AC660_EN_Col51_FV_Inst_A4 (第4页) | ERP软件技术分享

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Unit3: DataCollection AC660

For example, theuser candefinealegal dimension of consolidation in

whichinteruniteliminationisperformedthroughthetasksofelimination

of IU payables and receivables, the elimination of IU revenue and

expense, andeliminationofinvestmentincome.

Youhavetodefineataskbeforeyoucanassignittoataskgroup. The

definitionoftasksisdescribedinthecustomizingsectionsofthenextfew

units. Youcan returnto thisstep from there.

Recommendation

If you have begun the consolidation process for a period, you should

no longerchange the underlyingtask group. Therefore, make sureat

the start of the consolidation process that all the tasks required in the

task group have been configured.

Figure 27: Status Monitor

The data monitor and the consolidation monitor control the status of the

consolidationprocess,andtaskscanbestarteddirectlyfromwithinthemonitor.

Eachmonitorcanaccommodateasmanytasksasrequired.

Tasks are user-defined. They are grouped into task groups, which carry

informationabouttheirsequence. Taskgroupsareassignedtodimensions.

Overall statusof consolidation unitsand groups:

• Initial stage / open / error(s) / complete

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AC660 Lesson: Status Management

Detailed status per task:

• Initial stage / incomplete / errors / error-free / provisional / blocked /

unblocked / irrelevant

• Date last changed/ user responsible for last change / number of errorsor

warnings

Taskscanberunintestorupdatemode. Theycanberunsuccessivelyuptothe

next milestone or without stop.

Period can be opened or closed.

Youcancallupthelastlogfortheselectedconsolidationgroupand/ortheselected

unit and the tasks. This function is only available for a task, when you have

activated log archiving in Customizing. Note that this new function does not

yet support all task categories.

Data Monitor

Customizing the Data Monitor

1. Explainthestepsontheleft-handsidefromtoptobottom:

A task group is a group of several tasks.

Youdefineataskgroupforeach dimension, byusing thedatamonitor to

determinethetaskstobeperformedandtheirsequence.

Thedatamonitorisconfiguredandstarteddimension-specifically.

2. Explain theright-hand sidefromtoptobottom:

Youcandefinethefollowingbasicsettings(Checkglobalsystemsettings)

for the monitor:

• Youcandeactivatestatusmanagement. Thismeansthatthetasksare

not subject to checks by the system.

• Youcandefinethattheperiodsinwhichthetaskswillbeperformed

have to beexplicitlyopened. If you do not define this, theperiods

are open by default.

Definethecharacteristicsforthetreatmentofeachtaskinthemonitor:

a) Whether the task should be blocked automatically after it has been

completed without errors.

b) Whetherthesystemshouldstopatamilestonewhenrunningsuccessive

tasks. The system regards all manual posting tasks as milestones,

becausethesepostingscannotbeperformedautomatically.

c) Define the position of any equal-ranking tasks in the monitor (for

details,seegraphicSequenceofTasksintheDataMonitor)

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Unit3: DataCollection AC660

3. Year, Period effective, Period category:

These settings are discussed in detail in the graphic settings for Online

Data Entry.

Year/period effective: settings that are valid from December 1998, for

example, are valid until the next change.

Period category:

Youuseperiodcategoriestogrouptogethertheperiodsofafiscalyearthat

havethesamerequirementsfordataentryandnecessaryconsolidationtasks.

Examples:

• Period category “monthly” with periods January, February, ...,

December

4. ·Period category “end of quarter” with periods March, June, September,

December

Hint: No taskscan beperformed inaclosedperiod. Anauthorization

objectisavailableforopeningandclosingperiods,whichallowsyouto

assigntheauthorizationtoaselectgroupofemployees.

Sequence of Tasks in the Data Monitor

• Thesystemspecifiesamandatorysequenceforperformingthetasks. The

sequencecancontainblocksofequal-rankingtasks,whichcanbeperformed

in any order.

You candefineadditional sequenceinformation for the tasksbydefining

preceding tasks.

• Thetasksarelistedintheorderinwhichtheywillbeperformedinthedata

and consolidation monitor.

Youcandeterminethesequenceofequal-rankingtasksbyenteringanumber

in the monitor.

The equal-ranking tasks are arranged from left to right in ascending

numerical order.

• Regardless of their arrangement in the monitor, equal-ranking tasks can

always be performed in any sequence.

• Tasks can be started provisionally.

Example: Currencytranslationhastorunbeforeactivity“Apportionment”

canbeperformedinconsolidationofinvestments. However, youcanstill

startapportionmentasatask(comparabletoasimulation).

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AC660 Lesson: Status Management

• Eachtaskmayonlybecontainedinasingletaskgroup,withtheexceptionof

manual posting and reclassification

Hint: System documentation:

Sequence of tasks in the data monitor:

Defineprecedingtasksforindividualtasksinthelist.

Thefollowinglogicappliestotheoverallsequenceofthetasks:

1. The system specifies a required sequence of the tasks through

status management.

The tasks are divided into blocks. The numbers of the blocks

indicatetherequiredsequence. Thetaskswithinasingleblockcan

be performed in any sequence.

Example:

Thetaskforvalidatingtheadjustedreporteddataisarequiredtask.

Thismeansthatitalwayshastobecontainedinataskgroup.

Thisensuresthatvalidatedreporteddataisavailableforthetasksin

the consolidation monitor.

Youcanaddothertaskstoataskgroupasnecessary.

2. Itmayalsobenecessaryforeconomicororganizationalreasonsto

defineasequencewithinasingleblock. Youcanassignapreceding

tasktoany task for thispurpose. In thiscase, thetask cannot be

performeduntiltheprecedingtaskhasbeenlocked.

3. Youcandefinethearrangementinthemonitorfortheremaining

equal-rankingtaskswithinasingleblock. Whenthesystemfinds

two or more equal-ranking tasks within a block, it displays the

tasksinthemonitorfromlefttorightinascendingnumericalorder.

Pleasenote,however,thatthisarrangementdoesnotmeanthatthe

equal-rankingtaskswillbeperformedinthissequence. Theycan

be performed in any sequence.

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Unit3: DataCollection AC660

Figure 28: Customizing the Data Monitor

All tasks assigned to a task group must be executed for all the consolidation

units. Exceptionsaretasksformanualposting,datacollection,andthosethatyou

specify irrelevant for a unit.

Once you have started consolidation processing for a period, you should not

change the task groups that you are using.

Note: Thesystemregardsallmanualpostingtasksasmilestones

Group-dependent taskgroups: Whenyou assignagroup-dependent taskgroup

toaconsolidationgroup,thenthemonitoronlydisplaysthetasksoftherelevant

group-dependenttask groups. Normally sucha task groupdoesnot includeall

tasks,whichareassignedtotheglobal(dimensionlevel)taskgroup.

Note the following rules:

• Agroup-dependenttaskgroupmustalwaysbeapartialnumberoftheglobal

task number.

• Itmustalwaysstartwiththefirsttaskoftheglobaltaskgroup.

• Therecanbenogapsintheglobaltasksequence.

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AC660 Lesson: Status Management

Figure 29: Sequence of Tasks in the Data Monitor

Atask for thevalidation of standardizedfinancialdatamustbeincludedinthe

datamonitor taskgroup. Allother tasksareoptional.

Thefollowingtaskscanonlybeenteredonceinthetaskgroup,althoughtheyare

assignedtomorethanoneblock: Itemsubstitution/retainedearnings,Rollupto

consolidation groups.

The following tasks can also only be entered once in the task group: Balance

carryforward, Data collection, Validation of reported financial data, Currency

translation,Apportionment,Validationofstandardizeddata.

ThetasksManualpostingandReclassificationcanbeenteredseveraltimesinthe

taskgroup. Butthentheymustdifferentiatebytheassigneddocumenttype.

Statusmanagementalsoletsyouexecutecustomtasksatanypointintime. You

can insert customtasksintoany of these 7blocks.

Demonstrate the workingof the DataMonitor

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Unit3: DataCollection AC660

Demonstration: Demonstration of the Customizing

Data Monitor

Purpose

To demonstrate Customizing Data Monitor

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

1. Showataskinthetaskgroup(suchascurrencytranslation)intheIMG

2. Youcanalsoshowthedefinitionofaprecedingtask. Pleasenote,however,

thatthecourseexampledoesnothaveaprecedingtask.

Demonstration: Demonstration of the Data Monitor

Purpose

To demonstrate Data Monitor

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

1. Showthetask/taskgroupinthedatamonitor(suchascurrencytranslation)

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AC660 Lesson: Status Management

Exercise 4: Data Monitor

Exercise Duration: 10 Minutes

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Define tasks and task groups

Business Example

Your presentationexampleincludesaunitontheconsolidationof investments.

For thisreason, you need to collect additional financial data, whichis used by

the consolidation task.

In practice, subsidiaries supply this information along with the other reported

financialstatementdata. Thisiswhyyoupopulatethesetablesinthecourseof

the data collection.

You need to perform two steps before you can collect the additional financial

datafor theconsolidation of investments. First, you need todefine the system

utilizationfortheconsolidationofinvestments. Then,youmustdefinetheglobal

settings.

Task 1:

Global system settings

1. Define the following global system settings:

Activate statusmanagement to ensure that individual consolidation steps

are carried out in the correct order.

Tosimplifyyourpresentation,specifythatnewperiodsareopenbydefault.

Task 2:

Usethedatamonitorandtheconsolidationmonitortovisuallykeeptrackofthe

status of your various tasks.

Data monitor:

1. Runthe following tasksin thedata monitor:

Continued on next page

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Unit3: DataCollection AC660

Task Task category Shorttext Mediumtxt

DATA Datacollection Dataentry OnlineDateEntry

INPUT

LOCAL Validation of reported ValidLC Validationinlocal

VAL Financial Data currency

GROUP Validation of ValidGC Validation in

VAL Standardized Financial groupcurrency

Data

CreatethetaskfordataentryandtwovalidationstepsintheImplementation

Guide (IMG).

AssignthemtothetaskgroupDATAwiththedescriptionDataMonitor.

Inthedefinitionofthetaskgroup,specifythatyouwantthevalidationtasks

tobeautomaticallyblockedaftercompletionwithouterrors.

Assignthetaskgrouptoyourdimensionusingtheperiodcategory2and3.

Task 3:

Entry of activitiesfor theadditional financialdata:

1. Entryofactivitiesfortheadditionalfinancialdata:

• ExecutetheDATAINPUTtaskforconsolidationgroupG1.

• Entertheactivitieslistedbelow, makinganoteofeachoftheactivity

numbersforthedifferentstepsinyourforthcomingpresentation.

Changes in Investments

A) First consolidation:

ConsIn- FS SubInc/Change Book Book

Unit vestee Item ItemDecinShare ValueLC Value

Unit GC

Invest- A B 170100 120 + 80 USD USD

ment 1000 1000

Capital B 250100 100 + USD USD

Stock 1000 1000

B) First consolidation:

Continued on next page

110

Task	Task category	Shorttext	Mediumtxt
DATA INPUT	Datacollection	Dataentry	OnlineDateEntry
LOCAL VAL	Validation of reported Financial Data	ValidLC	Validationinlocal currency
GROUP VAL	Validation of Standardized Financial Data	ValidGC	Validation in groupcurrency

	Con Unit	sIn- vestee Unit	FS Item	Sub Ite	Inc mDe	/Change cinShare	Book ValueLC	Book Value GC
Invest- ment	A	B	170100	120	+	80	USD 1000	USD 1000
Capital Stock		B	250100	100	+		USD 1000	USD 1000

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AC660 Lesson: Status Management

ConsIn- FS Sub Inc/ Change Book Book

Unit vestee Item Item Dec inShare Value Value

Unit LC GC

Invest- A C 170100 120 + 16 USD USD

ment 260 260

Invest- B C 170100 120 + 60 USD USD

ment 1000 1000

Capital C 250100 100 + USD USD

Stock 1000 1000

C) First consolidation:

ConsIn- FS SubInc/ Change Book Book

Unit vestee Item ItemDecinShare ValueLC ValueGC

Unit

Invest- B D 170100120+ 75 USD USD1050

ment 1050

Capital D 250100100+ UNI USD1000

Stock 2500

D) First consolidation:

ConsIn- FS SubInc/ Change Book Book

Unit vestee Item ItemDecinShare ValueLC ValueGC

Unit

Invest- B E 170300120+ 40 USD800 USD800

ment

Capital E 250100100+ USD USD

Stock 1000 1000

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	Con Unit	sIn- vestee Unit	FS Item	Sub Item	Inc/ Dec	Change inShare	Book Value LC	Book Value GC
Invest- ment	A	C	170100	120	+	16	USD 260	USD 260
Invest- ment	B	C	170100	120	+	60	USD 1000	USD 1000
Capital Stock		C	250100	100	+		USD 1000	USD 1000

	Con Unit	sIn- vestee Unit	FS Item	Su Ite	bInc mDec	/ Change inShare	Book ValueLC	Book ValueGC
Invest- ment	B	D	17010	012	0+	75	USD 1050	USD1050
Capital Stock		D	25010	010	0+		UNI 2500	USD1000

	Con Unit	sIn- vestee Unit	FS Item	Su Ite	bInc mDe	/ Change cinShare	Book ValueLC	Book ValueGC
Invest- ment	B	E	17030	012	0+	40	USD800	USD800
Capital Stock		E	25010	010	0+		USD 1000	USD 1000

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Unit3: DataCollection AC660

Solution 4: Data Monitor

Task 1:

Global system settings

1. Definethe following global systemsettings:

Activate statusmanagement to ensurethat individual consolidation steps

are carried out in the correct order.

Tosimplifyyourpresentation,specifythatnewperiodsareopenbydefault.

a) Global system settings:

Tochangetheglobalsystemsettings,choose: MenuPath: Tools→

Customizing→IMG→ExecuteProject→SAPReferenceIMG→

EnterpriseControlling→Consolidation →Check Global System

Settings .

Select Status management activated.

Caution: DoNOTselectOpenperiodsexplicitly

Task 2:

Usethedatamonitorandtheconsolidationmonitortovisuallykeeptrackofthe

status of your various tasks.

Data monitor:

1. Run thefollowingtasksin thedata monitor:

Task Task category Shorttext Mediumtxt

DATA Datacollection Dataentry OnlineDateEntry

INPUT

LOCAL Validation of reported ValidLC Validationinlocal

VAL Financial Data currency

GROUP Validation of ValidGC Validation in

VAL Standardized Financial groupcurrency

Data

CreatethetaskfordataentryandtwovalidationstepsintheImplementation

Guide (IMG).

AssignthemtothetaskgroupDATAwiththedescriptionDataMonitor.

Inthedefinitionofthetaskgroup,specifythatyouwantthevalidationtasks

tobeautomaticallyblockedaftercompletionwithouterrors.

Continued on next page

112

Task	Task category	Shorttext	Mediumtxt
DATA INPUT	Datacollection	Dataentry	OnlineDateEntry
LOCAL VAL	Validation of reported Financial Data	ValidLC	Validationinlocal currency
GROUP VAL	Validation of Standardized Financial Data	ValidGC	Validation in groupcurrency

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AC660 Lesson: Status Management

Assignthetaskgrouptoyourdimensionusingtheperiodcategory2and3.

a) Tasks:

TodefinethedatacollectiontaskDATAINPUT,choose:

Menu Path: Tools→Customizing→IMG→ExecuteProject→

SAPReferenceIMG→EnterpriseControlling→Consolidation→

Data→ Data Collection→DefineTask

Choose New Entries. Enter task name, task category and texts as

listed in the table.

TodefinethevalidationtaskLOCALVAL,choose:

Menu Path: Tools→Customizing→IMG→ExecuteProject→

SAP Reference IMG → Enterprise Controlling→ Consolidation

→Data → Validationsfor Reported Data and Standardized Data

→ Define Task

Choose New Entries. Enter task name, task category and texts as

listed in the table.

Save your entry.

TodefinethevalidationtaskGROUPVAL,choose:

Menu Path: Tools→Customizing→IMG→ExecuteProject→

SAPReferenceIMG→EnterpriseControlling→Consolidation→

Data→ValidationsforReportedDataandStandardizedReported

Data → Define Task

ChooseNewEntries. Entertaskname,taskcategoryandtextsaslisted

in Exercises section.

Save your entry.

To definethetask group DATA, choose:

Menu Path: Tools→Customizing→IMG→ExecuteProject→

SAPReferenceIMG→EnterpriseControlling→Consolidation→

Data→DataMonitor→DefineTaskGroup

ChooseNewentries,andenterthenameDATAanddescriptionData

Monitor for the task group. Select the task group you just created

anddouble-clicktheAssigntaskstotaskgroupfolder. ChooseNew

Entriesandassign thetasksthat youhavedefinedto thistaskgroup

(withoutspecifyingprecedingtasks). Autoblockthevalidationtasks.

Save your entries.

Toassignthetaskgrouptoadimension, choose:

Continued on next page

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Unit3: DataCollection AC660

MenuPath: Tools→Customizing→IMG→ExecuteProject→

SAPReferenceIMG→EnterpriseControlling→Consolidation→

Data→DataMonitor→AssignTaskGrouptoDimension

Choose New Entries.

Field orData Type Value

FY effect current year

Period Effect 12

Period Cat. 2 and 3

Datamontaskgroup DATA

Save your entries.

Task 3:

Entry of activitiesfor theadditional financialdata:

1. Entryofactivitiesfortheadditionalfinancialdata:

• ExecutetheDATAINPUTtaskforconsolidationgroupG1.

• Entertheactivitieslistedbelow, makinganoteofeachoftheactivity

numbersforthedifferentstepsinyourforthcomingpresentation.

Changes in Investments

A) First consolidation:

ConsIn- FS SubInc/Change Book Book

Unit vestee Item ItemDecinShare ValueLC Value

Unit GC

Invest- A B 170100 120 + 80 USD USD

ment 1000 1000

Capital B 250100 100 + USD USD

Stock 1000 1000

B) First consolidation:

Continued on next page

114

Field orData Type	Value
FY effect	current year
Period Effect	12
Period Cat.	2 and 3
Datamontaskgroup	DATA

	Con Unit	sIn- vestee Unit	FS Item	Sub Ite	Inc mDe	/Change cinShare	Book ValueLC	Book Value GC
Invest- ment	A	B	170100	120	+	80	USD 1000	USD 1000
Capital Stock		B	250100	100	+		USD 1000	USD 1000

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AC660 Lesson: Status Management

ConsIn- FS Sub Inc/ Change Book Book

Unit vestee Item Item Dec inShare Value Value

Unit LC GC

Invest- A C 170100 120 + 16 USD USD

ment 260 260

Invest- B C 170100 120 + 60 USD USD

ment 1000 1000

Capital C 250100 100 + USD USD

Stock 1000 1000

C) First consolidation:

ConsIn- FS SubInc/ Change Book Book

Unit vestee Item ItemDecinShare ValueLC ValueGC

Unit

Invest- B D 170100120+ 75 USD USD1050

ment 1050

Capital D 250100100+ UNI USD1000

Stock 2500

D) First consolidation:

Continued on next page

115

	Con Unit	sIn- vestee Unit	FS Item	Sub Item	Inc/ Dec	Change inShare	Book Value LC	Book Value GC
Invest- ment	A	C	170100	120	+	16	USD 260	USD 260
Invest- ment	B	C	170100	120	+	60	USD 1000	USD 1000
Capital Stock		C	250100	100	+		USD 1000	USD 1000

	Con Unit	sIn- vestee Unit	FS Item	Su Ite	bInc mDe	/ Change cinShare	Book ValueLC	Book ValueGC
Invest- ment	B	D	17010	012	0+	75	USD 1050	USD1050
Capital Stock		D	25010	010	0+		UNI 2500	USD1000

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Unit3: DataCollection AC660

ConsIn- FS SubInc/ Change Book Book

Unit vestee Item ItemDecinShare ValueLC ValueGC

Unit

Invest- B E 170300120+ 40 USD800 USD800

ment

Capital E 250100100+ USD USD

Stock 1000 1000

a) Activity entry:

• Toentertheactivities,startthedatamonitorat:

Menu Path: Accounting → Enterprise controlling →

Consolidation→DataCollection→Monitor

In the hierarchy, place the cursor on the cross section for

consolidation group G1 and the data entry task. Then choose

Update run.

• Enterthelistedactivities,aslistedintheChangesinInvestments

tablebyselecting“ChangesinInvestments“undertheAdditional

financial data folder.

Doubleclicktoselecttherelevantconsolidationunitthendouble

click on first consolidation.

Inputtheinvesteeunitandthengotothedetailstabtoinputthe

rest of the data.

Writedowneachassignedactivitynumber.

• Save your entries.

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	Con Unit	sIn- vestee Unit	FS Item	Su Ite	bInc mDec	/ Change inShare	Book ValueLC	Book ValueGC
Invest- ment	B	E	17030	012	0+	40	USD800	USD800
Capital Stock		E	25010	010	0+		USD 1000	USD 1000

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AC660 Lesson: Status Management

Lesson Summary

You should now be able to:

• Describe the features of the status monitor

• Customize data monitor

• Assign tasks in the data monitor

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Unit3: DataCollection AC660

Lesson: Data Entry

Lesson Duration: 50 Minutes

Lesson Overview

Thislessonprovidesanoverviewofonlinedataentryandofflinedataentrywith

MicrosoftAccess/Excel. Youwilllearnhowtousedataentrylayoutsforonline

data entry. In addition, you will learn the benefits of flexible upload for data

collection.

Lesson Objectives

After completingthislesson, you will beable to:

• Describethe settings for onlinedataentry

• Define data entry layouts

• DescribeofflinedataentrywithMicrosoftAccess/Excel

• Explain flexible upload

Explainthatadataentrygroupcombinestogetherthedataentrylayoutsthatare

used for consolidation unitsand consolidation groups. Bring out howthedata

entrylayoutscansupplydifferentfinancialstatementitemscontainingdifferent

breakdownwithvalues. ProvideinformationonofflinedataentrywithMicrosoft

Access/Excel.

Business Example

Thegroup,G1,planstointroducetheSAPConsolidationbytheendofthisyear.

Youarerequiredtoprepareandcustomizetheelementsfordataentry.

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AC660 Lesson: Data Entry

Online Data Entry

Settings for online data entry

Explain the graphic in the following steps:

1. Data entry layouts

These contain the values to consolidate from the individual financial

statements(fordetails,seelatergraphic). Severaldataentrylayoutscanbe

assigned to a single data entry group.

2. Data entry group

Groups together the data entry layouts that are used for entering the

consolidationunitsand(whenapplicable)consolidationgroupswhen the

data entry profile is correct. Several data entry groups can use the same

data entry layouts.

3. Period category

Periodcategoriesareusedtogrouptogetherperiodsofafiscalyearthathave

thesamerequirementsfordataentryandconsolidationtasks.

Example:

Global entry of data for totals itemsin the months of January, February,

April, May, July, August, OctoberandNovember

Detailedentryofvalueitems: attheendofeachquarter

4. Financial data typeand consolidation unit

Financialdatatypesgrouptogetherthedifferentrequirementsfordegreeof

detail and object of the entry.

They are relevant for consolidation units and (where applicable)

consolidation groups whose reported data has been recorded in the SAP

system or via PC entry with MS Access.

Theyareassignedtotheconsolidationunits(orgroups)intheirmasterdata.

5. Data entry profile

Includesthefinancialdatatype,theperiodcategory,andthedataentrygroup.

6. Special version data recording

Duringdatarecording,thesystemusestheconsolidationversiontoaccess

thespecialversiondatarecording,anddeterminesthedataentryprofile.

Variable Scope of Reported Data

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Unit3: DataCollection AC660

Use this graphic as a template for your demonstration. Exercise: Different

companieshavetoreportdifferentlayoutsatdifferenttimes.

Hint: System documentation:

Period category:

Periodcategoriesareusedtogrouptogetherperiodsofafiscalyearthat

havethesamerequirementsfordataentryandconsolidationtasks.

Theperiodcategoryallowsyoutomakethefollowingdefinitions:

• Youcanusedifferentdataentryprofilesindifferentmonthstoenter

thereporteddataofyourconsolidationunitsand(whereapplicable)

consolidation groups.

• Youcanassigndifferenttaskgroupstoyourdimensionindifferent

periods.

Periodcategoriesaredefinedforallviewsandversions. Thismeansthe

definedperiodcategoriesarevalidinalltheviewsofyourconsolidation

system andin all theconsolidation versions.

Example

Youcouldhavethefollowingconsolidationrequirements: Youwantto

performsimpleconsolidationbasedonaggregatedvalueseachmonth,but

acomprehensiveconsolidationattheendofthehalf-yearandyear. You

therefore define two period categories:

• Period category “2” with months 1,2

• Periodcategory“3”withmonths3, 6and9

Variousperiodcategoriesarepre-definedintheSAPstandardshipment.

System documentation:

Data entry profile, examples:

Youmightneedthefollowingtwodataentryprofiles:

• Data entry profile 1:

– Version: “Actualdataforconsolidationbylegalrequirements”

– Financialdatatype: “Monthlydataentry”

– Period category: “Aggregated” (with periods

1,2,3,4,5,7,8,9,10,11)

– Dataentrygroup: “Layoutsforaggregatedentryofreportdata”

• Data entry profile 2:

– Version: “Actualdataforconsolidationbylegalrequirements”

– Financialdatatype:“Monthlydataentry”

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AC660 Lesson: Data Entry

– Periodcategory:“Detailed”(withperiods6and12)

– Dataentrygroup: “Layoutsfordetailedentryofreportdata”

Youcanalsopointoutthatdatacanberecordedforconsolidationgroups,

however, this must be explicitly allowed in the system. The entry is

version-specific, the periodicity can be controlled by entering period

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Unit3: DataCollection AC660

Figure 30: Customizing Online Data Entry

Figure 31: Settings for Online Data Entry

Companies in a group often have different requirements concerning reported

financial data. For this reason, you can formulate different rules for each

consolidation unit in the data entry version.

A data entry profile consists of the assignment of a data entry group to a

combination of special version for data entry, financial data type, and period

category. Thedataentryprofilevalidforaconsolidationunit/groupdetermines

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AC660 Lesson: Data Entry

the data entry layouts that can be used to enter its financial data. Data entry

groups,periodcategories,andfinancialdatatypesarevalidinalldimensionsand

versions. Dataentrylayoutsarevalidforaspecifiedchartofaccounts. Whenyou

startthedataentrytaskinthedatamonitor,onlylayoutscanbeusedfromthedata

entrygroupwhosechartofaccountsmatchesthatintheglobalparameters. You

canassignadataentrylayouttomorethanonedataentrygroup.

Intheperiodcategory,youspecifyalltheperiodsinthefiscalyearinwhichyou

enter the same category of financial data.

You use financial datatypes to categorize thedetail level of the financial data

reportedbyaunitandalsothecategoryofdatathatitreports. Forexample,you

couldassignonefinancialdatatypetounitsthat,duetotheirsizeandimportance,

enterhighlydetaileddatapossiblymorefrequently, andadifferentdatatypeto

units of less importance.

Figure 32: Variable Scope of Reported Data

The scope of data to be reported by each consolidation unit can be flexibly

defined. In the example above, company 1 must enter the balance sheet and

income statement data in the period 6. Conversely, company 2 only needs to

enter the income statement data.

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Unit3: DataCollection AC660

ThefollowingCustomizingelementsdeterminethescopeofreporteddata:

• Dataentrygroups-Acollectionofanynumberofdataentrylayouts.

• Period category-Encompassesperiodsthatrequirethesameprocessing

in Consolidation.

• Financialdatatype-Indicatestheunitsthathavethesamerequirementsfor

reporting data.

• Afterdefiningtheabove, youspecifywhichconsolidationunitsbelongto

whichfinancialdatatype. Youalsospecifywhichdataentrygroupisvalid

forwhichcombinationoffinancialdatatypeandperiodcategory.

Figure 33: Online Data Entry with Flexible Layouts

User-definabledataentrylayoutsareusedtoenterreportedfinancialdataonlinein

theSAPsystem. Theycanalsobeusedtoenterdataoffline. MicrosoftExcelcan

bestartedwithintheSAPGUIandservesasanentryscreenand/ordisplayscreen.

Eachlayoutcanhaveitsownuniquestructure. Youdefinetherowstructureand

specifythecurrenciesand/orquantityunitsofmeasurethatyouwanttoenter.

The row structureis normally based on thefinancial statement itemsand their

breakdowns by partner unit, subitem, transaction currency, and/or year of

acquisition.

To display the comparison values from other versions, years or periods, you

can create value columns, which are not ready for input. You specify the

characteristics version, year or period in these columns, or you refer to other

variablesand/ortheglobalparameter. Asanalternativetothedefinitionoflead

columns, you can define individual rows. By doing this, you have additional

possibilitiestocreatelayoutstofurthermeetyourindividualrequirements. For

example,bydefiningemptyrows,youcancreateadditionallayouts. Youcanuse

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AC660 Lesson: Data Entry

thecharacteristicsversion,yearorperiodinvaluecolumns,whicharereadyfor

input, toenter datavaluessimultaneouslyin severalversions, yearsorperiods.

Thestatusmanagementforthemonitorisreadcorrespondingly.

Figure 34: Definition of Data Entry Layouts

Data entry layouts are used to enter reported financial data online in an SAP

system orofflinein aMicrosoft Accessdatabase.

Thelayoutsthatyourequiredependonthelevelofdetailandthetypeofdatato

beentered. Forexample,youcouldusedifferentlayoutstoenter balancesheet

data, income statement data, and quantities.

Youdefineadataentrylayoutforaparticularchartofaccounts.

The structure of a layout isflexible. You define the layout of the rows, which

means a combination of characteristics and characteristic values in the lead

columns, such as FS items and their breakdown by partner unit, subitem,

transactioncurrency,oryearofacquisition. Youalsospecifythecurrenciesand/or

quantities that you want to enter.

Youcanenterbothcurrenciesandquantitiesinalayout.

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Unit3: DataCollection AC660

Offline Data Entry

Offline Data Entry with MS Access/ Excel

1. Downloading data

Datacanbedownloadedfromothersystems–suchasMSExcel–intothe

MS Accessdatabase. Masterdata, dataentrylayouts, andvalidationscan

alsotransferredfromSAPConsolidationtoMSAccess.

2. Processing data in MS Access

DatacanbevalidatedandtranslatedinMSAccess. Youcandownloadthe

dataintoInteractiveExcel for reporting purposesandthenuploadit back

to the MS Access database.

3. Uploading data to SAP Consolidation

BenefitsofMSAccesscomparedtoflexibleupload: Thedataisalreadyvalidated

beforeit reachestheSAP R/3System. Youcanmanageandedit different data

versionsinMSAccessinaccordancewiththeSAPConsolidationversions.

Data Entry and Validation with MS Access

Hint: BecauseMSAccessisnotinstalledontheinstructororparticipant

PCs, nodemonstrationof MSAccessispossible.

AscreencamfromRelease4.6oftheIDESsystemisnotavailableyet.

AscreencamthatwasgeneratedinFI-LCisavailableonserver32530,

directorySHARED,filename“acc_sm1.scm”.

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AC660 Lesson: Data Entry

Figure 35: Offline Data Entry with MSAccess /Excel

Youusethismethodifoneormoreunitsdonotuseanyintegration,butadminister

the reported financial data on PC. You can start the data collection both for a

single unit and for a group.

Youhavedefinedmasterdata,dataentrylayouts,andvalidationrulesintheSAP

system,whichyoucantransfertoMicrosoftAccesswiththemeansofadownload.

InAccess,youcandefinemoremasterdata,whichyoucanuploadintotheSAP

system. Further,inAccessyoucanenterdataandcarryoutavalidationcheck. In

addition,youcanexecuteacurrencytranslationalready.

WithInteractiveExcel,youhaveanotherpossibilityfordataentry. Itisincluded

inthestandardExcel asatemplate. WiththeuseofInteractiveExcel asadata

entrytoolfor an Accessdatabase, you have moreflexibilitythan intheoffline

dataentrydirectlyinAccess. Thisisbecausethestructureofadataentryform

is strictly specified in Access.

Theentereddataisloaded intotheAccessdatabase.

You can download data from the SAP system and the Access database into

Interactive Excel for report purposes.

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Unit3: DataCollection AC660

Figure 36: Data Entry and Validation with MSAccess

Centraldefinitionanddownloadofcontrol parameters

• Data entry layouts

• Validation rules

ThedecentralizeddataentryinAccessiscontrolledwithdataentrylayouts. You

canchangetheconsolidationunitswithinthedataentrylayout.

Items:

• Youcandifferentiateimmediatelybetweentotalsitemsandvalueitems.

• The item breakdown by double-clicking on the amount field displays a

considerabledifferencetothelayoutsinthedatamonitor.

• Theitemlongtext canbedisplayedintheitem.

Decentralized validation in Access

• Start using consolidation unit or group

• Comparison of item values

Flexible Upload

Introducetheentryofadditionalfinancialdata. Explainwhyadditionalfinancial

dataisused. Explainwhyit hastobeenterednow.

Flexible Upload

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AC660 Lesson: Data Entry

Thedataset for aflexibleuploadcouldbeanExcel filein.txtformat. Thisfile

containsthereportdatainaflexiblydefinableformat.

Thefilefortheflexibleuploadcancontainaheaderrow, andmustcontaindata

rows. Inaddition,thedialogwindowcouldcontaindatathataffectstheentirefile

but is not contained in the upload file.

The fields with a gray background in the diagram contain required data (also

see the IMG activity).

Thenumberformatcanbeselected,thedebit/creditsigncanappearbeforeorafter

the number or bepassed on ina separatecolumn.

Fixedcolumn width: If thisindicator isset, thentheupload methodusesfixed

columnwidths. Thismeansthatthelengthofeachfieldisdefined(thefieldlength

canbeenteredaftereachrespectivefield). Forexample,thelengthfromtheIMG

definitionwouldapplytotheconsolidationunits. Disadvantage: Amountsmay

have to be entered with leading zeros (too much trouble). They then appear

consecutivelyintheuploadfile,withoutfieldseparators.

Variable column width: The upload file contains the data with field separator

blank or tab (T).

Figure 37: Flexible Upload

You use this method if one or more units does not use any integration, but

administerthereportedfinancialdataonPC.Youcanstartthedatacollectionboth

for a single unit and a group.

Reported data/standardizing entries:

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Unit3: DataCollection AC660

Youcanstartthedatacollectiondirectlyinthedatamonitorwhenyousupplythe

masterdataoftheconsunitswiththefollowinginformation:

logicalfile name, server selection, uploadmethod

The system only transfers the data streams, which correspond to the global

parameters andrefer to the unit tobeedited. Other datastreamsof thefileare

not taken into account. You can upload standardizing entries. A document

is generated for each combination of ledger, consolidation chart of accounts,

dimension,version,period,andconsolidationunit. Theitembreakdowns,which

areuploaded,checkthebreakdowncategoriescorrespondingly.

Duringtheupload,youcanselectbetweendifferentupdatesessionstoensurethe

treatmentofdatastreamsthatalreadyexist. Withthis,youcanreportagainwith

thesession, Prorate, suchaspartnerspecificextensiveinformationtoFSitems,

after the correct totals are already available.

Flexibleuploadcanalsobeusedforfileuploadoforganizationalunits,FSitems,

andsub-assignments. Forexample,youcantransferproductgroupsfromafile.

Demonstration: Variable Scope of Report Data

Purpose

Togenerateabalancesheetandanincomestatementforcompany1inperiod6,

but only an income statement for company 2.

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

1. Start with the objective: You want to generate a balance sheet and an

incomestatementforcompany1inperiod6,butonlyanincomestatement

for company 2.

Demonstrate the steps in the IMG:

1. Assigndataentrylayoutsincomestatementandbalancesheettodata

entry group L2.

2. PeriodcategoryQcontainstheend-of-quartermonths.

3. FinancialdatatypeAcontainsan allocation toconsolidation unit

company 1.

4. Thisinformationisassignedtothedataentryprofile,togetherwith

the special data entry version.

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AC660 Lesson: Data Entry

(ThediagramisnotcompletelyidenticaltotheIMGhere,butyoucanhave

differentdataentryversionsthatallusethesamedataentryprofile.)

Demonstration: Online Data Entry with Flexible

Layouts

Purpose

Todefineadataentrylayoutforreceivablesandpayablesforflexiblelayouts.

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

1. Use the IMG to define a data entry layout for receivables and payables,

and explain several key terms of the Report Painter. General selection

characteristics: Thesettingsdefinedhereapplytotheentirelayout.

Advantage: Theselectioncharacteristicsdonothavetobedefinedseparately

for each column.

Keycolumns: Containthereceivables/payableswithabreakdownbypartner

Valuecolumns: Containtheperformancefigures(thevalues).

Demonstration: Online Data Entry and the Data

Monitor

Purpose

Todefinetasksandtaskgroupsanddemonstratealayoutinthedatamonitor.

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

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Unit3: DataCollection AC660

1. 1. Define tasks and task groups.

2. Demonstratealayout (receivables/payables)inthedatamonitorand

enter data.

Demonstration: Flexible Upload

Purpose

To show flexible upload

System Data

System:

Client:

UserID:

Password:

Setupinstructions:

1. ShowtheflexibleuploadintheIMGandexplain

• Icons

• Upload method

• Dialog window, header row, data rows

MentionthesettingObservedebit/creditsigninitemmasterrecord: Ifthis

indicatorisset,thenthedebit/creditsignthatisrecordedinthemasterrecord

appliestotheuploadedfinancialstatementitems. Ifthissignis“-”,thenthe

(currencyorquantity)valuesreportedforsuchafinancialstatementitem

areinvertedbeforetheyareupdated(thisisthecasewithPassivac3849401

and income statement FS item revenues).

Otherwise, the valuesare updated directly.

2. The upload file AC660-B.xls through AC660-B E.xls is available in the

training system.

Savetheuploadfileasa.txtfileandstartitinthedatamonitor.

TheExcelsheetsoftheindividualfinancial statementsareinthetraining

systeminthemenuOfficeBWorkplaceBSharedfoldersBECBEC-CS

B AC660 in the file AC660 Upload files.

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AC660 Lesson: Data Entry

Exercise 5: Online Data Entry

105

Exercise Duration: 30 Minutes

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Definedataentrylayoutsandusethelayoutstocollectdata

Business Example

Task 1:

Financial data types:

1. Createafinancial data type for your example.

Name: A(for group 01) ... R(for group 18)

Assignthefinancialdatatypetotheconsolidationunits.

Task 2:

Layouts:

1. According to the steering committee, the consolidation unit A is entered

manually.

Thegrouprequiresdataentrylayouts,whichyoucreateasfollows:

a)LXY-0001Balancesheet(XY=50+yourgroupnumber)

Thebalancesheetlayoutcontainsalltherelevantbalancesheetitemswith

theircharacteristicvaluesanddescription,andalsothelocalcurrency.

b)LXY-0003Assethistorysheet(XY=50+yourgroupnumber)

The asset history sheet contains all the relevant asset items and the item

InvestmentsinSubsidiaries–Purchasewiththefollowing:

• item description

• breakdownby subitem(transaction type)

• partner unit in local currency

Observe the individual financial statement data reported by cons unit A

and decide the items you require.

Continued on next page

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