Creation of a Data Matrix (SAP Library

Creation of a Data Matrix

Purpose

In this process, you create a new data matrix as a data entry form or report, by making settings that are valid for the whole matrix. You can create several matrices in a single worksheet.

Prerequisites

You have opened a workbook that was created using the Interactive Excel template.

If you want to use master data and control parameters from the target or source database as proposals for the definition of characteristic values, you have logged on to the appropriate database. For more information see Connecting Interactive Excel to an Access Database.

Note

You can define a matrix without using proposals originating from existing master data and control parameters, however this fully manual procedure involves making extra definitions, and is therefore more complex.

You have selected an aspect for the matrix.

An aspect determines the source or target database for matrix data, for example the SAP consolidation application from which you want to import data into reports, and whose master data and control parameters you want to use for the matrix definition.

Note

You cannot change an aspect after it has been selected for a matrix.

Your selected aspect is automatically used as the default for further matrices, which you process with Interactive Excel, until you change it.

Process Flow

You make the following global settings:

Matrix name

If you define several matrices for a single worksheet, you can differentiate between them by giving them different names.

Note Once a name has been assigned to a matrix, you can not change it later.

Debit/credit sign logic

The logic that you select determines the debit and credit signing used for entering data or displayed when data is imported from a database. The logics supported are shown in the following table:

Debit/credit sign logic	Represents
Database values	Values are entered/displayed as they are saved in the database, for example assets items as positive (without a sign) and liabilities/stockholders' equity items as negative (with a minus sign).
Values as per item sign	A value is entered/displayed without a sign if its balance corresponds with the debit/credit sign set in the master data of the item/subitem concerned. If the balance is reversed, the value is entered/displayed with a minus sign. Example: The balance of a liabilities/stockholders’ equity item is normally a credit, and therefore the sign — (minus) is set for those items. However, if a debit balance occurs for this item, a minus sign is entered/displayed for the value to indicate a reversed sign. You can use this logic for balance sheets, for example.
Inverse database values	Income statement values are entered/displayed as the inverse of database values. Each time data is transferred, values are automatically converted using the database logic. This logic can be used for an income statement, for example, if you want to show expenses as negative (with a minus sign) and revenue as positive (without a sign). This relationship between positive and negative values enables you to calculate financial results using standard Excel formulas.

Scaling

Data can be entered/displayed at a specified scaling factor. Scaling of 1, 1,000, or 1,000,000 is possible when you create a matrix. However, you can later change the scaling factor as required (condition: this must be a scale).

Return units indicator

If you select this indicator, values are displayed with a unit in Interactive Excel reports (for example currency, unit of measure).

Data entry matrix indicator

You need to set this indicator if you want to use a matrix in order to enter data and run a preparation for data entry.

Display blank lines indicator

Normally blank lines are also displayed in a data matrix, and therefore the indicator is selected. Deselecting the indicator suppresses blank lines. You may want to do this to improve clarity.

Display blank columns indicator

Normally blank columns are also displayed in a data matrix, and therefore the indicator is selected. Deselecting the indicator suppresses blank columns. You may want to do this to improve clarity.

Post 0 for blank cells indicator

When you want to write 0 for blank cells, then you have to use this indicator. You can use this to enter a numerical value in all items.

Update mode

The update mode specifies how the values of data records, which were posted earlier, should be treated. You have the following options:

Delete (all items, all subassignments): all existing data for each object is reset to zero

Delete (entered FS items, all subassignments): all existing data for each object in posted items, is deleted before writing the uploaded data.

Delete (FS items in the matrix, all subassignments): all existing data for each object in the matrix, is deleted with all subassignments, before writing the uploaded data

Overwrite (entered FS items + subassignments): the existing entries are overwritten by the uploaded ones (when identical to the item and all subassignments), other uploaded data is written, otherwise existing settings remain unchanged

Divide (overwrite, but total per item remains unchanged): the value, which already exists in an item, is divided onto the uploaded subassignments, the total per item remains unchanged. To achieve this, an automatic offsetting entry is generated on the respective default subassignment.

Note The function Divide is currently restricted to the subassignment Partner.

You specify global characteristic values.

You can specify single values or set aggregations as characteristic values for a matrix header. To do this, you can use master data and control parameters in the source/target database as proposals.

If a characteristic value is valid for an entire matrix, you can flag it as a constant. The value is set in the background, and the characteristic is no longer available for definition, thereby reducing the number of characteristics that are listed.

You can find out which characteristics are set as a constant and undo this setting at any time. For more information, see Make Global Settings for a New Data Matrix.

If a particular characteristic is irrelevant for your matrix, you can mark it as a constant without assigning a value. It will then be inactive and no longer offered for selection.

If you subsequently change a characteristic value in a report matrix when connected to a database, the matrix is automatically refreshed with appropriate database data.