Breakdown Check and Correction of Transaction Data (SAP Library

Breakdown Check and Correction of Transaction Data

Use

Transaction data can become inconsistent if:

· You assign a different breakdown category to an item

· You change the breakdown type in the breakdown category; or you add or delete breakdowns

· You change the fixed value in the breakdown category

· You change the maximum selection

· You delete characteristic values that are used as subassignments

· The validity of a characteristic value for a subassignment expires

This function checks the breakdowns and adjusts the transaction data in a way that resolves inconsistencies within subassignments.

However, the function does not remedy inconsistencies that, for example, are caused by:

· Deleting items, consolidation units, and so on

· Changing attributes of characteristics that are in use (for example, changing the attribute local currency)

Prerequisites

You have made all of the Customizing settings for Consolidation that are required for posting entries.

The relevant data streams contain data (which means that you have collected reported financial data or additional financial data and possibly posted documents using the old breakdowns); and you have made one of the changes listed above. Relevant data streams are those that contain the item characteristic and at least one subassignment. The goodwill data stream, for example, is not relevant.

Features

When the breakdown check is started in the workbench (in the process view under Master Data ® Subassignments ® Breakdown Check), the system checks the consistency of the transaction data in all relevant data streams.

If you changed breakdown categories, the following cases are possible:

· Uncritical; no adjustments are necessary (symbol at bottom of table: This graphic is explained in the accompanying text )

· Automatic adjustment by the system ( This graphic is explained in the accompanying text )

· Adjustment by the user is required ( This graphic is explained in the accompanying text )

For the breakdown errors to be corrected, you need to specify how the missing breakdowns or invalid values are provided. The system transfers your adjustments to the affected transaction data.

· Adjustment is not possible

If the cause of the inconsistencies is found in characteristics that are not used as subassignments, this function is not able to make any adjustments. (Such causes might include removal of an item or a missing or invalid local currency.)

When you save, the system does not change the data records. You may need to perform activities in addition to this function to reestablish data consistency.

The following table lists the possible cases when you change the breakdown type in the breakdown category. A few cases contain sub-cases.

Example Changing the breakdown category from 1 (optional breakdown, initialized value permitted) to 0 (no breakdown):

If the initialized value was already specified before the breakdown was changed, no correction is necessary ( This graphic is explained in the accompanying text ). If a breakdown was specified, the system automatically resets the breakdown ().

Changing the breakdown type in the breakdown category

To From	0	1	2	3	4
0
1	/		/	/	/
2					/
3					/
4

When executing the function for checking breakdowns and correcting transaction data, you can specify one or more fiscal years and you can specify individual items or all items.

The User Interface of the Breakdown Check

When the breakdown check is finished, the system lists:

· How many data records were checked and how many errors were found

· Which data streams are affected

· How many of the faulty data records…

¡ Cannot be corrected by the function

¡ Can be corrected by means of user intervention

¡ Can be corrected automatically by the system

Tab Adjustments

This tab shows all cases in which the user needs to make an adjustment. This involves specifying breakdown characteristics that are missing and required.

The system displays one row per breakdown type and set of subassignments. (For example, there is a separate row per value of the breakdown characteristic partner unit.) You need to fill in the missing information in each row.

To see more details for a row, choose More/Less Detail.

To see the messages for one or more rows, select the rows of interest and choose Display Associated Messages.

You may want to input the data one step at a time and intermittently choose Check. Check checks that your input is syntactically correct. If the check succeeds, the system collects your data (but does not yet write it to the InfoCube). At this point, the data input you checked can no longer be adjusted, unless you choose Cancel and restart the breakdown check.

Only once you have entered all of the missing data can you choose Save (this is because these are all required entries). Now you can adjust any incorrect data records.

Tab Statistics – Adjustable

For information purposes, this tab shows all cases in which the user or the system is able to make an adjustment.

On this tab, you can also display the messages for one or more rows (see description above for the tab Adjustments).

Tab Statistics – Non-Adjustable

For information purposes, this tab shows all cases in which neither the user nor the system is able to make an adjustment using this function.

On this tab, you can also display the messages for one or more rows (see description above for the tab Adjustments). The system displays all messages for data records that are not adjustable. These messages may contain adjustable cases that are related to data records that are otherwise not adjustable.

This tab does not display cases that do not contain required breakdowns by subassignments from the data streams Investments and Equity.

Tab Breakdown Groups

A breakdown group usually corresponds to the breakdown category. Breakdown groups summarize transaction data that shares the same breakdown properties:

· The data records have the same breakdown types per subassignment characteristic.

· All subassignments with a fixed value in their breakdown category have identical values.

· If the breakdown category uses maximum selections, the data records are subject to the same restrictions of those maximum selections.

This tab displays the details of the breakdown group. These include the following:

· The breakdown type for each subassignment

· The fixed value of the characteristic in the breakdown category (if a fixed value was chosen)

Activities

...

You check the breakdowns and adjust transaction data as follows:

1. In the process view of the workbench, choose Master Data ® Subassignments ® Breakdown Check.

2. Enter the following in the selection screen:

¡ The fiscal year(s)

¡ The items to be checked

Choose Execute.

3. The system:

¡ Performs the breakdown check

¡ Displays the summarized text

¡ Shows (on the tab Adjustments) where you still need to specify breakdown information

¡ Displays statistics for adjustable and non-adjustable errors

4. To see detailed messages, choose Display Associated Messages.

5. Go to the tab Adjustments and correct the errors by specifying the missing values for the breakdowns or by changing existing values.

6. Choose Check.

The system checks whether your adjustments are syntactically correct.

7. If the check proves positive, choose Save.

The system:

¡ Corrects the errors that did not require any user input

¡ Corrects the errors that required user input

When doing this, the system modifies the corresponding data records in the InfoCube(s).

Example

You make the following changes in breakdown categories BC10, BC20, and BC30:

Changes for breakdown category BC10 (noncritical changes; no adjustments necessary):

Characteristic	Breakdown Type Before Change	Breakdown Type After Change	Type of Change (see also table mentioned earlier)
Country (default = EN)	3 (Country ¹ England)*	4
Currency
Region	4	3
Unit of Measure
Year of Acquisition	2	1
Period of First Acquisition
Partner Unit (default = 99999)	1	3
Transaction Type
Allocation Characteristic
Investee Unit

*) In this case, the country does not equal England, which means that the country was not posted with the default value. Therefore, the change is not critical.

Changes for breakdown category BC20 (automatic adjustment by the system):

Characteristic	Breakdown Type Before Change	Breakdown Type After Change	Type of Change (see also table mentioned earlier)
Country (default = EN)
Currency	2
Region
Unit of Measure
Year of Acquisition	1 (record contains the breakdown value)	2
Period of First Acquisition
Partner Unit (default = 99999)		2
Transaction Type
Allocation Characteristic
Investee Unit

Changes for breakdown category BC30 (adjustment required by the user):

Characteristic	Breakdown Type Before Change	Breakdown Type After Change	Type of Change (see also table mentioned earlier)
Country (default = EN)	2 (record contains the default value)	4
Currency
Region
Unit of Measure
Year of Acquisition
Period of First Acquisition
Partner Unit (default = 99999)	1 (record contains the default value)	4
Transaction Type		4
Allocation Characteristic
Investee Unit

After the change, you execute a breakdown check.

You make the necessary adjustments on the Adjustments tab.

Tab Adjustments

Legend:

· Italics = requires adjustment

· Bold = has been adjusted

Breakdown Group	Country	Investee Unit	Partner Unit	Trans. Type	Currency	...
3	CH		99999 ® C2000	..... ® 140	EUR
3	CH		99999 ® C2000	..... ® 140	GBP
3	CH		C2200	..... ® 140	GBP
3	CH		C3000	..... ® 120	EUR
3	EN ® CH		99999 ® C2000	..... ® 120	EUR
3	EN ® CH		99999 ® C2000	..... ® 120	GBP

*) This breakdown group corresponds to breakdown category BC30.

A sampling of messages:

This graphic is explained in the accompanying text Breakdown of item 11301100 by partner unit: Default value 99999 not permitted

This graphic is explained in the accompanying text Breakdown of item 12110000 by transaction type: Required breakdown not supplied

This graphic is explained in the accompanying text Breakdown of item 30100000 by country: Default value EN not permitted