Data Selection and Update (SAP Library

Data Selection and Update

Overview

Totals reports, interactive reports, and data extracts do not directly access the totals database, but instead access a reduced and summarized set of data, which is created with the help of a data selection program.

The reason behind the separation of data retrieval and data reporting is (1) to only carry out extensive selection once for large sets of data (to improve performance), (2) to summarize the result according to a smaller set of key fields, and (3) to store it in the database MCDX in blocks. This enables you to assemble the data for the various reports in a very short time using a minimum of database access.

This technique, however, involves the need for updating the summarized data whenever certain table or database changes take place. Data selection is necessary particularly after changing or entering new totals items in FS Item Maintenance and transaction type groups in Transaction Type Maintenance. During the summarization, the totaling rules in FS Item Maintenance are executed, and the transaction types from Transaction Type Maintenance are replaced by the transaction type groups. However, you do not need to re-select the data after making changes in reports, providing no new value types are used, since the summarization of data is not affected by this.

Performing data selection

You can perform the data selection itself in the Consolidation menu under Info system ® Data selection. The selection typically runs as a batch job, especially for large corporate groups.

You must initiate the selection for each subgroup, fiscal year and version. When you specify a range of periods, the appropriate debit and credit totals are added up, whereby period 000 is equated with the balance carried forward from the previous year.

The range of periods corresponds to the period specifications made in Value Type Maintenance, therefore, you must perform a data selection for each value type.

For the following totals reports you must also select Company share.

Reports which show a breakdown of item values by company (reports with list type 2).
Reports which show horizontal developments using transaction type groups.

For list type 3, the Partner share must also be requested. In large subgroups you may only be able to generate company share or partner share using batch mode, so you should not select these parameters during online prompting. Even if this restriction does not exist, you should only request the company shares and/or partner shares if you really need them during the particular phase of creating consolidated financial statements. Data selection is significantly faster if no such request is made.

When you select the parameter Copy FS item table, various information from the FS item table is stored in the MCDX database. If you do not select it, the opposite occurs and the information stored on MCDX is obtained. By employing this method, the performance-consuming interpretation of the totaling rules for the FS chart of accounts is performed only once and the results can be stored in a suitable form. This data can then be read directly from MCDX in further selection runs. Consequently, the FS chart of accounts only needs to be interpreted during the first data selection, and after making changes in FS Item Maintenance.

In FS Item Maintenance, you can also use item sets and formulas in addition to item ranges for defining item values. When an item’s value is defined using formulas, the item is referred to as a ratio. The calculation of these ratios is initiated when you select the Ratios indicator. Simple summations of item ranges or sets are always carried out.

In the phase where consolidated financial statements are created, we recommend that you automate the creation of summarized data sets. During this time, the necessary data selections should be performed regularly during the night so that updated data sets can be evaluated at the beginning of the day. Both company shares as well as the calculation of ratios should be requested.

Full selection or delta selection

Whenever further entries are posted after the data selection, the system determines whether a new full selection is necessary, or whether a delta selection suffices. In delta selection, the delta documents are selected and the summarized data set is supplemented. Delta selection can only process consolidation documents with posting levels 2 through 4, and not standardizing entries.

Delta selection is only possible under the following conditions:

A full selection has already been made with the same parameters.

The status management of the subgroup to be selected has remained in the "Translation blocked" status for all companies.

No ratios are to be calculated.

The system automatically chooses between full and delta selection. The selection log shows which selection was made, or if a selection is unnecessary.

If you want to force a full selection, you can use the program RGCSEL01 (which is not located in the menu).

List type 9 of the totals reports provides an option for analyzing the data selection. This includes information on the status of the data selection as well as reasons why it is not up-to-date. See also The Report Program and its Parameters.