Downloading and Uploading Allocation Cycles

Objectives
After completing this lesson, you will be able to:

After completing this lesson, you will be able to:

  • Manage allocation cycles using templates
  • Download and upload allocation cycles

Allocation Cycle Templates

The Manage Allocations app allows you to create and modify allocation cycles. Additionally, templates can also be effectively utilized.

You can use this feature to download a preformatted CSV file template. It will help you to create new allocation cycles and segments or edit the ones you have already created. You work in Microsoft Excel and once you have done changes to the file, you can use the same function to upload your finished template.

There is a certain number of elements to specify. Each tab of the file corresponds to a part of the cycle, which will be detailed in the following section

The Excel template already contains a predetermined format and includes specific fields and tabs. These should not be rearranged or deleted. If a field or sheet doesn’t need to be filled out, it should remain empty. The following sheets are included within the template:

  1. Cycle: High-level definition, including ledger assignment, company code, and controlling area. It also contains processing indicators and field groups.

  2. Segment: High-level definition, including description, sender rules, and receiver rules.

  3. Senders: Combination of sending objects for the cycle and segment. In Field, you define the sending object type (example: RCNTR for cost center). The selection can be a single value (From Value), an interval (From - To Value), or a group (Group ID).

  4. Receivers: Combination of receiving objects for the cycle and segment. In Field, you define the receiving object type (example: RCNTR for cost center).

  5. Receiver Basis: Basis on which values are sent to receivers when the receiver rule is Variable Portions. You must also specify the variable portions method.

  6. Derivation Rules: Used to rewrite the default setting for derivation rules in an allocation cycle. The checkbox has an impact on functional area derivation for the receiver side of the allocation. If the checkbox Derive Functional Area is selected, in the cost center context, the functional area is derived based on the receiving cost center or WBS element. If the checkbox is not selected, then the functional area is inherited from the sender.

  7. Description: Useful in case of enhancement with new elements. Contains the list of values (codes and descriptions) to use for columns in the template.

  8. Field List: A list of characteristics that can be used as sending and receiving objects. It is a standard list of database fields. (Note: Not all fields are compatible with each allocation type and context).

Note

When entering data on the Senders and Receivers sheets within the file, specifying a From Value without specifying a To Value means you are entering a single value.

Do not change the order of the sheets within the file, it should remain as they were when you downloaded the template.

Upload Allocation Structures

Steps

  1. Use the Manage allocations app.

  2. Select Download Blank Template or Download Template with selected data.

  3. Save the file on your desktop.

  4. Open the *.csv file in Excel.

  5. Adapt the structure according to your need (for example: a new segment, a change in the G/L account group to be allocated…).

  6. Save the file on your desktop.

  7. Upload the completed template using the dedicated link Upload/Download Template. Specify the *.csv file location with the Browse button.

  8. The uploaded data opens in a validation view within the app that you can use to confirm.

  9. After checking your entries, choose Apply to validate the uploaded allocation cycle.

  10. Save the cycle.

Result

If you want to make changes to data, you must redownload the file, make your changes, and then upload the file again.

Note that the upload/download feature can also be used in the profit center allocation context.

Download and Upload Allocation Cycles

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