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  Scenario when Using Offline Data Entry

Purpose

This scenario applies if at least one consolidation unit transfers its data by means of the offline PC data entry program on the basis of MicrosoftAccess.

Process Flow

Data entered in the offline PC data entry program using Microsoft Access are not converted during the changeover of the Consolidation application, although you can convert them indirectly to some extent.

Microsoft Access
Changeover of the Local Currency Key

  • Case 1: Decentralized data entry in euros after changeover of Consolidation in SAP system

    In order to enter new financial data, you need to assign the new local currency key ‘euro’ for a consolidation unit in the data entry program.

    To do this, you download master data from the SAP system and import it into the data entry program.

  • Case 2: Decentralized data entry in euros before changeover of Consolidation in SAP system

The sequence under case 1 can be timing-critical for decentralized data entry. In order to enter data offline in euros before the SAP system is changed over, you can temporarily set the local currency key of a consolidation unit to ‘euro’ for the download.

Note that in this case you cannot use comparison values or carryforward values from the prior year.

Download and import of converted financial data in SAP system

You can download financial data in the SAP system from decentralized data entry, and import it back into the offline program.

This function enables you to transfer euro values into the offline program after changing over local currency in Consolidation. You can thereby analyze past values and use comparison and carryforward values as a reference when entering data for the current fiscal year.

You download and import data for a particular year and consolidation unit (group of consolidation units). Local valuation data and standardizing entries in local currency are downloaded.

Entry in group currency

In order to enter data in group currency, you need to transfer the ledger currency (which may have been changed over) and the exchange rates by downloading master data from the system and importing it into Access.

Reporting

  • In order to use group currency in Access reporting, you need to transfer the ledger currency (which may have been changed over) and the exchange rates by downloading data from the system and importing it into Access.

  • If you summarize data by means of a rollup in order to increase reporting efficiency, you need to identify the relevant rollups and repeat them in order to receive summarized data in euros.