Preparing for PC Data Entry 

Starting PC data entry in MS Access

In MS Access open the file WDFAFILC.MDB under File ® Open database. The logon screen appears.

Logon

Log in with user name ADMIN and password FILC , and specify the desired language.

The systems administrator (user ADMIN ) has authorization for all functions in the data entry program and is capable of allocating authorizations to the other users. For security reasons, you should change the password FILC immediately after logging on in the menu under Tools ® Administration ® Change password.

Global parameters

After logging in specify the global parameters version (consolidation version), Year and Period. The parameters are saved; they can be modified under Tools ® Customizing ® Global parameters.

Import the control parameters

You must import the control parameters from R/3 for each consolidation version. Under Transfer ® Definition enter the path where the downloaded data has been placed. Execute the import under Transfer ® Import.

The function imports all control parameters that are required for the companies, whose data will be entered in MS Access.

User authorizations

As the systems administrator you can create users and assign authorizations in the menu under Tools ® Administration.

The authorization profiles are based on the companies to be processed. A user can enter and evaluate data for only those companies that are listed in his/her profile.

Grant authorization as the administrator (user ADMIN) as follows:

  1. Create the additional users.
  2. Define the companies to be processed in each authorization profile and assign the appropriate one to each user.

Later you will be able to delete the user(s) and change the authorization profiles.

Generate data structures

Before entering your financial data you must generate the data structures in the PC data entry program. This is based on the imported control parameters.

This function generates the data records including the key fields. The value and quantity fields in the data records are filled later on during data entry.

Run one generation for each consolidation version and each fiscal year. The menu items are Data entry ® Generate. You can run it separately for each company or only once for the entire subgroup.

When entering data for sub-annual consolidation you can specify a range of periods to be generated with the From period parameter, depending on the subgroup’s consolidation frequency.

Select menu options Tools ® Customizing ® Options to determine whether additional fields can be generated, and if so, how many. You can choose up to three additional fields. These are generated in all data records, which contain some other kind of breakdown, such as a breakdown by trading partner or transaction types.

When importing financial data via an Excel interface and you have not yet generated a data structure, it is automatically generated for the current period.