Understanding Load Sub Item - GL Data for Define Overall Rule Settings

Parameters

• Reporting-Select Common Currency (CC) if you are loading legal entity data in a common currency. Otherwise, select Local Currency (LC). .
• Credit/Debit – Select No if account balances are in their natural trial balance format. If not, select Yes. The calculation for Debit and Credit accounts works as follows when "Credit/Debit" is set to 'Yes' while loading data:
  • For Debit Accounts - Amounts loaded for a debit account will be displayed "as is" in reports. For example, if you want to see a negative number for a debit account, load a negative number for that account while uploading data into the system.
  • For Credit Accounts - By default, the number being loaded is negated and stored in to the system. So, if an amount of 100 is loaded, the number is stored internally as -100. The 'Verify Data Report' will show -100, as (100 X -1) while storing the data.
  • For a Credit account, by default, the number being loaded would be negated and stored in to the system. So, if an amount of 100 is loaded, the number would be stored internally as -100 and hence the 'Verify Data Report' would show -100, as (100 X 1) is done while storing the data.
• Data Type – Select YTD format for balance sheet and income statement data loads. If you select MTD, there must be an opening balance for data. Select Account Based to format the balance sheet based on an account.
• Calculate Trial Balance – Select Yes to calculate the trail balance. Credits and Debits must be balanced in order for the data to load. Remember that a Trial Balance is a list of all general ledger accounts contained in an organization's ledger. When the trial balance option is available, the data load file is rejected if the validation check for the trial balance fails.
• Currency Conversion – Select Yes to translate the data from local currency to common currency. Select No to indicate that a translation does not need to be processed.
• Scenario Type - Select a Scenario Type to display only the associated scenarios in the Scenario field drop-down. 
• Scenario – Select the default scenario to load data. If you select a Budget Scenario, Forecast Scenario or a Preload Scenario for a GL or Translation and select Month as the Frequency, the Across Columns by Scenario Time Mapping value is available.
• Frequency – Select Monthly for all Financials. For Scorecards you may select Day, Quarter, or Year.
• Time Mapping – Select to indicate if time periods are defined across the columns or whether one period column is defined with the values stored in the rows. 
  • If you select Across Columns by Scenario, the Segments (subject to default settings), Fiscal Months and Opening Balances are available in data mappings. Fiscal Year is not available. In the DLR default settings, Fiscal Year and Fiscal Month are not available. 
  • Time Mapping Across Columns by Scenario is available for Sales Price and Sales Data if a budget scenario is selected while loading Sales Price/Sales Data. Fiscal Year and Fiscal Month fields will be disabled in Default Settings. Fiscal Year will be disabled in Data Mappings.
• Automatic Cube Refresh - Select to automatically have the system refresh the reporting cube. The cube must be processed after the load is complete to view translated data in reports.
• Process Employees - Select this checkbox to process employees using DLR. If this check box is selected and data is loaded successfully using DLR, then a request to process all the employees will be submitted. The default value is No. For the existing DLRs, this check box will not be selected.

The check box is available for the following DLRs:

• Workforce - Employee Data
• Workforce - Employee Compensation Item
• Workforce - Employee Allocations

Default Value for Missing Periods

Define data calculations for missing periods at DLR level with GL Data and Translations sub type.

• Enable new Data Calculations —Select this checkbox to enable data calculations for missing periods (selected by default).
• Overwrite Global Settings —Select this checkbox to overwrite values for flow accounts and balance accounts.
• Flow Accounts —Select YTD or MTD flow account to overwrite.
• Balance Accounts —Select YTD or MTD balance accounts to overwrite.

Email Recipients

By default, the e-mail recipients added to the Cloud Services Configuration Task are carried forward to the Cloud Services Data Load Rule, but you have the flexibility to edit the recipients specific to each Cloud Services Data Load Rule created. You can edit email recipients here.

Clear Data Configuration - Include in Clear Data for GL and Translations Data

For Clear Data Combination, Scenarios are never in the file. They are defined by the DLR settings on the same page. So, the file has nothing to do with which Scenario is updated/cleared. If you don’t select any checkboxes, the system will clear all data for the Time periods and Scenarios found in the load file. If you select a box, for example Company, the system will clear all data for the Time periods and Scenario but only for the companies found in the load file. The more boxes you select, the more granular/precise the clear based upon the file being loaded.

Clear Data Combination functionality can be used in two ways:

1. Uncheck all dimensions except the dimension that drives your currency (legal entity like Company)- to clear all data loaded to date for legal entities and periods in the file and replace with the new file.
2. Check all dimensions - to update only the GL combinations present in the file and not clear any other combinations previously loaded using this rule.

If you are unsure or confused on how to use this functionality, you should start with all of the boxes unchecked. This will ensure that every subsequent file load will clear all data previously loaded to that scenario for the fiscal period(s) in the current load file.

The most common situation where you might need to check a box is when you are loading multiple files using the same DLR to the same fiscal period. Here are two examples:

• If you are loading multiple Companies using separate files, you would check the Company box. This would ensure that ONLY the data for the company in the next load file would be cleared. Other companies loaded prior to this file would remain unchanged. 
• Sometimes something similar happens with the Account dimension. For example, you might have 1 file that contains trial balance information and another file that contains data for statistical accounts. The files might have the same layout and use the same DLR. In this case, you would check the Account dimension only so that loading the statistical amounts after the trial balance amounts will NOT clear the trial balance amounts.

Clear data combination allows you to clear existing data prior to loading new data based on selected segment combinations.

• Segment - Select segments to update the records in the database for the named data load rule. The Legal Entity dimension that affects the currency in the application will always be grayed out.
• Include in Clear Data- Select this checkbox to clear all records and reload what is in the file for all periods included in the data load rule.

When All Segments are checked, the system will overwrite only the associated ProfitCenter_CostCenter and Account combinations in the file.

When Account is not checked, the system will overwrite data loaded previously using the Data Load Rule (DLR) at the ProfitCenter_CostCenter level. For example, if you are loading data to the file for the ProfitCenter_CostCenter member “0001” only, all account data previously loaded using the DLR for “0001” will be deleted for the period and reloaded based on the file.

1. Loading Data with all Segments Checked in Clear Data Combination

If you enable Clear all data prior to new data load when the transactional data is loaded via Data Load Rules (see image below), the system will clear all the data for Actuals and the distinct time periods available in the new data load file. Below is a sample of the original data that had been previously loaded with a data load rule for 2022:

Original Data

New data is then loaded using a data load rule, with all segments checked in the Clear Data Combination option:

Data Loaded

The resulting data contains the previously loaded data along with the newly loaded data, with any updates:

Resulting Data, with all Segments Checked in Clear Data Combination

Conversely, when all Segments in Clear Data Combination are unchecked, data that was previously loaded by this data load rule and data for the time period included in the data load rule is cleared, and the new data is loaded.

2. Loading Data with all Segments Unchecked in Clear Data Combination

If you disable Clear all data prior to new data load, the system will clear pre-existing transactional data with the following conditions:

• Scenario will be Actuals.
• The distinct time periods available in the new data load file.
• The segment combinations available in the new data load file.

Below is a sample of original data that had been previously loaded with a data load rule for 2022:

Original Data

New data is then loaded using a data load rule, having all segments unchecked in the Clear Data Combination option:

Data Loaded

The resulting data clears data that was previously loaded by this data rule and for the time period included in the data load rule, and loads the new data:

Resulting Data, with all Segments Unchecked in Clear Data Combination

3. Loading Data with Only One Segment Checked in Clear Data Combination

Below is a sample of original data that had been previously loaded with a data load rule for 2022:

Original Data

New data is then loaded using a data load rule, having only one segment (Company) checked in the Clear Data Combination option:

Data Loaded 

The resulting data contains the previously loaded data along with the newly loaded data, with any updates:

Resulting Data, with only one Segment (Company) Checked in Clear Data Combination

4. Loading Data with more than One Segment Checked in Clear Data Combination

Below is a sample of original data that had been previously loaded with a data load rule for 2022:

Original Data

New data is then loaded using a data load rule, having two segments (Company & Accounts) checked in the Clear Data Combination option:

Data Loaded 

The resulting data contains the previously loaded data along with the newly loaded data, with any updates:

Resulting Data, with only one Segment (Company) Checked in Clear Data Combination