data submission for group close

8/2/2019 Data Submission for Group Close

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How-to Guide

SAP EPM

Gold Value Scenarios -Gold Value Scenarios -

Financial Close

Data Submission for

Group Close with SAP

BPC

Version 1.00 – September 2008

Applicable Releases:SAP BPC 7.0 Version for Net Weaver



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1 (Business) Scenario

For Corporations which have requirements to perform Consolidated Financial reporting

(both for legal and/or management purposes) normally a local close will be performedwithin each reporting entities local general ledger system. The resultant local financialresults then need to be submitted to the central corporate consolidations system in orderto be combined with the reported results of other reporting entities in order to generatethe consolidated financial results for the group.

Normally the Group Close process will include as a minimum:

• Collection of the reported financial results of all reporting entities.

• Commonise the submitted results in order to support aggregation/consolidation ina meaningful manner. (For example; within the local ledgers of different reportingentities different local charts of account may be used. In order to be able tocombine the results of these different entities in a meaningful way the reported

results need to be converted from the varying local charts of account to a singlecommon group chart of accounts)

• Validation that the submitted data appears to be accurate and complete.

• Posting of Corporate level and late adjustments where necessary (top-sideadjustments)

• Translation to one or more common reporting currencies.

• Elimination of inter-entity activities and balances

• Calculation and generation of consolidation related adjustments in accordancewith generally accepted accounting principles related to accounting for long-terminvestments.

• Generation and distribution of the Consolidated Financial Results of theCorporate both for external and internal reporting purposes.

The Fast Close Scenario variant Group Close Integration with BPC is designed tospecifically address best practices with respect to:

• Capturing the data required to support consolidated financial reporting within asource SAP general ledger system (as part of the local close process)

• Preparation/Creation of the submission to corporate of the local reported financialresults.

• Commonie the results to be submitted.

•

Loading of the data to the Corporate Consolidation system which in this scenariois SAP BPC (Business Planning and Consolidations).

For further information related to subsequent steps in the group close process includingvalidations, posting of corporate level adjustments, currency translation, elimination ofinter-entity activities and balances and consolidation of investments please refer to theSAP Help documentation which can be located at http://help.sap.com/ -> SAP BusinessUser -> SAP Business Planning and Consolidation -> SAP BPC 5.1 / 7.0.

The Fast close scenario variant “Group close Integration with BPC” is designed to as faras possible automate the process of capturing, extracting, commonising and loading the

locally reported financial results into the central consolidations systems, reducing the

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http://help.sap.com/




create the file to be submitted to Corporate for consolidation within SAP BPC. In thisexample the data source for the local submission is the SAP New General Ledger.

To create the required report proceeds as follows:

3.1 Create a Report Painter Form to be used in the Generation of therequired report.

1.Within the SAP IMG(Transaction SPRO) proceed asfollows: Financial Accounting(New) -> General LedgerAccounting (New) -> InformationSystem -> Drilldown Reports (G/LAccounts) -> Form -> Specify form

-> Create Form (TransactionFGI4).

Under Form Type selectReporting for Table FAGLFLEXT(New General Ledger TotalsTable) and assign an identifierand name to the form as per theexample here.

Choose the “Structure” Two Axes(matrix) and then select the ButtonCreate. The following screen

should appear.

2.Double click on the headingColumn 1.

Choose the option Key Figure withCharacteristics -> Confirm.

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3. In the field Key figurechoose either the valueAccumulated Balance (KUMSL) oralternately Period Balance(UMPER) depending on whether

the submission will be cumulativeor periodic.

It will then be necessary to restrictthe key figure by the selectedcharacteristic Currency type. Inorder to restrict the key figureselect the characteristic CurrencyType from the Availablecharacteristics and transfer toselected characteristics. Choosethe currency in which the

submission is required. In thisexample we wish to submit eachentities results in the localreporting currency of the entity sothe value 10 (Company codecurrency has been selected).

Choose the button Check and ifno issues arise choose confirm toexit the column definition.

4. It will then be necessary toassign at least one characteristic

to the row definition in the form.Double click on the first row andchoose the option Characteristics.

In this example the CharacteristicVersion is selected by againtransferring this characteristicfrom the Available characteristicsto Selected Characteristics. Thefixed value 1 is then selectedrepresenting the “Actual” resultsversion.

Choose the button Check and ifno issues arise choose confirmto exit the row definition.

5.As a final step in the Definitionof the form General DataSelection criteria should now bedefined.

Edit -> Gen. Data Selection ->Gen. Data Selection. Within theGeneral Data Selection Area all

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characteristics should be includedwhich are required in order toselect the desired data but do notrepresent characteristics for whichthe individual values need to bedisplayed within the body of thereport in order to be able to createthe desired file. Please refer to thescreen as an example.

For characteristics where we wishto be able to select the values atrun time these values should bedefined as variables. For all othercharacteristics fixed values can beassigned.

Once the above has beencompleted, choose the buttonCheck and if no issues arisechoose confirm to exit the GeneralData Selection definition.

From the initial definition screenchoose the button check to ensurethat the form has been properlydefined and then Select Save inorder to save the Form.

3.2 Create the desired report utilizing the Form defined above

1.Within the SAP IMG (TransactionSPRO) proceed as follows:Financial Accounting (New) ->General Ledger Accounting (New) -> Information System -> DrilldownReports (G/L Accounts) -> Report -> Define Report -> Create Report.

For Report Type Select Reporting

for Table FAGLFLEXT.

Assign the Report an identifier andDescription.

In the “with form” field enter thename of the FORM created in step1 above.

Select the Button Create.

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2. On the CharacteristicsTab it is necessary to select allcharacteristics which should beincluded within the body of thereport which will be used to

generate the required file. This isdone by transferring the fields fromthe Characteristic List to Sel.Characteristics.

Do not assign fixed values orvariables to any of the selectedcharacteristics.

3. Proceed to the TabVariables. For each of the variableselection values enter the defaultvalue (which can be changed atrun time) and select the Entry atExecution option.

4.Proceed to the Output type andselect the option Object List (ALV).

Save Report

3.3 Create a Default Layout for creation the data to be transferred.

1. Proceed to Execution of the report (Transaction FGI2) and execute the report.

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To complete the report definition it is necessary to create a new Layout where wespecifically define the fact that we wish to display values as opposed to texts. In additionwe need to “freeze” the column headers which will appear on the report. This isnecessary because the column descriptions as returned in the report will later be used inthe definition of the transformation file to define what each column value represents so itis critical that when the report is run that the same header description is returned eachtime the report is run.

2. To create the new layoutonce the report has actually beenexecuted select Settings -> layout-> change. For each of thecharacteristics select from theColumn Set the non-text valueand move to the displayedcolumns area. Please note thatfor certain characteristics Drill-Down reporting may not offer theoption of selecting values asopposed to text (i.e. TransactionType) in the sample below. Insuch cases it will be necessary touse data conversion later on toconvert back from text tounderlying values.

3. Select the Save option and

the following screen shouldappear.

Assign the new layout an identifierand name in the Save Layout andName field and choose the optionDefault setting to make this thestandard layout used by thereport. Select enter to proceed.

4. Once back in the actual report adjust the column widths to a desired width then goto Settings -> Columns -> Freeze to columns to ensure that the Column headings do notvary when the report is re-run.

It should now be possible to select the data required to create the desired file.

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3.4 Create the appropriate Data Extract

1. Proceed to execution of thereport defined above.(Transaction FGI2)

2. Enter the required selectionparameters and execute thereport.

3. Convert the file to an ExcelSpreadsheet:

Select List -> Export ->Spreadsheet. Choose the optionAll Available Formats -> Choosethe option Excel (in existing XXLFormat) -> continue.

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4. Save the file locally as a TextDelimited File.

In order to be able to upload the

file to the central consolidationsystem (SAP BPC) it is necessaryto save the file as a .txt file.

File -> Save Copy as -> Save asType Text (Tab delimited) (*.txt)

A data submission file based upon the results of the local close in the reporting entity should now

have been created in a format and containing the data which is required to support the Groupconsolidation process.

The following step addresses the mapping and loading of the selected data to the consolidationsystems.

4 Define the transformation and conversion rulesrequired to upload the data submission inaccordance with Consolidated Group Standardsand then upload the data submission to theConsolidation system (SAP BPC).

In order to be able to load the data submissions from the local entities to the centralcorporate consolidation system it is necessary to configure within the consolidationsystem (SAP BPC) the rules for reading the local data submissions (transformation rules)and to define the “conversions” required to translate local master data values to theircorporate reporting equivalent values. Transformation and conversion will occur duringthe actual upload process using Data Manager Packages.

Step by Step Configuration

The SAP BPC system needs to have the following “customising” applied in order to becapable of supporting the loading of the flat file extracted from the ECC system whichlast configuration step above covers.

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4.1 Preliminary Step: Upload the Flat file extracted from ECC system to

the BPC file Server. (When defining the transformation file describedbelow the data in this file will be used to validate the accuracy of thetransformation definition).

Logon to the BPC Excel client with the consolidation Application -> goto the menu“eData” -> Data Upload-> Select the flat file extracted from ECC system as source file,and define the destination file name -> Click Ok

4.2 Preliminary Step: Maintain master data in the consolidation system(SAP BPC). (On initial setup or when new “Group” Master Data isrequired this should be maintained prior to attempting to run any dataloading).

To maintain the dimension members for consolidation, go to SAP BPC Administration ->Select the appropriate AppSet which contains your consolidation application –andchoose the option OK > Proceed to “Dimension Library (as shown below) -> Highlight theDimension whose members you wish to maintain -> Within the Action Pane select theoption Maintain Dimension Members. Make any updates to the applicable Master Dataand when complete save the changes to the Server.

Once the preparation of Master Data (necessary dimension/dimension members) hasbeen maintained, the transformation, conversion and actual mapping can be defined.

4.3 Define the Transformation Rules for Data loading

The data extracted from ECC is not necessarily in same format as the consolidation datastructure; therefore we need define the mapping rules and conversion values to tell

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system how the data is to be read, translated and loaded into SAP BPC. The BPC datamanager facilitates the transformation and conversion settings via the use oftransformation and conversion files which the user defines. These contain the readingand loading options, in order to map the data between the two systems.

To create the transformation file, logon to the BPC Excel client with the consolidationApplication -> goto the menu “eData” -> New Transformation File. A template shouldthen appear which when completed should appear like the following screen.

Transformation files are Microsoft Excel files that contain one worksheet, namedInstructions, which contain the required transformation “options” for reading the data

upload file, the mapping rules which map the values in the file to the correspondingdimensions in BPC and finally the definition of the conversion files to be used in directmapping of values between the source and destination.

To customize the transformation file,

• Define transformation Options

In this section of the Transformation file, the customizing options required to tell thesystem how to read a submitted data file are defined. . Within the transformationtemplate, all the available Options BPC provides are listed with the Format “OPTIONS =KEYWORDS” (i.e. FORMAT = DELIMITED)

To set the options, replace the KEYWORDS according to the format of data file to beread.

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An example, for source data file extracted from ECC, if there is a special characterbetween each column of data, “DELIMITED” should be defined for the option “FORMAT”,which tells system the data to read is delimited. Correspondingly, also put the delimiter in“Delimiter” option, possibly TAB, COMMON etc.

For the entire list of available BPC Options and Keywords, please refer to the user guidewhich can located at http://help.sap.com/ -> SAP Business User -> SAP BusinessPlanning and Consolidation -> SAP BPC 5.1 / 7.0

• Define Mapping rule

In this section of the transformation file, the mapping between the data fields of thesubsidiary closing result (data submission file) and the dimensions in the BPCconsolidation application need to be defined with a one to one relationship.

The mapping rule should be defined using the following format.“BPC Dimension Name = Field Name of External Data Source”

In this example the Field Name of the External Data source is read from the “columnheaders” in the Data Submission file.

Special handling may be needed in the situation that there is a certain dimension that isonly used by the consolidation system, so the external data source does not contain acorresponding field. In such a case, the keyword “NEWCOL” could be utilized to insert amember for the dimension which is only used in Consolidation system.

An Example: CATEGORY = NEWCOL (ACTUAL)

The category dimension is a required dimension for the consolidation data model, but inthe subsidiary data submission file there is not a column for category. Using the abovesyntax all the data from subsidiary data file will be assigned the member “ACTUAL” in itsCategory dimension when the data is written to the consolidation application.

• Define Conversion Sheets (Refer to Item 4 below for further details onConversion Sheets)

In this section of the transformation file, one defines which conversion sheet(s) to usewith which dimensions, the syntax to be input should be“Dimension Name = WorkbookName!SheetName”

Once the transformation file is defined, save it. In the process of saving thetransformation file, a validation process should be triggered.

To validate the Transformation file, -> goto the menu “eData” -> Validate and ProcessTransformation File -> Select the data file (flat file extracted from ECC system and savedon the BPC server previously) to validate and save.

This step is intended to validate that an appropriate transformation file has been definedwhich will support the mapping and loading of the local submission file to the centralconsolidation system. (Note: Without a valid conversion file defined, the validation mightnot be passed, in this case please save the outcome directly and go to next step todefine conversion files, then return and validate the transformation afterwards.)

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4.4 Define the Conversion FileIn addition to the data Transformation File, conversion files also need to beestablished, which are linked to the conversion file locations and sheet namesthat are set up in transformation file created above. The conversion files hold thespecific mappings for master data Member values between the source local

ledger submission and the central consolidation system, where the membervalues need to be changed. An example would be where local accounts in thelocal data submission need to be translated to Group Accounts as defined in theconsolidation system. iIn the conversion file, we define the mapping by dimensionfrom external member names to internal member names. We create oneconversion file per each dimension defined in a transformation.

To create the conversion file, from the BPC Excel client choose the “consolidation”Application -> goto the menu heading “eData” -> New Conversion File -> A templateshould then appear which when completed should appear like the following screen..

Put the master data member value, which utilized in the ECC system (data extract file) inthis case to the column “EXTERNAL” and the corresponding master data dimensionmember in consolidation system to which the value should be mapped in the column“INTERNAL”.

Conversion Definitions can also be validated at the time of creation to ensure that noerrors arise. Once validated save the conversion files to the location and with the namealready defined in transformation file in the section conversion.

Note: For different dimensions/Columns, define the mappings in different excel sheets orfiles and validate and save it with the name defined in the transformation file. As a bestpractice, conversion files should be named the same as the dimension for which they are

being used.

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4.5 Execution of the Data Loading and Reporting

Data Uploading

Once the configuration has been finished, the flat file (CSV or TXT) extracted from ECC

system can now be uploaded.

1. To upload the flat file, logon BPC Excel Client -> Goto eData -> Run Package ->Trigger a transactional Data Import Package -> Select the data file andTransformation File just validated during configuration to execute data import task.

2. Until the message indicating the import task has been successful, you couldcheck the status of the package to ensure all the records in the flat file areuploaded without any rejection notice.

Reporting (Validation of Results)

Create a report through excel client -> Goto eAnalyze -> Open dynamic report template-> Select for example predefined Trend Report

Define the parameters from the current view which correspond to the data which youhave just loaded, Ensure that you restrict the reporting to the appropriate DataSourcewhich is being used for data submission.

Validate that the data collected from the ECC system (local submissions) is in agreementwith the data as per the report in SAP BPC taking into account the impact of the definedmaster data conversions.

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To check whether the values have been properly uploaded, needs to validate that theexpected results are in agreement with the data submissions.



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data submission for group close

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