Saving Financial Data to the Database (SAP Library

Saving Financial Data to the Database

Use

This function enables you to export financial data entered in a data matrix into an Access database for the offline data entry program.

Prerequisites

You have entered financial data in a matrix, possibly after preparing your matrix for data entry.

The relevant Access database is available in the form of a file.

The Access application is not running when you save.

Features

Checks

When you save data to the database, characteristic values in your matrix definition are checked for consistency.

A warning message appears if characteristic values in a matrix are inconsistent with those in the database, for example, if they are invalid or have an incorrect breakdown. You can correct any errors and restart the database update.
Data in rows or columns without a definition is not saved to the database.
The value 0 (zero) is saved for empty cells.

Error Log

Errors that are detected during the export are written in an error log in a text editor window. You can delete errors in the text editor once you have corrected them in the matrix, and you can copy the log to other applications in order to print or archive it.

Validation

You have the option of running a validation of reported financial data. This validation takes place in the Access database itself and uses the validation rules that are already stored there. You can run a validation when saving data in either test or update mode. Any errors are listed in the error log.

Before data can be validated, validation rules must either be defined in the SAP System and downloaded into the offline data entry program or maintained directly within the program itself.

For more information about validations, see the Consolidation Implementation Guide, section Data ® Validations for Reported Data and Standardized Data.
For more information about downloads, see the Consolidation Implementation Guide, section Data ® Data Collection ® Online and Offline Data Entry ® Additional Settings for Offline Data Entry.

Database Generation

If the Access database has not yet been generated, the update triggers a generation for the combination of dimension, version, consolidation unit, fiscal year, and period defined in the matrix.

Test Run

You have the option of saving in test mode. Characteristics are checked, data validated if so specified, and a log generated for any errors, without the database being updated. The test run enables you to remove any errors before saving in update mode.

Activities

To save data to the database, you choose Consolidation ® Export data. You specify whether you want to run the update in test mode and whether data should be validated.

You can save data from all matrices in a sheet or all matrices in a file to the database.

At the time the validation and generation of the database takes place in Access, and not in the SAP system, the monitor remains in the SAP system for the status of the validation.