Creating Foundation Records

Objectives

After completing this lesson, you will be able to:

Learn the tools for managing foundation records.
Create new records.

Foundation Objects vs. Foundation Object Records

Foundation Object is the structure of the corporate information, it defines the fields, labels, and the attributes of each object. To customize this structure, you use the Corporate Data Model and Country-Specific Corporate Data Model for Legacy (XML-based) Foundation Objects while the Configure Object Definition tool allows you to access the structure of MDF-based Foundation Objects.

A screenshot showing the Object as Legal Entity in the Search box and a record for ACE Germany (also in the search box). The main screen displays data under Legal Entity: Ace Germany

Foundation Object records or simply foundation data are the information stored in these objects.

Administrators can create records for both MDF and Legacy (XML-based) Foundation Objects. The table shows the different tools that you can use for managing Foundation Object structure and foundation records.

FO Administration

Foundation Object Type	Tools for Managing Object Structure	Tools for Managing Individual Records	Tools for Managing Records in bulk
MDF-based FO	Configure Object Definitions	Manage Data	Import and Export Data
XML-based FO	Corporate and Country-Specific Corporate Data Models	Manage Organization, Pay and Job Structures	Import Foundation Data

Administrators can add, delete, and update records individually or en masse.

Effective-Dated Records

Effective dating means that EC can maintain historical records of data. The start date for any record is the first date entered. For previous records, the end date is one day before the new record begins. End dates, though not typically visible in the UI, are automatically created in the system and cannot be altered by administrators.

In the example in the figure below, the start date of the active record is January 8, 2016. This means that the original dated entry (January 1, 1990) ended on January 7, 2016.

You can click on any historical record in the system and see exactly what data is stored for that period.

The system records the changes between updates using cross-outs. Most foundation data are effective dated, indicated by Effective as of or Start Date.

A screenshot of an effective-dated record shows the following data: Under History, the date the Legal Entity record was created ; Under Legal Entity: Ace USA, the start date , the default location, and the date it was updated by an admin. The text provides more detail.

Admin Tasks

With proper permissions, you can manage foundation data and complete the following tasks:

Create a new record
Modify an existing record, using Insert New Record. Effective date can be in the past, present, or future
Make a correction to current or historical record
Permanently delete an entry for past, present, or future records

A screenshot of a sample record shows options to select Make Correction and Permanently Delete Entry under a Take Action record, as well as an Insert New Record button.

The system records which users made the changes and when.

Tools for Managing Records Individually

Manage Organization, Pay, and Job Structures

To create or manage existing XML-based records, you can use the Manage Organization, Pay, and Job Structures tool. This tool has three different parts.

The Search dropdown menu allows you to open an existing foundation data, for example, Location.
Once selected, you can use the additional dropdown menu to choose the specific record, such as New York. You can also use the Advanced link to change the date of the search and look for inactive records.
To create a new record, use Create New .

A screenshot of the Manage Organization, Pay, and Job Structures section

Manage Data

To create or manage existing MDF-based records, you can use Manage Data.

The Search dropdown menu allows you to open an existing record. For example, Legal Entity.
Once selected, you can use the additional dropdown menu to choose the specific record, such as ACE_USA. You can also use the Advanced link to change the date of the search and look for inactive records.
To create a new record, use Create New .

Tools for Importing Records

Import Foundation Data

The Import Foundation Data is used for importing XML-based records. Whether creating new or updating existing records, the import file must match the object configuration. Hence, you must use the appropriate template.

The Import Foundation Data doesn't allow you to download the existing foundation records. If you want to extract the existing XML-based records, you must use the reporting tool, Report Center→Table Report→Single Domain→Foundation Objects.

High-level steps in using the Import Foundation Data tool are as follows:

Download the CSV template for the corresponding Foundation Object. The CSV template matches the configuration of the data structure in the system; therefore, two customer instances could have different templates.
Select the object you're importing. It is vital to take note of any associations that have been configured between the objects. The order of your import depends on whether the records have dependencies. For example, if a location is associated with a legal entity record, before importing the location, you must first ensure the corresponding legal entity record exists in the system.
Select between Full Purge or Incremental Load. Full Purge is used for initial data uploads or if you intend to fully replace the records. Incremental Load adds to existing data into the system.
The recommended File Encoding is Unicode (UTF-8), which supports the most languages.
Use Validate Import File Data to check if your file passed the system validation. You can use the Scheduled Job Manager to check validation results of imports exceeding the real-time threshold.
Select the file and import when you encounter no errors.

A screenshot of the Import Foundation Data section with sections numbered 1-6 to correspond to the numbered points in the text

Import and Export Data

The Import and Export Data is used for importing and downloading MDF-based records.

In the same way as its XML-based counterpart, you must download the appropriate template to match the data object definition. Unlike Import Foundation Data, the Import and Export Data allows you to download existing MDF-based records.

The options in the tool depend on the action you selected to perform.

To download a template:

Select Generic Object: Choose the record that you will import.
Include dependencies: Choose Yes to include templates for object associations, otherwise No.
Include Immutable IDs: Immutable IDs are database numbers. Not required for import.
Exclude reference objects: Choose Yes to exclude unrelated, non-dependent objects. Only visible if Include dependencies are set to Yes.
Key Preference: Either Business Key (set of fields that identify the record) or External Code
Hide External Code: Visible only when Key Preference is set to Business Key
Identity Type: User ID or Assignment ID

A screenshot of the Import and Export Data interface showing that Download Template is selected as the action to perform. Under this, there are options to configure. These are numbered 1-7 to correspond to the text.

Select Import Data as the action to perform when you are ready to import the file.

Select Generic Object: This refers to all MDF-based objects in the system. Choose the record that you will import.
File: Browse for the CSV file.
File Encoding: Unicode (UTF-8) supports most language encoding.
Purge Type: Incremental Load or Full Purge.
Suppress redundant Date-effective Records: Eliminates redundant entries to improve performance
Key Preference: Either Business Key (set of fields that identify the record) or External Code
Use Locale Format: Choose to set dates and numbers format on the file - Locale: Visible only when Local format is set to Yes
Enable Decimal Rounding: If you want to round decimal values
Identity Type: User ID or Assignment ID
The Validate Import File button ensures that the import headers match and that the CSV file you are attempting to upload contains valid data. We recommend that you use this button before any import.
View the result from Scheduled Job Manager.
Import to complete the upload process.

A screenshot of the Import and Export Data interface showing that Import Data is selected as the action to perform. Under this, there are options to configure. These are numbered 1-12 to correspond to the preceding text.

Add a New Location

In this activity, you will add a new location (Berlin Office).

Note

This exercise is a standalone activity and is not required for completing other hands-on exercises for this course.

Use the simulation if you don't have a practice system.

ExerciseStart Exercise

Steps

Use Action Search to navigate to Manage Organization, Pay, and Job Structures.
Choose Create New→Location
1. Effective as of: 1/1/1990
2. Code: DU_BER
3. Standard Hours: 35
4. Name: Berlin Office
5. Status: Active
6. Business Address:
  1. Country: Germany
  2. Address 1: Rosenthaler Strasse 30
  3. Town: Berlin
  4. Postal Code :10178
Select Save - OK
Verify that the new Location was saved by searching Manage Organization, Pay, and Job Structures.

Add a New Business Unit

In this activity, you will add a new Business Unit (Storage).

Note

This exercise is a standalone activity and is not required for completing other hands-on exercises for this course.

Use the simulation if you don't have a practice system.

ExerciseStart Exercise

Steps

Use Action Search to navigate to Manage Data.
Choose Create New→Business Unit
1. Start Date: 1/1/1990
2. Business Unit Code: ACE_STOR
3. Business Unit Name: Storage
4. Status: Active
Select Save - OK.
Verify that the new Business Unit was saved by searching Manage Data.

Import Organization FO Records

In this exercise, you will upload new cost centers for the new Storage Business.

Note

This exercise is a standalone activity and is not required for completing future activities for this course.

Steps

Use Action Search to navigate to Import and Export Data .
Choose Download template from Action to Perform.
Choose Cost Center from the Generic Object list. Select No to dependencies. Leave other default settings as is.
Select Download.

Use the information in the table to fill out the template. Watch the video to know how to avoid validation issues with CSV files.

Cost Centers

effectiveStartDate	externalCode	name.defaultValue	description.defaultValue	effectiveStatus
Start Date	Code	Default Value	Default Value	Status
01/01/1990	500	Storage	Storage	A
01/01/1990	501	Storage Exec	Storage Executive Office	A
01/01/1990	502	Storage Sales	Storage Sales	A
01/01/1990	503	Storage Prod	Storage Product Development	A
01/01/1990	504	Storage Cust	Storage Customer Success	A
01/01/1990	505	Storage Support	Storage Support	A

Save the file.
In Import and Export Data tool, choose Cost Center as the Generic object. File Encoding: Unicode (UTF-8). Purge Type: Incremental Load.
Leave the other default selection as is.
Select Validate. Choose View Result to find the validation result.
If all goes well in the validation result, choose Import.
Verify that the new cost centers were saved by searching Manage Data.

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