Executing a Flexible Upload

Use

You use this procedure to execute a flexible upload in the consolidation monitor.

Prerequisites

You have defined the upload method in customizing of data collection.

If data is to be entered on hierarchy nodes (that is, to totals items), you have selected the respective indicator in Customizing for Version Combinations .

Procedure

Starting an Upload

  1. Execute a file upload by running the data collection task in the consolidation monitor.

  2. In the data collection screen, run the upload method.

  3. If necessary, specify the name of the upload file.

    Note Note

    You can also execute the flexible upload method from within the consolidation workbench.

    End of the note.
Uploading Data for Combinations of Consolidation Units

If you are modeling a matrix organization, the consolidation system makes sure that the upload method is run for all valid combinations of consolidation units when the task is executed. The system collects the data for the combinations that are currently being processed from each respective file that was specified. The following applies, for example, when processing combinations of companies and profit centers:

  • If you have selected the upload mode Delete All , and your file does not contain any data for a given combination (such as, company 1/profit center 1 ), then the system resets the data for this combination.

  • If data for versions, fiscal years/periods, companies or profit centers is contained in the file but has not been selected for processing, the system simply ignores this data.

    For example, if the upload file contains data for the combination company 2/profit center 1 , the system ignores this data record when company 1 is processed.

    This logic allows the use of large files (for example, files that contain for all consolidation units or files with data for multiple periods) without the need to split up the data for processing at the consolidation unit level. When such a file is uploaded, the system only reads the desired records.

Treatment of Currencies when Uploading Reported Financial Data

The system writes the values it collects for all key figures that have been assigned to a data row in the customizing settings for the upload method. Under certain conditions, when uploading reported financial data the system can also write values for key figures that have not been explicitly defined in the method.

This applies, in particular, to the ability to automatically write reported financial data in group currency, in addition to local currency. For this to occur, the following conditions need to be given:

  • The local currency and the group currency are the same.

  • The upload method has an assignment for values in local currency, but does not have an assignment for values in group currency.

In other words, the system interprets the absence of values in group currency and the fact that both currencies are the same as an implicit instruction to automatically fill the values in group currency with those in local currency.

The system always writes the values in transaction currency.

Configuring Data Collection Tasks and Methods for Flexible Treatment of Currencies

You can have data collection tasks support both automatic writing of reported financial data in group currency and the collection of reported values in group currency, depending on the structure of the reported data. You can do this by creating two methods with the category “flexible upload”:

  • The method for the explicit collection of reported values in group currency contains a field for values in group currency.

  • The method for automatic writing of values of group currency contains the placeholder field “Free Field” at the same location.

Customizing settings let you set the degree of automation the data collection task uses for choosing the appropriate currency treatment:

  • Users manually choose the upload method: You assign both upload methods to the same data collection method. When the task is executed, the user decides which of the two methods is used. This has the disadvantage that choosing the wrong upload method would either set the group currency values to zero or retain the group currency values without change. However, you could use follow-up validation steps to detect such a problem.

  • System automatically chooses the upload method: You assign each of the two upload methods to separate data collection methods. In the customizing settings for the data collection task, you choose “depending on consolidation unit” as the means for assigning the data collection method. Afterwards, you specify which of the two data collection methods is used for each individual consolidation unit. Although this involves more customizing effort, this fully automated approach protects the data collection process from accidental selection of an unsuitable method.

Writing of Data is Suppressed if Errors Occur

The data records are only written if no errors occur. This is necessary to prevent follow-up errors. (For example, inconsistent reported financial data can lead to erroneous results in currency translation and rounding.)

Possible Errors Caused by Existing Data Records

In addition to uploaded records, the system also checks the records to be written. Thus, the system also checks existing records in prior periods which are to be changed. Consequently, the following applies:

  • If data records exist for master data that does not exist (or no longer exists), the system does not change or delete these records.

  • If data records exist which are not (or no longer are) permitted to be written, the system cannot change or delete these records. For example, this can be the case if a required breakdown (without a default) by transaction type was added.

Writing Data to BI

When an upload method is run in update mode and does not produce any errors, the data is not yet written to SAP NetWeaver Business Intelligence (BI). This takes place when you exit the screen of the data collection task. The system shows which record is currently being written on the status line of the screen.

Result

The system generates a log of the upload run.

Recommendation Recommendation

In the log, always check which upload method was actually used. Keep the following in mind:

  • The task hierarchy is time and version dependent.

  • The assignment of the data collection method to the task is time, version, and period category dependent.

End of the recommendation.

Once the records are written to BI, you can display the uploaded data in the list of totals records. To display the cumulative values for cross-checking the upload, restrict the period to the range from “000” to the desired period.