Actual Data Templates

Using Actual Data Templates, data is loaded into the Planful suite via data input templates in which data is manually entered. Administrative users can design and publish the data input templates, which are then accessed by end users who input data into the templates.

This approach is recommended when the data needs to be loaded into the Planful suite from several disparate General Ledgers with significant dissimilarities in the chart of accounts and the data translation mappings from the subsidiary general ledger data to the common reporting chart of accounts do not exist or would be hard to create.

Loading Data with Actual Data Templates

To load data using Actual Data Templates:

1. Navigate to Maintenance > DLR > Actual Data Templates.

2. Click Add.

3. Enter the template name.

4. Select template parameters. These parameters are common to all new templates, unlike the COA Segment members which are populated based on the segments defined on the Configuration Tasks page.

• The scenario is fixed as you can only load data to the Actual scenario.
• Select the reporting currency; which means you will load data in local or common currency.
• Select Yes for Apply Credit Debit if the data contains credit account numbers in positive form, else select No. For Debit Accounts, accounts loaded are displayed with the correct signage in reports. For example, if you want to see a negative number for a debit account, load a negative number for that account. For Credit Accounts, the number loaded is negated and stored that way. So, if 100$ is loaded, the number is stored in Planful as -100 (100x-1). When you run the Verify Data report, the number is displayed as -100. When you run a Dynamic Report, the number is again multiplied by -1 making the resulting value displayed in the Dynamic Report $100. If you select No, for Debit Accounts, the data is displayed as is in reports. For example, if you want to see a negative number for a debit account, load a negative number for that account. However, if you select Yes, for Credit Accounts, and load 100$, 100$ will be shown in Verify Data, but in Dynamic Reports, -100$ will be shown.
• For Data Type, select MTD to allow the opening balance and net change accounts for the data load period for all accounts (balance and flow), select YTD to allow a year to date amount for each period for all accounts, or select Account Based to allow a mixed format with YTD amount for balance accounts and net changes for flow accounts.
• For Enable Opening Balance, select Yes to include an opening balance column in the Data Load interface.
• Display Line Code - Select Yes to display the code column details.

5. Select COA Segment members that you want to be included in the ETL (extract, transform, and load) data file/ data load definition.

6. Click Save and return to the Actual Data Template List page.

7. Ensure the template you just added is selected and click Template Setup.

8. To design the template with a structure (data lines), you have several options:

• Insert line types. L lines allow data entry or calculations to be performed for the row. Reference and destination accounts may be applied to a line. Change the line type to a Header (H) or Calculated (C) line. C lines allow calculations to be defined for a row within the template design, preventing budget users from modifying the formula. Destination accounts may be applied to a calc line. H lines allow you to format sections or provide additional spacing.
• Populate the template line by mapping them to segment combinations. Select Mappings, Destination Account. Destination accounts are used for saving the budget or forecast data entered or calculated in a selected budget template against a General Ledger account. These lines display with a DA.
• Populate the template line by referencing an account from another template. Select Mappings, and Reference Account to look up data from another template. For example, payroll accounts may be looked up from the HR template. These lines display with an RA.
• Select Mappings, Reference Cube to open the Rule page to look up data from the cube. For example, you can look up total revenue for all sales departments within a legal entity. These lines display with an RC.
• Mass load data by selecting Mappings, Mass Load. The Mass Load page is enabled where you can select members to load based on dimension member parameters you select. These lines are also labeled with an L.

9. Set the format for the template; number, currency or percent.

Using an Actual Data Load Template to Load Data to Consolidation

In the example below, an Actual Data Load template is added. On the Template Setup page , the structure is defined.

In the Consolidation Control Panel. company 1010-Corporate is selected. The Actual Data Load process is displayed.

The Days to Close Books template is selected for input.

The Days to Close Books template is displayed so that Consolidation end-users can enter data.

Description of Fields on the Actual Data Through Template Page

Set up a data load template. Select mapping options and design the layout or structure of the template.

Adjust column widths by dragging the lines (similar to an Excel spreadsheet). Once saved, the column widths are saved to the template. Column widths are not user specific.