Data Transfer Method ‘Periodic Extract’ 

Use

The periodic extract is a data transfer method , with which you can transfer general ledger relevant business transactions periodically as reported data in Consolidation. You enter the business transactions in the operational SAP applications.

With this data transfer you can transfer reported data for company consolidations and for business area consolidations, however not for profit center consolidations.

An important difference to the data transfer method of realtime update is that the operational system, the consolidation system and the client do not have to be identical. The data is transferred per file from the transaction system to the consolidation system.

Prerequisites

In the transaction system, you must have set up a financial statement version, whose item key is identical with the item keys of the relevant consolidation of investments consolidation (group financial statement structure) .

Features

Transaction System

Parallel Posting in the Preparation for Consolidation Ledger

When you have activated the data transfer method periodic extract, then the system generates a parallel posting in the preparation for consolidation ledger for every FI posting. The totals records in the preparation for consolidation ledger are updated; journal entries are not generated.

SAP delivers the fixed ledger 09 with the totals table GLT3 as the preparation for consolidation ledger. It is not possible to use another ledger for this.

Parallel posting in the preparation for consolidation ledger is justified that the information which the totals records of the general ledger accounting offers, is not sufficient for the Consolidation. In particular the partner information is missing.

The totals table of the preparation for consolidation ledger, the table GLT3, includes these fields. These fields are filled from the AC document during the realtime update.

When you require the account assignment of the functional area for the portrayal of the cost-of-sales accounting, then you have use a rollup as data transfer method instead of the periodic extract, actually from a ledger whose totals table includes the functional area. The totals table GLT3 does not include the functional area.

Generating a Periodic Extract from the Preparation for Consolidation Ledger

Before executing the c onsolidation, you generate an extract in the preparation for consolidation ledger. For this you use the program RFBILA00 in the task level menu of the general ledger accounting (section info system). In the initial screen of the program you enter in the field extract to consolidation, whether the system should generate the extract at company code level or at business area level. This causes the system to convert the local characteristics company code, business area and so on in the global characteristics company, consolidation business area and so on. You also enter the group financial statement version. The system summarizes the operational accounts to the FS items of this structure.

An extract at business area level can also be useful for company consolidations, namely then, when in the consolidation data you want to manage the consolidation business area as a subassignment.

You can start the extract for one company code or for several company codes.

The system checks when generating the extract whether the totals of the general ledger agree with the totals of the preparation for consolidation ledger. This guarantees a correct dataset. If it finds variances then the system generates the extract from the totals records of the general ledger, this does not then include the necessary breakdowns by partners and so on.

At the fiscal year change you have to execute a balance carried forward in the preparation for consolidation ledger, actually at the same time as in the general ledger. You start the balance carried forward via the task level menu of the component special purpose ledger (FI-SL).

Transfer of the File

While generating the extract for company or business area consolidation, enter in a dialog box, the logical file name, which you have defined before in the Implementation Guide (IMG) of Consolidation, section Integration: Preparation for Consolidation ® Preparations in the Sender System ® Preparation and Activation of the Data transfer ® Periodic Extract from Preparation for Consolidation Ledger. Then choose whether the file should be stored on an application server, or on a presentation server. The system informs you after generating the file, what the file name is (including the link).

The transfer of the file is dependent on the condition of your system. For example the transfer can take place via access to the network.

Updating the Extract to the Consolidation Processing Ledger

In the consolidation system, you run the tasks for the data collection in the data monitor. You enter the physical file name of the extract (including the link) in a dialog box.

Note that the system can only process one extract per execution of the task. If several extracts for a consolidation group are ready for updating, then you have to run the tasks for the relevant consolidation units individually.

The system reads the data from the extract, converts the account assignments and updates the data in the Consolidation processing ledger, actually in local currency, transaction currency and group currency.

To update group currency values, the system proceeds as follows:

  1. It determines the currency of the preparation for consolidation ledger (in the consolidation system!).
  2. It compares this currency with the currency of the Consolidation processing ledger.
    1. When these ledger currencies are identical, then the system updates the group currency values from the extract in the Consolidation processing ledger.
    2. When these ledger currencies are different, then the system translates the group currency values from the extract in the ledger currency of the Consolidation processing ledger and updates them.

You should make sure organizationally, that the ledger currency of the preparation for consolidation ledger in the consolidation system is identical with the ledger currency of the preparation for consolidation ledger in the transaction system, which the periodic extract delivers. When you can not implement this, then the system interprets the group currency values of the extract in the wrong currency. Then you must calculate the transferred local currency values again.

 

The periodic distances, in which you generate this extract, are dependent on the consolidation frequency of the consolidation group.

When you use custom characteristics in the Consolidation and want to fill these by a periodic extract, then you have to execute the enhancement FMC 10011 with the function module exit 250 in the IMG.

See also:

Execute Enhancement for Custom Subassignment

Activities

You activate the data transfer method Periodic Extract in the IMG of Consolidation, section Settings in the Sender System.

Before you must have executed all the preparations for consolidation steps so that the correct data is updated to the preparation for consolidation ledger and can be transferred to Consolidation.