will appear in the area at the bottom of the screen. 4. If necessary, check the Apply formula to the dimensional analysis box. 5. Click Add this expression to the formula to integrate the expression. 6. In the Formula field, create your formula using the available buttons and operators. 7. If necessary, enter the Trigger condition. Related Topics • Syntax in data IDs • Tabs specific to the manual formulas
Tabs specific to the manual formulas When you select a manual formula in the Formulas step, three contextual tabs are available at the bottom of the window. •
Expression tab The Expression tab shows the breakdown of the formula and the trigger condition.
•
Environment tab The Environment tab shows the environment corresponding to the formula. You can make changes to the environment in this tab.
•
Definition tab The Definition tab shows the formula's long description and comment.
6.3.6.8.4 Managing automatic formulas
To show automatic formulas •
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In the Formulas step, click Automatic formula.
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The existing automatic formulas appear in Automatic formulas. Note: There are only automatic formulas if you have created one or more dimensional analyses generating the formulas. Related Topics • Breakdown of dimensional analysis tab
Tabs specific to the automatic formulas When you select an automatic formula in the Formulas step, two contextual tabs are available at the bottom of the window. •
Expression tab The Expression tab shows the breakdown of the automatic formula generated by the dimensional analysis. The expression is not formulated in the same way as for manual formulas, because this formula was created by a dimensional analysis.
•
Definition tab The Definition tab shows the formula's long description.
6.3.6.8.5 Details on formula syntax
Condition for triggering a formula You can set the conditions for triggering a formula. As a result, the indicator on which the formula is run will be calculated or you will be able to enter it manually. If the conditions set are not met, the formula will be ignored and you will be able to directly enter amounts for the indicator. Note: In the expression above, AC corresponds to the name of the Account dimension and FL corresponds to the name of the Flow dimension. The same basic syntax rules for expressing controls apply when you define the condition for use. Tip: To build your trigger condition, you can use the Expression box of the Formula wizard and then copy and paste the formula to the Trigger condition box. Example: The formula will be applied if the account AA20 Start up costs is greater than the account AA21 Amortization/Start up costs on the flow F99. The condition is expressed as follows: {AC=AA20; FL=F99}>= {AC=AA21; FL=F99}.
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Formula expression A formula is expressed in two parts which are separated by the = sign. These two parts are: •
Calculated data - which consists of a data ID indicating where the result of the calculation will be stored in the database.
•
Expression - which consists of a data ID used as the source in the calculation (the operands) and mathematical operators.
The syntax for identifying the indicators is based on data IDs. A data ID can be defined as follows: {Dimension initialization1; Dimension initialization2} The syntax of a dimension initialization can refer to: •
An elementary code. The syntax is =
•
A filter.
Note: The calculation formulas defined in the Formulas step take precedence over the automatic formulas generated by the dimensional analyses. Example: Account code
Long description
Data ID
RA10
Sales of Finished Goods
AC=RA10}
RB02
Purchase of Raw Materials
AC=RB02}
RB12
Purchase of Goods
AC=RB12}
RB46
Postage Costs
AC=RB46}
The formula expression will therefore be: {AC=RBE}={AC=RA10}+{AC=RB02}+{AC=RB12}+{AC=RB46} It can also be: {AC=RBE}={AC sum (RA10; RB02; RB12; RB46)}. This formula is applied to the only RBE account in the Quarterly Profit category and to the authorized flows assigned to {AC=RBE} in the Indicators tab of this category scenario. You can also use a filter. The formula would then be: {AC=RBE}={AC sum RES01} with RES01 being a filter containing RA10, RB02, RB12 and RB46. Related Topics • Using filters
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Authorized initialization types The table below presents the different types of dimension initialization which are authorized for a data ID in calculated data. Main dimensions (except Account, Audit ID, Flow and Period)
Account and Flow
Period
Analysis Dimensions
# Dimension code Dimension code = code Dimension code in code OR filter code in % Dimension code sum code OR filter code in % Dimension code in (code1; code2; etc.) Dimension code sum (code1; code2; etc.) Dimension code in (charac. = code) Dimension code sum (charac. = code)
The table below presents the different types of dimension initialization which are authorized for a data ID in a formula expression.
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Main dimensions (except Account, Audit ID, Flow, Category, Period and Data entry period)
Account and Flow
Category, Period and Data entry period
Analysis Dimensions
# Dimension code Dimension code = code Dimension code in code OR filter code in % Dimension code sum code OR filter code in % Dimension code in (code1; code2; etc.) Dimension code sum (code1; code2; etc.) Dimension code in (charac. = code) Dimension code sum (charac. = code)
Related Topics • Syntax in data IDs
Apply formula to the dimensional analysis If you activate the Apply formula to dimensional analysis option in the Expression tab, the formula will be applied to the analyses of the calculated data.
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Example: If accounts R01, R02 and R03 are broken down by Partner (PA), you can use the Apply formula to dimensional analysis option in order to limit the number of formulas. If you select this option, only one formula is required: {AC=R01}={AC=R02}+{AC=R03} If the option is not checked, the following formula used to analyze the partner should be added to the above expression: {AC=R01;PA in %}={AC=R02}+{AC=R03}
Rules for selecting data The following rules are used in the formulas. •
If you have not specified the Account, Flow or Period dimension, the formula will be applied to all of the codes of the dimensions concerned. See example 1 below.
•
If the expression of calculated data contains an extra dimension, that dimension is automatically included in all of the components of the expression. See example 2 below.
•
The # character is used to exclude a dimension from a data ID. See example 3 below.
Example: 1 {AC=RBE}={AC=RB10}-{AC=RB02}-{AC=RB12}-{AC=RB46}. The flow and period dimensions are not specified in this formula. The formula will therefore be applied to all of the flows and periods.
Example: 2 {AC=TRA10; FL=F99}={AC=RA10}-{AC=RA12}-{AC=RA20} The formula is only calculated for the flow FLOW=F99. This is the equivalent of the formula below: {AC=TRA10;FL=F99}={AC=RA10;FL=F99}-{AC=RA12;FL=F99}-{AC=RA20; FL=F99}
Example: 3 Example of an expression: {AC=RA10; AFFIL=PAR1}=0.10*{AC=RA10; #AFFIL} In account RA10, the total for Partner 1 is 10% of the overall Partner figures. The Partner dimension is broken down in the left hand side of the formula and is therefore applied to the whole formula. It must therefore be excluded from the formula so that all of the dimension values can be added up. To produce this type of formula, RA10 must be analyzed using elementary value PAR1.
Using filters There are two ways of defining filters: •
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{Dimension code in Filter}, used to specify that you want to select filter values that are broken down.
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•
{Dimension code sum Filter}, used to specify that you want to select filter values that have been aggregated.
The syntax you use depends on the type of initialization used for the dimensions. You can use this syntax to limit the formula to the values of a dimension filter or to define a formula which can be applied to a group of values. Caution: • •
You cannot aggregate filter values for calculated data. The filters used in a formula for an analysis dimension must be consistent with the formulas used in the dimensional analysis.
Example: Examples of filters used in the formulas: Example
Comments
AC in ACTIF}
Accounts (AC) contained in the assets filter
AC in (C01;C02;C03;C10)}
Accounts (AC) contained in the list of elementary values
RU in (COUNTRY=France)}
All reporting units (RU) whose COUNTRY (COUNTRY) characteristic is France
RU in %}
All reporting units (RU)
In formulas with filters, the filters used for the same dimension can be included in the calculated data and the formula expression. The formula is then applied to all of the values of the dimension which is common to both filters.
Example: {AC=SL; AFFIL in %}={AC=SFG; AFFIL in TP}+{AC=SSG; AFFIL in TP} The Sales account (SL) is equal to the sum of Sales of Finished Goods (SFG) and Sales of Semi-finished Goods (SSG) for each partner in the Third Party (TP) list.
Example: Accounts A1, A2 and A3 are broken down by partner and the analysis is limited to the values in the Partner filter l: •
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The formula {AC=A1; PA in FILTER2} = {AC=A1}+{AC=A2} is invalid because the filter used in the formula is different from the one used for the breakdown. The validation report will therefore contain errors.
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•
The formula {AC=A3; PA in FILTER1} = {AC=A1}+{AC=A2} is accepted. The validation report will therefore not contain errors.
•
The formula {AC=A1; PA in %} = {AC=A1}+{AC=A2} is also accepted. It will then be applied to the partners in Filter1 only.
Related Topics • Syntax in data IDs • Authorized initialization types
6.3.6.8.6 Exporting formulas You can export formulas to a CSV file (Comma Separated Values). The three export types are: •
Export all formulas Export all of the formulas and all of the columns.
•
Export a filtered list of formulas You can create a filter and display only the formulas in the filter. You can then export the formulas displayed as well as the columns displayed.
•
Export a selection of formulas Export only the selected formula or formulas.
To export all formulas 1. In the Formulas step right-click anywhere in the Formulas list and select Export data from the contextual menu. The "Data Export" dialog box opens. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
To export a filtered list of formulas 1. In the Formulas step, create a filter by clicking in the column headers of the Formulas list and choosing Filter from the contextual menu. Dropdown filter lists appear under each column heading of the Formulas list. 2. Configure your filters.
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Only the filtered list of formulas is now displayed in the Formulas list. Note: You can add columns to the Formulas list in order to define additional filters by right-clicking in the column headers of the list and choosing Columns from the contextual menu. In the View tab in the "Grouped Columns" dialog box, add the columns you require to the Visible columns list and click OK. 3. Right-click anywhere in the filtered list of formulas in the Formulas list and select Export list from the contextual menu. The "List Export" dialog box opens. 4. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 5. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 6. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
To export a selection of formulas 1. In the Formulas step select the formula or formulas you require in the Formulas list and select Export selection from the contextual menu. The "Export selection" dialog box opens. Tip: To select a range of formulas, click the first formula, then hold down the SHIFT key and click the last formula in the range. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
6.3.6.9 Controls step In the Controls step, you can define the manual and automatic controls set up in the category scenario. They are grouped into subsets of controls, which are in turn organized into sets of controls.
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Figure 6-14: Setup > Category Builder > Controls
The controls editor is split into four areas: 1. On the top-left, the flat list of manual controls. 2. On the bottom-left, if you clicked Automatic controls, the flat list of the automatic controls 3. On the right, the controls grouped into subsets and sets. Note: Each control must belong to at least one set of controls. When the package data entry is defined in the RU Organizer window, the user will select the set of controls corresponding to the package in order to define the package's control level. The same control can be assigned to more than one subset and set of controls. 4. On the bottom-left, the items related to the other areas. Related Topics • How controls work • Presentation of the controls • Customizing the default environment for the controls • Managing sets of controls • Managing subsets of controls • Managing controls
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6.3.6.9.1 How controls work A control is used to compare two amounts. A control uses an expression and a tolerance, which is the difference between the two amounts to be compared. Expression: An expression is the formula identifying the two amounts to be compared. Tolerance: A tolerance is the value you enter which will be compared to the difference between the two amounts. Difference: The difference is an absolute value which is calculated automatically after comparing the two amounts in the control. If the difference between the two amounts is less than or equal to the tolerance value entered, then the two amounts will be considered equal. Expression of control for amounts x and y
Comparison difference/tolerance
Control result
Example
Tolerance entered: 1 Amount x: 1 000 000 Amount y: 1 000 000,5 Difference: 0.5 Tolerance
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Error or warning
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Expression of control for amounts x and y
Comparison difference/tolerance
Control result
Example
Tolerance entered: 1 Amount x: 1 000 000 Amount y: 1 000 000,5 Difference: 0.5 Tolerance and x < y
Valid
>Tolerance and x > y
Error or warning
Tolerance and x > y
Valid
>Tolerance and x < y
Error or warning Tolerance entered: 1 Amount x: 1 000 000 Amount y: 1 000 000,5 Difference: 0.5
Tolerance and x > y
Error or warning
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Expression of control for amounts x and y
x>y
Comparison difference/tolerance
Control result
Tolerance and x > y
Valid
>Tolerance and x < y
Error or warning
Example
Example: In a dimensional analysis, a control can be used to check whether or not the total is equal to the sum of its breakdown (when breakdown amounts are entered).
6.3.6.9.2 Presentation of the controls This diagram shows the main steps you have to follow when creating and organizing controls in a category scenario.
Note: Packages are validated in the Package Manager view located in the Operation domain.
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Related Topics • Impact of controls on publication • Example • Control levels • Controls step icons
Impact of controls on publication This diagram shows the role played by controls in publishing packages.
The control level to be reached for publication and whether or not the level is blocking are specified in the Environment and Level tabs that are specific to controls. Related Topics • Specific tabs to manual controls
Example Three types of control are created in this example:
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•
Control 1: Assets must equal Liabilities
•
Control 2: Opening income must be appropriated
•
Control 3: Sales must be broken down by Partner/Product
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These controls are then given the following levels: •
level 1: Accounting control. This level is given to controls 1 and 2.
•
level 2: Existence control. This level is given to control 3.
These controls are then assigned to the following subsets: •
Subset 1: Accounting controls for companies consolidated fully (FC) or proportionally (PC). Controls 1 and 2 are included in this subset.
•
Subset 2: Additional controls. This subset contains control 3.
•
Subset 1(b): Equity method (EM) accounting control. This subset contains control 2.
These subsets are then organized into sets of controls: •
Set FC/PC. This set contains subsets 1 and 2.
•
Set EM. This set contains subset 1(b).
In this example, all reporting units must comply with control level B. For set FC/PC, controls 1, 2 and 3 must be met so that the package can be approved (validated status). For the EM set, only control 2 needs to be met for the package to be validated. If the request to send condition given to level B requires the package to be approved (validated status), all of the controls need to be met before you can send the package to central site.
Control levels If any problems are detected when the controls are run, warnings (for information only) or errors are generated. There are two types of control: •
errors - represented by the red icon These stop the package from being validated. If the request to send condition specifies that the package must have this status, you cannot send it to central site.
•
warnings - represented by the blue icon •
.
These controls do not prevent the validation of the package. Their function is purely to inform the user of any errors detected without preventing the package from being published at the “data entry site”.
If, in standard publication, the level to be reached for publication is blocking, any errors generated by control levels lower than or equal to this level are blocking i.e. they stop the package from being validated. A package will not be validated if it has a least one error in its set of controls (at the publication level or lower). Note: In “advance publication”, the errors generated are not blocking.
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Related Topics • Presentation of the controls
Controls step icons Icon
Meaning
Set of controls
Subset of controls
Manual control
Automatic control
6.3.6.9.3 Customizing the default environment for the controls The default environment enables you to define which data you want the control to be run on. The possible contexts are as follows: •
"Context": •
Package If you check this box, the control will be run on the package data.
•
Validity of manual journal entry If you check this box, the control will be run when a manual journal entry is validated.
•
"Options": •
Error If you check this box, the control will generate errors.
•
Tolerance Enter the tolerance threshold in this box.
•
"Audit ID": •
Original package audit ID If you check this box, the control is run on data with the same audit ID as the data entered manually in the package.
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•
Journal entry audit ID filter The control will be run on data whose audit ID is selected by a filter. If no filter is selected, the control will not be run on any audit IDs.
•
Audit ID by audit ID or All audit IDs aggregated. If you check this option, the control is run on data which has been aggregated in the audit ID dimension. This option is only available if you have selected at least one audit ID filter.
Example: It may be useful to run the controls that check the difference between two indicators on the aggregated audit IDs, meaning on all of the package amounts after local adjustments. Controls that check that the debits equal the credits should, however, be run on individual audit IDs. Related Topics • How controls work
To customize the default environment for the controls 1. In Control hierarchy, click on the Default environment button. The Default Environment window will appear. 2. Customize the default environment. 3. Click on OK. Related Topics • Restoring the default environment for a control • Defining a control's environment as the default environment • How controls work
Restoring the default environment for a control If you make changes to the environment for a control, you can restore the default environment, if required.
To return to the default environment 1. Select the control. 2. In the contextual menu, click on Apply default environment.
Defining a control's environment as the default environment Once you have changed the environment for a control, you can save it as the default environment so that it can be used for the other controls.
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To define an environment as the default environment 1. Select the control. 2. In the Environment tab, click on the Define as default button.
6.3.6.9.4 Managing sets of controls A set of controls is made up of all of the basic controls and subsets of controls which can be run on a package. You can define more than one set of controls in a category scenario. Note: The same control and/or subset of controls can be assigned to more than one set of controls. A set of controls is defined by default for all of the “reporting IDs” and reporting units. You can, however, use a different set: •
for a reporting ID
•
for a reporting unit (if necessary)
For example, the set of controls you use for December can be different from the set used for the other months. Different sets of controls can also be used for the subsidiaries depending on their activity. Related Topics • To create a set of controls • To copy a set of controls • To delete a set of controls
To create a set of controls 1. In Control hierarchy, click on the arrow beside the
button, and then on New set.
2. Enter the code and long description for the set of controls. 3. Click on Finish. Note: Tab specific to the sets of controls: When you select a set of controls in the Controls step, the Definition tab is available at the bottom of the window. It shows the code, long description and comment of the set of controls.
To copy a set of controls 1. Select the set of controls you want to copy. 2. In the contextual menu of the set of controls, select Copy. 3. In the contextual menu, select Paste.
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To delete a set of controls 1. Select the set of controls you want to delete. 2. In the contextual menu of the set of controls, select Delete. A confirmation message will appear. 3. Click on Yes. The set of controls is deleted. Caution: If the set of controls that you are deleting contains controls, these will be deleted too.
6.3.6.9.5 Managing subsets of controls You can arrange controls into subsets according to the type of function they perform. Note: The same control can be assigned to more than one subset/set of controls. As is the case with manual controls, automatic controls defined in the dimensional analyses must be assigned to a subset and/or set of controls. Related Topics • To create a subset of controls • To copy a subset of controls • To delete a subset of controls
To create a subset of controls 1. In Control hierarchy, click on the arrow beside the
button, and then on New subset.
2. Enter the long description and, if necessary, a comment for the subset of controls. 3. In the following step, select the set of controls to which the subset will be assigned. 4. Click on Finish. Note: Tab specific to the subsets of controls. When you select a subset of controls in the Controls step, the Definition tab is available at the bottom of the window. It shows the long description and comment of the subset of controls.
To copy a subset of controls 1. Select the subset of controls you want to copy. 2. In the contextual menu of the subset of controls, select Copy. 3. In the contextual menu, select Paste.
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To delete a subset of controls 1. Select the subset of controls you want to delete. 2. In the contextual menu of the subset of controls, select Delete. A confirmation message will appear. 3. Click on Yes. The subset of controls is deleted. Caution: If the subset of controls that you are deleting contains controls, these will be deleted too.
6.3.6.9.6 Managing controls The following rules apply to the controls: •
A control must contain at least the Account and Flow dimensions.
•
A dimension which features in the factor and not in the calculated data or expression is valid for all of the expression.
•
Using the factor is optional. It helps you to simplify expressions.
•
If a filter appears in the expression, the control will be run on the aggregation of the filter.
•
If a filter appears in the factor, the control will be run on all of the filter values.
•
If a filter appears in the factor, the formula generates an elementary control for each of the values selected by the filter.
Formula Wizard To define controls, you can use the Formula Wizard (also available in the Formulas step) to help you define the expressions. The Formula Wizard functions in the same manner as in the Formulas step. Related Topics • Formula Wizard • To create a manual control • To show automatic controls
Managing manual controls To create a manual control 1. In Control hierarchy, click on the arrow beside the
button, and then on New control.
The New Control Wizard appears with the Definition step open.
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2. Enter the control's code and long description. 3. Click Next. The Assignment step appears. 4. Select the set or subset to which you want to assign the control. 5. Click Next. The Expression step appears. 6. Using the Generate button, enter the factor and expression that make up the control. Tip: The Formula Wizard that opens functions in the same manner as in the Formulas step. 7. Click Next. TheLevel step appears. 8. Select the control level. 9. Click Finish. Related Topics • Formula Wizard • Specific tabs to manual controls • Specific tabs to automatic controls
Specific tabs to manual controls When you select a manual control in the Controls step, five contextual tabs are available at the bottom of the window. •
Expression tab The Expression shows the breakdown of the control. The Use as description button enables you to use the expression as a long description for the control.
•
Environment tab The Environment tab shows the environment corresponding to the control. You can make changes to the environment in this tab.
•
Level tab The Level tab is used for two purposes:
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it enables you to define the different levels for all of the controls
•
it indicates the security level with which the control is assigned.
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Related Topics • Customizing the default environment for the controls
To create control levels 1. In the Level tab, click on the New button. 2. The New Control Level Wizard will appear. 3. In the Definition step, enter the code and long description for the new level. 4. Click on Next. 5. Enter the level's rank in the Rank step. Tip: You can change the level's rank at a subsequent point using the Rank up and Rank down buttons.
To define the control level with which the current control is assigned 1. Select the control whose level you want to define. 2. In the Type column, check the box corresponding to the level with which you want to assign the control.
Link to Schedules tab The Link to schedules tab enables you to create a link between a schedule and a control. This link makes it easier to correct package errors identified by the controls. This is because it enables the user to access the schedule containing the error directly from the validation report. Note: No control is run to verify whether the data being checked is contained in the linked schedule.
To link a schedule to a control 1. In the Link to schedules tab, click on the Add button. The Link to Schedules window will open. 2. Select the schedule(s) you want to link to the control. 3. Click on OK.
Definition tab The Definition tab shows the control's code, extra-long description and comment.
Managing automatic controls To show automatic controls •
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In the Controls step, click on the Automatic Controls button.
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The existing automatic controls appear in Automatic controls. Note: There are only automatic controls if you have created one or more dimensional analyses generating these controls. Related Topics • Breakdown of dimensional analysis tab
Specific tabs to automatic controls When you select an automatic control in the Controls step, five contextual tabs are available at the bottom of the window.
Expression tab The Expression tab shows the breakdown of the formula or control. The expression is not formulated in the same way as for manual controls, because this control was created by a dimensional analysis.
Environment tab The Environment tab shows the environment corresponding to the control. It corresponds to the tab which is available for manual controls. Related Topics • Specific tabs to manual controls
Level tab The Level tab indicates the security level with which the control is assigned. It corresponds to the tab which is available for manual controls. Related Topics • Specific tabs to manual controls
Link to Schedules tab The Link to schedules tab enables you to create a link between a schedule and a control. It corresponds to the tab which is available for manual controls. Related Topics • Link to Schedules tab
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Definition tab The Definition tab shows the control's code, extra-long description and comment. It corresponds to the tab which is available for manual controls. Related Topics • Definition tab
6.3.6.9.7 Exporting controls You can export controls to a CSV file (Comma Separated Values). The three export types are: •
Export all controls Export all of the controls and all of the columns.
•
Export a filtered list of controls You can create a filter and display only the controls in the filter. You can then export the controls displayed as well as the columns displayed.
•
Export a selection of controls Export only the selected control or controls.
To export all controls 1. In the Controls step right-click anywhere in the Controls list and select Export data from the contextual menu. The "Data Export" dialog box opens. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
To export a filtered list of controls 1. In the Controls step, create a filter by clicking in the column headers of the Controls list and choosing Filter from the contextual menu. Dropdown filter lists appear under each column heading of the Controls list. 2. Configure your filters. Only the filtered list of controls is now displayed in the Controls list.
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Note: You can add columns to the Controls list in order to define additional filters by right-clicking in the column headers of the list and choosing Columns from the contextual menu. In the View tab in the "Grouped Columns" dialog box, add the columns you require to the Visible columns list and click OK. 3. Right-click anywhere in the filtered list of controls in the Controls list and select Export list from the contextual menu. The "List Export" dialog box opens. 4. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 5. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 6. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
To export a selection of controls 1. In the Controls step select the control or controls you require in the Controls list and select Export selection from the contextual menu. The "Export selection" dialog box opens. Tip: To select a range of controls, click the first control, then hold down the SHIFT key and click the last control in the range. 2. In the Type of export file dropdown list, choose if you want the file to be in .CSV (comma separated) or .TXT (tabs separated) file format. 3. Click Browse to specify a filename and path for your export file. Alternately, you can type the filepath in the Name of export file field. 4. Click Export. A confirmation message is displayed and your export file appears in the directory you specified.
6.3.6.10 Validation report step In the Validation report step, you can view a report on the validation of the category scenario. This window also displays information on data volumes and limitations related to the category scenario.
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The report is automatically generated when you perform a validation, meaning when you run a series of controls on the category scenario to check its syntax. The validation report identifies and describes any detected errors. Figure 6-15: Setup > Category Builder > Validation report
Related Topics • Validating and distributing a category scenario • Category scenario statistics
6.3.6.10.1 Validating and distributing a category scenario Validating a category scenario ensures that the entire customization is consistent and detects any errors which have arisen during the customization. This process ensures that the category scenario can be used during operation. Distributing a validated category scenario means it can now be used. The distributed category scenario can be used: •
in the central site database
•
at data entry sites This enables you to work on and validate the category scenario without disturbing any other operations which are currently underway.
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Note: If you do not distribute the category scenario, none of its properties or data will be processed by the application. The following diagram illustrates the general process involved in validating and distributing a category scenario:
When you validate a category scenario, the following errors can appear: •
Blocking errors represented by the
icon.
This type of error prevents the category scenario from being validated. •
Errors represented by the
icon.
This type of error indicates an anomaly preventing one or more objects from being used in the category scenario. These errors do not stop the category scenario from being validated. •
warnings represented by the
icon.
Warnings indicate that there are anomalies present in one or more of the category scenario's objects, but which do not prevent them from being used. These warnings do not stop the category scenario from being validated. •
Information, which is represented by the
icon.
This is given for information purposes only. It does not stop the category scenario from being validated. The following icons show the status of the category scenario:
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•
indicates that the category scenario has been validated and distributed.
•
indicates that the category scenario is validated.
•
indicates that the category scenario has been changed since it was last validated or distributed.
•
indicates that the category scenario has never been validated or distributed.
6.3.6.10.2 To validate a category scenario During validation, the control and formula syntax is checked and a control is also run to ensure that deleted filters have not been included. •
In Status in the left-hand column, click Validate category scenario. A message indicating whether the category scenario is valid or not will appear.
You can then consult the validation report to find out the details. You can display and sort the errors by type using the buttons that are located at the top of the report.
6.3.6.10.3 To distribute a category scenario •
In Distribute category scenario in the left-hand column, click Status. A confirmation message will appear. Note: • •
A category scenario cannot be distributed until it has been validated. In standard mode, the category scenario is automatically distributed when it is validated.
6.3.6.10.4 Category scenario statistics The statistics of the category scenario present information on: •
the category scenario's validation.
•
the category scenario's volume.
•
the category scenario's limits.
To access the category scenario's statistics •
When in the category scenario, select File > Statistics.
General tab The General tab presents information on when the category scenario was created and updated.
Validation tab The Validation tab shows the last dates on which the category scenario was validated and distributed together with the code of the user who carried out these operations.
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Formulas tab The Formulas groupbox shows how many formulas (manual formulas, carry-over flow, dimensional analysis formulas and formulas for calculating Period/YTD data) have been defined in the category scenario. These formulas are listed by the context in which they are applied (preloading calculations, package or central manual journal entries).
Controls tab The Controls tab shows how many controls (manual controls and dimensional analysis controls) have been defined in the category scenario. These controls are listed by the context in which they are applied (package, validity of a manual journal entry and opening balances).
Limits tab The Limits tab gauges the category scenario's limits (in percentage terms) on the basis of the following objects: •
formulas, which are listed by context (preloading calculations, package or central manual journal entries).
•
periods (data entry periods, periods used in formulas, etc.).
6.3.7 Appendix
6.3.7.1 Migrating category scenarios When migrating from an existing version to SAP BusinessObjects Financial Consolidation, the category scenario is automatically converted to expanded mode. Standard mode is applied to all new category scenarios. Note: Only validated category scenarios are migrated. Impact of migration on hierarchies After you migrate, there will no longer be automatic update links between the Dimension Builder and the category scenario. Nonetheless, you can recreate the hierarchy from the Dimension Builder view
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(or using another category scenario) by clicking Create Chart of Accounts Hierarchy in the Chart of accounts step. When you migrate a category scenario from a previous version, the list of accounts in the category scenario is displayed in a "flat" list, sorted by alphabetical order in the chart of accounts. You can manually organize the hierarchy by dragging and dropping the accounts. To find out more on migrating category scenarios, see the SAP BusinessObjects Financial Consolidation Installation Guide.
6.3.7.2 Syntax in formulas, controls and periods
6.3.7.2.1 Syntax in data IDs Data IDs are dimension values which are combined to identify data. They are stored in a list between braces and separated by semi-colons. {; ; ; …}
6.3.7.2.2 Syntax for initializing dimensions •
Uninitialized dimension: #
•
Reference to an elementary code: =
•
Reference to an aggregated OBJECT filter: sum FILTER
•
Reference to a broken down OBJECT filter: in FILTER.
6.3.7.2.3 Filter Specifications
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•
By filter code:
•
By list of elementary codes: (; ; ...).
•
By characteristic: ( = )
•
Characteristic code different from: (
•
Filter for all: %. Example
Comments
{ AC = C01 }
Accounts whose elementary code is C01.
{ AC in ASSETS }
Accounts contained in the ASSETS filter.
{ AC in ( C01; C02; C03; C10 ) }
Accounts contained in the list of elementary values.
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Example
Comments
{ RU in ( GO = FRANCE ) }
All reporting units whose COUNTRY (GO) characteristic is FRANCE.
{ RU in % }
all reporting units
{ AC = TOTALASSETS; FL in % } = { A sum ASSETS }
For each flow, the TOTACTIF is calculated by totaling all of the asset accounts.
6.3.7.2.4 Syntax in constants There are: •
Numerical constants
•
N/A
Numerical constants Integers or decimals can appear as constants in the formulas. Caution: If the Apply to breakdown totals box is checked, a formula generating over 1000 totals will be rejected when the category scenario is validated e.g. if you want to breakdown an amount by partner when there are over 1000 partners. Example: Relative integers: 10, -15 ;Decimals: 10.235, -14.6.
N/A This indicates that a total has not been entered or an error has occurred during calculation. Example: If you enter 1/0, the result will be N/A.
6.3.7.2.5 Operators There are four types of operator (in order of priority):
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Arithmetic operators
•
Comparison operators
•
Logical operators
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•
The conditional operator IF
Arithmetic operators •
Raise to the power of (^)
•
Negative (- one term only)
•
Multiplication (*) and division (/)
•
Mod (%)
•
Addition (+) and subtraction (- two terms)
Comparison operators •
Equals (=)
•
Different from ()
•
Less than ()
•
Less than or equal to (=)
Logical operators • • •
NOT AND OR
The conditional operator IF In formulas, the conditional operator is as follows: IF(; ; ). See example 1 below. In controls, it is written as follows: IF(; ; ). See example 2 below. Example: 1. Control example: IF({AC=R1; FL =F99}>100;{AC=R2; FL=F99}={AC=R3; FL=F99}) 2. {AC=R02}=IF({AC=R1;FL=F99}>{AC=R3; FL=F99}; {AC=R03}+{AC=R01}; 0)
6.3.7.2.6 Syntax in periods Period dates are given in the format Y.MM. They can be defined in two ways:
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•
Relative method You can express the period in relation to the current data entry period using the following syntax: +/- Y +/- MM. See example 1 below.
•
Using relative and absolute periods The authorized syntax is: [+/-] Y ./+/- MM. See example 1 below.
Example: 1. +0-01 indicates the month preceding the current data entry period (same year).
Example: 2. For the reference data entry period 1995.12, the syntax +1.01 indicates that the period is 1996.01
REF_PER This period is the same as the reference data entry period (the example in the package is the same as the data entry period).
DFIRST Period the same as the first month of the company's accounting period.
DLAST The period is the same as the last month of the company's financial year, or MONTH(11; DFIRST). Example: If the data entry period starts in October, then DFIRST=October and DLAST=September.
Functions which are relative to periods MONTH() Syntax: MONTH( ; ) This syntax returns the period which is n months away from period Per. Per can itself be the result of a function. By default, the original period is DFIRST. Example: The reference data entry period is 1998.11 and January is the first month of the data entry period: •
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- MONTH(2; DFIRST) gives 1998.03.
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•
– MONTH(2; REF_PER) gives 1999.01.
MONTH_FIX() Syntax: MONTH_FIX( ; ) Gives the same result as MONTH( ) if it is between DFIRST and DLAST i.e. if it is included in the company's financial year. Otherwise N/A is returned. By default, the original period is DFIRST. Example: if DFIRST is January and the reference data entry period is 1998.11, MONTH_FIX(2; REF_PER) returns N/A.
QUARTER() Syntax: QUARTER( ; ) Gives the period corresponding to the last month of the next nth quarter (n>0) or the previous nth quarter (n0) or the previous nth quarter (n -4
TRUNC()
Value rounded to integer by removing numbers after decimal point
TRUNC(-3.75) -> -3
FLOOR()
Next lowest integer
FLOOR(-3.25) -> -4
CEILING()
Next highest integer
CEILING(-3.25) -> -3
POWER(; )
X to the power of y
POWER({A=110}, 2)
MIN( ; )
Smallest value
MIN(-2, 1) -> -2
MAX( ; )
Greatest value
MAX(-2, 1) -> 1
SIGN()
Sign of expression (+1, -1, or 0)
SIGN(-3.25) -> -1SIGN(0) -> 0
Special functions $ To call an initialization source. Example: $S1 calls the initialization source S1.
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Period calculations tab # Analysis dimension Amounts which are not broken down Example: In account RA10, the total for Partner 1 is 10% of the overall Partner figures. The Partner dimension is broken down in the left hand side of the formula and is therefore applied to the whole formula. It must therefore be excluded from the formula so that all of the dimension values can be added up. To produce this type of formula, RA10 must be analyzed using elementary value PAR1.
EXIST() Existence test. Example: The predicate EXIST({AC=R10}) is TRUE if {AC=R10} exists and FALSE if it does not.
Example: •
F(EXIST({AC=R10}); ; )
•
IF(NOT(EXIST({AC=R10}); ; ))
EXIST_COMMENT() Tests whether data ID has a comment. This function can be used in a category scenario's controls and formulas. Example: The predicate EXIST_COMMENT({AC=R10, FL=F00}) is TRUE if a comment has been added to {AC=R10, FL=F00} and FALSE if no comment has been added.
ISNULL(; ) If expression 1 is N/A, it will be replaced with the value of expression 2. Example: ISNULL(N/A; 4) produces 4 and ISNULL(3; 4) produces 3.
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EXIST_OPBAL() Tests whether package has an opening balance and is TRUE or FALSE (not customized). Note: All package opening balances are tested, not just those which are linked to an indicator.
Testing dimension values Syntaxes: •
[ ] where can be "=", "", "="
•
[ VALUE() ]
•
[ in ]
The dimension value is tested in the result (or the factor if it is a control).
VALUE(): "value taken by a dimension or characteristic" function This function is used to retrieve a value taken by a dimension or a characteristic in the result (formula) or factor (control). Example: Syntax with a dimension: EXCH-CU = VALUE(C).
Example: Syntax with a characteristic: TAX-CNTRY = VALUE(RU!COUNTRY).
6.3.7.2.8 Examples
Trigger conditions and IF clauses The category scenario contains 12 periods. You want to calculate an indicator for the first and last quarters only. You also want to use different methods for calculating the indicator for both of these quarters. You must therefore combine a trigger condition (to apply the formula to the first and last quarters and enable the user to enter the Data ID for the other quarters) and an IF clause (to use a different formula for the first and last quarters). The formula will be as follows:
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For the trigger condition: [DP= +0.10]
•
For the expression: {AC = R100A ; FL = F99} = IF ([DP 97.12] is true if the data entry period is after December 97. [RU in (CO = FRANCE)] is true if the reporting unit is in France. [PA in Filter] is true if the partner of the result (or factor) is contained in the filter. This syntax produces breakdown data calculated in different ways in the same dimensional analysis. For example, if {AC = C01; FL = F00} is broken down by partner, you can write: {AC = C01; FL = F00; PA in %} = IF ([PA in Filter]; {FL = F99}; {FL = F80}) You can even use a trigger condition if you want data to be entered manually in part of the dimensional analysis: •
Trigger condition: [PA in Filter]
•
Expression: {AC = C01 ; FL = F00 ; PA in %} = {FL = F99}
Here, only the partners present in the filter will be calculated. You can also vary the formula according to the audit ID. Note: The audit ID dimension cannot be used in formulas.
Examples of breaking down totals Example 1 In this example, you want to break down the total of account A013 by period in proportion to the entries made for these periods in account A012:
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For April, the closing flow (F99) for account A012 equals the total of the entries made for this account in the opening flow (F00) in January, February, March and April.
•
For account A013, data is entered in the closing flow (F99).
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The opening (F00) flow amounts for January, February, March and April are calculated in proportion to the entries for these periods in account A012. The two formulas are as follows: •
{AC = A013 ; FL = F00} = {AC = A013 ; FL = F99 ; PE = +0.04} * ({AC = A012 ; FL = F00} / {AC = A012 ; FL = F99 ; PE = +0.04})
•
{AC = A012 ; FL = F99 ; PE = +0.04} = {FL = F00 ; PE = +0.01} + {FL = F00 ; PE = +0.02} + {FL = F00 ; PE = +0.03} + {FL = F00 ; PE = +0.04}
The schedule will therefore take the following form:
Example 2: Breakdown by Partner In this example, you want to break down the total of account P012 in proportion to the entries made for the partners CB00 and CN30. The formula is as follows: {AC = P013 ; FL = F99 ; PA in %} = {AC = P013 ; #PA} * {AC = P011 ; FL = F99} / {AC = P011 ; #PA} The schedule will therefore take the following form:
Example 3: Breakdown by Partner/Share In this example, you want to break down the total of account P013 in proportion to the entries made for the partners and for each share. The two formulas are as follows: •
{AC = P013 ; FL = F99 ; PA in %} = {AC = P013 ; #PA} * {AC = P011 ; FL = F99} / {AC = P011 ; #PA}
•
{AC = P013 ; FL = F99 ; PA in % ; SH in %} = {AC = P013 ; #SH} * {AC = P011 ; FL = F99} / {AC = P011 ; #SH}
The schedule will therefore take the following form:
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6.3.7.3 Validation errors When you validate a category scenario, the following errors can appear: •
Blocking errors represented by the
icon.
This type of error prevents the category scenario from being validated. •
Errors represented by the
icon.
This type of error indicates an anomaly preventing one or more objects from being used in the category scenario. These errors do not stop the category scenario from being validated. •
Warnings represented by the
icon.
Warnings indicate that there are anomalies present in one or more of the category scenario's objects, but which do not prevent them from being used. These warnings do not stop the category scenario from being validated. •
Information represented by the
icon.
This is given for information purposes only. It does not stop the category scenario from being validated. Related Topics • Blocking errors in controls • Errors • Warnings • Information
6.3.7.3.1 Blocking errors
Blocking errors in controls The table below shows the different blocking errors that can be produced by the controls when the category scenario is validated:
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Description of error
Capacity exceeded
Description
Comments
The category scenario contains too many controls
Too many controls have been defined in the category scenario. The Statistics tab of the Validation report can be used to obtain additional information on the category scenario's limits.
Blocking errors in formulas The table below shows the different blocking errors that can be produced by the formulas when the category scenario is validated: Description of error
Capacity exceeded
Description
Comments
The category scenario contains too many formulas
Too many formulas have been defined in the category scenario. The Statistics tab of the Validation report can be used to obtain additional information on the category scenario's limits. Examples of circular formulas:
Circular reference
Formula X and formula Y create a circular reference
Formulas {RU=A001; FL=F00}={RU=A002; FL=F00} and the formula {RU=A002; FL=F00}={RU=A001; FL=F00} create a circular reference
6.3.7.3.2 Errors There are four types of error: •
Errors in dimensional analyses
•
Errors in formulas
•
Errors in controls
•
Errors in indicators with comments Caution: Objects that have generated errors cannot be used by the category scenario.
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Errors in dimensional analyses The table below shows the errors in a dimensional analysis definition which can affect the validation process of a category scenario: Description of error
Description
Comments
Rejected indicator
The indicator X has not been defined in any set
The defined indicator does not exist in any account family.
Errors in formulas The table below shows the errors in a formula definition which can affect the validation process of a category scenario: Description of error
Description
Comments
Double
The carry-over flow formula for indicator Y in set X has been ignored (result calculated by the application formula A for the indicator B)
The same indicator is calculated by two formulas. In this case, the manual formula has priority (except for rollup formulas which always have priority).
The manual formula X is ignored (result calculated by the manual formula Y)
The same indicator is calculated by two formulas. In this case, the more detailed manual formula takes precedence.
The application formula X is ignored (result calculated by the manual formula Y)
The same indicator is calculated by an application formula defined in the dimensional analysis and by a manual formula. In this case, the manual formula takes precedence.
The manual formula X for the indicator Y is rejected (no valid setting)
The expression of the manual formula is invalid (for example: data ID not defined in any account family, period not defined.)
The manual formula X for the indicator Y is rejected (invalid result)
The data calculated by the formula is invalid (for example: data ID defined in no set of accounts, period not defined)
The formula has never been run
No context has been selected for the formula.
Preloading using a constant creates too many amounts
The formula {RU in FILTER1; FL=F00}=15 will generate this type of error if filter 1 contains over 1000 values.
Rejected formula
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Description of error
Description
Comments
Cannot apply formula to breakdown
Formula X cannot be applied to the breakdown: the result is already broken down
In this case, the formula result is already calculated by a different formula which is applied to the analysis breakdown (the Apply to breakdown box is already checked in the Expression tab.)
Note: The formula syntax is as follows: {Data ID1}={Data ID2}+{Data ID3}. {Data ID1} is the calculated data and {Data ID2}+{Data ID3} is the formula expression
Errors in controls The table below shows the errors in a control definition which can affect the validation process of a category scenario: Description of error
Description
Comments
Rejected control
The manual control X has been rejected (presence of invalid settings)
No indicator has been defined in any account family.
Errors in indicators with comments The table below shows the errors in the definition of indicators with comments which can affect the validation process of a category scenario: Description of error
Description
Comments
Rejected indicator
The indicator X has not been defined in any set
No indicator has been defined in any account family.
6.3.7.3.3 Warnings There are three types of warning: •
Warnings for dimensional analyses
•
Warnings for formulas
•
Warnings for controls
Objects that have generated warnings can be used by the category scenario, but only partially.
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Example: The formula {Data ID1}={Data ID2}+{Data ID3} generates a warning if the data ID {Data ID2} is not defined. Here, the formula can be used, but will return the same result as: {Data ID1}={Data ID3}.
Warnings for dimensional analyses The table below shows the warnings in a dimensional analysis definition which can affect the validation process of a category scenario: Description of error
Description
Comments
Example of analysis:
Conflict in a dimensional analysis
Filters X and Y have common reference values
Analysis of Sales by: • Filter1 partner •
Filter2 partner This warning is generated if filters 1 and 2 are not separated.
Example of analysis:
Reference value X is contained in filter Y
Analysis of Sales by: • Partner 1 elementary value •
Filter2 partners This warning is generated if the value of Partner 1 is included in filter2
Analysis dimension ignored
Dimensional analysis X: the analysis levels which do not contain any amounts are not followed by levels which do contain amounts
Example of analysis: Analysis of Sales by Country/Market. This warning is generated when No amount is selected for the Market level
Warnings for formulas The table below shows the warnings in a formula definition which can affect the validation process of a category scenario:
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Description of error
Description
Comments
Trigger condition ignored
The condition of manual formula X is ignored (no valid setting)
The expression of the formula is invalid
Formula rejected for this context
Loading an amount using a constant is only possible in the Environment for initializing schedule - original package audit ID and the Package environment - original package audit ID contexts
Invalid context selected for the formula
Formula without a context for use
A context for using manual formula X has not been defined
No context has been selected for the formula
Incorrect settings
Expression of formula X for indicator Y: external data Z not authorized
This warning is generated when a constant is used in the Central Manual Journal Entries context
Expression of formula X: the setting Y contains an unknown initialization source
The initialization source used in the formula is not defined in the Period Manager tab One of the settings is not defined. For example:
Expression of formula X for indicator Y: the setting Z has not been defined
{RU=A001; FL=F00}={RU=A002; FL=F00}+{RU=A003; FL=F00} generates this warning if {RU=A002; FL=F00} is not defined.
Warnings for controls The table below shows the warnings in a control definition which can affect the validation process of a category scenario:
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Description of error
Description
Comments
Incorrect settings
Manual control X: external data Y not authorized
You cannot run a control on data which is not included in the package
Manual control X: the setting Y is not defined
The control expression is invalid (for example: data ID defined in no account family, undefined period.)
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6.3.7.3.4 Information There are three types of information: •
Information on indicators
•
Information on formulas
•
Information on controls
Information on indicators The table below shows the information on the definition of indicators which can be generated during the validation process of a category scenario: Description of error
Description
Comments
Flow without context
Flow X in set Y does not have a context
No context has been defined for the flow added to the account family
Default Values
Flow X in set Y is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
The context of the carry-over flow in the account family X is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
The context of the account family X is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
Information on formulas The table below shows the information on the definition of formulas which can be generated during the validation process of the category scenario:
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Description of error
Description
Comments
Default Values
The context of the manual formula X is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
The formula context in the dimensional analysis X is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
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Information on controls The table below shows the information on the definition of controls which can be generated during the validation process of the category scenario: Description of error
Description
Comments
Default Values
The context of the manual control X is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
The context of the control in dimensional analysis X is different from its default value
The settings selected when the indicator was defined are different from those selected in the default flow values
6.4 Rules view
6.4.1 Introduction to the Rules view In the Rules view of the Setup domain, you can define rules to automatically process data. These rules are first arranged into subsets and then sets. Sets of rules are used to enter data automatically in packages or when running a “consolidation” to generate automatic journal entries using the amounts in the database. To access the Rules view, click on
in the Setup domain.
The view is divided into two parts: •
A list of the available sets of rules.
•
A list of items which will enable you to define these sets of rules (rules, subsets, functions and coefficients).
Here, you can create and manage rules and the other items contained in the view. You can define rules in an editor. The editor changes depending on the type of rule.
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Steps to follow when defining rules There are two main stages involved in defining rules: •
Selecting amounts from the database. The amounts selected will be used and processed by the rule. They are selected by specifying the dimensions which identify them. You can also select the reporting units on which the rule will be run by means of their status in the Scope Builder.
•
Defining processing rows. These processing rows generate amounts using unprocessed amounts. The rows are defined by applying rules to the amounts. The rules consist of selecting a multiplying factor and a coefficient (if necessary) which are applied to the amounts. You must also specify where you want the amounts generated to be stored.
Rule properties A rule is identified by: •
a code (12 characters maximum).
•
a short description (30 characters maximum).
•
a long description (120 characters maximum).
Note: You can translate the short and long descriptions. These properties are displayed in the General tab of the properties box. Related Topics • The rule editors
6.4.1.1 Organization of rules Rules are arranged into subsets then sets of rules. Note: Rollup rules are the only rules which cannot be arranged into subsets. Example: Example of how rules are arranged:
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6.4.1.1.1 Subset of rules A subset of rules is a group of rules arranged in the order in which they will be run. There are three types of subset: consolidation, preconsolidation and package. The contents of each type of subset are shown in the table below: Subset of consolidation rules
Subset of preconsolidation rules
Subset of package rules
Consolidation rules
Preconsolidation rules
Package rules
SQL rules
SQL rules
SQL rules
Reconciliation rules
6.4.1.1.2 Set of rules A set of rules is a group of subsets or rules or both which are arranged according to the order in which they are run. A set contains all of the rules which are run for a consolidation or preconsolidation or when data is entered in a package. There are three types of set: consolidation, preconsolidation and package. The contents of each type of set are shown in the table below: Set of consolidation rules
Set of preconsolidation rules
Set of package rules
Subsets of consolidation rules
Subsets of preconsolidation rules
Subsets of package rules
Consolidation rules
Preconsolidation rules
Package rules
SQL rules
SQL rules
SQL rules
Reconciliation rules Rollup rules
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6.4.2 Objects in the Rules view The Rules view contains the following objects: •
Rules
•
Subsets of rules
•
Sets of rules
•
Functions
•
Coefficients
6.4.2.1 Rules You can use rules to generate amounts automatically using amounts contained in the database. They are used for automatic processing. You can create seven types of rules: •
Consolidation rules
•
Reporting unit rollup rules
•
Account rollup rules
•
Reconciliation rules
•
Preconsolidation rules
•
Package rules
•
SQL rules
The type of rule used depends on the type of amount you want to process:
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The following table shows the types of totals that can be generated from unprocessed amounts. Generated total
Package amounts Unprocessed Amounts
Converted amounts Consolidated amounts
Package amounts
Converted amounts
Consolidated amounts
x
x
x
x
x x
Related Topics • Consolidation rules • Reporting unit rollup rules • Account rollup rules • Preconsolidation rules • Reconciliation rules • Package rules • SQL rules
6.4.2.1.1 Consolidation rules A consolidation rule, represented by the icon, is an automatic rule run during consolidation on all types of amounts (original currency, converted or consolidated) and takes the “scope” status of the
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reporting unit into account. This type of rule generates amounts in the original, converted or consolidated currency.
6.4.2.1.2 Reporting unit rollup rules A reporting unit rollup rule, represented by the icon, is an automatic rule which performs the reporting unit rollup calculations based on consolidated data. It positions the items in the hierarchy and creates contributive elimination rows for the different hierarchy nodes.
6.4.2.1.3 Account rollup rules An account rollup rule, represented by the icon, enables you to successively aggregate hierarchical levels in the chart of accounts. It reproduces the category scenario calculations performed during the consolidation process. Account rollup rules aggregate the accounts based on the analysis dimensions you select.
6.4.2.1.4 Reconciliation rules A reconciliation rule, represented by the icon, compares amounts and automatically adjusts any differences detected. This type of rule is used to perform intercompany reconciliations on converted amounts and to adjust differences.
6.4.2.1.5 Preconsolidation rules A preconsolidation rule, represented by the icon, is run on the amounts expressed in the original currency, irrespective of the reporting unit's status in the scope. The generated amounts are also in the original currency.
6.4.2.1.6 Package rules A package rule, represented by the icon, is run on package amounts. It posts automatic journal entries on amounts in the original currency.
6.4.2.1.7 SQL rules An SQL rule, represented by the or consolidation.
icon, runs SQL queries on the package or during a preconsolidation
6.4.2.2 Subsets of rules A subset of rules is a group of rules which performs the same function (e.g. eliminating intercompany accounts). These rules are arranged according to the order in which they are run.
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There are three types of subset: •
Subset of consolidation rules, represented by the
•
Subset of preconsolidation rules, represented by the
•
Subset of package rules, represented by the
icon. icon.
icon.
Related Topics • Organization of rules
6.4.2.3 Sets of rules A set of rules contains rules and/or subsets of rules which are arranged according to the order in which they are run. A set contains the rules which are run for a consolidation or preconsolidation or when data is being entered in a package. There are: •
Sets of consolidation rules, represented by the
•
Sets of preconsolidation rules, represented by the
•
Sets of package rules, represented by the
icon. icon.
icon.
Related Topics • Organization of rules
6.4.2.4 Functions Functions, represented by the icon, contain queries which use one or more arguments. You use functions to obtain the rate values to be used during consolidation or preconsolidation.
6.4.2.5 Coefficients
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You can use coefficients (represented by the icon) when defining the processing rows for a consolidation or preconsolidation rule. These coefficients are numbers which are defined by means of functions and are then applied to the unprocessed amounts using the following calculation: Generated amount = Unprocessed amount * Factor * Coefficient Unprocessed amount Account
Flow
Audit ID
…
Amount
R1
F1
N1
…
M1
Account
Flow
Audit ID
…
Amount
R1
F1
N2
…
M2
Generated total
M2 = M1 * Factor * Coefficient You can define two types of coefficient, depending on how many functions are used: •
Simple coefficients, defined by a function.
•
Compound coefficients, defined by two functions.
6.4.3 The rule editors You can define rules in an editor. You can perform the following tasks in the editors: •
Select the amounts that you want to be processed in the database.
•
Define the processing rows.
•
Define the condition which must be met before a rule can be run (trigger condition)
You can also define information specific to the type of rule created here i.e. the consolidation “scope” , specific rules etc. All of this information is presented in the editor tabs. The following tabs are available in all the rule editors: •
The General tab. Define the code and long and short descriptions of a rule.
•
The Selection tab. Select the amounts you want to process
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•
The Scope tab. Select scope criteria for running the rule.
•
The Processing tab. Define a rule's processing rows.
•
The Specific tab. Define specific processing operations for a rule.
•
The Trigger tab. Define the trigger condition for the rule.
•
The Reconciliation tab, in the reconciliation rule editor. Define how amounts will be reconciled.
•
The SQL tab, in the SQL rule editor. Enter SQL queries.
•
The
tab.
Add comments to objects. •
The
tab.
Translate object descriptions and select a language. •
The
tab.
Define security settings for objects.
6.4.4 Working with rules
6.4.4.1 To create and identify a rule 1. In the Rules view, select File > New [type of rule]. The editor window opens. 2. Enter the code and descriptions for the rule in the text boxes of the General tab. 3. Select File > Save to save your changes.
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Related Topics • Defining a consolidation rule • Defining a reconciliation rule • Defining a preconsolidation rule • Defining a package rule • Defining an SQL rule
6.4.4.2 To change rule properties 1. In the contents list of the Rules view, select the rules you want to change. 2. Select View > Properties Box. The properties box appears. 3. Change the rule properties. 4. Click: • Apply to approve your changes. •
Restore to cancel your changes.
Note: A rule can only be changed by users belonging to its owner group. Other users can only access it in read-only mode.
6.4.4.3 To copy a rule 1. Open the editor of the rule you want to copy, select File > Save As. The "Save As" dialog box appears. 2. Change the general properties of the new rule. 3. Click: • OK to save your changes. •
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6.4.4.4 To delete rules 1. In the contents list of the Rules view, select the rules you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click: • Yes to confirm that you want to delete. •
No to cancel.
Note: A rule can only be deleted by users belonging to its owner group.
6.4.5 Consulting objects in the view The following items are displayed in the Rules view in the Setup domain: •
The available sets of rules and their contents.
•
A list of items which you can use to define these sets of rules.
These objects are presented in tree structure form. If you select an item from the tree structure, its contents will appear in the contents list on the right (e.g. selecting a set of consolidation rules folder from the tree structure will cause its subsets and rules to appear in the contents list on the right). You can change how objects are displayed in the Rules view. There are four display modes: •
All Sets of Rules. This mode displays all of the sets of rules. It is the default display mode.
•
Set of consolidation rules. Only the sets, subsets and rules for consolidations are displayed.
•
Set of preconsolidation rules. Only the sets, subsets and rules for preconsolidations are displayed.
•
Set of package rules. Only the sets, subsets and rules for packages are displayed.
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6.4.5.1 To change the display mode in the Rules view 1. In the Rules view, select Actions > Display. A submenu containing all of the display modes which can be used in the view will appear. The display mode currently in use is preceded by a . 2. Select the display mode which you would like to use.
6.4.6 Defining a consolidation rule There are two main steps involved in defining a “consolidation rule”: •
Select amounts to be processed. You select which amounts will be used and processed by the rule. Dimension values are selected first, followed by optional scope restriction criteria.
•
Define processing rows. Here, amounts are processed to generate rows containing amounts in their original currency, converted amounts or consolidated amounts.
The diagram below illustrates how consolidation rules are defined:
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You can also perform the following tasks in the consolidation rule editor: •
Define specific processing.
•
Define the trigger condition.
Related Topics • Selecting amounts to be processed • Using consolidation scope criteria to determine how rules are run • Processing rows • Specific rules • Defining trigger conditions
6.4.6.1 Selecting amounts to be processed You can choose the amounts that you want to process by selecting the dimension values which identify them. There is a range of selection methods available to make it easier for you to choose these amounts (list of values, filter etc.).
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These selection methods are displayed in a pull-down list in the Selection tab in the rule editor. The contents of this list vary depending on whether you have selected a main or analysis dimension. Figure 6-16: Setup > Rules > Consolidation rule editor > Selection
6.4.6.1.1 Selection methods for a main dimension The methods for selecting values for a main dimension are as follows: •
One value only, represented by the
icon.
•
Several values, represented by the
icon.
•
Filter, represented by the
•
Same values as, represented by the
•
Values different from, represented by the
•
Characteristic.
icon. icon. icon.
The table below summarizes the selection methods which are available for the main dimensions. In addition, it shows which amounts are selected if you do not specify a method in the Selection tab:
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Dimension
Possible selection method
No selection method specified
One value only
Amounts selected in the consolidation definition
Category Data Entry Period Scope Consolidation Variant Consolidation Currency Several values Period
All existing amounts Filter
Other main dimensions
All selection methods
All existing amounts
Note: The Period and Data entry period dimensions are dealt with independently. To select data produced by a rule run previously, you must indicate the period and data entry period when this rule was run.
One value only selection method This method is only available for the Category, Data Entry Period, Scope, Consolidation Variant and Consolidation Currency dimensions. You can only select one dimension value using this method.
Several values selection method Here, you choose amounts using one or more values which you select from a list. When you choose Several values, a list containing all of the values for the selected dimension will appear. The amounts which are identified by the value(s) you select from this list will then be processed by the rule.
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Example:
Filter selection method Here you select amounts by means of value filters. Note: This selection method is not available for the Category, Data Entry Period, Scope, Consolidation Variant and Consolidation Currency dimensions. Once you select the Filter method, a list will appear containing all of the available filters. The amounts identified by the values contained in the filter you select will be processed by the rule. Example: You can, for example, select distribution reporting units using the Filter method. Here, the amounts selected will belong to the reporting units contained in the Distribution filter.
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Same values as selection method Here, you assign a group of values to a dimension using a characteristic or another related dimension. Note: This selection method is available for related dimensions or characteristics. Dimensions or characteristics are related if they are based on the same “reference table” in the database. When you select the Same Values As method, the Link values dialog box will appear. This dialog box consists of two sections:
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•
The section on the left is used to choose the list of characteristics for the selected dimension.
•
The section on the right is used to choose a dimension or characteristic related to the characteristic selected on the left.
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Figure 6-17: Setup > Rules > Consolidation rule editor > Selection
Example: You can, for example, select all of the reporting units which are in the same country as their partners using the Same values asmethod. Here, the amounts you select belong to the reporting units which have the same country characteristic as their partners.
Related Topics • Introduction to the Dimension Builder view
Values different from selection method Here, you assign a group of values to a dimension using a characteristic or another related dimension.
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Note: This selection method is available for related dimensions or characteristics. Dimensions or characteristics are related if they are based on the same “reference table” in the database. You can select values in the Values different from dialog box. You select values in the same way whether you are using the Values different from or Same values as selection method. Related Topics • Same values as selection method • Introduction to the Dimension Builder view
Characteristic selection method Here, you select amounts using a group of values which have the same characteristic. Note: This selection method is only available for dimensions with characteristics. When you select the Characteristic method, a list containing all of the available characteristics for the selected dimensions will appear. Once you select a characteristic, you can choose its value. The dimension amounts selected via the characteristic value will be processed by the rule. Note: You can use the Characteristic method to select, for example, all of the reporting units in France. Therefore, the amounts which will be processed belong to the reporting units whose country characteristic is France.
To select the amounts you want to process 1. Select the Selection tab in the rule editor. 2. Click on the
button beside the Selection box of the dimension required.
The list of selection methods will appear. 3. Select the method required. 4. Click on the button beside the Value box. A dialog box will appear with the list of possible values. 5. Select the value(s) required and then click on OK. Related Topics • Same values as selection method
6.4.6.1.2 Methods for selecting an analysis dimension In addition to the selection methods for a main dimension, the following methods are available for analysis dimensions:
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•
All values, represented by the
•
No value, represented by the
•
All or no values, represented by the
•
Filter or no value, represented by the
icon. icon. icon. icon.
Note: If no selection method is specified for an analysis dimension in the Selection tab, no amounts will be selected for this dimension. To select amounts in an analysis dimension, follow the procedure for selecting amounts in a main dimension. All Values selection method Here, you select amounts for which the dimension has a value. No Value selection method Here, you select amounts for which the dimension does not have a value. All or No Values selection method Here you select all amounts, whether the dimension has a value or not. Filter or no value method Here, you select: •
all of the amounts for which the dimension does not have a value.
•
the amounts identified by the values contained in the selected filter.
Related Topics • Filter selection method
6.4.6.1.3 Amount type In the Amount type column in the Selection tab in the rule editor, you can select the type of total to which the rule will be applied. The possible types of amount which a consolidation rule can process are as follows: •
Amount in original currency
•
Converted amount
•
Consolidated amount
Amount in original currency is selected by default. Note: The type of amount generated depends on the type you select.
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Related Topics • Introduction to the Rules view
To change the amount type 1. Click on the
button in the Amount type box in the Selection tab.
A list containing the amount types will appear. 2. Select the amount type required. Related Topics • Introduction to the Rules view
6.4.6.2 Using consolidation scope criteria to determine how rules are run You can use consolidation “scope” selection criteria to specify which amounts will be processed by the rule. These selection criteria apply to the Reporting Unit and related dimensions. A scope restriction can be applied to any dimension related to the Reporting Unit dimension. Scope criteria can take the following forms: •
Status of the reporting unit (parent company, sub-parent company, subsidiary, sub-subsidiary or non-group company).
•
Consolidation method (full, proportionate etc.).
•
Variation of the consolidation method between the opening and closing scopes.
The criteria you select can apply to the consolidation scope or the secondary consolidation scope. Note: The secondary scope is another scope whose data is entered in the consolidation definition. Rules which test scopes can be run on secondary scopes. You make this selection in the Scope tab of the rule editor. The amounts selected using scope criteria are identified when the criteria you select intersect. The criteria for the status of the Reporting Unit dimension are tested against the TOP scope. For the dimensions which are related to the Reporting Unit dimension, these criteria are tested against the full scope. The diagram below illustrates an example of how a full scope is organized:
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Example: In the following screen, the selected amounts are the subsidiary amounts declared by the parent company. Figure 6-18: Setup > Rules > Consolidation rule editor > Scope
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Related Topics • Dimensions
6.4.6.2.1 Status of reporting units in relation to scope The table below shows the status of the reporting units in relation to the scope:
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TOP scope
Sub-scope 1
Sub-scope 2
Full scope
U0
Parent
-
-
Parent
U1
Subsidiary
-
-
Subsidiary
U2
Sub-parent
Parent
-
Sub-parent
U3
Sub-parent
-
Parent
Sub-parent
U4
-
Subsidiary
-
Sub-subsidiary
U5
-
-
Subsidiary
Sub-subsidiary
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6.4.6.2.2 Amounts selected as result of chosen criteria Reporting unit
Other dimensions
Parent
Parent company amounts in TOP scope.
Amounts whose dimension value is parent company of the global scope.
Sub-parent
Parent company amounts in a sub-scope.
Amounts whose dimension value is sub-parent of the global scope.
Subsidiary
Subsidiary amounts in TOP scope.
Amounts whose dimension is subsidiary of the full scope.
Sub-subsidiary
There is no sub-subsidiary in a TOP scope.
Amounts whose dimension value is sub-subsidiary of the full scope.
Outside the scope
Reporting unit amounts which are not part of the TOP scope.
Amounts whose dimension value does not belong to the full scope.
The criteria for the consolidation method and change in method work in exactly the same way as scope status criteria. These criteria are tested against the TOP site for the Reporting Unit dimension. For the related dimensions, these criteria are tested against the full scope.
6.4.6.2.3 Criteria for the consolidation method and changes in the consolidation method Note: The term Reporting Unit used in this table refers both to the Reporting Unit dimension and the related dimensions.
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Criterion
Selecting amounts
Description
Integration
Full (FC)
Fully consolidated reporting units.
Proportionate (PC)
Proportionately consolidated reporting units.
Equity method (EM)
Reporting units consolidated using the equity method.
Sub-parent equity method (SEM)
Reporting units consolidated using the subparent equity method.
Not consolidated (NC)
Reporting units which have not been consolidated.
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Criterion
Change
Selecting amounts
Description
No change
Reporting units with no change between opening and closing.
Incoming
Reporting units which become part of the scope.
Outgoing at beginning of period
Reporting units which leave the scope at opening.
Outgoing during period
Reporting units which leave the scope during the period.
Outgoing acquired at beginning of period
Reporting units which leave the scope and are acquired at opening by other reporting units.
Outgoing acquired during period
Reporting units which leave the scope and are acquired by other reporting units during the period.
FC/PC->EM
Reporting units whose consolidation method changes: full or proportionate at opening and equity method at closing.
EM->FC/PC
Reporting units whose consolidation method changes: equity method at opening and full or proportionate at closing.
There are additional selection criteria in the Scope tab. You can use these criteria to indicate whether you want to select intra sub-scope (ISS) amounts for the following pairs for the entire rule: •
Original reporting unit/Partner.
•
Original reporting unit/Share.
•
Partner/Share.
Note: The Original reporting unit dimension is only used for step consolidations. The original reporting unit is the reporting unit which generated information on consolidated data.
6.4.6.2.4 To define scope criteria 1. Select the Scope tab in the rule editor. 2. Select the criteria by checking the appropriate boxes.
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6.4.6.3 Processing rows In a rule, you can use a processing row to automatically generate one or more amounts.
6.4.6.3.1 Defining processing rows The rule processes the amounts which you choose in the general selection. For each of the rule's processing rows, you can further limit these amounts using a restriction and a threshold. The following principle governs how you can generate consolidated amounts from the unprocessed amounts: Unprocessed amount Account
Flow
Audit ID
…
Amount
R1
F1
N1
…
M1
Account
Flow
Audit ID
…
Amount
R1
F1
N2
…
M2
Generated total
M2 = M1 * Factor * Coefficient Note: You can use an amount as the trigger condition for a processing row. You can define processing rows in the Processing tab of the rule editor.
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Figure 6-19: Setup > Rules > Consolidation rule editor > Processing
6.4.6.3.2 Managing processing rows You can perform the following operations in the Processing tab: •
Insert a processing row. Inserting several processing rows means that several amounts can be generated.
•
Organize processing rows. The order in which the processing rows appear does not affect the rule. The numbers given to each processing row are intended to make it easier for you to organize them. You cannot use these numbers to retrieve amounts generated by a processing row previously created.
Note: You can, however, select amounts generated by rules which have already been run. •
Delete a processing row.
To insert a processing row 1. In the Processing tab of the rule editor, select a processing row. 2. Select Edit > Insert Row. The number of the new row is displayed in the list of processing rows.
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To change the position of processing rows in the list 1. In the Processing tab, select the processing row you want to move. 2. Click on
to move up a row or on
to move down a row.
To delete a processing row 1. In the Processing tab, select the processing row you want to delete. 2. Select Edit > Delete Row. A confirmation message will appear. 3. Click on Yes to confirm that you want to delete or on No to cancel.
6.4.6.3.3 Customizing a processing row There are four steps involved in customizing a processing row: •
Restriction. You have the option of further limiting the amounts you want to process. You can base this restriction on the available dimensions, sign and amount threshold.
•
Trigger threshold. You have the option of defining a trigger threshold determining whether a processing row can be run.
•
Processing. Here, you select:
•
•
the factor that will be applied to the amounts during processing to obtain the generated amounts.
•
the coefficient used to generate the rows.
Destination. Here, you specify the dimensions where the generated amounts will be stored.
By default, the amounts which are processed by the processing row are chosen during the general selection.
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Figure 6-20: Setup > Rules > Consolidation rule editor > Defining processing
6.4.6.3.4 Restricting amounts to be processed You can specify that you only want some of the amounts chosen during the general selection to be processed in the processing row. You can define these amounts in the Restriction column using the following selection criteria: •
Specific dimension values, to limit the values chosen in the general selection.
•
The amount sign.
Limiting the general selection The selection methods for restrictions are defined in the Selection tab. You can limit the general selection using a number of methods which can vary. The following methods are, however, always available:
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•
Several values.
•
Filter.
•
Characteristic.
•
Same values as.
•
Different values from.
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If the Filter or no value method is used for a dimension in the general selection, you can, in addition to the other methods, select the No value method for the same dimension. See example below. The amount sign You can limit the amounts to be processed depending on their sign: •
Positive or negative (+/-)
•
Positive (+)
•
Negative (-)
Example: Limiting the general selection. In this example, a filter containing all of the reporting units in Europe is selected in the Selection tab. You can select the Several values method during the restriction. You will then be able to select one or more values for the reporting units in Europe. Related Topics • Selecting amounts to be processed
6.4.6.3.5 Defining a trigger threshold Here, the aim is to use an amount as a condition for running a rule. This amount must be included in the general selection when you specify the type of amount you want to process. Selecting amounts The lower section of the Processing tab contains a column entitled Selection. Here you can select all the values to which the threshold will apply. To do so, use one of the following selection methods: •
Several values.
•
Filter.
•
Characteristic.
•
Same values as.
•
Different values from.
•
All values
•
No value.
•
All or no values
•
Filter or no value.
If no dimension has been selected, the condition will be applied to the amounts to be processed.
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Amount There are several options available for defining a threshold amount: •
Greater than. The rule will be run if the amount is greater than the threshold value.
•
Greater than or equal to. The rule will be run if the amount is greater than or equal to the threshold value.
•
Less than. The rule will be run if the amount is less than the threshold value.
•
Less than or equal to. The rule will be run if the amount is less than or equal to the threshold value.
•
Equal to. The rule will be run if the amount is equal to the threshold value.
In the final column, you can specify that you want the threshold to be applied to: •
each value in the dimension. This mode is represented by the
•
icon.
dimension totals. This mode is represented by the
icon.
Note: If the selection is a value, the cell is grayed out and you do not have write-access to it.
To limit the general selection of the amounts 1. In the Processing tab, select the processing row required. 2. Choose the selection method required in the Restriction section. 3.
Click on the button to display the list of possible values. 4. Select the value(s) required and click on OK.
To limit the amounts using the sign •
Select + or - in the drop-down list beside Amount. By default, all of the amounts are taken into account.
To set a threshold 1. In the Processing tab, select the processing row required. 2. Check the Threshold box.
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3. In the lower part of the tab, select the dimension affected by the threshold. 4. In the Selection column, choose the selection method and the values to which the threshold will be applied. 5. Select whether the threshold is applied to each value or to the total of the values selected for the dimension. 6. Select the method you want to use (greater than, greater than or equal to, less than, less than or equal to or equal to). 7. Enter the threshold value. 8. If you want amounts to be compared using their relative values, uncheck the Absolute value box.
6.4.6.3.6 Defining a factor and coefficient You select the following in the standard procedure for customizing a processing row: •
The factor. By default, the factor equals 1.
•
The coefficient (if required).
Related Topics • Functions and coefficients
To define a factor and coefficient 1. In the Processing tab, select the processing row required. 2. Enter the factor in the Factor box. 3.
Select the coefficient you want to use by clicking on the
button beside the Coefficient box.
Note: The same function can be used in several coefficients. The coefficient is calculated the first time it is run. If a rule reuses this coefficient, it will not be recalculated. Instead, the result previously calculated is reused. 4. If the coefficient generates amounts, a check will appear in the By coefficient column in the rows for the dimensions in which these amounts will be entered. Related Topics • Functions and coefficients
6.4.6.3.7 Defining the destination of generated amounts For each processing row, you can specify where the generated amounts will be stored. To do so, change the dimension values chosen when you make your general selection.
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You can define the destination of the generated amounts in the Destination box by assigning specific dimension values. There is a range of available selection methods to help you define the destination of the generated amounts: •
One value only
•
No value
•
Value of You can use this selection method to create rows directly for a characteristic or dimension value. Here, the value selected must be related to the dimension.
•
Acquiring company This method replaces the values of the acquired reporting units with the values of the acquiring unit. These values are replaced in the Reporting Unit and related dimensions.
Example of how to reverse a dimension The amounts generated by the rule are calculated as follows:
Unprocessed amount
Reporting unit
Partner
Amount
U1
U2
10
Reporting unit
Partner
Amount
U2
U1
-10
Amount generated = 1*Amount to be processed
Generated total Partner/Reversed reporting unit
In this example, the reversal is defined as follows: the information below will be entered in the Destination column for the Reporting unit dimension: •
the Values of selection method.
•
the "Partner" value.
The information below will be entered in the Destination column and the Partner row:
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•
the Values of selection method.
•
the Reporting Unit value.
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Example of how the values of the acquired reporting unit are replaced by those of the acquiring reporting unit At the start of the period, reporting unit U2 is acquired by reporting unit U1. The amounts to be processed are as follows:
Unprocessed amount
Reporting unit
Partner
Amount
U2
R1
10
You can generate this amount in the same account for the acquiring reporting unit by selecting the Acquiring company option for the Reporting Unit dimension. The generated amounts are therefore as follows:
Unprocessed amount
Reporting unit
Partner
Amount
U1
R1
10
Related Topics • Restricting amounts to be processed
To define the destination of the generated amounts 1. In the Processing tab, select the processing row required. 2. Choose the selection method required in the Destination section. 3.
Click on the button to display the list of possible values. 4. Select the value(s) required and click on OK.
To reverse a dimension 1. In the Processing tab, select the processing row required. 2. In the lower section of the tab, select the reversed dimension. 3. Select the Value of method. 4.
Click on the reversal.
button in the Destination column to select the dimension you want to use for the
A dialog box listing the dimensions which can be used will appear. 5. Select a dimension and then click on OK. 6. If required, change the selection method and the dimension value selected for the reversal.
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6.4.6.4 Defining trigger conditions You can specify the condition for running the rule in the Trigger tab in the rule editor. The criteria upon which this condition is based are related to: •
Opening balance conditions.
•
Consolidation type criteria.
6.4.6.4.1 Opening balance conditions The following opening balance conditions govern how a consolidation rule is run: •
[None]. The rule is always run for all consolidations.
•
Consolidation without opening balances. The rule is only run if the consolidation definition does not include opening balances.
•
Consolidation with opening balances. The rule is only run if the consolidation definition includes opening balances.
•
No effect on opening if opening balance. The rule does not generate amounts in the opening flow if the consolidation definition includes opening balances.
6.4.6.4.2 Consolidation type criterion You can specify that you want the rule to be run according to the consolidation type. Two options are available: •
Run for a full consolidation.
•
Run for an incremental consolidation.
By default, both run criteria are selected. Note: If neither of the Run for a full consolidation or Run for an incremental consolidation boxes is checked, the rule will not be run.
6.4.6.4.3 To define the trigger condition 1. In the Condition box in the Trigger tab, select the opening balance condition required from the drop-down list. 2. Check the box required.
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6.4.7 Defining a reporting unit rollup rule A reporting unit rollup rule enables you to calculate reporting unit rollups based on consolidated data. It positions the items in the hierarchy and creates contributive elimination rows for the different hierarchy nodes: •
Contributive elimination rows generated in the hierarchy at the level of the first common parent. This rule only affects rows broken down by partner.
•
Contributive elimination rows generated in the hierarchy at the level of the direct parent.
Rollup dimension selection You can choose which dimension will be taken into account during the rollup process: • Reporting Unit • Original Reporting Unit Note: It is recommended to choose Original Reporting Unit when the consolidation includes sub-scopes. Audit ID selection When you create a reporting unit rollup row, you select the audit IDs indicating the amounts which contribute to the eliminations performed when the rollups are calculated. The rows of consolidated data linked to these audit IDs are then treated as elimination rows. You then insert the rule by dragging and dropping it into a set of consolidation rules. Reporting unit rollup rule restrictions •
A reporting unit rollup rule can only be inserted in a set of consolidation rules.
•
A set of consolidation rules can only contain one reporting unit rollup rule.
•
A reporting unit rollup rule cannot be inserted in a subset of rules.
Related Topics • What is consolidation?
6.4.7.1 To define a reporting unit rollup rule 1. Create a new reporting unit rollup rule. 2. In the Processing tab:
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a. Under Rollup dimension selection, choose the dimension (Reporting Unit or Original Reporting Unit) that will be taken into account during the rollup calculation processing operation. b. Under Audit ID selection, select the audit IDs which will be identified as the elimination audit IDs for the rollup calculation processing operation. 3. Save the rule. 4. Insert the rule by dragging and dropping it into a set of consolidation rules.
6.4.8 Defining an account rollup rule Account rollup rules enable you to successively aggregate hierarchical levels in the chart of accounts. It uses the category scenario hierarchy during the consolidation process. Account rollup rules aggregate the accounts based on the analysis dimensions you select. When you create a new account rollup rule, you define which analysis dimensions will be aggregated. You then insert the rule in a set of consolidation rules. Account rollup rule restrictions •
An account rollup rule can only be inserted in a set of consolidation rules.
•
A set of consolidation rules can only contain one account rollup rule.
•
An account rollup rule cannot be inserted in a subset of rules.
Restrictions on amounts to which rollup rules apply The following options enable you not to perform the rollup calculation for certain types of amounts. •
Do not calculate account rollup for amounts from packages If you select this option, then the account rollup will not take into account amounts entered in packages and integrated in preconsolidation tables. These amounts are identified by the following technical origins:
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Code
Long Description
ORIG05
Package schedule opening balance
ORIG06
Package journal entry opening balance
ORIG07
Package schedule
ORIG07-01
Package schedule - Data entry
ORIG07-02
Package schedule - Calculated data
ORIG07-03
Package schedule - Imported data
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•
Code
Long Description
ORIG08
Package manual journal entry
ORIG08-01
Package manual journal entry - Data entry
ORIG08-02
Package manual journal entry - Calculated data
ORIG09
Package automatic journal entry
ORIG16
Intercompany data
Do not calculate account rollup for amounts from central manual journal entries If you select this option, then the account rollup will not take into account amounts in central manual journal entries. These amounts are identified by the following technical origins:
•
Code
Long Description
ORIG10
Central manual journal entry - without restriction
ORIG10-01
Central manual journal entry - without restriction - Data entry
ORIG10-02
Central manual journal entry - without restriction - Calculated data
ORIG10-03
Central manual journal entry - without restriction - Imported data
ORIG11
Central manual journal entry - with restriction
ORIG11-01
Central manual journal entry - with restriction Data entry
ORIG11-02
Central manual journal entry - with restriction Calculated data
ORIG11-03
Central manual journal entry - with restriction Imported data
ORIG12
Automatic preconsolidation journal entry
Do not calculate account rollup for amounts from opening balances If you select this option, then the account rollup will not take into account amounts from opening balances. These amounts are identified by the following technical origins:
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Code
Long Description
ORIG01
Consolidation opening balances
ORIG02
Opening balance carry-over
6.4.8.1 To define an account rollup rule 1. Create a new account rollup rule. 2. Select the Processing tab. 3. In the Processed amounts section, select one or more options if you do not want the rollup to be applied to certain amounts. 4. Select the analysis dimensions for which you want to obtain the account breakdown aggregation using the rollup processing. 5. Save the rule. 6. Insert the rule by dragging and dropping it into a set of consolidation rules.
6.4.9 Defining a reconciliation rule Reconciliation rules enable you to compare information and make adjustments automatically if differences exist. These rules are used to perform intercompany reconciliations on converted amounts and, if necessary, to adjust differences. You can use a reconciliation rule: •
to perform automatic adjustments during the consolidation. Differences beneath a certain threshold are automatically adjusted. To perform this adjustment, the rule must be used when the consolidation is being processed.
•
to view intercompany declarations when differences are not adjusted. To make this adjustment, the rule must be used when the reconciliation is being processed.
There are four steps involved in customizing a reconciliation rule: •
Use consolidation scope criteria to determine how rules are run. This method enables you to specify the consolidation scope using Reporting Unit criteria and related dimensions.
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•
Define the reconciliation. The definition enables you to select the amounts to be reconciled and to make adjustments. It also enables you to specify how adjustments will be made.
•
Define specific processing.
•
Define the trigger condition for the rule.
Related Topics • Selecting scope criteria for running the rule • Defining the reconciliation • Defining specific data processing • Defining trigger conditions
6.4.9.1 Example of a reconciliation rule You can use a reconciliation rule to compare information between a buyer and seller. For example: •
Reporting unit SA001 makes a sale worth 100 (after conversion) to reporting unit SA002. Reporting unit SA002 declares that it has made a purchase worth 90 from SA001.
•
Reporting unit SA003 makes a sale worth 50 to reporting unit SA004. Reporting unit SA004 declares that it has made a purchase worth 100 from SA003.
The table below displays the amounts stored in the Consolidated data data source: Reporting unit
Partner
Audit ID
Account
Amount in original currency
Converted amount
Consolidated amount
SA001
SA002
LIA01
Product
20
100
100
SA002
SA001
LIA01
Expense
-90
-90
-90
SA003
SA004
LIA01
Product
50
50
50
SA004
SA003
LIA01
Expense
-100
-100
-100
You can define a reconciliation rule to compare these amounts and adjust differences which are lower than 20. In this example, the rule properties are as follows:
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The difference is calculated by adding the Seller total to the Buyer total.
•
The adjustment audit ID is AJU01.
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•
The adjustment threshold is 20.
•
Because priority is given to the Seller, the Buyer amounts are adjusted.
Two differences will be identified. One of them will be adjusted automatically. Because the other exceeds the threshold, it will not be adjusted automatically. During the consolidation processing, the following row will be generated in the Consolidated data data source: SA002
SA001
AJU01
Expense
-
-10
-10
An adjustment of -10 is made to reconcile the amounts declared by reporting units SA001 and SA002. In reconciliation processing, the data is stored in a table specifically used for inter-company reconciliations (contained in the Intercompany reconciliation data source):
Part ner
Audit ID
Ac count
Amount in original currency (seller)
Amount in original currency (buyer)
Converted amount (seller)
Converted amount (buyer)
Differ ence
Rule
Seller
Buyer
Reporting unit
RAP01
SA001
SA002
SA001
SA002
LIA01
Prod uct
20
-
100
-
100
RAP01
SA001
SA002
SA002
SA001
LIA01
Ex pense
-
-90
-
-90
-90
RAP01
SA001
SA002
SA002
SA001
AJU01
Ex pense
-
-
-
-10
-10
RAP01
SA003
SA002
SA003
SA004
LIA01
Prod uct
50
-
50
-
50
RAP01
SA003
SA004
SA004
SA003
LIA01
Ex pense
-
-100
-
-100
-100
You can then consult this table using a reconciliation report.
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When the audit IDs are aggregated, there is no difference for the SA001/SA002 pair but there is a difference of -50 for the SA003/SA004 pair. You can break down this analysis by audit ID using another report.
An automatic adjustment of -10 has been made for the SA001/SA002 pair.
6.4.9.2 Selecting scope criteria for running the rule In the Scope tab of the reconciliation rule editor, you can specify which reporting units in the scope will be processed by the rule. You can do so by selecting the following scope criteria: •
Scope status (parent, sub-parent, subsidiary, sub-subsidiary or non-group).
•
Consolidation method (full, proportionate etc.).
•
Variation of the consolidation method between the opening and closing scopes.
You can make a selection based on the consolidation scope or on the secondary scope. To select these scope criteria, follow the procedure described for consolidation rules. Related Topics • Defining a consolidation rule
6.4.9.3 Defining the reconciliation In the Reconciliation tab, you can define the reconciliation and how differences will be adjusted. There are one or two stages involved in defining reconciliations:
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Select the amounts you want to reconcile.
•
If necessary, define the adjustment.
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6.4.9.3.1 Selecting amounts you want to reconcile You can select the amounts you want to reconcile as follows: •
Define the Buyer/Seller pairs.
•
Select the dimension values to be reconciled.
•
Select the method for calculating the reconciliation.
Seller/Buyer pairs You can define which Seller/Buyer pairs will be used to reconcile amounts by selecting the dimension values identifying the Buyer/Seller amounts you want to compare. The Seller and Buyer dimensions are related to the Reporting Unit dimension. By default, the Seller is associated with the Reporting Unit dimension and the Buyer with the Partner dimension. Note: If a dimension is selected for the Buyer or Seller, it will be removed from the list of available dimensions which can be used for the reconciliation. The selection methods which are available for defining the Seller and Buyer amounts are as follows: •
Several values.
•
Filter.
•
Same values as.
•
Different values from.
•
To be set.
•
Characteristic.
For each Seller/Buyer pair you define, you can define additional reconciliation criteria: all amounts, positive amounts or negative amounts. These extra criteria will enable you to differentiate between the buyer and the seller if, for example, the same accounts are compared in both sets of accounts. Related Topics • Dimensions • Defining a consolidation rule
To define Seller/Buyer pairs 1. Select the Reconciliation tab in the rule editor. 2. If necessary, change the dimensions you want to use for the buyer and/or seller in the box at the top of the screen. 3. To limit the dimension values, choose a selection method and the value(s) required in the Selection box.
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4. If necessary, change the reconciliation criteria (all amounts, positive amounts or negative amounts). Related Topics • Defining a consolidation rule
Selecting dimension values to be reconciled There are two steps you must follow when selecting the dimension values you want to reconcile: •
Select the dimensions you will use to compare the amounts.
•
Select the dimension values for which the reconciliation will be performed.
Selecting the dimensions you want to use for comparing the amounts You can select the amounts you want to compare in the lower section of the Reconciliation tab. Here, you can define the comparison of: •
different items in the buyer's and the seller's accounts.
•
totals of the same item.
Note: • •
In Seller/Buyer reconciliations, the totals of the selected dimensions are used. You can however, view a breakdown of the Buyer/Seller amounts. The dimensions already selected as reconciliation criteria are not available for defining how the amounts will be compared.
You can define how amounts will be compared as follows: •
Choose the dimension which will enable you to identify the amounts you want to compare. Main and analysis dimensions can be used for reconciliations. Note: When selecting the dimensions which identify the amounts you want to reconcile, you can select the same dimension more than once.
•
Select the values of this dimension for the buyer and seller. The selection methods available are identical to those used when defining the Seller/Buyer pair.
Example: The screenshot below shows how account T3-AJU030V is reconciled for the buyer and seller for the sum of the flows F00, F20 and F30 (grouped together in filter CRF000-10):
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Related Topics • Selecting values for comparing amounts several times
To define how amounts are compared 1. In the Reconciliation tab of the rule editor, select a processing row. 2. Select Edit > Insert Row. A row appears in the box for selecting amounts which will be compared. 3. In the Reconcile column, select the dimension identifying the amounts you want to compare. 4. In the Seller column, use a selection method to choose the amounts you want to compare. 5. If necessary, select a value for posting the adjustment difference for the Seller in the Adjust column. 6. In the Buyer column, use a selection method to choose the amounts you want to compare. 7. If necessary, select a value for posting the adjustment difference for the Buyer in the Adjust column. 8. If required, select the dimension values identifying amounts which will be compared several times.
To arrange the rows defining the reconciliation 1. In the Reconciliation tab, select a definition row. 2. Click on
to move the row up the list and on
to move it down the list.
Note: Changing the order of the rows which define the reconciliation does not affect the order in which the amounts are processed.
Selecting values for comparing amounts several times You can select dimension values identifying amounts which will be compared in a number of different ways during the reconciliation. The selection methods available are identical to those used when defining the Seller/Buyer pair.
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Example: The following screenshot shows how account T3-AJU030V is reconciled for the buyer and seller for the sum of the flows F00, F20 and F30 (grouped together in filter CRF000-10):
6.4.9.3.2 Defining the reconciliation calculation method In the Calculation and Adjust boxes of the Reconciliation tab, you can define how the adjustment and calculation will be performed. In the Calculation section of the dialog box, you can select whether the difference is calculated by Seller + Buyer or Seller - Buyer. Your choice is determined by the sign preceding the account entries. If you follow the standard procedure for entering data in the accounts, i.e. credit/debit entries, select Seller Buyer. Example 1: Reconciling Debtor and Creditor accounts. The Debtor account appears on the debit side and the Creditor account appears on the credit side. The amounts are therefore preceded by the same sign. The table below illustrates the information entered by the Buyer (U1) and Seller (U2): Reporting unit
Partner
Account
Amount
U1
U2
Client
100
U2
U1
Creditor
90
Here, the difference is calculated by Seller – Buyer (in this example, 10). Example 2: Reconciling Income and Expense accounts. The Income account appears on the debit side and the Expense account figures appear on the credit side. The table below illustrates the information entered by the Buyer (U1) and Seller (U2):
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Reporting unit
Partner
Account
Amount
U1
U2
Product
100
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Reporting unit
Partner
Account
Amount
U2
U1
Expense
-90
Here, the difference is calculated by Seller – Buyer (in this example, 10). Note: When the calculation is Buyer + Seller, you can also change the sign of an account when you calculate differences. You might, for example, do so when calculating intercompany differences for net balances when, for instance, you reconcile net assets. You can then reverse credit or debit accounts. Example 3: Reconciling Debtor and Creditor accounts. The Debtor account appears on the debit side and the Creditor account appears on the credit side. The table below illustrates the information entered by the Buyer (U1) and Seller (U2): Reporting unit
Partner
Account
Amount
U1
U2
Client
100
U1
U2
Creditor
60
U2
U1
Client
40
U2
U1
Creditor
100
Here, you can reverse credit accounts with the following result: Reporting unit
Partner
Account
Amount
U1
U2
Net client
40
U2
U1
Net client
-60
Reporting unit U1 has an overall Debtor account of 40 and reporting unit U2 has an overall Creditor account of 60. The difference is calculated by Seller + Buyer (here, -20).
6.4.9.3.3 Defining adjustments When defining automatic adjustments, you can specify:
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the adjustment priority.
•
the value storing the adjustment amount for the buyer or seller depending on the adjustment priority.
•
the adjustment threshold.
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Adjustment priority The options for defining the adjustment priority are as follows: •
Buyer. The buyer figures will be adjusted. The Adjust box of the buyer will contain the amount for which the adjustment row will be created.
•
Seller. The seller figures will be adjusted. The Adjust box of the seller will contain the amount for which the adjustment row will be created.
•
To lesser amount. The Adjust seller or Adjust buyer box will contain the amount for which the adjustment row will be created, depending on whether the lesser amount has been declared by the seller or buyer.
•
To greater amount. The Adjust seller or Adjust buyer box will contain the amount for which the adjustment row will be created, depending on whether the lesser amount has been declared by the seller or buyer.
Value storing the adjustment amount When defining the adjustment, you can select the dimension value for storing the adjustment amount for the buyer or seller depending on the adjustment priority in the Adjust column.
Adjustment threshold You can enter the threshold above which the reconciliation will not be performed in the Only below box. Example: The threshold has been set at 1000: the buyer's balances will be adjusted automatically if there are differences beneath this threshold. Tip: To adjust all of the differences, you must set zero as the threshold.
To define how the adjustment will be made 1. Select one of the following options under Calculation in the Reconciliation tab: •
Seller + Buyer.
•
Seller + Buyer.
2. If you want to perform a reversal, select the appropriate option. 3. Check the Adjust box if an adjustment has been made.
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4. Select the appropriate option for the adjustment priority you require. 5. Enter the adjustment threshold in the Only below box.
6.4.9.4 Defining specific data processing You can define specific conditions for running rules when setting up a consolidation rule. The options available are displayed in the Specific tab of the rule editor. The options are: •
Disable carry-over flow calculations. The carry-over flow defined in the Category Builder view is not calculated for the generated amounts.
•
Disable dimensional analysis calculations. The automatic postings defined in the Category Builder view are not carried out.
•
Do not reverse closing flow for outgoing and acquired reporting units. A flow for reversing the closing flows of outgoing and incoming reporting units is not calculated.
6.4.9.4.1 To select specific processing operations •
In the Specific tab of the rule editor, select one or more rules by checking the appropriate boxes.
6.4.9.5 Defining trigger conditions You can specify the condition for running the rule in the Trigger tab in the reconciliation rule editor. The criteria which you can use to define the trigger condition are as follows: •
Opening balance conditions.
•
Consolidation type criteria.
The opening balance condition and the consolidation type criteria are identical to those used for a consolidation rule. Related Topics • Defining a consolidation rule
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6.4.10 Defining a preconsolidation rule Preconsolidation rules are run on amounts in the original currency, irrespective of the scope status of the reporting units to which the amounts belong. The generated amounts are also in the original currency. Follow these four steps to define a preconsolidation rule: •
Select amounts to be processed. Select which amounts will be used and processed by the rule.
•
Define processing rows. These processing rows generate amounts using unprocessed amounts.
•
Define specific processing.
•
Define the trigger condition to run the rule.
Note: Preconsolidation rules are not run on central manual journal entries that are not posted. Related Topics • Selecting amounts to be processed • Defining processing rows • Specific rules • Defining trigger conditions
6.4.10.1 Selecting amounts to be processed You can choose the amounts you want to process by selecting the dimension values which identify these amounts. There is a range of selection methods available to make it easier for you to choose the amounts contained in the dimension (List of values, filter etc.). You can select these values in the Selection tab of the preconsolidation rule editor. To select these values, follow the procedure described for selecting values for processing by a consolidation or preconsolidation rule. Note: •
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For a preconsolidation rule, you cannot select the amount type because this type of rule only processes amounts in original currency.
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•
When you select amounts for processing by a preconsolidation rule, the consolidation scope, consolidation variant and consolidation currency dimensions are not available.
Related Topics • Defining a consolidation rule
6.4.10.2 Defining processing rows You can generate one or more automatic journal entries from unprocessed amounts in a processing row. You can define processing rows in the Processing tab of the preconsolidation rule editor. The procedure for defining processing rows is identical for consolidation and preconsolidation rules. Note: When you select amounts for processing by a preconsolidation rule, the consolidation scope, consolidation variant and consolidation currency dimensions are not available. Related Topics • Defining a consolidation rule
6.4.10.3 Specific rules You can define specific conditions for running rules when setting up a preconsolidation rule. The specific processing operations available are displayed in the Specific tab of the rule editor. The specific processing operations for a preconsolidation rule are as follows: •
Disable carry-over flow calculations. Here, the carry-over flow defined in the Category Builder view is not calculated.
•
Disable dimensional analysis calculations. If you check this box, the breakdown totals are not carried to a higher level, as defined in the Category Builder view.
6.4.10.3.1 To select specific processing operations •
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In the Specific tab of the rule editor, select one or more rules by checking the appropriate boxes.
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6.4.10.4 Defining trigger conditions In the Trigger tab of the preconsolidation rule editor, you can define the condition which will determine whether or not the rule is run. The Always run option is displayed in this tab. This option is checked by default. If this option is not checked, the rule will not be run.
6.4.10.4.1 To define the trigger condition •
In the Trigger tab, check or uncheck the Always run box depending upon whether or not you want the rule to be run.
6.4.11 Defining a package rule A package rule is run in the Package Manager view. It posts automatic journal entries to the package amounts. To define a package rule, you must do the following: •
Select the amounts. Here you select which amounts will be used and processed by the rule.
•
Configure the processing rows. These processing rows generate amounts using unprocessed amounts.
•
Define the trigger condition.
Related Topics • Selecting amounts to be processed • Defining processing rows • Defining trigger conditions
6.4.11.1 Selecting amounts to be processed You can choose the amounts you want to process by selecting the dimension values which identify these amounts. There is a range of selection methods available to make it easier for you to choose the amounts contained in the dimension (List of values, filter etc.).
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You can select the amounts you want to process in the Selection tab of the rule editor. To select the amounts you want the package rule to process, follow the procedure for selecting amounts for processing by consolidation rules. Note: • •
You cannot select the amount type because package rules only process package amounts. When you select amounts for processing by a preconsolidation rule, the consolidation scope, consolidation variant and consolidation currency dimensions are not available.
Related Topics • Defining a consolidation rule
6.4.11.2 Defining processing rows In a rule, processing rows automatically generate one or more automatic journal entries from unprocessed amounts. You can define processing rows in the Processing tab of the package rule editor. The procedure for defining processing rows is identical for consolidation and package rules. Note: • •
When you select amounts for processing by a preconsolidation rule, the consolidation scope, consolidation variant and consolidation currency dimensions are not available. You cannot generate amounts using the basic package Audit ID. Only the processing rows that select a target audit ID which is reserved for local adjustments will be run.
Related Topics • Defining a consolidation rule
6.4.11.3 Defining trigger conditions You can specify the condition for running the rule in the Trigger tab in the rule editor. Opening balance conditions You can apply the following conditions to a rule to determine whether or not it is run: •
[None]. The rule is always run for all consolidations.
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•
Package without opening balances. The rule is only run if the package does not contain opening balances.
•
Package with opening balances. The rule is only run if the package contains opening balances.
You can also stop the rule from being run if required. The Always run option is displayed in the Trigger tab. This option is checked by default. If this option is not checked, the rule will not be run.
6.4.11.3.1 To define the trigger condition 1. In the Condition box in the Trigger tab, select the opening balance condition required from the drop-down list. 2. Check or uncheck the Always run box depending upon whether or not you want the rule to be run.
6.4.12 Defining an SQL rule SQL rules define the SQL queries which are run during “consolidation” processing. They can be run on the package or during consolidations and preconsolidations. Caution: SQL rules should only be defined by experienced users. An SQL rule is defined in two stages: •
Enter the SQL query.
•
Define the trigger condition to run the rule.
The size of an SQL rule is limited to 1MB.
6.4.12.1 SQL queries Enter the SQL query in the SQL tab of the SQL rule editor. To find out more about SQL query syntax, see the SQL section of your DBMS documentation. Note: The content of the SQL rule cannot exceed 64 KB.
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6.4.12.2 Defining trigger conditions You can specify the condition for running the rule in the Trigger tab in the SQL rule editor. Opening balance conditions The following conditions determine how an SQL rule is run: •
[None]. The rule is always run for all consolidations.
•
Consolidation without opening balances. The rule is only run if the consolidation definition does not include opening balances.
•
Consolidation with opening balances. The rule is only run if the consolidation definition includes opening balances.
Consolidation type criteria You can specify that you only want the rule to be run for certain types of consolidations. The two options are as follows: •
Run for a full consolidation.
•
Run for an incremental consolidation.
By default, both of these criteria are selected. Note: If neither of the Run for a full consolidation or Run for an incremental consolidation boxes is checked, the rule will not be run.
6.4.12.2.1 To define the trigger condition 1. In the Trigger tab, select the opening balance condition required from the drop-down list. 2. Check the box required.
6.4.13 Arranging rules into sets and subsets
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6.4.13.1 Subsets of rules You can arrange rules into subsets according to the type of function they perform. Rules are run in the order in which they appear in the subset. The same subset can be used in more than one set of rules. There are three types of subsets of rules: •
Subsets of consolidation rules. These contain consolidation, SQL and reconciliation rules.
•
Subsets of preconsolidation rules. These contain preconsolidation and SQL rules.
•
Subsets of package rules. These contain package and SQL rules.
You can create and manage subsets of rules by carrying out the following standard operations: •
Create and identify a subset of rules.
•
Arrange rules into a subset.
•
Change a subset of rules.
•
Delete a subset of rules.
You can perform all of these operations in the Rules view of the Setup domain.
6.4.13.1.1 Creating and identifying a subset of rules You create and identify subsets of rules in an editor. You can enter the following in the General tab: •
The code (maximum 12 characters).
•
The short description (maximum 30 characters) and the long description (maximum 120 characters). These descriptions are used to identify the subset of rules. They can be translated.
To create and identify a subset of rules 1. In the Rules view, select File > New > [Type of rule subset]. The editor window will open. 2. Enter the code and short and long descriptions for the subset in the appropriate boxes. 3. Select File > Save to save your changes.
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6.4.13.1.2 Arranging rules into subsets Arranging the rules into subsets enables you to organize them by the function they perform and determine the order in which they will be run. Note: The same rule can belong to more than one subset. Rules are run in the order in which they appear in the subset. To change this order, simply move the rule up or down in the tree structure representing the subset. You can specify the order in which rules appear in the subset in the Rules view of the Desktop.
To insert a rule in a subset 1. Click on the tree structure displaying the subsets of rules so that you can see the target subset. 2. Select the rule you want to insert from the contents list displayed in the Desktop. 3. Move the rule to the target subset. There are two possible scenarios: • The rule is inserted successfully. The cursor then appears as follows: •
The rule is not inserted successfully. The cursor then appears as follows:
. .
Example: The aim is to insert two rules in a subset and then to move them directly to the required location in the tree structure. To insert a rule (rule 3) after the other rules contained in a subset, highlight the subset required during the drag and drop:
To place a rule before another in a tree structure, select the rule to be moved (rule 4) and drop it on the rule in front of which you want to place it (rule 1).
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To remove a rule from a subset 1. Select the rule you want to delete from the list displaying the subset contents. Note: Removing a rule from a subset only deletes its shortcut. The rule itself is not deleted. 2. Select Edit > Delete. A confirmation message will appear. 3. Click on: • Yes to confirm that you want to delete. •
No to cancel.
To change the order in which rules are run in a subset 1. In the tree structure displaying the subset, select the rule that you want to move. 2. Drag and drop the rule to the required location in the tree structure.
6.4.13.1.3 Changing a subset of rules You can change the code and descriptions of a subset of rules.
To change a subset of rules 1. In the contents list, select the subset you want to change. 2. Select File > Open. The Subset of Rules dialog box will appear. 3. Change the code and descriptions of the subset. 4. Select File > Save to save your changes.
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To delete a subset of rules 1. In the contents list, select the subset of rules you want to delete. 2. Select Edit > Delete. A confirmation message will appear. 3. Click on: • Yes to confirm that you want to delete. •
No to cancel.
6.4.13.2 Sets of rules You can group together the available subsets and rules in sets of rules. There are three types of sets of rules: •
Sets of consolidation rules. These contain subsets of consolidation rules, the consolidation rules themselves, SQL rules, reconciliation rules, an account rollup rule and a reporting unit rollup rule.
•
Sets of preconsolidation rules. These contain subsets of preconsolidation rules, preconsolidation rules and SQL rules.
•
Sets of package rules. These contain subsets of package rules, package rules and SQL rules.
You can create and manage sets of rules by carrying out the following standard operations: •
Create and identify a set of rules.
•
Arrange rules and their subsets into sets.
•
Delete a set of rules.
You can perform all of these operations in the Rules view of the Setup domain.
6.4.13.2.1 Creating and identifying a set of rules You create and identify sets of rules in an editor. You can enter the following in the General tab: •
The code (maximum 12 characters).
•
The short description (maximum 30 characters) and the long description (maximum 120 characters). These descriptions are used to identify the set of rules. They can be translated.
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To create and identify a set of rules 1. In the Rules view, select File > New > [Type of rule set]. The editor window will open. 2. Enter the code and the descriptions for the set of rules. 3. Select File > Save to save your changes.
6.4.13.2.2 Arranging rules and subsets into sets Arranging rules into subsets and sets enables you to define all of the rules used for a consolidation or preconsolidation. Note: A rule or subset of rules can belong to more than one set. Rules and subsets are run according to their position in a set of rules. To change the order in which the rules and subsets are run, simply change the location of the relevant item in the tree structure representing the set of rules. You can arrange rules and their subsets into sets in the Rules view.
To add a rule or subset to a set of rules 1. Click on the tree structure to display the destination set of rules. 2. In the contents list, select the rule or subset that you want to insert in the set of rules. 3. Drag and drop the rule or subset to the set required. Depending on whether or not the rule can be inserted, the cursor will appear as follows:
or
.
Example: The aim is to insert: •
a rule in a subset belonging to a set of rules.
•
a rule above the subset belonging to a set in the tree structure.
To perform the first task, select the subset that should contain the rule during the drag and drop.
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To perform the second task, press the key during the drag and drop to insert the rule above the subset.
6.4.13.2.3 Changing sets of rules This operation enables you to change a set's identifiers. The procedure is identical to that for subsets of rules. Related Topics • Changing a subset of rules
6.4.13.2.4 Deleting sets of rules This operation enables you to delete sets of rules. The procedure is identical to that for subsets of rules.
6.4.13.2.5 Applying sets of rules to certain categories By default, the sets of rules are available for all of the categories. You can, however, select specific categories to which you want the sets of rules to be applied. This operation can be performed in the Categories tab of the set of rule editor.
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To apply sets of rules to certain categories only 1. In the Categories tab, select the Selection option. 2. Check the boxes beside the required categories.
6.4.14 Functions and coefficients Rules which use coefficients generate amounts by applying the following formula: Generated amount = Unprocessed amount * Factor * Coefficient In other words, the amounts you select for processing are multiplied by the value of the coefficient. The unprocessed amounts and the coefficient are both determined on the basis of the dimensions you select. The coefficient is also calculated using either one or two previously defined functions. These functions contain SQL queries that enter data in a temporary table which is then used to calculate the coefficient.
6.4.14.1 Defining functions Functions contain SQL queries that enter data in a table which is used when a coefficient is calculated. Functions can be defined in an editor. To define a function: •
specify the argument number you want to use. An argument enables you to indicate which column of the functions table hosts a specific reference table. The argument number (1 to 4) determines the number of dimensions which will be linked to the values generated by the SQL query. Note: • •
•
You also have the option of specifying the reference table used by each argument. You can also give each argument a description. The dimension(s) you want to use is/are specified when the coefficient is defined.
enter the SQL query you want to run. This query will generate the values which will be linked to the dimensions you select as arguments when defining the coefficient.
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Related Topics • Defining coefficients
6.4.14.1.1 Creating and managing functions You must define the following when creating a function: •
The code (maximum 12 characters).
•
Its short and long descriptions. These descriptions are used to identify the function. They can be translated.
These properties are displayed in the General tab of the function editor.
To create and identify a function 1. In the Desktop, select File > New > Function. 2. In the General tab, enter the code and descriptions for the function. 3. Select File > Save to save your changes.
To change a function 1. In the Rules view, select the function you want to change. 2. Select View > Properties Box. The properties box will appear. 3. Change the properties of the function. 4. Click on: • Apply to approve your changes. •
Restore to cancel your changes.
Note: You cannot change the argument number of a function.
To copy a function 1. In the editor of the function you want to copy, select File > Save As. The Save As dialog box will appear. 2. Change the long and short descriptions of the new function. 3. Click on: • OK to save your changes. •
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To delete a function 1. Select the function(s) you want to delete from the contents list in the Rules view. 2. Select Edit > Delete. A confirmation message will appear. 3. Click on: • Yes to confirm that you want to delete. •
No to cancel. Caution: You can delete one or more functions if they are not used to define a coefficient. If a function is used to define a coefficient, you must first delete all references to it in the coefficient before deleting the function itself.
Related Topics • Defining coefficients
6.4.14.1.2 Defining functions You can define a function in the Function tab of the editor. A function can contain between 1 and 4 arguments. The arguments can refer to all reference tables whose dimensions are different from those which identify consolidations (category, data entry period, consolidation scope, consolidation variant and consolidation currency). In the Function tab you can: •
specify the argument(s) which will be used by the function. Note: You also have the option of specifying the reference table used by each argument. You can also give each argument a description.
•
enter the SQL query. You can enter the query manually or using wizards. There are three wizards available to help you define the functions: •
Rates wizard: to insert queries relating to the scope and portfolio tables for the current consolidation.
•
Ratio wizard: to insert queries for multiplying or dividing the consolidation amounts.
•
Variable wizard: to insert variables.
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The SQL script inserts rows containing the values calculated by the function in the temporary table. This table is designated in the SQL query by the [TBL_FUNCTION] variable. In this table: •
the function code is inserted in the first column.
•
the first argument is inserted in the second column.
•
the second argument is inserted in the third column (or 0 if the function only has one argument).
•
the third argument is inserted in the fourth column (or 0 if the function only has one or two arguments).
•
the fourth argument is inserted in the fifth column (or 0 if the function only has one, two or three arguments).
•
the function value for the argument values is inserted in the sixth column.
Example of temporary table containing the values calculated by function FUNCT1. This function has three arguments: •
the first argument is linked to the Reporting Unit reference table.
•
the second argument is linked to the Shares reference table.
•
the third argument is linked to the Accounts reference table. Function
Reporting unit
Share
Account
Arg.4
Value
FUNCT1
U1
U2
Sales
0
1/(100-10)
FUNCT1
U2
U3
Sales
0
1/(50+10)
FUNCT1
U3
U4
Sales
0
1/(80+5)
Related Topics • Entering the query using wizards • Variables
To define a function 1. Select the Function tab in the function editor. 2. Check the appropriate option for the argument numbers required. Note: For each of the arguments used, you also have the option of specifying: • •
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a description for each argument.
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3. Enter the query in the tab's data entry box. 4. Select File > Save to save your changes. Related Topics • Entering the query using wizards
6.4.14.1.3 Entering the query using wizards You can enter the SQL query in the editor's Function tab manually or using the following wizards: •
Rates wizard
•
Ratio wizard
•
Variables wizard
Rates wizard You can use the Rates wizard to insert queries which relate to the scope and portfolio tables of the current consolidation. Example 1 The following screenshot illustrates the customization of the "Group Share of Profits".
Figure 6-21: Setup > Rules > Function editor > Rates wizard
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Example 2 The following screenshot illustrates the customization of the "Minority financial interest at closing" function: 1 - (financial interest of scope companies (original reporting units) divided by the consolidation rate at closing.
Example 3 The following screenshot illustrates the customization of the "Direct investment in group reporting units" function: direct investment of the scope reporting units in each share at closing for each company in the group.
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Ratio wizard You can use the Ratio wizard to insert the query which will multiply or divide the consolidation, package or preconsolidated amounts and the contents of the rate tables. The following screenshot illustrates the following customization: 1/ (the total for each reporting unit and period in the Sales account (R70100) filtered by the Package and Package adjustment audit ID (CRLIA-02). The function defined in this example can be used when defining a coefficient to be applied to the Personnel expenses, Purchase and Stocks accounts etc. to obtain the common ratios by reporting unit and period. Figure 6-22: Setup > Rules > Function editor > Ratio wizard
Variables wizard The Variables wizard enables you to enter variables. In the following screenshot, the full consolidation scope table is selected.
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Figure 6-23: Setup > Rules > Function editor > Variables wizard
6.4.14.2 Defining coefficients You can use coefficients when customizing the processing rows of a consolidation or preconsolidation rule. Coefficients are customized using predefined functions. Coefficients can be defined in an editor. When you define a coefficient, you specify the function(s) you want to use in the calculation. You can therefore define two coefficient types which depend on the function number used: •
A simple coefficient, defined by a function.
•
A compound coefficient, defined by two functions which are linked by an operator.
For each function you select, you can specify the dimension(s) you want to use as an argument. If you specified a reference table for an argument when defining the function, the list of available dimensions for this argument is limited to those which refer to this reference table. You can use coefficients to generate values for one or more dimensions. If at least one dimension is selected as a generator, the coefficient is also considered to be a generator.
6.4.14.2.1 Creating and managing coefficients When you create a coefficient, you must define the following: •
The code (maximum 12 characters).
•
Its short and long descriptions. These descriptions are used to identify the function. They can be translated.
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These properties are displayed in the General tab of the coefficient editor.
To create a coefficient 1. In the Desktop, select File > New > Coefficient. The editor window will open. Note: When you open the coefficient editor, enlarge the window using the available will then be displayed.
button. All of the options
2. In the General tab, enter the code and descriptions for the coefficient. 3. Select File > Save to save your changes.
To change a coefficient 1. In the Rules view, select the coefficient you want to change. 2. Select View > Properties Box. The properties box will appear. 3. Change the properties of the coefficient. 4. Click on: • Apply to approve your changes. •
Restore to cancel your changes.
Note: You cannot change a coefficient's type i.e. whether it is simple or compound.
To copy a coefficient 1. In the editor of the coefficient you want to copy, select File > Save As. The Save As dialog box will appear. 2. Change the long and short descriptions of the new coefficient. 3. Click on: • OK to save your changes. •
Cancel to cancel your changes.
To delete a coefficient 1. In the contents list of the Rules view, select the coefficient(s) you want to delete. 2. Select Edit > Delete. A confirmation message will appear. 3. Click on:
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•
Yes to confirm that you want to delete.
•
No to cancel.
6.4.14.2.2 Defining coefficients You can define a coefficient in the Coefficient tab of the editor. This tab enables you to specify: •
the type of coefficient (simple or compound).
•
the function(s) used and dimensions taken as arguments. Note: You can use the same dimension as an argument more than once.
•
generating dimensions.
Types of coefficient You can define three types of coefficient in the coefficient editor: •
Simple coefficient. Only one function is used. Depending on the function, you can select between one and four dimensions to be taken as the argument. If you specified descriptions for the arguments used by the function, these descriptions are displayed in the Coefficient tab. If you specified a reference table for the argument, the list of possible dimensions for this argument is limited to dimensions which are available.
•
Compound coefficient. Two functions are used. They are linked by an operator (+, -, *, /, MIN, MAX). As is the case for simple coefficients, you can select between one and four dimensions to be taken as arguments for each function. Because two functions are used, there will be between two and eight arguments.
•
Generating coefficient. The coefficient is said to be a generator if at least one of its dimensions has been selected as a generating dimension. This type of coefficient generates values for one or more dimensions. A checkbox will appear for each argument of the function(s) used. You can therefore check between one and as many boxes as there are dimensions linked to the arguments. This will generate a breakdown for the generating dimensions in the coefficient.
To define a coefficient 1. In the coefficient editor, select the Coefficient tab. 2. Select the type of coefficient from the pull-down list.
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3.
Click on the
button to select the function you want to associate with the coefficient.
A list of arguments for the selected function will appear. 4.
Click on the button to select the dimension you want to use as an argument. 5. Check the Generating dimension box if the dimension is a generator. 6. 7. 8. 9.
Repeat this operation for each argument in the function. For compound coefficients, select the operator linking both functions. Select the second function which you want to associate with the coefficient. Select the dimension you want to use as an argument and check the appropriate box if the argument is a generator. 10. Repeat this operation for each argument in the second function. 11. Select File > Save to save your changes.
6.4.15 Examples of rules using a coefficient The purpose of these examples is to give you an overview of how a rule works when it uses a coefficient. In this example, the objective is to define a rule which will divide the Personnel Costs (PERS) for all of the reporting units by their Sales (SAL). Select the Personnel Costs account for all of the reporting units and apply a coefficient (INVSAL = 1/SAL) to all of the amounts. The formula will therefore be as follows:
6.4.15.1 Selecting amounts When you make your general selection of amounts, choose the following in the amounts table:
980
•
All reporting units.
•
The PERS account (Personnel Costs)
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Figure 6-24: Setup > Rules > Consolidation rule editor
6.4.15.2 Processing Once you have selected the amounts you want to process, you must then define the processing. When you define the coefficient, you refer to a predefined function (FUNCT1). This function has an argument which is based on the Entities table. This argument is then linked to the Original Reporting Unit dimension when the coefficient is defined and the function is given the value 1/SAL for each reporting unit. The SQL query defined in the function will calculate the Sales total for all audit IDs contained in the database for each reporting unit. The inverse of the Sales per reporting unit is calculated and linked to the values of the dimension that was taken as the argument by the SQL query.
6.4.15.3 Destination The generated amounts will be stored in the Personnel costs/Sales account (TPERSSAL).
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Figure 6-25: Setup > Rules > Consolidation rule editor
The overall process is illustrated in the following diagram:
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6.4.15.4 Example of a simple coefficient In this example, you want to multiply the percentage held by reporting unit U1 by 100. The unprocessed amounts are selected as follows: •
Reporting unit: U1.
•
Audit ID: all audit IDs.
•
Share: VALID (all amounts entered).
The selected amounts are as follows:
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Reporting unit
Share
Amount
U1
U2
100
U1
U3
100
U1
U4
100
The rule uses a factor which is equal to 1 and a coefficient which uses the TEST function. This function is made up of two arguments: •
The first refers to the reference table of the reporting unit dimension.
•
The second refers to the reference table in the Share dimension.
These dimensions are then selected when you define the coefficient. The temporary table for calculating the function is as follows: Function
Reporting unit
Share
Arg. 3
Arg. 4
Amount
TEST
U1
U2
0
0
0.50
TEST
U1
U3
0
0
0.70
The generated amounts are as follows: Reporting unit
Share
Amount
U1
U2
50
U1
U3
70
6.4.15.5 Example of a generating coefficient In this example, you want to break down Sales by Product and Geographic Area. The following amounts are selected: •
Account: Sales.
•
Geographical Area: N/A.
•
Product: N/A.
The amounts to be processed are:
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Reporting unit
Account
Amounts
U1
Sales
1000
U2
Sales
500
The rule uses a factor of 1 and a generating coefficient. This coefficient will break down the dimension amount. The function used is REPSAL. This function uses three arguments: •
The first refers to the Reporting Unit dimension table.
•
The second refers to the Product dimension table.
•
The last refers to the Geographical Area dimension table.
The SQL query uses the data entered in the application to retrieve the percentage values indicating how the Sales figures are broken down. The function values are calculated in a temporary table: Function
Reporting unit
Product
Geo. area
Arg. 4
Value
REPSAL
U1
P1
Z1
0
10%
REPSAL
U1
P1
Z2
0
20%
REPSAL
U1
P2
Z1
0
15%
REPSAL
U1
P3
Z2
0
25%
REPSAL
U1
P3
Z3
0
30%
REPSAL
U2
P1
Z1
0
75%
REPSAL
U2
P2
Z1
0
25%
The Product and Geographic Area dimensions are selected as generating dimensions when you define the coefficient. As a result, the amounts contained in these dimensions can be broken down for each reporting unit. In this example, the rule will generate the following amounts:
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Reporting unit
Product
Geo. area
Amounts
U1
P1
Z1
100
U1
P1
Z2
200
U1
P2
Z1
150
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Reporting unit
Product
Geo. area
Amounts
U1
P3
Z2
250
U1
P3
Z3
300
U2
P1
Z1
375
U2
P2
Z1
125
6.4.15.6 Example of thresholds to be added for a consolidation rule In this example, the objective is to generate an amount in flow G-F00 for reporting unit FRDR003 for all accounts containing converted data equal to or greater than 200. The Selection tab should be customized as follows:
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The table below shows the extract of the database containing the data you have selected: enti ty
cur cy
acc nt
FRF
G-RUB ACT 01
FR DR 003
FRF FR DR 003
FR DR 003
FRF
FR DR 003
FRF
FR DR 003
FRF
G-RUB ACT 01
G-RUB ACT 02
G-RUB ACT 03
G-RUB PAS 01
flow
G-F00
G-F00
G-F00
G-F00
G-F00
peri od
2001 .12
2001 .12
2001 .12
2001 .12
2001 .12
audit ID
0PK G01
G-EMC 001
0PK G01
0PK G01
0PK G03
enum ber
0
2
0
0
3
en torig
techorig
FR DR 003
OR IG 07
FR DR 003
OR IG 11
FR DR 003
OR IG 07
FR DR 003
OR IG 07
FR DR 003
OR IG 10
glo borig
logs
amount
con va mount
con samount
local
x
1
1
1
0
1000
1000
local
G-EXE CRE GLE
local
x
10
10
10
local
x
201
201
201
12
12
12
local
G-EXE CRE GLE
The threshold can be customized in the Processing tab as follows:
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The table below shows an extract of the database after consolidation: enti ty
cur cy
acc nt
FRF
G-RUB ACT 01
FR DR 003
FR DR 003
FR DR 003
FR DR 003
FR DR 003
FR DR 003
FR DR 003
989
FRF
FRF
FRF
FRF
FRF
FRF
G-RUB ACT 01
G-RUB ACT 01
G-RUB ACT 01
G-RUB ACT 02
G-RUB ACT 03
flow
peri od
G-F00
2001 .12
G-F00
2001 .12
G-F00
2001 .12
G-F00
2001 .12
G-F00
2001 .12
G-F00
2001 .12
G-F00
2001 .12
audit ID
enum ber
0PK G01
en torig
techorig
FR DR 003
ORIG 07
0
0PK G01
FR DR 003
x
1
1
1
0
1
1
0
1000
1000
0
1000
1000
AUTO CO
AUTO CO
local
FR DR 003
FR DR 003
local
x
10
10
10
local
x
201
201
201
0
201
201
ORIG 07
0
FR DR 003
G-EX EC RE GLE
ORIG 07
0
1
local
ORIG 11
2
0PK G01
con samount
local
FR DR 003
0PK G01
con va mount
ORIG 14
1
0PK G01
amount
local
FR DR 003
G-EMC 001
logs
ORIG 14
1
G-EMC 001
glo borig
ORIG 14
AUTO CO
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enti ty
cur cy
acc nt
flow
peri od
audit ID
enum ber
en torig
techorig
FR DR 003
ORIG 10
glo borig
logs
amount
con va mount
con samount
12
12
12
G-RUB ACT 03
FR DR 003
FRF
G-RUB PAS 01
G-F00
2001 .12
0PK G03
3
local
G-EX EC RE GLE
6.4.15.7 Example of a coefficient In this example, the objective is to define a coefficient and function for calculating the sales figures (account CA0000) of a reporting unit divided by the sales figures for all reporting units. The function is defined as shown in the following screenshot:
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The coefficient is defined as shown in the following screenshot:
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6.4.16 Specific rules You can define specific conditions for running rules when setting up a “consolidation rule”. The options available are displayed in the Specific tab of the editor. The specific options for a consolidation rule are as follows: •
Disable carry-over flow calculations. The carry-over flow defined in the Category Builder view is not calculated for the generated amounts.
•
Disable dimensional analysis calculations. The automatic postings defined in the Category Builder view are not carried out.
•
Sum up dimensional analysis schemes Creates new total rows by generating aggregated amounts corresponding to the upmost level in analysis schemes. All dimensional analysis schemes are supported, including those: • with only one analysis dimension (for example: Partner dimension with a filter and Post breakdown to an elementary code formula on an indicator). • with two analysis dimensions on two different levels (for example: Country dimension with the "All values" filter and detailed by Partner dimension with the "All values" filter). • with two analysis dimensions on two different levels (for example: Country dimension with the "All values" filter and detailed by Partner dimension with the "All values" filter) plus another dimension on the first level (Product dimension with the "All values" filter). Note: • •
•
This option is only available for consolidation and preconsolidation rules. This option is greyed out unless the Disable dimensional analysis calculations option is activated.
Do not reverse closing flow for outgoing and acquired reporting units. A flow for reversing the closing flows of outgoing and incoming reporting units is not calculated.
•
Load data at all amount levels. The rule will create the same amount for all of the levels (converted, consolidated and in original currency) irrespective of the original level of the selected amount.
•
Apply processing to each level. The rule will be applied to each amount level above the general selection level.
•
Only process reporting units without package data. Here, the rule only processes the reporting units present in the scope which do not have any package data. You can use this option for processing holding reporting units for which central journal entries have been posted.
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•
Only process amounts in a different currency from the consolidation currency. The rule will only process amounts given in a currency other than the consolidation currency.
Example: Specific rule: Apply rule to each level. Converted amounts = Amounts in original currency*5 Consolidated amounts = ½ * Converted amounts The rule enables you to add accounts R1 and R2 to R3. If you do not check the Apply rule to each level option, the consolidated data table will take the following form:
Note: Specific case: When the amounts generated in the Converted amounts column are equal to 0, the Apply rule to each level option is applied to the consolidated data level. If you check the Apply rule to each level box, the consolidated data table will take the following form:
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6.4.16.1 To select specific processing operations •
In the Specific tab, select the option(s) required by checking the relevant boxes.
6.4.17 Variables You can insert variables in an SQL rule script or function in the form [NAME_OF_VARIABLE]. When the script is run, the software will replace the "[NAME_OF_VARIABLE]" string in the script by a string which it creates before sending the SQL query to the server.
6.4.17.1 Variables which indicate temporary tables
Variable
Description
Consolidated data table currently being created. [WORKTABLE]
It has an identical structure as a consolidated data table with an extra column for testing the conversion difference.
[USER_TABLE]
Empty table available to user during consolidation. Has same structure as WORKTABLE.
[FUNCTION_TA BLE]
Table containing values calculated by functions. Top scope for consolidation.
[TBL_SCOPE] [TBL_GLOB AL_SCOPE]
the table contains interlinked opening and closing scopes. Full consolidation scope. Portfolio for consolidation scope.
[TBL_SHARES] [TBL_SCOPE2]
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This table contains all direct and indirect investments and the capital rows. Top secondary consolidation scope.
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Variable
Description
[TBL_GLOB AL_SCOPE2]
Full secondary consolidation scope.
[TBL_SHARES2]
Portfolio for secondary consolidation scope.
Note: Scopes and portfolios contain data for opening, closing and changes in consolidation method. Portfolios contain direct and indirect investments and capital rows.
6.4.17.2 Other variables
995
Variable
Description
[CATEGORY]
Internal category code
[UPDPER]
Internal value for the data entry period.
[SCOPE]
Internal scope code.
[VARIANT]
Internal variant code.
[CURNCY]
Internal code for the consolidation currency.
[SCOPE_PERIOD]
Internal value for the scope period.
[SCOPE_VERSION]
Internal value for the scope version.
[RATEPERIOD]
Internal value for the conversion rate period.
[RATEVERSION]
Internal code for the conversion rate version.
[MARGIN]
Variable which equals one for incremental consolidations (otherwise 0).
[PERIODS]
List of internal values for periods being processed. Values are separated by commas (e.g.: 1,2,3).
[PROCESS_ITERA TION]
Level of period being processed (from 1 to n).
[ENTITY]
Code for reporting unit being processed (package rules only).
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Variable
Description
Internal code for ledger containing automatic entries for the level at which the rule is run (rules only). [DAYBOOK]
[ENUMBER]
Note: To insert data in the WORKTABLE. Automatic entry number for the level at which the rule is run (rules only – link with header of entry automatically generated for the SQL rule in same manner as those generated for other types of rule). Note: To insert data in the WORKTABLE. Signature of current site.
[SIGNATURE]
Note: To insert data in the WORKTABLE. Technical origin of rule (rules only).
[TECH_ORIG]
Note: To insert data in the WORKTABLE.
[INSERT FUNCTION]
Insert command for table containing values calculated by the function [FUNCTION_TABLE]. It can be replaced by the following script portion: "INSERT INTO [FUNCTION_TABLE]" (function only).
[FUNCTION_CODE]
internal code for function being run (function only).
[COLUMNS]
List of [WORKTABLE] columns in order of the dimensions of the Dimension Builder amounts table. This variable is used as follows when you want to insert data in SQL: INSERT INTO [WORKTABLE] ([COLUMNS]) SELECT …
6.5 Data Entry Restrictions view
6.5.1 Introduction to the Data Entry Restrictions view
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In the Data Entry Restrictions view of the Setup domain, you can define how data entry will be restricted in packages and central manual journal entries. To access the Data Entry Restrictions view, click on Data Entry Restrictions in the Setup domain. A list containing the available data entry restrictions is displayed in this view. You can create and manage these items in this view. These tasks are performed in an editor. In the Data Entry Restrictions view, you use dimensions to define data entry restrictions. As a result, only a limited number of reporting units will be able to key in data for specific reporting IDs. Similarly, only certain manual journal entries will be authorized at central site.
In the Category Builder view, you can specify whether the dimension-based data entry restrictions will be applied to a reporting unit. You can also specify whether or not they will be used in: •
schedules.
•
package manual journal entries.
•
central manual journal entries.
In the Reporting Organizer view, you can keep the data entry restriction defined by default in the Category Builder view, select a different one, or specify that no restriction is to be applied. In the RU Organizer view, you can keep the data entry restriction defined by default in the Reporting Organizer view, select a different one, or specify that no restriction is to be applied. These restrictions are defined in the Data Entry Restrictions view.
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Note: Data entry restrictions are not applied to opening balances. Automatically generated data and formulas are not affected by data entry restrictions either. Although they can be consulted in schedules and automatic journal entry ledgers, you cannot make any changes to them. To access the Data Entry Restrictions view, click on Data Entry Restrictions in the Setup domain. A list containing the available data entry restrictions is displayed in this view. You can create and manage these items in this view. These tasks are performed in an editor.
6.5.1.1 Restricting data entered based on dimensions Data entry restrictions are applied to reporting units on the basis of dimensions. They restrict the data which can be entered in dimensions, packages and central manual journal entries. The dimensions to which data entry restrictions can be applied are shown below: •
•
The following product dimensions: •
Period
•
Account
•
Flow
•
Partner
•
Share
All user-defined analysis dimensions.
Note: Product dimensions are represented by the yellow dimension icon. They are predefined in the software. User-defined dimensions are represented by the blue dimension icon. These dimensions are left open so that the user can configure them as and when required. A variety of selection methods are available to help you choose the dimension values on which the restriction will be based. Related Topics • Definition tab • Introduction to the Dimension Builder view
6.5.1.2 Printing data entry restrictions
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You can print: •
the list of restrictions displayed in the Desktop.
•
the properties of a restriction.
Related Topics • Printing Desktop objects
6.5.2 The data entry restriction editor You can create and manage data entry restrictions in the data entry restriction editor by defining restrictions on dimensions. The data entry restriction editor contains the following tabs: •
The General tab.
•
The Definition tab. Define the dimension filters for restricting data entry to specific reporting units.
•
The Quote tab.
•
The Translation tab.
•
The Security tab.
Related Topics • Introduction to the Data Entry Restrictions view • Object editor security settings
6.5.2.1 Definition tab You can define the restriction properties in the Definition tab of the data entry restriction editor. This tab contains the following columns: The Dimension column This column contains a list of the following dimensions: •
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The following product dimensions:
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•
•
Period
•
Account
•
Flow
•
Partner
•
Share
All user-defined dimensions.
When you create a new restriction, the dimensions are displayed in the same order as in the Dimension Builder view. The Selection column The options available for data entry restrictions are: Icon
Option
Description
All values
You can select all of the amounts for which a value has been defined in the dimension.
All or no values
You can select all of the amounts, irrespective of whether a value was defined for the dimension.
No value
This selection method consists of selecting all of the amounts for which no value has been defined in the dimension.
Filter
You can assign a list of elementary values in the selected filter to the dimension.
Filter or no value
This method assigns all of the elementary values contained in the filter selected to the dimension or selects all of the amounts for which a value has not been defined in the dimension.
One value only
This method assigns one value only to the selected dimension.
Characteristic
This method assigns a characteristic to the selected dimension.
Example: For the Partner dimension, the characteristics are: Company, Activity, Currency, Type of reporting unit, Country and Geographic Area. The Value column
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This column enables you to select the value you want to assign to the dimension. If the value selected is different from the default value, the entire row is highlighted with a yellow background. When you open a restriction, the modified yellow rows are displayed at the top of the list.
6.5.3 To create a data entry restriction 1. In the Data Entry Restrictions view, select File > New. The data entry restriction editor will appear. 2. Enter the new access definition's properties in the standard tabs and in the Definition tab. 3. Save the new access restriction.
6.5.4 To change a data entry restriction 1. In the Data Entry Restrictions view, select the data entry restriction you want to change. 2. Select File > Open. The data entry restriction editor will appear. 3. Enter the new settings. 4. Save the access restriction you have changed.
6.5.5 To duplicate a data entry restriction 1. In the Data Entry Restrictions view, select the data entry restriction you want to change. 2. In the data entry restriction editor, select File > Save As. 3. In the Save As dialog box, change the data entry restriction's code and other properties if required. 4. Click on OK. A copy of the restriction will now appear in the data entry restriction editor with its settings already filled in. Note: If you do not change the code, you will not be able to duplicate the data entry restriction.
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6.5.6 To delete a data entry restriction 1. In the Data Entry Restrictions view, select the data entry restriction you want to delete. 2. Select Edit > Delete. A confirmation message will appear. 3. Click on Yes.
6.6 Ledgers view
6.6.1 Introduction to the Ledgers view In the Ledgers view in the Setup domain, you can create and manage journal entry ledgers. Ledgers contain (package and/or central) manual journal entries. You can only create a ledger at a “setup site. ” The different options available for organizing how journal entries will be stored in ledgers are as follows: •
One ledger for each type of audit ID: package corrections, consolidation adjustments, etc. or one ledger for each user posting audit IDs.
•
One ledger for each reporting unit – this type of organization is useful if tasks have been divided amongst groups of reporting units.
•
One ledger per scope – this type of organization is useful if the Group has several scopes and the tasks have been divided by scope.
Ledgers are defined:
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•
for an environment (package and/or central manual journal entries).
•
for a group of audit IDs (audit IDs which can be accessed in the ledger).
•
for one or more categories.
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To access the Ledgers view, click on Ledgers in the Setup domain. This view shows the list of available ledgers and their main properties. Ledgers can be created and managed in this view. These tasks are performed in an editor. Related Topics • The ledger editor
6.6.2 Objects in the Ledgers view Audit ID A ledger contains a list of the audit IDs that can be used in its journal entries. The audit ID identifies the origin of the amounts stored in the database. There are three audit ID levels: •
Package data entry (original package audit ID). Journal entries never have this audit ID.
•
Package adjustments.
•
Central site adjustments.
Journal entries posted in packages are identified by audit IDs belonging to the package adjustment level. Journal entries posted at central site are identified by audit IDs belonging the package adjustment and central site adjustment levels. Category A category corresponds to the type of data reported periodically. You must select the categories for which the ledgers are available in the Ledgers view.
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Automatic ledgers Four types of ledgers are created and managed automatically. You cannot change these ledgers, but you can consult and print them. •
The package rule ledger contains the journal entries generated by the package rules.
•
The package opening balance ledger contains all of the adjustments made to the opening balance data in the package.
•
The ledger containing the automatic consolidation journal entries.
•
The ledger containing the automatic preconsolidation journal entries.
Related Topics • Audit IDs tab
6.6.3 The ledger editor In the ledger editor, you can create and manage the ledgers you need for storing journal entries. The ledger editor contains the following tabs: •
The General tab.
•
The Categories tab. This tab is used to define the categories for which the ledger will be used.
•
The Audit IDs tab. This tab is used to select the audit IDs of the journal entries contained in the ledger and where they are posted (package or central manual journal entries).
•
The Translate tab.
•
The Security tab.
Related Topics • Categories tab • Audit IDs tab • Object editor security settings
6.6.3.1 Categories tab
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In the Categories tab of the ledger editor, you can assign a ledger to one or more categories. The All categories option is selected by default. The ledger can then be used for all categories. The Selection option enables you to limit the categories for which the ledger can be used.
6.6.3.2 Audit IDs tab In the Audit IDs tab in the ledger editor, you can select the audit IDs of the journal entries you would like to include in the ledger. You can also specify where the journal entries you want to include in the ledger will be posted (package and/or central manual journal entries). This tab contains the following sections: Audit IDs This box enables you to select the audit IDs assigned to the journal entries contained in the ledger. Note: To include an audit ID in a ledger, it must be assigned the Manual journal entry property in the database structure. You can select the audit IDs using the following methods: •
List of values. Here you can select one or more audit IDs.
•
Filter. Here you can select a list of audit IDs contained in a filter.
•
Characteristic. Here you can select a list of audit IDs which all have a particular characteristic.
Environment This box enables you to specify where the manual journal entries contained in the ledger will be posted. •
If the Package option is checked, the ledger will be used in the package. The available audit IDs for local manual journal entries will then be displayed in the list.
•
If the Central manual journal entries option is checked, the ledger will be used for central manual journal entries. All of the available audit IDs for manual journal entries will then be displayed in the list.
Note: If you select new audit IDs in the Audit IDs section, the list displayed in the Environment section is automatically updated.
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Related Topics • Audit ID
6.6.4 To create a ledger Ledgers can only be created at central site. By default, a ledger which has just been created can be used for all categories. 1. In the Ledgers view, select File > New. The ledger editor appears. 2. Enter the required properties in the standard tabs and in the Categories and Audit IDs tabs. 3. Save the ledger you have just created. Related Topics • Categories tab • Audit IDs tab
6.6.5 To change a ledger 1. In the Ledgers view, select the ledger you want to change. 2. Select File > Open. The ledger editor appears. 3. Enter the new settings. 4. Save your changes. Note: You can change properties in several ledgers at the same time using the Properties Box.
6.6.6 To copy a ledger 1. In the Ledgers view, open the ledger you want to copy. 2. Select File > Save As.
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3. In the Save As dialog box, change the code and properties if required. 4. Click OK. The copy of the ledger appears in the ledger editor. It will automatically contain the settings of the duplicated ledger. Note: To duplicate a ledger, you must change its code.
6.6.7 To delete a ledger You cannot delete a ledger that contains manual journal entries. 1. In the Ledgers view, select the ledger you want to delete. 2. Select Edit > Delete. A confirmation message appears. 3. Click Yes.
6.7 Data Link Definitions view
6.7.1 Introduction to the Data Link Definitions view Data Link Definitions are designed to facilitate the transfer of data between transactional systems (accounting systems, management, consolidation and reporting systems) and Business Objects reporting and consolidation software. To configure and run Data Link Definitions, you: 1. Create the definition in the Data Link Definitions view. 2. Create a “Data Link Task” to run the definition in the Task List view. To access the Data Link Definitions view, click
in the Setup domain.
You can create Data Link Definitions in this view. This task is performed in an editor.
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6.7.1.1 Data Link Definition A “Data Link Definition” includes: •
the format of source data.
•
the rules to be applied to this data in order to make it compatible with the target application.
You create the Data Link Definition in the Data Link Definitions view:
6.7.1.2 Data Link Task A “Data Link Task” is a group of operations that includes: •
the Data Link Definition.
•
the data to be processed (specified in the Definition).
•
the target destination for processed data.
You create the Data Link Task in the Task List view:
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Source data can be drawn from: •
spreadsheets or text editor files.
•
database tables.
•
accounting, management, consolidation or reporting software products. The software does not necessarily have to be from the Business Objects range of products.
Processed data can be stored: •
in files.
•
in database tables.
6.7.2 The data link definition editor You can create and configure Data Link Definitions in the data link definition editor. The data link definition editor contains the following tabs:
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•
The General tab. Contains the definition's code and descriptions.
•
The Source tab Specify the format of the source data.
•
The Source Dimensions tab Identify the dimensions in the source application that will be used to filter the data when defining cross-reference mappings.
•
The Cross-reference mappings tab Define cross-reference mappings between dimensions in the source application and dimensions in the target application.
•
The Comments tab Enter or read comments.
•
The Translate tab Translate the descriptions of an object in six languages.
•
The Security tab Enables you to define the security settings for objects.
Related Topics • Translating descriptions in the object editor • Object editor security settings
6.7.3 Transferring data Data processing in the Data Link Definitions view can be broken down into six steps:
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Specify the format that the source data is stored in: database table or file.
•
Select the source dimensions.
•
Create the cross-reference mapping rules to be applied to the source dimensions in order to produce the target dimensions.
•
Define the Data Link task: link the cross-reference mapping to the source data to be processed. Define the target format.
•
Process the data.
•
Check that the data has been correctly processed by consulting the two processing reports.
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6.7.3.1 Example of data transfer This example illustrates the steps for transferring data. The database to be filled in has the following target dimensions: Reporting Unit, Account, Partner and Amount. The source data is contained in the file with the following separator: Company;Account1;Minority Interests;Debit;Credit SOC1;601100;PART1;10000; SOC1;601200;PART2;15000; SOC1;701100;PART1;;50000 SOC1;710000;;;20000 SOC1;411100;PART3;2000;
Related Topics • Step 1: Defining the format of source data • Step 2: Selecting source dimensions • Step 3: Defining cross-reference mappings • Step 4: Defining the Data Link Task • Step 5: Running the task • Step 6: Result of the task
6.7.3.1.1 Step 1: Defining the format of source data The file containing the source data is a delimited text file which uses semicolons to separate data. The first row in the file contains the field names. At the end of this step, the format of source data is defined as follows:
1011
Company
Account1
Minority Interests
Debit
SOC1
601100
PART1
10000
SOC1
601200
PART2
15000
SOC1
701100
PART1
SOC1
710000
Credit
50000 20000
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Company
Account1
Minority Interests
Debit
SOC1
411100
PART3
2000
Credit
6.7.3.1.2 Step 2: Selecting source dimensions By default, the module creates a source dimension for each source column and specifies that each is a text column, apart from the Debit and Credit source dimensions. which the user defines as Numerical dimensions. Name
Company
Account1
Minority Interests
Debit
Credit
Source
Company
Account1
Minority Interests
Debit
Credit
Type
Text field
Text field
Text field
Numerical
Numerical
1
SOC1
601100
PART1
10000
0
2
SOC1
601200
PART2
15000
0
3
SOC1
701100
PART1
0
50000
4
SOC1
710000
0
20000
5
SOC1
411100
2000
0
PART3
6.7.3.1.3 Step 3: Defining cross-reference mappings A cross-reference mapping is defined by linking one or more source dimensions to one or more target dimensions and by defining a rule or group of rules. In a rule, the source dimension values are selected in order to generate the value of the target dimension. Cross-reference mapping: Company/Reporting Unit In this example, everything under Company is transferred to Reporting Unit. Status
Rule 1
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Source dimension
Target dimension
Company
Reporting unit [Company]
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Cross-reference mapping: Account1, Minority Interests/Account, Partner For all accounts that begin with a 6 or a 7, the Account target dimension will be filled in with an R followed by the account number. The Minority Interests column is reclassified: PART1 becomes P1, PART2 becomes P2 and the "empty" cell remains so. Status
Source dimension
Target dimension
Account1
Minority Interests
Account
Partner
Rule 1
6*;7*
PART1
"R"+[Account1]
"P1"
Rule 2
6*;7*
PART2
"R"+[Account1]
"P2"
Rule 3
6*;7*
{empty}
"R"+[Account1]
Cross-reference mapping: Account1, Debit, Credit/Amount For expense accounts, the Amount target dimension will be filled in with the opposite of the Debit source column. For client accounts, the Debit source dimension is transferred to the Amount target dimension and remains unchanged. Similarly, for product accounts, the Credit source dimension is transferred to the Amount target dimension and remains unchanged. Status
Source dimension
Account1
Target dimension
Debit
Credit
Amount
Rule 1
6*
-[Debit]
Rule 2
41*
[Debit]
Rule 3
7*
[Credit]
Before proceeding to Step 4, save the definition as "First Definition".
6.7.3.1.4 Step 4: Defining the Data Link Task To define the task, use the "First Definition" in conjunction with the Example.csv file.
6.7.3.1.5 Step 5: Running the task The user decides when to run the Data Link task.
6.7.3.1.6 Step 6: Result of the task The data produced as a result of the task is as follows:
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Reporting unit
Account
Partner
Amount
SOC1
R601100
P1
-10000
SOC1
R601200
P2
-15000
SOC1
R701100
P1
50000
SOC1
R710000
20000
The production report shows that the row corresponding to account 411100 has not been processed since no rule was defined for it in the Account1, Minority Interests/Account, Partner cross-reference mapping.
6.7.4 Managing Data Link definitions In a Data Link definition, you can: •
Create Data Link definitions
•
Duplicate Data Link definitions
•
Delete Data Link definitions
6.7.4.1 Creating Data Link definitions When you create a Data Link Definition, you must enter the following: •
A code
•
A short description
•
A long description
When you create a “Data Link Definition ” you must specify the main features of the source data as well as the cross-reference mapping rules which will be applied. In the Data Link Definitions view, follow this procedure:
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Steps
Tab
Create a Data Link Definition
General tab
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Steps
Tab
Define the format of source data
Source tab
Selecting source dimensions
Source Dimensions tab
Define the cross-reference mapping rules
Cross-reference mappings tab
6.7.4.1.1 To create a Data Link Definition 1. In the Data Link Definitions view, select File > New. The data link definition editor appears. 2. Enter the General tab settings. 3. Save the Data Link Definition.
6.7.4.2 Duplicating Data Link definitions You can duplicate a Data Link definition in order to use it to create a new definition with the same settings. Note: You cannot copy and paste a Data Link definition.
6.7.4.2.1 To duplicate a Data Link Definition 1. In the data link definition editor, select File > Save As. The Save As dialog box appears. 2. Enter the code, short and long descriptions that you want to assign to the new definition. 3. Click OK.
6.7.4.3 Deleting Data Link definitions You can delete Data Link Definitions. Note: You can delete Data Link Definitions used in a task. When you open the task in question, any operations relating to the deleted definition will appear in red.
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6.7.4.4 Defining the data format This step consists in defining the format of the data to be converted. Source data is stored either in a file or a table, which will be used to run the definition task. Note: The file or table is used only as an example. You do not have to use a file or table containing a large amount of data. There are two source data formats: •
Text editor files or spreadsheets with .csv or .txt extensions.
•
Database tables. Microsoft SQL Server, Oracle and DB2 databases are all compatible. Caution: Once a cross-reference mapping has been entered, you will no longer be able to make changes to the template.
6.7.4.4.1 Source tab The format of source data is specified in the Source tab in the data link definition editor: •
In the Select source template box, you can select the format of the source data.
•
In the Summary box, you can select the properties of the source.
•
In the Preview field, you can preview the data source.
6.7.4.4.2 Format of the file template You can define the file format and its properties in the Source tab in the Data Source - File Format dialog box, which appears if you click the Configure button. Note: The size of the template file must not exceed 35KB. There are two types of file: •
with separators
•
fixed length
For both types of file, you can specify: •
the number of row headers. Row headers are not included when the task is run.
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Tip: If there are five row headers in a file, the first five rows will be ignored when the task is processed. •
if the first row contains field names. Rows containing field names are also ignored when the task is processed. Tip: If there are five row headers and you specify that the first row after the headers contains field names, then the first six rows will be ignored when the task is processed.
Files with separators These are files that have been created by Business Objects applications or Microsoft Excel, for example. The fields are separated by certain characters, such as commas or tabs. You can define the file with separators in the Description of delimited format dialog box, which appears when you click the Properties button. You must include the following when defining the physical format of the data: •
the column delimiter
•
where necessary, the type of text delimiter
The Preview box enables you to view the file being defined using the selected settings. Fixed length files The data in these files is organized in columns whose length is fixed. You can define the fixed length file in the Description of fixed length format dialog box, which appears when you click the Properties button. The Columns defined box displays the columns defined using the mouse in the Preview box. The Preview box enables you to view the file being defined using the selected settings. Note: The columns in the Preview box have red borders if they are added in the Columns defined box.
To define a file template 1. In the Source tab in the data link definition editor, select File in the Source type box. 2. Click Configure. The Data Source - File Format dialog box appears. 3. In the Example of file format box, click Browse to select a file. 4. In the File type box, select a file type. 5. Click the Properties button. Depending on the type of file selected, the Description of delimited format or Description of fixed length format dialog box appears.
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6. Enter the settings. 7. Click OK in the two dialog boxes. Caution: Once a cross-reference mapping has been entered, you will no longer be able to make changes to the template.
6.7.4.4.3 Format of the table template You can define the format of the table to be used as a template in the Source tab of the editor. You can define the table and its properties in the Data Source - Table Format dialog box which appears when you click the Configure button. Note: Only the first thousand rows in the table template are used to define the format. This dialog box contains the following boxes: •
The Select source template box enables you to select the ODBC data source, which will be used to connect to the database. Note: The ODBC data sources displayed are located on the application server. In a multi-server configuration, the ODBC data sources must have the same description and be located on all of the servers.
•
The Select table box enables you to select a table from the tables available in the source selected.
•
The Status box displays information about the connection.
•
The Preview box enables you to view the table format using the settings chosen.
To define a table template 1. In the Source tab in the data link definition editor, select Table in the Source type box. 2. Click Configure. The Data Source - Table Format dialog box appears. 3. In the Select data source box, click ODBC Data Source. The Data source dialog box appears. 4. Select an ODBC data source and click OK to confirm your selection. 5. In the Select table text box, select the relevant table. The Status box is updated. 6. Click OK.
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6.7.4.5 Selecting source dimensions This step consists of identifying the source dimensions which will be used to filter the data when the cross-reference mappings are defined. By default, a source dimension is created for each column in the source. A column editor is available indicating the name, source and data type of each dimension.
6.7.4.5.1 Source Dimensions tab You can define source dimensions in the Source dimensions tab. The tab is split into two halves: •
The top half displays a preview of the source file.
•
The bottom half displays: •
the name of the source dimension. You can change the name of the source dimension as long as it is not included in a cross-reference mapping. Note: If a source dimension is included in a cross-reference mapping, the corresponding column will appear in yellow.
•
the corresponding source column for each dimension created.
•
the type of source dimension.
•
the values in each source dimension. Note: If a source or target column is selected, the corresponding source/target column will have a blue border.
Column editor You can access the column editor by clicking the Properties button in the Source dimensions tab. You can use this editor to define the source columns and the type of data contained in each. Note: Extra fields can be defined depending on the type of data selected. It enables you to:
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•
specify the source column.
•
specify whether or not the source dimension includes all or only part of the source column.
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If it includes only part, enter the position of the first character in the string and the length of the string of characters retrieved. Tip: This function enables you to divide a column among several source dimensions. •
specify the type of data in the column: •
Text
•
Numerical For numerical data, you can define: •
the thousands separator. By default, the numerical format does not contain a thousands separator.
•
the decimals separator. By default, a period (full stop) is used.
•
how negative numbers will be displayed. By default, a minus sign appears before the number.
•
how positive numbers will be displayed. By default, a positive number has no sign before it.
This format will be applied to numerical data in the source dimensions. Example: If the source column is six characters long, select 4 as the first character and 3 as the length of the string to be retrieved so that the column being defined will retrieve the last three characters of the source column.
6.7.4.5.2 Adding dimensions You can add a source dimension in the Source dimensions tab.
To add a source dimension 1. In the Source dimensions tab, click the Add button. The column editor appears. 2. Select and enter the column properties. 3. Click OK. The new dimension appears at the bottom of the list of dimensions.
6.7.4.5.3 Changing dimensions You can change a source dimension in the Source dimensions tab. Caution: If the source dimension is already included in a cross-reference mapping, you cannot change its type.
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To change a source dimension 1. Select the column whose properties you want to change. 2. Click the Properties button. The column editor appears. 3. Change the column's properties. 4. Click OK.
6.7.4.5.4 Deleting dimensions You can delete a source dimension in the Source dimensions tab. Caution: If the source dimension being deleted is included in one or more cross-reference mappings, a message will appear indicating that the dimension cannot be deleted. You must remove the dimension from all cross-reference mappings before it can be deleted.
To delete a source dimension 1. Select the column you want to delete. 2. Click Delete.
6.7.5 Defining cross-reference mappings A cross-reference mapping must be used in order to ensure that the source data is compatible with the target application. A cross-reference mapping consists of: •
Source dimensions. These are the dimensions defined previously.
•
Target dimensions. These are dimensions that exist in the target application. Caution: The compulsory dimensions must be included in at least one of the cross-reference mappings in the current definition.
Note: The order of cross-reference mappings is important because the result from one can be used by another.
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6.7.5.1 Cross-reference mappings tab Cross-reference mappings are defined in the Cross-reference mappings tab in the data link definition editor. The Cross-reference mappings tab has its own toolbar:
6.7.5.1.1 The cross-reference mappings toolbar Click on
To
Move a rule to a higher level Move a rule to a lower level Insert a rule in a cross-reference mapping Insert a production row in a rule Hide or display the dimension palette
6.7.5.2 Managing cross-reference mappings
6.7.5.2.1 Displaying dimension palettes You can insert source and target dimensions in a cross-reference mapping using the Source dimensions and Target dimensions palettes. Note: If the source dimensions palette is empty, this means that the source dimensions have not been defined.
To hide or display the dimension palette •
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Click the
button in the toolbar.
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6.7.5.2.2 Creating cross-reference mappings You can create a cross-reference mapping in the Cross-reference mappings tab. Note: When you create a cross-reference mapping, it will be named after the dimensions it contains.
To create a cross-reference mapping 1. On the left-hand side of the Cross-reference mappings tab, select Add Cross-Reference Mapping in the contextual menu. A new cross-reference mapping is displayed. 2.
If the dimension palettes are not displayed, click the button. 3. In the Source dimensions palette, double-click on the source dimensions you want to include in the cross-reference mapping being defined. In the Target dimensions palette, double-click on the target dimensions you want to include in the cross-reference mapping being defined. Tip: You can use the Drag and Drop function.
6.7.5.2.3 Copying and pasting cross-reference mappings The copy/paste function can be used: •
in the data link definition editor
•
in Excel
You can copy and paste: •
cells
•
rules
•
groups of rules
To copy cross-reference mapping data 1. In the cross-reference mapping, select the data you want to copy. 2. Select Actions>Copy Note: When pasting in Excel, the opening quotes in each production cell are ignored.
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Data displayed in the data link definition editor
Data displayed in Excel after pasting
"A10100"
A10100
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Related Topics • Pasting in a cross-reference mapping
To paste data in a cross-reference mapping 1. Select the data you want to paste. 2. Select Actions>Paste.
Copying and pasting from Excel If you want to import a rule from Excel, it should have the following format: •
A Level column. This column provides information about the rules imported: Level...
Corresponds to...
Level 0 cross-reference mapping rule. 0 Default value 1
Level 1 cross-reference mapping rule.
2
Level 2 cross-reference mapping rule.
Etc. &
Production row
The levels are checked when the data is pasted in the editor. •
The columns containing the source and target dimensions. The order of the columns in Excel does not matter. SAP BusinessObjects Financial Consolidation rearranges the dimensions when they are imported. Caution: If the cross-reference mapping where you want to paste the data already contains dimensions, these dimensions must be included in the Excel spreadsheet.
•
A Comments column. This column contains comments about the corresponding rules.
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Example:
6.7.5.2.4 Pasting in a cross-reference mapping When data from Excel is pasted in a cross-reference mapping, quote marks must be added to text-type target dimension values. You can add these quote marks by default in the Desktop when pasting text.
To add these quote marks by default when pasting text 1. Select Tools > General Options. 2. In the Reporting tab, check the Add double quotes to a text type production option. Note: Some of the functions in this tab may not be available if you do not have the corresponding rights. Related Topics • Functional Profiles
6.7.5.2.5 Deleting cross-reference mappings You can delete cross-reference mappings in the Cross-reference mappings tab.
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To delete a cross-reference mapping 1. On the left-hand side of the Cross-reference mappings tab, select Delete Cross-Reference Mapping in the contextual menu. A dialog box appears. Caution: If the mapping is linked to another, then you must first of all delete the linked mapping before deleting the one selected. 2. Click OK to confirm the deletion.
6.7.5.3 Editing cross-reference mapping rules You can define rules in the Cross-reference mappings tab in the data link definition editor. A cross-reference mapping consists of rules. A rule in turn consists of sub-rules and production rows.
Note: The order in which rules in the same level are arranged does not affect the final outcome. Tip: You can see an example of data that has been generated by a cross-reference mapping in the Appendix.
6.7.5.3.1 Rules Composition A rule is made up of two parts:
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•
A filter, which enables you to select the source dimensions.
•
A production, which enables you to select the target dimensions.
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Example: Account1
Amount1
10*
Account
Amount
"R"+[Account1]
[Amount1]
Filter The filter enables you to select the source data that the rule will process. It is defined using a syntax. Caution: If data cannot be selected by any of the filters in a cross-reference mapping, then it cannot be used in any of the other mappings.
Syntax used in the filters The syntax used in a filter varies depending on the source dimension: •
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For text columns: Syntax
Used to
No criteria
Select all values
Examples
a* enables you to select all character strings beginning with an "a". *a enables you to select all character strings which end in "a".
*
Select all values
{empty}
Select all empty values
.
Select any character
6. enables you to select all character strings starting with 6 and followed by one single character.
$
Select any alphabetic string
6$ enables you to select all character strings starting with 6 followed by letters of the alphabet.
#
Select any alphabetic character (of the 26 letters of the alphabet)
6# enables you to select all character strings starting with 6 followed by a single letter of the alphabet.
;
Select the values which comply with one of the conditions specified
a*;b* enables you to select all the character strings starting with a or b.
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Syntax
Used to
Examples
Select an alphabetic character repeated several times
a+ enables you to select the character strings made up of one or more "a"s. ab+1 enables you to select the character strings starting with "a", followed by one or more "b"s and finishing in "1". a(bc)+ enables you to select the string of characters starting with "a" and followed by one or more "bc" strings".
[1..4]]1..4[]1..4][1..4[
Select a numerical sequence
a[1..4] enables you to select the character strings starting with an "a" followed by a number between 1 and 4 inclusive. a]1..4[ enables you to select the character strings starting with an "a" followed by a number between 1 and 4 exclusive.
Select all of the values in the string
a* enables you to select all of the strings that do not start with an 'a'.
+
•
For numerical columns: Syntax
Used to
No criteria
Select all values
=, , , =
Select the values, which comply with the comparison test used.
Caution: If the syntax used is incorrect, the contents of the cell cannot be validated. Errors will be displayed in red.
Production A production enables you to select data in target dimensions. It is defined using syntax, which varies depending on the type of dimension (text or numerical). Tip: You can assign values to target dimensions by selecting List of values in the dimension's contextual menu.
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6.7.5.3.2 Creating cross-reference mapping rules You can create a rule in the Cross-reference mappings tab.
To create a rule 1. Enter the filter in the relevant column in the Source dimensions box. 2. Enter the production in the relevant column in the Target dimensions box. You can assign comments to a rule in the Comments box.
6.7.5.3.3 Inserting cross-reference mapping rules You can insert an extra row, which corresponds to a new rule.
To insert a rule •
Click
.
A new rule is inserted.
6.7.5.3.4 Rules Hierarchy You can establish a rules hierarchy when defining the cross-reference mapping. A child rule is attached to a parent rule. It is only triggered if the parent rule has already been run. The child rule consists of defining a particular processing for a more restricted group of data than that covered by the parent rule. If an amount is processed by both rules, only the data generated by the child rule will be kept. Example: Source: Account1
Amount1
1010
1000
1011
1500
Cross-reference mapping: Account1
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Amount1
Account
Amount
10*
"R"+[Account1]
[Amount1]
101*
"R2"+[Account1]
[Amount1]
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Account1
Amount1
Account
Amount
1010*
"P"+[Account1]
-2*[Amount1]
1011*
"E"+[Account1]
[Amount1]+10
Target: The first source row contains data selected by the filters in the first three rows. Taking the row hierarchy into account, only the third rule produces data (P1010, -2000). For the second source row, there are two rules in the same level. This results in two rows being generated: (R21011, 1500) and (E1011, 1510).
To establish a hierarchy for several rules 1. Select the rule you want to assign to a particular level. 2. Click the or button until the rule is assigned to the correct level.
6.7.5.3.5 Deleting cross-reference mapping rules You can delete cross-reference mapping rules. Caution: The sub-rules and production rows that are assigned to the rule selected will also be deleted.
To delete a rule 1. Select the row corresponding to the rule to be deleted. 2. In the Level column, right-click and select Delete in the contextual menu.
6.7.5.3.6 Example of a cross-reference mapping rule A rule can be expressed in three different ways: •
Report: This expression enables you to copy the source dimension values to the target dimension. Account1
60*
Amount1
Account
Amount
"R"
[Amount1]
In this example, the value of the Amount dimension for accounts starting with 60 will be Amount1. •
Constant: This expression enables you to attribute a set value to all target dimensions. In the example above, the constant value "R" will be attributed to the Account1 dimensions for all accounts beginning with 60.
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•
Function: This expression enables you to use functions in order to produce target dimension values. Minority Interests
Partner
*
RIGHT([Min Int];LEN([Min Int])-1)
In the example above, all values in the Partner dimension are generated from functions in the Minority Interests dimension. Example: Account1
Account
6*
[Account1]
601000
"ACCOUNT"+[Account1]
Row 601000 creates two accounts: 601000 and RUB601000. RUB601000 is incorrect because the code exceeds 12 characters. Row 601000 is therefore completely rejected, and no data is produced for the row.
6.7.5.3.7 Managing production rows A production row enables you to assign several values to a target dimension using the same source dimension values. Caution: If a row contains data selected by several filters and the data will be processed by more than one rule, then there will be more than one production row generated for the row. If one of the productions is incorrect, then no data will be generated.
To insert a production row 1. Select the row above the row where you want to insert a production row. 2. Click . A new production row is inserted. It will use the same filter as the row before it.
To delete a production row 1. Select the production row you want to delete. 2. In the Level column, select Delete from the contextual menu.
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6.7.6 Data Link Task A Data Link Task enables you to link a “Data Link Definition ” to source data which will be processed. A Data Link Task is made up of three steps: •
Creating the task
•
Linking the task to a definition and source data
•
Running the task
Once you have run the task, you can consult the following in the Log tab: •
The process report
•
The production report
In the Task List view, follow this procedure: Steps
Tab
Create a Data Link Task
General and Task tabs
Link the task to a definition and source data. Specify where to save processed data.
Definition tab
Run the task
Task List view Log tab
Consult the process and production reports
The production report can also be generated in a file.
6.7.6.1 The task editor The task editor enables you to define the task settings and consult the task results. The editor contains the following tabs:
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•
The General tab contains the task's code and description.
•
The Task tab displays a list of scheduled tasks arranged in the order in which they were created.
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•
The Log tab displays the log rows generated by the task. It also contains the reports generated by the task.
•
The Definition tab displays the characteristics of the task.
Related Topics • Run Data Link
6.7.6.1.1 Log tab The Log tab in the task editor contains information about the task that has been run. The tab contains the following: •
Log rows generated by the task each time it is run. It also contains a trace report for each row.
•
The process report.
•
A production report if the relevant option was checked in the Definition tab.
6.7.6.1.2 Definition tab The Definition tab displays the properties of the task to be run. Caution: When you specify the target folder, you must enter a network path that is recognized by the application server (\\Workstation_name\Folder not C:\Folder). This tab enables you to define: •
whether or not a production report should be generated, if it should contain the rejected rows and if the report should be generated in the log or in a file which only the user can access, based on the configuration defined in the General Options dialog box. •
If the Authorize production reports to be generated in the log option is selected, you can decide whether you prefer to generate the production report in the log or in a file in the Definition tab of the Data Link task.
•
If this option is not selected, then you can only generate the production report in a file.
•
the relationship between the Data Link Definition and the file containing the source data.
•
where processed data will be saved. There are two options: •
Table ct_pack_import
•
File(s)
Table ct_pack_import If you select this option, the data will be stored in this table.
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File(s) If you select this option, the data will be stored in the file or folder selected by the user. Caution: The access path displayed corresponds to a folder located in the application server. Select the 1 file per package option to store the data in as many files as necessary; that is, to create a file for each reporting set. In the Desktop, you can select a default target folder to store the files generated: Note: Some of the functions in this tab may not be available if you do not have the corresponding rights. Caution: When you specify the target folders for the Data Link definition task, you must enter a network path that is recognized by the application server (\\Workstation_name\Folder not C:\Folder). Related Topics • Functional Profiles
6.7.6.2 Creating Data Link tasks Creating a task consists of the following steps: •
Defining the properties of the Data Link Task
•
Selecting the Data Link Tasks to be run
Related Topics • Linking data link definitions to source data
6.7.6.2.1 To create a Data Link Task 1. Select File>New>Run Data Link. 2. Enter a code and description in the General tab. 3. Define the settings for the task to be run in the Definition tab. 4. Save the task. Related Topics • Linking data link definitions to source data
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6.7.6.3 Linking data link definitions to source data You can link a task to a definition and source data in the task editor.
6.7.6.3.1 To link a task to a definition and source data 1. In the Definition tab, click Add in the Data Link definitions and their sources box. The Add Definition – Source Pair dialog box appears. 2.
In the Data Link definition box, click
to select the definition you want to use.
3. Depending on the choice made to store target data, either: • In the File(s) box, click Add to select the source file. •
In the Table(s) box, click ODBC Source to select the ODBC data source. The Available column displays a list of tables available in the selected data source. The Selected column displays a list of the tables selected by the user. Use the and buttons to select the relevant tables. Note: The Blocked option enables you to limit the data processed, that is, only the Data Link definition - source data pairs that are not blocked will be processed when the task is run.
4. Click OK.
6.7.6.4 Running tasks Once the Data Link Task is defined, you can run it in order to process the data.
6.7.6.4.1 To run a task 1. Select the task you want to run. 2. Select Actions > Run. The task is run.
6.7.6.5 Result of the task
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You can consult the result of the task being run and the reports generated in the Log tab. Related Topics • Log tab
6.7.6.5.1 Process Report The process report groups together all of the information about the task run. The information contained in the process report is divided into two parts: •
Information about the task run: •
Number of operations performed.
•
Duration of the process with the date and time the process started.
•
If applicable, the data IDs {Category; Reporting Period; Reporting Unit} created during the process. Caution: If the target file already contains the same data IDs {Category; Reporting Period; Reporting Unit} as those created during the processing, they will be replaced by the new ones generated when the task is run.
• •
Name of the temporary storage table for the results (ct_pack_import).
Information about the operations: •
Processing start and end times
•
The definition loaded
•
The data processed
•
The name of the source dimensions
•
The number of rows read, including:
•
•
the number of rows accepted
•
the number of rows rejected
The number of rows generated
Tip: You can see an example of a process report in the appendix.
6.7.6.5.2 Production Report The production report allows you to identify the target rows generated for each source row. Note: •
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The production report is only generated if you check the Generate production report option in the Definition tab.
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•
Depending on what was specified in the Definition tab, the production report is generated either in the Log tab or in a file.
There are two different types of information contained in a production report: •
•
Information about the dimensions: •
Type of dimension: source dimension or target dimension
•
List of dimensions
Information about the operations: •
Number of the file row or source table
•
Data produced A source row which creates x number of target rows is reproduced x number of times.
•
Rejected rows: •
those not filtered.
•
those which produce incompatible data.
Tip: You can see an example of a production report in the appendix.
6.7.6.5.3 List of error messages Error messages
Error messages that halt the operation Several compulsory target dimensions have not been used: [Name of the target dimension 1], [Name of the target dimension 2] You must then create a cross-reference mapping for the dimensions listed in the error message. The definition does not contain a cross-reference mapping. Error messages that cause rows to be rejected The row is not included in a filter. A row which is not included in a filter in a cross-reference mapping is excluded from the process. The production [Name of the dimension; Name of the production] has failed. The data produced is incorrect.
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Error messages
The production [Name of the dimension; Name of the production] has failed. The length of the data produced is incorrect. The row does not contain enough data. Caution: If a data row is included in several filters for rules in the same level, then several productions will be created for this row. If one of the productions is incorrect, no data will be generated. See example below. Information Message A source row generated [X] target rows.
Example: Account1
Account
6*
[Account1]
601000
"ACCOUNT"+[Account1]
Row 601000 creates two accounts: 601000 and RUB601000. RUB601000 is incorrect because the code exceeds 12 characters. Row 601000 is therefore completely rejected, and no data is produced for the row.
6.7.7 List of operators and functions used in a production
6.7.7.1 Functions used in a Text type target dimension
6.7.7.1.1 CLEAN (text; character) Deletes the specified character in the text string.
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Example: CLEAN("moment" ;'m') = "oent"
6.7.7.1.2 COMPLETE (text; character; total length of code generated) Completes a string using the character indicated as many times as necessary until the code is the correct length. Example: COMPLETE("RUB1" ;'0' ;8)=RUB10000
6.7.7.1.3 CONCATENATE (text1;text2;...) Gathers together several character strings to create a single string. Text1;text2;... represents the text elements to be grouped together in a single string. Example: CONCATENATE("Total ";"Value") = "Total Value"
6.7.7.1.4 FIXED (number; decimals; no_separator) Rounds a number up or down to the specified number of decimal places, applies the specified formula and returns the result in text form. •
Number: represents the number to be rounded up or down and converted into text.
•
Decimals: represents the number of decimals after the point.
•
No_separator: represents a logical value which, when equal to 1 (default value), allows you to avoid spaces being inserted in the text sent back by FIXED. If no_separator is null, the text returned will include spaces.
Example: FIXED(1234.567; 1)="1 234.6"
6.7.7.1.5 LEFT (text; nb_characters) Returns the character(s) located to the extreme left of a text string. Nb_characters must be greater than or equal to zero. If nb_characters is greater than the text length, LEFT returns the whole text.
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Example: LEFT("Sales Price"; 4)="Price"
6.7.7.1.6 MID (text; no_start; no_car) Returns a given number of characters extracted from a text string starting from the point specified. Text: represents the text string containing the characters to be extracted. •
no_start: indicates the first character to be extracted. If no_start is less or greater than the length of the text, MID returns all characters until the end of the text.
•
no_char represents the number of characters to be extracted from the text.
Example: MID("chapter" ; 3 ; 2)="ap"
6.7.7.1.7 REPLACE (old_text; no_start; no_char; new_text) Replaces one text string with another. •
old_text: represents the text containing the characters you want to replace.
•
no_start: represents the first character in the old_text string to be replaced by new_text.
•
no_car: represents the number of characters in the old_text that the new_text must replace.
•
new_text: represents the text that must replace the old_text.
Example: REPLACE("1990"; 3; 2; "91")="1991"
6.7.7.1.8 REPT (text; no_times) Repeats a text a certain number of times. •
no_times: represents a positive number indicating the number of times the text must be repeated. •
If no_times is equal to zero, the REPT function sends back empty text ("").
•
If no_times is not a whole number, it will be truncated.
Example: REPT("*-"; 3) = "*-*-*-"
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6.7.7.1.9 RIGHT (text; nb_characters) Returns the last character(s) at the far right of the text string. •
Nb_characters must be greater than or equal to zero. If nb_characters is greater than the length of the text string, the RIGHT function will return the whole text.
Example: RIGHT("Sales price"; 5)="sale"
6.7.7.1.10 SUBSTITUTE (text; old_text; new_text; no_position) Replaces the argument in old_text with new_text in a text string. •
text: represents the text containing characters you want to replace.
•
old_text: represents the text to be replaced.
•
new_text: represents the text to replace old_text.
•
no_position: specifies the block of old_text you want to replace with new_text. •
If you specify no_position, only the corresponding block of old_text will be replaced.
•
If you do not specify no_position, all blocks of the old_text will be replaced with new_text.
Tip: Use the SUBSTITUTE function when you want to replace specific text within a text string. Use the REPLACE function when you want to replace any text in a specific place in a text string. Example: SUBSTITUTE("Sales"; "Sales"; "Cost") = "Cost"
6.7.7.1.11 TRIM (text) Delete all spaces between text except spaces between words. Tip: Use this function for text which originates from other applications and which may therefore have irregular spacing. Example: TRIM("Turnover...first....quarter ") = " Turnover first quarter "
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6.7.7.2 Functions used in a numerical target dimension
6.7.7.2.1 + Add Example: 123+123=246*/ -Subtract 123-122=1 Multiply 12*11=132 Divide 144/12=12
6.7.7.2.2 ABS (number) Returns the absolute value of a number. Example: ABS(2)=2ABS(-2)=2
6.7.7.2.3 LEN (text) Gives the length of a string of characters. Spaces are counted as characters. Example: LEN("string")=6
6.7.7.2.4 VALUE (text) Converts a string of characters representing a number into a number.
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Example: VALUE("3")=3
6.7.8 Report Examples
6.7.8.1 Example of a process report
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Status
Status
Start
Duration
Information
Processing start
10/02/2004 14:54:48
00:00:00
Information
Processing 1 operation(s)
10/02/2004 14:54:48
00:00:00
Information
Created table for temporary storage of results ct_pack_import_temp4856
10/02/2004 14:54:48
00:00:00
Information
Start operation n°1
10/02/2004 14:54:48
00:00:00
Information
Definition DETAILANS loaded.
10/02/2004 14:54:48
00:00:00
Data to be processed \\develop\projetsdev\Fi nance\fonctional\packages\2. tests\annex es\eeli-import\unicode\detailansi.txt
10/02/2004 14:54:48
00:00:00
Information
Names of 23 source dimensions [D_ca1; D_dp1; D_pr1; D_ct1; D_pe1; D_ru1; D_oru1; D_ac1; D_fl1; D_au1; D_pa1; D_sh1; D_cu1; D_to; D_go; D_le; D_nu; D_act1; D_mq1; D_d11; D_d21; D_tcu1; P_amount1]
10/02/2004 14:54:48
00:00:00
Information
read rows: 9
10/02/2004 14:54:48
00:00:00
Information
1 header row skipped at the start of the file
10/02/2004 14:54:48
00:00:00
Information
8 accepted"
10/02/2004 14:54:48
00:00:00
Information
0 rejected
10/02/2004 14:54:48
00:00:00
Information
8 target rows generated before aggregation.
10/02/2004 14:54:48
00:00:00
Information
End of operation number 1 - Duration: 00:00:00
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Information
List of generated packages"
10/02/2004 14:54:48
00:00:00
Information
Destroyed table for temporary storage of results [ct_pack_import_temp4856]
10/02/2004 14:54:48
00:00:00
Information
End of processing . Duration: 00:00:00
10/02/2004 14:54:48
00:00:00
6.7.8.2 Example of a production report The delimited format of this report makes it quick and easy to use in Microsoft Excel.
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In;In;In;In;In;Out;Out;Out;Out;Out;Out;Out;Out;Out;Out;Out;Out;Out;Out Nº;Company;Account;Third Party;Amount1;Category;Reporting Period;Rep unit;Currency;Ac count;Flow;Period;Audit ID;Partner;Title;Product;Geographic Area;Costs;Amount 2;REP UNIT 1;101;;50000;C;1999.01;REP UNIT 1;FRF;A10000;F99;1999.01;LIA01;;;;;;50000 2;REP UNIT 1;101;;50000;C;1999.01;REP UNIT 1;FRF;P10000;F99;1999.01;LIA01;;;;;;50000 2;REP UNIT 1;101;;50000;C;1999.01;REP UNIT 1;FRF;A11000;F99;1999.01;LIA01;;;;;;50000 2;REP UNIT 1;101;;50000;C;1999.01;REP UNIT 1;FRF;A11100;F99;1999.01;LIA01;;;;;;50000 2;REP UNIT 1;101;;50000;C;1999.01;REP UNIT 1;FRF;A11300;F99;1999.01;LIA01;;;;;;50000 2;REP UNIT 1;101;;50000;C;1999.01;REP UNIT 1;FRF;A11400;F99;1999.01;LIA01;;;;;;50000 2;REP UNIT 1;101;;50000;C;1999.01;M001;FRF;A11500;F99;1999.01;LIA01;;;;;;50000 3;REP UNIT1;601;REP UNIT2;4000;C;1999.01;REP UNIT1;FRF;A10800;F99;1999.01;LIA01;REP UNIT2;;;;;4000 3;REP UNIT1;601;REP UNIT2;4000;C;1999.01;REP UNIT1;FRF;P10700;F99;1999.01;LIA01;REP UNIT2;;;;;4000 4;REP UNIT2;ACCOUNT215;;5000;C;1999.01;REP UNIT2;FRF;P11100;F99;1999.01;LIA01;;;;;;5000 4;REP UNIT2;ACCOUNT215;;5000;C;1999.01;REP UNIT2;FRF;P11400;F99;1999.01;LIA01;;;;;;5000 4;REP UNIT2;ACCOUNT215;;5000;C;1999.01;REP UNIT2;FRF;P11100;F99;1999.01;LIA01;;;;;;5000 5;REP UNIT2;ACCOUNT601;REP UNIT2;4000;Row not filtered. 6;REP UNIT2;ACCOUNT607;REP UNIT2;6000;Row not filtered. 7;REP UNIT2;ACCOUNT701;REP UNIT2;45000;Row not filtered. 8;REP UNIT2;ACCOUNT707;REP UNIT2;55000;Row not filtered. 9;REP UNIT3;COMPTEA;;50000;C;1999.01;REP UNIT3;FRF;A12000;F99;1999.01;LIA01;;;;;;50000 9;REP UNIT3;COMPTEA;;50000;C;1999.01;REP UNIT3;FRF;A12100;F99;1999.01;LIA01;;;;;;50000 9;REP UNIT3;COMPTEA;;50000;C;1999.01;REP UNIT3;FRF;A12200;F99;1999.01;LIA01;;;;;;50000 9;REP UNIT3;COMPTEA;;50000;C;1999.01;REP UNIT3;FRF;A12300;F99;1999.01;LIA01;;;;;;50000 9;REP UNIT3;COMPTEA;;50000;C;1999.01;REP UNIT3;FRF;A12400;F99;1999.01;LIA01;;;;;;50000 10;REP UNIT4;401GG;;30000;C;1999.01;REP UNIT4;FRF;P12900;F99;1999.01;LIA01;;;;;;30000 11;REP UNIT4;411HH;;35000;C;1999.01;REP UNIT4;FRF;P12850;F99;1999.01;LIA01;;;;;;35000 11;REP UNIT4;411HH;;35000;C;1999.01;REP UNIT4;FRF;P12900;F99;1999.01;LIA01;;;;;;35000 12;REP UNIT4;512II;;40000;C;1999.01;REP UNIT4;FRF;P12850;F99;1999.01;LIA01;;;;;;40000
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12;REP UNIT4;512II;;40000;C;1999.01;REP UNIT4;FRF;P12900;F99;1999.01;LIA01;;;;;;40000 13;REP UNIT4;531JJ;;1000;C;1999.01;REP UNIT4;FRF;P12900;F99;1999.01;LIA01;;;;;;1000 14;REP UNIT7;215DD;;50.63;C;1999.01;REP UNIT7;FRF;Y21500;F99;1999.01;LIA01;;;;;;50.63 15;REP UNIT7;311EE;;150.07;C;1999.01;REP UNIT7;FRF;Y31100;F99;1999.01;LIA01;;;;;;150.07 16;REP UNIT7;371FF;;250;C;1999.01;REP UNIT7;FRF;Y37100;F99;1999.01;LIA01;;;;;;250 17;REP UNIT7;401GG;;300.12;C;1999.01;REP UNIT7;FRF;Y40100;F99;1999.01;LIA01;;;;;;300.12 18;REP UNIT8;101AA;;?;Production Amount [[AMOUNT1]] failed. The data produced is incorrect. 19;REP UNIT8;120BB;;?;Production Amount [[AMOUNT1]] failed. The data produced is incorrect. 20;REP UNIT8;211CC;;?;Production Amount [[AMOUNT1]] failed. The data produced is incorrect. 21;REP UNIT9;410;;1000;This row is not filtered. 22;REP UNIT9;411;;1;C;1999.01;REP UNIT9;FRF;A15000;F99;1999.01;LIA01;;;;;;1 22;REP UNIT9;411;;1;C;1999.01;REP UNIT9;FRF;A15100;F99;1999.01;LIA01;;;;;;1 22;REP UNIT9;411;;1;C;1999.01;REP UNIT9;FRF;A15200;F99;1999.01;LIA01;;;;;;1 22;REP UNIT9;411;;1;C;1999.01;REP UNIT9;FRF;A15300;F99;1999.01;LIA01;;;;;;1 23;REP UNIT9;4245;;80;C;1999.01;REP UNIT9;FRF;A15100;F99;1999.01;LIA01;;;;;;80 23;REP UNIT9;4245;;80;C;1999.01;REP UNIT9;FRF;A15200;F99;1999.01;LIA01;;;;;;80 24;REP UNIT9;4245;;80;C;1999.01;REP UNIT9;FRF;A15300;F99;1999.01;LIA01;;;;;;80 25;REP UNIT9;4245A;;200;C;1999.01;REP UNIT9;FRF;A15100;F99;1999.01;LIA01;;;;;;200 25;REP UNIT9;4245A;;200;C;1999.01;REP UNIT9;FRF;A15200;F99;1999.01;LIA01;;;;;;200 25;REP UNIT9;4245A;;200;C;1999.01;REP UNIT9;FRF;A15300;F99;1999.01;LIA01;;;;;;200 26;REP UNIT9;4246;;8000;C;1999.01;REP UNIT9;FRF;A15200;F99;1999.01;LIA01;;;;;;8000
6.7.9 Example of data created by cross-reference mappings This section illustrates how target data is generated from source data and cross-reference mappings. When a cross-reference mapping is defined, you must remember to include all of the compulsory target dimensions. If you do not, data will be rejected when the task is run.
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The compulsory dimensions are: Category, Data entry period, Period, Reporting unit, Account, Flow, Currency, Audit ID and Amount.
6.7.9.1 Example of data generated Source file Account1
Balance
601
25
705
70
710
15
The definition will be split into three cross-reference mappings. Results obtained after each cross-reference mapping is run are detailed below: Cross-reference mapping 1 In this example, many of the compulsory dimensions do not have an equivalent in the source file. An overall value will therefore be given to all the data. All of these dimensions can be grouped together in one mapping to simplify the definition of the interface. Source dimension
Target dimension
Data Entry Period
Audit ID
Period
Category
Flow
Currency
Reporting unit
"1999.12"
"LIA01"
"1999.12"
"C"
"F99"
"FRF"
"U001"
Result of cross-reference mapping 1:
Account
Data Entry Period
Audit ID
Period
Catego ry
Flow
Curren cy
Reporting unit
Amount
Not entered
1999.12
LIA01
1999.12
C
F99
FRF
U001
Not entered
Two compulsory dimensions (Account and Amount) have not been entered.
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2011-01-29
Setup domain
Cross-reference mapping 2 Source dimension
Target dimension
Account1
Account
60*
"R60"
70*
"R7"
71*
"R71"
Result of cross-reference mapping 2 Account
Data Entry Period
Audit ID
Period
Catego ry
Flow
Curren cy
Reporting unit
Amount
R60
1999.12
LIA01
1999.12
C
F99
FRF
U001
Not entered
R7
1999.12
LIA01
1999.12
C
F99
FRF
U001
Not entered
R71
1999.12
LIA01
1999.12
C
F99
FRF
U001
Not entered
The Account1 dimension has been entered. Several rows have appeared but they are still incomplete because the last compulsory dimension, Amount, has not been entered. Cross-reference mapping 3 The Account dimension can be used as a source dimension since it has already been used as a target dimension. Source dimension
Account
Target dimension
Balance
Amount
R6*
-[Balance]
R71*
[Balance]
To be used in the Amount target dimension, the Balance does not have to be entered. However, it is not necessary to apply a filter to this dimension.
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2011-01-29
Setup domain
Result of cross-reference mapping 3 Account
Data Entry Period
Audit ID
Period
Catego ry
Flow
Curren cy
Reporting unit
Amount
R60
1999.12
LIA01
1999.12
C
F99
FRF
U001
- 25
R7
1999.12
LIA01
1999.12
C
F99
FRF
U001
Not entered
R71
1999.12
LIA01
1999.12
C
F99
FRF
U001
15
The Amount dimension has not been entered for account R7. Since this is a compulsory dimension, the row is rejected during processing. On the other hand, all the dimensions have been correctly entered for the other 2 rows, therefore corresponding rows have been created as a result of processing. Final result in the table or file after processing Account
Data Entry Period
Audit ID
Period
Catego ry
Flow
Curren cy
Reporting unit
Amount
R60
1999.12
LIA01
1999.12
C
F99
FRF
U001
- 25
R71
1999.12
LIA01
1999.12
C
F99
FRF
U001
15
Even though the row containing account R71 is rejected, this does not affect the other rows. Two result rows are therefore produced.
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Setup domain
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2011-01-29
BusinessObjects Compliance Link
BusinessObjects Compliance Link
7.1 Introduction and steps These documents, generated using SAP BusinessObjects ComplianceLink, are useful in providing the information required by the Sarbanes-Oxley Act for each amount. Links are defined between SAP BusinessObjects Financial Consolidation schedules and SAP BusinessObjects Financial Consolidation documents. Procedure: Step 1: Install the SAP BusinessObjects ComplianceLink program used to generate the documents. To do this, you should run the appropriate setup. To find out more about this setup, see the SAP BusinessObjects Financial Consolidation Installation guide. Step 2: Configure the required options to generate SAP BusinessObjects ComplianceLink documents for amounts. Step 3: For a specific document, you should generate SAP BusinessObjects ComplianceLink documents for amounts. Step 4: View SAP BusinessObjects ComplianceLink documents in a package. Related Topics • Entering the settings required for generating ComplianceLink documents • To generate ComplianceLink documents for amounts in a schedule • To view ComplianceLink documents in a package
7.2 Entering the settings required for generating ComplianceLink documents Together with your ComplianceLink correspondent, you should enter the settings used to generate ComplianceLink documents associated with amounts on the ComplianceLink tab of the General Options dialog box. All of the information to be entered in this dialog box will be provided by your ComplianceLink correspondent. You are required to perform this configuration only once.
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BusinessObjects Compliance Link
In this dialog box, you should specify the basic URL as well as the dimensions used to define links between amounts and the corresponding ComplianceLink document: •
Finance dimension: You can specify 1 to 8 dimensions.
•
Dimension identified by: This characterizes each dimension and can be its code or long description, etc.
•
URL parameter: This is the character string in the ComplianceLink document URL.
Example: ComplianceLink
7.2.1 To enter the settings required for generating ComplianceLink documents 1. Select Tools > General Options. The General Options dialog box will appear. 2. Select the ComplianceLink tab. Note: If this tab does not appear, you should check if the appropriate program has been installed. 3. Click on Enable ComplianceLink. 4. Enter the rest of the information provided by your ComplianceLink correspondent: • Basic URL •
The fields in the Parameter mapping groupbox
5. Click on OK.
7.2.2 To generate ComplianceLink documents for amounts in a schedule By default, you do not need to specify that ComplianceLink documents should be generated for amounts in a specific schedule. When you create a schedule, you can choose to generate ComplianceLink documents. •
In the Layout tab of your schedule, select Actions > Display ComplianceLink. A checkmark will appear to the left of this option.
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BusinessObjects Compliance Link
7.2.3 To view ComplianceLink documents in a package If the correct settings have been entered, you can view a ComplianceLink document for each amount in a package schedule. 1. Right-click in a cell containing an amount and select ComplianceLink... The Select ComplianceLink documents dialog box will appear. By default, the characteristics of the cell you selected will be proposed. Note: If you want to select another cell, you can change these settings. 2. Click on Continue. The page corresponding to the ComplianceLink document will appear. Caution: When a ComplianceLink document is opened for the first time, you will be required to log in.
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BusinessObjects Compliance Link
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2011-01-29
Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
There are two ways in which you use Excel in conjunction with SAP BusinessObjects Financial Consolidation: •
to retrieve large amounts of data from the SAP BusinessObjects Financial Consolidation database using the dynamic analysis function and analyze them in Excel PivotTables. A PivotTable is an interactive table which uses the axes you have selected to summarize and display data. You can rearrange or rotate rows and columns to see different summaries or filter the data.
•
to enter or consult large amounts of data using schedules created in Excel. You can subsequently update the data in these schedules by reconnecting to the SAP BusinessObjects Financial Consolidation database.
In dynamic analysis you: • select the amounts and axes you want to analyze using the dynamic analysis function • using the Excel PivotTable wizard, you place the selected source data in the page, row and column fields, and data area. When you rotate or rearrange these fields, the data display is modified accordingly. Note: If you want to refresh the data you previously selected from the database, you must replace the source data in their fields, as the previous format is lost. Example: Product performance by reporting unit If you wanted to analyze the performance of a product line by reporting unit, you create a dimension analysis with the following specifications: • Reporting unit is set to "All values". • Accounts is set to equal external sales revenue. • Product is set to "All values". In the PivotTable layout, you set: • Amount in the data area. • Accounts in the page area. • Reporting unit for the columns. • Product for the rows.
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Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
8.1 To create a dynamic analysis The only type of data from the SAP BusinessObjects Financial Consolidation database which can be analyzed in Excel PivotTables is amounts. To analyze amounts, you: •
Select the amounts and dimensions you want to analyze.
•
Place the selected axes using the Excel PivotTable wizard.
1. Select Financial Consolidation > Dynamic Analysis > New. The dynamic analysis object editor appears. 2. In the General tab displayed by default, enter a code, short and long description. 3. Select the Analysis tab to configure the data set. 4. Select the Amount data source and associated data source from the Data list. You can specify one of the following types of data to be analyzed: •
package data, which includes package amounts and comments
•
preconsolidation data, which includes package amounts and comments
•
consolidation data, which includes package, converted and consolidated amounts, and comments
By default, the following dimensions are included in the analysis: • Category • Data entry period • Period • Reporting unit • Currency • Audit ID • Flow • Account If you are doing a sales by product analysis, include Product. If you are doing a consolidated analysis, the following dimensions also appear by default: • Scope • Consolidation currency • Variant 5. Enter the coefficient you want to apply to the amounts. If you enter a coefficient, it is applied to the amounts selected. For example, if the amounts selected are in Euros and the coefficient is 0.001, the amounts in the PivotTable are displayed in thousands of Euros.
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Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
Note: The default coefficient is 1. 6. Do one of the following to enter values, depending on the data you selected: • Optionally, if you are using package or preconsolidation data, click to the right of "Reporting ID", select a reporting ID, and click OK. When you select a “reporting ID”, the One value only option appears in the "Selection" column for the Category and Data Entry Period dimensions, and the corresponding values appear in the "Value" column. •
If you are using consolidation data, click and click OK.
to the right of Consolidation, select a consolidation,
When you select a consolidation, the One value only option appears in the "Selection" column for Category, Data Entry Period, Scope, Variant and Consolidation Currency, along with the corresponding values which appear in the "Value" column. 7. For the dimension values not determined by either the Reporting ID or Consolidation selections, enter a value for the dimension. All dimensions need to have a value. See the documentation about dimension data selection methods. Note: The All Values or No Values selection methods are only used for analysis dimensions like Partner and Share. 8. In the "Analysis" column, activate the boxes for the dimensions you want to analyze. To show a characteristic, double-click the dimension to which it belongs. The dimensions you select for analysis will appear in the final Excel PivotTable. Note: • •
The dimensions containing characteristics that you can analyze are all followed by .... The dimensions or characteristics selected appear in blue.
9. Select the information you want to display for each dimension or characteristic by activating the relevant boxes for each amount selected for analysis: • Code •
Short description
•
Long description
•
For the Excel row or column header: Excel description
Note: •
•
1057
When you select a dimension or characteristic to be analyzed, its code will be displayed by default. If you do not want to display the code, you can uncheck it only after you have chosen to display a short or long description. If you select more than one description to be displayed, all of the information will be joined together in the Excel header.
2011-01-29
Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
10. Click Save. 11. Format the comments, translation, and security tabs in the dimension analysis object editor, if necessary. 12. Click Next. The "PivotTable and PivotChart Wizard – Step 3 of 3" and "PivotTable Field List" dialog boxes appear. You can close the PivotTable Field List dialog box, you do not need it for now. 13. The first four cells of the Excel sheet are highlighted; if you want the PivotTable to appear in a different location of the worksheet, select four cells in a different location. 14. To define the PivotTable layout, click Layout in the PivotTable and PivotChart Wizard. The "PivotTable and PivotChart Wizard - Layout" dialog box appears. Move the source data to the required fields using the drag and drop function. 15. Click OK to confirm the layout changes, then Finish. The Excel worksheet is populated with data. 16. Select Financial Consolidation > Dynamic Analysis > Save to save the analysis as an Excel worksheet. Caution: The "Save" function does not save the formatting of the cells or amounts, like number of digits after the decimal, or the filters defined using codes. Related Topics • Data selection methods for dimensions • Adding comments to objects • Translating descriptions in the object editor • Object editor security settings
8.2 To change the dimension analysis data Caution: •
When you change the data in an analysis, all of the format you previously defined, for example font, borders, shading or number format, will be lost, as well as manually configured cells outside the dimension analysis area in the worksheet. • If you want to refresh the dimension analysis data, use the Financial Consolidation > Dynamic Analysis > Open menu command and run the selected analysis. The standard Refresh Data command for Excel PivotTables does not work for dimension analyses. 1. In the Excel worksheet displaying the analysis you want to change, select Financial Consolidation > Dynamic Analysis > Change Selection. The "PivotTable and Pivotchart Wizard - Step 3 of 3" dialog box appears.
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Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
2. Select New Worksheet. For information on configuring data in a dynamic analysis, see the topic on creating a dynamic analysis. Related Topics • To create a dynamic analysis
8.3 To duplicate an existing dimension analysis pivottable 1. Select BusinessObjects Financial Consolidation > Dynamic Analysis > Save As. The "Save analysis" dialog box appears. 2. Enter the code and if required, description for the dimension analysis. 3. Select the Security tab. 4. Review the information in this tab and click OK.
8.4 To open an dimension analysis It is not possible to have two dimension analyses open at the same time; opening the second causes the first to close automatically. However, the first analysis remains open in the system memory. As a result, other users can only access it in read-only mode. The only way to close the analysis properly is to use the Close current analysis function. 1. Select Financial Consolidation > Dynamic Analysis > Open. The "Open Analysis for PivotTables" dialog box appears. 2. Select the analysis you want to open. 3. Click: •
Open, if you want to open the dimension analysis object editor for the selected analysis.
•
Delete, if you want to delete the analysis.
•
Run, if you want to open the Excel worksheet for this analysis
Related Topics • To close the current dimension analysis
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Dynamic analysis using SAP BusinessObjects Financial Consolidation in Excel
8.5 To close the current dimension analysis As it is impossible to have open two dimension analyses at the same time, opening the second dimension analysis causes the first one to close automatically. However, the first analysis remains open in the system's memory. As a result, other users can only access it in read-only mode. The only way to close the analysis properly is to use the Close current analysis function. •
Select Financial Consolidation > Dynamic analysis > Close current analysis.
8.6 Activating the PivotTable Field List The PivotTable Field List, an Excel Link toolbar, appears automatically when you go from the dynamic analysis object editor to the PivotTable and PivotChart Wizard. You can activate and deactivate this toobar in the following way: 1. Click View > Toolbars > Customize The "Customize" panel appears. 2. Activate or deactivate PivotTable Field List in the "Toolbars" list. 3. Click Close.
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2011-01-29
Glossary
Glossary
Account An account is a compulsory dimension that groups the list of indicators of the application (Chart of accounts and Financial indicator). For example, Sales, Volume and Staff are all accounts. Address Book The address book contains the addresses of all the site's correspondents. Advance publication Advance publication is used to publish a package before the publication deadline is reached. Application language The application language is the language used for the interface, e.g. for menus, commands, buttons, etc. Audit definition An audit definition is an object which enables you to find all the uses of each dimension, characteristic and object. You run an audit definition as a task. Book Books group schedules or other books together. Category scenario The category scenario is used to define the data collection environment. It also includes automatic consolidation and data control functions. Central manual journal entry Central manual journal entries are book entries posted in addition to the package data. They can be entered as debits or credits. Characteristic A characteristic provides extra information about the values in a reference table. It is used to sort and select data. Charts A chart enables you to provide a graphical representation of the reporting units belonging to a portfolio or a scope and their ownership links. Consolidation A consolidation is produced by processing data from reporting units belonging to a given scope according to a set of rules. The processing generates consolidated data using the data entered in packages and central manual journal entries. Consolidation rule
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Glossary
A consolidation rule is a type of rule. It is run during the consolidation processing. It generates data in the consolidated data table. Consolidation site A consolidation site is a site which can perform all the consolidation functions. It receives its customization from one or more setup sites. Contra entry A contra entry is generated when a journal entry is reversed. Its value is the reverse of the original journal entry. Control A control is used to check if the data in packages or manual journal entries is valid. Control level A control level is used to arrange controls so as to check the data progressively. For example, basic accounting controls are run before intercompany controls, etc. Correspondent A correspondent is the site to which or person to whom you want to send data. The data, which can take different forms, can be sent to a database. In this case, a correspondent is a site. The data can also be sent to a person, identified for example, by an email address. Cross-reference mapping rule A cross-reference mapping rule is made up of two parts: the filter, which is used to select the source dimensions, and the production, which is used to select the target dimensions. Customization block Schedules are made up of customization blocks. These are used to extract the data from the database and if required, to group it. There are three types of customization block: the schedule block, the row block and the column block. Data access group A data access group groups users with the same access rights to data. Data entry environment A data entry environment is a set of objects, actions and properties applied to a package, such as the data entry folders, controls to be run, control level to be reached, package rules or opening balances. Data entry site A data entry site is a decentralized site at which packages can be entered. It receives its customization from one or more consolidation or setup sites. Data Link definition A Data Link definition is used to transfer data from transactional systems, such as accounting, management, consolidation or reporting software, to SAP BusinessObjects Financial Consolidation. You run a Data Link definition as a task. Dimension A dimension is the analysis axis of a data source. Each dimension refers to a certain type of data e.g. an amount, an exchange rate, etc. Values for the dimensions are taken from the reference tables. Product dimensions are predefined dimensions that come with the
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2011-01-29
Glossary
product and user-defined dimensions are dimensions that customers can create based on their requirements. Dimensional analysis A dimensional analysis is a group of accounts and flows belonging to a category scenario used to break down indicators by analysis dimension, e.g. Sales broken down by partner or country. Distribution Distributing category scenarios means that they are available for use by other data entry sites. Divide The Divide option consists in expressing the value of the national currency in relation to a variable quantity of foreign currency. Filter A filter is a set of dimension values. It is made up of logical operators and criteria that group these values. Flow analysis A flow analysis is a group of accounts that belong to a category scenario and have the same set of flows with the same properties. Flows A flow is a dimension assigned to an account. Flows enable you to differentiate between amounts at opening, at closing and the variations during the data entry period. Folder Folders group books and schedules. Formula You can use a formula to generate calculated amounts based on data. Functional profile A functional profile groups users who are authorized to perform certain actions in the application views. Generation of opening packages Generating the opening package enables you to provide each reporting unit with a data entry environment for a given reporting ID. Hitlist A hitlist is produced by a selection of amounts based on criteria in ascending or descending order, e.g. the top 10 reporting units for Sales. Hook A hook is an environment in which SQL queries used to run specific processing are stored. Hooks can process package data, preconsolidated data or consolidated data. Integration Integration is the action of transferring package data to preconsolidated data. Intercompany reconciliation
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2011-01-29
Glossary
Intercompany reconciliation is processing that generates the differences between intercompany balances or operations. Journal entry number A journal entry number is a number assigned to each journal entry when it is created. Key Keys are used to publish packages by special permission or unlock them. A key is a code generated by a user who has the right to unlock a package or to publish a package by special permission. The code is then sent to another user who does not have the same functional profile. Ledgers Ledgers are used to organize manual journal entries by reporting unit, scope, and function. Link Links are used to connect cells in a schedule to one or more other schedules. The link opens the connected schedules. Local language The local language enables you to translate descriptions into a language specific to the local database. These descriptions will be kept in the local language if a new customization is received or updated. Local manual journal entry Local manual journal entries are book entries posted in the packages. They can be entered as debits or credits. Lock You can protect a package in which data has been entered, controls have been run and publication performed by locking it. Log A log stores the report generated when a task is run. Multiply The Multiply option consists of expressing the value of a unit of foreign currency in relation to a variable quantity of the national currency. Opening balances Opening balances correspond to closing amounts from the previous data entry period that were carried forward as the opening amounts for the next data entry period. These amounts are selected in the preconsolidated and consolidated data sources. Owner group An owner group is a set of users with the same access rights to objects and data. Package rule A package rule is a type of rule. It is run during the package processing. It generates data in the package. Portfolio A portfolio contains information on the capital and shares of statutory companies in the group. It is used to identify investments between these companies at a given date.
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2011-01-29
Glossary
Portfolio occurrence A portfolio occurrence contains information on the capital and shares of statutory companies in the group. It is used to identify investments between these companies at a given time. Preconsolidation rule A preconsolidation rule is a type of rule. It is run during the preconsolidation processing. It generates data in the preconsolidated data table. Protection By protecting a package, you ensure that no changes will be made to it. Publication Publication enables you to validate the contents of a package and assign a status to the package. The package is then made available to the publication site. Publication by special permission Publishing a package by special permission is used to publish a package that is not valid after the deadline has been reached. It is also used to publish a package that is not valid and for which advanced publication is not authorized. Rate table A rate table is a table used for entering and consulting conversion or tax rates. Reconciliation rule A reconciliation rule is a type of rule. It is run during the reconciliation or consolidation processing. It generates the differences between the data entered and/or the automatic adjustments performed. Reference table A reference table contains a list of elementary values. Product reference tables are predefined and come with the product. User-defined reference tables are reference tables that customers can create based on their requirements. Rejection In the workflow, rejecting a package means that it is now available to a user from a directly lower hierarchy level who can make changes to it. Report A report is a table made up of cells used to retrieve data. This data may originate from the Amounts tables or specific tables defined by a set of dimensions, e.g. conversion or tax rate. Report bundle A report bundle is a group of reports which can be run using the same variables. When a report bundle is run, all of the reports in the bundle are printed. Reporting ID A reporting ID defines the data entry environment for the reporting process and the data entry calendar. Reporting Organizer The Reporting Organizer is used to define the general data entry environment for each reporting ID.
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2011-01-29
Glossary
Reporting scope A reporting scope is a type of scope. It groups linked reporting units for consolidation processing. Reporting set A reporting set is used to define the specific data entry environment for each reporting unit. Reversal Reversal enables you to cancel a journal entry by posting a contra journal entry with the same amount. Rollup A rollup enables you to calculate data at a hierarchy node level. Rules A rule is a set of automatic or manual processing operations applied to the database amounts. Schedule A schedule is a table made up of cells used to enter and/or retrieve data. Scope A scope groups the reporting units which will be consolidated in a given consolidation processing operation. Each reporting unit has a rate of ownership interest, financial interest, consolidation rate and consolidation method in addition to specific properties (incoming or outgoing reporting unit, parent company of a sub-group, etc.). Separation block Separation blocks are used to insert empty rows or columns between customization blocks to enhance the layout of the schedule. Rows or columns generated by separation blocks will not retrieve amounts. Set of controls A set of controls is made up of all of the basic controls and/or subsets of controls which can be run on a package. Set of rules A set of rules is made up of rules and/or subsets of rules which are arranged according to the order in which they are run. They are run during consolidation, reconciliation, preconsolidation or package processing. Setup site A setup site is a site which is dedicated to configuring the application. Simple site A simple site is a site dedicated to package data entry. Site A site refers to a correspondent which is a database. You can send any type of object to a site. Site profile
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2011-01-29
Glossary
A site profile is used to identify a site. This enables you to manage the functionalities each site is authorized to perform. SQL rule A SQL rule is a type of rule. It is run during the package, preconsolidation or consolidation processing. Statutory scope A statutory scope is a type of scope. It groups reporting units which are interlinked by investments from a parent company. Style book A style book groups a set of layout formats for a schedule. This enables you to format the schedules automatically. Submission In the workflow, submitting a package means that it is now available to a user from a directly higher hierarchy level who can make changes to it. Subscope A subscope is a scope whose parent company is already included in another scope. Subset of controls A subset of controls is a group of controls which have been arranged according to their function (e.g. subset of balance sheet controls). Subset of rules A subset of rules is a group of rules arranged according to the type of data they check and in the order in which they will be run. Substitution language The substitution language is used to display objects whose descriptions have not been translated into the selected working language. Task A task is an automatic processing operation defined by a user which can be run immediately or scheduled for execution at a later time. Some examples are Data Link definition tasks, consolidation processing, etc. Task Monitor This view shows how the tasks currently being processed are progressing. Task schedules A task schedule is used to set the task trigger conditions. It is used to set the date and time a task will be run and it can also specify if the task is to be run on a regular basis. Trace reports A trace report lists the actions performed by users in specific views, e.g. creation, modification or deletion of objects. Tree structures A hierarchy is a tree structure representation of dimension values (reporting units, accounts, flows, analysis dimensions). The hierarchies enable you to perform rollup calculations. User
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2011-01-29
Glossary
A user is a specific person identified in the application by a username and password. Users are assigned a set of access rights. Validation In the category scenario, validation is an action which enables you to check a new category scenario, or one that has been changed, so that they can be used by the application. Workflow The workflow is used to restrict the access users have to packages and the actions they can perform. It also enables you to define the hierarchical level of each user accessing the package. Working language The working language is the language in which all of the translatable text and descriptions appear.
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2011-01-29
More Information
More Information
Information Resource
Location
SAP BusinessObjects product information
http://www.sap.com Navigate to http://help.sap.com/businessobjects and on the "SAP BusinessObjects Overview" side panel click All Products.
SAP Help Portal
You can access the most up-to-date documentation covering all SAP BusinessObjects products and their deployment at the SAP Help Portal. You can download PDF versions or installable HTML libraries. Certain guides are stored on the SAP Service Marketplace and are not available from the SAP Help Portal. These guides are listed on the Help Portal accompanied by a link to the SAP Service Marketplace. Customers with a maintenance agreement have an authorized user ID to access this site. To obtain an ID, contact your customer support representative. http://service.sap.com/bosap-support > Documentation • •
SAP Service Marketplace
Installation guides: https://service.sap.com/bosap-instguides Release notes: http://service.sap.com/releasenotes
The SAP Service Marketplace stores certain installation guides, upgrade and migration guides, deployment guides, release notes and Supported Platforms documents. Customers with a maintenance agreement have an authorized user ID to access this site. Contact your customer support representative to obtain an ID. If you are redirected to the SAP Service Marketplace from the SAP Help Portal, use the menu in the navigation pane on the left to locate the category containing the documentation you want to access. https://cw.sdn.sap.com/cw/community/docupedia
Docupedia
Docupedia provides additional documentation resources, a collaborative authoring environment, and an interactive feedback channel. https://boc.sdn.sap.com/
Developer resources https://www.sdn.sap.com/irj/sdn/businessobjects-sdklibrary
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2011-01-29
More Information
Information Resource
Location
SAP BusinessObjects articles on the SAP Community Network
https://www.sdn.sap.com/irj/boc/businessobjects-articles These articles were formerly known as technical papers. https://service.sap.com/notes
Notes These notes were formerly known as Knowledge Base articles. Forums on the SAP Community Network
https://www.sdn.sap.com/irj/scn/forums http://www.sap.com/services/education
Training
From traditional classroom learning to targeted e-learning seminars, we can offer a training package to suit your learning needs and preferred learning style. http://service.sap.com/bosap-support
Online customer support
The SAP Support Portal contains information about Customer Support programs and services. It also has links to a wide range of technical information and downloads. Customers with a maintenance agreement have an authorized user ID to access this site. To obtain an ID, contact your customer support representative. http://www.sap.com/services/bysubject/businessobjectsconsulting
Consulting
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Consultants can accompany you from the initial analysis stage to the delivery of your deployment project. Expertise is available in topics such as relational and multidimensional databases, connectivity, database design tools, and customized embedding technology.
2011-01-29
Index A access definitions Changing 481 creating, in the Desktop 481 creating, in the editor 481 Deleting 482 duplicating 481 account families assign an account to (category scenarios) 825 associating accounts to (category scenarios) 824 copying (category scenarios) 833 default environments, customizing (category scenarios) 829 default environments, restoring (category scenarios) 830 environments, defining (category scenarios) 828 environments, defining as default (category scenarios) 830 finding accounts (category scenarios) 828 initializing (category scenarios) 830 removing accounts (category scenarios) 827 account hierarchies defining in the chart of accounts 793 taking from another category scenario 794 taking from the Dimension Builder 793 acquired reporting units managing 320 adding arrows 717 capital stock rows 271 characteristics in a column block 661 characteristics in a row block 661 column blocks 636 comments, scopes 310 Company 334 criteria 597 cross-reference mapping rules 1029 customization blocks 636 data sources to a column block 638 data sources to a row block 638
1071
adding (continued) dimensions in a column block 661 dimensions in a row block 661 grouping levels 703 hierarchy levels 704 investment rows 271 lines 717 logical operator 597 page breaks 721 period formulas (category scenarios) 820 portfolio occurrences 269 processing rows 935 production rows 1031 reporting units 325, 326 row blocks 636 rows in footers 714 rows in headers 714 rules 968 rules, adding to a set of rules 968 rules, inserting in subsets 965 scopes 325, 326 separations 634 sets 968 source dimensions 1020 sub-ranges of profiles 452 text boxes 716 title columns 685 title columns, at the end 685 title rows 685 title rows, at the end 685 address books correspondents, changing in the Desktop 447 correspondents, changing in the editor 448 correspondents, creating 447 correspondents, deleting 448 admin user 68 Administrator functional profiles, descriptions 471 amounts Changing 929 rules, limiting 939 Selecting 927 analysis dimensions Creating 853 application languages selecting 47 arrows adding 717
arrows (continued) bringing to front 717 Changing 717 sending to back 717 snapping 718 audit definitions Creating 523 audit ID changing in journal entries 234 authentication users, defining (administrator) 464
B bundle reports initializing 108 validating 111 viewing 107
C calculating rates interrupting 274 running 274 capital stock rows adding 271 Changing 271, 272 Deleting 271 captions adjusting sizes 284 displaying in charts 284 category scenarios Account families step 823 account families, copying 833 account families, defining environments 828 account families, initializing 830 assigning accounts to account families 824 changes to consolidation method (options) 812 changes to consolidation method, defining 812 changes to scope, (options) 810 changes to scope, defining 810 Chart of Accounts step 790 Controls step 868 conversion mode, defining (standard mode) 800 conversion modes, defining (expanded mode) 807
2011-01-29
Index
category scenarios (continued) copying 786 Creating 790 data entry (options) 803, 806 data entry environment, customizing 803 defining the calculation signs 797 Definition step 789 Deleting 789 Dimensional analyses step 840 dimensional analysis, assigning to accounts 845 distributing 787, 887 duplicating 786 expanded mode 784 finding accounts, account families 828 finding, accounts 796 flows, assigning to account families 835 flows, removing from an account family 835 Formulas step 855 journal entries (options) 802, 805 managing how calculation properties are inherited in charts of accounts 800 migrating 888 opening balance data, defining 808 opening balances, options 807 Options step 801 options, defining in expanded mode 804 options, defining in standard mode 802 period calculations, defining 821 period data, defining 799 period formulas, inserting 820 periods (standard mode) 818 Periods step 814 periods, associating 808 periods, changing 820 periods, deleting 820 printing 788 removing accounts from account families 827 removing accounts from dimensional analyses 846 restrictions (options) 809 saving as 786 standard mode 784 statistics 887 transaction currencies (options) 807 Validating 787, 887 Validation step 884
1072
cells changing the format 689 copying 103 displaying data 98 formulas, displaying 701 formulas, hiding 701 linking to schedules 699 references, displaying 701 references, hiding 701 changes to consolidation method category scenarios, defining 812 expanded mode (category scenario options) 812 changes to scope category scenarios, defining 810 expanded mode (category scenario options) 810 Changing periods (category scenarios) 820 characteristics Creating 566 charts captions, adjusting sizes 284 captions, displaying 284 collapsing 283 collapsing (scopes) 338 displaying, direct investments (scopes) 337 displaying, issued shares (scopes) 337 expanding 284 expanding (scopes) 338 exporting 281 focus nodes 283 focus nodes, scopes 338 grids, aligning 285 grids, changing measuring units 285 grids, defining properties 285 grids, displaying 285 links, selecting the properties displayed 282 links, viewing properties 283 nodes, adjusting the size 282 nodes, hiding 283 nodes, hiding (scopes) 338 nodes, selecting the properties displayed 281 nodes, viewing properties 282 page breaks, displaying 286 positioning objects 287 redrawing 287 saving 281 zoom, customizing 286 zooms, selecting 286
charts of accounts building 792 default environments, customizing (category scenarios) 796 defining the calculation signs 797 finding accounts 796 manually defining the account hierarchy 793 taking from another category scenario. 794 taking the hierarchy from the Dimension Builder 793 checking consistency methods/rates 303 declarations 276 detecting investments greater than 100% 275, 303 detecting missing capital stock 275, 304 codes objects displaying 42 coefficients Changing 978 copying 978 Creating 978 defining 979 Deleting 978 collapse all function tree structures 579 collapsing charts 283 charts (scopes) 338 tree structures 579 column blocks adding 636 characteristics, inserting 661 data sources, adding 638 Deleting 636 dimension, inserting 661 columns adding 179 changing the width 38, 685 deleting 179 displaying 37, 686 freezing 98 frozen unfreezing 99 grouping objects 40, 41 hiding 37, 686 inserting page breaks 100, 721 repeating when printing 100, 722 sorting 39, 40 status in journal entries 219 types in journal entries 219
2011-01-29
Index
comments adding 63 adding, scopes 310 entering 177 hypertext links inserting 64 pictures inserting 63 tables inserting 64 Company adding 334 Deleting 334 consolidation data check 380 definition status 380 overview 11 printing 390 processing status 380 consolidation definitions changing 383 copying 383 creating 373 deleting 384 locking 381, 382 unlocking 382 consolidation methods Changing 318 consolidation view description 371 consolidations creating definitions 373 defining a control 378 deleting definitions 384 filtering data 380 filtering data by value 380 hooks customizing 76 locking definitions 382 logs 390 running 388, 389 unlocking definitions 382 controls Creating 879 default environments, customizing (category scenarios) 875 default environments, restoring (category scenarios) 876 defining 156 environments, defining as default (category scenarios) 876 in journal entries 214 levels, defining 880 results in journal entries 215 sets, copying 877, 878 sets, creating 877, 878
1073
controls (continued) sets, deleting 878 subsets, deleting 879 conversion mode category scenarios, defining (expanded mode) 807 category scenarios, defining (standard mode) 800 copying account families, category scenarios 833 category scenarios 786 coefficients 978 cross-reference mappings 1023 data, in Excel 572, 573 data, in SAP BusinessObjects Financial Consolidation 577 functions 971 reference values 577 rules 918 sets of controls 877 sets of formulas 858 subset of controls 878 correspondents changing, in the Desktop 447 changing, in the editor 448 Creating 447 Deleting 448 creating rate tables 358 Creating access definitions, in the Desktop 481 access definitions, in the editor 481 audit definitions 523 audit tasks, from the Desktop 530 category scenarios 790 characteristics 566 coefficients 978 controls 879 correspondents 447 criteria 596 cross-reference mapping rules 1029 cross-reference mappings 1023 data access groups, in the Desktop 490 data access groups, in the editor 490 data entry restrictions 1001 data link definitions 1015 data link tasks 1034 dimensional analyses (category scenarios) 849 dimensions 567 footer templates 713
Creating (continued) footers 714 formulas 858 functional profiles, in the Desktop 475 functional profiles, in the editor 475 functions 971 header templates 713 headers 714 hitlists 673 objects 560 owner groups, in the Desktop 470 owner groups, in the editor 470 portfolio occurrences 263 portfolios 261 properties 566 reference tables 563 reference values 570 reference values, hierarchies 581 reporting IDs, in the Desktop 123 reporting sets, in the Desktop 138 rules 917 schedules, in the Desktop 623 schedules, in the editor 623 scopes 298 sets of controls 877 sets of formulas 858 sets of rules 968 site profiles 451 style books 711 subset of controls 878 subsets of rules 964 Task 424 Task schedules 428 tasks for running audits, using an existing task 536 users, in the Desktop 466 users, in the editor 466 users, using a Windows account 467 criteria adding 597 Creating 596 Deleting 597 displaying 597 cross-reference mapping rules adding 1029 Creating 1029 Deleting 1030 organizing 1030 cross-reference mappings copying 1023 Creating 1023 Deleting 1026 pasting 1023 rules, adding 1029
2011-01-29
Index
cross-reference mappings (continued) rules, creating 1029 rules, deleting 1030 rules, organizing 1030 customization blocks adding 636 data, sorting 667 Deleting 636 hitlists 673 titles, sorting 667
D dashboards accessing 16 analyzing errors 21 consolidation drill order 17 consolidation lists 18 consolidation overviews 19 consolidations 17 control errors 22 described 15 error types 21 exporting control errors 22 manual journal entries 23 packages 23 printing 24 running a consolidation 20 viewing consolidation information 20 data access groups Changing 490 creating, in the Desktop 490 creating, in the editor 490 Deleting 491 duplicating 491 data collection overview 11 data entry environments, customizing 803 expanded mode (category scenario options) 806 standard mode (category scenario options) 803 data entry environment customizing, in the category scenario 803 data entry indicators displaying 177, 700 hiding 177, 700 data entry instructions displaying 175 data entry restrictions Changing 1001 Creating 1001 Deleting 1002
1074
data entry restrictions (continued) duplicating 1001 packages 146, 148, 149, 150, 151, 152 printing 999 data entry restrictions, importing packages 150 data entry schedules entering amounts in cells 175 opening 175 searching 178 data entry signs 798 data import journal entry file columns 225 package dimensions 186 row errors 192 data link definitions Creating 1015 cross-reference mapping rules, creating 1029 cross-reference mapping rules, deleting 1030 cross-reference mapping rules, inserting 1029 cross-reference mapping rules, organizing 1030 cross-reference mappings, copying 1023 cross-reference mappings, creating 1023 cross-reference mappings, deleting 1026 cross-reference mappings, pasting 1023 data link tasks, running 1035 dimension palettes, displaying 1022 dimension palettes, hiding 1022 duplicating 1015 production rows, deleting 1031 production rows, inserting 1031 source data, linking 1035 source dimensions, changing 1021 source dimensions, inserting 1020 template files, defining 1017 template tables, defining 1018 data retrieval schedules opening 362 data selection methods 92 data sources adding to a column block 638 adding to a row block 638 Changing 568 debit/credit journal entries 798
default environments account families, customizing (category scenarios) 829 account families, restoring (category scenarios) 830 charts of accounts, configuring (category scenario) 796 controls, customizing (category scenarios) 875 controls, restoring (category scenarios) 876 formulas, customizing (category scenarios) 856 formulas, restoring (category scenarios) 857 deleting rate tables 362 Deleting access definitions 482 category scenarios 789 characteristic values, hierarchies 581 coefficients 978 column blocks 636 correspondents 448 criteria 597 cross-reference mapping rules 1030 cross-reference mappings 1026 customization blocks 636 data access groups 491 data entry restrictions 1002 Functional profiles 476 functions 972 grouping levels 703 hierarchy levels 704 logical operator 597 logs 437 objects 561 owner groups 471 page breaks 722 periods 820 portfolio occurrences, capital stock rows 271 portfolio occurrences, investment rows 271 processing rows 936 production rows 1031 reporting IDs 135 row blocks 636 rows in footers 714 rows in headers 714 rules 919 rules, inserting in subsets 966 scopes, companies 334 sets of controls 878
2011-01-29
Index
Deleting (continued) sets of formulas 858 sets of rules 969 site profiles 454 source dimensions 1021 sub-ranges of profiles 452 subset of controls 879 subsets of rules 967 Task 427 Task schedules 431 title columns 685 title rows 685 description objects displaying 42 translating 65 periods translating 66 desktops closing 25 displaying in read-only mode 25 opening new desktops 24 returning to from editor 25 differentiation dimensions defining 556 dimension analysis changing data 1058 closing in Excel 1060 creating a duplicate in Excel 1059 dynamic 1056 using Excel 1056 dimension palettes displaying 661, 1022 hiding 661, 1022 dimensional analyses associating to accounts (category scenarios) 845 creating, category scenarios 849 initializing, category scenarios 847 removing accounts (category scenarios) 846 dimensions Creating 567 filtering data 380 filtering data by value 380 initializing 639 paste, special 573 pasting 572 selection methods 92 display templates defining 43 deleting 44 renaming 44 selecting 44 updating 44
1075
displaying cell formulas 701 cell references 701 charts, captions 284 columns 686 data entry indicators 700 default footer, in the Desktop 701 default footer, in the editor 702 default header, in the Desktop 701 default header, in the editor 702 dimension palettes 661, 1022 edit criteria 597 grids 285 hierarchies, modes 579 information on data 176 Language and Formula Wizard 691 link indicators 699 opening scopes 324 page breaks, charts 286 rows 686 schedule footers 701 schedule headers 701 schedules in HTML format 723 subscopes 324 toolbar, Report Designer view 618 toolbars, Rates view 356 toolbars, Scope Builder view 278 distributing category scenarios 787, 887 domains administration domain views 27 analysis domain views 27 opening 49 operation domain views 27 setup domain views 28 dragging and dropping nodes, hierarchies 579 duplicating access definitions 481 category scenarios 786 data access groups 491 data link definitions 1015 Functional profiles 476 owner groups 471 reporting IDs 135 schedules, in the Desktop 628 schedules, in the editor 628 Task 427 Task schedules 431 users 467 dynamic analysis opening in Excel 1059 using Excel 1056
E editors displaying 48 opening 62 entering data in hierarchies, from the list 581 rate tables 358 environments account families, defining as default (category scenarios) 830 controls, defining as default (category scenarios) 876 formulas, defining as default (category scenarios) 857 error messages report schedules 96 when importing from a file 227 errors correcting in schedules 169 rejected data in import rows 192 events tracking 55 EWS schedules drilling to SAP BusinessObjects Financial Information Management 184 Excel closing a dimension analysis 1060 copying data 572, 573 creating dynamic analyses in 1056 opening a dynamic analysis 1059 pasting data 577 saving a duplicate analysis 1059 expand all function tree structures 579 expanded mode category scenarios 784 changes to consolidation method, options 812 changes to scope, options 810 defining options 804 opening balances, options 807 options, data entry 806 options, journal entries 805 options, transaction currencies 807 restrictions, options 809 expanding charts 284 charts (scopes) 338 tree structures 579 exporting charts 281 logs 436 rate tables 369
2011-01-29
Index
exporting (continued) schedules 629
F favorites folder adding reports 104 deleting reports 104 files printing to 54 Filter criteria, adding 597 criteria, defining 596 criterion, deleting 597 edit criteria, displaying 597 formulas 865 logical operator, adding 597 logical operator, changing 597 logical operators, deleting 597 syntax 595 testing 591 filtering access to scopes 311 filters desktop 32 in consolidations 380 in item selection 71 period data using dimensions 380 flows assigning to account families (category scenarios) 835 closing, defining (category scenarios) 809 opening, defining (category scenarios) 809 removing from an account family (category scenario) 835 focus nodes defining 283 defining, charts (scopes) 338 footers Creating 714 creating templates 713 displaying 701 displaying in schedules 180 displaying the default, in the Desktop 701 displaying the default, in the editor 702 hiding 701 reports displaying 99 rows, deleting 714 rows, inserting 714 templates, detaching from schedules 713
1076
footers (continued) templates, linking to schedules 713 translating 714 formulas cells, displaying 701 cells, hiding 701 Creating 858 default environments, customizing (category scenarios) 856 default environments, restoring (category scenarios) 857 environments, defining as default (category scenarios) 857 Filter 865 initialization 863 sets, copying 858 sets, creating 858 subsets, deleting 858 full consolidations 388 functional mode Changing 549 Functional profiles Changing 475 creating, in the Desktop 475 creating, in the editor 475 Deleting 476 duplicating 476 profile descriptions 471 functions Changing 971 copying 971 Creating 971 defining 973 Deleting 972
G general variables linking reports 109 grids displaying 285 properties, defining 285 snapping 285 units of measure, changing 285 grouping levels adding 703 Deleting 703 groups owner 68
H headers Creating 714 creating templates 713 displaying 701
headers (continued) displaying in data entry schedules 180 displaying the default, in the Desktop 701 displaying the default, in the editor 702 hiding 701 reports displaying 99 rows, deleting 714 rows, inserting 714 templates, detaching from schedules 713 templates, linking to schedules 713 translating 714 hiding cell formulas 701 cell references 701 columns 686 data entry indicators 700 dimension palettes 661, 1022 Nodes 283 nodes (scopes) 338 rows 686 schedule footers 701 schedule headers 701 toolbar, Report Designer view 618 toolbars, Rates view 356 hierarchies configuring in schedules 93, 94 hierarchy levels adding 704 Deleting 704 hitlists Creating 673 hooks customizing 76 hypertext links inserting in comments 64
I icons set and subset validation status 214 Identification users, defining (administrator) 464 immediate tasks running 425 import files structure 185 importing files, into a rate table 366 tables, into a rate table 368
2011-01-29
Index
incoming reporting units managing consolidation changes 320 incremental consolidations 388 inheritance defining in the chart of accounts 800 initialization formulas 863 initialization settings Selecting 267 initializing account families (category scenarios) 830 dimensional analyses (category scenarios) 847 dimensions 639 portfolio occurrences 268 scopes 332 Interactive User functional profiles, descriptions 471 intercompany reconciliation definitions deleting 387 protecting 386 intercompany reconciliations changing definitions 387 copying definitions 387 deleting definitions 387 logs 390 protecting definitions 386 running 389 investment rows adding 271 Changing 272 Deleting 271 forcing control 273
J journal entries adding to packages 195 attaching files 212 changing 233, 234 changing the audit ID 234 changing the reporting unit 233 clearing cells 239 clearing row contents 240 column and row status 219 column types 219 control results 215 controls 214 copying 229 copying rows 221 creating 210, 216 data entry restrictions, changing 1001
1077
journal entries (continued) data entry restrictions, duplicating 1001 data import file columns 225 deleting 238, 239 deleting rows 239 deleting templates 245 editing 210, 230 entering data 218 errors when importing from a file 227 expanded mode (category scenario options) 805 importing from a file 226 importing from file 223 inserting rows 221 moving rows 221 opening 223 opening reversal versions 236 overview 209 partner relationships 211 pasting 229 pasting rows 221 printing 240 printing templates 245 protecting 237 restrictions, creating 1001 restrictions, deleting 1002 restrictions, printing 999 reversing 235 reversing in the Desktop 236 reversing in the editor 236 row status 218 sorting rows 222 standard mode (category scenario options) 802 templates 240 validating 216 validating in the Desktop 215 validation task logs 216 versioning 231 viewing control results 215 journal entries templates creating 243 journal entry ledger protecting 237 journal entry templates changing 244 creating 242 deleting 245 duplicating 244 printing 245
L Language and Formula Wizard displaying 691 ledgers overview 223 protecting 237 levels controls, defining 880 licenses functional profiles 471 lines adding 717 bringing to front 717 Changing 717 sending to back 717 snapping 718 link indicators displaying 699 linked schedules opening 181 linking cells 699 several cells 699 links selecting the properties displayed 282 viewing properties 283 logical operator adding 597 Changing 597 Deleting 597 logs consolidation 390 consulting 436 Deleting 437 events 55 exporting 436 Intercompany reconciliations 390 journal entry task logs 216 launching SAP BusinessObjects Financial Information Management 437
M manual journal entries controls 213 in dashboards 23 posting 232 status 210 validating 213 validity 231 migrating category scenarios 888
2011-01-29
Index
moving nodes, hierarchies 579 schedules, in books 631
N Nodes adjusting sizes 282 hiding 283 hiding (scopes) 338 moving, hierarchies 579 selecting the properties displayed 281 viewing properties 282
O object editor toolbars displaying 62 objects access, restricting 68 changing, in the Desktop 561 changing, in the editor 561 codes displaying 42 creating 68 Creating 560 deleting 70 Deleting 561 descriptions displaying 42 translating 65 displaying codes 42 displaying descriptions 42 duplicating 69 grouping 40, 41 grouping by column 40 moving 41 opening 69 printing 53 from the desktop 53 in the editor 54 printing lists 54 properties displaying 67 saving 69 selecting items 71 opening data retrieval schedules 362 logs 436 opening balance example 376 opening balances category scenarios, defining data 808
1078
opening balances (continued) expanded mode (category scenario options) 807 opening scopes displaying 324 specifying 309 organizing cross-reference mapping rules 1030 outgoing reporting units defining 320 managing consolidation changes 320 overview application 11 owner groups Changing 470 creating, in the Desktop 470 creating, in the editor 470 Deleting 471 duplicating 471
P package data import dimensions 186 package controls correcting errors in schedules 169 displaying results 169 running 168 package journal entries copying in a package 195 pasting in a package 195 package rules running 196 packages attachments 160 dashboard 23 data entry restrictions, applying 146, 148, 149 data entry restrictions, changing 1001 data entry restrictions, duplicating 1001 data entry restrictions, exporting 151, 152 data entry restrictions, importing 150 deleting 167 drilling to SAP BusinessObjects Financial Information Management 184 exporting 168 hooks customizing 76 importing data 185
packages (continued) importing files into 190 importing into packages 189 importing tables 191, 192 in read-only mode 166 integrating 205 keys for publishing packages by special permission, generating 146 keys, generating 145 launching SAP BusinessObjects Financial Information Management 184 opening 165 printing 205 printing schedules 206 protecting in the Desktop 170 protecting in the package editor 170 publishing 200 publishing by special permission at central site 200 at local site 199 publishing in the package editor 198 publishing without validation 200 rejecting in the Desktop 172 rejecting in the editor. 172 removing the protection in the Desktop 170 removing the protection in the package editor 171 resetting to zero in the Desktop 173 resetting to zero in the package editor 173 restrictions, creating 1001 restrictions, deleting 1002 restrictions, printing 999 running preloading calculations 167 running sets of rules 196 saving 167 status 155 submitting in the Desktop 171 submitting in the editor 172 unlocking 202 unlocking at central site 204 unlocking at local site in the Desktop 203 unlocking at local site in the package editor 203 validating 169 page breaks adding 721 charts, displaying 286 Deleting 722 deleting in a report 100
2011-01-29
Index
page breaks (continued) inserting in a report 100 page setup printing 719 passwords changing, in the Desktop 14 pasting cross-reference mappings 1023 data, in Excel 577 dimensions 572, 573 reference tables 572 period data category scenarios, defining 799 period formulas inserting (category scenarios) 820 periods adding 820 associating, in a category scenario 808 calculations, defining (category scenarios) 821 changing (category scenarios) 820 deleting (category scenarios) 820 in consolidation hierarchies 379 in consolidations 379 standard mode, category scenarios 818 translating descriptions 66 pictures inserting in comments 63 portfolio occurrences adding 269 calculating rates 274 calculating rates, interrupting 274 capital rows, adding 271 capital stock rows, changing 271, 272 capital stock rows, deleting 271 Changing 269 checking data 276 checking declarations 276 controls, detecting investments greater than 100% 275 controls, detecting missing capital stock 275 Creating 263 Entering 269 initialization settings 267 initializing 268 investment rows, adding 271 investment rows, changing 272 investment rows, deleting 271 investment rows, forcing control 273 printing 288
1079
portfolios charts, collapsing 283 charts, expanding 284 charts, exporting 281 charts, saving 281 Creating 261 occurrences, changing 269 occurrences, creating 263 occurrences, defining initialization settings 267 occurrences, entering 269 occurrences, initializing 268 occurrences, inserting 269 printing 288 positioning objects defining 287 Power User functional profiles, descriptions 471 previews schedules in HTML format 723 printing category scenarios 788 current sheet 726 data entry restrictions 999 hierarchies, structure 582 page setup, schedules 719 portfolio occurrences 288 portfolios 288 rate tables 370 repeating columns 722 repeating rows 722 schedules 725 scopes 304 Task 427 Task schedules 431 processing rows adding 935 changing the order 936 Deleting 936 production rows adding 1031 Deleting 1031 properties Creating 566 objects displaying 67 users, assigning 463 publication defining 196 publishing by special permission at central site 200 at local site 199 packages with validation 201
publishing packages by special permission keys, generating 146
R rate tables changing 363 creating 358 data retrieval schedules, opening 362 deleting 362 entering data in 358 exporting 369 importing a file 366 importing a table 368 printing 370 retrieving rates from 358 rates data retrieval schedules, opening 362 tables, changing 363 tables, creating 358 tables, deleting 362 tables, entering rates in 358 tables, exporting 369 tables, importing a file 366 tables, importing a table 368 tables, printing 370 tables, retrieving rates from 358 read-only desktops 25 reconciliation data check 385 definition status 385 processing status 385 reconciliation definitions locking 386 protecting 386 unlocking 386 unprotecting 386 reconciliations defining, arranging the rows in order 953 locking definitions 386 printing 390 protecting definitions 386 unlocking definitions 386 unprotecting definitions 386 reconciliations definitions locking 386 redrawing charts 287 reference tables characteristics, creating 566 Creating 563
2011-01-29
Index
reference tables (continued) data sources, changing 568 dimensions, creating 567 paste, special 573 pasting 572 properties, creating 566 reference values copying 577 Creating 570 creating, hierarchies 581 find function, in the hierarchy 581 hierarchies, searching 581 references cells, displaying 701 cells, hiding 701 renaming schedules 627 report changing 102 footers displaying 99 headers displaying 99 linking to general variables 109 report bundle linking to several reports 109 report bundles creating 105 defining 106 deleting 110 duplicating 110 general variables 109 initializing 108 overview 105 running 111 setting the general variables 108 validating 110 viewing 106 report schedules copying cells 103 exporting 103 reporting IDs Changing 130 creating, in the Desktop 123 Deleting 135 duplicating 135 synchronizing 134 Reporting Organizer data entry restrictions, changing 1001 data entry restrictions, duplicating 1001 reporting IDs, changing 130 reporting IDs, copying 135 reporting IDs, creating in the Desktop 123
1080
Reporting Organizer (continued) reporting IDs, deleting 135 reporting IDs, synchronizing 134 restrictions, creating 1001 restrictions, deleting 1002 restrictions, printing 999 reporting sets creating, in the Desktop 138 data entry restrictions, changing 1001 data entry restrictions, duplicating 1001 packages, applying data entry restrictions 146, 148, 149 packages, exporting data entry restrictions 151, 152 packages, importing data entry restrictions 150 restrictions, creating 1001 restrictions, deleting 1002 restrictions, printing 999 reporting units adding 325, 326 assigning subscopes 323 changing in journal entries 233 reports assigning to a report bundle 106 freezing rows and columns 98 linking bundle to 109 process 1036 production 1036 restrictions expanded mode (category scenario options) 809 retrieving rates from rate tables 358 reversal journal entries consulting 236 reversed journal entries 235 creating 236 rights security, functional profiles 471 rollup signs 798 row blocks adding 636 characteristics, inserting 661 data sources, adding 638 Deleting 636 dimension, inserting 661 rows adding 179 changing the height 685 clearing in journal entries 240 deleting 179 deleting in journal entries 239 displaying 686
rows (continued) freezing 98 frozen unfreezing 99 hiding 686 inserting page breaks 100, 721 repeating when printing 100, 722 status in journal entries 218, 219 rules account rollups, creating 947 adding to a set of rules 968 adjustments, defining the methods 956 amounts generated, defining the destination 942 amounts to be processed, selecting 927 amounts, changing 929 amounts, defining the comparison 953 amounts, limiting 939 arranging the rows defining the reconciliation 953 changing the display 920 changing the properties 918 coefficients, changing 978 coefficients, copying 978 coefficients, creating 978 coefficients, defining 940, 979 coefficients, deleting 978 copying 918 Creating 917 Deleting 919 deleting from a subset 966 factors, defining 940 functions, changing 971 functions, copying 971 functions, creating 971 functions, defining 973 functions, deleting 972 inserting in subsets 965 processing rows, changing the order 936 processing rows, deleting 936 processing rows, inserting 935 reporting unit rollups, creating 944 reversed dimensions, defining 942 running order, change 966 seller/buyer pairs, defining 951 sets, changing 969 sets, creating 968 sets, deleting 969 sets, limiting categories 970 setting thresholds 939 specific rules, selecting 957, 959, 994
2011-01-29
Index
rules (continued) subsets, changing 966 subsets, deleting 967 trigger conditions, defining 960, 962, 963 running data link tasks 1035 immediate tasks 425 rules, changing the order 966 schedules 624 schedules, testing 723 tasks run at a later date 428 validation of the category scenario 887
S SAP BusinessObjects Financial Information Management configuring URL 80 drilling to from a package 184 enabling in Financial Consolidation 80 in SAP BusinessObjects Financial Consolidation 183 saving charts 281 schedules 627 saving as access definitions 481 category scenarios 786 data access groups 491 data entry restrictions 1001 data link definitions 1015 Functional profiles 476 owner groups 471 reporting IDs 135 schedules 628 Task 427 Task schedules 431 users 467 scales changing 101, 181 schedule report opening 86 schedule reports defining 82 printing 112 viewing 87 schedules adding arrows 717 adding lines 717 adding text boxes 716 bringing objects to the front 717 configuring hierarchies 93, 94 correcting errors 169
1081
schedules (continued) creating, in the Desktop 623 creating, in the editor 623 defining selection methods 639 displaying in HTML format 723 duplicating, in the Desktop 628 duplicating, in the editor 628 exporting 182, 629 footers, creating 714 footers, creating templates 713 footers, detaching 713 footers, linking 713 headers, creating 714 headers, creating templates 713 headers, detaching 713 headers, linking 713 linked opening 102 linking 182 linking cells 699 linking several cells 699 moving, to books 631 navigating between sheets 182 page breaks, deleting 722 page breaks, inserting 721 paste special 715 print settings 719 printing 206, 725 printing the current sheet 726 renaming 627 running 624 saving 627 searching 627 sending objects to the back 717 size 724 style books, applying 711 style books, reapplying 711 testing the execution 723 translating footers 714 translating headers 714 translating text 741 Zoom 622 zooming 180 scopes access, restricting 311 acquired reporting units, managing 320 assigning subscopes 323 changing consolidation methods 318 charts, collapsing 283, 338 charts, expanding 284, 338 charts, exporting 281 charts, saving 281 checking, consistency methods/rates 303
scopes (continued) companies, adding 334 companies, deleting 334 controls, detecting investments greater than 100% 303 controls, detecting missing capital stock 304 Creating 298 displaying subscopes 324 hierarchies, applying 315 hierarchies, deleting 315 in consolidation definitions 379 incoming companies, managing consolidation changes 320 initializing 332 managing outgoing reporting units 320 outgoing companies, managing consolidation changes 320 printing 304 reporting units, adding 325, 326 searching accounts, in a chart of accounts 796 accounts, in account families 828 reference values, hierarchies 581 schedules 627 selection methods defining 639 separations adding 634 set of package rules running 196 set validation status icons 214 sets adding to a set of rules 968 rules, adding 965 rules, changing the running order 966 rules, deleting 966 sets of controls copying 877 Creating 877 Deleting 878 sets of formulas copying 858 Creating 858 Deleting 858 sets of rules Changing 969 Creating 968 Deleting 969 limiting categories 970 rules, adding 968 subsets, adding 968
2011-01-29
Index
setup overview 11 signs defining in the chart of accounts 797 site profiles changing, in the Desktop 454 changing, in the editor 454 Creating 451 Deleting 454 sub-ranges, adding 452 sub-ranges, deleting 452 sub-ranges, splitting 453 sites profiles, changing in the Desktop 454 profiles, changing in the editor 454 profiles, deleting 454 site profiles, creating 451 sub-ranges of profiles, adding 452 sub-ranges of profiles, deleting 452 sub-ranges of profiles, splitting 453 size tree structure pane resizing 42 snapping arrows 718 lines 718 text boxes 718 sorting data, in a customization block 667 titles, in a customization block 667 source dimensions adding 1020 Changing 1021 Deleting 1021 specific data processing customizing 76 splitting sub-ranges of profiles 453 standard mode category scenarios 784 defining options 802 options, data entry 803 options, journal entries 802 periods, category scenarios 818 statistics category scenarios 887 status manual journal entries 210 packages 155 status bars displaying 35 hiding 35
1082
step consolidations, defining controls 378 step consolidations defining controls 378 style books applying to schedules 711 attaching objects in the schedule 711 Creating 711 detaching columns 712 detaching objects in the schedule 712 detaching rows 712 grouping levels, deleting 703 grouping levels, inserting 703 hierarchy levels, creating 704 hierarchy levels, inserting 704 reapplying to schedules 711 sub-ranges adding 452 Deleting 452 splitting 453 subset of controls copying 878 Creating 878 Deleting 879 subsets of rules Changing 966 Creating 964 Deleting 967 substitution languages description 47 selecting 48 synchronizing reporting IDs 134 syntax Filter 595
T tables inserting in comments 64 Task at a later date, running 428 Changing 426 Creating 424 Data Link task, linking source data 1035 data link tasks, creating 1034 Data Link Tasks, running 1035 Deleting 427 duplicating 427 immediate, running 425 printing 427
Task (continued) run audit, creating tasks using an existing task 536 running audits, creating in the Desktop 530 Task schedules Changing 430 Creating 428 Deleting 431 duplicating 431 printing 431 tasks run at a later date running 428 templates files, defining 1017 tables, defining 1018 testing Filter 591 text translating 741 text boxes adding 716 bringing to front 717 Changing 716 sending to back 717 snapping 718 title columns adding 685 Deleting 685 inserting, at the end 685 title rows adding 685 Deleting 685 inserting, at the end 685 toolbar desktop filters 31 toolbars desktop displaying 29 hiding 29 displaying in the object editor 62 in the package manager view 161 in the schedule report object editor 87 layout 89 operation 90 package 162 package editor 161 paste journal entries 230 post journal entry 164 production tools 91 Rates view, displaying 356 Rates view, hiding 356 Report Designer view, displaying 618 Report Designer view, hiding 618
2011-01-29
Index
toolbars (continued) schedule data entry 163 Scope Builder view, displaying 278 select data 88 style book 92 trace reports activating 56, 57 archiving automatically 58 archiving manually 58 configuring the archive file 57 consulting 59 contents 59 exporting 60 exporting data from within a report 59 transaction currencies (category scenario options) expanded mode 807 translating footers 714 headers 714 text 741 tree structure pane collapse all function 50 collapsing items 50 expand all function 50 expanding items 50 resizing 42 tree structures account families, finding accounts 828 characteristic values, deleting 581 charts of accounts, finding accounts 796 collapsing 579 all items 50 collapsing, items 50 display modes 579
1083
tree structures (continued) entering data from the list 581 expanding 579 expanding all items 50 expanding items 50 find function, reference values 581 printing 582 reference values, creating 581 scopes, applying 315 scopes, deleting 315
U unlocking packages, generating keys 145 users creating, in the Desktop 466 creating, in the editor 466 creating, using a Windows account 467 duplicating 467 identification, defining (administrator) 464 properties, assigning 463
V Validating category scenarios 787, 887 validity central manual journal entries 231 variables for consolidated data transfer 77 for generating package opening balances 78 for package integration 79 for preconsolidated data transfer 77
variables (continued) setting in report bundles 108 variants in subconsolidations 378 Viewer functional profiles, descriptions 471 viewpoints creating 114 dimension grouping 116 value selection methods 115 Viewpoints view explained 113 views consolidation 371 displaying next 49 displaying previous 49 opening 49 via the log 73 tree structures printing 54
W width columns changing 38 working language description 47 selecting 47
Z zoom applying to schedules 180 Zoom applying to schedules 622 Customizing 286 selecting factors 286
2011-01-29
Index
1084
2011-01-29
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