SAP BusinessObjects Financial Consolidation Web User Guide

Transcription

1 SAP BusinessObjects Financial Consolidation Document Version: 10.0 Support Package SAP BusinessObjects Financial Consolidation Web User Guide

2 Content 1 General user functions To log on to SAP BusinessObjects Financial Consolidation To browse through a list of objects To sort objects in ascending or descending order To search for an object in a list To search for an object by reporting ID or reporting unit Defining user preferences Selecting the languages to be displayed To change your password To define the number of items displayed in a list available via the homepage To define the number of items displayed in the lists of values To select the application banner size To maximize the size of the schedule window To modify the cell properties display To modify the option for opening schedules in Excel The address book The Financial Consolidation dashboard Navigating in the Dashboard To access the Financial Consolidation dashboard Consolidations in the Financial Consolidation dashboard The drill order in the consolidations dashboard The Consolidation list in the consolidations dashboard The Consolidation Overview in the consolidations dashboard The Error Type in the consolidation and package dashboards The Error Analysis in the consolidation and package dashboards The Control Errors in the consolidation and package dashboards Manual Journal Entries in the Financial Consolidation dashboard Packages in the Financial Consolidation dashboard To print a dashboard Reports To navigate in books and folders To focus on a book or folder To open a report To activate a report viewpoint Excel Web Schedule reports SAP SE or an SAP affiliate company. All rights reserved. Content

3 To deactivate the EWS report analysis option To select dimension members for a report To select a sheet To display cell properties To reinitialize a report To change the report or data entry schedule display To copy data to Excel To format print settings and print to PDF To format print settings for several reports To print several reports To send reports or data entry schedules in PDF format by To display favorite reports To add a report to the list of favorites To remove a report from the list of favorites Frequently asked questions - Data retrieval What is the difference between listing reports individually and listing reports by folder? What is the difference between a book and a folder? Hierarchies in report schedules...44 To select a hierarchy What option should you select when opening a report? What do the symbols in report cells mean? Why does the Send by link not appear in the report window? What is a viewpoint? How do I know if a report is in my favorites? Viewpoints Viewpoints To open a viewpoint To create a viewpoint To duplicate a viewpoint To delete a viewpoint Packages Accessing a package To open a package To select the reporting IDs for the multi-package action display To consult the properties of the package To add or change comments Importing and exporting data in packages To import data from a file into one or more packages To import data from one package into another Content 2016 SAP SE or an SAP affiliate company. All rights reserved. 3

4 To import data from a table into one or more packages To export data to a file SAP BusinessObjects Financial Information Management To launch SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation for packages SAP BusinessObjects Intercompany To launch SAP BusinessObjects Intercompany Resetting the package to zero To reset a package to zero To reset several packages to zero Running calculations for preloading data To run calculations for preloading data Data entry schedules To open a data entry schedule To select dimension values for a data entry schedule To select a sheet for a data entry schedule To insert a sheet into a data entry schedule To display the last schedules opened To display cell properties To refresh a schedule Copying data from Microsoft Excel into a data entry schedule Configuring the data entry schedule display Entering data Printing the data entry schedule Excel Web data entry schedules Drilling to origin in an SAP BusinessObjects Financial Information Management package Managing access to the package To check the list of users To unlock a package To protect a package To unprotect a package To submit a package To reject a package Running controls on the data entered Running controls on the package Running package rules Validating the package Publishing the package to the central site To publish a package To publish several packages Using file attachments SAP SE or an SAP affiliate company. All rights reserved. Content

5 To insert a file attachment To open a file attachment To download a file attachment Working with ledgers To open a package ledger To open a package journal entry To consult automatic package journal entries To create a package journal entry To enter a package journal entry header To save a package journal entry To add a description to a package journal entry To add a comment to a package journal entry To insert reference rows in a package journal entry To insert line item detail in a package journal entry To delete a row in a package journal entry Reversing a central or package journal entry To delete a package journal entry To format print settings and print to PDF To print several package journal entries To run a control on a package journal entry Integrating the package on the central site To integrate packages to the central site Printing the package To print objects from one or more packages Frequently asked questions - Data entry Packages What are the different types of package status? Why are there no packages shown in the list of packages? Why do some tabs not appear in the application? Why do the controls always keep the To be run status? What is the difference between locking and protecting a package's contents? What is the difference between running controls on a package and validating it? What is the difference between a comment and a Group message? What is the difference between single-user and multi-user mode? What is the difference between publishing a package in advance and publishing it by special permission? How should the import file be organized? What are the main reasons for imported data being rejected? Central manual journal entry vs package manual journal entry What is a journal entry header? What are the journal entry row statuses? Content 2016 SAP SE or an SAP affiliate company. All rights reserved. 5

6 What are breakdown analyses? What is flow balance? Reference row vs breakdown row Manual journal entries vs automatic journal entries Financial Consolidation data entry schedules Display data entry instructions in a schedule What option should you select when opening a schedule? What do the symbols in the data entry schedules mean? Why does the Send by link not appear in the schedule window? Hierarchies in report schedules Excel Web data entry schedules Opening Excel Web Schedules Using Financial Consolidation Excel Link and Excel Web Schedules at the same time Working with Excel Web Schedule workbooks Working with cells in Excel Web Schedules Manual journal entries on the central site To open a central journal entry ledger To open a central journal entry Creating journal entries on the central site To create a journal entry on the central site To enter a central journal entry header To save a journal entry to the central site To add a description to a central journal entry To add a comment to a central journal entry To insert reference rows in a central journal entry To insert line item detail in a central journal entry To delete a row in a central journal entry Importing journal entries from a file Import file structure To import a file of manual journal entries Exporting journal entries Checking journal entries on the central site To run a control on a central journal entry To consult the controls of a central journal entry Posting a journal entry to the central site To post a journal entry to the central site To unpost a journal entry from the central site Changing journal entries on the central site To update the central journal entry header To protect a journal entry To unprotect a journal entry on the central site SAP SE or an SAP affiliate company. All rights reserved. Content

7 Protecting central manual journal entry ledgers Managing journal entries on the central site Reversing a central or package journal entry Deleting journal entries from the central site Printing central journal entries Using file attachments with central journal entries To insert a file attachment in a central journal entry To open a file attachment in a central journal entry To download a file attachment Subscribing to notifications on manual journal entries To subscribe to notifications on manual journal entries To unsubscribe from notifications on manual journal entries Portfolios To consult the characteristics of a portfolio To consult the properties of capital and investment rows Scopes Statutory scopes To consult the reporting units in a statutory scope To display the investments of a portfolio Reporting scopes To create a reporting scope To create a scope code To open a reporting scope To add a reporting unit to the scope To add a list of reporting units to the scope To delete a reporting unit in a reporting scope To add comments to a reporting scope To duplicate a reporting scope To delete a reporting scope Conversion rates To create a conversion rate table To edit the rates in a conversion rate table To freeze or unfreeze panes in a conversion rate table schedule To insert a row in a conversion rate table schedule To insert a column in a conversion rate table schedule To delete a row in a conversion rate table schedule To delete a column in a conversion rate table schedule To define the print settings for a conversion rate table schedule To print a conversion rate table Content 2016 SAP SE or an SAP affiliate company. All rights reserved. 7

8 11.10 To refresh a schedule To add comments to a conversion rate table To delete a conversion rate table To copy conversion rates to an Excel file Tax rates To create a tax rate table To edit rates in a tax rate table To freeze or unfreeze panes for a tax rate table To insert a row in a tax rate table schedule To insert a column in a tax rate table schedule To delete a row in a tax rate table schedule To delete a column in a tax rate table schedule To define the print settings for a tax rate table schedule To print a tax rate table schedule To refresh a tax rate table schedule To add comments to a tax rate table To delete a tax rate table To copy rates to an Excel file Consolidation definitions To open a consolidation definition To create a consolidation definition To change a consolidation definition To select opening balance data To clear opening balance data To change comments in a consolidation definition To duplicate a consolidation definition To delete one or more consolidation definitions Running a consolidation definition To run a consolidation definition Protecting a consolidation definition To protect a consolidation definition To unprotect a consolidation definition Reconciliations To open a reconciliation definition To create a reconciliation definition To change a reconciliation definition To consult the associated consolidation To change comments in reconciliation definitions To duplicate a reconciliation definition SAP SE or an SAP affiliate company. All rights reserved. Content

9 14.7 To run a reconciliation definition To protect a reconciliation definition To unprotect a reconciliation definition To delete reconciliation definitions Data Link definitions Managing Data Link definitions To create a Data Link definition To open a Data Link definition To duplicate a Data Link definition To delete a Data Link definition Managing information on the Data Link definition To translate descriptions of the Data Link definition To enter comments for a Data Link definition To consult information on the security of the Data Link definition Source template files To define a source template file To define a source template table Source dimensions To add a source dimension To change a source dimension To delete a source dimension Cross-reference mappings To create a cross-reference mapping To open a cross-reference mapping To copy a cross-reference mapping to Excel To paste a cross-reference mapping from Excel To configure double quote marks to be added automatically to data being pasted from Excel To delete a cross-reference mapping Cross-reference mapping rules To create a cross-reference mapping rule To insert a cross-reference mapping rule To delete a cross-reference mapping rule Cross-reference mapping rule hierarchies Production rows To insert a production row To delete a production row Data Link processing To run a Data Link processing To consult Data Link run logs To consult the Data Link production log Content 2016 SAP SE or an SAP affiliate company. All rights reserved. 9

10 16 Logs To consult the list of logs To consult a log To export a log To delete a log ComplianceLink Consulting ComplianceLink documents in standard data entry schedules To display contextual link indicators for ComplianceLink documents To consult a ComplianceLink document from a specific cell To consult a ComplianceLink document using the ComplianceLink button To consult a ComplianceLink document in an EWS Glossary Frequently asked questions - Central site operation Manual journal entries Central manual journal entry vs package manual journal entry What are the manual journal entry statuses? What is a journal entry header? What happens when a journal entry header is changed? What are the journal entry row statuses? What are breakdown analyses? What is flow balance? Reference row vs breakdown row Scopes What is the difference between a reporting scope and a statutory scope? Financial interest, ownership interest and the consolidation rate What is the difference between the initial and revised values? What is forced control? What is the difference between a scope occurrence, a scope code, and a scope? What is a scope status? Portfolios What is the difference between a capital row and an investment row? What is the difference between the initial and revised values? What is forced control? Conversion rates Calculating conversion rates Data entry indicators in conversion rate tables Tax rates Data entry indicators in tax rate tables Data Link definitions SAP SE or an SAP affiliate company. All rights reserved. Content

11 Data transfer process Cross-reference mapping versus cross-reference mapping rule File with separators versus fixed length file Filter versus production in Data Link definitions Syntax used in Data Link definition filters Log Log status What does <old object> mean in a list of logs? Monitoring you license agreement Content 2016 SAP SE or an SAP affiliate company. All rights reserved. 11

12 1 General user functions 1.1 To log on to SAP BusinessObjects Financial Consolidation 1. To log in to SAP BusinessObjects Financial Consolidation, enter the URL of the site in a Web browser. The Log on page appears. 2. Select the application language. 3. Enter your user name. 4. Enter your password. 5. Click Log on. Results The home page appears. To exit SAP BusinessObjects Financial Consolidation, click Exit Financial Consolidation. 1.2 To browse through a list of objects Context When a list exceeds the display limit, by default 25 objects, it is displayed in several pages. To go to the next page, click. To return to the previous page, click. To go to the last page, click SAP SE or an SAP affiliate company. All rights reserved. General user functions

13 To return to the first page, click. 1.3 To sort objects in ascending or descending order To sort a list of objects by ascending or descending order: Click the icon to sort the contents of a column in ascending order. Click the icon to sort the contents of a column in descending order. 1.4 To search for an object in a list 1. In the Search field, select the criterion you want to use from the dropdown list. 2. Depending on the criterion selected, select another criterion from the second dropdown list or enter the text you want to search for in the text box. Enter your text in lower or upper case. If your first search criterion is a code or a description, the text you enter is contained in the code or description of the items you find. If you use other search criteria, the text you enter appears at the start of the items you find. For example, if you want to search for a portfolio whose description contains the letter B, select Description from the dropdown list. In the text field on the right, enter B. If you want to search for a portfolio whose code starts with B, select Code from the dropdown list. In the text field on the right, enter B. 3. Click Search. 1.5 To search for an object by reporting ID or reporting unit 1. In the Filter by reporting ID or Filter by reporting unit field of a list, click the button. The List of values dialog box appears. 2. Activate the boxes corresponding to the reporting IDs or units you want to select. General user functions 2016 SAP SE or an SAP affiliate company. All rights reserved. 13

14 3. Click Validate. Results Only the objects that belong to the reporting IDs or units selected are displayed in the list. Tip In the list of objects page, you can delete the reporting IDs or units selected by clicking Empty. 1.6 Defining user preferences In Preferences, you can: select the languages displayed. change your password. define the number of items displayed per page in the lists available via the homepage. define the number of items displayed per page in the other lists. maximize the size of the schedule windows. select the size of the application banner that appears at the top of the screen. activate and deactivate the cell properties in a schedule. enable and disable the option for opening schedules in Excel. manage the address book for sending reports and data entry schedules Selecting the languages to be displayed You can set the following display languages: Application language, the language in which the interface appears, for example menus, commands, and buttons. Working language, the language in which all translatable text and descriptions appear. Substitution language, the language in which descriptions that have not been translated in the selected working language are displayed. This is optional SAP SE or an SAP affiliate company. All rights reserved. General user functions

15 To select the application language 1. In the Financial Consolidation toobar, click Preferences. 2. in the General page, select a language from the Application language list. 3. Click Apply To select the working language 1. In the Financial Consolidation toobar, click Preferences. 2. in the General page, select a language from the Working language list. 3. Click Apply To select the substitution language 1. In the Financial Consolidation toobar, click Preferences. 2. in the General page, select a language from the Substitution language list. 3. Click Apply To change your password 1. In the Financial Consolidation toobar, click Preferences. 2. in the General page, enter your old password. 3. Enter your new password. 4. Confirm your new password. 5. Click Apply. General user functions 2016 SAP SE or an SAP affiliate company. All rights reserved. 15

16 1.6.3 To define the number of items displayed in a list available via the homepage Context This setting affects lists of packages and lists of reports. 1. In the Financial Consolidation toobar, click Preferences. 2. On the Lists page, in the Lists accessible from the Home Page field, select the option you require or enter a number if it does not appear in the list of options. The higher the number entered, the longer the page takes to be displayed. 3. Click Apply To define the number of items displayed in the lists of values Context This setting affects lists of reporting IDs, reporting units, and categories. 1. In the Financial Consolidation toobar, click Preferences. 2. In the Lists page, in the Lists of values field, select the option you require or enter a number if it does not appear in the list of options. The higher the number entered, the longer the page takes to appear. 3. Click Apply SAP SE or an SAP affiliate company. All rights reserved. General user functions

17 1.6.5 To select the application banner size 1. In the Financial Consolidation toobar, click Preferences. 2. In the Display page, select a banner type. If you select Small banner, which shows the banner in 65 pixels, the banner icons are hidden. 3. Click Apply To maximize the size of the schedule window 1. In the Financial Consolidation toobar, click Preferences. 2. In the Display page, in the Open schedules section, activate Maximize the schedule window when opening. 3. Click Apply To modify the cell properties display 1. In the Financial Consolidation toobar, click Preferences. 2. In the Display page, in the Information on data section, activate or deactivate Show information on the data in the schedules. 3. Click Apply To modify the option for opening schedules in Excel Context If the administrator does not activate the planning features, the schedules open by default in Excel, but you do not have access to the specific planning functionality. General user functions 2016 SAP SE or an SAP affiliate company. All rights reserved. 17

18 1. In the Financial Consolidation toobar, click Preferences. 2. In the Display page, under Open schedules, activate or deactivate the available options: Disable Excel Web Schedules for data entry Disable Excel Web Schedules for analysis 3. Click Apply. Related Information Excel Web Schedule reports [page 34] To deactivate the EWS report analysis option [page 34] The address book To be able to send reports and data entry schedules by , save the names and addresses of the sender and recipients in the address book. If the Administrator has not configured the Mail System (POP3/STMP) transfer vector in the Windows version of Financial Consolidation, in General Options Transfer, the Address Book link will not appear in the Web version of Financial Consolidation in Preferences Address Book. Related Information Why does the Send by link not appear in the schedule window? [page 127] To send reports or data entry schedules in PDF format by [page 41] Why does the Send by link not appear in the report window? [page 48] To add a sender to the address book 1. In the Financial Consolidation toobar, click Preferences. 2. In the Address Book page, in the Sender's address section, enter the full name and address of the sender SAP SE or an SAP affiliate company. All rights reserved. General user functions

19 3. Click Apply. Results The Add recipient and List of recipients sections appear under the Sender's address section To change the sender in the address book 1. In the Financial Consolidation toobar, click Preferences. 2. In the Address Book page, in the Sender's address section, click the Change link. 3. Enter your changes in the Full name and address fields. 4. Click Apply To add a recipient to the address book 1. In the Financial Consolidation toobar, click Preferences. 2. In the Address Book page, in the Add recipient section, enter the full name and address of the recipient. Tip If you make a mistake when entering data, click Cancel. The text entered in the Full name and address fields are deleted. 3. Click Apply. Results The recipient you created appears in the List of recipients. General user functions 2016 SAP SE or an SAP affiliate company. All rights reserved. 19

20 To delete recipients from the address book 1. In the Financial Consolidation toobar, click Preferences. 2. In the Address Book page, in the List of recipients section, activate the boxes corresponding to the recipients you want to delete. 3. Click Delete To change a recipient in the address book 1. In the Financial Consolidation toobar, click Preferences. 2. In the Address Book page, in the List of recipients section, click the Change link corresponding to the recipient you want to change. 3. In the Change recipient section, enter your changes in the Full name and address fields. 4. Click Apply SAP SE or an SAP affiliate company. All rights reserved. General user functions

21 2 The Financial Consolidation dashboard The Financial Consolidation dashboard provides an overview of ongoing consolidations, and an access point to drill-down and investigate the consolidation status and errors. The consolidation control status covers all units, and offers the following information: Global discrepancy Percentage of failure, based on the number of failed Reporting Units Number of failures with a significant difference The biggest difference, for numerical control The drill-down analysis allows: Analysis of where (Reporting Unit) versus when (Package, Manual Journal Entries, and Period) Control formula details Understanding of the value of control members in package controls The dashboard points of entry are: Home Consolidations Drill on a consolidation to access the Reporting Unit or linked controls. Manual Journal Entries Access the Manual Journal Entry ledger. Packages Access package list details that have the same status or the package controls. When a dashboard is opened, it is automatically refreshed. To manually refresh a dashboard, click Refresh. Running controls When a user runs controls, both ct_pack and ct_pack_ctrl_result_header tables are updated. On the dashboard page, the Refresh button allows the user to reload the page : the last version of the dashboard is displayed. If the ct_pack and ct_pack_ctrl_result_header tables are not in line (for example, some data have been entered in the package after that the controls have been run), the following message is displayed on the top of the dashboard page: Control need to be run The user has to run controls again and reload the dashboard page. The Financial Consolidation dashboard 2016 SAP SE or an SAP affiliate company. All rights reserved. 21

22 2.1 Navigating in the Dashboard You can navigate easily in the Dashboard using the contextual navigation displayed across the top of the right pane. For the duration of your working session in the application, your last location in the Financial Consolidation Dashboard is remembered. When you click a link in the contextual navigation of the Dashboard, the contents of that screen are refreshed. To manually refresh the current screen in the Dashboard, click Refresh. 2.2 To access the Financial Consolidation dashboard 1. In Financial Consolidation on the home page, click Dashboard under Define and run consolidations and reconciliations. If the administrator has disabled your access to dashboards, the Dashboard link is unavailable. 2. Select a reporting ID. If you do not select a reporting ID, or select more than one reporting ID, an error message appears. If you are already in a dashboard and change from one reporting ID to another, the dashboard is automatically reset with the data for the reporting ID you just chose. Tip You can also access the consolidation dashboard by clicking Dashboard for the consolidation in the List of consolidations definitions page. Related Information Navigating in the Dashboard [page 22] SAP SE or an SAP affiliate company. All rights reserved. The Financial Consolidation dashboard

23 2.3 Consolidations in the Financial Consolidation dashboard The Consolidations stacked bar chart in the Financial Consolidation dashboard displays consolidations in the following status categories: Table 1: Status Empty Failed Successful not up to date Successful - up to date Protected Description The number of consolidations that have no data and have not been processed. The number of incomplete consolidations containing at least one error. The number of complete consolidations with new data available from either a package or a journal entry. These consolidations need to be reprocessed. The number of consolidations that are complete and contain no new data. The number of complete protected consolidations The drill order in the consolidations dashboard From the Consolidations stacked bar chart, click a bar to drill down on the status categories if data is available. The drill order in Consolidations is as follows: Table 2: Drill item Home Consolidation list Consolidation Overview Error Type Error Analysis Control Errors Description Home shows the Consolidations and their statuses at the highest level. When you click a status, the Consolidation List appears. The Consolidation list shows all of the consolidations contributing to the Consolidations status by package status. When you click the bar of a consolidation, the Consolidation Overview appears. The Consolidation Overview shows the status, processing information, and package statuses for one consolidation. When you click a package bar, the Error Type appears. The Error Type shows the consolidation controls and provides links to errors and warnings. When you click a warning or error link, the Error Analysis appears. The Error Analysis lists the problems by reporting unit and control for the top fifteen reporting units and controls containing errors. When you click an error or warning bar, the Control Errors appears. The Control Errors lists all of the errors for a control. Related Information Navigating in the Dashboard [page 22] To run a consolidation from within a Financial Consolidation dashboard [page 25] The Financial Consolidation dashboard 2016 SAP SE or an SAP affiliate company. All rights reserved. 23

24 To view the additional information on a consolidation in a Financial Consolidation dashboard [page 26] The Consolidation list in the consolidations dashboard [page 24] The Consolidation Overview in the consolidations dashboard [page 24] The Error Type in the consolidation and package dashboards [page 26] The Control Errors in the consolidation and package dashboards [page 27] The Error Analysis in the consolidation and package dashboards [page 27] The Consolidation list in the consolidations dashboard The Consolidation list shows all of the consolidations contributing to the Consolidations status by package status. The package status categories include: Empty, for packages not yet used. In progress, for packages with controls to be run. In progress - in error, for packages on which the controls were run and errors were encountered. In progress - successful, for packages on which the controls were run and no errors were encountered. Valid Published Integrated When you click the bar of a consolidation, the Consolidation Overview appears. Related Information The Consolidation Overview in the consolidations dashboard [page 24] The Error Type in the consolidation and package dashboards [page 26] The Control Errors in the consolidation and package dashboards [page 27] The Error Analysis in the consolidation and package dashboards [page 27] The Consolidation Overview in the consolidations dashboard When you click the bar of a consolidation, the Consolidation Overview appears. By default the consolidation you clicked in the Consolidation list appear, but you can select another consolidation from the list at the top of the overview page and click Go to see its data instead. The status indicated is generated from the homepage. The following processing information appears: The last processing date, with a link to the associated logs in the Log module SAP SE or an SAP affiliate company. All rights reserved. The Financial Consolidation dashboard

25 The number of packages integrated and journal entries posted since the last processing, and links to the associated packages in the Package Manager module and the associated journal entries in the Manual Journal Entries module. The next scheduled processing, if one exists. Buttons are available for processing, or running, a consolidation, either full or incremental. The package status categories in the stacked bar chart include: Empty, for packages not yet used. In Progress, for packages with controls to be run. In progress - errors, for packages on which the controls were run and errors were encountered. In progress - successful, for packages on which the controls were run and no errors were encountered. Valid Published Integrated Newly integrated, for packages that have been integrated since the last processing of the consolidation. Clicking the View errors for all packages link opens a list of all of the package errors, regardless of the status. When you click a package bar, the Error Type appears. Related Information The Consolidation list in the consolidations dashboard [page 24] To run a consolidation from within a Financial Consolidation dashboard [page 25] To view the additional information on a consolidation in a Financial Consolidation dashboard [page 26] The Error Type in the consolidation and package dashboards [page 26] Navigating in the Dashboard [page 22] The Control Errors in the consolidation and package dashboards [page 27] The Error Analysis in the consolidation and package dashboards [page 27] To run a consolidation from within a Financial Consolidation dashboard 1. In the home dashboard, click Consolidations. 2. In the Consolidation List, click the bar of the consolidation you want to consolidate. 3. In the Consolidation Overview, click one of the following: To run an incremental consolidation, click Run Incremental Consolidation. To run a full consolidation, click Run Full Consolidation. 4. Click Yes to start processing the consolidation. The Financial Consolidation dashboard 2016 SAP SE or an SAP affiliate company. All rights reserved. 25

26 To view the additional information on a consolidation in a Financial Consolidation dashboard 1. In the home dashboard, click Consolidations. 2. In the Consolidation List, click the bar of the consolidation you want to consolidate. 3. In the Consolidation Overview, click one of the following: To view the associated log folder, click View the Log. The Log module appears. To view the associated packages, click View the Package Manager. The Package Manager module appears. To view the associated manual journal entries, click View the Manual Journal Entries. The Manual Journal Entries module appears. 4. To return to the Consolidation Overview: In the Windows version of Financial Consolidation, click Home. In the Web version of Financial Consolidation, click Return to the homepage Dashboard The Error Type in the consolidation and package dashboards The Error Type shows the controls that indicate the dimensions and package status. A control level slider allows you to change the level of controls accounted for in the analysis. If there are several control levels, the slider is set to the highest level by default. If you modify the slider by moving it left or right, the error and warning numbers change to reflect the numbers in the level you set. You can click links to analysis on: Blocking Errors Non-Blocking Errors Total Errors, which includes errors that are non-blocking or blocking Warnings Total Errors & Warnings, which includes all errors and warnings The number of controls that were successful and executed appears at the bottom of the analysis. When you click a warning or error link, the Error Analysis appears. Related Information The Consolidation list in the consolidations dashboard [page 24] The Consolidation Overview in the consolidations dashboard [page 24] The Control Errors in the consolidation and package dashboards [page 27] SAP SE or an SAP affiliate company. All rights reserved. The Financial Consolidation dashboard

27 The Error Analysis in the consolidation and package dashboards [page 27] The Error Analysis in the consolidation and package dashboards The Error Analysis shows the number of errors and warnings per control and reporting unit. The Y axis displays the reporting unit and control codes. When you move the mouse over a graph bar, a tooltip shows the extra-long description of the control or reporting unit and the number of errors or warnings. The stack bar charts show up to the top fifteen error objects selected in Error Type by: reporting unit controls When you click an error or warning bar, the Control Errors appears. Related Information The Consolidation list in the consolidations dashboard [page 24] The Consolidation Overview in the consolidations dashboard [page 24] The Error Type in the consolidation and package dashboards [page 26] The Control Errors in the consolidation and package dashboards [page 27] The Control Errors in the consolidation and package dashboards The Control Errors lists all of the errors for a control. The list of control errors contains the following columns: Status Control name Control description Level Delta Data ID Tolerance Expression (control formula) Tip Results of the controls run on a reporting ID can be cleared from the Dashboard. In the Reporting Organizer module, right-click the reporting ID whose control results you want to clear and select Clear out controls results The Financial Consolidation dashboard 2016 SAP SE or an SAP affiliate company. All rights reserved. 27

28 from the contextual menu. Alternately, you can select Actions Clear out controls results from the Desktop menu. Related Information The Consolidation list in the consolidations dashboard [page 24] The Consolidation Overview in the consolidations dashboard [page 24] The Error Type in the consolidation and package dashboards [page 26] The Error Analysis in the consolidation and package dashboards [page 27] To export Control Errors in consolidation and package dashboards 1. Open a Control Error report. 2. Click Export. Control Errors can only be exported in CSV format. 3. In the Export results dialog box, select a column separator. 4. Type the file name. 5. Click Export. Related Information The Control Errors in the consolidation and package dashboards [page 27] 2.4 Manual Journal Entries in the Financial Consolidation dashboard The Manual Journal Entries stacked bar chart in the Financial Consolidation dashboard displays manual journal entries in the following status categories: SAP SE or an SAP affiliate company. All rights reserved. The Financial Consolidation dashboard

29 Table 3: Status Draft Posted Protected Description The number of manual journal entries not posted yet. The number of manual journal entries posted. The number of manual journal entries protected. When you click a Manual Journal Entries stacked bar chart, one of the following happens: If you are in the Windows version of Financial Consolidation, the Manual Journal Entries module appears to the applicable manual journal entries. If you are in the Web version of Financial Consolidation, the Manual journal entry ledgers page appears. 2.5 Packages in the Financial Consolidation dashboard The Packages stacked bar chart in the Financial Consolidation dashboard displays packages in the following status categories: Table 4: Status Empty In progress Valid Published Integrated Description The number of packages that have no data and have not been processed. The number of packages that contain some data, but have not been validated successfully. The number of packages that have been validated. The number of packages that have been published. The number of packages that have been integrated. From the Packages stacked bar chart, click a bar to drill down on the status categories if data is available. Related Information Navigating in the Dashboard [page 22] The Error Type in the consolidation and package dashboards [page 26] 2.6 To print a dashboard 1. In a dashboard, do one of the following: The Financial Consolidation dashboard 2016 SAP SE or an SAP affiliate company. All rights reserved. 29

30 Click Print. Right-click the dashboard and select Print from the contextual menu. The Print dialog box appears. 2. Configure the print options and click Print SAP SE or an SAP affiliate company. All rights reserved. The Financial Consolidation dashboard

31 3 Reports 3.1 To navigate in books and folders 1. On the home page, click List reports by folder. The Reports tab and the List reports by folder page appear. 2. In the list of folders, click to display the books or reports assigned to the folder selected. Results Tip You can also add reports to or remove reports from your favorites. 3.2 To focus on a book or folder Context A focus enables you to select a folder or book to view what it contains. 1. On the home page, click List reports by folder. The Reports tab and the List reports by folder page appear. 2. In the Focus column, click the icon to focus on the book or folder of your choice. Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 31

32 Results The book or folder selected appears at the top of the list. This list corresponds to the books or reports contained in the book or folder selected. To cancel the focus function, click the icon next to the book or folder at the top of the list. 3.3 To open a report 1. On the home page, click List all reports. The Reports tab and the List all reports page appear. Tip You can also open a report from the List reports by folder page. 2. In the Filter by category field, click the button to select one or more categories. 3. In the list, click the code or description of the report you want to open. You can use the Search function to filter the list of reports displayed. If the data source to be used has not been entered, the Select data type dialog box appears. Select a data source and click Continue. If some of the dimension values were not set when the schedule was designed, the Select dimension values dialog box appears. Select the variables to be used for running the report and the viewpoint if necessary. Click Continue. Tip You can also create a viewpoint in this dialog box by saving the values that you have selected. If the report contains several sheets, select the sheet you want to open. Results The report opens in a new window SAP SE or an SAP affiliate company. All rights reserved. Reports

33 Related Information To select dimension members for a report [page 35] To select a sheet [page 36] What option should you select when opening a report? [page 47] What is a viewpoint? [page 48] 3.4 To activate a report viewpoint Context Viewpoints enable you to load pre-selected data into a report. The viewpoint can be activated before you open the report when you are selecting dimension values. Alternatively it can be activated once the report is open. 1. On the home page, click List all reports. The Reports tab and the List all reports page appear. Tip You can also perform this action from the List reports by folder page. 2. In the Viewpoint applied to all reports field, click. The List of values dialog box appears. 3. Select the viewpoint that you want to apply to the report. 4. Click Validate. Related Information To create a viewpoint [page 51] What is a viewpoint? [page 48] To select dimension members for a report [page 35] Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 33

34 3.5 Excel Web Schedule reports By default you can work with Excel Web Schedule (EWS) reports, using the Excel menus. However, if you prefer to work with these reports as a standard Financial Consolidation report, you need to activate the Disable Excel Web Schedules for analysis option in Preferences, which is deactivated by default. Related Information Excel Web data entry schedules [page 77] To deactivate the EWS report analysis option Context By default, the Disable Excel Web Schedules for analysis option is deactivated, so that you can work with EWS reports. 1. In Preferences Display, activate Disable Excel Web Schedules for analysis. 2. Click Apply. The following functions are not available in EWS reports: Formulas, including spread calculations Rows, spreadsheets, or columns additions The EWS-specific menu EWS cell information, including the row or column insertion icons SAP SE or an SAP affiliate company. All rights reserved. Reports

35 3.6 To select dimension members for a report Context If a dimension member was not set when the report was designed, then when you open the report the Select dimension members dialog box appears. 1. In the Select dimension members dialog box, select the appropriate selection method to be applied to the dimensions. 2. Click the button to select the dimension members to be taken into account. The number of member to be taken into account depends on the selection method defined for each dimension. 3. Click Continue. Results The report appears. Tip You can change the members selected once the report is open by clicking Reinitialize. Related Information To reinitialize a report [page 37] To open a report [page 32] To select a sheet [page 36] Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 35

36 3.7 To select a sheet Context If the report was designed to display more than one sheet, the Select Sheet dialog box appears when you open the report. 1. In the Select Sheet dialog box, select the sheet you want to display. 2. Click Continue. Results The report opens, displaying the sheet selected. Tip You can navigate between different sheets in the report using the tabs or the and buttons. Related Information To reinitialize a report [page 37] To open a report [page 32] 3.8 To display cell properties In a report, click the arrow on the left-hand side of the cell whose properties you want to display SAP SE or an SAP affiliate company. All rights reserved. Reports

37 Results The Information on data dialog box appears. The dimensions and selection methods used in the cell will be displayed. You only have access to this function if you activated Show information on the data in the schedule in the Preferences Display. 3.9 To reinitialize a report Context You can run a report again by selecting new dimension values or a new sheet if possible. 1. In a report, click Reinitialize. The Select dimension values dialog box opens. 2. Select the appropriate selection method to be applied to the dimensions. 3. Use the button to select the dimension values to be taken into account. The number of values to be taken into account depends on the selection method defined for each dimension. 4. Click Continue. Results The report appears with the new methods and values selected. Related Information To open a report [page 32] Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 37

38 To select dimension members for a report [page 35] To select a sheet [page 36] 3.10 To change the report or data entry schedule display You cannot change the size of the cells in a report or data entry schedule. However, if the Variable length option is activated when the schedule is designed, the size of the cells are adjusted automatically to ensure that the text in the cells is properly displayed when the schedule is printed. At the top of the report, the following report display options are available: Table 5: Display option Freeze panes Description Activate Freeze panes to freeze the title rows and columns in the current report or data entry schedule. Deactivate Freeze panes to unfreeze the title rows and columns in the current report or data entry schedule. Display the header Display the footer Zoom Multiply by Divide by Activate Display header to display the header of the current report or data entry schedule. Activate Display footer to display the footer of the current report or data entry schedule. Select the zoom factor to be applied to the current report or data entry schedule from the Zoom list. Select an operator, enter the coefficient, and click Apply. The Multiply by option is useful, for example, if you want to display amounts in the thousands of Euros To copy data to Excel 1. In the report, click Copy data. A confirmation message appears. 2. Open an Excel file and paste the data in the cells SAP SE or an SAP affiliate company. All rights reserved. Reports

39 3.12 To format print settings and print to PDF 1. At the top of the report, journal entries, or data entry schedule, click Print setup. The Configure print settings dialog box appears. If Print setup does not appear, the Administrator has not installed ActivePDF. You can still print the page via the browser, however, any items that scroll off the page, will not appear in the printed page. 2. In the Page setup tab, enter the page settings. 3. In the Items to print tab, select the indicators that you want to include when you print the report, manual journal entries and controls, or data entry schedule, or the sheets that you want to include when you print a multi-sheet schedule. 4. In the Output format tab, select the number of PDF files that you want to generate. 5. Click Print. Results The print settings defined are used the next time a report, journal entries, or data entry schedule is printed To format print settings for several reports 1. On the home page, click List all reports. The Reports tab and the List all reports page appear. Tip You can also perform this action from the List reports by folder page. 2. Activate the boxes next to the reports that you want to print. 3. Click Configure print settings. The Configure print settings dialog box appears. Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 39

40 4. In the Page setup tab, enter the page settings. 5. In the Items to print tab, select the indicators that you want to include when you print the report or the sheets that you want to include when you print a multi-sheet schedule. 6. In the Output format tab, select the number of PDF files that you want to generate. 7. Click Print. Results The print settings defined are used the next time a report is printed To print several reports Context If you want to print only one report, in the report click Print. 1. To print several reports at one time, on the home page click List all reports. The Reports tab and the List all reports page appear. Tip You can also perform this action from the List reports by folder page. 2. Activate the boxes next to the reports that you want to print. 3. Click Print. Depending on how the reports were designed, you will have to select a data source, dimension values or a sheet SAP SE or an SAP affiliate company. All rights reserved. Reports

41 3.15 To send reports or data entry schedules in PDF format by 1. In the report or data entry schedule, click Send by . The Send a schedule by dialog box appears. If this link is not displayed, check that the following conditions are valid: The Administrator has installed and activated ActivePDF. In the Windows version of Financial Consolidation, the Administrator has configured the Mail System (POP3/STMP) transfer vector in General Options Transfer. The sender address is configured in Preferences Address Book. 2. In the List of recipients field, enter the addresses of the recipients or click to select an address from your address book. The addresses in the address book are defined in the preferences. 3. In the Message field, enter the message you want to send in the Click Send schedule. A message appears to inform you that the report or data entry schedule has been sent. 5. Click Close to return to the report or data entry schedule. Related Information The address book [page 18] 3.16 To display favorite reports 1. On the home page, click List all reports. The Reports tab and the List all reports page will appear. Favorite reports are identified by the word Yes in the Favorites column. Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 41

42 2. Activate Only show favorite schedules. 3. Click Apply. Results A list of your favorite reports appears in the Result section. Tip You can also display all of your favorite schedules in the My favorites tab To add a report to the list of favorites 1. On the home page, click List all reports. The Reports tab and the List all reports page appear. Tip You can also perform this action from the List reports by folder page, by expanding an item in the list. 2. In the list of reports, activate the boxes next to the reports that you want to add to the list of favorites. 3. Click Add to favorites. Results A confirmation message appears and Yes appears in the Favorites column. Related Information To display favorite reports [page 41] SAP SE or an SAP affiliate company. All rights reserved. Reports

43 3.18 To remove a report from the list of favorites 1. On the home page, click the List all reports link. The Reports tab and the List all reports page appear. Tip You can also perform this action from the List reports by folder page, by expanding an item in the list. 2. In the list of reports, activate the boxes next to the reports you want to remove from the favorites. 3. Click Remove from favorites. Results Yes disappears from the Favorites column. Related Information To display favorite reports [page 41] Reports 2016 SAP SE or an SAP affiliate company. All rights reserved. 43

44 4 Frequently asked questions - Data retrieval 4.1 What is the difference between listing reports individually and listing reports by folder? The List all reports page displays the reports that are available in the database. The List by folder page displays the reports in a tree structure. These reports are stored in folders and books. You can expand or collapse the tree structure to make it easier to navigate in a particular folder. You can also focus on a folder or book in this page. Related Information To focus on a book or folder [page 31] To navigate in books and folders [page 31] To open a report [page 32] 4.2 What is the difference between a book and a folder? A folder contains books, which contain reports. You can access the report books and folders in the List by folder page. Related Information To navigate in books and folders [page 31] 4.3 Hierarchies in report schedules A hierarchy is a group of dimension members organized in a manner determining the relationship between members. Based on the access limits set, you can initialize the following hierarchies for the Reporting Unit and Original Reporting Unit dimensions: SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data retrieval

45 Dimension Builder hierarchies Dimension Builder hierarchies can only retrieve eliminations according to the full contribution to group. Scope hierarchies For hierarchies based on Account dimensions, when the schedule is run, the hierarchy retrieved is the one used in the consolidation whose schedule displays the data. The hierarchies used for all other dimensions are hierarchies defined in the structure based on characteristics. When you have a block that is initialized with a multi-period, the report may not work with multi-hierarchy consolidations. The effect of selecting a Scope hierarchy When leveraging scope hierarchies, reports can retrieve rollup calculations. Table 6: Scope hierarchy Initialized on Rollup based on Original Reporting Unit dimension Rollup based on Reporting Unit dimension Original Reporting Unit dimension Full contribution to Group Eliminations are posted to the direct parent Eliminations are posted to the direct parent Contribution by level Eliminations are posted to the first common parent Eliminations are posted to the first common parent Reporting Unit dimension Full contribution to Group Eliminations are posted to the direct parent Eliminations are posted to the direct parent Contribution by level Eliminations are posted to the first common parent Eliminations are posted to the first common parent To select a hierarchy 1. In the Set Hierarchy for dimension dialog box, select a hierarchy from the Hierarchy to be applied when schedule is run list. 2. Select a starting point from which data will be retrieved. The starting point is the highest level node in the hierarchy. If you selected a Dimension Builder hierarchy, then you can only choose a starting point from within that hierarchy. If you selected an account or scope hierarchy, then the starting point hierarchy you select is used for reference purposes only, as the application cannot detect at this point which scope hierarchy will eventually be applied. Frequently asked questions - Data retrieval 2016 SAP SE or an SAP affiliate company. All rights reserved. 45

46 When the report is run using a shared starting point, you cannot select a starting point in this dialog box. 3. Select an elimination retrieval method. Use the Retrieve eliminations option to post eliminations to either a direct or common parent. From the list, select how eliminations will be displayed when the schedule is run. Select one of the following: Full contribution to Group, which retrieves the flat-list of amounts from a consolidation in a hierarchy. Elimination rows do not appear and elimination calculations are integrated into the reporting unit amounts. Contribution by Level, which retrieves the elimination of internal transactions between reporting units from the same hierarchy level for each reporting unit in the scope. An elimination row appears for each hierarchy node. Elimination rows can be retrieved only if a reporting unit rollup rule is included in the consolidation. This mode is not compatible with a Dimension Builder type hierarchy. The Contribution by level and Reference Hierarchy modes are not compatible. If a Dimension Builder hierarchy was set or if you selected an account hierarchy, the Retrieve eliminations option is unavailable. 4. Select a multi-hierarchy retrieval mode. Use the Retrieve multi-hierarchy option to use different hierarchical scopes for each period. Only one hierarchy can be retrieved when the schedule is run. If several hierarchies were used by several consolidations, you should choose the hierarchy to be retrieved. Select one of the following: Merged Hierarchy, so that the hierarchies are merged into one hierarchy. Reference Hierarchy, so that the first hierarchy of the report found by the application is displayed. If a Dimension Builder hierarchy was set, the Retrieve multi-hierarchy option is unavailable. 5. Choose a hierarchy selection mode. The following selection modes are available: By hierarchy level, to select the beginning and ending hierarchy levels for which data is retrieved. By hierarchy link, to automatically select items based on the link with the selected starting point. You can, for example, select all children for a starting point. You can also select a starting point and all descendants SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data retrieval

47 Contribution to parent eliminations is available when you select Contribution by level for eliminations. If you select Contribution to parent eliminations, the item and its parents' eliminations are selected and data is filtered using a Report Unit. 6. Use the View hierarchy option to specify whether the parent node is displayed before or after the details of each level. Results The options selected in the Set Hierarchy for dimension dialog box appear by default in the Variables Wizard the next time you run the schedule. 4.4 What option should you select when opening a report? When you open a report for the first time, a dialog box appears asking if you want to view the schedule in fullscreen mode. If you do not want to open this report in full-screen mode, click No. This dialog box will appear each time you open a report for the first time. If you want to open this report in full-screen mode only, click Yes, this one only. This dialog box will no longer appear when you open a report. If you want to open all of the reports in full-screen mode only, click Yes, all of them. This dialog box will no longer appear when you open a report. Tip You can select full-screen mode as the default option for all of the reports by activating Maximize the schedule window when opening when defining your preferences. 4.5 What do the symbols in report cells mean? The and symbols can appear in a report cell. The The symbol means that there is a comment linked to the cell. symbol is a link indicator that appears when there is another schedule linked to the schedule open. You have the option of printing these symbols when you configure the report print settings. Frequently asked questions - Data retrieval 2016 SAP SE or an SAP affiliate company. All rights reserved. 47

48 4.6 Why does the Send by link not appear in the report window? You can send a report by when it is open in a window. If the Send by link does not appear in the window, check the following: the SMTP server settings must be defined in the Windows version of Financial Consolidation at Tools General Options Transfer. You must enter an IP address or the name of an server in the Transfer vectors box. the sender's address must be saved in the Financial Consolidation preferences. Related Information To send reports or data entry schedules in PDF format by [page 41] The address book [page 18] 4.7 What is a viewpoint? A viewpoint helps you to open a schedule or report by preselecting data like dimension values or selection methods. Depending on how the viewpoint was designed, you may have to set some values when you open a report. Example You want to analyze the data for the CONSO category, data entry period 99.12, scope Group01 for two variants: Final and Estimated. You must therefore create a viewpoint to set the category, data entry period, and scope. When you open an analysis schedule using this viewpoint, you will only have to select the variant. Related Information To activate a report viewpoint [page 33] To create a viewpoint [page 51] 4.8 How do I know if a report is in my favorites? When you add a report to your favorites, Yes appears in the Favorites column in the list of reports available SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data retrieval

49 When you open a report, you can look at the Is part of the favorites option to see if the report has been added to your favorites or not. You can access all of your favorite reports by clicking the My favorites tab. Related Information To remove a report from the list of favorites [page 43] To add a report to the list of favorites [page 42] Frequently asked questions - Data retrieval 2016 SAP SE or an SAP affiliate company. All rights reserved. 49

50 5 Viewpoints 5.1 Viewpoints Use viewpoints to open a schedule or report that contains preselected data, for example dimension values or selection methods. Example You want to analyze the data for the CONSO category, data entry period 99.12, scope Group01 for two variants: Final and Estimated. You must therefore create a viewpoint to set the category, data entry period and scope. When you open an analysis schedule using this viewpoint, you will only have to select the variant. Related Information To activate a report viewpoint [page 33] To open a viewpoint 1. On the home page, click Viewpoints. The My viewpoints tab and the List of viewpoints page appear. Tip You can also access the list of viewpoints from the report list by clicking the My viewpoints tab. 2. Click the code or description of a viewpoint. Results The viewpoint opens SAP SE or an SAP affiliate company. All rights reserved. Viewpoints

51 5.1.2 To create a viewpoint 1. On the home page, click Viewpoints. The My viewpoints tab and the List of viewpoints page appear. Tip You can also access the list of viewpoints from the report list by clicking the My viewpoints tab. 2. Click New viewpoint. The Edit viewpoint page appears. The view defaults to the General page. 3. Enter a code and long description. 4. Click Save. The Edit viewpoint page refreshes to display the code for your new viewpoint. 5. Under List of viewpoint dimensions, click Add dimension. The Add dimension dialog box appears, displaying the data sources you can use. 6. Click Show to display the dimensions of the selected data source. 7. Select the dimension you want. 8. Click Validate. The Dimension dialog box appears. 9. Click to select dimension values. 10. Use the dropdown lists to select the selection method and the grouping mode. If you do not define parameters for the fields, you will have to set their values when you run the schedule. 11. Click Validate. The dimension you selected appear in the List of viewpoint dimensions area. 12. Click Save. 13. If required, specify the settings in the Translate and Security pages To duplicate a viewpoint 1. On the home page, click Viewpoints. The My viewpoints tab and the List of viewpoints page appear. Viewpoints 2016 SAP SE or an SAP affiliate company. All rights reserved. 51

52 Tip You can also access the list of viewpoints from the report list, by clicking the My viewpoints tab. 2. Open a viewpoint you want to duplicate. 3. Click Save As. The Save As dialog box appears. 4. Enter the code and long description of the new viewpoint. 5. Click Validate To delete a viewpoint 1. On the home page, click Viewpoints. The My viewpoints tab and the List of viewpoints page appear. Tip You can also access the list of viewpoints from the report list, by clicking the My viewpoints tab. 2. Activate the box next to the viewpoints you want to delete. 3. Click Delete SAP SE or an SAP affiliate company. All rights reserved. Viewpoints

53 6 Packages 6.1 Accessing a package To open a package 1. On the home page, click Open data entry package. The Packages tab and the List of packages page appear. Tip You can also perform this action on the Multi-package actions page. Tip Use the Filter by reporting ID field to filter the packages displayed by reporting ID. 2. In the list of packages, click the category, data entry period, or reporting unit of the package you want to open. Results The package opens. The list of schedules contained in the package is displayed in the All schedules page of the Schedules tab. If a Home Schedule has been specified for the package, it appears when you open the package. If a change to the category scenario is detected when the package is opened, a message appears to confirm that the data was updated. The To find out more dialog box appears automatically when you open a package for the first time. If you do not want to see this dialog box again, activate Do not show this window again when opening this package. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 53

54 Related Information Why are there no packages shown in the list of packages? [page 117] What are the different types of package status? [page 117] To open a data entry schedule [page 64] To select the reporting IDs for the multi-package action display 1. On the home page, click Multi-package actions. The Packages tab and the Multi-package actions page appear. Tip If you are already on the Packages tab, you can click Multi-package actions. 2. Click next to the Filter by reporting ID box. 3. Select the desired reporting IDs and click Validate. Results Both the List of packages page and the Multi-package actions page change to reflect the selection To consult the properties of the package 1. On the home page, click Open data entry package. The Packages tab and the List of packages page appear. Tip You can also perform this action on the Multi-package actions page. 2. In the Information column of a package, click To find out more SAP SE or an SAP affiliate company. All rights reserved. Packages

55 Results The To find out more dialog box appears. It displays: the long description of the reporting unit the user who locked/unlocked the package and on what date the Group message for the package comments on the package file attachments the date the package was last saved information on the publication of the package the users and their workflow hierarchy level, as well as the user who submitted the package Tip This dialog box appears automatically when you open a package. If you do not want to see this dialog box again, activate Do not show this window again when opening this package. Related Information To open a package [page 53] To add or change comments Context The icon appears in the Information column in the list of packages when you can link a comment to a package. 1. Open the package in which you want to edit comments. 2. Click the Other actions tab. 3. In the Comment page, click Change. The Edit comment dialog box appears. 4. Enter your comments in the text box. 5. Click Validate. The icon indicates that a comment has already been added to the package. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 55

56 Related Information What is the difference between a comment and a Group message? [page 119] 6.2 Importing and exporting data in packages You can import data into one or more packages from: files packages tables Only non-calculated data which is valid vis-à-vis the category scenario and data entry restrictions can be imported. You can export data from a package to a file in TXT or CSV format To import data from a file into one or more packages Context You can import into one or more packages the following types of files: Files with separators, created by, for example, Business Objects applications or Microsoft Excel. Each field is separated by a character like a comma or a tab. Fixed length files with data organized in columns whose length is fixed. 1. Do one of the following: To import data from a file into one package, open the package, and in the Schedules tab click Package import. To import data from a file into several packages, in the home page click Open data entry package, then in the Packages tab, click Multi-package import. 2. From the Source type list, select File. 3. Click Go. 4. In the Select file to be imported field, select the file containing the data you want to import by clicking Browse SAP SE or an SAP affiliate company. All rights reserved. Packages

57 5. In the Type of source data section, define: The character type used to delimit the columns and/or text in the selected import file. The file row from which the data import should start. 6. In Import amounts, define: if the imported data should be added to the existing data or replace it. if amounts in the package should be deleted before the import. if zero balances should be imported. 7. In Import comments, define whether comments should be erased before the import begins. 8. In the After the import section, define: if a file containing the rejected data should be generated after the import. if rules should be run at the end of the import. 9. Do one of the following: If you are importing data from a file into one package, click Import. If you are importing data from a file into several packages, click Next. In the Package selection page, activate the boxes indicating the packages into which you want to import data. Click Import. Results The Import result page appears. The amount of data imported and any errors generated are listed on this page. Tip Click Show details on the rejected data to show the reasons for which this data was not imported in a new window. You can also save the results of the import by clicking Save reject file. Related Information How should the import file be organized? [page 120] To export data to a file [page 60] What are the main reasons for imported data being rejected? [page 123] To import data from one package into another 1. Open the package into which you want to import data into. 2. On the Schedules tab, click Package import. 3. From the Source type list, select Package. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 57

58 4. Click Go. 5. In the Search for source package section, select the Category, Data entry period and Reporting unit corresponding to the package that you want to import using the buttons. The name of the package appears in the Package field. If the name of the package does not appear, check that the category, data entry period and reporting unit entered correspond to an existing package. 6. If the target category scenario or source contains multiple periods, you need to identify the source period codes in the the Period association table so that they correspond with the target periods. 7. In Import amounts, define: if the imported data should be added to the existing data or replace it. if amounts in the package should be deleted before the import. if zero balances should be imported. 8. In Import comments, define whether comments should be erased before the import begins. 9. In the After the import section, specify the processes that must be run once the import is complete. 10. Click Import. Results The Import result page appears. The amount of data imported and any errors generated are listed on this page. Tip Click Show details on the rejected data to show the reasons for which this data was not imported in a new window. Related Information What are the main reasons for imported data being rejected? [page 123] To import data from a table into one or more packages Context When you import the data contained in a table into a package, only the data sources defined on the application server is accessed SAP SE or an SAP affiliate company. All rights reserved. Packages

59 1. Do one of the following: To import data from a file into one package, open the package, and in the Schedules tab click Package import. To import data from a file into several packages, in the home page click Open data entry package, then in the Packages tab, click Multi-package import. 2. From the Source type list, select Table. 3. Click Go. 4. From the Select data source list, select the data source. The data sources in this list correspond to the sources defined on the application server. 5. Click Go. 6. In the Database Connection dialog box, enter the user name, its password and if you want to connect to an SAP HANA schema different from the SAP HANA login used in the data source, enter the schema name. If the schema name is the same as the user name, do not fill in this field. 7. From the Select table list, select the data table. Tip Click Refresh to display a preview of the contents of the table to be imported. 8. In Import amounts, define: if the imported data should be added to the existing data or replace it. if amounts in the package should be deleted before the import. if zero balances should be imported. 9. In Import comments, define whether comments should be erased before the import begins. 10. In the After the import section, define: if a file containing the rejected data should be generated after the import. if rules should be run at the end of the import. 11. Do one of the following: If you are importing data from a file into one package, click Import. If you are importing data from a file into several packages, click Next. In the Package selection page, activate the boxes indicating the packages into which you want to import data. Click Import. Results The Import result page appears. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 59

60 The amount of data imported and any errors generated are listed on this page. Tip Click Show details on the rejected data to show the reasons for which this data was not imported in a new window. You can also save the results of the import by clicking Save reject file. Related Information What are the main reasons for imported data being rejected? [page 123] To export data to a file 1. Open the package that contains the data that you want to export. 2. On the Schedules tab, click Package export. 3. From the File type list, select the format of the export file. 4. In the Choose header dimensions to be exported section, select the header dimensions you want to export. 5. In the Restrict source columns section, select the type of package data you want to export. 6. In the Export description section, select the export options. 7. Click Export. The export results are displayed. 8. To save the file, click Download the export file. 6.3 SAP BusinessObjects Financial Information Management You can access SAP BusinessObjects Financial Information Management from SAP BusinessObjects Financial Consolidation in order to: launch SAP BusinessObjects Financial Information Management in the Package Manager and Log views of the Windows version of Financial Consolidation, and the home page of the Web version of SAP BusinessObjects Financial Consolidation. import package data from SAP BusinessObjects Financial Information Management into SAP BusinessObjects Financial Consolidation. drill from a cell in a Financial Consolidation package schedule to source data in SAP BusinessObjects Financial Information Management. To have access, you need the following: SAP SE or an SAP affiliate company. All rights reserved. Packages

61 SAP BusinessObjects Financial Information Management enabled by the Administrator in the General options. A valid CMS session token. In the case of a package, to view the schedule in data entry mode. Related Information To launch SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation for packages [page 61] To launch SAP BusinessObjects Financial Information Management in SAP BusinessObjects Financial Consolidation for packages Do one of the following: If you are in the Windows version of SAP BusinessObjects Financial Consolidation, open the Package Manager module, and select Actions Financial Information Management. You can also launch SAP BusinessObjects Financial Information Management in the Package Manager Data Import Wizard. If you are in the home page of the Web version of SAP BusinessObjects Financial Consolidation, click Launch Financial Information Management. SAP BusinessObjects Financial Information Management opens in a separate page. 6.4 SAP BusinessObjects Intercompany You can access SAP BusinessObjects Intercompany from SAP BusinessObjects Financial Consolidation. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 61

62 6.4.1 To launch SAP BusinessObjects Intercompany Prerequisites The Administrator must have enabled access to Intercompany in the General Options of the Windows version of Financial Consolidation. From the homepage, click the link Launch Intercompany located in the Enter package data section. SAP BusinessObjects Intercompany opens in a new window. 6.5 Resetting the package to zero When you reset a package, all of its data, like amounts, comments and journal entries, are deleted. If there is opening balance data, it is reloaded and the calculations for preloading data are rerun To reset a package to zero 1. Open the package that you want to reset to zero. You cannot reset published packages to zero. 2. Click the Other actions tab and then click Process data. 3. In the Reset package to zero section, click Reset package to zero. A confirmation message appears. 4. Click Yes. Related Information To open a package [page 53] SAP SE or an SAP affiliate company. All rights reserved. Packages

63 6.5.2 To reset several packages to zero 1. On the home page, click Multi-package actions. Tip If you are already on the Packages tab, click Multi-package actions. 2. In the list of packages, check the boxes corresponding to the packages you want to reset. 3. Select Reset to zero from the action list. 4. Click Go. 6.6 Running calculations for preloading data Preloading calculations are defined at the setup site. They are used to initialize some of the data when the package is opened To run calculations for preloading data Context Preload calculations are used to initialize some of the data when the package is opened. The calculations are defined at the setup site. 1. Open the package for which you want to run calculations for preloading data. 2. Click the Other actions tab. 3. In the Process data page, in the Run preloading calculations section, click Run calculations for preloading data. Results A confirmation message appears. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 63

64 Related Information To open a package [page 53] 6.7 Data entry schedules To open a data entry schedule 1. Open the package in which you want to enter data. 2. On the Schedules tab, in the All schedules page, click the code or description of the data entry schedule you want to open. You can use the search feature to filter the list of data entry schedules displayed. If the dimension values were not set when the schedule was designed, the Select dimension values dialog box appears. Select the variables to be used when running the data entry schedule and then click Continue. If the schedule contains several sheets, select the schedule sheet you want to open. Related Information To select dimension values for a data entry schedule [page 64] To select a sheet for a data entry schedule [page 65] What option should you select when opening a schedule? [page 126] What do the symbols in the data entry schedules mean? [page 127] To select dimension values for a data entry schedule Context If dimension values were not set when the schedule was designed, the Select dimension values dialog box appears when you open the schedule SAP SE or an SAP affiliate company. All rights reserved. Packages

65 1. In the Select dimension values dialog box, select a selection method to be applied to the dimensions. 2. Click to select the dimension values to be taken into account. The number of values to be taken into account depends on the selection method defined for each dimension. 3. Click Continue. Results The data entry schedule appears. Tip You can change the selected values in the data entry schedule by clicking Reinitialize or in the EWS by clicking Change the initialization. Related Information Hierarchies in report schedules [page 44] To select a hierarchy [page 45] To reinitialize a data entry schedule [page 74] To open a data entry schedule [page 64] To select a sheet for a data entry schedule Context If the schedule was designed to display several sheets, the Sheet selection dialog box appears when the data entry schedule opens. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 65

66 1. In the Sheet selection dialog box, select the sheet you want to display. You can also insert a sheet using this dialog box. 2. Click Continue. Results The data entry schedule opens in the sheet that you have selected. Tip You can navigate between the different sheets making up the schedule by clicking the tabs which bear the name of each sheet. The and buttons enable you to display the tabs which come before and after the current one. Related Information To insert a sheet into a data entry schedule [page 66] To reinitialize a data entry schedule [page 74] To open a data entry schedule [page 64] To insert a sheet into a data entry schedule Context If the schedule is designed to display several sheets, the Sheet selection dialog box appears when the data entry schedule opens. 1. In the Sheet selection dialog box, click New Sheet. The Insert sheets in the schedule dialog box appears SAP SE or an SAP affiliate company. All rights reserved. Packages

67 2. Click to select dimension values to use for data entry in the new sheet. The List of values dialog box appears. 3. Activate the boxes corresponding to the values to be selected, then click Validate. Results The new sheet is added to the Sheet selection dialog box. Tip You can also insert a sheet when the data entry schedule is open by clicking <[Number of sheets]> are available. Tip You can navigate between the different sheets making up the schedule by clicking the tabs which bear the name of each sheet. The and buttons enable you to display the tabs which come before and after the current one. Related Information To open a data entry schedule [page 64] To display the last schedules opened 1. In the data entry schedule, click Last schedules opened. The Last schedules opened dialog box appears. 2. Activate the schedule that you want to open. 3. Click Validate. Results The schedule appears. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 67

68 In multi-sheet schedules, the schedule opens to the last sheet selected the last time the schedule was run. Tip You can also access the last schedules opened by clicking the last schedules opened link on the All schedules page. Related Information To open a data entry schedule [page 64] To display cell properties Context You will only have access to this function if you selected it in your preferences. In the data entry schedule, click the blue arrow on the left-hand side of the cell whose properties you want to display. Results The Information on data dialog box appears. The dimensions and selection methods used in the cell are displayed SAP SE or an SAP affiliate company. All rights reserved. Packages

69 6.7.7 To refresh a schedule Context Refreshing a schedule, allows you to perform calculations on the amounts entered without saving the changes in the package. 1. In a schedule, make edits to the amounts. 2. Click Refresh. Results The amounts entered in the schedule are calculated Copying data from Microsoft Excel into a data entry schedule You can copy data from a Microsoft Excel sheet and paste it into a data entry schedule. Caution You must ensure the following in order for the data to be copied correctly: The language selected in the regional settings of the client machine must correspond to the application language in the Financial Consolidation Web client. The number and currency formats in the regional settings of the client machine must be the default ones for the selected language. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 69

70 6.7.9 Configuring the data entry schedule display To change the audit ID applied to the current package Context You make changes to packages in which schedule adjustments are authorized. 1. In a package, next to the Data entry audit ID at the top of the page, click Change. The Data entry audit ID dialog box appears. 2. Select a selection method and a list of values. 3. Click Validate To change the report or data entry schedule display You cannot change the size of the cells in a report or data entry schedule. However, if the Variable length option is activated when the schedule is designed, the size of the cells are adjusted automatically to ensure that the text in the cells is properly displayed when the schedule is printed. At the top of the report, the following report display options are available: Table 7: Display option Freeze panes Description Activate Freeze panes to freeze the title rows and columns in the current report or data entry schedule. Deactivate Freeze panes to unfreeze the title rows and columns in the current report or data entry schedule. Display the header Display the footer Activate Display header to display the header of the current report or data entry schedule. Activate Display footer to display the footer of the current report or data entry schedule SAP SE or an SAP affiliate company. All rights reserved. Packages

71 Display option Zoom Multiply by Divide by Description Select the zoom factor to be applied to the current report or data entry schedule from the Zoom list. Select an operator, enter the coefficient, and click Apply. The Multiply by option is useful, for example, if you want to display amounts in the thousands of Euros To insert a column in a data entry schedule 1. In a data entry schedule, click the icon located at the top of the column. 2. In the Insert columns in schedule dialog box, click next to a dimension name to select a member. 3. In the List of members dialog box, select dimension members, then click Validate. The dimension members selected are displayed in the Insert columns in schedule dialog box. 4. Repeat steps 2 and 3 until all dimensions have a specified member. Results Once all dimensions have a specified member, the Insert columns in schedule dialog box closes and the column is added to the schedule To delete a column into a data entry schedule In a data entry schedule, click the icon located to the left of the column. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 71

72 To insert a row into a schedule 1. In a schedule, click the icon located to the left of the row. 2. In the Insert rows in schedule dialog box, click next to a dimension name to select a member. 3. In the List of members dialog box, select dimension members, then click Validate. The dimension members selected are displayed in the Insert rows in schedule dialog box. 4. Repeat steps 2 and 3 until all dimensions have a specified member. Results Once all dimensions have a specified member, the Insert rows in schedule dialog box closes and the row is added to the schedule. These actions are only possible if they are authorized by the schedule design. In an EWS, these actions are not available if your workbook has been disconnected from BusinessObjects Financial Consolidation To delete a row in a data entry schedule In a data entry schedule, click the icon located to the left of the row SAP SE or an SAP affiliate company. All rights reserved. Packages

73 Entering data To consult the instructions for data entry Context The instructions for data entry are specific to each schedule. They are created on the central site when the schedule is designed. In the data entry schedule, click Instructions for data entry. Results The Instructions for data entry dialog box appears. Tip You can print the data entry instructions via this dialog box To enter comments in a cell 1. In the data entry schedule, click the red triangle icon in the cell in which you want to enter a comment. The Comment dialog box appears. 2. Enter the comment. 3. Click Validate. Related Information What do the symbols in the data entry schedules mean? [page 127] Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 73

74 To copy data to Excel 1. In a data entry schedule, click Copy data. A confirmation message appears. 2. Open an Excel file and paste the data To reinitialize a data entry schedule Context You can rerun a data entry schedule by selecting new dimension values or a new sheet if the schedule contains several sheets. 1. In the data entry schedule, click Reinitialize. The Select dimension values dialog box opens. 2. Select the appropriate selection method to be applied to the dimensions. 3. Click to select the dimension values to be taken into account. The number of values to be taken into account depends on the selection method defined for each dimension. 4. Click Continue. Results The data entry schedule appear with the new methods and values selected. Related Information To open a data entry schedule [page 64] SAP SE or an SAP affiliate company. All rights reserved. Packages

75 To select dimension values for a data entry schedule [page 64] To select a sheet for a data entry schedule [page 65] Printing the data entry schedule To format print settings and print to PDF 1. At the top of the report, journal entries, or data entry schedule, click Print setup. The Configure print settings dialog box appears. If Print setup does not appear, the Administrator has not installed ActivePDF. You can still print the page via the browser, however, any items that scroll off the page, will not appear in the printed page. 2. In the Page setup tab, enter the page settings. 3. In the Items to print tab, select the indicators that you want to include when you print the report, manual journal entries and controls, or data entry schedule, or the sheets that you want to include when you print a multi-sheet schedule. 4. In the Output format tab, select the number of PDF files that you want to generate. 5. Click Print. Results The print settings defined are used the next time a report, journal entries, or data entry schedule is printed To define the print settings for several data entry schedules 1. Open the package, then click the Print tab. 2. Activate the boxes next to the data entry schedules that you want to print. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 75

76 Tip To print all of the schedules contained in the package, click Select All. 3. Click Configure print settings. The Configure print settings dialog box appears. 4. In the Page setup tab, enter the page settings. 5. In the Items to print tab, select the indicators that you want to include when you print the schedule or the sheets that you want to include when you print a multi-sheet schedule. Tip If you do not want to print schedules not containing any data, select Print only if there is data. Tip If you want to print schedules using the same variables to be set as the last time you printed, select Use the last values selected. 6. In the Output format tab, select the number of PDF files that you want to generate. 7. Click Print To print several data entry schedules in a package 1. Open a package, then click the Print tab. 2. Activate the boxes next to the data entry schedules that you want to print. 3. Click Print. Depending on how the report was designed, you will have to select a data source, dimension values or a sheet. The Print dialog box appears. It shows the operation of printing the schedule in.pdf format. You can now print this schedule SAP SE or an SAP affiliate company. All rights reserved. Packages

77 To send reports or data entry schedules in PDF format by 1. In the report or data entry schedule, click Send by . The Send a schedule by dialog box appears. If this link is not displayed, check that the following conditions are valid: The Administrator has installed and activated ActivePDF. In the Windows version of Financial Consolidation, the Administrator has configured the Mail System (POP3/STMP) transfer vector in General Options Transfer. The sender address is configured in Preferences Address Book. 2. In the List of recipients field, enter the addresses of the recipients or click to select an address from your address book. The addresses in the address book are defined in the preferences. 3. In the Message field, enter the message you want to send in the Click Send schedule. A message appears to inform you that the report or data entry schedule has been sent. 5. Click Close to return to the report or data entry schedule. Related Information The address book [page 18] Excel Web data entry schedules Excel Web (EWS) schedules are data entry schedules that use an Excel interface. You still select dimension values, enter comments, , and print an EWS using the same steps as those for the Financial Consolidation data entry schedule. By default, you can total amounts in an EWS using a spread formula. For example, if you need totals that are not produced by simple sub-totals, you can add rows to the EWS and use Excel spread-type formulas. These rows are not included in the spread calculations, unlike the Financial Consolidation schedule rows. If authorized by your administrator, you can enter data in an EWS. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 77

78 If the administrator activates the planning features, the schedules will open in Excel and you will have access to the specific planning functionality. If the administrator does not activate the planning features, the schedules will open by default in Excel but you will not have access to the specific planning functionality. Users will however have the option of opening the schedules in Excel. Some standard Excel features are not available or have been adapted so that EWS schedules can be used. The administrator authorizes use of EWS and the planning features in the BusinessObjects Financial Consolidation Dimension Builder module. To find out more, see the BusinessObjects Financial Consolidation documentation. In data entry schedules containing hierarchies, you cannot enter data or add rows to hierarchies. Related Information To modify the option for opening schedules in Excel [page 17] Specific information regarding Excel functionality [page 92] Excel Web Schedule reports [page 34] Opening an Excel Web Schedule for the first time The first time you open an EWS schedule, one or more dialog boxes appear, depending on the Excel version installed on your workstation. Use these dialog boxes to enable the macros required to work in EWS. Related Information What do I do if a message appears when I open an Excel Web Schedule? [page 131] SAP SE or an SAP affiliate company. All rights reserved. Packages

79 To enable macros in Excel XP or Excel In the Security Warning dialog box, activate Always trust macros from this source. 2. Click Enable macros. Results The next time you open the schedule in EWS, this dialog box do not appear. If the Security Warning dialog box does not appear the first time you open an EWS schedule, open Excel, and select Tools Macro Security. In the Trusted Sources tab, check that Always trust Visual Basic Project option has been activated To enable macros in Excel 2007 Context When you open the schedule, the Microsoft Excel dialog box appears, informing you that the schedule contains macros and asking you if you want to enable them. 1. In the Microsoft Excel dialog box, click Yes. The Security Warning dialog box appears. 2. Activate Do not show this message again. 3. To enable the macros, click Yes. The Planning (The certificate was successfully added to the trusted sources) dialog box opens. 4. Click OK. Another Planning (The workbook... has been added and installed as an add-in) dialog box appears. 5. Click OK. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 79

80 Results The next time you open the schedule in EWS, these dialog boxes do not appear Managing Excel Web Schedules and entering data To display or hide cell properties In the EWS schedule, select Finance EWS Cell information. Results The Cell information dialog box will appear/disappear. When another cell is selected, the information in the dialog box is refreshed immediately. This dialog box appears by default when the schedule is opened Copying and pasting data in an Excel Web Schedule If you already have data at your disposal, you can copy it into your EWS schedule. Data is copied in the same way as in Excel. However, locked cells in the data entry schedule are taken into account when the data is copied. Related Information Data entry cells vs protected cells [page 144] SAP SE or an SAP affiliate company. All rights reserved. Packages

81 Using an existing Excel workbook to enter data in an EWS schedule You can create links between your BusinessObjects Financial Consolidation schedule and an Excel workbook containing data. Tip If you need a small amount of data for the purposes of data entry, you can also create a sheet in your EWS workbook for this data, and then link the created sheet to a BusinessObjects Financial Consolidation schedule contained in a different sheet. You must first open the workbook that you want to link to the schedule. You cannot insert a link in a EWS schedule cell by entering = and clicking a standard Excel cell, nor by performing an Excel Edit Paste Special operation. We recommend that you either enter the link directly using the syntax above or that you copy an existing link formula from one cell to another. If you copy a formula to several cells, the links cannot contain $ characters if they are to be automatically added by Excel. If you change the data contained in the standard Excel workbook, none of your changes are integrated in BusinessObjects Financial Consolidation until you open your EWS schedule and resave your package. Link syntax Links use the following syntax: ='<[workbook location]>[<[file name]>]<[sheet name]>'!<[cell reference]> Example ='C:\Data\Budget\<[Workbook1.xls]>Budget'!C3 Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 81

82 Related Information Why does #REF appear in a cell linked to another workbook? [page 149] What is local modeling? [page 140] To link comments to a cell 1. In the cell's contextual menu, select Insert comment. The icon will appear in the top right-hand corner of the cell. A box for entering your comment will also appear. 2. Enter the comment. 3. Click another cell. Results To change the comment entered, select Insert comment from the cell's contextual menu. The comments linked to the cells in the standard Excel workbooks will not appear in BusinessObjects Financial Consolidation. If you cannot link a comment to a cell, Prohibit comments will appear in the information box below the cell in question. Comments which have been added to a given cell can be copied and pasted to different cells. However, if the pasted area overlaps with the copied area, the comment will not be copied SAP SE or an SAP affiliate company. All rights reserved. Packages

83 To delete a comment from a cell In the cell's contextual menu, select Delete comment. Results The icon will be removed from the cell To reinitialize an Excel Web Schedule 1. In the EWS schedule, click Reinitialize. The Select dimension values dialog box opens. 2. Select the appropriate selection method to be applied to the dimensions. 3. Click to select the dimension values to be taken into account. The number of values to be taken into account depends on the selection method defined for each dimension. 4. Click Continue. Results The schedule is displayed with the new methods and/or values selected To refresh an Excel Web Schedule In the EWS schedule, click Refresh. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 83

84 Results The amounts entered in the schedule are calculated Saving your data To save a schedule in the database In the EWS schedule, click Save package. Results Wen you save the current package, the data is integrated in the database. Once it has been saved in BusinessObjects Financial Consolidation, you will find your schedule, even if you open the package on another workstation that has Excel installed. Your local modeling enhancements are stored in the database but other users do not have access to them. When you save the package containing the EWS schedule, both BusinessObjects Financial Consolidation and EWS schedules are merged Saving an Excel Web Schedule on your workstation You can save a schedule without saving it in the database. It will be saved on your workstation in the folder selected SAP SE or an SAP affiliate company. All rights reserved. Packages

85 To save an Excel Web Schedule on your workstation Context You can save a schedule without saving it in the database. It is saved on your workstation in the folder selected. In the EWS schedule, select Finance EWS Work offline. Results You can also use the Save function in Excel ( File Save As ) Defining the print settings and printing the EWS schedule Unfreezing and freezing the panes of an Excel Web Schedule You can freeze or unfreeze the panes of the current schedule. Freezing panes Click Freeze panes to freeze the title rows and columns in the current schedule. Unfreezing panes Click Unfreeze panes to unfreeze the title rows and columns in the current schedule. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 85

86 To define the print settings for an Ecel Web Schedule 1. In the EWS schedule, click Print setup. The standard Excel Page setup dialog box appears. 2. In the different settings, define the required settings for the page setup. 3. Click OK To print an Excel Web Schedule In the EWS schedule, click Print Local modeling Local modeling rows, like breakdown rows, extra Excel sheets, and Excel formulas, belong to the user who created them. Related Information Working offline from BusinessObjects Financial Consolidation [page 90] Analyzing an amount using local data: Local modeling If the amount requested in the BusinessObjects Financial Consolidation schedule is too general, you can add line item detail to your local schedule. This will enable you to analyze your figures in more detail. Other viewers will not be able to view your local modeling enhancements SAP SE or an SAP affiliate company. All rights reserved. Packages

87 Related Information Using an existing Excel workbook to enter data in an EWS schedule [page 81] To insert line item detail 1. In the EWS schedule, select the total row. 2. Select Finance EWS Local modeling Insert line item detail. The Insert line item detail dialog box appears. 3. Select Before or After as required. A new row appears. It is never preceded by a. 4. Enter the required text. Results Tip To insert another line item detail, click the line item detail description, then press Enter on your keyboard. Another row will be automatically inserted To calculate a ratio 1. In the EWS schedule, select Insert Rows. An Excel row is inserted. 2. Repeat step 1 as many times as you need to insert a row. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 87

88 These rows will not be included in spread calculations (unlike BusinessObjects Financial Consolidation schedule rows). 3. Create your formulas in the BusinessObjects Financial Consolidation row Hiding and displaying local modeling in an EWS if you want to see how the BusinessObjects Financial Consolidation schedule appears to other users, you can hide parts of the local modeling, like line item details shown in rows, and columns. All of the items added to the BusinessObjects Financial Consolidation schedule are hidden. You can display them again if required To hide local modeling in an EWS In the EWS schedule, select Finance EWS Hide local modeling To display local modeling in an EWS In the EWS schedule, select Finance EWS Display local modeling Deleting local modeling enhancements You can delete the local modeling objects created, including: line item details, tabs, etc SAP SE or an SAP affiliate company. All rights reserved. Packages

89 To delete the local modeling Context Caution Once an object has been deleted, it cannot be restored. 1. In the EWS schedule, select Finance EWS Local modeling Remove local modeling. A confirmation message will appear. 2. Click on Yes Defining other calculations To add a variance formula 1. In the EWS schedule, select Insert Columns. An Excel column is added. This column will not be included in spread calculations, unlike BusinessObjects Financial Consolidation schedule columns. 2. Create your formulas in the cells in the new column. Check that the cells have the Number format. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 89

90 To save a schedule on your workstation Select Finance EWS Work offline. Results You can also use the Save function in Excel ( File Save As ) Working offline from BusinessObjects Financial Consolidation You do not need to be connected to BusinessObjects Financial Consolidation to work on your schedule. Even when you work offline you still have access to specific EWS schedule functionality. There are two restrictions: You cannot add rows or columns specific to BusinessObjects Financial Consolidation when working offline. Similarly, you cannot update calculations performed by BusinessObjects Financial Consolidation. You cannot access the Update button. Tip When working in a team, this function enables users to exchange workbooks. Tip This function also enables you to copy local modeling performed on one category to another SAP SE or an SAP affiliate company. All rights reserved. Packages

91 To save a workbook on your workstation Select Finance EWS Work offline Create offline workbook. Results You can also save your workbook using the standard Excel Save function To reconnect your workbook to BusinessObjects Financial Consolidation 1. Once you are reconnected to BusinessObjects Financial Consolidation, open your package then your workbook. 2. Once the workbook is open, select Finance EWS Work offline Reconnect offline workbook. 3. Follow the instructions that appear on your screen Resolving data conflicts If changes have been made to your package outside your locally enhanced workbook, there may be a difference between: an amount stored in BusinessObjects Financial Consolidation. the locally enhanced total in the EWS schedule. This leads to conflicting data being produced. This conflict can be dealt with in the EWS schedules. This difference is highlighted on screen as follows: In the schedule's cells, the amount where a difference has been found appears against a red background. In the cell's properties box, the difference is indicated by a warning sign. The application will propose various solutions depending on the actual problem. Example of when differences are found: An amount in BusinessObjects Financial Consolidation is calculated using an Excel formula, for example a formula referenced to other Excel cells. The Excel formula is looked upon as a local modeling enhancement. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 91

92 Formulas such as =5+2 are not looked upon as local modeling enhancements. Consequently, this does not lead to a difference being generated. Example Data conflict A supervisor is responsible for overseeing the data entry performed by three other users. He/she can change the amounts entered by the other three if it is judged necessary. One of the users called Jim has entered a line item detail locally, which the supervisor cannot see. The total, which the supervisor can see, is The supervisor does not think the total entered is correct and changes it to , and asks Jim to make changes to his schedule. Jim opens his schedule. He looks at the amounts entered locally and the new total entered by the supervisor. The total of the line item detail ( ) does not correspond to the new total. There is therefore a difference between the amount stored in BusinessObjects Financial Consolidation and the amount stored locally. Example Solving the problem The cell's properties box indicates that The amount is different from the line item detail total. It proposes the following solutions: Driver not currently applied. Apply driver. This enables you to keep the previous amount and to reanalyze the data accordingly. Amount = XXX. Spread this amount. This will lead to the existing amounts being spread on a pro-rata basis. Line item detail total = YYY. Use this total. This enables the user to keep the total that he/she calculated. Variance = ZZZ. Manually change line item detail. This message suggests that the user should enter the line item detail again Specific information regarding Excel functionality Some standard Excel features are not available or have been adapted so that EWS schedules can be used. For more information on these functions, refer to the Frequently asked questions - Data retrieval section in the Web version of the Financial Consolidation documentation. Restricted functions Drag and drop Undo or redo Cutting or pasting cells Pasting a comment in a cell Paste special Inserting and deleting a range of cells Sorting elements Locking cells and totals for spreads SAP SE or an SAP affiliate company. All rights reserved. Packages

93 Spread calculations Schedule colors Editing a chart Entering a formula referenced to another workbook Status bars Cells containing spread formulas Copying or pasting from one sheet to another Headers and footers Local modeling and merge reports Working on more than one sheet at a time Hypertext links Outlines Split Unavailable functions Adding a user macro Creating workbooks Repeat clear Copying cell formats PivotTable reports Technical restrictions Deleting a sheet from a workbook Working with rows or columns in a schedule Opening an EWS schedule that contains local modeling Clipboards Available functions not managed Adding a Macro MS Excel4 sheet type Defining a spread total calculated from line item details on another sheet Customizing toolbars Duplicating an Excel sheet Related Information Using an existing Excel workbook to enter data in an EWS schedule [page 81] Drilling to origin in an SAP BusinessObjects Financial Information Management package When you are viewing the data of an SAP BusinessObjects Financial Information Management package in SAP BusinessObjects Financial Consolidation, you can drill to the original data in SAP BusinessObjects Financial Information Management using the Drill to origin option. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 93

94 To have access, you need the right to drill to origin enabled for your user profile by the Adminsitrator. The option is also available for SAP BusinessObjects Financial Consolidation Excel Web Schedules. Related Information SAP BusinessObjects Financial Information Management [page 60] To drill to origin in an SAP BusinessObjects Financial Information Management package 1. Open a package schedule in SAP BusinessObjects Financial Consolidation. 2. Right-click a cell and select Drill to origin. A read-only dialog box listing the parameters that will be passed to SAP BusinessObjects Financial Information Management appears. 3. Click Continue to send the information to SAP BusinessObjects Financial Information Management. SAP BusinessObjects Financial Information Management opens in a separate window. If you click Cancel, the dialog box closes and SAP BusinessObjects Financial Information Management does not open. 6.8 Managing access to the package To check the list of users Context In multi-user mode, you can view the list of users who opened the package. Tip You use this function when you want to inform users that you need to open the package in exclusive mode SAP SE or an SAP affiliate company. All rights reserved. Packages

95 Click. Results The Activity in package dialog box appears, displaying the list of users who opened the package. Related Information What is the difference between single-user and multi-user mode? [page 120] To unlock a package Context The package is automatically locked during package publication. If you want to make changes to the data in the package, you must first unlock it. Locked packages are identified by the icon in the Status column. 1. Open the package that you want to unlock, then click the Other actions tab. 2. On the Process data page, click Unlock. The Unlocking [Package] dialog box appears. Tip To keep the same lock the next time this dialog box is opened, activate Keep this lock until the next time the package is unlocked. 3. Select and copy the lock generated. 4. Send this lock to the publication site. You receive the key corresponding to the lock sent. 5. Paste this key in the relevant field in the Unlocking [Package] dialog box. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 95

96 6. Click Unlock package. You can consult on who locked/unlocked the package, and when, by clicking the To find out more link in the Information column To unlock several packages 1. On the home page, click the Multi-package actions link. Tip If you are already on the Packages tab, you can click the Multi-package actions page. 2. Select Unlock from the list. 3. Click Go. The Unlocking [Package] dialog box appears. Tip To keep the same lock the next time this dialog box is opened, activate Keep this lock until the next time the package is unlocked. 4. Select and copy the lock generated. 5. Send this lock to the publication site. You receive the key corresponding to the lock sent. 6. Paste this key in the relevant field in the Unlocking [Package] dialog box. 7. Click Unlock package To protect a package 1. Open the package that you want to protect, then click the Other actions tab. 2. On the Process data page, in the Package protection section, click Protect package. No changes can be made to a protected package, regardless of its status SAP SE or an SAP affiliate company. All rights reserved. Packages

97 Results A confirmation message appears. Protected packages are identified by the icon in the Status column To protect several packages 1. On the home page, click the Multi-package actions link. Tip If you are already on the Packages tab, you can click the Multi-package actions page. 2. On the page, check the boxes for the packages to be protected. 3. Select Protect from the list. 4. Click Go. Results The icon appears in the Status column of the selected packages To unprotect a package 1. Open the package that you want to unprotect, then click the Other actions tab. 2. On the Process data page, in the Unprotect package section, click Unprotect package. Results A confirmation message appears. Protected packages are identified by the icon in the Status column. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 97

98 To unprotect several packages 1. On the home page, click the Multi-package actions link. Tip If you are already on the Packages tab, you can click the Multi-package actions page. 2. Check the boxes for the packages to be unprotected. 3. Select Unprotect from the list. 4. Click Go. Results The icon disappears from the Status column of the selected packages To submit a package Context When a package is submitted, it is made available to users from a higher hierarchy level, who can then make changes to it. 1. Open the package that you want to submit, then click the Publication tab. 2. In the Submit package section, click Submit package. Results Information on the submission of the package appears SAP SE or an SAP affiliate company. All rights reserved. Packages

99 6.8.6 To reject a package Context In the workflow process, when a package is rejected, it is made available to users from a lower hierarchy level, who must then make changes to it. 1. Open the package that you want to reject, then click the Publication tab. 2. In the Reject package section, click Reject package. If the package has not been saved, a message appears. 3. Click Yes. The Reject for dialog box appears. 4. Select the level that should make changes to the package. 5. Click Validate. Results Information on the rejection of the package appears. 6.9 Running controls on the data entered Running controls on the package By running controls, you check that the data entered is valid and that it meets the requirements set. The controls can be run in the package or a data entry schedule. The controls are run automatically each time the package is opened or saved. If you do not have the access rights for analyzing amounts for certain dimensions, you cannot run the controls on the package. The status of the controls remains To be run. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 99

100 Related Information What is the difference between running controls on a package and validating it? [page 119] To run controls on a package 1. Open the package in which you want to run controls, then click the Controls tab. 2. If several controls levels have been defined, select the control level you want to reach using the Level to be complied with list. Tip To display specific control results, activate the boxes corresponding to the control results you want to display and click Apply. 3. Click Run controls. Results The control results are displayed. If errors are detected by the controls, you can find out more details by clicking Show details. You can also print these results by clicking Print controls. Package controls can also be printed at the same time as other objects in the package. Tip You can also run controls on a package when a schedule is open by clicking Run controls. If you do select this option, detailed information about the controls and results appears in a page in the background but you can still enter amounts in the schedule. Related Information Printing the package [page 115] SAP SE or an SAP affiliate company. All rights reserved. Packages

101 6.9.2 Running package rules When package rules are run, adjustments to the data can be made by generating automatic journal entries. You can consult these journal entries in the automatic journal entry ledger. Related Information Validating the package [page 101] To run package rules 1. Open the package in which you want to run package rules, then click the Other actions tab. 2. On the Process data page, in the Run package rules section, click Run package rules. A message appears, informing you that the package will be automatically saved once this is done. 3. Click Yes. Results A confirmation message appears Validating the package When you validate a package, controls and package rules are run. Related Information What is the difference between running controls on a package and validating it? [page 119] Publishing the package to the central site [page 102] Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 101

102 To validate a package 1. Open the package that you want to validate, then click the Publication tab. 2. In the Validate package section, click Validate package. Results The status of the package appears Publishing the package to the central site When a package is published, its data is validated and made available to the publication site. Only validated packages can be published. When you publish a package, controls and package rules are run. If several packages are published at the same time, they are published in standard mode. Only the packages for which advance publication is authorized are published in advance mode. You can enter a comment on the publication of the package. You can view this comment in the Package Amount Trace editor if the Package Amount Trace function is enabled. Related Information What is the difference between publishing a package in advance and publishing it by special permission? [page 120] Integrating the package on the central site [page 115] SAP SE or an SAP affiliate company. All rights reserved. Packages

103 To publish a package 1. Open the package that you want to publish, then click the Publication tab. 2. In the Package publication section, click Publish package. The publication process may vary depending on the characteristics of the package, for example validity or deadline. Results Information on the publication of the package is displayed in the Package publication section To publish several packages 1. On the home page, click the Multi-package actions link. Tip If you are already on the Packages tab, you can click the Multi-package actions page. 2. Check the boxes for the packages to be integrated. 3. Select Publish from the list. 4. Click Go. Results The publication result appears in the Publication report page, listing the published packages and any generated errors. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 103

104 6.11 Using file attachments To insert a file attachment 1. Open the package in which you want to insert an attachment. 2. Click the Other actions tab, then click the Attachments page. 3. Click Browse. The Choose file dialog box appears. 4. Select the file you want to attach. You can attach a file in PDF, XLS or DOC format to a package. Depending on the size of the file, this may take several minutes. 5. Click Open. The name of the file appears in the File field. 6. Click Insert attachment. Results The name, size, and type of the file attached appear in the list. Packages with file attachments are identified by the icon in the list of packages To open a file attachment 1. Open the package that contains the file that you want to open. 2. Click the Other actions tab, then click the Attachments page. 3. Click the file attachment you want to open. The File Download dialog box appears. 4. Select the Open option. 5. Click OK SAP SE or an SAP affiliate company. All rights reserved. Packages

105 Results The file opens in a new window. Packages with file attachments are identified by the column of the list of packages. icon in the Information Tip You can also open an attachment using the list of packages. In the Information column, click To find out more, then Consult attachments To download a file attachment 1. Open the package that contains the file that you want to download. 2. Click the Other actions tab, then click the Attachments page. 3. Click the file attachment you want to download. The File Download dialog box appears. 4. Select the Save option. 5. Click OK. The Save As dialog box appears. 6. Enter a file name and click Save. Packages with file attachments are identified by the icon in the list of packages. Results Tip You can also select Save target as from the contextual menu of the file that you want to download. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 105

106 6.12 Working with ledgers To open a package ledger Context A ledger groups together the manual journal entries by function or reporting unit. It is defined by an environment, group of Audit IDs, and one or more categories. 1. Open the package that contains the manual journal entry ledger that you want to open, then click the Ledgers tab. 2. In the list of manual journal entry ledgers, click the category, data entry period, or code of the ledger you want to open. Tip Use the Search function to filter the list of ledgers displayed. Results The list of journal entries in the ledger appears. Related Information To open a package journal entry [page 106] To open a package journal entry 1. Open the manual journal entry ledger which contains the journal entry that you want to open. 2. In the list of journal entries in the ledger, click the number, audit ID, or period of the journal entry that you want to open SAP SE or an SAP affiliate company. All rights reserved. Packages

107 Tip Use the Search function to filter the list of journal entries displayed. Results The manual journal entry appears. Related Information To open a package ledger [page 106] To create a package journal entry [page 108] To consult automatic package journal entries Context Automatic journal entries represent the journal entries which are produced by package rules and the adjustment opening balances. 1. Open the package that contains the automatic journal entry ledger that you want to open, then click the Ledgers tab. 2. In the list of automatic journal entry ledgers, click the ledger that you want to open. A list of the automatic journal entries in the package appears. 3. Click on the number, reporting unit, audit ID, or period of the journal entry that you want to open. Results The automatic journal entry appears. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 107

108 To create a package journal entry Context You can post manual journal entries in addition to data already in the package. Double-sided entries are posted in debit and credit columns. The audit ID enables us to find out why it was posted. 1. Open the ledger in which you want to create a journal entry, then click New journal entry. The Manual journal entry window appears. 2. Enter the header dimensions if necessary. 3. Enter an account, flow and amount then click Refresh. Once the journal entry is validated, you can save and close it. Related Information To save a package journal entry [page 109] To enter a package journal entry header Context You must enter a package journal entry header for the entry to be considered as valid. The journal entry header enables you define the general properties of the journal entry, such as its audit ID. In the Header dimensions box of the journal entry to be posted, enter or change the options. Some header dimensions are grayed out and not available for data entry, depending on the configuration SAP SE or an SAP affiliate company. All rights reserved. Packages

109 Results Once you have entered the header options, you can post the journal entry. Related Information What is a journal entry header? [page 124] To save a package journal entry 1. In the package journal entry, enter: a. the compulsory header fields b. the accounts, flows and amounts A journal entry can only be saved if the Debit/Credit totals and the flows balance. A local manual journal entry is valid when: 2. Click Save. the compulsory header fields have been entered. the controls have been validated (Debit/Credit control, controls to check that the flows balance and category scenario controls) To add a description to a package journal entry 1. Open the journal entry into which you want to add a description. 2. Enter the description in the Description column. 3. Click Save. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 109

110 To add a comment to a package journal entry 1. Open the journal entry to which you want to add a comment. 2. Enter your comments in the Comments box. 3. Click Save To insert reference rows in a package journal entry 1. Open the journal entry to which you want to add extra reference rows. 2. Click Add row. 3. Post your amounts in the row then save or refresh the journal entry To insert line item detail in a package journal entry 1. Open the journal entry to which you want to add extra line item detail rows. 2. Click the icon in the Detail column of the reference row. 3. In the Detail of the journal entry row page, click Add row. 4. Post your amounts in the row then save or refresh the journal entry To delete a row in a package journal entry 1. Open the journal entry containing the row you want to delete. 2. Select the row to be deleted then click Delete. Calculated rows cannot be deleted. You must first delete the rows that were used to produce the calculated row before you can delete the calculated row itself SAP SE or an SAP affiliate company. All rights reserved. Packages

111 For line item detail rows: if the line item detail row is carried over to the reference row, the reference row can only be deleted once you have deleted all of the line item detail rows. if there is no carry over, you can directly delete the reference row Reversing a central or package journal entry Reversal enables you to cancel a journal entry by posting a contra journal entry with the same amount. In the category scenario, you can specify that manual journal entries must be reversed to prevent manual journal entries from being deleted or changed. When reversing journal entries, file attachments associated with the reversed journal entry will not be associated with the reversing journal entry. The reversal of manual journal entries is authorized in the following cases: The journal entry is not in read-only. The user possesses all operating rights on the journal entry to be reversed. The journal entry you want to reverse has not already been reversed. The journal entry is not protected. When you reverse a journal entry, a contra entry is generated. The following rules apply to reversed journal entries: A journal entry can only be reversed once. Controls will not be run on this journal entry. In the list of journal entries in the ledger, you can reverse several journal entries in one operation in the Desktop. When you reverse a manual journal entry, the application offers to make a copy of it. You can: Cancel a journal entry by creating a contra entry. Create a manual journal entry which is a duplicate of the original, and which you can change as required. The duplication enables you to retrieve, for example, the amount you want to change without having to enter the journal entry header and body again. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 111

112 In the case of a package journal entry In the case of a package journal entry, you can change a reversed or reversing journal entry only if a new category scenario is applied. Reversed and reversing journal entries cannot be deleted if the reversal is required. If this is not the case, then you can delete both journal entries at the same time. Regardless of whether or not the reversal is required, once the new category scenario is distributed and if the two types of journal entries are now invalid, the application will ask if you want to delete them. In the case of a package journal entry, a manual journal entry can only be reversed if it has been saved at least once. In the case of a central journal entry Duplication is possible only if you reverse a central manual journal entry using the manual journal entry editor To reverse a package journal entry 1. Open the ledger containing the journal entry you want to reverse. The list of journal entries appears. 2. Select the journal entry you want to reverse and click Reverse. A confirmation message appears. 3. Click OK to confirm To delete a package journal entry 1. Open the ledger containing the journal entry you want to delete. The list of journal entries appears. 2. Select the journal entry you want to delete and click Delete. You can delete a journal entry if: SAP SE or an SAP affiliate company. All rights reserved. Packages

113 You have the necessary access rights. The category scenario authorizes deletion without posting a reversing entry. The journal entry is not in read-only mode. A confirmation message appears. 3. Click OK. 4. Save the package To format print settings and print to PDF 1. At the top of the report, journal entries, or data entry schedule, click Print setup. The Configure print settings dialog box appears. If Print setup does not appear, the Administrator has not installed ActivePDF. You can still print the page via the browser, however, any items that scroll off the page, will not appear in the printed page. 2. In the Page setup tab, enter the page settings. 3. In the Items to print tab, select the indicators that you want to include when you print the report, manual journal entries and controls, or data entry schedule, or the sheets that you want to include when you print a multi-sheet schedule. 4. In the Output format tab, select the number of PDF files that you want to generate. 5. Click Print. Results The print settings defined are used the next time a report, journal entries, or data entry schedule is printed To print several package journal entries 1. Open the ledger containing the journal entry you want to delete. The list of journal entries appears. Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 113

114 2. Check the boxes corresponding to the journal entries you want to print. 3. Click Print To run a control on a package journal entry Context By running controls, you check the validity of the data and that it meets the requirements set. 1. Open the journal entry on which you want to run a control. 2. Click Run controls. The Journal entry controls window opens. 3. Select the control result you would like to obtain and click Apply. Results The control results are displayed To consult the package journal entry controls 1. Open the journal entry whose controls you want to consult. 2. Click View controls. The Journal entry controls window opens. 3. Select the control result you would like to obtain and click Apply. Results The control results are displayed SAP SE or an SAP affiliate company. All rights reserved. Packages

115 6.13 Integrating the package on the central site This operation enables you to integrate package data in preconsolidated data, which can only be carried out at central site. Only published packages can be integrated. Related Information Publishing the package to the central site [page 102] To integrate packages to the central site 1. On the home page, click the Multi-package actions link. Tip If you are already on the Packages tab, you can click the Multi-package actions page. 2. Check the boxes for the packages to be integrated. 3. Select Integrate from the list. 4. Click Go. Results The Integrated status appears in the Status column of the selected packages Printing the package You can print the following objects from one or more packages in a given page: Data entry schedules in packages Package controls Packages 2016 SAP SE or an SAP affiliate company. All rights reserved. 115

116 Package ledgers, manual journal entries and manual journal entry controls To print objects from one or more packages 1. On the home page, click the Multi-package actions link. Tip If you are already on the Packages tab, you can click the Multi-package actions page. 2. Check the boxes next to the packages whose objects you want to print. 3. Select Print from the list. 4. Click Go. The Configure print settings dialog box appears. The Selection tab displays the list of packages you selected. 5. In the Page setup tab, enter the page settings. 6. In the Items to print tab, select the items that you want to include when you print the schedules. Tip If you do not want to print schedules not containing any data, select Print only if there is data. Tip If you want to print schedules using the same variables to be set as the last time you printed, select Use the last values selected. 7. In the Output format tab, select the number of PDF files that you want to generate. 8. Click Print. You can now print the schedules SAP SE or an SAP affiliate company. All rights reserved. Packages

117 7 Frequently asked questions - Data entry 7.1 Packages What are the different types of package status? The status indicates at which stage of the data entry process a given package might be found. The different types of status are: Status Description Empty Valid The package has been created but does not contain any data. The package has satisfied the criteria for being valid: the local manual journal entries are valid, the package rules have been run and the required control level has been reached. Package data entry has begun. The package has been locked after publication. The package must be unlocked before changes can be made to the data. The package is protected. The package must be unprotected before changes can be made to the data. Published Integrated The package has been published. Data is made available to the central site. The package has been integrated. Data from the package is integrated in the data to be consolidated Why are there no packages shown in the list of packages? By default, no package is shown in the list of packages. You must select one or more reporting IDs to display the corresponding packages. Related Information To open a package [page 53] Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 117

118 7.1.3 Why do some tabs not appear in the application? Depending on the access rights with which you have been assigned, some actions might not be authorized. In addition, if some actions have not been customized, the corresponding tabs will not appear. Example If you do not have the Publish a package functional right, the Publication tab will not appear in the application. Example If no set of controls was assigned to the package, the Controls tab will not appear in the application Why do the controls always keep the To be run status? If you do not have the access rights for analyzing amounts for certain dimensions, you cannot run controls on the package. These access rights are defined in the access definitions and data access groups defined in the Security module of the Windows version of Financial Consolidation. The status of the controls will remain To be run. Related Information Running controls on the package [page 99] What is the difference between locking and protecting a package's contents? The central site defines whether or not a given package will be locked. If required by central site, the package is locked on publication and can only be unlocked if central site provides its authorization. On the other hand, any Financial Consolidation user with the corresponding access rights can protect a package. In both cases, no changes can be made to the package SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

119 Related Information To protect a package [page 96] To unprotect a package [page 97] To unlock a package [page 95] What is the difference between running controls on a package and validating it? Controls check the validity of the data entered. They are organized into levels and are run in a specific order. When you validate a package, both controls and package rules are run. Related Information Running controls on the package [page 99] Validating the package [page 101] What is the difference between a comment and a Group message? Any user can enter comments for a given package. The Group message is a text defined for a given reporting ID. This message will automatically be linked to all of the reporting sets based on the reporting ID and to all of the packages generated by these reporting sets. You can consult the comment or group message from the list of packages. In the Information column, click To find out more. Related Information To add or change comments [page 55] Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 119

120 7.1.8 What is the difference between single-user and multiuser mode? Multi-user mode means that several users can open a given package at the same time. The following conditions apply when working in multi-user mode: A package cannot be opened by the same user at the same time in both Financial Consolidation Web and Microsoft Excel (via Excel Link). To perform certain actions such as resetting, protecting, submitting, rejecting, publishing, and integrating a package or importing data, only one user can be connected to the package. Single-user mode means that only one user can open a given package. The same package can only be opened by another user in read-only mode What is the difference between publishing a package in advance and publishing it by special permission? Advance publication is used to publish a package before the deadline is reached. Publishing a package by special permission is used to publish a package that is not valid after the deadline has been reached. It is also used to publish a package that is not valid and for which advance publication is not authorized. Related Information Publishing the package to the central site [page 102] How should the import file be organized? The different import files can be: Files with separators These are files that have been created by Business Objects applications or Microsoft Excel, for example. Each field is separated by a character, for example a comma or tab. Fixed length files The data in these files is organized in columns whose length is fixed. The import file can contain: Zero or a number of row headers to be ignored during the data import. A first row describing the column headers in the import file and the list of dimensions to be imported. The rows containing the data to be imported SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

121 Example Import file Compulsory and optional dimensions This section describes the compulsory and optional dimensions for the different types of data import. If one of the compulsory dimensions is missing from the header of the import file, then the data import will fail. The following dimensions must be entered when importing single packages Account (code: AC) Flow (code: FL) The following dimensions must be entered when importing multiple packages Account (code: AC) Flow (code: FL) Category (code: CA) Data Entry Period (code: DP) Reporting Unit (code: RU) The following dimensions must be present in the import file structure, but do not necessarily need to contain data Audit ID (code: AU) Period (code: PE) Currency (code: CU) Optional dimensions Original Reporting Unit (code: ORU) Partner 1 (code: PA) Partner 2 (code: SH) Technical Origin (code: TO) Geographical Origin (code: GO) Ledger (code: LE) Journal Entry Number (code: NU) User-defined dimensions Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 121

122 Assigning a default member Regardless of whether you are importing data into multi-packages or into one package only, a default member will be assigned if one of the compulsory dimension rows does not contain any members: Dimension row Audit ID Currency Period (single-period category scenario) Period (multi-period category scenario) Default member assigned Original package audit ID (S level). Package data entry currency defined in the RU Organizer module. Period defined for this category scenario. First period defined for this category scenario. Column headers The column headers contain the dimension code for the rows of data in the import file: If the rows of data contain alphanumeric codes, the dimension must be identified by a D_ <dimension code> in the column header. If the rows of data contain numerical data, the dimension must be identified by a ZD_ <dimension code> in the column header. The amount column name must be P_AMOUNT and the comment column must be P_COMMENT. The prefix D stands for Dimension and P stands for Property. Both D and P must be in the upper case. The dimension values must also be in the upper case so that the rows will not be rejected. Dimension codes can be in the lower case. Related Information Importing and exporting data in packages [page 56] What are the main reasons for imported data being rejected? [page 123] SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

123 What are the main reasons for imported data being rejected? When some data items are rejected during the import, you can consult them by clicking Show details on the rejected data. The main reasons for data items being rejected are as follows: Message Meaning Invalid data - Comment prohibited by the category scenario Data not defined in the category scenario Read-only data Calculated data The <[CODE]> does not exist for the dimension <[DIM]> The ID <[ID]> does not exist for the dimension <[DIM]> The <[CODE]> for the dimension <[DIM]> is not unique The journal entry data has not been imported into the package The audit ID is not authorized The category scenario does not allow comments to be imported The category scenario does not allow this data to be imported Read-only flows and periods cannot be used for data imports The data cannot be imported because it was produced using a formula The code does not exist in the structure The numeric ID does not exist in the database There are several codes for the same dimension It is not possible to import data taken from journal entries If packages are locked except for adjustments: the audit ID is not authorized in the package You can consult details on the rejected data in a dedicated file if the Generate file containing the rejected data box was activated when the import was customized. Related Information How should the import file be organized? [page 120] Importing and exporting data in packages [page 56] Central manual journal entry vs package manual journal entry There are two types of manual journal entry: Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 123

124 Central manual journal entries. These journal entries are posted in the Manual journal entry module. All audit IDs are authorized except original package audit IDs. Manual package journal entries. These journal entries are posted in the Package Manager module. Only local adjustment audit IDs are authorized. Related Information To open a package journal entry [page 106] What is a journal entry header? A journal entry header enables you to define the general properties of the journal entry, like the reporting unit to which the journal entry is assigned, the audit ID, period, and currency. The following information can be entered or consulted in the header: Reporting unit, which can only be consulted. Audit ID, which can only be entered if the ledger authorizes several audit IDs. Otherwise, the audit ID is automatically filled in. Period, which can only be entered if the category scenario contains multiple periods. Otherwise, the period is automatically filled in. Journal entry currency, which can only be consulted What are the journal entry row statuses? Rows can have different statuses: Row status Valid row Status indicator No icon A row is valid if it is complete and consistent with the category scenario Single-sided journal entry row Single-sided journal entry rows are displayed in blue italic font. This setting can be customized in the category scenario. Calculated row These rows are generated automatically. They cannot be deleted or changed SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

125 Row status Status indicator The row already exists Prohibited or invalid row Incomplete row What are breakdown analyses? In category scenarios, when amounts need to be broken down, you assign the appropriate analysis dimensions to the relevant indicators, for example authorized {Account, Flow} pairs. The table below outlines the icons shown in the columns and the information that they represent: Presence of a breakdown analysis Icon A breakdown can be entered Breakdown rows are entered What is flow balance? When manual journal entries are posted, some flows are customized so that the Debit/Credit balance is required i.e. the credit and debit amounts entered in these flow must be the same. Flow balance control column Icon The flow entered must be balanced. The flow is balanced. The flow should be balanced but is not Reference row vs breakdown row A reference row enables you to select the indicators, for example {Account/Flow} pairs, to which the reference row refers, and to enter the corresponding amounts. A breakdown row enables you to enter detailed information for some reference row indicators when dimensional analyses have been customized. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 125

126 Example Sales broken down by partner When a journal entry is posted to a sales amount, you must also enter the breakdown rows for the partner analysis Manual journal entries vs automatic journal entries The journal entries which are produced by package rules and the adjustment opening balances are grouped together into automatic journal entry ledgers. You cannot make changes to automatic package journal entries, but you can consult and print them. 7.2 Financial Consolidation data entry schedules Display data entry instructions in a schedule When you create a data entry schedule, you can include instructions on entering data which are specific to the schedule. You should be able to view these instructions in the different languages in Financial Consolidation, depending on the configuration selected by your group. Your group may not use this feature. If this is the case, the Guide tab will not appear What option should you select when opening a schedule? When you open a data entry schedule for the first time, a dialog box appears asking if you want to show the schedule in full-screen mode. If you do not want to open the schedule in full-screen mode, click No. The dialog box appears each time you open a schedule for the first time. If you want to open the schedule in full-screen mode only, click Yes, this one only. The dialog box will no longer appear when you open a schedule. If you want to open all of the schedules in full-screen mode only, click Yes, all of them. The dialog box will no longer appear when you open a schedule. Tip You can select full-screen mode as the default option for all of the schedules by activating Maximize the schedule window when opening in your preferences SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

127 7.2.3 What do the symbols in the data entry schedules mean? In a data entry schedule cell: The symbol indicates that the data can be entered in the schedule cell. The symbol means that a comment is linked or can be linked to the cell. Click this symbol to consult or enter a comment. The symbol means that there is another schedule linked to the schedule open. This is a link indicator. Click this symbol to open the linked schedule. Tip You can navigate between schedules using the and buttons Why does the Send by link not appear in the schedule window? You can send a data entry schedule by when the schedule is open in a window. If the Send by link does not appear in the window, check the following: the SMTP server settings must be defined in the Windows version of BusinessObjects Financial Consolidation ( Tools General Options Transfer ). Enter an IP address or the name of an server in the Transfer vectors box. the sender's address must be saved in the BusinessObjects Financial Consolidation preferences. Related Information The address book [page 18] Hierarchies in report schedules A hierarchy is a group of dimension members organized in a manner determining the relationship between members. Based on the access limits set, you can initialize the following hierarchies for the Reporting Unit and Original Reporting Unit dimensions: Dimension Builder hierarchies Dimension Builder hierarchies can only retrieve eliminations according to the full contribution to group. Scope hierarchies For hierarchies based on Account dimensions, when the schedule is run, the hierarchy retrieved is the one used in the consolidation whose schedule displays the data. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 127

128 The hierarchies used for all other dimensions are hierarchies defined in the structure based on characteristics. When you have a block that is initialized with a multi-period, the report may not work with multi-hierarchy consolidations. The effect of selecting a Scope hierarchy When leveraging scope hierarchies, reports can retrieve rollup calculations. Table 8: Scope hierarchy Initialized on Rollup based on Original Reporting Unit dimension Rollup based on Reporting Unit dimension Original Reporting Unit dimension Full contribution to Group Eliminations are posted to the direct parent Eliminations are posted to the direct parent Contribution by level Eliminations are posted to the first common parent Eliminations are posted to the first common parent Reporting Unit dimension Full contribution to Group Eliminations are posted to the direct parent Eliminations are posted to the direct parent Contribution by level Eliminations are posted to the first common parent Eliminations are posted to the first common parent To select a hierarchy 1. In the Set Hierarchy for dimension dialog box, select a hierarchy from the Hierarchy to be applied when schedule is run list. 2. Select a starting point from which data will be retrieved. The starting point is the highest level node in the hierarchy. If you selected a Dimension Builder hierarchy, then you can only choose a starting point from within that hierarchy. If you selected an account or scope hierarchy, then the starting point hierarchy you select is used for reference purposes only, as the application cannot detect at this point which scope hierarchy will eventually be applied. When the report is run using a shared starting point, you cannot select a starting point in this dialog box. 3. Select an elimination retrieval method SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

129 Use the Retrieve eliminations option to post eliminations to either a direct or common parent. From the list, select how eliminations will be displayed when the schedule is run. Select one of the following: Full contribution to Group, which retrieves the flat-list of amounts from a consolidation in a hierarchy. Elimination rows do not appear and elimination calculations are integrated into the reporting unit amounts. Contribution by Level, which retrieves the elimination of internal transactions between reporting units from the same hierarchy level for each reporting unit in the scope. An elimination row appears for each hierarchy node. Elimination rows can be retrieved only if a reporting unit rollup rule is included in the consolidation. This mode is not compatible with a Dimension Builder type hierarchy. The Contribution by level and Reference Hierarchy modes are not compatible. If a Dimension Builder hierarchy was set or if you selected an account hierarchy, the Retrieve eliminations option is unavailable. 4. Select a multi-hierarchy retrieval mode. Use the Retrieve multi-hierarchy option to use different hierarchical scopes for each period. Only one hierarchy can be retrieved when the schedule is run. If several hierarchies were used by several consolidations, you should choose the hierarchy to be retrieved. Select one of the following: Merged Hierarchy, so that the hierarchies are merged into one hierarchy. Reference Hierarchy, so that the first hierarchy of the report found by the application is displayed. If a Dimension Builder hierarchy was set, the Retrieve multi-hierarchy option is unavailable. 5. Choose a hierarchy selection mode. The following selection modes are available: By hierarchy level, to select the beginning and ending hierarchy levels for which data is retrieved. By hierarchy link, to automatically select items based on the link with the selected starting point. You can, for example, select all children for a starting point. You can also select a starting point and all descendants. Contribution to parent eliminations is available when you select Contribution by level for eliminations. If you select Contribution to parent eliminations, the item and its parents' eliminations are selected and data is filtered using a Report Unit. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 129

130 6. Use the View hierarchy option to specify whether the parent node is displayed before or after the details of each level. Results The options selected in the Set Hierarchy for dimension dialog box appear by default in the Variables Wizard the next time you run the schedule. 7.3 Excel Web data entry schedules Opening Excel Web Schedules How can I tell if I can open an Excel Web Schedule? In the Information column of the package whose properties you want to view, click To find out more. The To find out more dialog box appears. Look under General information to see whether or not the package can be opened in BusinessObjects Financial Consolidation Excel Web Schedules. Tip This dialog box appears automatically when you open a package. If you do not want to see this dialog box again, activate Don't show this window again when opening this package. Related Information To open a package [page 53] How can I make sure my schedule will open in Excel Web Schedules? [page 131] Where is the Excel Web Schedules folder located? The first time you open an EWS schedule, the EWS folder is created on your workstation in the folder indicated by the TEMP environment variable. This folder contains the CtPlConfig.ini file SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

131 To find out where the EWS folder is stored 1. In your workstation contextual menu in the Windows Desktop, select Properties. The System Properties dialog box appears. 2. Select the Advanced tab. 3. Click Environment Variables. The Environment Variables dialog box appears. 4. Under User Variables, check the folder selected for the TEMP variable. This is the folder where the EWS folder is stored How can I make sure my schedule will open in Excel Web Schedules? The database administrator specifies: the categories managed in BusinessObjects Financial Consolidation Excel Web Schedules. This means that the packages and related schedules for the specified categories can be opened. the users who can use EWS schedules What do I do if a message appears when I open an Excel Web Schedule? One of the following messages can appears when you open a schedule: Some files can damage your computer. If the information on the file below seems suspect, do not open or save this file. This message can appear because Excel is unavailable. Macros may contain viruses. It is always safe to disable macros. However, if they come from a trusted source, disabling them will prevent you from accessing all of the functionality. The message appears when the workbook has lost its signature. Related Information Opening an Excel Web Schedule for the first time [page 78] Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 131

132 To stop the Download file message from appearing when Excel is open 1. In the Download File dialog box, click Cancel. 2. In the Financial Consolidation page, click Close. 3. Carry out the necessary actions in Excel. For example: close a dialog box; exit a selected cell. 4. Open your EWS schedule again To stop the Download file message from appearing when Excel is not open 1. In the Download File dialog box, click Cancel. 2. In the Financial Consolidation page, click Close. 3. Open Windows Explorer. 4. Select Tools Folder Options. The Folder Options dialog box appears. 5. Select the File Types tab. 6. Under Registered file types, select Microsoft Excel Worksheet. 7. Click Advanced. The Edit File Type dialog box appears. 8. Deactivate Confirm open after download. The Open each folder in the same window option must be activated. 9. Click OK. 10. In the Folder Options dialog box, click OK SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

133 To stop the message about enabling macros from appearing 1. Click Enable macros. If you have added local modeling enhancements to this workbook and you want to keep them, follow the instructions below. 2. Save your workbook. You now have a local copy which contains the enhancements you have added. 3. Delete the enhancements you have made from your EWS workbook. 4. Close your EWS workbook. 5. Open your EWS workbook. 6. Open your local copy. 7. Copy your data to the EWS workbook. Do not copy the sheets Using Financial Consolidation Excel Link and Excel Web Schedules at the same time Excel Link macros cannot be used in EWS. If you want to open a schedule in Excel Link but an EWS schedule is already open, you must first run another instance of Excel To run another instance of Excel 1. Check that your Excel Web Schedule is already open. 2. Select Start Programs Microsoft Excel. Excel opens. 3. Select File Open then proceed as normal to open the required schedule. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 133

134 You must first open Excel, then the schedule. Do not use any other procedure to open the schedule Working with Excel Web Schedule workbooks Creating workbooks in Excel Web Schedule You cannot use the File New command to create a new workbook in an Excel Web Schedule. Solution Open Excel to create a workbook. Related Information Specific information regarding Excel functionality [page 92] Headers and footers in Excel Web Schedules If headers and footers have been defined in the Financial Consolidation schedule, they appear in the EWS schedule. In Excel, the width of headers and footers is limited to 255 characters. If headers and footers include more than 255 characters in Financial Consolidation, they are truncated in the EWS schedule. The contents of the headers and footers are generated by Financial Consolidation and are not based on Excel field codes. You can, however, design the headers and footers to suit your requirements in the EWS schedule using standard Excel functions. If you do so, they are used to replace the headers and footers in the schedule SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

135 Related Information Specific information regarding Excel functionality [page 92] Customizing the toolbar in an Excel Web Schedule workbook You cannot customize the toolbar in an EWS workbook. Solution Before you open a schedule in EWS, customize the toolbars in Excel. You can then access them in the web schedule. You cannot customize toolbars specific to EWS schedules whose names start with Finance Number of columns and rows exceeds the maximum in Excel The number of columns is restricted to 255. If the schedule exceeds this number, the following situations can occur: Schedule without local modeling All of the columns come from the Financial Consolidation schedule. When you open the schedule, a message appears, indicating that the number of columns exceeds the maximum in Excel. The schedule will therefore be displayed in HTML format. Schedule with local modeling The Excel limit of 255 is exceeded when the Financial Consolidation columns are added to the local modeling columns. A message appears, telling you that the limit has been exceeded and that the schedule will be opened in Excel Web Schedules without the local modeling enhancements. The first column is used to insert row icons. The number of rows is restricted to 65,536. If your schedule contains more than 65,536, the following scenarios are possible: Schedule without local modeling Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 135

136 All of the rows come from the Financial Consolidation schedule. When you open the schedule, a message appears, indicating that the number of rows exceeds the maximum in Excel. The schedule will therefore be displayed in HTML format. Schedule with local modeling The Excel limit of 65,536 is exceeded when the Financial Consolidation rows are added to the local modeling rows. A message appears telling you that the limit has been exceeded and that the schedule will be opened in Excel Web Schedules without the local modeling enhancements. Related Information Specific information regarding Excel functionality [page 92] Adding a Macro MS Excel4 sheet type You must not add a Macro MS Excel4 sheet type. If you do, the workbook signature will become invalid. If you accidentally create a sheet, a warning message will appear every time you open a schedule, even if you delete the sheet, telling you that the workbook's integrity is no longer guaranteed. Solution 1. Select Finance EWS Local modeling Remove local modeling. 2. Save, then close the schedule Adding a user macro in an Excel Web Schedule workbook You cannot create user macros in an EWS workbook. Solution Create your user macros in the CtPlanning.xla workbook, which is in the EWS folder or workbook containing additional macros SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

137 The Excel Web Schedules module must be closed. You can delete the macros: when you delete the CtPlanning.xla folder. when you open a new version of Excel Web Schedules. The workbook will automatically be replaced with another. Related Information Where is the Excel Web Schedules folder located? [page 130] Specific information regarding Excel functionality [page 92] Deleting a sheet from an Excel Web Schedule workbook When you delete a sheet, its contents are also deleted and it is no longer displayed on screen. We recommend that you recycle the sheets created, rather than delete them. This will ensure that the size of the workbook is optimal. Caution Only the sheets containing local modeling added by the user can be deleted. The sheets containing a Financial Consolidation schedule must not be deleted manually or using a VB macro Editing an existing chart in an Excel Web Schedule You cannot edit a chart created in the EWS sheet that contains the Financial Consolidation schedule using the Chart Wizard button. Solution Use the contextual menus to change the chart. Create a chart in the sheet. Create the chart in another sheet in the workbook (local modeling sheet). Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 137

138 Status bar in an Excel Web Schedule workbook You cannot display the status bar in an EWS workbook unless the workbook containing the schedule is not connected to Financial Consolidation. The View Status bar command is not activated. Related Information Specific information regarding Excel functionality [page 92] Working offline from BusinessObjects Financial Consolidation [page 90] Duplicating an Excel Web Schedule worksheet You must not duplicate a workbook sheet using the CTRL + drag and drop the sheet method. This action is not supported by the application. Related Information Specific information regarding Excel functionality [page 92] Why can't I open an Excel Web Schedule that contains local modeling? [page 140] Working on several Excel Web Schedule worksheets at the same time You should not carry out an operation on several sheets if one of them contains the Financial Consolidation schedule. If local enhancements have been added to sheets and a SPREAD-type formula is included in the range of cells to be changed, there is a risk that the formula might be deleted SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

139 Related Information Excel Web Schedule cells containing spread formulas [page 154] Hypertext links in Excel Web Schedules You cannot add a hypertext link using the Insert Hypertext link command. You can, however, always enter one manually Outlines in Excel Web Schedules You can create an outline using the standard Data Group and Outline command. The outline information is, however, not saved Splitting a window in an Excel Web Schedule You can split a window using the standard Window Split command. The split, however, will not be saved Goal seek and Solver in Excel Web Schedules The Goal seek and Solver functions in Excel, which you can access via the Tools menu, only work if the cells to be changed do not contain Excel or EWS formulas. Related Information Specific information regarding Excel functionality [page 92] Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 139

140 7.3.4 Working with cells in Excel Web Schedules What is local modeling? Local modeling refers to enhancements made to the Financial Consolidation schedule. These include: line item detail rows formulas specific to Excel graphs specific to Excel workbook tabs rows and columns specific to Excel If you have figures that you have not been asked to provide but that you find useful, you can add line item detail to your schedule. This enhancement will enable you to analyze your figures in more detail. The enhancements made at local site level for the purposes of creating a local planning model will not be retrieved at central site. Local modeling can only be viewed by the user who made the enhancements at local level. The enhancements are only valid for the schedule that they were made in. However, if local modeling was performed for October 2003, it will automatically be carried forward to November This will only be possible if the schedule has the same configuration and the category does not change. Related Information Who can access the local modeling enhancements I make? [page 141] Local modeling and merge reports [page 142] Why do my local modeling enhancements no longer appear in the Financial Consolidation schedule? [page 143] Why can't I open an Excel Web Schedule that contains local modeling? If you cannot open a schedule that contains local modeling, your workbook might be corrupted SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

141 To open a corrupted schedule Context Caution Your local modeling enhancements will be lost. 1. In the module's folder, open the CtPlConfig.ini file. 2. In the [UserOption] part of the file, enter LoadBlankWorkbookEnabled=TRUE. 3. Save and close the file. 4. Open the package containing the corrupted schedule. 5. Open a schedule that is not corrupted. 6. Open the corrupted schedule. The schedule opens but the local modeling enhancements are not displayed. 7. In order to ensure that you can to open the schedule again, select Finance EWS Local modeling Remove local modeling. 8. Save the package. 9. Close the package. 10. Open the CtPlConfig.ini file again. 11. Replace TRUE with FALSE. 12. Save and close the file. Related Information Where is the Excel Web Schedules folder located? [page 130] What is local modeling? [page 140] Where is the Excel Web Schedules folder located? [page 130] Who can access the local modeling enhancements I make? For security and confidentiality reasons, only the user who made the local modeling enhancements can view them. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 141

142 The only way to view the enhancements is to connect using the same login and password as the user who created them. Related Information What is local modeling? [page 140] Local modeling and merge reports [page 142] Why do my local modeling enhancements no longer appear in the Financial Consolidation schedule? [page 143] Local modeling and merge reports When an EWS schedule is open, the Financial Consolidation schedule and local modeling enhancements are merged. For example, you have made local modeling enhancements, adding line item details in order to analyze product sales by salesperson. However, your administrator has deleted some of these products from the Financial Consolidation schedule. Following on from the example above, you save the package. As a result: A second sheet entitled Previous Version is added to the workbook. It displays the schedule in its previous state and highlights the deleted rows using red arrows. A local Excel file is automatically created in the EWS folder. It contains a merge report and displays how the schedule appeared before the rows were deleted. This file has the title <[numeric ID]>_R.xls. The copy of the schedule that can be used to generate a new merge report (if necessary) is also saved in a local Excel file called <[numerical ID]>_C.xls. If this file is deleted, the application will not be able to generate a merge report the next time you open the schedule. A message will tell the user that the local modeling has been lost. The merge report and the <[numerical ID]>_C.xls type copy file do not contain Excel formulas. Therefore, if you want to retrieve your local modeling enhancements using the copy/paste function, the Excel formulas that you had defined in the initial schedule will not be included. Related Information Where is the Excel Web Schedules folder located? [page 130] What is local modeling? [page 140] Who can access the local modeling enhancements I make? [page 141] Why do my local modeling enhancements no longer appear in the Financial Consolidation schedule? [page 143] SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

143 Rows and columns which reference the same item You cannot make a distinction between two rows or columns which reference the same item. As a result, the local enhancements are assigned to the first item found when the schedules are merged. Example Sales figures are spread by country. The user then adds the Sales figures at a different part of the schedule, and spreads them by product this time. When the schedules are merged, the line item details will only be taken into account for the second set of Sales figures added, not the first Why can't I find my local modeling? Check the following points: Is the correct version of Excel installed on your workstation? Have you used the correct login? Have you opened the correct package and schedule? Is the sheet where you defined your local modeling open? Related Information What is local modeling? [page 140] Who can access the local modeling enhancements I make? [page 141] Number of columns and rows exceeds the maximum in Excel [page 135] Local modeling and merge reports [page 142] Why do my local modeling enhancements no longer appear in the Financial Consolidation schedule? If a Financial Consolidation schedule changes a lot from one month to the next, all of the local modeling for the previous month is stored in a read-only tab. Related Information What is local modeling? [page 140] Who can access the local modeling enhancements I make? [page 141] Local modeling and merge reports [page 142] Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 143

144 What do the symbols in the Excel Web report cells mean? The,, and symbols can appear in an EWS data entry schedule cell. The symbol indicates that the data can be entered in the schedule cell. The symbol means that a comment is linked or can be linked to the cell. Click this symbol to consult or enter a comment. The symbol means that there is another schedule linked to the schedule open. This is a link indicator. Click this symbol to open the linked schedule. Tip You can navigate between the schedules using the and buttons. Related Information To link comments to a cell [page 82] Data entry cells vs protected cells Cells in which you can enter data have a icon in them. As their name suggests, you are free to enter data in these cells. You can also create Excel formulas in these cells if they do not contain some already. The cells containing line item detail added by the user will not have an icon next to them, even if they are available for entering data. Protected cells are listed in the cell's information dialog box. You cannot change these cells. You cannot enter data in them or link comments to them. You can only consult them in read-only mode. The protection cannot be removed from these cells. Tip You should use a different style for line item detail cells in order to make it easier to tell them apart from Financial Consolidation cells. Related Information Protected cells vs locked cells [page 145] SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

145 Protected cells vs locked cells Protected cells are listed in the cell's information dialog box. You cannot change these cells. You cannot enter data in them or link comments to them. You can only consult them in read-only mode. The protection cannot be removed from these cells. Locked cells are listed in the cell's information dialog box. Locking a cell enables you to ensure that the amount contained in the locked cell will not be changed when it is included in a spread calculation. You can however change an amount in a locked cell by entering another amount in the cell. If you have added a sheet to the workbook, you can use the lock sheet and lock cells function. This will help you to avoid making accidental changes to the sheet. Example The total in cell C3 is 200. The breakdown of this total is 100 in cells C1 and C2 respectively. Lock cell C1. Change the total from 200 to 250. C2 changes to 150 but the amount in cell C1 remains unchanged, i.e. it stays at 100. Related Information Data entry cells vs protected cells [page 144] Why can I not change a cell's contents? [page 145] Why can I not change a cell's contents? The contents of certain cells cannot be modified. Type of cell Schedule header (row or column) All data entry cells Data entry cells that do not contain any formulas generated by Financial Consolidation Cell linked to a schedule Non data entry cell, no formula generated by Financial Consolidation, no linked schedule Possible action None Enter data Enter data Enter formulas Click the cell to open the linked schedule Click Update schedule Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 145

146 Related Information Why can't I enter a total? [page 151] How can I enter data in a cell without deleting the spread formula? You can enter amounts in cells that contain spread formulas. The formula will not be deleted. In the formula bar, you can change a SPREAD formula you created. To ensure that amounts in this cell are no longer spread, you must: 1. Delete the formula. 2. Click another cell. 3. Click the first cell again. 4. Enter the required contents Drag and drop in Excel Web Schedule You cannot create cells using the drag and drop function. In order to ensure that your Financial Consolidation schedule is protected, the drag and drop function is deactivated in the sheet containing the Financial Consolidation schedule. Example You cannot create cells running from 1 to 5 using the drag and drop function. Solution In the sheet containing the schedule: 1. Select the area in which you would like to create formulas. 2. In the selected cell, enter your formula. 3. Press CTRL + Enter. The formulas will be generated for the whole area selected SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

147 In a sheet containing local modeling, perform a drag and drop, then paste the amounts in the Financial Consolidation schedule using the copy/paste function, or by selecting Edit Recopy Series. Related Information Specific information regarding Excel functionality [page 92] Undo or Redo in Excel Web Schedule cells You can undo or redo the last action performed, but you cannot undo or redo any actions performed before the last one. You therefore cannot undo two actions in a row. Specific cases When you delete a row containing cells included in Excel formulas, the deletion is only partial. For example, delete a row containing cells included in an Excel formula. The Redo function reinserts the row but the cells are no longer taken into account the next time the Excel formula is run. The Undo and Redo actions are not available for inserting Financial Consolidation rows and columns, or for updating the package. Related Information Specific information regarding Excel functionality [page 92] Cutting cells in Excel Web Schedule The Cut function is not available in Financial Consolidation cells Pasting cells in Excel Web Schedule When you use the Paste function on a range of cells in Financial Consolidation, only the formula, member and comments will be pasted. The layout is not taken into account. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 147

148 Pasting a comment to an Excel Web Schedule cell Comments which have been added to a given cell can be copied and pasted to different cells. However, if the pasted area overlaps with the copied area, the comment will not be copied. Related Information Specific information regarding Excel functionality [page 92] Paste special in Excel Web Schedules You can use this function: in the sheet containing the Financial Consolidation schedule, but only in the cells that do not belong to the Financial Consolidation schedule in local modeling sheets Related Information Specific information regarding Excel functionality [page 92] Storing copied data on the clipboard You cannot store data on the Microsoft Office clipboard when you are copying and pasting between a Financial Consolidation schedule and an EWS. This is also true if you are working in the opposite direction. Related Information Specific information regarding Excel functionality [page 92] Repeat Clear in Excel Web Schedules The Edit Repeat Clear and Ctrl + Y are not available for the cells belonging to the Financial Consolidation schedule SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

149 Copying the format of an Excel Web Schedule cell If the sheet containing the Financial Consolidation schedule is protected, the button enabling you to apply the layout to other cells is deactivated. Related Information Specific information regarding Excel functionality [page 92] Inserting and deleting a range of cells You cannot insert or delete cells in Financial Consolidation schedules. In order to protect the layout of the EWS schedule and ensure that the data is reliable and consistent with Financial Consolidation, you cannot: add a range of cells. delete a range of cells Sorting line items in Excel Web Schedules In order to protect the layout of the EWS schedule and ensure that the data is reliable and consistent with Financial Consolidation, you cannot sort the line items. Related Information Specific information regarding Excel functionality [page 92] Why does #REF appear in a cell linked to another workbook? Possible reason You linked the cells to another workbook: without first opening the workbook. by entering = in the relevant cell then selecting the cells in the other workbook. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 149

150 Solution Open the relevant workbook. Enter the formula in the relevant cell. For example: 'C:\Data\Budget\<[Workbook1.xls]>Budget'!C3 Related Information Specific information regarding Excel functionality [page 92] Using an existing Excel workbook to enter data in an EWS schedule [page 81] Why are the schedule colors different in Financial Consolidation and Exel Web Schedules? If a Financial Consolidation schedule contains colors that are not included in the standard Excel chart, the closest alternative will be applied. The Excel chart contains 40 standard colors Copying cells from one sheet to another in an Excel Web Schedule worksheet You can only copy cells between two Excel sheets, irrespective of whether or not they are in the same workbook. Related Information Specific information regarding Excel functionality [page 92] Formulas in Excel Web Schedule cells Why is a calculated amount not updated? Totals are normally calculated when line item details are entered in a schedule SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

151 If the line item details are entered in a different schedule, like a linked schedule, the total is still updated as a result of the detail entered in the linked schedule. If a cell is linked to another schedule, the icon appears next to it. Certain other amounts are not updated automatically. To ensure that all of the amounts have been calculated, click Update schedule. Related Information How can I check that all amounts have been correctly calculated? [page 151] How can I check that all amounts have been correctly calculated? Since certain amounts are not necessarily calculated, we recommend that you force them to be calculated. In so doing, you can be sure that all of the amounts displayed are correct. To ensure that all of the amounts have been calculated, click Update schedule. Related Information Why is a calculated amount not updated? [page 150] Why can't I enter a total? You can enter certain totals. For this to be possible, all of the amounts that make up the total must fulfill the following conditions: They must feature in the same schedule. You must be able to enter them. If the formula contains more than 1024 characters, the total is not calculated and data cannot be entered in the cell. Related Information Why can I not change a cell's contents? [page 145] Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 151

152 Why does #NA appear in the total cell of a spread calculation? [page 152] Why does #VALUE appear in the total cell of a spread calculation? [page 153] Why does #REF appear in a cell linked to another workbook? [page 149] Specific information regarding Excel functionality [page 92] Locking cells and totals for spreads in Excel Web Schedules Even if a total is locked, it will be changed when you enter corresponding line item detail. However, if the spread is over two levels, it will be considered as locked if a general total is entered. Related Information Specific information regarding Excel functionality [page 92] Protected cells vs locked cells [page 145] What spread calculations can I perform? The spread calculations are performed using a driver on one or more cells. Some drivers are already defined in the application. You can create other drivers that you require to perform your calculations. Totals that can be analyzed have a icon next to them. The Excel formula bar contains a formula starting with SPREAD Why does #NA appear in the total cell of a spread calculation? Possible reason When you create a formula for spreading totals using SPREAD, its target cells must be contained in the same sheet as the cells you use to define the spread SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

153 Solution For your spread formula, define the range for the spread and the range that defines the weighting in the same schedule. Related Information Specific information regarding Excel functionality [page 92] Why does #VALUE appear in the total cell of a spread calculation? [page 153] Why does #VALUE appear in the total cell of a spread calculation? Possible reason The cells which make up the formula do not have the appropriate Excel format. Solution For each cell which makes up the formula for calculating the total, select the Number Excel format. Related Information Specific information regarding Excel functionality [page 92] Why does #NA appear in the total cell of a spread calculation? [page 152] How can amounts differ between Financial Consolidation and Excel Web Schedules? If an account is configured in the Financial Consolidation Dimension Builder with x number of decimals, this amount is less precise than the amount stored in Excel. The amount prior to the update might be different to the amount after the update. The spread formulas specific to EWS enable you to take the Excel format into account when performing the calculation. When the schedule is updated, the amount will be rounded up or down as required. Frequently asked questions - Data entry 2016 SAP SE or an SAP affiliate company. All rights reserved. 153

154 Related Information Specific information regarding Excel functionality [page 92] Excel Web Schedule cells containing spread formulas Cells containing spread formulas start with SPREAD. There are three different types of cell: SPREADM cells, which are specific to Financial Consolidation and are generated when the schedule is open. SPREADD cells, which are specific to Financial Consolidation and are generated when you create local modeling enhancements. SPREAD cells, which are specific to Excel and contain standard Excel formulas. The copy,paste, and delete functions work differently for SPREAD type formulas. When you copy or paste a cell containing a SPREADM or SPREADD type formula, the formula is not copied. Only the data in the cell is copied. When a cell containing a SPREAD-type formula is copiedor pasted, only the formula is pasted, as is standard in Excel. Related Information Specific information regarding Excel functionality [page 92] SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Data entry

155 8 Manual journal entries on the central site 8.1 To open a central journal entry ledger Context A ledger groups together the manual journal entries by function, reporting unit or scope. It is defined by an environment, group of audit IDs, and one or more categories. 1. On the home page, click the Central manual journal entries link. The Manual journal entries tab and the Ledgers page appear. 2. In the list of ledgers, click the category, data entry period or code of the ledger you want to open. Tip You can use the Search function to filter the list of ledgers displayed. Results The list of journal entries in the ledger appears. 8.2 To open a central journal entry 1. Open the ledger that contains the journal entry that you want to open. 2. In the list of journal entries in the ledger, click the number, reporting unit, audit ID, or period of the journal entry that you want to open. Tip You can use the Search function to filter the list of journal entries displayed. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 155

156 Results The manual journal entry appears. Related Information To open a central journal entry ledger [page 155] To create a journal entry on the central site [page 156] 8.3 Creating journal entries on the central site To create a journal entry on the central site Context You can post manual journal entries in addition to data already in the package. Double-sided entries are posted in debit and credit columns. The audit ID is a key piece of information about the journal entry that enables others to find out why it was posted. 1. Open the ledger in which you want to create a journal entry. 2. Click New journal entry. Tip You can use the Search function to filter the list of journal entries displayed. The manual journal entry window appears. 3. Enter the header description and, optionally, a comment. 4. Enter an account, flow and amount, then click Refresh. Once the journal entry is validated, you can save and close it. Related Information To save a journal entry to the central site [page 158] SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

157 8.3.2 To enter a central journal entry header Context You must enter a journal entry header for the entry to be valid. The header enables you to define the general properties of an entry, for example the reporting unit to which the entry is assigned, the audit ID, the period, the currency, and any restrictions relating to a scope, variant, consolidation currency, or parent reporting unit that are taken into account. In the Header dimensions box of the journal entry to be posted, enter or change the options. Some header dimensions are grayed out and not available for data entry, depending on the configuration. Elements in bold require at least one member, otherwise you cannot save the journal entry. In some cases, the audit ID may require the journal entry currency to be identical to the consolidation currency. If you select another journal entry currency which does not correspond to the access restriction, then no member will appear for the consolidation currency. To correct this error, you should select a journal entry currency corresponding to your access restriction. The correct journal entry currency will then be loaded to the consolidation currency. Optionally, restrict the values to be included by selecting Scopes, Variants, and a consolidation currency, unless the items are in bold text. Consolidation mechanisms are specific for manual journal entries with any restrictions relating to a scope, variant or consolidation currency. Scope entries/exits mechanisms do not apply to manual journal entries with any restrictions relating to a scope, variant or consolidation currency: these manual journal entries must be entered with their entire impact at the earliest opportunity. You should do this before executing the consolidation. Results Once you have entered the header options, you can post the journal entry. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 157

158 8.3.3 To save a journal entry to the central site 1. In the central manual journal entry to be posted, enter: a. the compulsory header fields b. the accounts, flows, and amounts 2. Click Save. You can only save journal entries that are valid. A central manual journal entry is valid when: the compulsory header fields have been entered. the controls have been validated (Debit/Credit control, controls to check that the flows balance and category scenario controls). Even though you save a journal entry, it will not be taken into account in the consolidation processing unless it is posted To add a description to a central journal entry 1. Open the journal entry to which you want to add a description. 2. Enter the description in the Description column. 3. Click Save To add a comment to a central journal entry 1. Open the journal entry to which you want to add a comment. 2. Enter your comments in the Comment box. 3. Click Save SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

159 8.3.6 To insert reference rows in a central journal entry 1. Open the journal entry to which you want to add extra reference rows. 2. Click Add row. An extra row is added. 3. Post your amounts in the row then save or refresh the journal entry To insert line item detail in a central journal entry 1. Open the journal entry to which you want to add extra line item detail rows. 2. Click the icon in the Details column of the reference row. 3. In the Detail of the journal entry row page, click Add row. An extra row is added. 4. Post your amounts in the row then save or refresh the journal entry To delete a row in a central journal entry 1. Open the journal entry containing the row you want to delete. 2. Select the row to be deleted then click Delete. The following must be taken into account when you delete rows: Calculated rows cannot be deleted. You must first delete the rows that were used to produce the calculated row before you can delete the calculated row itself. For line item detail rows: If the line item detail row is carried over to the reference row, the reference row can only be deleted once you have deleted all of the line item detail rows. If there is no carry over, you can directly delete the reference row. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 159

160 8.4 Importing journal entries from a file You can import large numbers of journal entries from a.txt or.csv file using either the member alphanumeric code or ID. Journal entries can be prepared in Microsoft Excel and imported into SAP Business Objects Financial Consolidation. The import option is for importing new journal entries, not updating existing journal entries. The import process checks first that the structure of the import file is validated. If the mandatory dimension columns are not present with the expected description in the header row of the file, the process fails. If the file is valid, the rows are read and the manual journal entries are extracted. When data is imported, it is created under one of the following Technical Origins: ORIG10-03, a central manual journal entry, without restriction ORIG11-03, a central manual journal entry, with restriction Data manually entered into journal entries is created under: ORIG10-01, manual input central manual journal entry, without restriction ORIG11-01, manual input central manual journal entry, with restriction If a manual journal entry row that has been imported is modified manually, its technical origin will change to ORIG10/ Import file structure The first row of the journal entry set must contain the following columns: Category (code: D_CA) Data Entry Period (code: D_DP) Ledger (code: D_LE) The second row of the journal entry set specifies the manual journal entry headers. The third row contains the rest of the dimensions. The column headers contain the code of the dimension for the rows of data in the import file. The prefix D stands for dimension and P stands for property. The file body must contain the following columns: If the rows of data contain alphanumeric codes, the column is identified by the D_dimension code. To import data IDs instead of codes, identify the column using the ZD_dimension code. The file amount column names are P_DEBIT and P_DEBIT. For the long description use P_LABEL. For the extra-long description use P_XLABEL. Caution Both D, P, and dimension members must be in upper case. Rows are rejected if the dimension members are not in the upper case. Dimension codes, however, can be in the lower case SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

161 For data import from a file, the following columns are mandatory: Account (code: D_AC) Flow (code: D_FL) Category (code: D_CA) Data Entry Period (code: D_DP) Reporting Unit (code: D_RU) Debit amount (code: P_DEBIT) Credit amount (code: P_CREDIT) Audit ID (code: D_AU) Ledger (code: D_LE) For data import from a file, the following columns are optional: Period (code: D_PE) Partner (code: D_PA) Share (code: D_SH) Currency for journal entry (code: D_CU) Restrict Scopes (code: D_SC) Restrict Variants (code: D_VA) Restrict Consolidation currency (code: D_CC) Parent Reporting Unit (code: D_PARENT) Journal Entry Long description (code: P_LABEL) Journal Entry Extra-long description (code: P_XLABEL) user-defined dimensions (code: D_xx) To import a file of manual journal entries 1. On the home page, click the Central manual journal entries link. The Manual journal entries page opens displaying the Ledgers. 2. Click Journal entries import. The Prepare import page appears. 3. Click Browse to select the file to be imported. 4. Select the delimiter type: Column separator Text identifier Start importing from row 5. Choose whether you want to add the new journal entries or whether you want to replace them with new journal entries from the import file. Select one of the following options: Add new journal entries Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 161

162 Replace existing journal entries with new ones Unprotect existing journal entries then replace with new ones 6. Optionally, you can select one or more of the following data processing actions: Generate file containing the rejected data Validate Journal Entries If you do not select this option, the import process does not check the status of the manual journal entries. You will need to verify that all of the journal entries you are exporting are saved. Post Journal Entries Protect Journal Entries 7. Click Preview if you want to display the contents of the import file. 8. Click Import. The result of the import is displayed, listing the journal entries with the success of the import. Double-click an item to see the results or refer to the log file to consult the list of error messages. 8.5 Exporting journal entries 1. On the home page, click the Central manual journal entries link. 2. Select the ledgers or the manual journal entries you want to export. 3. From the dropdown list, select Export. The File Type dialog box opens. 4. Choose the file type between: TXT - text delimited CSV - semicolon separator 5. Click Export. The next dialog box displays a message indicating how many manual entries have been exported. 6. Click Download to download the result of the export SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

163 8.6 Checking journal entries on the central site To run a control on a central journal entry Context Run controls to check that the data entered is valid and meets the requirements set. 1. Open the journal entry on which you want to run a control. 2. Click Run controls. The Journal entry controls window opens. 3. Select the control result you would like to obtain and click Apply. Results The control results are displayed To consult the controls of a central journal entry 1. Open the journal entry whose controls you want to consult. 2. Click View controls. The Journal entry controls window opens. 3. Select the control result you would like to obtain and click Apply. Results The control results are displayed. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 163

164 8.7 Posting a journal entry to the central site In order to include a journal entry in a consolidation, it must be posted to the central site. A journal entry can only be posted if it is saved and valid. You can post journal entries as follows: If the journal entry has not yet been saved and you post it, it is automatically saved. If the journal entry has not yet been validated and you post it, controls are run to check validity. If the journal entry is valid, it will be posted. If the journal entry is not valid, it is not posted. You cannot post a reversed journal entry because it is protected To post a journal entry to the central site 1. Open the ledger that contains the journal entries that you want to post. 2. In the list of journal entries in the ledger, activate the boxes corresponding to the journal entries you want to post. You can post several journal entries in one operation. 3. from the list, select Post, then click Go. Results The Posted status appears in the Status column To unpost a journal entry from the central site 1. Open the ledger that contains the journal entries that you want to unpost. 2. In the list of journal entries in the ledger, activate the boxes corresponding to the journal entries you want to unpost SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

165 You can unpost several journal entries in one operation. 3. From the list, select Unpost, then click Go. Results The icon appears in the Status column. When you unpost a journal entry, it is removed from the consolidation processing without being deleted. When the consolidation processing is next run, this journal entry is not included. When you make changes to a posted journal entry, it is automatically unposted. 8.8 Changing journal entries on the central site To update the central journal entry header Context If the journal entry's environment, for example the category scenario, data entry restrictions or database structure, is changed, you need to perform an update. 1. Open the journal entry whose environment has changed. If it is no longer in phase with the last category scenario, a message appears. 2. Click OK. 3. Make the required changes. 4. Refresh then save the journal entry. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 165

166 8.8.2 To protect a journal entry 1. Open the ledger that contains the journal entries that you want to protect. 2. In the list of journal entries in the ledger, activate the boxes corresponding to the journal entries you want to protect. You can protect several journal entries in one operation. 3. From the list, select Protect and then click Go. Results The Protected status appears in the Status column. You can no longer change or delete the journal entry, however you can consult and unprotect it. The action of protecting a journal entry is not related to the locking of a consolidation To unprotect a journal entry on the central site 1. Open the ledger that contains the journal entries that you want to unprotect. 2. In the list of journal entries in the ledger, activate the boxes corresponding to the journal entries you want to unprotect. 3. From the list, select Unprotect, then click Go. Results The Posted status appears in the Status column SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

167 8.8.4 Protecting central manual journal entry ledgers When you protect a manual journal entry ledger, each journal entry in the ledger is protected. This means that you cannot change any journal entry or add a journal entry to the ledger. You can protect an empty ledger if you want to prevent users from adding journal entries to it. Yes or No in the Protected column, in the Ledgers page, indicate the protection status. Related Information To unprotect a journal entry on the central site [page 166] To protect a central manual journal entry ledger 1. On the home page, click the Central manual journal entries link. 2. In the Ledgers page, select the ledger you want to protect. 3. Click Protect. A confirmation message appears. 4. Click OK to confirm. Results Yes appears in the Protected column To unprotect a central manual journal entry ledger 1. On the home page, click the Central manual journal entries link. 2. In the Ledgers page, select the ledger you want to unprotect. 3. Click Unprotect. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 167

168 A confirmation message appears. 4. Click OK to confirm. Results No appears in the Protected column. 8.9 Managing journal entries on the central site Reversing a central or package journal entry Reversal enables you to cancel a journal entry by posting a contra journal entry with the same amount. In the category scenario, you can specify that manual journal entries must be reversed to prevent manual journal entries from being deleted or changed. When reversing journal entries, file attachments associated with the reversed journal entry will not be associated with the reversing journal entry. The reversal of manual journal entries is authorized in the following cases: The journal entry is not in read-only. The user possesses all operating rights on the journal entry to be reversed. The journal entry you want to reverse has not already been reversed. The journal entry is not protected. When you reverse a journal entry, a contra entry is generated. The following rules apply to reversed journal entries: A journal entry can only be reversed once. Controls will not be run on this journal entry. In the list of journal entries in the ledger, you can reverse several journal entries in one operation in the Desktop. When you reverse a manual journal entry, the application offers to make a copy of it. You can: Cancel a journal entry by creating a contra entry. Create a manual journal entry which is a duplicate of the original, and which you can change as required. The duplication enables you to retrieve, for example, the amount you want to change without having to enter the journal entry header and body again SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

169 In the case of a package journal entry In the case of a package journal entry, you can change a reversed or reversing journal entry only if a new category scenario is applied. Reversed and reversing journal entries cannot be deleted if the reversal is required. If this is not the case, then you can delete both journal entries at the same time. Regardless of whether or not the reversal is required, once the new category scenario is distributed and if the two types of journal entries are now invalid, the application will ask if you want to delete them. In the case of a package journal entry, a manual journal entry can only be reversed if it has been saved at least once. In the case of a central journal entry Duplication is possible only if you reverse a central manual journal entry using the manual journal entry editor To reverse a central journal entry 1. Open the ledger that contains the journal entry that you want to reverse. The list of journal entries appears. 2. Select the journal entry you want to reverse. 3. From the list, select Reverse, then click Go. A message appears, asking if you want to create a copy of the journal entry. 4. Click OK to confirm. Results In the Reversal column: 1 appears for the reversing journal entry. 2 appears for the reversed journal entry. When the journal entry is not reversed, a dash appears. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 169

170 8.9.2 Deleting journal entries from the central site You can delete a journal entry if: As a user, you are authorized to delete or change journal entries. The category scenario authorizes deletion without posting a reversing entry. The journal entry is not in read-only. Related Information To delete a row in a central journal entry [page 159] To delete a journal entry from the central site 1. Open the ledger that contains the journal entry that you want to delete. The list of journal entries appears. 2. Select the journal entry you want to delete. 3. From the list, select Delete, then click Go. A confirmation message appears. 4. Click OK Printing central journal entries You can print one or more journal entries in PDF format. You can print in the two following ways: Directly from the journal entry ledger by selecting the journal entry to be printed and clicking Print. By configuring the items to be printed using the Configure print settings button. The Configure print settings dialog box contains two tabs: The Page setup tab, in which you define the print options. The Items to print tab, in which you select the items in the journal entry that you want to print SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

171 To print a central journal entry 1. Open the journal entry that you want to print. 2. Click Configure print settings. 3. Define the print settings in the Page setup and Items to print tabs. 4. Click Print. A dialog box displays the journal entry in PDF format that you can print To print several central journal entries 1. Open the ledger that contains the journal entries that you want to print. 2. In the list of journal entries in the ledger, activate the boxes corresponding to the journal entries you want to print. 3. From the list, select Print, then click Go Using file attachments with central journal entries To insert a file attachment in a central journal entry 1. Open the journal entry, then click Attachments. The Attachments window appears. 2. Click Browse to select the file that you want to insert. You can attach a file in PDF, XLS, or DOC format to a journal entry. 3. Click Open. The name of the file appears in the field. 4. Click Add attachment. Depending on the size of the file, this may take several minutes. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 171

172 Results The name, size, and type of the file attached appears in the list To open a file attachment in a central journal entry 1. Open the journal entry, then click Attachments. 2. In the Attachments window, select the attachment you want to open. Results The attachment opens in the relevant application To download a file attachment 1. Open the journal entry, then click Attachments. 2. In the Attachments window, click the file attachment you want to download. The File Download dialog box appears. 3. Select the Save option. 4. Click OK. The Save As dialog box appears. 5. Enter a file name and click Save Subscribing to notifications on manual journal entries Users can receive automatic notification via when the status of a manual journal entry has changed. Users who have the corresponding rights in their functional profile can receive an alert when a manual journal entry has been: created deleted SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

173 posted unposted protected unprotected The automatic alerts and notification option must be activated in the General Options window in SAP BusinessObjects Financial Consolidation Windows To subscribe to notifications on manual journal entries In the ledger row containing the manual journal entries, select the required action in the Workflow notifications column. The selected action appears in bold. You will now receive notifications on the manual journal entries in the ledger for the selected action. Results To subscribe to notifications for all actions for a given ledger, activate the checkbox in the ledger row and click Subscribe to all notifications. You can select mulitple ledgers To unsubscribe from notifications on manual journal entries In the ledger row containing the manual journal entries, select the required action in bold in the Workflow notifications column. The selected action is unbolded. You will no longer receive notifications for that action on the manual journal entries in the ledger. Manual journal entries on the central site 2016 SAP SE or an SAP affiliate company. All rights reserved. 173

174 Results To unsubscribe from notifications for all actions for a given ledger, activate the checkbox in the ledger row and click Unsubscribe from all notifications. You can select multiple ledgers SAP SE or an SAP affiliate company. All rights reserved. Manual journal entries on the central site

175 9 Portfolios A portfolio gathers together all of the information relating to a group's capital and shareholdings. It is used to calculate the direct shareholding, financial interest, and ownership interest rates in all of the companies that make up the portfolio. You can only view portfolios in consultation mode. You cannot make changes to the portfolios. 9.1 To consult the characteristics of a portfolio 1. On the home page, click the Portfolios link. The Portfolios tab and the List of portfolios page appear. 2. In the Action column, click Consult for the portfolio that you want to consult. Results The portfolio characteristics are displayed in the following sections: Definition Initialization Investments Comment Security 9.2 To consult the properties of capital and investment rows Context An investment consists of capital and investment rows. Portfolios 2016 SAP SE or an SAP affiliate company. All rights reserved. 175

176 You can only view the capital and investment rows in consultation mode. You cannot make changes to the capital and investment rows. 1. In the navigation bar of a portfolio, click Investments. 2. In the Action column, click Consult. Results The Edit capital stock/investment row dialog box opens SAP SE or an SAP affiliate company. All rights reserved. Portfolios

177 10 Scopes 10.1 Statutory scopes A statutory scope consists of information about the legal entities in the group, the consolidation rates and methods to be applied, and the investments. Related Information To display the investments of a portfolio [page 177] To consult the reporting units in a statutory scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Consult the reporting units for the scope that you want to consult To display the investments of a portfolio 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Consult the scope for the scope that you want to consult. The scope characteristics appear. 3. In Reporting units, click Show the investments in the portfolio. Scopes 2016 SAP SE or an SAP affiliate company. All rights reserved. 177

178 Results The portfolio characteristics are displayed. Tip Click Show the reporting units in the scope to return to the list of reporting units Reporting scopes A reporting scope consists of information about the reporting units to be taken into account, including the consolidation rates and methods to be applied To create a reporting scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page will appear. 2. Click on New scope. The Edit scope page appear. 3. Enter a code, period and version. You can also create a scope code in the dialog box that appears by clicking New scope code. 4. If necessary, select the main parent reporting unit and reporting unit filter. You must save the scope before you can define the main parent reporting unit. 5. If necessary, select an opening scope. The opening scope is used to monitor changes that take place between the opening and the closing scope. 6. Save the scope. You must save the scope before you can add reporting units to it SAP SE or an SAP affiliate company. All rights reserved. Scopes

179 Related Information Reporting scopes [page 178] To create a scope code 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. Click New scope. The Edit scope page appears. 3. Click next to the Code field. The List of values dialog box appears. 4. Click New scope code. The Create new scope code dialog box opens. 5. Enter a code, short and long description. 6. Click Validate. Results The new scope appears in the list of scope codes available To open a reporting scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Open the scope for the scope that you want to open. Results The Edit scope page appears. Scopes 2016 SAP SE or an SAP affiliate company. All rights reserved. 179

180 Tip Use the links in the navigation bar to consult the scope properties To add a reporting unit to the scope Context Once you have created the scope, you must select the reporting units to be included in it. You must save the scope before you can add reporting units to it. 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Change the reporting units for the scope to which you want to add a reporting unit. 3. Click Insert reporting unit. The Edit reporting unit row dialog box opens. 4. Click to select the reporting unit you want to add to the scope. The List of values dialog box appears. 5. Select the reporting unit you want to insert and click Validate. 6. Make any necessary changes in the Revised value fields. Tip If you activate Keep the revised value when inserting or initializing, a confirmation message appears when you insert or initialize values. 7. In the Method section, in the Revised value field, select the consolidation method to be applied. 8. In the Scope status tab, select the status to be applied to the reporting unit for the step consolidation. 9. If required, in the Incoming/Outgoing tab, enter the intermediate rates if the reporting unit enters or leaves the scope during the period. If the reporting unit is acquired and leaves the group during the period, you must also fill in the Acquiring reporting unit and Intermediate data entry period fields SAP SE or an SAP affiliate company. All rights reserved. Scopes

181 10. Click Validate. Results The reporting unit you have inserted appears in the list of reporting units that belong to the scope To add a list of reporting units to the scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Change the reporting units for the scope to which you want to add a list of reporting units. 3. Click Insert list of reporting units. The Insert list of reporting units dialog box opens. 4. Click to select the reporting units to be inserted. Tip You can select a list of reporting units by selecting a source reporting ID for the reporting units, a reporting unit filter, or several values. 5. Click Validate. Results The reporting units selected appear in the list of reporting units that belong to the scope To delete a reporting unit in a reporting scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Change the reporting units for the scope in which you want to delete a reporting unit. Scopes 2016 SAP SE or an SAP affiliate company. All rights reserved. 181

182 3. Activate the boxes next to the reporting units you want to delete in the list of reporting units. 4. Click Delete. Results The selected reporting units are deleted. Related Information To add a reporting unit to the scope [page 180] To add a list of reporting units to the scope [page 181] To add comments to a reporting scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Open the scope for the scope in which you want to edit comments. 3. In the navigation bar, click Comment. The Comment page opens. 4. Click Change. The Edit comment dialog box appears. 5. Enter comments. 6. Click Validate To duplicate a reporting scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. In the Action column, click Open the scope for the scope that you want to duplicate. 3. Click Save as SAP SE or an SAP affiliate company. All rights reserved. Scopes

183 The Save As dialog box appears. 4. Enter a code, period and version. 5. If necessary, select the main parent reporting unit and reporting unit filter. You must save the scope before you can define the main parent reporting unit. 6. If necessary, select an opening scope. Tip The opening scope is used to monitor changes that take place between the opening and closing scopes. 7. Click Validate. Results You can now change the reporting units in the scope by clicking Reporting units in the navigation bar. Related Information To add a reporting unit to the scope [page 180] To add a list of reporting units to the scope [page 181] To delete a reporting scope 1. On the home page, click the Scopes link. The Scopes tab and the List of scopes page appear. 2. Activate the boxes next to the scopes you want to delete. 3. Click Delete. Scopes 2016 SAP SE or an SAP affiliate company. All rights reserved. 183

184 11 Conversion rates 11.1 To create a conversion rate table 1. On the home page, click Conversion rate. The Conversion rates tab and the List of conversion rates page appear. 2. Click New conversion rate table. The Edit conversion rate table page appears. 3. In the Definition section, select a period and version. Once you have saved the table, you cannot change the version or period. If you want to use other values, create a table. 4. Select the calculation mode. 5. Click Save. If you do not save the table, you will not be able to enter rates in it To edit the rates in a conversion rate table 1. On the home page, click Conversion rate. The Conversion rates tab and the List of conversion rates page appears. Tip If you already have a conversion rate table open, you can return to the list by clicking List of conversion rates in the tab bar. 2. In the Action column, click Change rates. The Edit conversion rate table page opens to the Conversion rate section SAP SE or an SAP affiliate company. All rights reserved. Conversion rates

185 3. Enter rates into the editable cells. Cells in which you can enter data have a 4. Click Save. icon in them To freeze or unfreeze panes in a conversion rate table schedule Context In the conversion rate table: Click Freeze panes to freeze the title rows and columns in the current schedule. Click Unfreeze panes to unfreeze the title rows and columns in the current schedule To insert a row in a conversion rate table schedule 1. To the left of the row in the conversion rate table, click. The Insert rows in schedule dialog box appears. 2. Select dimension values. 3. Click Validate. The dimension values selected appear in the Insert rows in schedule dialog box. 4. Click Validate. Results The row is added to the schedule. Conversion rates 2016 SAP SE or an SAP affiliate company. All rights reserved. 185

186 11.5 To insert a column in a conversion rate table schedule 1. At the top of the column in the conversion rate table, click. The Insert columns in schedule dialog box appears. 2. Select dimension values. 3. Click Validate. The dimension values selected appear in the Insert columns in schedule dialog box. 4. Click Validate. Results The column is added to the schedule To delete a row in a conversion rate table schedule To the left of the row in the conversion rate table, click To delete a column in a conversion rate table schedule To the left of the column in the conversion rate table, click SAP SE or an SAP affiliate company. All rights reserved. Conversion rates

187 11.8 To define the print settings for a conversion rate table schedule 1. In the conversion rate table, click Configure print settings. The Configure print settings dialog box appears. 2. In the Page setup tab, enter the page settings. 3. In the Items to be printed tab, select the indicators that you want to include when you print the schedule, or the sheets that you want to include when you print a multi-sheet schedule. 4. In the Output format tab, select the number of PDF files that you want to generate. 5. Click Print To print a conversion rate table In the conversion rate table, click Print. The Print dialog box appears showing the operation of printing the schedule in PDF format. You can now print this schedule To refresh a schedule Context Refreshing a data entry schedule enables you to calculate the rates entered. In the conversion rate table, click Refresh. Conversion rates 2016 SAP SE or an SAP affiliate company. All rights reserved. 187

188 11.11 To add comments to a conversion rate table 1. In the conversion rate table, click Comment. 2. Enter your comments. 3. Click Save, then Close To delete a conversion rate table 1. On the home page, click Conversion rate. The Conversion rates tab and the List of conversion rates page appear. Tip If you already have a conversion rate table open, you can return to the list by clicking List of conversion rates. 2. Activate the box next to the table that you want to delete. 3. Click Delete To copy conversion rates to an Excel file 1. In the conversion rate table, click Copy data. A message appears telling you that the rates have been placed on the clipboard. 2. Click OK. 3. Open the Excel file into which you want to paste the rates. 4. Select Edit Paste SAP SE or an SAP affiliate company. All rights reserved. Conversion rates

189 12 Tax rates 12.1 To create a tax rate table 1. On the home page, click Tax rates. The Tax rates tab and the List of tax rates page appear. 2. Click New tax rate table. The Edit tax rate page appears. 3. Click in the Definition section to select a period. Once you have saved the table, you cannot change the period. If you want to use other values, create a table. 4. Click Save. If you do not save the table, you will not be able to enter rates in it. Next Steps To enter tax rates into the new table, click Tax rates on the left To edit rates in a tax rate table 1. On the home page, click Tax rates. The Tax rates tab and the List of tax rates page appear. Tax rates 2016 SAP SE or an SAP affiliate company. All rights reserved. 189

190 Tip If you already have a tax rates table open, you can return to the list by clicking List of tax rates. 2. In the Action column, click Change rates. The Edit tax rate page appears in the Tax rates section. 3. Enter rates into the editable cells. Cells in which you can enter data have a 4. Click Save. icon in them To freeze or unfreeze panes for a tax rate table Context In the tax rate table: Click Freeze panes to freeze the title rows and columns in the current schedule. Clear Unfreeze panes to unfreeze the title rows and columns in the current schedule To insert a row in a tax rate table schedule 1. To the left of the row in the tax rate table, click. The Insert rows in schedule dialog box appears. 2. Select dimension values. 3. Click Validate. The dimension values selected appear in the Insert rows in schedule dialog box. 4. Click Validate SAP SE or an SAP affiliate company. All rights reserved. Tax rates

191 Results The row is added to the schedule To insert a column in a tax rate table schedule 1. At the top of the column in the tax rate table, click. The Insert columns in schedule dialog box appears. 2. Select dimension values. 3. Click Validate. The dimension values selected appear in the Insert columns in schedule dialog box. 4. Click Validate. Results The column is added to the schedule To delete a row in a tax rate table schedule To the left of the row in the tax rate table, click To delete a column in a tax rate table schedule To the left of the column in the tax rate table, click. Tax rates 2016 SAP SE or an SAP affiliate company. All rights reserved. 191

192 12.8 To define the print settings for a tax rate table schedule 1. In the tax rate table, click Configure print settings. The Configure print settings dialog box appears. 2. In the Page setup tab, enter the page settings. 3. In the Items to be printed tab, select the indicators that you want to include when you print the schedule, or the sheets that you want to include when you print a multi-sheet schedule. 4. In the Output format tab, select the number of PDF files that you want to generate. 5. Click Print To print a tax rate table schedule In the tax rate table, click Print. The Print dialog box appears showing the operation of printing the schedule in PDF format. You can now print this schedule To refresh a tax rate table schedule In the tax rate table, click Refresh To add comments to a tax rate table 1. In the tax rate table, click Comment. The Comment section appears SAP SE or an SAP affiliate company. All rights reserved. Tax rates

193 2. Enter your comments. 3. Click Save, then Close To delete a tax rate table 1. On the home page, click Tax rates. The Tax rates tab and the List of tax rates page appear. Tip If you have a tax rates table open, you can return to the list by clicking List of tax rates in the tab bar. 2. Activate the box next to the table that you want to delete. 3. Click Delete To copy rates to an Excel file 1. In the tax rates table, click Copy data. A message appears telling you that the rates have been placed on the clipboard. 2. Click OK. 3. Open the Excel file into which you want to paste the rates. 4. Select Edit Paste. Tax rates 2016 SAP SE or an SAP affiliate company. All rights reserved. 193

194 13 Consolidation definitions A consolidation definitions enable you to generate consolidated data using data entered in packages and central manual journal entries To open a consolidation definition 1. On the home page, click Consolidation. The Consolidation tab and the List of consolidation definitions page appear. 2. In the Action column, click Open the definition for the consolidation definition that you want to open To create a consolidation definition 1. On the home page, click Consolidation. The Consolidation tab and the List of consolidation definitions page appear. 2. Click New consolidation definition. The Step 1 of 2: Define new consolidation dialog box appears. 3. Select: The Reporting ID to define the type of data reported together with the date on which it was entered. Tip You can also select the reporting ID by specifying the category and data entry period individually. The Scope code to select the reporting units to be consolidated. The Variant to create a distinction between several consolidations which are based on the same reporting ID, consolidation currency, and scope. The Currency to indicate the currency which will be used for the consolidated data. 4. Enter the Long description that you want to give the consolidation definition. 5. Click Next. 6. Select: SAP SE or an SAP affiliate company. All rights reserved. Consolidation definitions

195 The Scope to define the reporting units that will be included in the consolidation. Tip You can also select the scope by specifying the period and version individually. The Conversion rate to specify how the data will be converted into the consolidation currency. Tip You can also select the rate by specifying the period and version individually. If required, the Set of rules to specify which group of rules must be used during the consolidation. 7. Click Create consolidation. Results The consolidation definition opens To change a consolidation definition 1. Open the consolidation definition that you want to change. 2. In the Definition section, click Change. The Change the consolidation dialog box appears. 3. Change one or more of the following settings: The Scope to define the reporting units that will be included in the consolidation. Tip You can also select the scope by specifying the period and version individually. The Conversion rate to specify how the data will be converted into the consolidation currency. Tip You can also select the rate by specifying the period and version individually. The Set of rules to specify which group of rules must be used during the consolidation. 4. Click Validate to apply your changes. Consolidation definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 195

196 13.4 To select opening balance data Context Opening balances enable you to fill in the opening flow of the consolidation using data taken from a previous consolidation. For example, the closing data for year N-1 is generally used to provide opening balances because it is the same as the opening data for year N. 1. Open the consolidation definition for which you want to select opening balance data. 2. Click Change opening balances. 3. Select or change the source consolidation from which the data was taken. Tip You can also select the consolidation by specifying the category, data entry period, scope code, variant and consolidation currency individually. 4. Click Next. The dialog box shows the new properties of the consolidation definition. 5. Click Validate to apply your changes To clear opening balance data 1. Open the consolidation definition for which you want to clear opening balance data. 2. Click Clear opening balances. A confirmation message appears. 3. Click OK to confirm that you want to clear opening balance data SAP SE or an SAP affiliate company. All rights reserved. Consolidation definitions

197 13.6 To change comments in a consolidation definition 1. Open the consolidation definition for which you want to edit comments. 2. In the Comment section, enter your comments in the text box. 3. Click Save to apply your changes, then Close To duplicate a consolidation definition 1. Open the consolidation definition you want to duplicate. 2. Click Save As. 3. Select: The Reporting ID to define the type of data reported together with the date on which it was entered. Tip You can also select the reporting ID by specifying the category and data entry period individually. The Scope code to select the reporting units to be consolidated. The Variant to create a distinction between several consolidations which are based on the same reporting ID, consolidation currency and scope. The Consolidation Currency, to indicate the currency which will be used for the consolidated data. 4. Enter the Long description that you want to give the consolidation definition. 5. Click Next. 6. Select: The Scope to define the reporting units that will be included in the consolidation. Tip You can also select the scope by specifying the period and version individually. The Conversion rate to specify how the data will be converted into the consolidation currency. Tip You can also select the rate by specifying the period and version individually. If required, the Set of rules to specify which group of rules must be used during the consolidation. 7. Click Create consolidation. Consolidation definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 197

198 Results The consolidation definition opens in a new window To delete one or more consolidation definitions Context If you delete a consolidation definition which a reconciliation definition is based on, you will not be able to perform reconciliations. However, the data that has already been reconciled is kept. 1. On the home page, click Consolidation. The Consolidation tab and the List of consolidation definitions page appear. 2. Activate the boxes beside the definitions that you want to delete. 3. Click Delete. A confirmation message appears. 4. Click OK Running a consolidation definition There are two ways to process a consolidation definition: Full, where all of the data in the database is processed. Incremental, where the previous consolidation is updated. For the reporting ID, it takes into account: new central manual journal entries posted new packages integrated changes in package amounts integrated since the last publication To include changes made to central manual journal entries, you should reverse and duplicate these journal entries SAP SE or an SAP affiliate company. All rights reserved. Consolidation definitions

199 To run a consolidation definition 1. On the home page, click Consolidation. The Consolidation tab and the List of consolidation definitions page appear. 2. Select one or more definitions from the list of consolidation definitions. 3. From the list, select one of the following, and then click Go: Run full consolidation now Run incremental processing now Protecting a consolidation definition Protecting the data in a consolidation definition enables you to block access to certain functions. Therefore, when the definition is protected no one can: make any changes delete anything process anything Related Information To unprotect a consolidation definition [page 200] To create a consolidation definition [page 194] To change a consolidation definition [page 195] To duplicate a consolidation definition [page 197] To delete one or more consolidation definitions [page 198] To protect a consolidation definition 1. On the home page, click Consolidation. The Consolidation tab and the List of consolidation definitions page appear. 2. In the Action column, click Lock for the consolidation definition that you want to protect. Consolidation definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 199

200 Tip Protected consolidation definitions are identified by the icons in the Locked column To unprotect a consolidation definition 1. On the home page, click Consolidation. The Consolidation tab and the List of consolidation definitions page appear. 2. In the Action column, click Unlock for the consolidation definition that you want to unprotect SAP SE or an SAP affiliate company. All rights reserved. Consolidation definitions

201 14 Reconciliations Intercompany reconciliations enable you to generate reconciled amounts from converted consolidated amounts To open a reconciliation definition 1. On the home page, click Reconciliations. The Reconciliation tab and the List of reconciliation definitions page appear. 2. In the Action column, click Open the definition. Results The Edit the reconciliation definition page appears. From here, you can return to the list of definitions by closing the definition, or by clicking List of reconciliation definitions in the tab bar To create a reconciliation definition 1. On the home page, click Reconciliations. The Reconciliation tab and the List of reconciliation definitions page appear. 2. Click New reconciliation definition. The Define a new reconciliation definition dialog box appears. 3. Click to select: A source Consolidation Reconciliations 2016 SAP SE or an SAP affiliate company. All rights reserved. 201

202 Tip You can also select the consolidation by specifying the category, data entry period, scope code, variant, and consolidation currency individually. The Reconciliation variant enables you to differentiate between several reconciliations that are based on the same source consolidation. 4. Enter a Long description for the reconciliation definition. 5. Click Next. 6. Click to select: the set of rules to be applied By default, the set of rules applied is the one assigned to the source consolidation. You can, however, select another set of rules or a specific reconciliation rule. the Reporting units to be processed By default, all of the reporting units are selected. You can, however, select only the reporting units that contain package data. 7. Click Create the reconciliation button. Results The reconciliation definition appears To change a reconciliation definition 1. Open the reconciliation definition that you want to change. 2. Click Change. The Change the current reconciliation definition dialog box appears. 3. Change one or more of the following settings: the set of rules to be applied By default, the set of rules applied is the one assigned to the source consolidation. You can, however, select another set of rules or a specific reconciliation rule. the reporting units to be processed By default, all of the reporting units are selected. You can, however, select only the reporting units that contain package data. 4. Click Validate to apply your changes SAP SE or an SAP affiliate company. All rights reserved. Reconciliations

203 14.4 To consult the associated consolidation 1. Open the reconciliation definition. 2. Click Consult the associated consolidation. The Summary of the properties of the associated consolidation dialog box appears. 3. Click Close when you are finished To change comments in reconciliation definitions 1. Open the reconciliation definition for which you want to edit comments. 2. In the Comment section, click Change 3. Enter your comments in the text box. 4. Click Close to apply your changes To duplicate a reconciliation definition 1. Open the reconciliation definition that you want to duplicate. 2. Click Save As. The Define a new reconciliation definition dialog box appears. 3. Click to select: A source consolidation Tip You can also select the consolidation by specifying the category, data entry period, scope code, variant, and consolidation currency individually. The reconciliation variant enables you to differentiate between several reconciliations that are based on the same source consolidation. 4. Enter a Long description for the reconciliation definition. Reconciliations 2016 SAP SE or an SAP affiliate company. All rights reserved. 203

204 5. Click Next. 6. Click select: the set of rules to be applied By default, the set of rules applied is the one assigned to the source consolidation. You can, however, select another set of rules or a specific reconciliation rule. the reporting units to be processed By default, all of the reporting units are selected. You can, however, select only the reporting units that contain package data. 7. Click Create the reconciliation. Results The reconciliation definition appears To run a reconciliation definition 1. On the home page, click Reconciliations. The Reconciliation tab and the List of reconciliation definitions page appear. 2. Select definitions. 3. Click Run now to start processing To protect a reconciliation definition Context Protecting the data in a reconciliation definition enables you to block access to certain functions. Therefore, when the definition is protected, you cannot: make any changes delete or process anything SAP SE or an SAP affiliate company. All rights reserved. Reconciliations

205 1. On the home page, click Reconciliations. The Reconciliation tab and the List of reconciliation definitions page appear. 2. In the Action column, click Protect for the reconciliation definition that you want to protect. Tip Protected reconciliation definitions are identified by the icons in the Protected column To unprotect a reconciliation definition 1. On the home page, click Reconciliations. The Reconciliation tab and the List of reconciliation definitions page appear. 2. In the Action column, click Unprotect for the reconciliation definition that you want to unprotect To delete reconciliation definitions 1. On the home page, click Reconciliations. The Reconciliation tab and the List of reconciliation definitions page appear. 2. Activate the boxes beside the definitions that you want to delete. Caution If you delete a reconciliation definition, all of the associated data will also be deleted. 3. Click Delete. A confirmation message appears. 4. Click OK. Reconciliations 2016 SAP SE or an SAP affiliate company. All rights reserved. 205

206 15 Data Link definitions A Data Link definition defines the source data and cross-reference mapping rules that will be applied. A Data Link definition enables you to transfer data between transactional systems like accounting, management, consolidation, or reporting systems, and the BusinessObjects reporting and consolidation system Managing Data Link definitions To create a Data Link definition 1. On the home page, click Data Link. The Data Link tab and the List of Data Link definitions page appears. 2. Click New definition. The Edit Data Link definition page appears in the Generalsection. 3. Enter the Code, Short description and Long description. 4. Click Save, then Close. Results The new Data Link definition appears in the list. Tip You can create a Data Link definition easily by duplicating an existing one. Related Information To duplicate a Data Link definition [page 207] SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

207 To open a Data Link definition 1. On the home page, click Data Link. The Data Link tab and the List of Data Link definitions page appears. 2. In the Action column, click Open for the Data Link that you want to open. Results The Edit Data Link definition page appears. From here, you can return to the list of definitions by either closing the current definition, or by clicking List of Data Link definitions in the tab toolbar To duplicate a Data Link definition 1. Open the Data Link definition to be duplicated. 2. Click Save As. 3. Enter the Code, Short description and Long description. 4. Click Save, then Close. Results The new Data Link definition appears in the list To delete a Data Link definition 1. On the home page, click Data Link. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 207

208 The Data Link tab and the List of Data Link definitions page appears. 2. Activate the boxes corresponding to the Data Link definitions you want to delete. 3. Click Delete. A confirmation message appears. 4. Click OK. Results The Data Link definitions are deleted Managing information on the Data Link definition To translate descriptions of the Data Link definition 1. Open the Data Link definition that you want to translate. 2. In the Translate section, translate the descriptions into the required languages. 3. Click Save To enter comments for a Data Link definition 1. Open the Data Link definition in which you want to enter a comment. 2. In the Comment section, enter the comment. 3. Click Close SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

209 To consult information on the security of the Data Link definition 1. Open the Data Link definition that you want to consult. 2. In the Security section, view the information on security. 3. If required, select the owner group. 4. Click Save Source template files When you define a template file, you define the physical format of the data to be converted. This is a template table or file used when the Data Link definition is run. Once a cross-reference mapping has been entered, you can no longer change to the template To define a source template file 1. Open the Data Link for which you want to define the source template file. 2. In the Source section, select File in the Source type field. 3. Click Browse to select the source template file. 4. Click Apply. The preview of the file appears at the bottom of the window. 5. Specify the file type. 6. Click Properties. 7. In the Properties dialog box: a. Define the file settings. b. Click Refresh to have a look at the preview. c. Click OK. 8. In the Header section, specify the number of header rows. 9. Click Refresh to update the preview. 10. Click Save. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 209

210 To define a source template table 1. Open the Data Link for which you want to define the source template file. 2. In the Source section, select Table in the Source type field. 3. Select a data source. 4. In the Database Connection dialog box, enter the user name, its password and if you want to connect to an SAP HANA schema different from the SAP HANA login used in the data source, enter the schema name. If the schema name is the same as the user name, do not fill in this field. 5. In the Select table field, select the relevant table. Results Tip To preview the Data Link definition, click Refresh Source dimensions You identify the dimensions in the source application which can be used as source dimensions when you define the cross-reference mappings. By default, a source dimension is created for each source column To add a source dimension 1. Open the Data Link for which you want to add a source dimension. 2. In the Dimension section, click in the source column to be used to create the source dimension. The Add column dialog box appears. 3. Select and enter the column properties SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

211 4. Click OK. Results The new dimension appears at the bottom of the list of dimensions To change a source dimension 1. Open the Data Link for which you want to change a source dimension. 2. In the Dimension section, in the bottom section of the page, select the column whose properties you want to change, then click. The Dimension properties dialog box appears. 3. Change the column properties. 4. Click OK To delete a source dimension 1. Open the Data Link for which you want to delete a source dimension. 2. In the Dimension section, in the bottom section of the page, select the column you want to delete, then click Cross-reference mappings Use cross-reference mappings to ensure that the source data is compatible with the target application. A cross-reference mapping can be identified by its source and target dimensions. Because the result of a cross-reference mapping can be used by subsequent cross-reference mappings, you must ensure that the cross-reference mappings are in the correct order. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 211

212 To create a cross-reference mapping 1. Open the Data Link for which you want to create a cross-reference mapping. 2. In the Cross-reference mappings section, k New cross-reference mapping. A new cross-reference mapping appears in the list. 3. In the New cross-reference mapping row, click Open. 4. In the Source dim. field, double-click each source dimension that you want to include in the cross-reference mapping. 5. In the Target dim. field, double-click each target dimension that you want to include in the cross-reference mapping. 6. Click Update rules To open a cross-reference mapping 1. Open the Data Link definition which contains the cross-reference mapping that you want to open. The Edit Data Link definition page appears. 2. In the Cross-reference mappings section, select the cross-reference mapping you want to open. 3. Click Open. Results The definition of the cross-reference mapping will appear To copy a cross-reference mapping to Excel 1. Open the Data Link definition that contains the cross-reference mapping that you want to copy. 2. In the Cross-reference mappings section, click Open for the cross-reference mapping you want to copy. 3. Click Copy to Excel. 4. In Excel, select Edit Paste SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

213 To paste a cross-reference mapping from Excel 1. Open the Data Link definition that you want to copy the cross-reference mapping into. 2. In the Cross-reference mappings section, click Open for the cross-reference mapping you want to change. 3. In Excel, copy the required cells. 4. In the Edit cross-reference mapping dialog box, click Paste from Excel. 5. Click Update rules. Results The cross-reference mapping from Excel appears To configure double quote marks to be added automatically to data being pasted from Excel Context When data from Excel is pasted into a cross-reference mapping, you must add double quote marks to text-type dimension values. You can ask for this to be done automatically when the data is pasted. 1. Click Preferences. 2. In the Data Link section, activate Add double quotes to a text-type production. 3. Click Apply. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 213

214 To delete a cross-reference mapping Context Caution Before you delete a cross-reference mapping, check that it is not linked to any others. If it is, delete the links to them before deleting the actual mapping. 1. Open the Data Link definition which contains the cross-reference mapping that you want to delete. 2. In the Cross-reference mappings section, in the Action column, click Delete Cross-reference mapping rules A cross-reference mapping consists of one or more rules. A cross-reference mapping rule consists of sub-rules and production rows To create a cross-reference mapping rule 1. Open the cross-reference mapping in which you want to create a rule. The Edit cross-reference mapping dialog box appears. 2. Click Add rule. A row is added to the cross-reference mapping. 3. Enter the filter for the relevant column in the Source dimensions field. 4. Enter the production for the relevant column in the Target dimensions field. Results You can assign comments to a rule in the Comments field SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

215 Related Information To open a cross-reference mapping [page 212] To insert a cross-reference mapping rule 1. Open the cross-reference mapping in which you want to create a rule. The Edit cross-reference mapping dialog box appears. 2. In the list of rules in the row above which you want to insert a rule, click : Results A new rule is inserted above the selected rule To delete a cross-reference mapping rule 1. Open the cross-reference mapping in which you want to delete a rule. The Edit cross-reference mapping dialog box appears. 2. In the row of the rule that you want to delete, click. A confirmation message appears. 3. Click OK to confirm Cross-reference mapping rule hierarchies You can arrange the rules which make up the cross-reference mapping into a hierarchy. A child rule belongs to a parent rule and is only triggered if the parent rule is tested successfully. Child rules process a group of data that is more restricted than that processed by the parent rule. If a member is processed by both a parent and a child rule, only the data generated by the child rule is kept. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 215

216 To arrange cross-reference mapping rules into a hierarchy 1. Open the cross-reference mapping in which you want to create a hierarchy. The Edit cross-reference mapping dialog box appears. 2. For the rule that you want to assign to a hierarchy level, click or until the rule is assigned to the correct level Production rows A production row enables you to assign several values to a target dimension using the same source dimension values To insert a production row 1. Open the cross-reference mapping in which you want to insert a production row. The Edit cross-reference mapping dialog box appears. 2. Click for the rule in which you want to insert a production row. Results A new production row is inserted and will use the same filter as the row before it To delete a production row 1. Open the cross-reference mapping that contains the production row that you want to delete. The Edit cross-reference mapping dialog box appears SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

217 2. Click for the production row that you want to delete. A confirmation message appears. 3. Click OK to confirm Data Link processing When you run a Data Link definition, you combine a Data Link definition with the source data. Once the Data Link definition has been run, you can consult the log and, if specified, the production report To run a Data Link processing 1. On the home page, click Data Link. The Data Link tab and the List of Data Link definitions page appear. 2. In the Action column, click Run for the Data Link definition that you want to run. The Start task dialog box appears. 3. Depending on the choice made to store target data, either: In the Select data file field, select the file containing the source data. In the Select data source field, select the ODBC data source. The ODBC data sources displayed are located on the application server. In a multi-server configuration, the ODBC data sources must have the same description and be located on all of the servers. 4. In the Database Connection dialog box, enter the user name, its password and if you want to connect to an SAP HANA schema different from the SAP HANA login used in the data source, enter the schema name. If the schema name is the same as the user name, do not fill in this field. 5. Select the target format for the processed data: Table: the data will be stored in this table. File: the data will be stored in a file selected by the user. Activate One file per package to store the data in as many files as necessary,for example a file for each reporting set. 6. If you want to generate a production report: Select Generate report. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 217

218 Specify if it should contain the rejected rows. Specify if the report should be generated in the log or in an external file which only you can access. Depending on what was defined by the administrator, the In log option may be grayed out. 7. Click OK to run the task and start processing the data. If you selected File as the target format, the Available Files dialog box appears. 8. Click the link to download the file on to the client workstation in a ZIP file To consult Data Link run logs 1. On the home page, click Logs. The List of logs page appears. 2. In the Details column, click Show details for the Data Link report that you want to consult. Results The details of the Data Link processing appear To consult the Data Link production log Context The production report indicates the target row generated for each source row. 1. On the home page, click Logs. The List of logs page appears. 2. In the Details column, click Show details for the Data Link report that you want to consult. The log opens. 3. In the Details column, click Show details for the row containing the production report SAP SE or an SAP affiliate company. All rights reserved. Data Link definitions

219 Results The details of the Data Link processing appears. Data Link definitions 2016 SAP SE or an SAP affiliate company. All rights reserved. 219

220 16 Logs The log rows generated by the tasks run in the application are displayed in the list of logs. Tip By default, the most recent logs appear at the start of the list To consult the list of logs On the home page, click Log. Results The List of logs page appears. Related Information Log status [page 241] 16.2 To consult a log 1. On the home page, click Log. The List of logs page appears. 2. In the Action column, click Show details for the log that you want to consult SAP SE or an SAP affiliate company. All rights reserved. Logs

221 16.3 To export a log 1. On the home page, click Log. The List of logs page appears. 2. In the Action column, click Export for the log that you want to export. The Log export dialog box appears. 3. From the File type list, select the format required to store the exported log. You can export logs in several file formats: CSV, which uses tabs or semi-colons as separators XML HTML If you select CSV, select the column separator. 4. In the File name field, enter a name for the export file. 5. Click Export. The Export result dialog box appears. 6. If you want to open and/or save the export file, click Download. If you click Close, you cannot consult the file at a later date. The File Download dialog box appears. 7. Click Open or Save To delete a log 1. On the home page, click Log. The List of logs page appears. 2. Activate the box next to the log that you want to delete. 3. Click Delete. Logs 2016 SAP SE or an SAP affiliate company. All rights reserved. 221

222 Results You can delete all of the logs generated by a task by deleting the actual task SAP SE or an SAP affiliate company. All rights reserved. Logs

223 17 ComplianceLink You can now consult SAP BusinessObjects ComplianceLink documents for each amount which provide the information required by the Sarbanes-Oxley Act. Links are defined between SAP BusinessObjects Financial Consolidation schedules and ComplianceLink documents. These links are configured in the Windows version of Financial Consolidation. To find out more, see the BusinessObjects Financial Consolidation User Guide. In the web version of Financial Consolidation, you can consult ComplianceLink documents from a package containing: A standard data entry schedule An EWS data entry schedule 17.1 Consulting ComplianceLink documents in standard data entry schedules You can consult ComplianceLink documents by clicking: In a cell In this case, you should first display indicators in the cells linked to ComplianceLink documents. You can do this in Preferences. The indicator makes it easier to open ComplianceLink documents as the information on the selected cell is automatically displayed in the dialog box. On ComplianceLink, located at the top of data entry schedules If you prefer not to display indicators in cells, you can still consult ComplianceLink documents by clicking ComplianceLink. However, you should specify the information identifying the cell linked to the ComplianceLink document To display contextual link indicators for ComplianceLink documents 1. Click Preferences. 2. In the Display section under ComplianceLink, activate Display ComplianceLink indicators. 3. Click Apply. ComplianceLink 2016 SAP SE or an SAP affiliate company. All rights reserved. 223

224 Results In each cell linked to a ComplianceLink document, the icon will appear in the schedule To consult a ComplianceLink document from a specific cell 1. In the cell corresponding to the amount for which you want to consult the ComplianceLink document, click. The Access ComplianceLink documents dialog box appears. By default, the characteristics of the cell you selected are shown. If you want to select another cell, you can change these settings. 2. Click Continue. Results The page corresponding to the ComplianceLink document appears. When a ComplianceLink document is opened for the first time, you need to log in To consult a ComplianceLink document using the ComplianceLink button 1. Click ComplianceLink, located at the top of the window. The Access ComplianceLink documents dialog box appears. 2. Specify the information identifying the cell linked to the ComplianceLink document. 3. Click Continue SAP SE or an SAP affiliate company. All rights reserved. ComplianceLink

225 Results The page corresponding to the ComplianceLink document will appear. When a ComplianceLink document is opened for the first time, you need to log in To consult a ComplianceLink document in an EWS 1. Select the cell corresponding to the amount for which you want to consult the ComplianceLink document. 2. Select Finance EWS ComplianceLink. The Access ComplianceLink documents dialog box appears. By default, the characteristics of the cell you selected are shown. If you want to select another cell, you can change these settings. 3. Click Continue. Results The page corresponding to the ComplianceLink document appears. When a ComplianceLink document is opened for the first time, you need to log in. ComplianceLink 2016 SAP SE or an SAP affiliate company. All rights reserved. 225

226 18 Glossary address book advanced publication application language book category scenario central manual journal entry characteristic consolidation contra entry control control level data entry environment data link definition dimension filter folder integration The address book contains the addresses of all the site's correspondents. Advance publication is used to publish a package before the publication deadline is reached. The application language is the language used for interface objects like menus, commands, and buttons. Books group schedules or other books together. The category scenario is used to define the data collection environment. It includes automatic consolidation and data control functions. Central manual journal entries are book entries posted in addition to the package data. They can be entered as debit or credit values. A characteristic provides extra information about the values in a reference table. It is used to sort and select data. A consolidation is produced by processing data from entities belonging to a given scope according to a set of rules. The processing generates consolidated data using the data entered in packages and central manual journal entries. A contra entry is generated when a journal entry is reversed. Its value is the reverse of the original journal entry. A control is used to check if the data in packages or manual journal entries is valid. A control level is used to arrange controls so as to check the data progressively. For example, basic accounting controls are run before Intercompany controls. A data entry environment is a set of objects, actions and properties applied to a package, such as the data entry folders, controls to be run, control level to be reached, package rules or opening balances. A Data Link definition enables you to transfer data from transactional systems like financial or management accounting software, consolidation, or reporting applications, to BusinessObjects Financial Consolidation. You run a Data Link definition as a task. A dimension is the analysis axis of a data source. Each dimension refers to a certain type of data like an amount or an exchange rate. Values for the dimensions are taken from the reference tables. Product dimensions are predefined dimensions that come with the product, and user-defined dimensions are dimensions that customers can create based on their requirements. A filter is a set of dimension values. It is made up of logical operators and criteria that group these values. Folders group books and schedules. Integration is the action of transferring package data to preconsolidated data SAP SE or an SAP affiliate company. All rights reserved. Glossary

227 intercompany reconciliation journal entry number key ledger link local manual journal entry lock log opening balances portfolio protection publication publication by special permission rate table rejection report reporting ID reversal schedule scope Intercompany reconciliation is processing that generates the differences between Intercompany balances or operations. A journal entry number is assigned to each journal entry in the order they are created in. Keys are used to publish packages by special permission or unlock them. A key is a code generated by a user who has the right to unlock a package or to publish a package by special permission. The code is then sent to another user who does not have the same functional profile. Ledgers are used to organize manual journal entries by, for example, reporting unit, scope, and function. Links are used to connect cells in a schedule to one or more other schedules. The link opens the connected schedules. Local manual journal entries are book entries posted in the packages. They can be entered as debit or credit values. You can protect a package in which data has been entered, controls have been run and publication performed by locking it. A log stores the report generated when a task is run. Opening balances correspond to closing amounts from the previous data entry period that were carried forward as the opening amounts for the next data entry period. These amounts are selected in the preconsolidated and consolidated data sources. A portfolio contains information on the capital and shares of statutory companies in the group. It is used to identify investments between these companies at a given date. By protecting a package, you ensure that no changes will be made to it. Publication enables you to validate the contents of a package and assign a status to the package. The package is then made available to the publication site. Publishing a package by special permission is used to publish a package that is not valid after the deadline has been reached. It is also used to publish a package that is not valid and for which advance publication is not authorized. A rate table is a table used for entering and consulting conversion or tax rates. In the workflow, rejecting a package makes it available to a user from a directly lower hierarchy level who can make changes to it. A report is an analysis schedule made up of cells containing data. This data may originate from the Amounts tables or specific tables defined by a set of dimensions, for example, conversion or tax rate. A reporting ID defines the data entry environment for the reporting process and the data entry calendar. Reversal enables you to cancel a journal entry by posting a contra journal entry with the same amount. A schedule is a table made up of cells used to enter and retrieve data. A scope groups the reporting units which will be consolidated in a given consolidation processing operation. Each reporting unit has a rate of ownership interest, financial Glossary 2016 SAP SE or an SAP affiliate company. All rights reserved. 227

228 interest, consolidation rate and consolidation method in addition to specific properties like incoming or outgoing reporting unit and parent company of a sub-group. set of controls set of rules submission substitution language workflow working language A set of controls is made up of all of the basic controls and/or subsets of controls which can be run on a package. A set of rules is made up of rules and subsets of rules which are arranged according to the order in which they are run. They are run during consolidation, reconciliation, preconsolidation, or package processing. In the workflow, submitting a package means that it is now available to a user from a directly higher hierarchy level who can make changes to it. The substitution language is used to display objects whose descriptions have not been translated into the selected working language. The workflow is used to restrict the access users have to packages and the actions they can perform. It also enables you to define the hierarchy level of each user accessing the package. The working language is the language in which all of the translatable text and descriptions appear SAP SE or an SAP affiliate company. All rights reserved. Glossary

229 19 Frequently asked questions - Central site operation 19.1 Manual journal entries Central manual journal entry vs package manual journal entry There are two types of manual journal entry: Central manual journal entries. These journal entries are posted in the Manual journal entry module. All audit IDs are authorized except original package audit IDs. Manual package journal entries. These journal entries are posted in the Package Manager module. Only local adjustment audit IDs are authorized. Related Information To open a package journal entry [page 106] What are the manual journal entry statuses? Journal entries can have one of the following statuses: Changed, represented by the icon Data is being entered in the journal entry. Posted The journal entry has been posted. These amounts are ready to be included in a consolidation. Protected The journal entry that was posted is now protected. You can no longer change or delete the journal entry. You can consult and unprotect it. Related Information To unprotect a journal entry on the central site [page 166] Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 229

230 Posting a journal entry to the central site [page 164] What is a journal entry header? A journal entry header enables you to define the general properties of the journal entry, for example the reporting unit to which the journal entry is assigned, the audit ID, period, currency and, if necessary, any restrictions. The following information can be entered or consulted in the header: Reporting unit, which can be entered if the user has the necessary access rights. Audit ID, which can be entered if the user has the necessary access rights and if the ledger authorizes several audit IDs. Otherwise, the audit ID is automatically filled in. Period, which can be entered if the category scenario contains multiple periods. Otherwise, the period is automatically filled in. Journal entry currencym which can be entered depending on the properties of the selected audit ID. Reporting ID currency, which cannot be modified and always depends on the currency used by the reporting unit. The following items can determine how the manual journal entry is taken into account in the consolidation process. They can also be entered or consulted in the header: Scope Variant The possibility of entering a scope or variant depends on the audit ID properties in the Dimension Builder module. Consolidation currency Depending on the audit ID, the contents of this box can either be entered by the user or are automatically filled in using the journal entry currency. Parent reporting unit Related Information To enter a central journal entry header [page 157] What happens when a journal entry header is changed? When a journal entry is opened, it is automatically updated when its data entry environment has been changed. After a journal entry has been changed, it must be re-checked and validated so that it can be saved. If the journal entry becomes invalid as a result of these changes, it cannot be saved SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

231 Only full consolidation processing will take the changes into account. Changes to reporting units If the reporting unit has been changed, the following settings are updated in the journal entry header: If the audit ID authorizes the journal entry currency to be entered, it is not changed. If the audit ID does not authorize the journal entry currency to be entered, it is updated automatically. The reporting currency is also updated on the basis of the change made to the reporting unit. Once the journal entry has been saved, you can no longer change the reporting unit. Changes to the audit ID The audit IDs available for posting journal entries are the ones that are authorized in the ledger. If you change an audit ID, this can impact the: Journal entry currency If the new audit ID selected authorizes the journal entry to be posted in a different currency from the reporting currency, the box containing the journal entry currency becomes available for data entry. Otherwise, the journal entry currency cannot be entered. Scope If the new audit ID means that a scope can or must be entered, the scope will be taken into account when the journal entry is saved. Otherwise, the scope is not taken into account. Variant If the new audit ID means that a variant can or must be entered, the variant will be taken into account when the journal entry is saved. Otherwise, the variant is not taken into account. Consolidation currency If the new audit ID is given in the consolidation currency, it will be filled in using the currency of the selected journal entry and you will not be able to enter it. Related Information To update the central journal entry header [page 165] Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 231

232 What are the journal entry row statuses? Rows can have different statuses: Row status Valid row Status indicator No icon A row is valid if it is complete and consistent with the category scenario Single-sided journal entry row Single-sided journal entry rows are displayed in blue italic font. This setting can be customized in the category scenario. Calculated row These rows are generated automatically. They cannot be deleted or changed The row already exists Prohibited or invalid row Incomplete row What are breakdown analyses? In category scenarios, when amounts need to be broken down, you assign the appropriate analysis dimensions to the relevant indicators, for example authorized {Account, Flow} pairs. The table below outlines the icons shown in the columns and the information that they represent: Presence of a breakdown analysis Icon A breakdown can be entered Breakdown rows are entered What is flow balance? When manual journal entries are posted, some flows are customized so that the Debit/Credit balance is required i.e. the credit and debit amounts entered in these flow must be the same. Flow balance control column Icon The flow entered must be balanced. The flow is balanced SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

233 Flow balance control column Icon The flow should be balanced but is not Reference row vs breakdown row A reference row enables you to select the indicators, for example {Account/Flow} pairs, to which the reference row refers, and to enter the corresponding amounts. A breakdown row enables you to enter detailed information for some reference row indicators when dimensional analyses have been customized. Example Sales broken down by partner When a journal entry is posted to a sales amount, you must also enter the breakdown rows for the partner analysis Scopes What is the difference between a reporting scope and a statutory scope? A reporting scope consists of information about the reporting units to be taken into account, including the consolidation rates and methods to be applied. It is often used to add together accounts for a group of reporting units in order to obtain an overall view of the results for a particular branch of activity. A statutory scope consists of information about the legal entities in the group, the consolidation rates and methods to be applied and the investments. This type of scope is generally used for statutory consolidations Financial interest, ownership interest and the consolidation rate The financial interest indicates the share of capital directly or indirectly held by one company in another. It is calculated by totaling the direct rates expressed in shares. The ownership interest corresponds to the total of the direct rates expressed in voting rights that the companies controlled by the holding company have in the held company. The consolidation rate is 100% if the reporting unit is fully consolidated or equal to the ownership interest if the reporting unit is integrated proportionately. Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 233

234 Related Information To add a reporting unit to the scope [page 180] What is the difference between the initial and revised values? The initial values correspond to all of the data taken from another object or the database and used in a portfolio. The revised values correspond to all of the data that has been entered or changed What is forced control? The Forced control option enables you define how company A controls company B, even if A's ownership interest in B is lower than the control threshold What is the difference between a scope occurrence, a scope code, and a scope? The terminology used in the Windows and web versions of Financial Consolidation is different. Windows Scope Scope occurrence Web Scope code Scope A scope code defines the calculation settings used by default in the scope occurrences. The scope identifies the different reporting units which make up the group at a given time and for a given version. Related Information Reporting scopes [page 178] What is a scope status? When you add a reporting unit to a scope, you can define its status, for example its hierarchical position in terms of the other reporting units during the consolidation SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

235 The different types of status are: Main parent reporting unit A main parent reporting unit is the reporting unit which all of the others are based. Subsidiary A subsidiary is a reporting unit that is associated with this main parent reporting unit. Sub-parent A sub-parent is a subsidiary that is the parent of a sub-scope. Sub-subsidiary A sub-subsidiary is a subsidiary in a subscope. Non-scope A reporting unit has the non-scope status when it is not consolidated. Related Information To add a reporting unit to the scope [page 180] 19.3 Portfolios What is the difference between a capital row and an investment row? A capital row indicates how many shares and voting rights make up a company's capital. It is represented by the icon. An investment row indicates how much capital is held by one company in another. This investment is given in the number of shares and number of voting rights. It is represented by the icon. Example Capital row The capital of company B is made up of 15,000 shares and 15,000 voting rights. Example Investment row Company A holds 12,000 shares and 12,000 voting rights in company B. Company A holds 80% of company B's capital, which represents an 80% direct shareholding rate, 80% of the financial interest and 80% of the ownership interest. Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 235

236 What is the difference between the initial and revised values? The initial values correspond to all of the data taken from another object or the database and used in a portfolio. The revised values correspond to all of the data that has been entered or changed What is forced control? The Forced control option enables you define how company A controls company B, even if A's ownership interest in B is lower than the control threshold Conversion rates Calculating conversion rates There are two modes for calculating rates Multiply Multiply is used when values are quoted using what is known as the uncertain for certain technique. Uncertain for certain is a quotation technique that consists of expressing the value of a unit of foreign currency in relation to a variable quantity of the national currency. When you create a conversion rate table, Multiply is activated by default. Divide Divide is used when values are quoted using what is known at the certain for uncertain technique. Certain for uncertain is a quotation technique that consists in expressing the value of the national currency in relation to a variable quantity of foreign currency. In uncertain for certain, the currencies must not be entered using a conversion rate of zero. Example You want to express Pounds and Euros against the Dollar. In certain for uncertain: 1 $ = 0,6 1 $ = 0,99 1 $ = 1 $. In uncertain for certain: 1.67 $ = $ = 1 1 $ = 1 $ SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

237 Related Information To create a conversion rate table [page 184] Data entry indicators in conversion rate tables The table below shows the different data entry indicators that can appear in the data entry schedules for the conversion rate tables. Indicator Description Meaning Blue plus sign located center-left in the cell Red plus sign located center-left in the cell Blue minus sign located center-left in the cell Red minus sign located center-left in the cell Blue arrow in the bottom right-hand corner of the cell The amount contained in the cell is positive, which is in keeping with the sign given to the cell when the schedule was designed. The amount contained in the cell is negative, whereas the sign given to the cell when the schedule was designed was positive. The amount contained in the cell is negative, which is in keeping with the sign given to the cell when the schedule was designed. The amount contained in the cell is positive, whereas the sign given to the cell when the schedule was designed was negative. The cell has been linked to one or more other schedules. Blue triangle to the left of the cell No sign has been given to the cell. Related Information To edit the rates in a conversion rate table [page 184] Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 237

238 19.5 Tax rates Data entry indicators in tax rate tables The table below shows the different data entry indicators that can appear in the data entry schedules for the tax rate tables. Indicator Description Meaning Blue plus sign located center-left in the cell Red plus sign located center-left in the cell Blue minus sign located center-left in the cell Red minus sign located center-left in the cell Blue arrow in the bottom right-hand corner of the cell The amount contained in the cell is positive, which is in keeping with the sign given to the cell when the schedule was designed. The amount contained in the cell is negative, whereas the sign given to the cell when the schedule was designed was positive. The amount contained in the cell is negative, which is in keeping with the sign given to the cell when the schedule was designed. The amount contained in the cell is positive, whereas the sign given to the cell when the schedule was designed was negative. The cell has been linked to one or more other schedules. Blue triangle to the left of the cell No sign has been given to the cell. Related Information To edit rates in a tax rate table [page 189] 19.6 Data Link definitions Data transfer process A Data Link definition enables you to transfer data between transactional systems like accounting, management, consolidation, or reporting systems, and the Financial Consolidation reporting/consolidation system. Data is transferred in five steps: SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

239 Specify the format that the source data is stored in, whether in a database table or file. Select the source dimensions. Create the cross-reference mapping rules to be applied to the source dimensions in order to produce the target dimensions. Process the data. Check that the data has been correctly processed by consulting the report. Related Information To define a source template table [page 210] Source dimensions [page 210] Cross-reference mapping rules [page 214] Data Link processing [page 217] To consult Data Link run logs [page 218] Cross-reference mapping versus cross-reference mapping rule A cross-reference mapping must be used in order to ensure that the source data is compatible with the target application. A cross-reference mapping can be identified by its source and target dimensions. A cross-reference mapping consists of one or more rules. A cross-reference mapping rule in turn consists of subrules and production rows. Related Information Cross-reference mappings [page 211] Cross-reference mapping rules [page 214] File with separators versus fixed length file There are two types of source template files: Files with separators and fixed length files. A file with separators can originate from other Business Objects software or from applications such as Excel. The fields are separated by certain characters like commas or tabs. A fixed length file contains data that is organized in columns of a specific length. Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 239

240 Related Information Source template files [page 209] Filter versus production in Data Link definitions The filter enables you to select the source data that the cross-reference mapping rule will process. It is defined using a syntax. A production enables you to select data in target dimensions. It is defined using syntax, which varies depending on the type of dimension, either text or numerical. Related Information Cross-reference mapping rules [page 214] Production rows [page 216] Syntax used in Data Link definition filters [page 240] Syntax used in Data Link definition filters Depending on the source dimension, the syntax used in the filters is as follows: For text columns Syntax Used to Examples No criteria Select all values * Select all values a* enables you to select all character strings beginning with an a. *a enables you to select all character strings which end in a. {empty} Select all empty values. Select any character 6. enables you to select all character strings starting with 6 and followed by one single character. $ Select any alphabetic string 6$ enables you to select all character strings starting with 6 followed by letters of the alphabet. # Select any alphabetic character of the 26 letters of the alphabet 6# enables you to select all character strings starting with 6 followed by a single letter of the alphabet SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

241 Syntax Used to Examples ; Select the values which comply with one of the conditions specified + Select an alphabetic character repeated several times a*;b* enables you to select all the character strings starting with a or b. a+ enables you to select the character strings made up of one or more a's. ab+1 enables you to select the character strings starting with a, followed by one or more b's and finishing in 1. a(bc)+ enables you to select the string of characters starting with a and followed by one or more bc strings. [1..4]]1..4[ ]1..4] [1..4[ Select a numerical sequence a[1..4] enables you to select the character strings starting with an a followed by a number between 1 and 4 inclusive. a]1..4[ enables you to select the character strings starting with an a followed by a number between 1 and 4 exclusive. <> Select all of the values in the string <>a* enables you to select all of the strings that do not start with an a. For numerical columns Syntax No criteria Used to Select all values =, <>, <, >, <=, >= Select the values, which comply with the comparison test used. Related Information Cross-reference mapping rules [page 214] Filter versus production in Data Link definitions [page 240] 19.7 Log Log status In the Status columns, you can consult the status of a log. There are three types of status: The icon indicates that the task was completed successfully. The icon indicates that the task was not completed successfully due to a blocking error. Frequently asked questions - Central site operation 2016 SAP SE or an SAP affiliate company. All rights reserved. 241

242 The icon indicates that the task was completed successfully, but an error was detected. Related Information Logs [page 220] What does <old object> mean in a list of logs? In the Description column of the list of logs, <old object> means that the task for which the log was created has been deleted. Related Information Logs [page 220] SAP SE or an SAP affiliate company. All rights reserved. Frequently asked questions - Central site operation

243 20 Monitoring you license agreement The license agreement granted to your company authorizes a certain number of users. User license management is performed in the Windows version of Financial Consolidation. In the Web version of Financial Consolidation, you can check if the license granted to your company is correctly used in: the login screen of the Web version of Financial Consolidation the About dialog box that appears when you click the About link Monitoring you license agreement 2016 SAP SE or an SAP affiliate company. All rights reserved. 243

244 Important Disclaimers and Legal Information Coding Samples Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP intentionally or by SAP's gross negligence. Accessibility The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP. Gender-Neutral Language As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible. Internet Hyperlinks The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency (see: SAP SE or an SAP affiliate company. All rights reserved. Important Disclaimers and Legal Information

245 Important Disclaimers and Legal Information 2016 SAP SE or an SAP affiliate company. All rights reserved. 245

246 go.sap.com/registration/ contact.html 2016 SAP SE or an SAP affiliate company. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP SE or an SAP affiliate company. The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP SE (or an SAP affiliate company) in Germany and other countries. All other product and service names mentioned are the trademarks of their respective companies. Please see index.epx for additional trademark information and notices.