Uploading Reported Financial Data

Objective

After completing this lesson, you will be able to upload data from files into group reporting

Flexible Upload Business Scenario

At ABC Corporation, the United States and German consolidation units reside in SAP S/4HANA while your remaining consolidation units reside in legacy accounting systems. Because this is a start up scenario and not all historical data is in SAP S/4HANA, you’re importing data for all of your consolidation units (including the United States and Germany).

After this start-up phase is over, the United States and German consolidation units' data can be released from accounting. You’ll then use the flexible upload task to import trial balances only for your non-SAP S/4HANA consolidation units.

Note

If a non-SAP S/4HANA consolidation unit is migrated into accounting at a later point in time, it can be switched to integrated mode on a time-dependent basis.

Flexible Upload Key Points

  • There are several options with flexible upload:
    • Import periodic or YTD data.
    • Import one or multiple periods (when using the Flexible Upload of Reported Financial Data app).
    • Import one or multiple consolidation units.
    • Update mode options for importing updated source files.
  • The task log app is used to check the status for the flexible upload task.
  • Journal validation and substitution rules apply to flexible uploads.

Flexible Upload File

The image displays a spreadsheet with parameters and financial data, including columns for ledger, version, chart, year, and various financial metrics. Also has section contains transaction details such as material, quantity, amount in local and group currency, and cost center.

In the upload file, there are several special characters that are used by the system:

  • * – Comment
  • P – Parameter
  • D – Data structure
  • 2 – Data rows

In addition, there are the following parameters that are included in the file as well:

  • Periodical – import period or YTD data
  • Update mode – delete, overwrite, or add
  • NSEP – number format
  • DOCTY – document type used for this file

The flexible upload file parameters are described in detail as follows:

  • Periodical:
    • If you enter x, the data of the file is interpreted as period data. The data of the file is written to the period specified in the file with no additional calculation.
    • If you leave the Periodical field blank, the data of the file is interpreted as cumulative (year-to-date) data. The system subtracts the cumulative data from the previous period and stores the periodic value.
  • Update Mode:
    • Enter 1 to delete all: All existing records in a block (consisting of ledger, consolidation chart of accounts, version, fiscal year, period, and consolidation unit) are reset to zero before loading the new data.
    • Enter 2 to overwrite: Only the uploaded records are written. Any existing records that share the same item and all of the same subassignments are overwritten.
    • Enter 3 to add: Only the uploaded records are added to the existing records. Any existing records - including those which share the same item and all of the same subassignments - remain unchanged.
  • NSEP - Number separator:
    • Enter 1 for number format 1,000.00.
    • Enter 2 for number format 1.000,00.
  • DOCTY - Document type: You can use different document types to distinguish source systems.

Note

The order of the columns can be changed by users. You can add other columns to the file such as group currency and amount to the file if needed.

If you use AmountInTransactionCurrency you also have to provide TransactionCurrency. If you use QuantityInBaseUnit you also need to provide BaseUnit. LocalCurrency is derived from the currency assigned to the consolidation unit automatically. Group Currency is derived from the currency assigned to the version.

This note contains the standard template: 2659672 - FAQ About SAP S/4HANA Finance for Group Reporting (On Premise).

Note

The source file for the class does not include annual net income or current year retained earnings. Therefore, the Calculate Net Income task should be run after the import.

Upload Options

Update options

In case there’s new data in the source system, the flat file can be imported again. There are three update options in the flat file: delete mode, overwrite mode and add mode.

Delete mode example

First FileACDOCU after 1st ImportSecond FileACDOCU after 2nd Import
CU01CU01CU01CU01
111100 Cash111100 Cash111100 Cash111100 Cash
$120,000$120,000$120,500$120,000
121100 AR121100 AR 121100 AR
$25,000$25,000 $25,000
   111100 Cash
   $500
   121100 AR
   —$25,000

If the second source file represents the correct result for all FS items for CU01 (consolidation unit 01), use Delete mode:

  • Cash is increased by 500. The resulting net amount is 120,500.
  • AR (accounts receivable) is decreased by 25,000 so the net amount is 0.

Overwrite mode example

First FileACDOCU after 1st ImportSecond FileACDOCU after 2nd Import
CU01CU01CU01CU01
111100 Cash111100 Cash111100 Cash111100 Cash
$120,000$120,000$120,500$120,000
121100 AR121100 AR 121100 AR
$25,000$25,000 $25,000
   111100 Cash
   $500

If the second source file represents the correct result for FS item 111100 and existing FS item 121100 values should be retained, use Overwrite mode:

  • Cash is increased by 500. The resulting net amount is 120,500.
  • AR (accounts receivable) is not changed.

Add mode example

First FileACDOCU after 1st ImportSecond FileACDOCU after 2nd Import
CU01CU01CU01CU01
111100 Cash111100 Cash111100 Cash111100 Cash
$120,000$120,000$120,500$120,000
121100 AR121100 AR 121100 AR
$25,000$25,000 $25,000
   111100 Cash
   $240,500

In add mode, 120,500 in the second file is added to the initial value of 120,000 for a total of 240,500.

Flexible Upload Process

Flexible upload run

To perform a flexible upload run, follow these steps:

  1. In the data monitor, choose Data Collection for the Consolidation Group → Right-click and select Update.
  2. In the Enter / transfer data screen, choose Import.
The image shows the SAP Data Monitor interface with a dropdown menu for updating data and a detailed view of the Enter / transfer data screen. The interface includes options for tasks, data display, and organizational units.

To upload reported financial data, the following prerequisites apply:

  • Open all periods that are included in the upload file.
  • Unblock the Data Entry task for the respective consolidation units.

During the flexible upload, the general selections are inherited from the data monitor and global parameters. If the file uses ";" as a delimiter then the upload method SRD2 should be used. If the file uses a tab delimiter, then the upload method SRD1 should be used.

Note

The upload method contains the data separator.
The image shows an SAP interface for the flexible upload of reported financial data. It includes fields for general selections and file upload details.

To make your flexible upload selections, complete the following steps:

  1. Select the Upload Method (in the File area, not in the header).
  2. Select the file.
  3. Choose Execute.

Note

During the flexible upload, the general selections are inherited from the data monitor and global parameters. The upload method contains the data separator.​​

In the following image:

  1. The uploaded amount is from the flat file.
  2. The journal entry amount is written to ACDOCU.
The image shows the Task Logs screen for Data Collection, detailing log items and their statuses. The interface includes filters, item details, and messages related to the data collection process.

You can adapt the flexible upload log:

  • The search features let you filter the log to a particular consolidation unit or consolidation group.
  • Click on the blue hyperlinks for more information to aid the debugging effort if needed.
  • Clicking on a hyperlink takes you to the group journal entry in ACDOCU.

    Note

    Reported financial data is booked to posting level 00 along with a document number.
  • You can change the display of the log format using the settings option.
  • In addition, the numbers next to the consolidation unit / consolidation group represent the number of messages in the log related to that consolidation unit / consolidation group. Messages can be informational, warnings, or errors and are helpful in diagnosing root-cause issues with the data if needed.

Logs can also be exported to Microsoft Excel for analysis.

If the source file doesn’t include annual net income and current year retained earnings, then the calculate net income task should be run from the data monitor.

Flexible uploads write to posting level 00 and the document type specified in the file.

Subitems that are blocked for entry (set to No Posting/Entry) can't be changed. To avoid raising an error, the uploaded file must result in no change on this kind of subitem. There’s an exception if no data exists for the consolidation unit in any preceding periods of the fiscal year. Then opening balances can be changed.

  • For example, subitem 900 (opening balance) is set to No Posting/Entry. For consolidation units that have opening balances carried forward from the previous fiscal year, if you upload a file that has the input type Cumulative and update mode Delete all, the exact existing values in the system need to be included in the file on subitem 900.
  • In a period equal to the date of first consolidation for a consolidation unit, the block posting/entry flag isn't in effect.

Upload Reported Financial Data

Business Scenario

At ABC Corporation, some of your legal subsidiaries aren’t in SAP S/4HANA so you need to import their data from a file. You’re also importing data for integrated consolidation units DE## and US## as part of the start-up scenario.

What skills will you develop in this practice exercise?

  • Prepare the file for this exercise
  • Upload data from the file.
ExerciseStart Exercise

Report on Imported Data

As we proceed through the corporate close process, we'll need to run reports to check the results and other items. Most reporting is performed with the Group Data Analysis app.

With the Group Data Analysis app, you can display different views of consolidated data. You can use a group view based on the group structure that includes consolidation groups and units. Alternatively, you can use a hierarchy view based on hierarchies of profit centers, segments, and consolidation units. By selecting different FS item hierarchies within the app, you can generate consolidated financial statements.

From any measure, you can drill through to the Display Group Journal Entries - With Reporting Logic app to view the posting details at the line item level.

The Group Data Analysis report includes the following options:

  1. Defer layout update
  2. Bookmark your filter and layout settings
  3. Open the filter area
  4. Navigate to line items
  5. Download to Microsoft Excel
  6. Hide the navigation panel
  7. Select any dimension in ACDOCU
The image shows a SAP Group Data Analysis interface with various data fields and options for analysis. Key elements include the navigation panel, data analysis tab, and options for sorting, filtering, and displaying data.

Now that you've learned some basic reporting features, let's see how a group data analysis report can be used to analyze imported data.

In the following image, the two source records for the 111100 cash FS item: 222,129 for opening balance/transaction type 900 plus -1,800 for variation / transaction type 915 = 220,239 in the ACDOCU table.

To validate imported data:

  1. Select the document type used in the source file.
  2. Select posting level 00.
The image shows a image of the SAP Group Data Analysis interface, displaying financial data.

Report on Imported Data

Business Scenario

At ABC Corporation, you've imported data from a file and now you need to report on the data.

What skills will you develop in this practice exercise?

  • Run a delivered report with the SAP Fiori launchpad.
  • Change the layout.
  • Drill down into the group reporting document.
  • Save the report as a bookmark.
ExerciseStart Exercise

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