Using Lock Data

Lock Data applies to periods. Use lock data to prevent further data input and manage cube processing for reporting.

• Navigate to Maintenance > Report Administration > Lock Data.
• The Actual Data Load Months page is displayed. When you process the cube, only the data for periods selected in Actual Data Load Months is processed. For example, if you load data for June 2016, but you don’t select June 2016, the June data is not processed in the cube and is not available in reports. Select the periods that you want to allow in Reporting.
• Click the Lock Data tab. You can lock Entities at the month level. Entity locking ensures that no data entry or other data changes can be made once a specific entity and month combination is selected and locked. This functionality allows different entities with the same period to have different statuses. For example, you can have a combination of both locked and unlocked entities in the same rollup for the same period.

In Practice:

To lock data to prevent further data input and manage cube processing, follow the steps below:

1. Access the Lock Data application page by navigating to Maintenance > Report Administration > Lock Data.
2. Click the Lock Data tab.
3. Select the period for which you want to lock data.
4. The Company hierarchy is displayed. Expand and collapse the hierarchy to locate the specific entity you want to manage or use the Search bar to quickly find entities
   Cell colors indicate the following:
   1. Green: Indicates the member or rollup is not locked for the selected period.
   2. Red: Indicates the member or rollup is locked for the selected period.
   3. Yellow: Indicates that one or more members of the rollup are locked.
5. To lock a period or periods for an entity, select the cells and click the Lock icon.
   To unlock a period or periods for an entity, select the cells and click the Unlock icon. 
6. Click Save.

Best Practices / Tips

Unlock the rollup members to change the cell from yellow to green.

• For existing users using the Lock Data screen; periods locked before the Summer18 Release will show up as locked for all Companies after the Summer 18 Release. If required, users can navigate to Lock Data screen, select Companies, and unlock the periods for which changes need to be made.
• Click the column title to select the complete period to lock for the entire Company hierarchy. Likewise, the Company rollup or an individual company can be selected; this way all periods would be selected and can be locked.
• Use the Search option to conveniently search for a company Click the column title to select the complete period to lock for the entire Company hierarchy. Likewise, the Company rollup or an individual company can be selected; this way all periods would be selected and can be locked.
• Select multiple Companies and right-click to lock or unlock; or use the Lock and Unlock icon on the top ribbon.
• Update Exchange Rates for currencies before locking entities for any period. Once a period is locked for a Company, the currency associated with the Company does not allow the Exchange Rates to be changed for that period. In case the Currency Exchange Rate is being used by more than one Company and if one or more Companies linked to that Currency have been locked, then no changes to that Exchange Rate of that Currency would be allowed until the locked Company(ies) are unlocked for that period.
• Scheduled Data Loads that have been configured to load for a period should be checked and configured to ensure only data for unlocked entities is being sent. A data load will fail if it contains data for locked entities.
• Run Elimination for a Company rollup hierarchy before locking any of its leaf member. Once a leaf member is locked, the Eliminations will fail for the rollup even if the Company which has been locked does not have any Elimination entries that require to be posted.