Understanding New Data Load Rule

Access the New Data Load Rule page by navigating to Maintenance > Data Integration > Data Load Rules. Click the New Data Load Rule tab.

Load Type

Load Types represent the way in which you plan to load data to Planful. Select from the following options:

• File Load – Load a file that exists outside of the Planful system. For .csv file types, each column must contain data that is separated by a comma. For .txt files, make sure each column contains data that is separated by a tab.
• Copy-Paste – Copy and paste cells directly from a spreadsheet to the Planful system.
• Web Services - Load data through an external Data Integration tool (like Boomi). If you create a Web Services DLR and want to change the DLR to a File Load type, you can do so. Make sure you complete all steps on Select Sample Input File, Define Overall
• Rule Settings, Manipulate Input File, Define Data mappings and Load Data for the changes to take effect.
• Cloud File Upload - Load data through Box. The difference between the File Load and Cloud File Load is that data for the
• Cloud File Upload is loaded to Planful from a cloud-based service provider (i.e., Box) whereas data for a File Load is loaded from a non-cloud based source (i.e. hard drive).
• Google Drive File Upload - Load data via Google Drive.
• NetSuite Connect - Load data through a NetSuite integration.
• FTP/SFTP - Load GL data, translations, and transaction data from the FTP/SFTP server.

Once a Cloud File Data Load Rule is configured, you can include the rule in a Cloud Scheduler task, job, and process flow. When the process flow is executed, the Planful system automatically connects to your Box account, looks for relevant data, and extracts that data to Planful. The data load is then categorized as a Success or Failure in Box. The status (successes and failures) of Data Load Rule cloud file uploads is recorded within the Detail Log accessed on the Job Managerpage. 

Best Practices - Specific to Box

• Set the Automatic Cube Refresh at the Define Overall Rule Settings step in the Data Load Rule to No.
• Set up Cloud Scheduler so that the Scenario process is dependent upon the Data Load Rule.
• Process the scenario after loading the Box file and have a separate task for each in Cloud Scheduler.

Load Item

Select from the following load items:

• Segment Hierarchies- Select specific segments to load in the Load Sub Item list box.
  Note:

  The following special characters are restricted from use in the Leaf Code of a segment leaf member when creating segment hierarchy data or loading it to Planful: ‘ " ~ ` ! @ # $ ^ * ( ) + = [ ] { } \ | ; : < > , ? All other special characters documented in the Getting Started guide are supported.
• Data - Select detailed data (i.e. Sales Data, GL Data, etc.) in the Load Sub Item list box and load all associated information. 
• Attributes - Load the values associated with the attribute. Once loaded, you can view the values on the Attribute Members List page.
  Note:

  When loading attributes, the leaf name AND code must be included.
• Attribute Hierarchies - Load values for an attribute in an attribute hierarchy.
• Entity Hierarchies- Load entity hierarchies, like the Budget Entity Hierarchy for example.
• User Information- Load multiple users at once with all associated information.
  Note:

  Users can be added by using the User & Role Management option and APIs. To learn more about loading users to Planful, click here.
• Workforce Data - Load Workforce Data, like employee data for example.
• Currency Exchange Rates- Create a data load rule for currency exchange rates.
  Note:

  Currency conversion with currency exceptions are calculated when loading data via Data Load Rules. However their are limitations. When Currency Type is set to not translated (NT) or the exchange rate is not up-to-date for a currency type that is an exception, the conversion process does not result in the correct calculations. The workaround is to make sure you enter an exchange rate. If NT is required, create a currency type with NT (on the Currency Type page) AND enter zero (0) as the exchange rate (on the Exchange Rates page).
  
  

Load Sub Item

The data populated/available options are based on the selected Load Item.

Segment Hierarchies: Available segments are listed. The options available are populated based on system-delivered/defined segments and segments you create.

Data: When loading GL Data, Sales Data, Sales Price, Transaction Data, and Translations Data, it is best to perform a sequential load. For example, if you load data for October 2018 after loading data for November 2018 you will need to load October and November to calculate the MTD/QTD/YTD information correctly for reporting purposes.

When data is loaded, Planful automatically calculates either MTD or YTD values based on the data load rule setting.

YTD setting: MTD=YTD current period - YTD prior period

MTD setting: YTD=MTD current period + YTD prior period

Account Based: If account type is Flow then YTD=MTD current period + YTD prior period. If account type is Balance then MTD=YTD current period - YTD prior period.

Transaction Data V2: Transaction Data Version 2 provides fast and more efficient processing of the Data Load Rule. You can select the Transaction Data V2 option from the Load Sub Item drop-down list in the New Data Load Rule page. The Transaction Data Load Rule process is not changed only the processing speed has been increased.

Attributes: Available attributes are listed. The options available are populated based on system-delivered/defined attributes and attributes you create using the Attributes page. 

Attribute Hierarchies: Available attribute hierarchies are listed. This list is populated based on the attribute hierarchies defined on the Attribute Hierarchy page.

Entity Hierarchies: Budget Entity Hierarchies contain entities based on attributes or dimensions. Select this option to load data to defined budget entities and associate the children of the hierarchy (lowest level members) created using the Budget Hierarchy Entity Setup page.

Workforce Planning: You can load employee data directly to a target scenario other than the Default scenario. Select the target scenario on the Overall Rule Settings page.

• Workforce - Employee Data - Load employee position and attribute information or perform a complete load of employee information including compensations.
• Workforce - Employee Compensation Item - Create a data load rule to update Salary (full-time or hourly wage type compensation items) and Direct Data Input compensation items in the Default Scenario. This functionality allows you to incrementally update Workforce data versus reloading all Workforce data.

The following table reflects the columns that are required for this type of data load and some example row data:

• Workforce - Employee Allocations- Load employee allocations (allocation percentages) for all periods of each fiscal year (across cost centers). For example, if the start year is 2018 and the scenario covers a two year time period, the load should contain allocations for 2018 and 2019. Also, each allocation needs to total 100%. For example, if an employee expenses relate to two different departments, the compensation must allocate to 100% across both departments.

Currency Exchange Rates

• Load Exchange Rates - Load exchange rate details (conversion calculations, currency types, etc.). Exchange rates are generally calculated based on the exchange rates entered on the Exchange Rate page. Exceptions are not taken into consideration when exchange rates are loaded.
• Exchange Rates with Translations - This option allows you to load exchange rate data and translate the data from a local currency to a common currency. 

Translations provide a mechanism for organizations to map the data from the local chart of accounts of the reporting site (subsidiary or a partner company) with the common reporting chart of accounts used in the Planful suite.