Data Entry Layout 

Definition

A user interface for entering financial data reported by consolidation units and combinations of consolidation units.

Use

You use data entry layouts for the manual entry of reported financial data in the Consolidation system. You can define and use different data entry layouts, depending on which type of data and which level of detail is involved.

Structure

This illustration shows the relationships between the objects in manual data entry:

Form

Each data entry layout has a form. (At present, the form is the same as the data entry layout.)

Once a form has a name, it can be used in other data entry layouts.

A form consists of the following elements:

·       Header

·       Row structures

·       Column structures

When you create a form, the system automatically creates nodes for the row and column structures in the object tree.

You need these row and column structures to establish a data entry grid with data rows and data columns (see the following illustration).

Header

In the header of the form you can define which characteristics should appear when executing manual data entry.

The header is optional when defining a form. If you do not define a header, manual data entry then displays the characteristics that are permanent parameters and are not used in the data entry layout.

The header is a selection condition. If a selection condition is defined for the characteristics you can choose from, you are able to navigate among the characteristic values.

Row structures (for data rows)

Under a node for a structure, you can perform the following actions:

·       Create new row or column structures

·       Allocate existing row and column structures

You establish data rows by defining the lead columns. Each lead column establishes a set of rows. This set of rows is determined by selection conditions, which you specify with one or more characteristics.

A form must have at least one lead column along with its row structure.

There are three types of row structures:

·       Data-driven structure

·       Predefined fixed structure

·       Combined structure

Data-Driven Structure  

When you specify a characteristic for a data-driven structure, the system automatically selects all of the characteristic’s breakdowns.

You define the data-driven structure as follows:

·       You enter one or more characteristics (for example, item).

·       You specify the selection conditions for these characteristics.

·       You determine how the characteristic values are listed:

¡      According to master data. (For example, if transaction types 100-999 are specified, the system selects the existing values 100, 120, 140, 200, 220, and 240.)

¡      According to transaction data. The system only selects the values that exist in the records of the totals database. (For example, if transaction types 100-199 are specified, the system only selects 100, 120, 140, 200, and those from the default selection.)

·       You specify whether subtotals should be displayed.

·       You determine how the characteristic values are presented – text and/or keys.

·       You decide whether the characteristic value data is merely displayed, or whether you can enter the data. Display-only columns are shown directly next to lead column.

·       You determine how the characteristic values are arranged in the hierarchy. If you select the respective indicator, you can choose which hierarchy nodes are displayed in the data entry layout.

Predefined Fixed Structure

You explicitly specify all data rows for this type.

·       Each data row must have at least one characteristic (for example, a financial statement item).

·       You specify the selection condition for each characteristic (for example, for selecting subassignments).

Combined Structure  

This type always consists of two or more columns. Each column’s structure can be either predefined fixed, data-driven, or combined.

There are two ways you can portray hierarchies:

·       You can show each column (contained in the structure) separately as a lead column.

·       You can show the columns as a combined structure. That is, the characteristics are unified in one hierarchy. The first level of this hierarchy represents the first column of the combined structure; and the second level reflects the second column.

The following illustration compares these two presentation methods:

Column structures (for data columns)

You define data columns in the same way you define data rows:

You establish the data columns by defining the lead rows. Each lead row establishes a set of columns. This set of columns is determined by selection conditions, which you specify with one or more characteristics.

A form must have at least one lead row along with its row structure.

As with row structures, column structures also have the following types:

·       Predefined fixed structure

·       Data-driven structure

·       Combined structure

Lead rows typically have the predefined fixed structure.

For predefined fixed structures, you can choose whether to only display the columns.

Hierarchies cannot be displayed in column structures. Even though you can select the indicator for hierarchies in customizing, this indicator is disregarded when display data columns. However, the hierarchy is displayed if you reuse the column structure as a row structure somewhere else.

Formulas

You can create formulas for predefined fixed structures.

You can use formulas to make annual comparisons. For example, you can have two columns with annual values, and a third column for the variance, which is computed with a formula.

To define a formula you use the Formula Editor, which you also use in validation. All rows and columns from the predefined structure are available for selection in the Formula Editor. (However, you cannot use key figures.)

You build the formula by choosing the selections, constants (if applicable), functions, and operators.

You save the formula along with the other objects of the data entry layout.

The Relationship Between Rows and Columns

A data cell (and the value it reflects) is determined by the selection condition of the characteristic. How a characteristic is selected is determined by all of the following:

·       The permanent parameters

·       The selection condition for the data rows

·       The selection condition for the data columns

·       The other characteristic values you need to specify in the header of the data entry layout when running manual data entry

·       The consolidation units or groups on which the cursor was placed when the task was started

When you run manual data entry in the consolidation monitor while the cursor is placed on a consolidation group, then you must specify (in the header of the data entry layout) the consolidation unit for which you want to record the data (assuming that the system cannot provide the consolidation unit itself – for example, from the permanent parameters).

When defining the rows and columns, keep the following in mind: If you have defined the data rows using a combination of leading columns, you can use a characteristic in only one of these columns.

Integration

A data entry layout is only valid in the consolidation area you created it in.

Once you have created forms and structures for a data entry layout, you can reuse them in other data entry layouts, as well. A precondition is that you have given the form or structure a name. You assign a name by placing the cursor in the name column for the field at hand. Then you enter the name when the field is ready for input.

If a change occurs to the breakdowns of items you used in a data entry layout, you may need to adjust the layout accordingly.

To be able to execute a data entry layout, you assign the associated data entry group to a data collection method. In addition, you assign the data collection method to a task.

Example

See the detailed example of an asset history sheet.