Preparation for Data Entry (SAP Library

Preparation for Data Entry

Use

This function enables you to prepare a data matrix for the entry of financial data. During the preparation, Interactive Excel blocks certain cells in the matrix and makes other automatic settings, as described below. It then imports existing financial data from the database as a reference for data entry.

Preparation for data entry ensures that data is entered correctly. It can be carried out by a parent before distribution of matrices to subsidiaries, or it can be performed by the subsidiaries themselves, if they have access to the appropriate Access database.

Prerequisites

You have defined a matrix locally following the process Definition of a Matrix, or received a predefined matrix from a parent, for which the Data entry matrix indicator is set.

The Access database in which you want to save data is available in the form of a file.

Features

Blocking of Cells against Data Entry

Interactive Excel checks all cells in the data area to determine whether they are valid for data entry. Cells that are not valid for data entry (for example those in which totals items or invalid characteristics are located) are locked and their content cannot be saved to the database.

Caution

If you enter data in invalid cells and try to export it to the database, a warning message is issued and you can then correct the error. Once you have corrected an error, data can be exported to the database. You do not need to rerun the preparation.
If you do not correct a recognized error and you try to export data to the database again, data is transferred, however the data with errors is not saved in the database, and an entry is made in the error log. This procedure enables you to save correct data to the database without having to first correct any data with errors.

Using the function Information about the Origin of Data, you can display cells that are blocked for data entry.

Insertion of Totals Formulas for Hierarchy Nodes

Values for hierarchy nodes are replaced by totals formulas, which automatically calculate the sum of data entered for all items below the nodes.

Caution

Due to the insertion of totals formulas, preparation for data entry is not suitable in the following cases:

If you use hierarchies of companies/consolidation units in the matrix

Only summarization within a hierarchy of consolidation items can produce a value that is valid for consolidation purposes.

If you have specified that you want to use the debit/credit sign logic ‘Values as per item sign’.

Since the majority of values are entered/displayed as positive using this logic, the total calculated at the hierarchy nodes will be incorrect.

Note

A cell comment contains information from the SAP system as to the reason why the update cannot take place. Some reasons might be:

Subassignments were not transferred from the SAP System.
A wrong, non-existing company was addressed.
The item is a totals item.

Deactivation of the Matrix

After it has been prepared for data entry, the matrix is deactivated. The connection to the database is not terminated, but if you subsequently change the definition of the matrix, data is not automatically refreshed. You still have the option of manually triggering a refresh of data, however.

Example

You prepare a matrix with actual data for 1997. You then redefine the matrix for the entry of 1998 plan data, and use the actual data for 1997 as a reference for data entry. When you change the year to 1998, data is not refreshed.

Data Import

Any data that exists in the database for the combination of characteristic values in your matrix definition is inserted into the matrix and serves as a reference that can simply be typed over.

Activities

You can run a preparation as follows:

When saving a matrix definition under Consolidation ® Data matrix ® Change, by choosing Import data
By choosing Consolidation ® Import data and the relevant work area