Understanding Clear Data

Access Clear Data by navigating to Maintenance > Data Integration > Clear Data. Clear Data allows you to delete financial data posted by the Consolidation process or loaded using Data Load Rules.

We recommend that you clear data for a Data Load Rule within the Data Load Rule using the Clear Data Combination functionality shown below. If you use the Clear Data page to clear the data loaded in the Data Load Rule AND you select the Enable new Data Calculations option in the Data Load Rule, Clear Data will override Data Calculations.

Clear Data works for Actual scenario data. Clear Data does not work for budget modules when data load rules are in shared mode.

To delete other types of data, use the related application pages. For example, to delete budget data, access budget templates and delete the data.

The cube must be refreshed after a Clear Data is performed. The details of Clear Data are recorded in the Audit Log.

Dependent Data

Dependent data is not always deleted when Clear Data is performed. Dependent data includes data posted in one area of the application and referenced in another. For example, data referred to by more than one scenario and associated templates. Dependent data also includes data used in calculations. For example, data posted to local currency of a legal entity and to the common currency via the Currency Conversion process.

It is important that you verify the deletion of dependent data and manually delete necessary dependencies not deleted by Clear Data. After necessary data is deleted, run appropriate processes to recalculate referenced data. For example, rerun the Currency Conversion process, refresh history data in budget scenarios, and so on.

Future Period Data

When data for a period is deleted, MTD/YTD calculations for future periods is also deleted to ensure data accuracy. For example, if you load data periods January through May 2018 and data for January 2018 is deleted, MTD/YTD calculations for periods February through May 2018 will be inaccurate. It is a best practice to reload your data using the correct future periods.

Description of Fields for Clear Data

Preview

Retrieves data based on selection criteria. This function allows you to preview queried data before performing the delete. If the result of the data queried is high volume (i.e. 100 columns or hundreds of thousands of records), the data set is automatically exported and not displayed on the screen. You will receive a message when the data volume is too high for screen output.

Delete

Deletes retrieved data. You may only delete data for the Data Load Rules you have access to. You must have access to the Consolidation Process to delete Consolidation data. 

Export Clear Data Files

After you can have deleted the files, you can export the deleted files from the confirmation message you would see on the screen. When you export the Clear Data file, the downloaded ZIP file will have the CSV files for each quarter in the selected period for Clear Data. Below is the screenshot of the downloaded zip file which contains the Clear Data CSV files of a scenario from Nov 2016.

The data is cleared sequentially from the bottom (last quarter) of the selected time period to the top (first quarter) to avoid nulls or voids in the data.

See Also:

Data Load Rule Security

Consolidation Security

Selection Criteria

Toggle back and forth between the data retrieval page and the selection criteria.

Provides a basis for data retrieval and deletion.

• Scenario - the scenario from which you want to delete data. Scenarios must be unlocked.
• Account/Company/Department/ICSegment - populated based on the segments defined on the Define Financial Segments configuration task page. Users must have Dimension Security configured to delete data.
• Reporting - the highest level in a rollup, which contains children and calculation parameters.
• From Period - the period from which you want to delete data. You may only delete data from unlocked periods. Future data will most likely be impacted.
• Module - the module that contains posted data you want to delete. You might delete it from Data Load Rules and the Consolidation module.
• Template - the template you want to delete data from.

More - Settings

Display

• Label - a combination of code and name associated with hierarchical members.
• Code
• Name

Decimals - the number of decimals displayed for numerical values. It ranges from 0 to 6

Remember my selections - retain selections.

To learn how to Load Zeros Through Data Load Rules to Reflect in a Template, click here