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Contents
Documentation Accessibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Documentation Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Chapter 1. Creating an Oracle Financial Consolidation and Close Cloud Application . . . . . . . . . . . . . . . . . . . . 19
Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Workflow for Creating an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Creating an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Enabling Application Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Enabling Features During Application Creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Enabling Features Using the Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Chapter 2. Managing Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Application Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Managing Dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Importing Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Creating the Metadata Import File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Loading the Metadata Import File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Exporting Metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Importing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Creating the Data Import File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Loading the Data Import File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Exporting Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Viewing Data Import and Export Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Refreshing the Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Removing an Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Scheduling Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Using the Inbox/Outbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Viewing User Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Chapter 3. Working with Dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Dimensions Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
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Period . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Data Source . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Entity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Intercompany . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Movement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Scenario . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Multi-GAAP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Working with Dimension Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Expanding and Collapsing Dimension Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Navigating Dimension Hierarchies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Finding Dimensions or Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Sorting Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Moving Members Within the Dimension Hierarchy . . . . . . . . . . . . . . . . . . . . . . . . . 49
Viewing a Members Ancestors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Showing Member Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Adding Custom Dimensions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Aggregation Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Data Storage Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Setting Dimension Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Setting Dimension Density and Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Setting the Evaluation Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Defining Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Summary of Account Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Aggregation (Consolidation Operator) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Time Balance Property . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Account Types and Variance Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Setting Account Calculations for Zeros and Missing Values . . . . . . . . . . . . . . . . . . . . 59
Saved Assumptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Data Types and Exchange Rate Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Defining Account Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Defining Entity Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Intercompany Property for Entities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Base Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Working with Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
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Dynamic Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Adding or Editing Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Deleting Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Deleting Parent Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Viewing Member Properties from Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Working with Shared Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Creating Shared Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Setting Up Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Working with Multiple Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Scaling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Number Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Viewing Currency Usage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Creating Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Editing Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Deleting Currencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Setting Up Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
About Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Creating Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Editing Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Deleting Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Copying Scenarios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Customizing Application Years . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Adding Years to the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Editing Year Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Working with Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Understanding Attribute Data Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Deleting Attributes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Working with Attribute Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Creating Attribute Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Assigning Attribute Values to Members . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Modifying Attribute Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Deleting Attribute Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Working with User-Defined Attributes (UDAs) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Creating UDAs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Changing UDAs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Deleting UDAs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Working with Member Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Viewing Details of Formula Verification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Working with Alias Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
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Documentation Accessibility
For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website at
http://www.oracle.com/pls/topic/lookup?ctx=acc&id=docacc.
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Documentation Feedback
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In This Chapter
Prerequisites................................................................................................19
Workflow for Creating an Application ....................................................................19
Creating an Application ...................................................................................20
Enabling Application Features ............................................................................21
An application is a set of related dimensions and dimension members that are used to meet a
set of consolidation and close process needs. Each application has its own accounts, entities,
scenarios, and other data elements.
Prerequisites
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After analyzing available historical data, you have created a set of requirements and
developed an application design that supports your requirements.
Security components have been set up. See Managing Users and Roles in the Getting
Started with Oracle Financial Consolidation and Close Cloud.
At least one user is granted the Service Administrator role of the service instance.
Task
Description
More Information
Create an application.
Load data
Create forms folders and forms and specify who can access
them. Users use forms to view or enter application data.
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Task
Description
More Information
Create task lists and tasks, and specify who can access
them.
Create reports
Creating an Application
Oracle Financial Consolidation and Close Cloud is a multi-dimensional consolidation
application. By default, the system provides a required set of pre-defined dimensions to store
the consolidation detail data. During application creation and configuration, you can select
additional optional dimensions based on your application needs.
To create an application, you must be the Service Administrator.
To create an application:
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On the Create Application: General page, enter a name for the application.
Click Next.
On the Details page, select the calendar and currency options for the application:
Note: After you create an application, you cannot change or enable these options.
Time Period - Number of Months: Select the number of months to include in the year:
12 months or 13 months.
If you selected 13 months, select the period Distribution. The default distribution is
3-3-3-4.
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Start and end year: Select the period range to include in the application.
First month of fiscal year: From the drop-down, select the first month to use for the fiscal
year. For 12 months, the default is January. For 13 months, the default is P1.
Optional: Create HYTD Members: By default, the application provides the following views
of data: Periodic, YTD, QTD. To include Half Year to Date(HYTD) time periods, click
Enable.
Main Currency: From the drop-down, select the main currency for your application. The
default currency is USD.
Multicurrency: Select if your application contains data for more than one currency. If the
Multicurrency option is not enabled, the Currency dimension is not created for the
application.
From the Review page, review the selected application details and select an option:
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To change any settings, click Back and make changes in the previous screen.
Year
Period
View
Currency
Consolidation
Scenario
Entity
Intercompany
Account
Movements
Data Source
Depending on the functionality required for your application, you can enable additional
features, dimensions, and members that you need. For example, you can enable journal
adjustments or tracking of intercompany eliminations.
Note: After a feature is enabled, you cannot disable it.
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Intercompany
Select this option if your application includes intercompany data. If enabled, the system
creates an ICP dimension containing system members. The Entity dimension displays a
property for members that specifies if the member should be included for ICP. If the property
is selected, a member with the same name is created in the ICP dimension.
If you select this option, you can additionally select Track Intercompany Elimination. This
option enables you to track your intercompany elimination data separately by data source.
If this option is not selected, then the total elimination value from all data sources is stored
as one total in the application rather than by the data source detail.
If you do not enable intercompany transactions, the Intercompany Dimension is not
displayed in your application.
Traditional Balance Sheet ApproachThis option provides the account hierarchy with
Total Assets as a parent member and Total Liabilities and Equity as a separate parent
member. The aggregation of these two parent members should be zero as Total Assets
= Total Liabilities and Equity.
Net Asset ApproachThis option allows you to track your Net Assets separately within
the Balance Sheet hierarchy as Net Assets = Total Assets - Total Liabilities.
Multi-GAAP
Select this option if you need to report your financial statements in both local GAAP and in
IFRS or other GAAP. This option tracks the local GAAP data input as well as any GAAP
adjustments.
You can rename members to reflect the correct GAAP adjustment if needed. You can also
include additional members and hierarchies for other GAAP adjustments.
If the Multi-GAAP option is enabled, you can have one additional custom dimension for
your application.
If the Multi-GAAP option is not enabled, the system does not create the Multi-GAAP
dimension, so you can add two custom dimensions for your application.
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Journals
Select this option if your application includes journal adjustment data. If you select this
option, the Journals menu displays in the application. The system adds a Journal Input
member to the Data Source dimension.
If enabled, you can additionally select Journal Workflow for the journal process. In a journal
workflow, all journals must first be submitted for approval before they can be posted to the
system.
If you do not enable Journals, the Journals menu does not display in the application, and
there are no journal-related metadata or reports.
Liquidity Ratio
o
Current Ratio
Quick Ratio
Cash Ratio
Inventory Turnover
Asset Turnover
Profitability Ratio
o
Return on Sales
Return on Equity
Leverage Ratio
o
Debt Ratio
Custom Dimensions
Select this option to add Custom Dimensions, then enter a name for the dimension.
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Custom Dimension 1
Custom Dimension 2
Click Enable.
When the system displays a message that the functionality has been enabled, click OK.
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Managing Applications
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In This Chapter
Application Overview.......................................................................................25
Managing Dimensions .....................................................................................26
Importing Metadata........................................................................................27
Exporting Metadata ........................................................................................31
Importing Data .............................................................................................32
Exporting Data..............................................................................................36
Viewing Data Import and Export Status ..................................................................37
Refreshing the Database ..................................................................................37
Removing an Application..................................................................................38
Scheduling Maintenance ..................................................................................39
Using the Inbox/Outbox ...................................................................................39
Viewing User Statistics ....................................................................................39
Application Overview
After you create an application, you can view and manage it using the Application console.
To manage applications, you must be the Service Administrator.
The Application overview shows the application properties and application statistics, such as
the number of tasks, forms, rules, and approval hierarchies in your application.
It also lists the dimensions used by the application. To manage dimensions, see Managing
Dimensions on page 26.
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Managing Dimensions
Dimensions categorize data values. These dimensions are provided with Oracle Financial
Consolidation and Close Cloud:
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Account
Period
Data Source
Consolidation
Currency
Entity
Intercompany
Movement
Scenario
Year
View
You can create additional Custom dimensions. See Adding Custom Dimensions on page
50.
The Dimensions page lists dimensions in order of precedence. The order of dimensions is critical
for the structure and performance of an application and determines how data calculations will
perform. Evaluation Order enables you to specify which data type prevails when a data intersection
has conflicting data types.
To manage dimensions:
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Perform a task:
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To view the details of a dimension, click the name of the dimension that you want to
view.
To reorder the dimensions, click the Up or Down arrow in the Order column next to the
dimension that you want to move.
To set a different evaluation order, click the Evaluation Order field next to the dimension
that you want to update.
To rename a Custom dimension, click the name of the dimension that you want to
rename, and then enter a new name in the Dimension field.
Importing Metadata
You can import metadata from a file in a comma-delimited, tab-delimited, or other format.
These artifacts are supported in imports:
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Dimensions
Smart Lists
Exchange rates
Create an import file for each artifact that you want to import. See Creating the Metadata
Import File on page 27
Load the import file or files (you can import multiple dimension files at the same time). See
Loading the Metadata Import File on page 30.
Lists the dimension and any member properties used by subsequent metadata records;
the header record and subsequent records do not need to include all properties;
properties that are not included are inherited from the corresponding parents default
property value
Is case-sensitive
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Can list properties in any order, as long as the subsequent metadata records are in the
same order
Can use comma or tab delimiters. Other delimiter characters can be used if they are
supported and the same delimiter character is used throughout the file. For a list of
supported delimiter characters and exceptions, see Other Supported Delimiter
Characters on page 28.
2. After the header record, a list of metadata records that you want to import update. Each
metadata record contains a delimited list (comma, tab, or other) of property values that
matches the order designated in the header record. A metadata record can skip a property
that is specified in the header record; in this case, the default property is assumed.
For an example import file, see Example: Entity Dimension Import File on page 28.
Using this import file would result in this outline, assuming that no other members exist:
Entity
e1
e2
e1 (Shared)
The first data record (e1, Entity) imports Entity member e1 as a child under the root member
Entity. Unspecified values assume the default. For example, if data storage is not specified, it
assumes the default value, Never Share. The next data record (e2, ,) imports Entity member
e2 under the dimension root member because no parent is specified, and sets data storage to
Never Share. The last data record (e1, e2, Shared) imports a shared member of e1 under
member e2, and sets the data storage to Shared.
tilde (~)
28
caret (^)
ampersand (&)
asterisk (*)
parentheses ( )
hyphen-minus (-)
plus (+)
colon (:)
semicolon (;)
backslash (\)
vertical bar ( | )
apostrophe ()
braces ({ })
underscore (_)
brackets ([ ])
at sign (@)
period (.)
Only one character is supported for use as a delimiter. For example, one vertical bar ( | ) is
supported, but two vertical bars (| |) are not supported.
Caution!
Not all of the characters listed can be used for all import and export scenarios. Note
the following exceptions.
Delimiter Character
29
Delimiter Character
plus (+)
Causes an error if the metadata import file contains consolidation properties that use these characters
minus (-)
forward slash (/)
percent sign (%)
angle brackets (< >)
Note: Any character that conflicts with a character in a member name causes an error.
Table 3
Delimiter Character
parentheses ( )
hyphen-minus (-)
Create an import file for each artifact (dimensions, smart lists, and exchange rate tables) that you want
to import. See Creating the Metadata Import File on page 27.
InboxLoads the import file or files from the server. Enter the name of the file in Import
File.
Comma delimited
Tab delimited
30
LocalLoads the import file or files from a location on your computer. For Import
File, click Browse to select the import file on your computer for the artifact that youre
importing.
Other. Enter the delimiter character that is used in the import file. For a list of supported
delimiter characters and exceptions, see Other Supported Delimiter Characters on
page 28.
Select Clear Members to delete members not explicitly specified in the load file before performing the
import.
Any member not specified is deleted from the outline after importing the dimension
unless it is an ancestor of a member that was specified, or it is a base member of a shared
member that was specified.
If Clear Members is not selected, the import process will only add or update existing
members. Oracle recommends loading the metadata file without selecting Clear
Members to make sure that the file loads successfully. Then, select Clear Members and
execute the import process again.
Optional: If the selected location is Inbox, click Save as Job to save the import operation as a job, which
you can schedule to run immediately, or at a later time.
Saving an import operation as a job is useful to batch a load sequence; for example, import
metadata, then import data, and then run rules when the data load is complete.
Optional: If the selected location is Local, click Validate to test whether the import file format is correct.
You can view the import status in the Jobs console. See Viewing Pending Jobs and Recent
Activity on page 91.
Exporting Metadata
You can export metadata to a file in a .csv (comma-delimited) or .txt (tab-delimited or other
delimiter character) format. These artifacts are supported in the export process:
l
Dimensions
Smart Lists
Exchange rates
The system creates an export file for each artifact (.csv or .txt, depending on the file type), and
all export files are consolidated into one zip file. You must extract the .csv or .txt files from the
zip file if you want to use the files as import files (for example, when importing into another
application).
31
OtherCreates a .txt file for each artifact. Enter the delimiter character that you want
to use in the export file. For a list of supported delimiter characters and exceptions, see
Other Supported Delimiter Characters on page 28.
Optional: If the selected location is Outbox, click Save as Job to save the export operation as a job,
which you can schedule to run immediately, or at a later time.
Click Export, and then specify where to save the export file.
Importing Data
After you import dimensions, you can populate data by importing data files.
To import data, you must be a Service Administrator.
You can load data using a text file with sections that map the file data to dimensions. When you
load multiple data files, they are loaded in sequential order.
Note: You should not run reports, books, or batches while data is being loaded.
Create an import file for each artifact that you want to import. See Creating the Data Import
File on page 32.
Load the import file or files (you can import multiple dimension files at the same time). See
Loading the Data Import File on page 35.
32
A data import file would have these rows. The first row is the required file Column Headers:
Period, Sales, Point-of-View, Data Load Cube Name
Jan, 100, "FCCS_Entity Input, ENTITY CURRENCY, England, FCCS_Data Input, FCCS_No
Intercompany, FCCS_No Movement, Actual, FY14, Periodic, FCCS_Local GAAP", Consol
Feb, 150, "FCCS_Entity Input, ENTITY CURRENCY, England, FCCS_Data Input, FCCS_No
Intercompany, FCCS_No Movement, Actual, FY14, Periodic, FCCS_Local GAAP", Consol
Mar, 120, "FCCS_Entity Input, ENTITY CURRENCY, England, FCCS_Data Input, FCCS_No
Intercompany, FCCS_No Movement, Actual, FY14, Periodic, FCCS_Local GAAP", Consol
A data import file would have these rows. The first row is the required file Column Headers:
Period, Sales, Point-of-View, Data Load Cube Name
Jan, 100, "FCCS_Entity Input, ENTITY CURRENCY, England, FCCS_Data Input, FCCS_No
Intercompany, FCCS_No Movement, Actual, FY14, FCCS_YTD Input, FCCS_Local GAAP", Consol
Feb, 250, "FCCS_Entity Input, ENTITY CURRENCY, England, FCCS_Data Input, FCCS_No
Intercompany, FCCS_No Movement, Actual, FY14, FCCS_YTD Input, FCCS_Local GAAP", Consol
Mar, 370, "FCCS_Entity Input, ENTITY CURRENCY, England, FCCS_Data Input, FCCS_No
Intercompany, FCCS_No Movement, Actual, FY14, FCCS_YTD Input, FCCS_Local GAAP", Consol
Load Methods
These options are available for loading a data file into an application.
33
MergeUse this option to overwrite the data in the application with the data in the load
file. Each record in the data load file is imported into the cell, replacing the old value, if any.
ReplaceUse this option to replace data in the application. In Replace mode, before the
first record for a specific Scenario/Year/Period/Entity is encountered, the entire
combination of data for that Scenario, Year, Period, and Entity is cleared.
Accumulation TypeSelect one of these options to accumulate the data in the application
with the data in the load file:
m
NoneEach record in the data import file replaces the existing value in the database for
the record.
Within FileThe system accumulates the cell values that are within the file.
These examples how the data after the import using these option combinations:
Merge, None
Actual, FY15, Jan, California, Sales : 25,000 (second record wins)
Actual, FY15, Jan, California, COGS : 5,000 (second record wins)
Actual, FY15, Jan, California, Expenses : 5,000
Replace, None
Actual, FY15, Jan, California, Sales : 25,000
Actual, FY15, Jan, California, COGS : 5,000
Actual, FY15, Jan, California, Expenses : #MI (Replace clears everything in SYPE
combination)
34
On the Application tab, click Actions, and then select Import Data.
Click Create.
Comma delimited
Tab delimited
OtherEnter the delimiter character that is used in the import file. For a list of supported
delimiter characters and exceptions, see Other Supported Delimiter Characters on
page 28.
Merge - Overwrite data in the application. Each record of data is imported into the cell,
replacing the old data, if any.
35
Replace - Replace data in the application. In Replace mode, before the first record for a
specific Scenario/Year/Period/Entity is encountered, the entire combination of data for
that Scenario, Year, Period, and Entity is cleared.
None - Replace the existing value in the database for the record.
With Database - Add the data to the existing value of the cell.
Within File - Accumulate the cell values that are within the file.
If you selected Inbox, enter the name of the file in Source File.
MM-DD-YYYY
DD-MM-YYYY
YYYY-MM-DD
10 Optional: If the selected location is Inbox, click Save as Job to save the import operation as a job, which
you can schedule to run immediately, or at a later time.
11 Optional: If the selected location is Local, click Validate to test whether the import file format is correct.
12 Click Import.
13 From the information message that the data was submitted successfully, click OK.
14 To view details about the import process, from the Console page, click Jobs, view Recent Activity, and
then click the link for the import to view the details.
Exporting Data
To export data:
1
On the Application tab, click Actions, and then select Export Data.
Click Create.
On the Export Data page, select the target location of the data export file:
36
OtherCreates a .txt file for each artifact. Enter the delimiter character that you want
to use in the export file. For a list of supported delimiter characters and exceptions, see
Other Supported Delimiter Characters on page 28.
Optional: If the selected location is Outbox, click Save as Job to save the export operation as a job,
which you can schedule to run immediately or at a later time.
Click Export, and then specify where to save the data export file.
To reduce the size of data export file, if a form has an entire row of #missing values, the row
will be omitted from the data export file.
From Recent Activity, click the name of the import or export job to view the details.
Errors
Warnings
Information
All
37
also log off all users, and you can terminate any active application requests. After the database
refresh, you can enable users to use the application.
Caution!
Before you refresh, Oracle recommends that you back up your outline file and export
data from all databases.
On the Application tab, click Actions, and then select Refresh Database.
Enable use of the application forAllows All users or Administrators (or the current
logged-in administrator) to access the application in maintenance mode during the
refresh.
Log off all usersLogs off all users before starting the refresh
Kill all active requestsTerminates any active requests in the application before
starting the refresh
Choose an option:
l
To refresh the database now, click Refresh Database, review the confirmation message,
and then click Refresh.
To schedule a database refresh job, click Save as Job, name the job, and then click
Save.
Note: If you schedule a recurring refresh database job, the refresh job options that you
select are applicable each time the job is run. To edit your selections, click the
name of the job in the Jobs console, and then click Save.
Removing an Application
Removing an application deletes it and all of its contents. Any scheduled jobs for the application
will also be deleted. This action cannot be undone. Oracle recommends that you back up the
application first.
To remove an application:
1
38
On the Application tab, click Actions, and then select Remove Application.
Scheduling Maintenance
By default, Oracle Financial Consolidation and Close Cloud automatically performs daily
maintenance starting at midnight local time. During the nightly maintenance window, the
system performs backups, applies any patches, recycles the application, and so on. If you prefer,
you can schedule daily maintenance to occur at another time.
To schedule maintenance:
1
On the Application tab, click Actions, and then select Schedule Maintenance.
Select the local time zone and the time of day for maintenance.
Click Save.
On the Application tab, click Actions, and then select Inbox/Outbox Explorer.
Optional: To filter the list of files, click Filter, enter a name, and then click Apply.
To upload a file:
1
Click Upload.
The View Statistics page displays the list of logged-in users alphabetically, with the time since
last access for the current application.
To view user statistics, you must be the Service Administrator.
40
3
In This Chapter
Dimensions Overview
Oracle Financial Consolidation and Close Cloud provides a set of consolidation and close
features that includes out-of-the-box translations, consolidation, eliminations and adjustments.
Depending on the functionality required for the application, the system enables only the
dimensions that are needed for the features. Each dimension is pre-seeded with a minimum set
of dimension members to allow for flexible application configuration.
By default, when you create an application, the system creates dimensions in this order:
l
Account
Period
Data Source
Consolidation
Currency
Entity
ICP
41
Movement
Scenario
Year
View
Multi-GAAP
The order of the dimensions has an impact on the performance of the consolidation. Any change
to the dimension order should first be carefully evaluated.
In addition to these dimensions, you can create custom dimensions. Custom dimensions should
be added after the ICP and before the Movement dimension.
The following sections describe the system-defined dimensions.
Account
The Account dimension represents a hierarchy of natural accounts. Accounts store financial
data for entities and scenarios in an application. Each account has a type, such as Revenue or
Expense, that defines its accounting behavior. Every application must include an Account
dimension.
You define properties for Account dimension members, such as the Account type, the number
of decimal places to display, and whether the account is an Intercompany Partner account. See
Defining Accounts on page 55.
Period
The Period dimension represents time periods, such as quarters and months. It contains time
periods and frequencies by displaying the time periods in a hierarchy. For example, if the Actual
scenario maintains data on a monthly basis, 12 periods of data are available for the year.
The system provides these options for the Period dimension:
l
12-months. If you select 12-months, you must then specify the first period of the Fiscal Year.
The default value is 12 months, with January as the beginning of the Fiscal Year. If you use
12 months, all periods default to the calendar months with period labels of January,
February, March, and so on.
13-period. If you select 13-periods, all periods default to period labels P01, P02, P03, and so
on.
The system also creates Quarterly periods for both 12-month and 13-period options. You can
create Half-Yearly periods.
Depending on the fiscal year information, the system builds the Period hierarchy for the
application.
Note: You cannot delete any parent-level Period members. You can add child-level members.
42
Data Source
The system stores the different types of input in the Data Source dimension. It includes journals
input to provide a better audit trail when entity data is consolidated in the consolidation path.
You can view the separate data input journals input in both the Proportion and Elimination
members of the Consolidation dimension.
By default, the system creates these Data Source members:
l
Data Input
Journals Input
The optional members are created based on the options that you specify during application
configuration. You can create additional members in the hierarchy as needed to track input.
You cannot remove any of the system-created members.
To specify input members during application creation, see Creating an Application on page
20.
Consolidation
The Consolidation dimensions enables you to report on the details used to perform the different
stages of the consolidation process. It provides an audit trail of the transactions applied to data
during the consolidation process.
When you create an application, the system creates the Consolidation dimension with the
following hierarchy:
l
Entity Input - The member that is used for all user input, including journal inputs. For a
Base entity, this member represents input data and non-consolidation related business logic
(for example, member formulas and allocations). For the Parent entity, the total of the
Contribution Total members of its children entities becomes the Entity Input of the Parent
Entity.
Entity Adjustments - Stores all child Entity related manual journals and rule-based
adjustments and intracompany adjustments.
Entity Consolidation - For a specified entity, this member stores the sum of Contribution for
all of its child entities. For child-level entities, this member intersection is an invalid
intersection.
Entity Total - The total of Entity Input and Entity Consolidation
Proportion - For a specified entity, this member stores the values obtained after applying the
percentage contributed to its parent, to the Entity Total.
43
Note: You cannot add or remove any members from this dimension.
Currency
Currencies store translated values for entities. Every application must include a Currency
dimension. The Currency dimension must include a currency for each default currency assigned
to an entity in the Entity dimension.
When you create an application, the system provides the Currency dimension with predefined
currencies to use in the application. You can create members in the Currency dimension for
each currency needed in your application. For each application, you specify a currency to use as
the Application Currency.
See Setting Up Currencies on page 71.
Entity
The Entity dimension stores the entity hierarchy and represents the organizational structure of
the company, such as the management and legal reporting structures. Entities can represent
divisions, subsidiaries, plants, regions, countries, legal entities, business units, departments, or
any organizational unit. You can define any number of entities.
The Entity dimension is the consolidation dimension of the system. Hierarchies in the Entity
dimension reflect various consolidated views of the data. Various hierarchies can correspond to
geographic consolidation, legal consolidation, or consolidation by activity. All relationships
among individual member components that exist in an organization are stored and maintained
in this dimension. Entities in an organization can be categorized as base, dependent, or parent
entities. Base entities are at the bottom of the organization structure and do not own other
entities. Dependent entities are owned by other entities in the organization. Parent entities
contain one or more dependents that report directly to them.
You define properties for Entity dimension members, such as the default currency, and specify
whether the entity allows adjustments and stores intercompany detail. See Defining Entity
Members on page 64.
Intercompany
The Intercompany dimension represents all intercompany balances that exist for an account. It
is used to store the Entity members for Intercompany transactions. If you enable this option
44
when you create an application, the system creates an Intercompany dimension containing
system members.
Note: If you do not enable Intercompany Data when you configure features for the application,
the system does not create the Intercompany dimension. See Creating an Application
on page 20.
Entity dimension members have a member property called Intercompany that specifies if the
member should be included for intercompany transactions. If you select Yes for this property,
a member with the same name is created in the Intercompany dimension.
When you create intercompany transactions, each group must have at least one intercompany
account and one plug account. A plug account is an account that, when eliminations are
completed, stores the difference between two intercompany accounts.
To set up an application for intercompany transactions, you must perform these actions:
l
When defining accounts, specify the accounts that perform intercompany transactions and
specify a plug account for each intercompany account
When defining entities, specify the entities that perform intercompany transactions
Movement
The Movement dimension captures the movement details of an account. By default, the system
provides members in the Movement dimension to maintain various types of cash flow data, and
FX to CTA calculations. It enables administrators to perform these tasks:
l
View details of the cash flow movements when viewing the Balance Sheet
Automatically generate the Cash Flow due to the segregation of movements based on cash
flow categories
When you create an application, the Movement dimension is created by default with pre-seeded
members, and optionally adds system members based on the features that you enable. During
application creation, the system creates cash flow members and hierarchies for Cash Flow
Reporting in the Movement and Account dimensions.
45
Scenario
The Scenario dimension represents a set of data such as Actual, Budget, or Forecast. For example,
the Actual scenario can contain data that reflects current business operations. The Budget
scenario can contain data that reflects targeted business operations. The Forecast scenario
typically contains data that corresponds to predictions for upcoming periods. A Legal scenario
can contain data calculated according to legal GAAP format and rules.
By default, the system creates the Actual system Scenario member. You can rename Actual if
needed, and create additional Scenario members.
See Setting Up Scenarios on page 77.
Year
The Year dimension represents the fiscal or calendar year for data.
When you create an application, you specify the range of years for the application. The system
provides a default range, which you can change.
The system builds the Year dimension based on the range that you specified. You can increase
the range of years after the application is created. However, you cannot decrease the range. See
Customizing Application Years on page 80.
View
The View dimension represents various modes of calendar intelligence such as Periodic, Yearto-Date, and Quarter-to-Date frequencies. If you set the View to Periodic, the values for each
month are displayed. If you set the View to Year-to-Date or Quarter-to-Date, the cumulative
values for the year or quarter are displayed.
You load data into the system at the base-level view. Data is stored in the Periodic member.
When you load data, you can load data in YTD, and the data is distributed accordingly in the
Periodic values.
By default, when you create an application, the View dimension has these members:
l
Periodic - Each period shows the data entered, calculated or derived for this specific period.
HYTD - Half-Year-to-Date view. Periods within a half-year are cumulative. HYTD is only
created it if you selected it during application creation.
You cannot remove any View dimension members or create new members. You can edit member
properties, such as Alias.
46
Multi-GAAP
The Multi-GAAP dimension is an optional dimension that is used if you need to report your
financial statements in both local GAAP and in IFRS or other GAAP. This dimension tracks the
local GAAP data input as well as any GAAP adjustments.
You can rename members to reflect the correct GAAP adjustment if needed. You can also include
additional members and hierarchies for other GAAP adjustments.
By default, if you select this dimension, the system provides the following dimension members:
l
IFRS
Local GAAP
Adjustments to IFRS
47
Perform an action:
l
Click Expand.
Click Expand
Perform an action:
Click Collapse.
Click Collapse .
By default, 14 members are displayed per page. You can change this by setting preferences for
Show the Specified Members on Each Dimensions Page
Enter the member name, alias, or partial string for which to search.
48
or Search Up
Sorting Members
You can sort members in ascending or descending order, by children or descendants. Sorting
members affects the outline.
To sort members:
1
On Dimensions, select the members whose children or descendants you want to sort.
Sorting by children affects only members in the level immediately below the selected
member. Sorting by descendants affects all descendants of the selected member.
Click OK.
The next time you create or refresh the database, the outline is generated with members in
the order that is displayed.
Perform an action:
l
Click Move Up
Click Cut.
49
You cannot Cut members after adding or editing dimensions, navigating to different pages,
deleting members, or logging of. Cut is not available for root dimension members.
Click Paste.
Click OK.
Click Close.
At the bottom of the Member Usage window, select where in the application to view the member's
usage.
Click Go.
Click Close.
50
When you add Custom dimensions, you define their properties, including name, alias, security,
and attributes.
Aggregation Options
You can define calculations within dimension hierarchies using aggregation options.
Aggregation options determine how child member values aggregate to parent members:
l
+ Addition
- Subtraction
* Multiplication
/ Division
% Percent
~ Ignore
Option
Impact
Store
Dynamic Calc
Never Share
Shared
Label Only
and Store for members of sparse dimensions with complex formulas, or that users retrieve
frequently.
For members of dense dimensions, use Dynamic Calc. Dynamic Calc and Store provides only a
small decrease in retrieval time and regular calculation time, and does not significantly lower
disk usage. For data values accessed concurrently by many users, use Dynamic Calc. Retrieval
time may be significantly lower than for Dynamic Calc and Store.
Note:
l
Do not use Dynamic Calc for base-level members for which users enter data.
Do not use Dynamic Calc for a parent member if you enter data for that member in a target
version. Parent members set to Dynamic Calc are read-only in target versions.
Data values are not saved for Dynamic Calc members.
Making dimension members label-only minimizes database space by decreasing block size.
52
Caution!
Table 5
Do not design forms in which label-only parents follow their first child member,
as you cannot save data in the first child member. Instead, create forms with
label-only parents selected before their children, or do not select label-only
parents for forms.
Property
Value
Dimension
Alias
Optional: Select an alias table. Enter a unique alternate name for the dimension.
Description
Select application types for which the dimension is valid. Clearing this option makes all members of the
dimension invalid for the deselected type.
Apply Security
Allow security to be set on the dimension members; must be selected before assigning access rights to
dimension members. Otherwise, dimensions have no security and users can access members without
restriction.
Data Storage
Click Add
Click Save.
Click OK.
Click Refresh to revert to the previous values and keep the page open.
Dimension Properties
Property
Value
Dimension
Description
Alias
53
Property
Value
Apply Security
Allow security to be set on dimension members. If you do not select this option, there is no security on the
dimension, and users can access its members without restriction. Must be selected before assigning access
rights to dimension members.
Data Storage
Store
Dynamic Calc
Never Share
Shared
Label Only
Set application default display options for the Member Selection dialog box. Select Member Name or Alias to
display members or aliases. Member Name:Alias displays members on the left and aliases on the right.
Alias:Member Name displays aliases on the left and members on the right.
Enable custom
attribute display
Display available and selected attributes for dimensions with associated attributes. Enable custom attribute
display for dimensions with attributes.
54
or Move Down
From Available Dimensions, select dimensions and move them to Selected Dimensions:
Add
Add All
Remove
Remove All
You need to select only dimensions whose members have specific data types (that is, their
data type is not Unspecified). The data type Unspecified does not conflict with another
data type.
If you select multiple dimensions, set the order of precedence by clicking Move Up
or Move Down
Click Save.
Defining Accounts
The Account dimension defines the chart of accounts for an application. When you create an
application, the system creates the Account dimension with a hierarchy of pre-seeded members,
and adds additional system members based on the features that you enable for the application.
Note: Pre-seeded members have the prefix FCCS, for example, FCCS_IncomeStatement. The
only modification that you can make to pre-seeded members is to edit the member
description or alias.
By default, the system creates these types of Account members:
l
System members
55
These members are parent-level members created when the application is created. You
cannot change them in the hierarchy as they must be the parent member. You cannot rename
them; you can only change the Alias or Description.
Examples: Income Statement, Balance Sheet
These members are created based on application features that you enabled. For example,
Ratio accounts required to perform the ratio calculation are optional system members.
Depending on which ratios you want to include as part of the application, those accounts
will be pre-seeded.
Examples: Return on Sales, Gross Profit Margin
Shared members
Some pre-seeded members are also added to an alternate hierarchy as shared members. For
example, all the Account members listed under Income Statement or Balance Sheet system
members which are set for a Cash Flow category have a shared instance created under the
selected category in Cash Flow.
Account Types
Each account is associated with an Account type. Account types determine how child accounts
are aggregated to parent accounts and how account balances accumulate over time.
Account types determine whether child values are added to or subtracted from their parent value.
This determination enables you to build financial calculations directly into the chart of accounts.
Each account is categorized as either Flow or Balance. Flow Account types accumulate over time.
Balance Account types represent a balance at a specific period and therefore do not aggregate
over time.
l
Table 7
Account Types
Account Type
Description
Expense
Costs incurred by a company to generate revenue. Examples of expenses are: standard cost of sales, salary expense,
travel expense.
56
Account Type
Description
Revenue
Income received as a result of the sale of goods or services. Examples of revenue include Trade Sales, Income from
Sales of Fixed Assets
Asset
A resource that has economic value and from which the company expects to generate income over time. Examples
of assets are inventory, fixed assets, accounts receivable and pre-paid insurance.
Liability
Legal debts and obligations that companies owe to third parties as a result of business operations. Examples of
liabilities include accounts payable, accrued payroll, and notes payable.
Equity
The value of ownership in a company. Calculated as the amount of assets remaining after all debts are satisfied.
Examples of equity accounts include common stock, preferred stock, and retained earnings.
Saved Assumption
Non-financial items used by a company for analysis and reporting purposes. Examples are square footage and
headcount, units sold, miles traveled, and patients admitted.
Account Type
Time Balance
Variance Reporting
Revenue
Flow
Non-Expense
Expense
Flow
Expense
Asset
Balance
Non-Expense
Liability
Balance
Non-Expense
Equity
Balance
Non-Expense
Saved Assumption
User-defined
User-defined
Variance reporting and time balance settings are system-defined; only Saved Assumption is userdefined.
The following table indicates how an Account type behaves when totaled into a specific type of
parent account. The columns represent the Account type of the parent accounts. For example,
when aggregated, ASSET account values are added into parent ASSET and EXPENSE accounts,
and subtracted from parent LIABILITY and REVENUE accounts.
Table 9
Account Type
Asset
Liability
Equity
Revenue
Expense
Saved Assumption
ASSET
Add
Sub
Sub
Sub
Add
Add
LIABILITY
Sub
Add
Add
Add
Sub
Add
EQUITY
Sub
Add
Add
Add
Sub
Add
REVENUE
Sub
Add
Add
Add
Sub
Add
EXPENSE
Add
Sub
Sub
Sub
Add
Add
SAVED ASSUMPTION
Add
Add
Add
Add
Add
Add
This example illustrates how account types are aggregated into parent accounts:
In this example, Total Assets is an ASSET account and the parent of Fixed Assets (an ASSET
account) and Amortization (a LIABILITY account). When the accounts are aggregated into the
parent account, the Fixed Assets value of 100 is added, the Amortization value of 20 is subtracted,
and the resulting value for Total Assets is 80.
Time Balance
Property
Description
Example
Flow
First
Balance
Average
Average for all the child values in a summary time period as the period total.
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Time Balance
Property
Fill
Description
Example
The value set at the parent is filled into all its descendents. If a child value changes, the
default aggregation logic applies up to its parent.
Consolidation operators and member formulas overwrite Fill values when the members are
recalculated.
Weighted
Average Actual_Actual
Weighted daily average, based on the actual number of days in a year; accounts for leap
year, in which February has 29 days. In the example, the average for Q1 is calculated: (1)
Multiply each months value in Q1 by the number of days in the month, (2) Sum these
values, (3) Divide the total by the number of days in Q1. Assuming it is a leap year, the
result is calculated: (10 * 31 + 15 * 29 + 20 * 31) / 91 = 15
Weighted
Average Actual_365
Weighted daily average, based on 365 days in a year, assuming that February has 28 days;
does not account for leap years. In the example, the average for Q1 is calculated: (1)
Multiply each months value in Q1 by the number of days in the month, (2) Sum these
values, (3) Divide the total by the number of days in Q1. Assuming it is not a leap year,
the result is calculated: (10 * 31 + 15 * 28 + 20 * 31) / 90 = 15
You can use the Weighted Average - Actual_Actual and Weighted Average - Actual_365 time
balance properties only with a standard monthly calendar that rolls up to four quarters.
Expense: The actual value is subtracted from the budgeted value to determine the variance.
Non-Expense: The budgeted value is subtracted from the actual value to determine the
variance.
Examples:
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When you are budgeting expenses for a time period, the actual expenses should be less than
the budget. When actual expenses are greater than budget expenses, the variance is negative.
For example, if budgeted expenses are $100, and actual expenses are $110, the variance is
-10.
When you are budgeting nonexpense items, such as sales, the actual sales should be more
than the budget. When actual sales are less than budget, the variance is negative. For example,
if budgeted sales were $100, and actual sales were $110, the variance is 10.
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Table 11
Skip Option
Description
Example
None
Zeros and #MISSING values are considered when calculating parent values (the default). In
the example, the value of the first child (Jan) is 0, and zeros are considered when calculating
the parent value, so Q1 = 0.
Missing
Excludes #MISSING values when calculating parent values. In the example, the value of the
first child (Jan) is #MISSING, and #MISSING values are not considered when the calculating
parent values, so Q1 = second child (Feb), or 20.
Zeros
Excludes zero values when calculating parent values. In the example, the value of the first
child (Jan) is 0, and zero values are not considered when calculating parent values, so Q1 =
the second child (Feb), or 20.
Missing
and Zeros
Excludes #MISSING and zero values when calculating parent values. In the example, the value
of the first child (Jan) is zero, and the value of the second child (Feb) is missing. Because
missing and zero values are not considered when calculating parent values, Q1 = the third
child (Mar), or 25.
Saved Assumptions
You use saved assumptions to identify key business drivers and ensure application consistency,
by selecting time balance and variance reporting properties.
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Variance reporting determines the variance between budgeted and actual data, as an expense
or non-expense.
Time balance determines the ending value for summary time periods.
Examples of how time balance and variance reporting properties are used with saved assumption
account members:
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Create a saved assumption of an expense type for variance reporting, assuming that the
actual amount spent on headcount is less than the amount budgeted. To determine the
variance, the system subtracts the actual amount from the budgeted amount.
Determine the value for office floor space by using the time periods last value.
Make an assumption about the number of product units sold at the end of the time period.
Determine the final value for the summary time period by aggregating the number of units
sold across time periods.
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For accounts with the Currency data type, these are exchange rate types:
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Historical - Exchange rate in effect when, for example, earnings for a Retained Earnings
account were earned or assets for a Fixed Assets account were purchased.
Note: The system always uses Average rate for Flow accounts, and Ending rate for Balance
accounts.
Table 12
Account Properties
Property
Description
Name
Description
Alias Table
Alias
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Property
Description
Account Type
Expense
Revenue
Asset
Liability
Equity
Saved Assumption
Select an option:
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Expense
Non-Expense
Specify how the system calculates the value of summary time periods:
See Time Balance Property on page 58.
Skip
Select an option:
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None
Missing
Zero
See Setting Account Calculations for Zeros and Missing Values on page 59.
Exchange Rate Type
Average
Ending
Historical
No Rate
Note: The system always uses Average rate for Flow accounts, and Ending rate for Balance accounts.
Source Cube
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Property
Description
Data Storage
Store
Dynamic Calc
Never Share
Shared
Label Only
Select whether to calculate values of members based on values of parent members or other members.
Allow Upper-Level
Entity Input
Application Type
Data Type
Unspecified
Currency
NonCurrency
Percentage
Date
Text
Smart Lists
Enables users to create children for this member by entering a member name in the runtime prompt for a business
rule that has been configured with a dynamic parent member).
Number of Possible
Dynamic Children
This option is available if Enable for Dynamic Children is selected. Enter the maximum number of dynamicallyadded members that users can create. The default is 10.
Access Granted to
Member Creator
This option is available if Enable for Dynamic Children is selected. Determines the access that member creators
have to dynamic members that they create with a runtime prompt:
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InheritThe member creator will inherit the closest parent's access to the newly-created member.
NoneThe member creator will not be assigned any access to the newly-created member. (An administrator
can later assign the member creator access to the members.)
ReadThe member creator will be assigned Read access to the newly-created member.
WriteThe member creator will be assigned Write access to the newly-created member.
Note: If an administrator changes these settings, they affect only future dynamic members; they do not
retroactively affect dynamic members.
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Attribute
Description
Intercompany Account
Specify if the account is an Intercompany account. If set to Yes, a Plug account must be specified for this
account.
Note: This option is only available if Intercompany is enabled for the application.
Is Plug Account
Plug Account
For the accounts that have Intercompany set to Yes, and IsPlugAccount is not set, you can specify a Plug
account. Accounts with this property set to Yes can be selected as Plug Accounts. You can also leave this
option blank.
Click Save.
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For example, when an entity named UK is marked as Intercompany, a member named ICP_UK
must be created. If an alias is defined for UK, the same alias must be set to the new Intercompany
member ICP_UK. If an alias is not defined for UK, the alias must be set to UK.
If the alias of an Entity member that is marked as Intercompany changes, the alias of the
associated Intercompany member also must be changed to the new alias.
If an Entity is marked as Intercompany and later the Intercompany property is removed, the
associated Intercompany member must be removed.
Base Currency
For a multicurrency application, specify each entity members base currency. The default base
currency for entity members is the currency specified when creating the application. For
example, if U.S. Dollars is the default currency, you may specify Yen as the base currency for the
Japan entity and U.S. Dollars for the United States entity. When you use forms that have values
for the Japan entity, if the display currency is set to U.S. Dollars, values are converted to U.S.
Dollars using the rates in the exchange rate table (assuming Yen is the local currency and U.S.
Dollars is the reporting currency).
Dynamic Members
Adding or Editing Members
Deleting Members
Deleting Parent Members
Viewing Member Properties from Forms
Working with Shared Members
Creating Shared Members
You can assign access rights to members and rearrange the dimension member hierarchy.
Dynamic Members
Dynamic member are members with values that are dynamically calculated when the data is
requested. The values are not stored. The most common type of dynamic calculation is ratio
calculation.
Edit the parent member and select the option Enable for Dynamic Children.
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Optional: Set the member property Number of Possible Dynamic Children (the default is
10). This setting determines the number of placeholders that are created for dynamically
adding or loading members under the parent. If all placeholders are used, subsequently
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added children are added as normal members and cannot be used until the database is
refreshed.
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Optional: Set the member property Access Granted to Member Creator (the default is
Inherit).
Refresh the database to create the placeholders for dynamic members in the databases in which the
members are used.
Table 14
Member Properties
Property
Value
Name
Description
Alias Table
Alias
Revenue
Expense
Asset
Liability
Equity
Saved Assumption
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If the account type is Saved Assumptions, for Variance Reporting, select Expense or Non-Expense. Designate
the saved assumption as a Revenue, Asset, Liability, or Equity account.
Property
Value
Select an option:
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Flow
First
Balance
Average
Fill
Select an option:
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None
Missing
Zero
See Setting Account Calculations for Zeros and Missing Values on page 59.
For Account members only:
Exchange Rate Type
Select an option:
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Average
Ending
Historical
No Rate
Data Storage
Select a data storage property. The default is Never Share for new custom dimension members (except root
members).
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Store
Dynamic Calc
Never Share
Shared
Label Only
Specify whether to recalculate values of members based on values of parent members or other members.
Available for Account and Entity members with Dynamic Calc or Dynamic Calc and Store properties.
Application Type
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Property
Value
Data Type
Unspecified
Currency
NonCurrency
Percentage
Date
Text
Smart Lists
Enables users to create children for this member by entering a member name in the runtime prompt for a
business rule that has been configured with a dynamic parent member).
Number of Possible
Dynamic Children
This option is available if Enable for Dynamic Children is selected. Enter the maximum number of
dynamically-added members that users can create. The default is 10.
This option is available if Enable for Dynamic Children is selected. Determines the access that member
creators have to dynamic members that they create with a runtime prompt:
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InheritThe member creator will inherit the closest parent's access to the newly-created member.
NoneThe member creator will not be assigned any access to the newly-created member. (An
administrator can later assign the member creator access to the members.)
ReadThe member creator will be assigned Read access to the newly-created member.
WriteThe member creator will be assigned Write access to the newly-created member.
Note: If an administrator changes these settings, they affect only future dynamic members; they do not
retroactively affect dynamic members.
Perform an action:
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To add a child member, select the parent level of the dimension hierarchy to which to
add a member and click Add Child.
To add a sibling, select the level of the dimension hierarchy to which to add a sibling
and click Add Sibling.
To edit a member, select that member from the dimension hierarchy and press Enter or
click Edit.
On Member Properties, set or change member properties described in the table above.
If you do not see the new member on the page, click Next.
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Click Save to save information to the relational database and see changes in the dimension hierarchy.
Refresh the database so that edited members are visible to users entering data.
Assign access. See Managing Security in the Getting Started with Oracle Financial
Consolidation and Close Cloud.
Specify attributes. See Working with Attributes on page 80.
Deleting Members
Each data value is identified by a set of dimension member values and an application type.
Deleting dimension members or deselecting the application type results in data loss when
refreshing an application.
Caution!
Before starting this procedure, perform a backup. See the Oracle Enterprise
Performance Management System Backup and Recovery Guide.
Before deleting members, understand where in the application they are used (in which forms,
exchange rates, and so on) by using Show Usage.
You must delete the entity member throughout the application before deleting it from
Dimensions. For example, if the entity member is used in a form, you must delete it from the
form before deleting it from Dimensions.
To delete members:
1
Click Delete.
Click OK.
Before starting this procedure, perform a backup. See the Oracle Enterprise
Performance Management System Backup and Recovery Guide.
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To delete a parent member and all its descendants from the dimension hierarchy:
1
From the Dimension list, select the dimension whose member that you want to delete.
Click Delete.
Click OK.
On the Home page, click Data Analysis and then select a form.
Optional: Select Edit to view the member's properties, then click Cancel.
Shared members share some property definitions with base members, such as member name,
alias name, base currency, and application types for which members are valid. Shared members
must have unique parent members and different rollup aggregation settings. Custom attributes,
custom attribute values, and member formulas are not allowed for shared members. Renaming
base members renames all shared members.
Shared members cannot be moved to another parent member. You must delete shared members
and recreate them under different parent members. Shared members must be at the lowest level
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(level zero) in the hierarchy and cannot have children. The base member need not be level zero.
You can enter data in shared members, and values are stored with base members.
Shared members are displayed similarly to base members in the dimension hierarchy for member
selection in Oracle Smart View for Office.
You must give the shared member the same name as its base member. It can have a different
description.
You must select Shared as the Data Storage for the shared member.
Setting Up Currencies
Subtopics
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By default, the system creates input currencies such as USD, EUR, GBP, and so on.
It also creates reporting currencies, which by default has two mandatory members:
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Entity Currency
Parent Currency
A reporting currency is the currency in which your company prepares financial statements. The
system supports currency conversion from local currencies to one or more reporting currencies.
Converted reporting currency values are stored and read-only for all users. An applications
default currency is the default reporting currency. You can disable a currency as a reporting
currency.
Reporting currency members are dynamic calculation members where the translation occurs
dynamically when the data is retrieved. The values are never stored for reporting currency
members. The system only stores Entity Currency and Parent Currency values.
Note: You cannot edit or delete the Entity Currency and Parent Currency members. You can
Each application is limited to 45 currencies, and each currency that is selected as a reporting
currency counts as two currencies (original currency and reporting currency).
When you add a new currency to the Currency dimension, you must create a new member under
the From Currency dimension with the name From_Currency. The alias for the Default Alias
table for the new member must be set as the alias for the currency. If an alias is not defined, it
must be set as the name of the added currency.
For example, when a currency called GBP is added to the Currency dimension, a new member
called From_GBP must be created in the From Currency dimension. If an alias is defined for
GBP, the same alias must be set to From_GBP also. If an alias is not defined for GBP, it must be
set as GBP for From_GBP.
If the alias of a Currency member changes, the alias of the associated From Currency member
must also be changed to the new alias.
If a Currency member is removed, the associated From_Currency member must be removed.
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When the local currency is selected on forms, the default stored and displayed currency for
cells is the entitys base currency (which you specify). Users can enter data values only into
local currency members. If the local currency member is selected, all currencies specified
for the application are available as input types.
You can set dimension properties for each currency in the Edit Currency dialog box. In
preferences, users can select different display options, and can select Currency Setting to
apply the properties set by the administrator.
Currencies can be converted only to reporting currencies. Users cannot enter data into cells
displayed in reporting currencies. The applications main currency is by default a reporting
currency. You can change which currencies are reporting currencies.
Currencies defined for the application are valid currencies for data entry. Valid currencies
for data entry are displayed in a list that users access by clicking the Currency link during
data entry.
Currency codes associated with input values are stored as numeric values. These codes are
calculated in dimension formulas and business rules. The calculated values of these currency
codes may translate to currency codes that are incorrect or invalid. Where there are children
with mixed currencies, review calculated results on the upper levels.
If a parent has multiple children, of whom only one child has an overridden currency, the
parent inherits the overridden currency code (which is not displayed on forms).
In certain cases, parent entities display #MISSING when trying to convert to a selected
currency. Ensure that a currency rate is entered for each combination of local currencies
and selected currencies on forms or reports. Currency combinations must exist for all mixedcurrency children entities and parent members.
Scaling
You can specify scaling data values when displayed in certain currencies. For example, you can
set the scaling for Yen to Thousands, then enter 10,000 as a value for the Japan entity on a form
with the Local member selected for the Currency dimension. When you select Yen as the currency
member for the form, the scaling is applied and 10 displays as the value for Japan.
Number Formatting
You can determine the initial display of numerical values for non-currency and currency data
types in forms:
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Thousands separator:
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None: 1000
Comma: 1,000
Dot: 1.000
Space: 1 000
Decimal separator:
m
Dot: 1000.00
Comma: 1000,00
Parentheses: (1000)
Black
Red
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Select Currencies.
Creating Currencies
Select from a predefined list or create your own. You can specify:
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The symbol
Number formatting, including thousands separator, decimal separator, negative sign, and
color
Whether it is a reporting currency
To create currencies:
1
Select Currency.
Click Add.
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Optional: For Scale, select how to enter and display the currency. For example, 3
yen represents 3000 yen if scaling is set to thousands.
Optional: For Triangulation Currency, select the currency to use as the common third
currency for conversion.
Optional: For Alias Table, select the alias table to use.
Optional: For Thousands Separator, select how to display the thousands separator (it must differ from
the decimal separator).
Optional: For Decimal Separator, select how to display numbers with decimal values (it must differ from
the thousands separator).
Parentheses: (1000)
Editing Currencies
To edit currencies:
1
Select Currency.
Click Edit.
Modify properties:
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To select from the predefined symbols, select one from the Select from Predefined
Symbols drop-down list.
To change the currencys symbol, for Symbol, enter or select the symbol.
For set currency precision (the number of digits to the right of the decimal place), select
a number from 1 to 10 from the Precision drop-down list.
None is the default.
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For Thousands Separator, select how to display the thousands separator (it must differ
from the decimal separator).
For Decimal Separator, select how to display numbers with decimal values (it must differ
from the thousands separator).
For Negative Sign, select how to display negative numbers:
m
Parentheses: (1000)
Use Default Setting: Apply the display setting for the currency.
Click Save.
Deleting Currencies
You cannot delete the default currency.
To delete currencies:
1
Click Show Usage to determine if the currency is the default currency, a triangulation currency, or
associated with an entity. You cannot delete a currency that meets these criteria.
If you delete a currency defined in the exchange rate table, it is deleted from the table.
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Setting Up Scenarios
Subtopics
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About Scenarios
Creating Scenarios
Editing Scenarios
Deleting Scenarios
Copying Scenarios
Each scenario contains data for accounts and other dimensions of each entity. After users enter
data for an entity for a scenario, they can submit or promote the data for the entity to other users
for review and approval.
About Scenarios
Use scenarios to:
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Create forecasts.
Report on scenarios.
Time Periods
Assign each scenario a range of years and time periods, and specify the Beginning Balance time
period. When users access forms, they can enter into that scenario only years and periods within
the range. Years and periods outside of the range display as read-only. You can modify the time
range.
Access Permissions
Specify access permissions to Scenario dimension members for groups or users to determine
who can view or modify data. A user or group can have only one of these access permissions:
Read, Write, or None. Access permissions for a user can be combined based on groups to which
the user belongs.
Creating Scenarios
To create scenarios:
1
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Select Scenarios.
For Start Yr., Start Period, End Yr., and End Period, select the time period to associate with the scenario.
Optional: For Exchange Rate Table, select an exchange rate table to associate with the scenario.
If an application uses multiple currencies, associate a scenario with an exchange rate table
to enable currency conversions.
Optional: For Alias, select an alias table to associate with the scenario, and enter a description.
10 Optional: Select Include BegBal as Time Period to include the BegBalance time period in this scenario
for currency conversion.
11 Optional: Select Enabled for Process Management to include this scenario in approvals.
12 Click Save.
Editing Scenarios
To modify scenarios:
1
Click Edit.
For Start Yr., Start Period, End Yr., and End Period, select the time period to associate with the scenario.
Optional: For Exchange Rate Table, select an exchange rate table to associate with the scenario.
If an application uses multiple currencies, associate a scenario with an exchange rate table
to enable currency conversion.
10 Optional: For Alias, select an alias table to associate with the scenario, and enter the description.
11 Optional: Select Enabled for Process Management to use this scenario in approvals.
12 Click Save.
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Deleting Scenarios
When you delete scenarios, all references to the scenario are deleted. You cannot delete scenarios
assigned to an axis on a form. You must first remove references to scenarios from forms and
assign different scenarios.
To delete scenarios:
1
Select Scenarios.
Select the scenarios to delete. At least one scenario must remain in the application.
Click Delete.
Click OK.
Copying Scenarios
Only scenario properties are copied. Data values and access rights associated with the original
scenario are not copied to the new scenario.
To copy scenarios:
1
Select Scenarios.
For Start Yr., Start Period, End Yr., and End Period, select the time period to associate with the scenario.
Optional: For Exchange Rate Table, select an exchange rate table to associate with the scenario.
If an application uses multiple currencies, associate a scenario with an exchange rate table
to enable currency conversion.
10 Optional: For Alias Table, select an alias table to associate with the scenario, and enter a description.
11 Optional: Select Enabled for Process Management to include this scenario in approvals.
12 Click Save.
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Select Years.
For Number of Years to Add, enter the number of years to add to the calendar.
You can add a range of years either onto the end of the last defined year or before the first
defined year.
To edit years:
1
Select Years.
Click Edit.
For Alias Table, select the alias table to use, and then enter an alias name.
Click Save.
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The Account dimension is usually defined as dense, so you cannot assign attributes to it unless
it is changed to sparse for all application types. If you change a dimension from sparse to dense,
all attributes and attribute values for that dimension are automatically deleted.
Attributes can have data types of text, date, Boolean, and numeric. When attributes are defined,
you can use the Member Selection dialog box to select attribute functions, such as Equal and
GreaterOrEqual.
Select a sparse dimension for which to define an attribute, attribute value, or alias.
Select the top level in the dimension hierarchy, and click Edit.
Select options:
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To create attributes, click Create. Type an attribute name, and select a data type: Text,
Date, Boolean, or Numeric. You cannot modify the data type after the attribute is created.
To modify attributes, click Modify, and update the attribute name.
To set aliases for attributes, select an attribute and an attribute value, click Alias. Select
an alias table, type an alias name, and click Close.
Click Close.
When you click Close, the hierarchy is validated and an error displays if issues are detected.
For example, date attribute values must be entered in the correct format, and numeric and
date attribute dimensions must have at least one attribute value defined.
Text attributes enable basic attribute member selection and attribute comparisons in
calculations. When you perform such comparisons, characters are compared. For example,
a package type Bottle is less than a package type Can because B precedes C in the alphabet.
Numeric attribute dimensions use numeric values for the names of level 0 members. You
can include the names (values) of numeric attribute dimension members in calculations.
For example, you can use the number of ounces specified in an Ounces attribute to calculate
profit per ounce for each product. You can also associate numeric attributes with ranges of
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base dimension values, for example, to analyze product sales by market population
groupings.
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Boolean attribute dimensions in a database contain only two members. When a Boolean
attribute dimension is added, two attribute values, True and False, are created for this
attribute dimension by default. A base dimension, such as Account or Entity, can be
associated with only one attribute dimension that has the Boolean data type.
Date attributes can specify the date format as month-day-year or day-month-year, and
sequence information accordingly. You can use date attributes in calculations, for example,
comparing dates in a calculation that selects product sales since 12-22-1998. Users can set
the date format by selecting an option in Attribute Dimension Date Format in Application
Settings preferences.
Deleting Attributes
When you delete an attribute, all attribute values associated with the attribute are also deleted.
Attribute values are removed from members to which they had been assigned, and the attribute
is removed from dimensions to which it was assigned.
To delete attributes:
1
Select the sparse dimension for which to delete an attribute, and click Edit.
Click OK.
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On the Manage Attributes and Values page, select the attribute for which to specify a value.
Above the Attribute Values column, click Create. If the options are available, you can click Add Child
or Add Sibling.
10 Click Cancel.
Select the sparse dimension for whose member you want to assign an attribute value.
Click Edit.
For members assigned attribute values: Click View to change a members attribute value.
Perform an action:
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To remove a value from the selected member, select the value to remove and click Remove
.
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To remove all values from the selected member, click Remove All
Click Save.
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10 Click Save.
Select the sparse dimension containing the attribute for which to delete a value.
Click OK.
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For a Product dimension with several product members, you can create a UDA called New
Products and assign this UDA to the new products in the Product dimension hierarchy.
Then you can base certain calculations on the New Products designation.
If you use the @XREF function to look up a data value in another database to calculate a value
from the current database, you can add the HSP_NOLINK UDA to members to prevent the
@XREF function from being created on all application types that are not the source type
selected for that member.
UDAs are specific to dimensions. For example, creating a UDA for an Account member makes
it available for non-shared Account members. Deleting it removes it for all Account members.
To make UDAs available for multiple dimensions, create the same UDA for multiple dimensions.
For example, create a UDA named New for the Account and Entity dimensions to make it
available for Account and Entity members.
Select UDA.
Select UDAs for the member by moving them to Selected UDA and clicking Save:
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Add
Remove
Remove All
Creating UDAs
To create UDAs:
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Changing UDAs
To change UDAs:
1
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Deleting UDAs
Deleting a UDA removes it for the dimension.
To delete UDAs:
1
If you delete UDAs, you must update all member formulas, calculation scripts, and reports
that reference them.
Operator type, function, value, member name, UDA, and so on allowed in formulas.
Predefined formula expressions, including Smart List values, that expand into a formula or
value upon database refresh.
Cube
Note: A formula entered for the default cube is applied to all cubes unless it is overridden
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Optional: To check the validity of the member formula, click Verify Syntax.
Click Save.
Before you click Save, clicking Reset restores the previous member formula information.
Click Save.
Note: You can set alias tables to display members in an application. To specify Alias Table
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Click OK.
Click Edit.
Click OK.
On the Alias Table page, select the alias table that you want to delete.
Click Delete.
Click OK.
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Clearing the alias table removes the contents of the table but does not remove the table.
Click OK.
Click Copy.
The destination alias table must exist. Copying does not create tables.
Click Copy.
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Managing Jobs
4
In This Chapter
Jobs Overview
Jobs are actions, such as exporting data or refreshing the database, which you can start right
away or schedule to run at intervals. The Jobs console enables administrators to manage jobs in
a central location.
You can manage these types of jobs in the Jobs console:
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Run rules
Import data
Import metadata
Export data
Export metadata
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Perform a task:
To filter the list of pending jobs and recent activity, click the Filter icon
options, and then click Apply.
, select filter
To search for a job, enter text in the Search field, and then click the Search icon
Scheduling Jobs
You can schedule when to run jobs (now or at a future time) and how often (once, daily, weekly,
monthly, and yearly).
To schedule jobs:
1
On the Schedule Job page, General tab, select the type of job:
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RulesLaunches a business rule. The Business Rules page lists the business rules that
were created for the application.
Import DataRuns a data import operation.
92
Run Now
In the job listing in the Jobs console, the name that you enter displays along with a systemgenerated job name; for example, MyWeeklyCubeRefresh: Refresh Database.
Run Once
Daily
Weekly
Monthly
Yearly
The Job Details page lists the operations that were saved as a job. Select a job, and click Next.
To edit a job:
.
, and then select Edit or Delete.
a. On the Edit Job page, make selections for when to run the job and how often, and then
click Next.
93
Note: You can only edit the schedule of the job. You cannot edit the job type or the job
name.
b. Review your selections, and then click Finish.
94
To delete one or more jobs at once, select the check box next to the job or jobs that you want to delete,
and then click Delete.
5
In This Chapter
Data
Metadata Administration
Rules
Copy Data
Journals, including journal actions and open and close period tasks
User administration
Security
Approvals
User Name
PropertyAudit properties
95
Old Value
New Value
From the Configure page, select a Task Group and click Apply.
96
If you select Metadata Administration, the system displays a list of subgroups where
you can select sub-tasks for metadata:
o
All
Custom Dimension
Member
Years
Period
View
Currency
Consolidation
Scenario
Entity
ICP
Account
If you select Data Form, the system displays a list of subgroups where you can select
sub-tasks for forms:
o
All
Form
Form Folder
If you select Data, the Intersection box is displayed, where you can enter the member
intersection. You can enter the full or partial member intersection and the system
can perform a wildcard search based on the criteria that you specify.
Tip: You can select Clear to clear your selections and return to the default values.
The grid displays the top 1,000 records from the audit table that match the filter criteria.
You can scroll to view all the records.
Optional: To export the audit information to a Microsoft Excel spreadsheet, click Export, and follow the
download instructions.
97
When you select the Export option, the system exports all of the records that match the filter
criteria to a CSV file.
98
In This Chapter
Understanding Valid Intersections........................................................................99
Creating Valid Intersections ............................................................................. 105
Managing Valid Intersections ........................................................................... 106
Suppressing Invalid Data in Forms ..................................................................... 109
Working with Valid Intersections in Forms ............................................................. 109
Managing Invalid Intersection Reports ................................................................. 111
Valid intersections enable you to define rules, called valid intersection rules, which filter certain
cell intersections to users when they enter data or select runtime prompts. For example, you can
specify that certain programs are valid only for some periods or departments.
After valid intersections are defined, cells containing invalid data are read-only. This restriction
speeds the consolidation process and optimizes the information available to users.
To better understand how valid intersections affect behavior in forms and in runtime prompts,
see Working with Valid Intersections in Forms on page 109.
You can define valid intersections in the Console. To define valid intersections, you must become
familiar with these valid intersection concepts:
l
99
Anchor and nonanchor dimensions. See Anchor and Nonanchor Dimensions on page
100.
Dimensions to be included
Whether the anchor dimension members not specified or referenced will be valid or invalid
Must use the same dimensions that were defined within their valid intersection group
Valid intersection rules within the same valid intersection group that produce an apparent
conflict or overlap, are marked valid if either valid intersection rule condition is met
See Example: Redundant or Overlapping Valid Intersection Rules Within the Same Valid
Intersection Group on page 103.
Valid intersection rules in different valid intersection groups that produce an apparent
redundancy or overlap, are marked valid if they satisfy the requirements of all valid
intersection groups
Thus, if any valid intersection group marks an intersection invalid, regardless of other valid
intersection groups making it valid, the system will mark the intersection invalid. Invalid
groups override valid group results.
Note: If you want to remove valid intersections regardless of what other valid intersection
groups allows, then this rule must be in a different valid intersection group.
See Example: Redundant or Overlapping Valid Intersection Rules Within the Same
Valid Intersection Group on page 103.
Anchor dimensions are always required dimensions in the type that is used in the valid
intersection evaluation.
See Example: Required Dimension on page 102.
100
If a nonanchor dimension is required, any type that does not use that dimension will
ignore any valid intersection group where that dimension is tagged as required as it
evaluates the valid intersections.
If a nonanchor dimension is not required, any type that does not use that dimension
will still evaluate any valid intersection group that includes that dimension as not
required and evaluate the intersections of any other dimensions in the valid intersection
group in the type.
Unselected anchor dimension members are valid by default, but you can mark them invalid
by clearing the Unselected Members are Valid option. This option marks all intersections
with anchor dimensions not selected in this rule as invalid.
See Example: Unselected Members are Valid on page 103.
This section provides valid intersection group and valid intersection rule examples to illustrate
a few simple, complex, and edge-case scenarios.
Valid intersection group 1 defines Entity as the anchor dimension and Product as a
nonanchor dimension.
Valid intersection group 2 reverses this definition with Product as the anchor dimension
and Entity as the nonanchor dimension.
Table 15
Group 1 means entities that are descendants of Manufacturing are valid only with descendant
products of Computer Equipment. No other products are valid with descendants of
Manufacturing. All other entities besides descendants of Manufacturing are valid with all
products, including descendants of Computer Equipment.
101
Table 16
DESC(500-Manufacturing)
Group 2 means products that are descendants of Computer Equipment are only valid with
descendant entities of Manufacturing. No other entities are valid with descendants of Computer
Equipment. All other products besides descendants of Computer Equipment are valid with all
entities, including descendants of Manufacturing.
Caution!
The choice of anchor dimension is significant. You will get dramatically different
results if you choose the wrong anchor dimension.
In Group 1, the product dimension is not required, and unselected entities are valid. Therefore,
if the type of the form or business rule, at runtime, does not include the product dimension, the
system evaluates the entity dimension selections to mark all entities as valid for a type that doesnt
contain the product dimension.
Table 18
In Group 2, the product dimension is not required, and unselected entities are invalid. Therefore,
if a type does not include the product dimension, the system evaluates the entity dimension
selections to mark all entities except descendants of Manufacturing as invalid. Thereafter, any
type that doesnt use the product dimension will only allow data entry in the descendants of
Manufacturing entities.
102
Caution!
000 - No Department
IDESC(403 - Sales)
Because Group 1 defines all unselected members are invalid, the system marks noninclusive
descendants of Balance Sheet invalid. Gross Profit is not an inclusive descendant of Balance
Sheet. So even though Group 2 explicitly states inclusive descendants of Gross Profit are valid
with inclusive descendants Sales entities, the invalid definition from Group 1 overrides any
further valid intersections of the same anchor dimension member set.
Example - Redundant or Overlapping Valid Intersection Rules Within the Same Valid Intersection Group
IDESC(403 - Sales)
Because Gross Profit is a descendant of Net Income and Sales is a descendant of Total
Department, inclusive descendants of Gross Profit are valid with any inclusive Descendant of
Total Department. Rule 1 is a subset of Rule 2, so Rule 1 is effectively a No operation rule and
is unnecessary. There is no restriction on inclusive descendants of Gross Profit accounts only
being valid for inclusive descendants of Sales Entities.
103
Example - Redundant or Overlapping Valid Intersection Rules in Different Valid Intersection Groups
Because Group 1 is further restrictive for inclusive descendants of Gross Profit accounts being
valid with inclusive descendants of Sales entities, the system enforces this group for these
intersections. Other, non-Gross Profit accounts can still use all inclusive descendants of Total
Department entities, but inclusive descendants of Gross Profit accounts must use inclusive
descendants of Sales entities.
Evaluation Order
Evaluation order for valid intersection groups orders invalid results sets as quickly as possible,
increasing the speed and efficiency of the overall valid intersection evaluation.
For example, the system evaluates the first valid intersection group in the list, then the second
group, and so on. If the system finds an invalid intersection in the second group in the list, it
will stop evaluating the rest of the list because, once an intersection is defined as invalid, it will
override other valid intersection rule results.
To change the order in which groups are evaluated, see Changing the Valid Intersection Group
Evaluation Order on page 107.
a. Click Create.
b. Enter a name and description for the valid intersection group.
c. To select the anchor dimension, click the Down arrow,
Dimension.
d. Optional: By default, the anchor dimension members that are not specified in the valid
intersection rule are marked valid. To clear this option, click the Down arrow,
next
to the anchor dimension, and then click Unselected members are valid.
e. To select additional dimension (called nonanchor dimension), click Add Dimension.
f.
Click Edit to open the Select Members page and select members to include in the
valid intersection rule.
Click Add Exclusion to define an exclusion in the rule. You can exclude a subset of
what is included for that dimension.
Click Clear to clear the selection.
105
The new valid intersection group is added to the end of the valid intersections list. To reorder
the rules in the list, see Changing the Valid Intersection Group Evaluation Order on page
107.
Perform a task:
l
106
Create a valid intersection group. See Creating Valid Intersections on page 105.
Reorder invalid intersection groups. See Changing the Valid Intersection Group
Evaluation Order on page 107.
Disable and enable valid intersection groups. See Disabling and Enabling Valid
Intersection Groups on page 107.
Edit details for a valid intersection such as adding or removing dimensions in a valid
intersection group. See Editing Details for a Valid Intersection Group on page 107.
Duplicate an existing valid intersection group so that you can quickly create a new one.
See Duplicating Valid Intersection Groups on page 108.
Delete valid intersection groups. See Deleting a Valid Intersection Group on page
109.
.
.
Tip: You can also drag valid intersection groups to move them up and down in the list.
In the Enabled column of the valid intersection list, click the check mark next to the valid intersection
group that you are disabling or enabling.
Ensure that any remaining groups that are enabled are still listed in the correct evaluation order in the
valid intersections list. If they are not, move them up or down in the order.
107
Click the name of the valid intersection group that you want to edit.
l
To edit dimension details, next to the dimension, click the Down arrow,
the members to include, exclude, or remove in the valid intersection rule:
m
to select
Click Edit to open the Select Members page and select members to include in the
valid intersections rule. You can also type in the members or functions.
Click Add Exclusion to define an exclusion in the rule. You can select members to
exclude; for example, you can select or include all children of YearTotal except
children of Q1 by excluding children of Q1.
Click Clear to clear the selection.
To delete a dimension from a valid intersection group, next to the dimension, click the
Down arrow,
To add a dimension or rule to a valid intersection group, click Add Rule or Add
Dimension.
Reorder the valid intersection groups, if needed. See Changing the Valid Intersection Group Evaluation
Order on page 107.
108
to the right of a valid intersection group that you want to duplicate, and
Reorder the remaining valid intersections, if needed. See Changing the Valid Intersection Group
Evaluation Order on page 107.
, to the right of a valid intersection group that you want to remove, and then
To delete a valid intersection rule from a valid intersection group, see Deleting a Valid
Intersection Group on page 109.
Under Grid Properties, select Suppress invalid data - Rows and/or Suppress invalid data - Columns.
Any rows or columns, which consist of a mix of valid and invalid intersections, display those
intersections as valid or invalid, as appropriate. Invalid intersections are displayed with standard,
read-only shading and preclude data entry.
You can reset the point of view to the default, unfiltered list without closing and reopening the
form by clearing the selections. You can also clear a selection, thus opening up more selections
for other dimensions. You cannot render a form with a dimension cleared, because valid
members must be selected for each dimension.
In the member selector, invalid members are suppressed due to valid intersection rules. You can
display invalid members in the member selector using the Show Invalid Members option. Invalid
members are displayed but are unavailable for selection.
Note: Valid intersection groups do not grant access to dimension members. Valid intersection
groups further restrict the valid intersections of dimension members already granted to
a user.
Table 22
Action
Behavior
Open a form
The form renders with member selections as defined in the form definition, adhering to the users access rights for
dimensions, and applies valid intersection groups with the most recently used as current selections.
Select
members from
a point of view
dimension
In the member selector for a point of view dimension, enables you to select from a filtered list of remaining valid
intersections, which is based on the members that were selected for the other point of view dimensions
Ignores the order in which point of view dimension members are selected because selecting a member from any
dimension included in a valid intersection group dynamically filters the remaining dimension member lists for those
dimensions included in the valid intersection group, as appropriate, when that dimension is selected
Provides the option to hide invalid members from dimension lists or display them as unselectable in the point of view
Provides the ability to reset the point of view to the fully unfiltered list without closing and reopening the form by
clearing the selections
Note: Ad hoc forms, both in Web and Smart View, will not filter page or point of view members according to valid
intersection groups.
Select Go to
render a form
based on point
of view
selections.
You can also
click the right
arrow in the
form point of
view.
The form renders as defined based on the valid point of view intersection.
110
Click Create.
For Entity, Scenario, and View, click to select members, and then click OK.
Optional: To select a member from another dimension, click Add Dimension, select a dimension
member, and click OK.
Select an option:
l
111
In the Duplicate dialog box, enter a Name for the new report and then click OK.
3
112
113
114
Managing Forms
7
In This Chapter
Forms are grids for entering data. You can create simple forms or composite forms to meet your
needs. Because composite forms consist of simple forms, you must create simple forms before
creating composite forms.
See these topics:
l
For information on form security, see Getting Started with Oracle Financial Consolidation and
Close Cloud.
Predefined Forms
When you create an application, the system provides these forms. By default, the Service
Administrator and Power User have Modify access to these forms. A User or Viewer can launch
the form, but cannot modify the layout.
Note: The forms that are displayed by default may depend on the features that are selected for
the application.
115
Table 23
Predefined Forms
Form Name
Description
Dimension Members
Data Status
View calculation
and approval
status, translate
and consolidate
data.
Enter exchange
rates for the
single period
selected in the
Point of View.
Enter Exchange
Rates - Single
Period
Columns = Periods
Scenario - <selectable>
Year- <selectable>
Columns = To Currency
Scenario - <selectable>
Year - <selectable>
Period
Enter Exchange
Rates - Multi
Period
Exchange Rates
Enter exchange
rates for
multiple periods
to a single To
Currency
selected in the
Point of View.
Manage
exchange rates.
The form is prepopulated with currencies. You enable the currencies applicable for the
application. .
Columns = Periods
Scenario - <selectable>
Year - <selectable>
To Currency
You also identify which currency to use as the application currency. by default, the currency rate
data is entered in relation to the application currency.
Rows = All enabled currencies for the application (From Currency).
Columns = Periods (all base periods)
Scenario - <selectable>
Year - <selectable>
Entity- Global
Currency - To Currency <selectable>
Override Rates
Manage
override rates.
Some Balance Sheet accounts are specified as Historical Rate accounts (for example, Common
Stocks, Investment in Subs). For Historical Rate accounts, you can enter either an Override rate or
Override amount for the account.
Rows = All accounts specified as Historical Rate accounts
Rows = From Currency
Columns = Periods
Columns = To Currency
Scenario - <selectable>
Year - <selectable>
Entity- <selectable>
Account - Override Rate
116
Form Name
Description
Dimension Members
Percentage
Consolidation
Enter Percent
Consolidation
values.
Form Components
Subtopics
l
l
l
Point of View
Page Axis
Rows and Columns
Point of View
Select members for the Point of View to determine the context for pages, rows, and columns.
For example, if the Scenario dimension is set to Budget in the Point of View, all data entered in
pages, rows and columns is entered into the Budget scenario. The Point of View is set to one
member, which a user cannot change, for each Point of View dimension.
To simplify the form, in the Point of View you can specify only relevant members or include
user variables.
Page Axis
Use the page axis to specify combinations of members that may span dimensions so users can
work with data in smaller, more logical views. Each item on the page axis can have members
selected from one or more dimensions. Users see only members that they can access.
You can specify multiple page drop-down lists, and select members using relationship functions
or attributes. Switch between member sets by selecting them from the page axis.
You display member names or aliases on the page axis. You can specify the number of members
in a page dimension that enables a search drop-down list on the data entry page, which is useful
if the dimensions contain many members.
118
Task
On the Properties tab, provide a form name of up to 80 characters, and an optional description of up
to 255 characters.
119
You can also create composite forms, which are forms that display several simple forms
simultaneously. See Creating Composite Forms on page 129.
Optional: Select a dimension, and then drag it to Rows or Columns, or within a row or column.
Note: Initially, all dimension are in the form Point of View. You can drag dimensions from
the Point of View to rows, columns, or to pages. You can also drag dimensions from
any area in the grid (row column, Point of View, or page) to any other area.
Optional: Select another dimension, and then drag it to Rows or Columns, or within a row or column.
Select a row header (such as 1 or 2) to set row properties, or a column header (such as A or B) to set
column properties, using the information in this table:
Table 25
120
Segment Properties
Option
Description
Apply settings to all rows; available when there are two or more rows. Clear this option to set different properties
for each row.
Apply settings to all columns; available when there are two or more columns. Clear this option to set different
properties for each column.
Option
Description
Hide
Read-only
Creates a read-only row or column, enabling comparison of old, read-only data with new, editable data
Show separator
Suppress hierarchy
Suppresses indentation
Suppress missing
data
Hides rows or columns without data. Clear to display rows or columns with #MISSING in cells when data is
missing.
Column width
Default: Use the column width defined at the grid level (under Grid Properties)
Size-to-Fit: Force all columns to fit in the displayed space based on the top data cell value.
Custom: Select a custom size to display more than 13 decimal places, up to 999 places.
Default: Use the row height defined at the grid level (under Grid Properties)
Row height
Global
Assumptions Form
To enable transferring global assumptions from a test to a production environment for a simple form, select
Global Assumptions Form. Then update the form to store global assumptions such as a tax rate.
In Grid Properties, set general row and column properties using the information in this table:
Table 26
Option
Description
Suppress missing
blocks
(Rows only) Improves the performance of the Suppress missing data setting when suppressing many rows,
for example, 90% or more. The Suppress missing blocks setting can degrade performance if few or no rows
are suppressed. Test forms before and after using this setting to determine whether performance is improved.
Also test forms whenever you make significant changes to your application.
Suppress missing
data
Hides rows or columns without data. Clear to display rows or columns with #MISSING in cells when data is
missing.
121
Option
Description
Suppress invalid
data
Hides rows or columns with invalid data. Clear to display rows or columns that contain cells with data that is
invalid. Cells with invalid data are read-only.
Medium
Size-to-Fit: Force all columns to fit in the displayed space based on the top data cell value
Custom: Select a custom size to display more than 13 decimal places, up to 999 places
Default column
width
Global
Assumptions Form
To enable transferring global assumptions from a test to a production environment for a simple form, select
Global Assumptions Form. Then update the form to store global assumptions such as a tax rate.
Suppress invalid
Scenario/Time
Periods
Click Save to save your work and continue, or click Finish to save your work and close the form.
122
Property
Description
Member Name
Alias
Property
Description
Member Formula
Hide dimension
Start expanded
Available only for dimensions on rows or columns, choosing this option initially displays the
dimension member list expanded
Click Save to save your work and continue, or click Finish to save your work and close the form.
Account, Entity, View and Scenario dimensions cannot be assigned to the column axis.
The Entity dimension can be assigned to the row, page, or Point of View axis.
View and Scenario dimensions must be assigned to the page or Point of View axis.
Description
Hide form
For example, hid forms that are part of composite forms or are accessed from menus or task lists.
Leave form cells empty where data does not exist. If this option is not selected, empty cells display
the text #MISSING.
Enable account
annotations
If the application supports multiple currencies, allow entities to support multiple currencies, regardless
of base currency. Users can select the currency for displayed cell values in forms.
123
Option
Description
Users must have the Mass Allocate role to use this option.
(Default) Enable users to add, edit, and view documents in cells in the form, depending on access
permissions. To prevent users from using documents in a form, clear this option.
Enter text to display in form rows for queries without valid rows. Leave blank to display the default
text: There are no valid rows of data for this form.
Click Save to save your work and continue, or click Finish to save your work and close the form.
Select Printing Options, and then set preferences for printing form information:
Table 28
Option
Description
Include
supporting detail
Include supporting detail as extra rows in PDF files. Specify display format:
l
Normal Order: Prints supporting detail in the same order as on the Supporting Detail page, after the member
it is associated with
Reverse Order: Prints supporting detail in reverse order, before the member associated with it. Supporting
detail for children displays above parents, and the order of siblings is preserved.
Show comments
Format data
Apply number format settings from the form to the displayed data
Show attribute
members
If attribute members are selected in the form, display them in PDF files
Apply precision
Apply form precision settings (desired number of decimal points) to the displayed data in PDF files
Show currency
codes
If the form supports multiple currencies, display currency codes in the form and in PDF files. Whether currency
codes display depends on whether currency codes are present on any member in the form.
If a currency code is present on any member contained in the form, currency codes display in the form regardless
of the selection for this check box. If currency codes are not present on members in the form, they are not
displayed.
Show account
annotations
124
If account annotations are enabled for the form, select to display account annotations in PDF files
Click Save to save your work and continue, or click Finish to save your work and close the form.
have already been added, and if you previously selected a menu option. For example,
if you right-click a cell that contains a rule and select Copy Validation Rules, the Paste
Validation Rules menu option is displayed when you right-click another cell.
Table 29
Option
Description
Add or edit existing rules in the condition builder are of the Data Validation Rule Builder dialog
box.
If the currently logged-in user does not have access to the form, do not execute validations
associated with the form when validating the Approval unit.
When enabled, the system figures out which page combinations have potential blocks and runs
the validations only for those page combinations. There are a few exceptions to this. If a page
combination has any Dynamic Calc, Dynamic Calc and Store, Label only, or Store with one child
member, then that page is always loaded.
When enabled, validations are run as the currently logged-in user and not as the administrator,
which means the users security will be applied to the form members.
In the form, click Next to continue building the form, and then validate and save the form.
125
You control data precision by applying minimum and maximum values for different account
types. For example, you can truncate and round the decimal portion of longer numbers.
In Precision, select options to set the number of decimal positions displayed in a cell for Currency
Values, Non-Currency Values, and Percentage Values.
Specify Minimum values to add zeros to numbers with few decimal places. Specify
Maximum values to truncate and round the decimal portion of longer numbers. For example:
Table 30
Value
Minimum Precision
Maximum Precision
Displayed Value
100
Any
100
100
100.000
100.12345
None
100.12345
100.12345
None
100.1234500
100.12345
100.123
100.12345
100
100.12345
100.1234
100
100.00
Notes:
l
By default, the precision settings that you select here override the precision set for the
currency member. If instead you want the currency members precision setting to apply
for the form, select Use Currency member precision setting.
Precision settings affect only the display of values, not their stored values, which are
more accurate. For example, if Minimum Precision is set to 2, and if the system spreads
the value 100 from Q1 into the months January, February, and March, the month cells
display 33.33 when they are not selected. When they are selected, they display their more
accurate values (for example, 33.33333333333333).
In Context Menus, associate menus with the form by selecting them from Available Menus and moving
them to Selected Menus, using the right and left arrows.
If you select multiple menus, use the Up and Down arrows to set the order in which they display.
Select Enable Dynamic User Variables to allow dynamic user variables in the form.
Click Save.
126
Click the Member Selector to the right of the dimension name, and then modify the members selected
for this dimension.
Click Save to save your work and continue, or click Finish to save your work and close the form.
are useful, for example, for visually separating subtotals and totals within a form.
Click the new Formula Label that is displayed in the row or column, and then enter the formula name.
Click the row or column number and specify any of the following displayed in the Segment Properties
pane to the right:
l
Display formula on form displays the formula on the form when you click that option in
the row or column header
For each dimension in Formula Data Type in the right pane, select a data type for the formula result:
l
Currency
127
Non-Currency
Percentage
SmartList
If you select SmartList, select a Smart List from the drop-down list next to the data type.
Date
Text
Define the formula to use for the row or column by entering the formula name in the Formula field, and
then clicking Edit.
Click Validate to ensure that the formula does not contain any errors.
Click the Dimension Selector and then drag the dimension to Page to add it to the form page axis.
Click the Member Selector for each page axis dimension and select members.
Assigning multiple dimensions to the page axis enables users to select dimensionality while
entering data. Users can select Display Options to specify whether the system sets the page
selection to the most recently used selection.
Optional: Click the Dimension Selector and then drag the dimension to the Point of View to add it to
the form Point of View. Repeat this action for each dimension that you want to move to the Point of
View.
In Point of View, click the Member Selector for each dimension and then select members.
Click Save to save your work and continue, or click Finish to save your work and close the form.
128
In the Properties tab, enter a form name of up to 80 characters, and an optional description of up to
255 characters.
Set the composite form Point of View and Page display options.
10 Click Save to save your work and continue, or click Finish to save your work and close the form.
2-Row Layout to split the composite form into two sections, one on top of the other,
divided by a horizontal line
2-Column Layout to split the composite form into two side-by-side sections divided by
a vertical line
After you select an option, the selected layout is displayed.
Optional: Click the Down arrow in the upper right side of a section to select the following additional
layout options for that section:
129
Split Horizontally to split the section into two sections, one above the other
forms remain in the original section. For example, if you split a section vertically,
the original section is divided into two side-by-side sections. The simple forms
from the split section are included in the left section, and the right section is
empty.
l
Add Form to display the Form Selector dialog box, where you can select additional forms
to add to the layout.
Tip: You can edit a simple form from within a composite form. Right-click the simple form,
Drag a form from the Forms in <Form Folder> pane to the desired section.
Click in the desired section, select the Down arrow, and select Add Form. In the Form Selector
dialog box, select a form and click OK.
Expand Section Properties and click the Add icon. In the Form selector dialog box, select a
form and click OK.
When you are adding simple forms to a composite form, note the following guidelines:
l
If you select Group as Tabs, the form displays in the order selected.
130
Select the form in Section Properties and click the Delete icon.
Uncheck the form in the Form Selector dialog box and click OK.
131
Table 31
Option
Description
Forms
Displays the simple forms in the section. The following options are available for each form selected:
Name
Add form
Remove form
Move to top
Move up
Move down
Move to bottom
Section name to be displayed at the top of the section in Preview mode and at runtime.
Select the Text icon to select a text style and color for the section name.
Height
Width
% (percentage sign) to set section height to a percentage of the composite form height
% (percentage sign) to set section width to a percentage of the composite form width
Select:
l
The default is one form per row. If Forms per Column is set to a value other than Automatic, then Forms per Row
is set to Automatic.
Note: If you have grouped the forms as tabs, this option is not available.
Forms per
Column
Select:
l
The default is one form per column. If Forms per Row is set to a value other than Automatic, then Forms per Column
is set to Automatic.
Note: If you have grouped the forms as tabs, this option is not available.
Set scope for
all common
dimensions as
global
132
Sets all the common dimensions across all the sections in the composite form to global and displays a list of the
global dimensions in Page and Point of View in the Global Dimensions properties.
Global Layout Dimensions, which list the Point of View and Page dimensions that display in
the composite form heading.
Only dimensions that are common to all simple forms in all sections of the composite form
and that contain the same members can be designated as Global.
Custom Dimensions, which list the Point of View and Page dimensions common to all the
simple forms included in the selected composite form section.
You can specify where common dimensions display in composite forms. Common
dimension display choices are:
m
A master form called New Computers that contains the following dimensions and
members:
m
Entity: MA
Scenario: Budget
Currency: Local
Year: No Year
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In the master composite form, the user highlights the row Computers/Base SP1.
The simple form, Cash Flow Impact, is filtered to show only the data that is relevant for the
members highlighted in the master composite form, New Computers: Computers, Base SP1,
Budget, and MA.
Right-click the form, and then select Tag as Master Composite Form.
Note: The master composite form applies to the entire composite form. So, for a composite
form, there can be only one master form across all its sections.
To filter the data in a simple form (or forms) that is relevant to the data in a master composite
form, right-click the master composite form and select Apply Context.
Display the top section as a chart and the bottom section as a grid, so that users can see the
effect of data they enter in the bottom grid (when saved) as a chart on the top.
Include the same ad hoc grid twice, one to display as a grid and the other to display as a
chart. Users can then perform ad hoc operations (such as Zoom In, Pivot To, and Keep Only)
on the grid and view the changes in the chart.
Create dashboards.
Display as Chart toggles with Display as Grid, allowing you to switch between them.
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Chart Types
Chart Type
Description
Bar
The length of each bar proportionally represents a value over an independent variable (for example, time).
Horizontal Bar
Similar to the regular bar chart, but turned on its side so that the dependent variable is displayed on the horizontal
axis.
Chart Type
Description
Line
Displays data points (for example, sales of various product lines) over time, connected by lines.
Area
Similar to the Line chart, but the area between the axis and the line is emphasized with color.
Pie
Each slice of the pie chart proportionally represents a class of data in relation to the whole.
Scatter
Click OK.
Optional: To set where the chart displays the values that the chart represents (called the Legend), click
Options, then click Legend, select one of the following options and then click OK:
Right: To display the legend to the right of the chart (default setting)
Optional: To set where the chart labels (that is, the member names or aliases) are displayed, on
Options, click Label, select one of the following options, and then click OK.
l
Outside Max: To display the label above bar charts or, for non-bar charts, display the
label above the data point for positive values and below the data point for negative values.
This is the default setting.
Center: To display the label centered on bar charts or, for non-bar charts, display the
label above the data point for positive values and below the data point for negative values.
Inside Max: To display the label on the bar, near the top, or for non-bar charts, display
the label below the data point for positive values and below the data point for negative
values.
Inside Min: To display the label inside on the bar, near the bottom, or for non-bar charts,
display the label above the data point for positive values and below the data point for
negative values.
Max Edge: To display the label on the bar, or for non-bar charts, display the label at the
data point.
135
Opening Forms
Previewing Forms
Editing Forms
Moving, Deleting, and Renaming Forms
Opening Forms
To open a form for editing:
1
Select the tab for the type of form that you want to open.
Select the tab for the type of form that you want to open.
Previewing Forms
While you are designing forms, you can preview the dimensions that are assigned to the Point
of View, columns, rows, and page axes. Previewing displays member attributes, alias, and data
associated with forms, although new data cannot be entered.
Previewing completes regular form design validation checks, and checks for proper evaluation
of any data validation rules included in the form. Data validation rules must be properly
completed before the form can be saved. In addition, data validation rules are saved as part of
the form. If you do not save changes to a form, any data validation rule changes made after the
form was last saved are lost.
136
Resolve any issues reported during the design validation checks, including any issues with data
validation rules.
Save the form to ensure that updates are saved, including any changes to data validation rules.
Editing Forms
l
You can edit the layout, members, and properties of both simple and composite forms. For
example, you can add formula rows or columns to a simple form, or add forms to a composite
form.
Select:
l
Other Options to edit form precision and to change which context menus are associated
with the form.
Select the form, click the Show Usage icon, and then click Edit.
137
Note: When editing a composite form, this message may be displayed: Modifications have
been made to one or more included forms; if you want to save changes to common
dimensions, save the composite form. Determine what changes were made to the
common dimensions of the included simple forms before saving changes to the
composite form.
Select:
l
Select a task:
l
To move a form, click Move, and then select the destination folder.
Note: You can move multiple forms simultaneously if they are in the same folder.
To rename a form, click Rename, and then enter the new name.
Click OK.
On Grid Diagnostics, in Available Forms, select the forms that you want to analyze, and then move them
to Selected Forms.
138
Click OK.
Click Yes.
139
In the User Variables window, for Dimension Name, select the dimension for which to create a user
variable.
For User Variable Name, enter the name of the user variable.
140
Optional: Select Use Context to allow user variables to be used in the Point of View. With this setting,
the value of the user variable changes dynamically based on the context of the form.
Click OK.
Click Yes.
Optionally:
m
Set how #MISSING cells associated with Smart Lists display in forms.
To create a Smart List, click Create, enter the name, and click OK.
141
During synchronization, values from reporting applications in all existing mappings are
appended after the last Smart List item in the appropriate Smart list. If a Smart List is mapped
to two dimensions, all members from the first mapping are inserted first, and then members
from the second mapping are inserted. If a member already exists in a Smart List, it is not
added again.
If Smart List items are mapped to more than one dimension, create a new Smart List with a new name,
and then manually transfer related data.
Note: Smart List names cannot have spaces in them. If you are synchronizing Smart Lists in a
reporting application, ensure that any new members do not have spaces in the name.
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Table 33
Property
Description
Smart List
Enter a unique name containing only alphanumeric and underscore characters (for example: Position) and no
special characters or spaces. Smart List names can be referenced in formula expressions.
Label
Enter the text to display when the Smart List is selected. Spaces and special characters are allowed.
Display Order
How Smart Lists are sorted in the drop-down list: by ID, Name, or Label
Enter a label (for example, No Justification) to be displayed as an entry in the Smart List whose value is
#MISSING.
Notes:
l
#MISSING Form
Label
Click Save.
Select Entries.
When the cell is not in focus, this label displays only if Drop-Down Setting is selected in the next option.
Otherwise, #MISSING or a blank cell is displayed, depending on the Display Missing Values As Blank
selection for the form.
#MISSING labels determine only the display of cells with #MISSING data; #MISSING remains the stored
value.
Determines how #MISSING values are represented in cells associated with Smart Lists. Options:
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Automatically
Generate ID
It displays as the first selection in the Smart List drop-down, allowing #MISSING as a selection in the
form.
Generate a numeric ID for each Smart List entry. If you do not select this option, you can customize Smart List
ID values.
For first items only: enter information into the first row.
Entry Property
Description
ID
Unique number that sets the order for the displayed entry. Customizable only if Automatically Generate ID is
not selected on the Properties tab.
Name
Unique alphanumeric name containing alphanumeric and underscore characters (for example: Customer_
Feedback) and no special characters or spaces
Label
Displayed text for the Smart List entry on the drop-down list (for example: Customer Feedback).
Click Save.
Select Preview.
Guideline
Blank
#MISSING
144
When setting Smart List properties, enter the custom label in the #MISSING Drop-Down Label field (for
example, No Change). Select Drop-Down Setting.
Managing Journals
8
In This Chapter
Click Create.
Click Save.
145
Select one or more journal groups to delete, click Delete Selected, and then click
Confirm at the confirmation prompt.
To delete all journal groups, click Delete All, and then click Confirm at the confirmation
prompt.
Note: If the group has any journal references in the application, the system displays an error
For Scenario and Year, select members of the periods that you want to open.
To open the selected periods, from the Actions drop-down, select Open, or to close them, click Close.
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Consolidating Data
9
In This Chapter
Consolidation Process
Consolidation is the process of gathering data from descendant entities and aggregating the data
to parent entities. After you enter or load data into base-level entities, calculate and adjust data,
you run a consolidation for a selected Scenario and Period to aggregate the data throughout the
organization.
You launch the Consolidation process from forms or from data grids. You must have first loaded
or entered data in base entities. Launching consolidation runs the consolidation rules for the
specified scenario, period, and entity. The translation process is run as required to convert data
from the child entity currency to the parent entity currency. If the child and parent entity use
the same currency, the translation process is not run.
After you select the parent entity into which the dependent entities consolidate, the required
processes run automatically.
l
The system runs calculation rules for all descendants of the entity.
If the data for the child entity and the data for the parent entity are in different currencies,
the system translates data based on the exchange rate.
You can enter adjustments to data through journals.
The consolidation process begins. If the parents ownership of the child is less than 100%,
the ownership percentage is applied. The system generates proportion and elimination
detail, and creates contribution data. You can make further adjustments to contribution
data through journals.
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Consolidation Dimension
The Consolidation dimension provides an additional layer to the financial information, which
enables you to view details on input values, adjustment, and contribution information. It
includes entity data, such as the input value and any related adjustments to the entitys data. As
a dependent entitys values roll up into its parent during consolidation, the system stores
consolidation detail including Proportion and Elimination detail. Proportion detail contains
the balances resulting from the execution of consolidation rules. It also reflects the results of the
percent consolidation on the base values. Elimination detail contains any eliminating balances
that result during consolidation based on elimination rules.
The Consolidation dimension includes the following members:
l
Entity InputFor a Base entity, this member represents input data and non-consolidationrelated business logic (for example, member formulas).
For a Parent entity, this captures the input data (journals, override data, and percent
consolidation) or parent entity adjustment, in addition to the consolidation value from its
children.
Entity ConsolidationThis is only available for a Parent entity. The amount in this member
represents the total of the Contribution from each of its children entities. This is a systemcalculated amount as a result of the consolidation process.
Entity TotalThe summation of data of an entity, including both input and adjustment data
stored in the Entity Input member, and the total contribution stored in the Entity
Consolidation member (only for a parent entity).
ProportionThe weighted values of the Entity Input member of a single entity, for a specific
parent entity during a consolidation of a consolidation tree. There is one Entity Proportion
member in the Consolidation dimension for every Parent/Child entity relationship.
EliminationIntercompany elimination data for a specific Parent/Child entity is generated
and stored in this member.
ContributionThe consolidated result of a single entity for a specific Parent Entity. This
includes the automation of the Proportion data and Elimination data for the Parent/Child
entity.
The Consolidation dimension enables you to report on the details used to perform the different
stages of the consolidation process. It stores intermediate results during the consolidation
process to record how the system adjusted the consolidated members. It provides an audit trail
of the transactions applied to data during the consolidation process.
The following figure shows the Consolidation dimension with Intercompany eliminations
enabled:
148
Note: * Entity Consolidation member is a dynamic calculated member and is only applicable to
the Parent entity. This member is calculated by the sum of all childrens contribution.
The system first translates the Entity Total data (including both Entity Input and Entity
Consolidation (applicable only to parent entity) to the currency of its parent.
The system then processes the translated data by applying the percent consolidation (PCON)
as related to its parent, and stores the result at the Proportion member of the Consolidation
dimension.
For any intercompany data, the value is eliminated and data is stored in the Elimination
member of the Consolidation dimension.
The summation of Entity Proportion data and Elimination data is stored in the Contribution
member of the Consolidation dimension.
The system then aggregates the Contribution data of all child entities of a Parent entity. The
system stores the consolidated result at the Parent entitys Entity Consolidation member.
The status of the parent entity changes to OK.
Intercompany Eliminations
When an application is enabled for Intercompany accounts and contains Intercompany account
data, eliminations take place as part of the consolidation process.
The intercompany elimination is done at the first common parent entity. During the
intercompany elimination process, for any Intercompany account, the system moves the amount
from the Intercompany account to the Plug Target account.
The Plug Target account can be an Intercompany account or non-Intercompany account. If you
want to view the detail of the elimination in the individual partner in the Plug account, then the
Plug account should be set as an Intercompany account. If not, all elimination details for each
partner are stored in the No Intercompany member of the Intercompany Dimension.
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Translating Data
Currency translation converts account data from one currency to another. You can translate
data from the entitys input currency to any other currency that has been defined in the
application, either during the consolidation process or separately. When you consolidate data,
currency translation occurs if the parent entity has a different default currency than the child
entities.
After the translation rule is run, the translated currency dimension is stored. You can make
adjustments to the translated amounts in each currency through journals.
To translate data:
1
When the translation process successfully completes, the system displays a confirmation message. Click
OK.
Consolidate
Force Consolidate
Translate
Force Translate
DataLoad_PreProcess_Consol
DataLoad_PostProcess_Consol
MetadataLoad_PostProcess_Consol
FCCSFormStatusProcessor
RefreshDatabase_PostProcess_Consol
RefreshDatabase_DelegatePostProcess
ComputeRates
RefreshDatabase_PostProcess_Rates
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You must also have Write access to the Parent entity selected to be consolidated or translated.
Note: Entities that are locked are excluded from the consolidation process.
As an Administrator, you assign access to the Consolidate and Translate actions by assigning
users access to the appropriate rule. When you assign a user Launch access to the Consolidate
Business Rule, the user also has access to the Consolidate action menu. When you assign a user
Launch access to the Translate Business Rule, the user also has access to the Translate action
menu.
Note: Administrators have default access to all the rules in the application.
Calculation Status
Oracle Financial Consolidation Close Cloud maintains the calculation status for each Scenario,
Period, Entity and Parent entity combination. The calculation status indicates whether data
needs to be translated or consolidated. The calculation status can change as a result of several
actions:
l
Reloading rules
Table 35
Consolidation Statuses
Status
Description
OK
Data is OK - none of the data for the specified dimensions has changed.
No Data
Impacted
Data has changed since last generated, which requires a reconsolidation to change its status to OK. This occurs when
a change to a base entity data impacts a parent entity.
Needs Translation
The selected dimension member is not the entitys default currency and its translated values may not be current.
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Status
Description
System Change
A change has occurred that may affect the data for the specified dimensions. For example, a new rules file or metadata
file has been loaded, or the currency rate has changed.
You can view the calculation status in forms and grids and then take action as necessary. The
following tables list available actions for forms and grids.
Table 36
Status
Description
Action
No Data
None
OK
None
Table 37
Status
Description
Action
OK
None
Impacted
Consolidate
Table 38
Status
Description
Action
OK
None
Needs Translation
Data needs to be translated because it has never been translated or data has changed since the last
translation.
Translate
Table 39
Status
Description
Action
OK
None
Needs
Translation
Translate
Table 40
Status
Description
Action
No Data
Consolidate
OK
Data is OK.
None
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Status
Description
Action
Impacted
Data has changed since last generated, which requires reconsolidation to change its status to OK.
Consolidate
Table 41
Status
Description
Action
No Data
Translate
OK
None
Need Translation
Consolidating Data
You can launch the Consolidation or Translation process from a form, and you can view the
data status in a grid. Oracle Financial Consolidation and Close Cloud provides a predefined Data
Status grid, which contains entities in the rows, and periods in the columns. The data in the grid
is based on the Scenario/Entity/Period/Entity/Currency information from the form.
In the status grid, you select the cells/rows to consolidate or translate.
When you select a parent to consolidate, all descendants of the parent are also consolidated. If
you consolidate data for a period and the data for prior periods has not been consolidated, the
data for the prior period is also consolidated.
When the consolidation process is complete, the status of each successfully consolidated entity
changes to OK.
To consolidate data:
1
When the consolidation process successfully completes, the system displays a confirmation message.
Click OK.
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Review Pending Jobs and Recent Activity to check the status of the consolidation.
Consolidation Examples
Subtopics
l
l
l
Reconsolidating at the intermediate parent entity only impacts the upper-level parent
entities.
Reconsolidating the top-level parent entity consolidates all parent entities below.
154
Consolidate April when the January to February calculation status is OK, but March is
impacted.
155
156
10
In This Chapter
Close Manager Terms.................................................................................... 157
Close Process Overview ................................................................................. 158
Sample Task Flows....................................................................................... 159
Managing Close Manager System Settings............................................................ 160
Managing Close Process Attributes .................................................................... 169
Managing Alert Types .................................................................................... 176
TasksA unit of action in the application, for example, data entry or data consolidation.
Power users define the tasks that comprise a close process. Users can read task instructions,
answer questions, submit, reassign, approve, and reject tasks, and can access tasks from email
notifications or by logging on to the application.
Integration TypesA definition of a service provided by an application.
Task TypesIdentify and categorize tasks commonly performed during a close period; for
example, Data Entry, or G/L Extract. The Task Type enables you to set default information,
such as settings that need to be input by the user, and questions or instructions that are
shared by all tasks of that type. Task Types are often based on Integration Types.
Execution TypesEnd-users, System-Automated Task, Event Monitoring Task
TemplatesTasks that are repeatable over close periods. Administrators can create
templates for different types of close periods, such as monthly or quarterly.
SchedulesDefines the chronologically ordered set of tasks that must be executed for a
specific close period, and is the alignment of a template's generic close days to calendar dates.
DashboardThis view presents a portal-style interface with views into schedules and task
lists, and high-level summaries into which you can drill down for greater detail.
AlertsNotifications from users on issues that they encounter during the process, such as
hardware or software issues. Users create alerts identifying a problem and assign them to be
resolved.
157
Set up organizational units. See Managing Close Process Organizational Units on page
162.
Set up global integration tokens. See Managing Global Integration Tokens on page
160.
Set up holiday rules. See Managing Holiday Rules for Close Calendars on page 165.
Set up attachment size. See Maximum Task Attachment Size on page 168.
Enable email notifications. See Setting Up Email for Approvals and Notifications on
page 277.
3. The administrator reviews the tasks required for a close process and sets up Task Types to
ensure consistency across tasks and to leverage predefined product integrations.
See Chapter 11, Managing Task Types.
4. Because many tasks are repeatable over close periods, the administrator saves a set of tasks
as a template to use for future periods. See Chapter 12, Managing Task Templates.
For example, an administrator can set up a monthly or quarterly close once and then use it
for all months or quarters. Tasks are defined with task predecessors, Assignees, and
Approvers.
5. To initiate the close process for a period, administrators generate a schedule (a chronological
set of tasks) by selecting a template and assigning calendar dates. The generic tasks in the
template are applied to calendar dates. See Chapter 14, Managing Close Schedules.
6. To begin the close process, the administrator changes the schedule status from Pending to
Open.
7. The administrator can also modify the schedule if needed and monitor it throughout the
close cycle.
8. During the close process, users receive email notifications of assigned tasks and can click
links in the email for direct access to assigned tasks.
9. Alternatively, users can log on to review and access assigned tasks in different types of views.
10. When users complete tasks, the tasks are sent to approvers and can be viewed by other users.
11. Users can create alerts for issues, such as hardware or software issues, that they encounter
during the close process. Alerts are forwarded to Assignees and Approvers for resolution.
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The Power User logs on and opens the Manage Templates page.
The Corporate Quarterly Close template contains many of the tasks required for the
corporation quarterly close cycle. From the list of templates, the Power User selects the
Quarterly Close template and reviews it.
The Power User selects the calendar dates on which to line up the template tasks, and creates
a schedule from the quarterly template.
The Power User then adds a task to the template specifically for Quarter 2.
The Power User opens the schedule, which begins the close process.
The Power User logs on and checks the status of activities through Day 3.
The Power User reviews open tasks for comments or attachments provided by assigned
users.
Scenario 3: Approver
A user assigned as an Approver reviews a current task to determine whether it can be approved.
l
Scenario 4: User
A user logs on to the application and reviews and completes an assigned task.
l
159
The user clicks the link for an assigned task - MD&A input.
The task page is launched with instructions for the task, and a reference document.
The user reviews the instructions and the reference document, processes the updates, enters
a comment about the task, and submits it for approval.
The system automatically updates the task status and sends a notification to the assigned
approver.
Scenario 5: User
A user responds to an email notification of a task to load data, clicks a link in the email, and then
completes the task.
l
The user reviews the instructions for the task and selects the Go to Task link.
The user enters a comment about the task and submits it for approval.
where
$YearName$ = 2012
$PeriodName$ = Jan12
$ScheduleName$ = DemoSchedule
160
Parameters can be configured from static parameters defined in your application, attributes of
type Text and List, and the following native attributes assigned to Tasks, Templates, and
Schedules:
l
Period Name
Schedule Name
Task Name
Task ID
Year Name
Templates: After an administrator or power user adds a reference URL to a template in the
Instructions section, the URL is clickable on the Instruction tab.
Schedule: After an administrator or power user adds a reference URL to a schedule in the
Instructions section, the URL is clickable in Instructions.
Task Details: After an administrator or power user or task owner adds a reference URL to a
task in the Instructions section, the URL is clickable in Instructions.
Task Types: After an administrator adds a reference URL to a Task Type in the Instructions
section, the URL is clickable on the Instruction tab.
Task Actions: Viewers of Task Actions can click the reference URLs.
Tokens
Global Integration Tokens:
l
Must be unique
Cannot be modified
Should not be deleted. When you try to delete, a warning is displayed: Deleting a Global
Integration Token will invalidate the URLs that are referencing it. Are you sure you want to
continue?
Creating a Token
To create a token:
1
Under Manage, select System Settings. In System Settings, select Global Integration Tokens.
161
Enter:
l
Token Value:
m
If Task Attribute is selected as the Parameter Type, select the value that is passed
when the URL is rendered.
If Static Attribute is selected as the Parameter Type, enter the value that is passed
when the URL is rendered.
Deleting a Token
To delete a token:
1
Under Manage, select System Settings. In System Settings, select Global Integration Tokens.
A warning message is displayed: Deleting a Global Integration Token will invalidate the
URLs that are referencing it. Are you sure you want to continue?
Organizational Units allow administrators to model regions, entities, business units, divisions,
departments, or any other entity that might be affiliated with a task. Organizational units are
hierarchical to facilitate reporting.
The section that displays the hierarchy enables administrators to expand and collapse sections
of the hierarchy.
Under Manage, select System Settings. In System Settings, select Organizational Units.
Name
Administrators can change the name, and it need not be unique.
Organizational Unit ID
A unique ID used to identify the transaction for Migration purposes. Organizational
Unit ID cannot be changed after an organizational unit is set.
Optional: Description
Time Zone
Determines which time zone applies to the organizational unit. Selection of a time zone
is optional. If a time zone is not selected, the task time zone will revert to the users time
zone.
Holiday Rule
Determines which list of holidays applies to the organizational unit. Selection of a
Holiday Rule is optional.
Work Days
Determines which days of the week are work days.
The Access tab enables Administrators to assign viewer and commentator access in a centralized
location, rather than having to assign it to each task.
To select a user:
a. Select Actions, and then Add.
b. In Select Viewers, enter the First Name and Last Name, or click Select Users..
c. In Search Results, select the Users, Groups, or Teams and add them to the Available
column.
Under Manage, select System Settings. In System Settings, select Organizational Units.
163
Enter the file name or click Browse to navigate to the CSV import file.
Sample Organizational import format:
Note: This import organizational unit example requires a pre-existing parent org unit
named `Americas', a holiday rule named `US', and a viewer named fm_user5.
Create these or edit the file accordingly to use other objects
"OrganizationalUnitID","Name","ParentOrganization","Description",
"TimeZone","H
olidayRule","Calendar","Workdays","Viewer1","Commentator1" "US2",
"US2","Americas","Import Organization US2 Example","ET
(UTC-05:00)","US","",2-3-5,"fm_user5",""
l
ReplaceReplaces the Organizational Unit detail with the Organizational Unit that
is in the file that you are importing. It does not affect other units that are not specified
in the import file.
Replace AllImports a new set of Organizational Units that replaces the existing
Units. This option is useful when you want to replace a unit in one system with an
updated definition from another system. Organizational Units that are not specified
in the import file are deleted.
Click Import.
To select an organization:
1
Select an organization. An arrow indicates a child organization exists. Expand the parent to select a
child organization.
Click OK.
164
Holiday Rules are collections of holiday dates. The Manage Holiday Rules dialog enables
Administrators to manage holiday rules.
Under Manage, select System Settings. In System Settings, select Holiday Rules.
Enter:
l
Holiday Rule ID
Holiday Rule ID is mandatory and must be unique.
Name
The name of the holiday rule is mandatory and can be up to 50 characters. Uniqueness
is not required.
Year
The Year attribute behaves as a filter option. Users need not select a value for this
attribute. If they do, then the table should be filtered to display the dates associated with
the selected year.
165
Under Manage, select System Settings. In System Settings, select Holiday Rules.
On the bottom section of Holiday Rules, select Actions, and then Import
l
Enter the file name, or click Browse to navigate to the CSV import file.
Example of a holiday date import format:
"Date","Name"
"Jan 1, 2016","New Years Day"
"May 30, 2016","Memorial Day"
ReplaceReplaces the holiday dates with the holiday dates in the file that you are
importing. Does not affect other units that are not specified in the import file.
Replace AllImports a new set of holiday dates that replaces the existing holiday
dates. Use this option to replace unit in one system with an updated definition from
another system. Holiday dates that are not specified in the import file are deleted.
Date Format
Select a Date Format from the drop-down list of allowed date formats. Date formats are not
translated. By default, the date format is set to the locale date format of the exported file
location.
For example:
MM/dd/yyyy
dd/MM/yyyy
dd-MMM-yy
MMM d, yyyy
Click Import.
Under Manage, select System Settings. In System Settings, select Holiday Rules.
Select a rule.
Edit:
l
Holiday Rule ID
Holiday Rule ID is mandatory and must be unique.
166
Name
Can be up to 50 characters. Uniqueness is not required.
Year
The Year attribute behaves as a filter option. Users need not select a value for this
attribute. If they do, then the table should be filtered to display the dates associated with
the selected year.
Under Manage, select System Settings. In System Settings, select Holiday Rules.
You cannot delete a holiday rule associated with an organizational unit that is not logically
deleted. A list of organizational units to which the holiday rule was assigned is displayed.
Under Manage, select System Settings. In System Settings, select Holiday Rules.
Approver Levels
Maximum Task Attachment Size
User Sync Process
Approver Levels
Approver levels determine the number of task reviews.
167
Under Manage, click System Settings. In System Settings, select Configuration Settings, and then
Approver Levels.
Under Manage, select System Settings. In System Settings, select Configuration Settings, and then
Maximum Attachment Size.
In Select maximum file upload size, select a value from 5 MB, with incremental values of 5 MB, up to
100 MB.
Under Manage, select System Settings. In System Settings, select Configuration Settings, and then
User Sync Process.
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To initialize to run daily at 5:30 AM server time, for User Sync Process, select Turn On.
To manually initiate a user sync, for User Sync Process, select Turn Off, then click Save,
then select Turn On, and then click Save.
Defining Attributes
Importing List Attributes
Editing Attributes
Duplicating Attributes
Deleting Attributes
Viewing Attributes
Searching for Attributes
Attributes are user-defined fields defined centrally by administrators and used in many places.
You can specify different value types for attributes: Date, Date and Time, List, Number, Text,
and True or False. For example, you can define a custom attribute named Auto Submit with a
value type of Yes or No. When you assign the Auto Submit attribute to an item, you can set it
to Yes for tasks required by external users.
If you select the List type, you can define a pick list of values. For example, you can define a List
attribute named Sales Region, with North, South, East, and West as values.
You can create, edit, and delete attributes.
Defining Attributes
To create an attribute:
1
Name
Attribute Type:
m
Date
Integer
List:
Multi-Line Text
The maximum length should be less than 4,000 characters.
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Select Multi-Line Text, then enter the Number of Lines, from 3 to 50 lines. Multi-Line
Text determines how many lines of text are visible, without scrolling, on the Actions
dialog boxes.
For Multi-Line text type: Select Include Attachments if you want the custom attribute
to include an attachments section on the Actions dialog box.
m
Number:
If you select Number, select number formatting options
o
For Decimal Places, enter a value for the number of decimal places to display.
Select the Thousands Separator option if you want numbers to display a
thousands separator (for example, 1,000.00)
From the Currency Symbol list, select a currency symbol, for example, Dollars
($).
From the Negative Number list, select how to display negative numbers, for
example, (123).
From the Scale list, select a scale value for numbers, for example, 1000.
Text
True or False
User
Yes or No
Calculation
Calculated attributes are read-only. Calculations can only be evaluated against
Schedules:
Schedules: You can add any Calculation and the calculation is evaluated, regardless of
whether it was explicitly assigned to the task or not.
Templates: You cannot add a custom attribute, that has the Calculation option selected,
as a column or a filterable attribute.
Administrators can add attributes to the attributes sections in the Actions dialogs and
they will be viewable by workflow users. Administrators can restrict access to certain
roles by setting access to Do Not Display. For example for calculated attribute XYZ, an
administrator could add Viewer: Do Not Display access to it, so that XYZ wouldn't
appear for viewers.
Any user role can add calculated attributes as columns in views and portlets. They can
also be added as filterable attributes in the Filter Panel.
When you select Calculation, a Calculation definition section is displayed:
m
170
The following table lists the calculation types that each attribute type can use when
the Calculation option is chosen:
Attribute Type
Conditional
Scripted
Date
Date/Time
Integer
List
Multi-Line Text
Number
Text
True/False
User
Yes/No
m
When you select Scripted Calculation type, to enter a free-form calculation equation,
use the Add Attribute and Add Function:
Add AttributeSelect an attribute and insert the attribute into the Calculation
Definition box at the location of the cursor. If the cursor is in the middle of a word
or attribute, the word/attribute will be replaced in the definition. Any attribute that
is added will have brackets {} around the name, according to the scripting format.
Add FunctionSelect a function and add the function to the Calculation Definition.
The Function is added with placeholders for each parameter.
For example: Insert the DATE_DIFF function in the calculation definition:
DATE_DIFF(<Date1>, <Date2>, <Type>)
Then replace the placeholders with attributes:
DATE_DIFF( {Start Date}, {End Date}, 'DAYS')
Other scripted function examples:
o
Extract Text: Returns the substring within the value, from the positions
specified.
SUBSTRING(<Value>, <Location>, <Length>)
Example: SUBSTRING( {Name} , 5, 10)
If-Then-Else:
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)
Example: IF_THEN_ELSE( ( {Priority} = 'Low'),
1,IF_THEN_ELSE( ( {Priority} = 'Medium'), 2, IF_THEN_ELSE( ( {Priority}
= 'High'), 3, 0)))
If-Then-Else: Allows the user to insert a conditional calculation into the scripted
calculation. IF_THEN_ELSE calculations can be nested to support ELSE IF
type calculations as well.
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)
Example: ,
IF_THEN_ELSE( ( {Priority} = 'Low'), 'Good'
IF_THEN_ELSE( ( {Priority} = 'Medium'), 'Better'. 'Best') )
Maximum: Returns the maximum value from a list of attributes. There can be
any number of parameters.
MAX <Value1>, <Value2>, <ValueN>)
Example: MAX( {Scripted Substring Loc a}, {Scripted Substring Loc s},
{Scripted Substring Loc t} )
Minimum: Returns the minimum value from a list of attributes. There can be
any number of parameters.
MIN <Value1>, <Value2>, <ValueN>)
Example: MIN( {Scripted Substring Loc a}, {Scripted Substring Loc s}, {Scripted
Substring Loc t} )
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Substring:
Text Location: Returns the index of the substring within the value, starting at
1 as the first position.
INSTRING(<Value>, <Value To Search>)
Example: INSTRING( UPPERCASE( {Name} ), 'TAX' )
The following validation checks are performed when you attempt to save the Scripted
Calculation:
l
Create an import file of type List in a TXT file format, with each value on a separate line.
For example:
Blue
Yellow
Red
Green
Select an attribute of type List, and then click Actions, and then Edit.
Click Import
Click Import. Import List Values displays the values: Total List Values, Completed, Errored, List Values
Created, and List Values Updated.
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If Completed with Errors, the errors are listed. To export the error list, click Export to Excel .
Editing Attributes
You can edit the name of a custom attribute. If the attribute type is a List, you can also add,
rename, or delete list values.
To edit attributes:
1
Select an attribute.
Click Edit.
Note: If the attribute is a List type, you can add, rename, or delete list values. After a custom
Click OK.
Duplicating Attributes
You can duplicate attributes.
To duplicate attributes:
1
Select an attribute.
Click Duplicate.
Click Close.
Deleting Attributes
You can delete attributes that you no longer need. When you delete an attribute, the system
removes all references to the attribute.
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To delete attributes:
1
Select attributes.
Click Delete.
Viewing Attributes
In Manage Attributes, you can specify which columns to display for the list of attributes, or show
all. You can also reorder columns, sort columns by ascending or descending order, and change
the column widths.
To display columns:
1
To display all columns, select View, then Columns, and then select Show All.
To display specific columns, select View, then Columns, and select or deselect the column
names.
To reorder columns, select View, and then Reorder Columns, select columns and use the
Up or Down arrows or drag them to change the order.
To sort columns, hover over a column header until the Sort icons are displayed, and
then click Sort Ascending or Sort Descending.
To change column widths, hover over the column header dividers until the arrows
display, and drag the columns to the desired width.
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Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced,
and then enter search criteria.
Tip: Click Add Fields to select additional fields for search criteria.
Click Search.
Tip: To reset the list to display all attributes, click Reset.
During the close process, users might encounter roadblocks such as a hardware failure, software
issues, system failure, and so on. They can create an alert identifying the problem, and attach it
to the task.
For example, a user is running an AP Period Close process and cant log on to the AP system.
The user creates the alert indicating Software Issue as the type and assigns it to the System
Administrator. The System Administrator resolves the login issue, then closes the alert or submits
it for approval.
You can maintain a list of alert types to categorize alerts.
176
Click New.
Click Edit.
Click OK.
To display columns:
1
To display all columns, select View, then Columns, and then select Show All.
To display specific columns, select View, then Columns, and select or deselect the column
names.
To reorder columns, select View, and then Reorder Columns, select columns and use the
Up or Down arrows or drag them to change the order.
To sort columns, hover over a column header until the Sort icons are displayed, and
then click Sort Ascending or Sort Descending.
To change column widths, hover over the column header dividers until the arrows
display, and drag the columns to the desired width.
177
Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced,
and enter search criteria.
Tip: Click Add Fields to select additional fields for search criteria.
Click Search.
Tip: To reset the list to display all alert types, click Reset.
Click Delete.
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11
In This Chapter
Task Types ................................................................................................ 179
Creating Task Types...................................................................................... 180
Setting Task Type Properties ............................................................................ 180
Setting Task Type Parameters........................................................................... 181
Specifying Task Type Instructions....................................................................... 181
Specifying Task Type Questions ........................................................................ 182
Assigning Task Type Attributes.......................................................................... 183
Working With Task Type Rules .......................................................................... 185
Viewing Task Type History ............................................................................... 186
Editing Task Types ....................................................................................... 187
Viewing Task Types....................................................................................... 188
Searching for Task Types ................................................................................ 188
Importing Task Types .................................................................................... 189
Exporting Task Types..................................................................................... 190
Deleting Task Types ...................................................................................... 190
Task Types
Task Types are saved definitions of commonly performed tasks. They identify and categorize
tasks commonly performed during a close period, for example, Data Entry or General Ledger
Extract. Task Types enable you to set default information, such as settings that must be input
by the user, and questions or instructions that are shared by all tasks of that type. For example,
if you have a set of required questions to be answered by users responsible for data loads, you
can create a Data Load Task Type with the required questions. When you create data load tasks,
you can select the Data Load Task Type and the questions are automatically included in the tasks.
Two predefined Task Types are installed by default:
l
Basic Task: Basic Task Type that does not contain instructions, questions, or attributes.
Parent Task: Enables you to create parent tasks to define task hierarchies.
To create and manage Task Types, you must be assigned the Service Administrator or Power
User security role. Power Users can create their own Task Types, but can only view those of
others.
179
Click New.
See also:
Enter a Task Type ID that can be used to identify the Task Type.
To specify an Integration Type, click Browse to search for and select an Integration Type, then click
OK. Selecting an Integration Type enables the Task Type to inherit the parameters from that Integration
Type.
Optional: For an End-User Type, select Allow Early Start to allow the Assignee to open the task before
the scheduled start time.
See also:
l
180
parameters that must be defined. Parameter values can be set at the Task Type level or at
the task level.
Some tasks contain parameters that need to be changed each time that they are applied to a
schedule. For example, date-driven parameters for Data Entry tasks may need to be set to the
current month each time they are added to a schedule. When you set Task Type parameters, you
can specify which parameters can be overridden during the scheduling process.
From the New Task Type dialog box, select the Parameters tab.
Optional: To enable the parameter to be overridden at scheduling time, select Override at scheduling.
See also:
l
To specify instructions:
1
181
To add a reference:
1
Local File
Enter a name, click Browse to select and attach the file, and click OK.
URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com,
and click OK.
See also:
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Type.
To specify questions:
1
Click New.
From the New Question dialog box, for Question, enter the text for the question.
182
Date
Integer
List
Enter a list of valid responses to the question.
Multi-Line Text
The maximum length should be less than 4,000 characters.
Enter the Number of Lines, from 3 to 50 lines. Multi-Line text determines how many
lines of text are visible, without scrolling, on the Actions dialog boxes.
Include Attachments- select if you want the custom attribute to include an attachments
section.
Assign a Role. The purpose of assigning a role is to determine which role can answer the question:
l
Assignee
Approver
Owner
Viewer
Note: When re-ordering questions, you can only re-order within a role.
The Required checkbox is disabled for Questions assigned to Owner or Viewer roles.
Optional: To change the order of questions, select a question, then click Move to Top, Move Up, Move
Down, or Move to Bottom.
Tip: To edit a question, select the question and click Edit. To remove a question, select the
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For example, you may have a List attribute named Sales Region with the values of North, South,
East, and West. The current Task Type applies only to the West Sales Region, so you can add
the Sales Region attribute and set it to West.
To apply an attribute:
1
Enables administrators to assign attributes and provide values for the attributes.
To add an attribute, select Actions, and then Add. Enter:
l
Attribute
Select an attribute from the list of defined attributes.
Type
This noneditable field is populated by the Attribute.
Value
Select a value associated with the type of attribute; for example, a numeric value for
Formatted Number attribute, a List for List attribute, multiple lines of displayed text
without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the
Yes/No attribute.
Access
All roles have view access unless otherwise specified in the Access box.
To add an access, for each of the roles:
a. Click Add.
b. Select a role: Owner, Assignee, Approver, with separate roles for each Approver level
currently in use in the application, or Viewer.
c. Select one of the Role access types.
m
Do Not DisplayDoes not see this attribute on the Task Actions dialog box, or
in any of the dashboards, list views, or reports.
Allow EditsHas the ability to add, change, and remove values for the attribute,
but subject to the editability rules.
RequiredRequires a value for the attribute. The Required option is available
for Assignees and Approvers. Until a value is provided, Assignees are prevented
from submitting, and Approvers are prevented from approving.
d. Click OK.
Click OK.
See also:
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Example of conditions that could apply to this rule: If attributes have specified values (including
calculated attributes)
When conditions are satisfied, the specified approver levels are marked as complete, thus
progressing workflow to the next approval level, or to Closed if no additional approval levels
exist.
Auto Approve Task runs when the Task status changes to Open with Approver.
l
When conditions are satisfied, the assignee role is marked as complete, thus progressing
workflow to the first approval level, or to Closed if no approval levels exist.
Auto-Submit Task rule runs when the Task status changes from Pending to Open with Assignee.
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Prevent Task ApprovalThis rule prevents approval of a task based on attribute values, or
other characteristics. This rule runs when the Approver clicks Approve.
Prevent Task SubmissionThis rule prevents submission of a task based on attribute values,
or other characteristics. This rule runs when the Assignee clicks Submit.
Select the Rules tab. You can view the following information:
185
ConditionsThe choice of what conditions must exist before running the rule
RuleSelect a rule.
DescriptionOptional. Explain why you configured the rule and how should be used.
Approver LevelSelect the rule for all levels or select the Approver levels.
Note: The Approver Level must be set on the Auto Approve Task rule, and the Prevent
Select Create Filter and populate the conditions section or select Use Saved Filter, and
then select a filter. The filter selected and configured for the rule determines the
conditions that trigger the rule to apply.
ConditionsSelect one:
m
Filter TaskSpecify on which task the conditions should be selected: Current Task, Any
Predecessor, Specific Task (Provide the Task ID).
See also:
l
186
type, the old and new values, the user who made the modification, and the change date. The
information on the History tab is read-only and cannot be changed.
Click Edit.
See also:
187
Select the tab for the information you want to edit and edit the Task Type.
To display columns:
1
To display all columns, select View, then Columns, and then select Show All.
To display specific columns, select View, then Columns, and select or deselect the column
names.
To reorder columns, select View, and then Reorder Columns, select columns and use the
Up or Down arrows or drag them to change the order.
To sort columns, hover over a column header until the Sort icons are displayed, and
then click Sort Ascending or Sort Descending.
To change column widths, hover over the column header dividers until the arrows
display, and drag the columns to the desired width.
Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced,
and enter search criteria.
188
Tip: Click Add Fields to select additional fields for search criteria.
Click Search.
Tip: To reset the list to display all Task Types, click Reset.
To import Task Types, you must have the Service Administrator or Close Power User security
role.
ReplaceCompletely replaces the definition of a Task Type with the definition in the
import file. This option replaces all Task Type detail with the information that is in the
file that you are importing. It does not affect Task Types that are not specified in the
import file.
UpdateUpdates partial information for Task Types. This option is not a full
replacement of the Task Type details. Only details for the Task Type properties specified
in the file are updated.
The system displays a warning that task types matching a task type ID in the import file will
be modified. If you do not want to overwrite the task type, click Cancel.
Date Format
Select a Date Format from the drop-down list of allowed date formats. Date formats are not
translated. By default, the date format is set to the local date format of the exported file
location.
For example:
l
MM/dd/yyyy
dd/MM/yyyy
189
dd-MMM-yy
MMM d, yyyy
Click Import.
From Manage Task Types, select a Task Type, then click Export.
From Manage Task Types, select the Task Type that you want to delete.
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12
In This Chapter
Creating Task Templates ................................................................................ 192
Opening Templates ...................................................................................... 199
Adding Tasks to Templates.............................................................................. 200
Editing Templates ........................................................................................ 200
Importing Tasks into Templates......................................................................... 200
Task Import File Format ................................................................................. 202
Exporting Tasks to Microsoft Excel...................................................................... 205
Reassigning Users ....................................................................................... 205
Creating Schedules from Templates.................................................................... 206
Manually Validating Templates ......................................................................... 208
Viewing Templates ....................................................................................... 209
Searching for Templates................................................................................. 209
Deleting Templates ...................................................................................... 210
A task template defines a repeatable set of tasks required for a close period. It is used as a basis
for creating schedules. You can create templates for different types of close periods, such as
monthly or quarterly. You use templates to generate schedules for specific close periods.
Template tasks are not assigned to specific days on a calendar, but are defined using generic days,
for example, day-3, day-2, day-1, day 0, based on close process activities. You apply the task flow
defined in the template to calendar dates when you create schedules.
If you are a Service Administrator or Power User, you can create, edit, delete, and have viewer
rights to templates.
191
You can create templates for specific tasks, such as a Quarterly template to encompass all tasks
involved in a quarterly close. You might further define separate templates for a Headquarters
Quarterly Close and a Regional Quarterly Close.
When you create a template, you can assign users or groups as viewers.
To create a template:
1
Click New.
192
Tasks in a template are organized by numeric template days. Each template has a Day Zero,
which is usually the day the company closes its books. You can specify the number of days a
template tracks before and after the Zero day. Days before Day Zero are represented as Day-5,
Day-4, and so on. Days after Day Zero are represented as Day 3, Day 4, and so on. A template
has at least one day (Day Zero), even if you do not specify days before or after it.
From the New or Edit Template dialog, on the Properties tab, enter:
l
Name
Description
Organizational Unit
From the New or Edit Template dialog, select the Instructions tab.
In Instructions, enter instruction text for each task in the template to include.
Click OK.
193
To add a reference:
1
Local File
Enter a name, click Browse to select and attach the file, and click OK.
URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com.
and click OK.
Assigning Viewers
The Viewers tab enables you to assign viewer rights to users who may view tasks in the schedule
and schedule tasks that are generated from the template. You can assign multiple users to a
template as viewers. Viewers can be a group assignment. A Power User viewer can view the
template details and template tasks as read-only. A Close User viewer has no template access,
and only read-only access to schedules produced from the template.
From the New or Edit Template dialog, select the Viewers tab.
Click Add.
To search by users or groups, click Search Users, then select Users, Groups, or Teams.
To specifically identify a user, click Advanced, then enter a User ID, Email address, or Description.
From the Search Results list, select IDs, then move them to the Selected box.
For additional details about the user, such as groups and roles, click Details.
194
To apply an attribute:
1
From the New or Edit Template dialog, select the Attributes tab.
Click Add.
For Value, depending on the attribute, select a value for the attribute from a drop-down list, or enter a
value.
Click OK.
195
From the New or Edit Template dialog, select the Day Labels tab.
Click OK.
Embedding Templates
You can reuse tasks from one template in another by embedding a template into another
template. When you schedule tasks for a template, tasks for embedded templates are also
scheduled.
For example, the Quarterly close process may be the same as the Monthly close process with
some additional quarterly-only tasks. Instead of copying the Monthly template, you can specify
that the Quarterly template embeds the Monthly template so if you change the Monthly template,
you do not need to update the Quarterly. When you generate a schedule from the Quarterly
template, the schedule includes the tasks from the Monthly template.
Note: Only one level of embedding is possible. For example, if Template A is embedded in
To embed templates:
1
From the New or Edit Template dialog, select the Embedded Templates tab.
list and click Remove or Remove All to move it to the Available Templates list.
Click OK.
196
When conditions are satisfied, the rule causes the specified approver levels to be marked as
complete, and workflow progresses to the next approval level or is closed if no additional
approval levels exist.
This rule runs when the Task status changes to Open with Approver.
l
When conditions have been satisfied, the rule causes the assignee role to be marked as complete,
thus progressing workflow to the first approval level, or to Closed if no approval levels exist.
Notes:
1. Auto Submit Task runs when the Task status changes from Pending to Open with Assignee.
Auto Submit Task rule honors predecessor relationship. It will only run when FINISH-TOFINISH predecessors have completed without error and FINISH ERROR-TO-FINISH
predecessors have completed. When a FINISH-TO-FINISH predecessor is Closed by either
user or rules, it should check for its RUNNING successors and trigger Auto Submit Task
rules if necessary.
2. Auto Submit Task rule is not triggered when the task has missing parameters.
l
Prevent Task ApprovalThis rule prevents approval of a task based on attribute values, or
other characteristics. This rule runs when the Approver clicks Approve.
Prevent Task SubmissionThis rule prevents submission of a task based on attribute values,
or other characteristics. This rule runs when the Assignee clicks Submit.
197
Double-click a template.
Select the Rules tab. You can view the following information:
ConditionsThe choice of what conditions must exist before running the rule
To create or edit a rule, on the Rules tab, click Create or Edit and update:
l
RuleSelect a rule.
DescriptionOptional. Explain why you configured the rule and how should be used.
Approver LevelSelect the rule for all levels or select the Approver levels
Select Create Filter and populate the conditions section or select Use Saved Filter, and
then select a filter. The filter selected and configured for the rule determines the
conditions that trigger the rule to apply.
ConditionsSelect one:
m
Filter Task Specify on which task the condition should be selected: Current Task, Any
Predecessor, Specific Task (Provide the Task ID).
To delete, duplicate, or reorder a rule, click the appropriate button and follow the instructions.
198
Click Edit.
Click OK.
Opening Templates
You can open templates from the Manage Templates dialog box.
To open a template:
1
199
Click OK.
Editing Templates
You can edit templates to change the properties, such as the name of a template and the number
of days before and after Day Zero. If you reduce the number of days before or after the Day Zero,
tasks associated with those days are removed. Editing a template has no effect on schedules
previously generated from that template.
You can edit, copy, and delete tasks in a template.
You must be working in the source template to edit tasks from embedded templates.
To edit a template:
1
Click OK.
200
Note: Before you import tasks into a template, you must specify task IDs that are unique in the
Replace
Replaces the definition of a task with the definition in the import file. This option replaces
the task detail with the detail that is in the file that you are importing. It does not affect other
tasks in the template that are not specified in the import file.
Replace All
Imports a new set of tasks that replaces the tasks in a template. This option is useful when
you want to replace a template in one system with an updated definition from another
system. Tasks that are not specified in the import file are deleted from the template.
Update
Updates partial information for tasks. For example, in the import file, you might have made
changes to task instructions, reassigned Owners, Assignees, and Approvers, or removed
some attributes and added new attributes. You might also have made the same change to a
large number of tasks, for example, adding a new attribute to 100 of 400 tasks. The update
option is not a full replacement of the task details. Only details for the task properties
specified in the file are updated. For example, if the import file has only a column for a task
instructions, the task name, Assignee, attributes, and other properties are not affected.
Enter the name of the file to import, or click Browse to find the file.
ReplaceReplaces the definition of a task with the definition in the import files. It does
not affect other tasks that are not specified in the import file.
UpdateUpdates partial information for tasks. For example, in the import file, you
might have made changes to task instructions, reassigned Owners, Assignees, and
Approvers, or removed some attributes and added new attributes. You might also have
made the same change to a large number of tasks, for example, adding a new attribute
to 100 of 400 tasks. The update option is not a full replacement of the task details. Only
details for the task properties specified in the file are updated. For example, if the import
file has only a column for a task instructions, the task name, Assignee, attributes, and
other properties are not affected.
201
Note: The system displays a warning that tasks in the template that match a task ID in the
import file will be modified. If you do not want to overwrite the task, click Cancel to
cancel the import process.
Date Format
Select a Date Format from the drop-down list of allowed date formats. Date formats are not
translated. By default, the date format is set to the locale date format of the exported file
location.
For example:
9
l
MM/dd/yyyy
dd/MM/yyyy
dd-MMM-yy
MMM d, yyyy
Click Import.
If the import is successful, the Import Success dialog box is displayed, indicating that the
template name, the name of the file containing the tasks, and the total number of tasks
imported. Click OK.
If errors are found, the import process is not run, and the Import Errors dialog box displays
errors. View the errors, then click OK to return to Manage Templates.
202
All Text Lookup rows in the file must match values stored in the application. For example, if
you are importing Task Types, you must have specified values for them when you set up the
application. For groups of column headings, if you have a certain number of one of the group,
you must have the same number for other members. For example, if you have QText5, there
must be a corresponding QType5.
Column ID
Description
Type
TaskID
Text
TaskName
Name of task
Text
TaskType
Task Type
Text Lookup
Description
Text
Priority
Text Lookup
StartDate
Integer
For schedules, the start date must be a calendar date in the locale format.
StartTime
Integer
EndDate
Integer
For schedules, the end date must be a calendar date in the locale format.
EndTime
Integer
Duration
Number
Owner
Task owner
Text Lookup
Assignee
Text Lookup
Active
Boolean
StartEarly
Whether the Assignee is allowed to open a pending task prior to the scheduled start time
Boolean
RunAs
Text Lookup
Instruction
Text
Reference#
URL
RefText#
Text
RefType#
Text Lookup
RefURL#
URL
RefDocId#
Integer
Approver#
Approver Level
User Name
Viewer#
Task viewer
User Name
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Column ID
Description
Type
QText#
Text
QType#
Required for question. Data type of question (Text, Member, True/False, and so on)
Text Lookup
QReq#
Boolean
QList#
Text Lookup
QCurrSymbol#
Text
QDecPlaces#
Number
QNegNumFmt#
Text: - or ( )
QScale#
Number, in magnitude:
1000 and so on
QThouSep#
Boolean
Attribute#
Text Lookup
AttrVal#
Text
AttrDisplay
Boolean
Param#
Parameter name
Text Lookup
ParmVal#
Parameter value
Text
Parent
Task ID
Predecessor#
Task ID
PredType#
Text Lookup
PredTemplate#
Text
TaskTypeID
IntegrationType
A sample task import file is provided. It contains these dynamic parameters, which you can
modify:
l
Two questions
Two attributes
204
To export tasks:
1
Reassigning Users
You may periodically need to reassign users to different tasks. For example, you may create a
template and assign a user to certain tasks; however, later that employee leaves the company and
another employee assumes those tasks. You can use the Reassign feature in the Manage
Templates dialog box to automatically change assignments instead of manually searching for,
opening, and editing individual tasks. The Reassign feature enables you to quickly find the tasks
associated with one user and reassign them to another.
You can select the roles for which to reassign users. For example, if you select the Owner role,
the system reassigns the user only in tasks in which the user was assigned as the owner.
To reassign users:
1
Click Find User and enter the search criteria for the user that you want to replace:
a. From the Select User dialog box, enter the first or last name for the user, and click
Search.
205
Click Replace with and enter search criteria for the user to whom you want to reassign tasks.
Owner
Assignee
Approver
Viewer
Click Reassign.
When the process ends, the system displays a Reassign Users - Success message that
indicates that the user reassignment is complete, and displays the template name and total
number of user reassignments made.
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If the template was successfully validated, create the schedule: Click Actions, and then Create
Schedule.
Schedule Name
Year
Period
Select a close period for the schedule.
Date Mapping
m
Organizational Unit
Calendar days
Working days
schedules for each regional entity, taking into consideration the holiday
calendars, time zones, and work day configurations of the entity.
Organizational Unit
Select one:
l
Work DaysIf you do not assign an organizational unit to a task, and you do
not use the Override Work Days feature, than the application uses the following
207
default: Monday Friday are working days, and Saturday and Sunday are nonworking days.
m
Date MapFor each template day whose date assignment you want to modify, in
the Date column, enter the new date.
Optional: Select the Predecessor Task Links tab, select the schedule that contains the predecessor
task and in the Assigned Task list, select the predecessor task.
Optional: Select the Override Parameters tab, review the parameters, and for each parameter that you
want to modify, in the New Value column, enter a new value.
Note: This Override Parameters tab displays only tasks that use a Task Type in which at
A schedule is created and populated with the tasks, instructions and viewers from the
template. It has a status of Pending. By default the schedule is opened into a view when
created.
Review the schedule and make adjustments as needed.
From Manage Templates, select the template that you want to validate.
Click Validate.
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Viewing Templates
In the Manage Templates dialog box, you can specify which columns to display for the list of
templates, or show all. You can also reorder columns, sort columns by ascending or descending
order, or change the column widths.
To display columns:
1
To display all columns, select View, then Columns, and then select Show All.
To display specific columns, select View, then Columns, and select or deselect the column
names.
To reorder columns, select View, and then Reorder Columns, select columns and use the
Up or Down arrows or drag them to change the order.
To sort columns, hover over a column header until the Sort icons are displayed, and
then click Sort Ascending or Sort Descending.
To change column widths, hover over the column header dividers until the arrows
display, and drag the columns to the desired width.
Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced,
and enter search criteria.
Tip: Click Add Fields to select additional fields for search criteria.
Click Search.
Tip: To reset the list to display all templates, click Reset.
209
Deleting Templates
You can delete templates that you no longer need. To delete a template, you must have security
rights to the template.
Deleting a template removes it from the list of available templates and removes tasks associated
with it. It does not directly affect a running schedule, however some reporting and dashboard
metrics may use the template to link various schedule runs together, which are not possible if
the template is deleted.
To delete a template:
1
From Manage Templates, select the template that you want to delete.
Click Delete.
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13
Managing Tasks
In This Chapter
Creating Tasks............................................................................................ 212
Setting Task Properties .................................................................................. 212
Setting Task Parameters................................................................................. 214
Specifying Task Instructions............................................................................. 214
Selecting the Workflow .................................................................................. 215
Adding Task Questions .................................................................................. 217
Setting Task Access...................................................................................... 219
Setting Task Predecessors .............................................................................. 219
Applying Task Attributes ................................................................................. 221
Working With Task Rules ................................................................................ 222
Viewing Task History ..................................................................................... 223
Working with the Task Dialog Box ...................................................................... 224
Importing and Exporting Tasks.......................................................................... 224
Editing Tasks ............................................................................................. 226
Sorting Tasks ............................................................................................. 226
Searching for Tasks ...................................................................................... 227
Moving Tasks ............................................................................................. 227
Cutting, Copying, and Pasting Tasks ................................................................... 227
Reopening Tasks ......................................................................................... 228
Submitting Tasks ......................................................................................... 228
Approving or Rejecting Tasks ........................................................................... 229
Managing Task Reassignments ......................................................................... 229
Deleting Tasks ............................................................................................ 230
Aborting Tasks............................................................................................ 230
Tasks are the core units of action in a close process, such as data entry or data consolidation.
l
End-user tasks require actions by end users, such as answering questions or approving.
System-automated tasks run without user intervention, such as an overnight feed from a
general ledger. The success or failure of the task process is displayed in the task detail.
Event monitoring tasks are tasks which allow products to monitor processes within external
applications.
211
Each task has different parameters depending on the Task Type. If you have Service
Administrator or Power User security rights, you can create, edit, or delete tasks.
Creating Tasks
You can add tasks to templates or schedules. If you create a task in a template, you assign the
start and end date as days before or after Day Zero. If you create a task in a schedule, you select
calendar dates for the start and end dates.
You can group tasks under parent tasks to provide a simpler view of the close process. After
viewing upper-level parent tasks, you can then drill into the underlying tasks. Child tasks of
parent tasks may have different owners than the parent task.
You can create a task using any of these methods:
l
Drag and drop the Task Type onto a template or schedule in a view.
212
For end-user tasks, you can allow an Assignee to open a pending task prior to the scheduled
time, if all task predecessor conditions have been met.
Instructions.
l
Organizational Unit
Represents a hierarchical entity-type structure that you can use to model your
organization. Define a separate organizational unit for each entity for which separate
reporting is required, or for entities that require different configurations for any of the
following: time zones, holidays, work days, or viewer or commentator assignments.
Organizational Units are defined in system settings.
Priority
Select a priority for the task:
High
Medium
Low
Owner
Use the default owner or click Select Owner
Services group.
Select Active to include this task in schedules generated from the template.
Note: This option is not available for tasks created in schedules.
See also:
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213
From the New Task dialog box, select the Parameters tab.
If the parameter values are not entered by the task type, you may enter the required parameter values.
Note: If the parameters are not defined when the task is ready to start, an email is sent to
the task owner. The task waits to start until the values are provided.
See also:
l
214
inherited from the Task Type, template, or schedule, that instruction text is displayed above the
instruction text box and is read-only.
For template tasks, the Template and Task Types instructions are viewable but not editable.
To specify instructions:
1
From the New Task dialog box, select the Instructions tab.
To add a reference:
1
In the References section, select Actions, and then Add, or select the Add icon.
Local File
Enter a name, click Browse to select and attach the file, and click OK.
URL
Enter a URL name, then enter the URL, for example: Oracle, http://www.oracle.com.
See also:
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From the New Task dialog box, select the Workflow tab.
The Workflow tab contains the Assignee and Approver assignments. Enter this information for the
Assignee:
l
AssigneeThe user names available for selection as preparer are only those users
authorized with the preparer role. To select to assign an Assignee to a named user or
Shared Services Group, click
215
to find a user.
Note: The Assignee can be an individual user, group, or team. If you do not select an
Assignee, the owner becomes the default Assignee. Parent and automated tasks
have no Assignees.
l
BackupIf you assigned a user for the primary Assignee, you can assign a backup user
authorized as an Assignee:
a. Click Backup
b. Enter the First Name and Last Name or click Search to select a backup user.
c. Click OK.
l
Starts
Select a start date, then select the time of day, in increments of 15 minutes, for the task
to start.
Ends
Select an end date, then select the time of day, in increments of 15 minutes, for the task
to end.
Optional: For Minimum Duration, enter the minimum duration of a task in the form of
Days, Hours, and Minutes. An At Risk criteria is based on the condition if the Start date
was missed AND (the End_date minus the Current_date is less than the minimum task
duration OR the End_Date minus the Start_Date is less than the minimum duration).
The At Risk tasks display in the Needs Attention Graph in the Status Chart of the
Dashboard.
Optional: For an End-User task, select Allow Early Start to allow the Assignee to open
the task before the scheduled start time.
216
Level Name
Backup
End Date
See also:
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When you create a task, you may want the Assignee to answer questions about their actions
before they indicate a task is complete. For example, you may ask if a certain process was followed
when completing that task.
You can specify questions on the task. You can specify various types of questions, such as Text,
Number, or True/False, and indicate whether they are required. If a question is required, the
user must respond or they cannot submit the task for approval. You can also order the questions
by using the Move Up and Move Down buttons.
For schedule tasks, users can respond to the questions from the Task Actions page. If you are
creating or updating a task in a template, an additional column displays, showing whether the
row is locked or unlocked to indicate whether the user can remove or update the questions.
Rows that are locked cannot be edited or deleted because they are inherited from the Task Type.
In templates, the Task Type questions are displayed, but are not editable.
To add a question:
1
From the New Task dialog box, select the Questions tab.
Click Add.
Date
Integer
List
Enter a list of valid responses to the question.
Multi-Line Text
The maximum length should be less than 4,000 characters.
Select Multi-Line Text, and then enter the Number of Lines, from 3 to 50 lines. MultiLine Text determines how many lines of text are visible without scrolling, on the Actions
dialog boxes.
Select Include Attachments if you want to include an attachments section.
Number
217
For Decimal Places, enter a value for the number of decimal places to display.
Select the Thousands Separator option if you want numbers to display a thousands
separator (for example, 1,000.00)
From the Currency Symbol list, select a currency symbol, for example, Dollars ($).
From the Negative Number list, select how to display negative numbers, for
example, (123).
From the Scale list, select a scale value for numbers, for example, 1000.
Text
True or False
User
Yes or No
Assign a Role (Assignee, Approvers, Owner, Viewer) to the question. Access is based on responsibilities.
Click OK.
Optional: To change the order of questions, select a question, then click Move to Top, Move Up, Move
Down, or Move to Bottom.
Tip: To edit a question, select the question and click Edit. To remove a question, select the
218
See also:
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From the New Task dialog box, select the Access tab.
Enter the first or last name of the user, then click Search.
To specifically identify a user, click Advance, then enter a User ID, Email address, or
Description.
Tip: For additional details about the user, such as groups and roles, click Details.
Optional: To change the order of approvers, select users, then click Move to Top, Move Up, Move
Down, or Move to Bottom.
Tip: To remove a user from the Approvers or Viewers list, select the user, then click Remove.
See also:
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219
Note: Event Monitoring tasks can not have predecessors; however they can be predecessors to
Condition
Description
Finish to Start
Default. The task starts as soon as the predecessor task completes or finishes with warning.
The task starts as soon as the predecessor task completes, even it is in error.
The task completes as soon as the predecessor task completes, even it is in error.
Finish to Finish
The task cannot be marked as Complete until the predecessor task is marked as complete. This is primarily used
for user tasks. For example, a user can start a document summary, but cannot mark it complete until the consolidated
data is final.
From the New Task dialog box, select the Predecessors tab.
Click Add.
a. Click Basic.
b. To refine the search, click Add Fields and select search fields; for example: Execution
Type, Start Date, End Date.
c. From each of the Condition lists, select a condition.
d. Click OK.
See also:
220
Attribute
Select an attribute from the list of defined attributes.
Type
This noneditable field is populated by the Attribute.
Value
Select a value associated with the type of attribute; for example: a numeric value for
Formatted Number attribute, a List for List attribute, multiple lines of displayed text
without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the
Yes/No attribute.
Access
All roles have view access unless otherwise specified in the table below.
To add an access, for each of the Text Box and Attachments tabs:
a. Click Add.
b. Select a role.
c. Select one of the Role access types:
m
Click OK.
See also:
Do Not DisplayDoes not see this attribute in any of the dashboards, list views,
or reports.
Allow EditsHas the ability to add, change, and remove values for the attribute,
but subject to the editability rules.
RequiredRequires a value for the attribute.
221
When conditions are satisfied, the specified approver levels are marked as complete, thus
progressing workflow to the next approval level, or to Closed if no additional approval levels
exist.
This rule runs when the Task status changes to Open with Approver.
l
When conditions are satisfied, the assignee role is marked as complete, thus progressing
workflow to the first approval level, or to Closed if no approval levels exist.
This rule runs when the Task status changes from Pending to Open with Assignee.
l
Select the Rules tab. You can view the following information:
222
ConditionsThe choice of what conditions must exist before running the rule
RuleSelect a rule.
DescriptionOptional. Explain why you configured the rule and how should be used.
Approver LevelSelect the rule for all levels or select the Approver levels
Select Create Filter and populate the conditions section or select Use Saved Filter, and
then select a filter. The filter selected and configured for the rule determines the
conditions that trigger the rule to apply.
ConditionsSelect one:
m
Filter Task - Specify on which task the conditions should be selected: Current Task, Any
Predecessor, Specific Task (Provide the Task ID).
See also:
l
Select a task.
223
Task ID
Status
Schedule Name
Duration
Priority
Organizational Unit
Task Type
Actual Duration
Parameters
Lists the Cluster, Application, Journal Name, and Journal Action Type.
Comments
Workflow
The Alerts and Related Tasks tabs display the current alerts and related tasks.
To create or delete a comment, click Actions, and then Create Comment or Delete Comment.
To abort, click Actions, and then Abort. The purpose of aborting a task (instead of performing a forced
close) is to prevent successors from continuing and to keep the process moving.
Click Close.
224
ReplaceReplaces the definition of a task with the definition in the import file. This
option replaces the task detail with the detail that is in the file that you are importing.
It does not affect other tasks in the schedule that are not specified in the import file.
UpdateUpdates partial information for tasks. For example, in the import file, you
might have made changes to task instructions, reassigned Owners, Assignees, and
Approvers, or removed some attributes and added new attributes. You might also have
made the same change to a large number of tasks, for example, adding a new attribute
to 100 of 400 tasks. The update option is not a full replacement of the task details. Only
details for the task properties specified in the file are updated. For example, if the import
file has only a column for a task instructions, the task name, Assignee, attributes, and
other properties are not affected.
Date Format
Select a Date Format from the drop-down list of allowed date formats. Date formats are not
translated. By default, the date format is set to the locale date format of the exported file
location.
For example:
MM/dd/yyyy
dd/MM/yyyy
dd-MMM-yy
MMM d, yyyy
Click Import.
Note: The system displays a warning that tasks in a schedule that match a task ID in the
import file will be modified. If you do not want to overwrite the task, click Cancel.
To export tasks:
1
Click Export.
Select Open with Microsoft Office Excel (default) or select another program to open the file, or Save
File.
Click OK.
225
Editing Tasks
You can edit tasks depending on their status and your security rights. For example, you can edit
a task description, attributes, or end date.
For an Open task in a Task List, you cannot edit the start date, because the task has started. You
can only change the duration or the end date. You also cannot edit instructions, questions,
Assignee, or approver, and you cannot add, delete, or edit predecessors. You can reassign the
Assignee or approver from the Task Actions workflow.
To edit a task:
1
Attribute
Select an attribute from the list of defined attributes.
Type
This noneditable field is populated by the Attribute.
Value
Select a value associated with the type of attribute; for example: a numeric value for
Formatted Number attribute, a List for List attribute, multiple lines of displayed text
without scrolling for Multi-Line Text, a name of a person, User, or Yes or No for the
Yes/No attribute.
Sorting Tasks
From the Task List, you can sort tasks by ascending or descending order. You can sort by Schedule
Name, Status, Owner, Start or End Date, or Duration.
To sort tasks:
1
Hover over a column header until the Sort icons display, and then click Sort Ascending or Sort
Descending.
226
Enter a task name in the search field, and click Find Task.
Click Previous or Next to find the previous or next task that matches the search criteria.
Moving Tasks
You can use views to move tasks. For example, in the Calendar view, you can move tasks to a
different day.
To move a task:
1
Select a task.
Right-click on the task and drag it to a new location, or cut, copy, and paste the task.
Navigate to the target destination for the task and click OK.
Select a task.
Right-click on the task and select an action, or from the main toolbar, click a toolbar button:
l
227
Right-click on the task, then select Paste, or from the main menu toolbar, select Paste.
The Task Details dialog box opens and enables you to make changes to the task that you are
pasting.
The task is inserted and the views and filter views are refreshed to display the pasted task.
Reopening Tasks
You can reopen tasks and choose to reestablish the predecessor and successor relationships.
To reopen a task:
1
On the Task Details dialog box, click Reopen. The Task Details dialog box is now editable.
On the Predecessors tab, add or delete predecessors and then click Save and Close.
If there are predecessors, then you can choose this option: Re-establish predecessor
relationships - Tasks will open in original order.
Ignore predecessor relationships - All tasks will re-open immediately.
Click OK to close. The task details dialog box closes and the task reopens based on your selections.
Click OK, otherwise, click Cancel.
Submitting Tasks
To submit tasks:
1
To multiselect, press Ctrl for random selection or press Shift while you click the first and last
row in a range.
228
Do one:
l
Actions panel: From Set Status, select Submit from the Status list.
To multiselect, press Ctrl for random selection or press Shift while you click the first and last
row in a range.
Do one:
l
To request a reassignment:
1
Selected Tasks
229
Deleting Tasks
You can delete tasks that you no longer need. To delete a task, you must have Service
Administrator or Power User security rights.
In schedules, you can delete only tasks that have a status of Pending. You cannot delete tasks
that have a status of Open or Closed. If you delete a parent task, you can choose to delete just
the parent, or the parent and its children.
To delete a task:
1
Right-click on the task and select Delete, or from the main toolbar, click the Delete button.
Aborting Tasks
The purpose of aborting a task (instead of performing a forced close) is to prevent successors
from continuing and to keep the process moving:
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230
14
In This Chapter
Manually Creating Schedules ........................................................................... 231
Setting Required Task Parameters ..................................................................... 237
Opening Schedules ...................................................................................... 237
Editing Schedules........................................................................................ 238
Adding Tasks to Schedules ............................................................................. 238
Importing Tasks into Schedules ........................................................................ 239
Updating Tasks in Schedules ........................................................................... 240
Reassigning Users ....................................................................................... 241
Authorizing System-Automated Tasks.................................................................. 242
Setting Schedule Status................................................................................. 243
Viewing Schedule History................................................................................ 244
Validating Schedules .................................................................................... 245
Locking Schedules ....................................................................................... 245
Viewing Schedules ....................................................................................... 245
Searching for Schedules ................................................................................ 246
Deleting Schedules ...................................................................................... 247
A schedule defines a chronologically ordered set of tasks that must be executed for a specific
close period, and is the application of a template into the calendar. For example, you can apply
the Quarterly Close template to the Calendar as Q116 Close Schedule for the first Quarter, then
apply the template again as Q216 Close for the second quarter.
Schedules have a status of Pending, Open, Closed, or Locked. You can change the status of a
schedule from Pending to Open, or from Open to Closed or Locked.
Note: After a schedule is set to Open, it cannot be reset to Pending.
231
schedule from the Manage Schedules page, or create a schedule from a template. When you
create a schedule from a template, all values are inherited from the template definition.
232
Name
Description
Organizational Unit
Year
Period
Status
Note: The schedule status is initially set to Pending and is display only.
Template Name
To save and close, click OK or click the another tab; all entries are saved.
To add a reference:
Local File
Enter a name, click Browse to select and attach the file, and click OK.
URL
Enter a URL name, then enter the URL, for example: Oracle, http://
www.oracle.com, and click OK.
To save and close, click OK or click the Viewers tab; all entries are saved.
233
Click Add.
To search by users or groups, click the Search Users button, then select Users, Groups, or Teams.
To identify a user, click Advanced, then enter a User ID, Email address, or Description.
For additional details about the user, such as groups and roles, click Details.
To save and close, click OK or click the Attributes tab; all entries are saved.
234
To apply an attribute:
1
Click Add.
For Value, depending on the attribute, select a value for the attribute from a drop-down list, or enter a
value.
To save and close, click OK or click the Day Labels tab; all entries are saved.
To save and close, click OK or click the History tab; all entries are saved.
235
Example of conditions that could apply to this rule include: Attributes have specified values
(including calculated attributes).
When conditions are satisfied, the specified approver levels are marked complete, and workflow
progresses to the next approval level, or closes if no additional approval levels exist.
l
When conditions are satisfied, the Assignee role is marked complete, and workflow progresses
to the first Approval level, or closes if no Approval levels exist.
l
Double-click a schedule.
Select the Rules tab. You can view the following information:
ConditionsThe choice of what conditions must exist before running the rule
RuleSelect a rule.
DescriptionOptional. Explain why you configured the rule and how should be used.
Approver LevelSelect the rule for all levels or select the Approver levels.
Select Create Filter and populate the conditions section, or select Use Saved Filter, and
then select a filter. The filter selected and configured for the rule determines the
conditions that trigger the rule to apply.
ConditionsSelect one:
m
236
Filter TaskSpecify on which task the conditions should be selected: Current Task, Any
Predecessor, Specific Task (Provide the Task ID).
Double-click a schedule.
Old Value
New Value
Click OK.
Opening Schedules
You open schedules to add, edit, or work on tasks. You open schedules from the Manage
Schedules dialog box.
To open a schedule:
1
.
237
Editing Schedules
You can edit schedules to change the properties, such as the name or the schedule or the start
and end dates. You cannot change the start date to a date later than the first task in the schedule,
or the end date to a date earlier than the last task in the schedule. You can make changes to an
Open or Pending schedule to modify pending tasks. You cannot add, change, or delete tasks in
a Closed or Locked schedule. To edit a schedule, you must be the schedule owner or an
Administrator.
To edit a schedule:
1
Click OK.
Add tasks.
238
the Owner, Assignee, Approver, and Start Date and Time fields from the import file, or
an error occurs.
If you import information on an End-User task that has started running, it is reset to Open with
Assignee status, and the answers to questions are cleared.
Enter the name of the file to import, or click Browse to find the file.
ReplaceReplaces the definition of a task with the definition in the import file. This
option replaces the task detail with the detail that is in the file that you are importing.
It does not affect other tasks in the schedule that are not specified in the import file.
UpdateUpdates partial information for tasks. For example, in the import file, you
might have made changes to task instructions, reassigned Owners, Assignees, and
Approvers, or removed some attributes and added new attributes. You might also have
made the same change to a large number of tasks, for example, adding a new attribute
to 100 of 400 tasks. The update option is not a full replacement of the task details. Only
details for the task properties specified in the file are updated. For example, if the import
file has only a column for a task instructions, the task name, Assignee, attributes, and
other properties are not affected.
Note: The system displays a warning that tasks in the schedule that match a task ID in the
import file will be modified. If you do not want to overwrite the task, click Cancel.
Date Format
Select a Date Format from the drop-down list of allowed date formats. Date formats are not
translated. By default, the date format is set to the local date format of the exported file
location.
239
For example:
MM/dd/yyyy
dd/MM/yyyy
dd-MMM-yy
MMM d, yyyy
Click Import.
l
If the import is successful, the Import Success dialog box is displayed, indicating the
schedule name, the name of the file containing the tasks, and the total number of tasks
imported. Click OK.
If errors are found, the import process is not run, and the Import Errors dialog box
displays the errors. View the errors, then click OK to return to Manage Schedules.
Task Status
End-User
System-Automated
With Assignee/
Running
With Approver
Closed/Error
From Task Details, the task owner can click Reopen to reopen
the task and make changes. When you save the task, it is reset
to the Assignee.
240
Open a schedule.
Select a task with a Closed or Error status, right-click, and then select View.
Click Reopen.
If the system displays a warning that the Assignee must complete the task again, or that the service will
be executed again, click Yes to continue or No to cancel.
Perform an action:
l
Reassigning Users
You may periodically need to reassign users to different schedules. For example, you may create
a schedule and assign a user to certain rights; however, later that employee leaves the company
and another employee assumes those schedules. You can use the Reassign feature in the Manage
Schedules dialog box to automatically change assignments instead of manually searching for,
opening, and editing individual schedules. The Reassign feature enables you to quickly find the
schedules associated with one user and reassign them to another.
To reassign users:
1
For Find User, click Find User and enter search criteria for the user that you want to replace:
a. From the Select User dialog box, enter the first or last name for the user, and click
Search.
b. Select the user from the results, then click OK.
For Replace with, click Find User and enter search criteria for the user to whom you want to reassign
tasks:
a. From the Select User dialog box, enter the first or last name for the user, and click
Search.
b. Select the user from the results, then click OK.
241
Owner
Assignee
Approver
Viewer
10 Click Reassign.
When the process ends, the system displays a Reassign Users - Success message that
indicates that the user reassignment is complete, and displays the schedule name and total
number of user reassignments made.
If you add a System-Automated task with an alternate runtime user known as the RunAs ID
to a schedule, from a template or by manually adding the task
When you set a schedule to Open status, the system automatically issues a request for
authorization if it has not been completed.
If the parameters of a task are modified by a user other than the Assignee (or task owner if
the owner is also the Assignee), the authorization is reset to unauthorized and must be
obtained by entering a password.
Authorization ensures that the user performing the System-Automated task has security
privileges for the application and data for which the task runs. An administrator who knows the
credentials of the runtime user can perform the authorization or issue a request to the user to
obtain authorization.
When the System-Automated task is scheduled to run, if authorization is not provided, the task
is not run, and its status changes to Needs Attention. If an owner or Assignee edits the task, the
task details indicate that authorization is required. In this case, only the RunAs ID can authorize
the task.
A user who receives a request for authorization can access the Authorization dialog box from a
link in the email or by logging on to the application.
To authorize a task:
1
Select a schedule.
242
Select Actions, and then Authorize Tasks, or select the Authorize Tasks icon.
The system displays a Users selection list and a table of unauthorized tasks for the selected
schedule. The user selection list is populated with users that have pending SystemAutomated tasks assigned to them that require authorization.
The system displays a list of unauthorized tasks for that user. Your user name displays first
on the list in bold by default. If you have no unauthorized tasks, the list is blank.
To view task details, click a task name and review the task parameters.
Tip: To contact the task owner by email, click the Owner name next to the task and view
If you select a user other than yourself, the system prompts you for the user password.
a. If you know the user password, enter it. The list of unauthorized tasks is displayed. Select
tasks and click Authorize to authorize them, which removes them from the list.
b. If you do not know the user password and must request authorization from the user,
click Send Authorization Request, which sends an email to that user.
PendingThe schedule is not yet active. This is the default status of the schedule when it
is created.
OpenThe schedule is open for work to be performed. Tasks in the schedule can be run.
ClosedThe schedule is no longer active but follow-up work may be required. Tasks in the
schedule continue to proceed based on their definitions, but you cannot add tasks to the
schedule. Schedule owners or administrators can reopen a Closed schedule, which changes
its status to Open.
LockedThe schedule is locked and cannot be modified. A locked schedule cannot be set
back to Open status and cannot be edited. It can be viewed and deleted.
When you create a schedule, it has a status of Pending by default so that you can make final
adjustments to it, and add, edit, or delete tasks.
To run a schedule, you change the status from Pending to Open. When the schedule is opened,
tasks begin to execute according to their definition. Status for tasks that have met their starting
condition are set to Open, and task notifications are sent to their Assignees.
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Note: If a schedule task start time is reached and authorization has not been provided for a
system-automated task, the task remains in the Pending status and requires authorization.
When work on the schedule has reached a stage when follow-up work is all that is required, you
set the status to Closed. You cannot add new tasks to a Closed schedule, however users can
continue to work on tasks that are not complete. You can reopen a closed schedule, which
changes its status to Open.
When all close tasks are completed, you set the status to Locked. You cannot edit a Locked
schedule, or set it back to Open.
Select Actions, and then Set Status, or select the Set Status dropdown.
Open
Closed
Locked
Select a schedule.
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If the schedule status is Pending or Open, select Actions, and then Edit.
If the schedule status is Closed or Locked, select Actions, and then Properties.
Validating Schedules
You can validate schedules with a status of Pending or Open. Validating a schedule checks for
problems with start and end dates, predecessor relationships, parent-child relationships, and
missing task parameters for product integrations. You cannot change a schedule status from
Pending to Open until all validation errors are resolved. To validate schedules, you must the
schedule owner or Service Administrator.
To validate a schedule:
1
If there are no errors, the system displays a Schedule Valid success message.
Locking Schedules
You can lock a schedule to prevent users from making further changes.
To lock a schedule:
1
Select Actions, and then Set Status, or from the Set Status dropdown, select Locked.
Click Close.
Viewing Schedules
In Manage Schedules, you can specify which columns to display for the list of schedules, or show
all. You can also reorder columns, sort columns by ascending or descending order, or change
the column widths.
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To display columns:
1
To display all columns, select View, then Columns, and then select Show All.
To display specific columns, select View, then Columns, and select or deselect the column
names.
To reorder columns, select View, and then Reorder Columns, select columns and use the
Up or Down arrows or drag them to change the order.
To sort columns, hover over a column header until the Sort icons are displayed, and
then click Sort Ascending or Sort Descending.
To change column widths, hover over the column header dividers until the arrows
display, and drag the columns to the desired width.
Optional: For additional search operators (such as Contains, Starts with, Ends with), click Advanced,
and enter search criteria.
Tip: Click Add Fields to select additional fields for search criteria.
Click Search.
Tip: To reset the list to display all schedules, click Reset.
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Deleting Schedules
You can delete a schedule that you no longer need. To delete a schedule, you must be the schedule
owner or Service Administrator. Deleting a schedule removes it and all references to it from the
system.
To delete a schedule:
1
From Manage Schedules, select the schedule that you want to delete.
Click Delete.
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248
15
In This Chapter
Process Overview......................................................................................... 249
Supplemental Data Views............................................................................... 250
Managing Dimension Attributes in Supplemental Data Manager ................................... 252
Working with Data Sets.................................................................................. 255
Creating Data Sets....................................................................................... 255
Adding Data Set Attributes.............................................................................. 256
Importing List Attributes ................................................................................. 261
Viewing Data Set History ................................................................................ 262
Deleting Data Set Attributes ............................................................................ 262
Editing Data Sets ........................................................................................ 262
Deleting Data Sets ....................................................................................... 263
Creating Supplemental Data Manager Form Templates.............................................. 263
Deleting Form Templates ................................................................................ 270
Duplicating Form Templates ............................................................................ 271
Deploying a Form Template to a Data Collection Period ............................................. 271
Un-Deploying a Form Template to a Data Collection Period ......................................... 272
Managing Data Collection Workflow ................................................................... 273
Process Overview
Data management requires these steps:
1. The Administrator or Power User completes the required setup procedures:
l
Sets up users.
Sets up metadata information referenced in a data set; for example, dimension definition
and members.
Creates data sets, attributes, and calculation and validation rules for the attributes.
Note: Users can input or calculate an attribute.
Deploys the form template to a specific data collection period to be ready for the
collection process.
m
If the period is not open, then the form instances are in pending status.
If the period is open, then the form instance is active and available for data entry.
Sends email alerts to assigned users for their related data forms.
Loads data manually or uses a CSV file for each form data or web UI.
4. The Approver reviews and approves or rejects the data (may have multiple levels of
approval).
5. The Administrator opens the Period after dimensions, data sets, and forms are created in
the system, and opens a Period to start the data collection process.
6. The Administrator or Power User sends email alerts to assigned users for their related data
forms.
7. The Preparer or Approver groups and filters data to focus on certain data segments.
8. The User views the summarized data after data is approved (depends on workflow option)
and posts data.
9. The Administrator closes and locks the period for the data collection:
l
Closes Period for Data Collection (prevent additional form instances to start)
Use dashboards and views to present records for onscreen viewing, to provide drill-down
capabilities to record details, and to print or export to Excel for ad-hoc reporting.
Data Set
Contains the details of the selected data set, making it easy to view and filter the information.
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Workflow
The Workflow contains all the forms to which the user has access.
To view or hide column attributes, click View and select the attributes. To open the Attribute Selection
dialog where you can select and move the attributes order, click Show More...
RestoreRight-click on the buttons in the minimized area, and then select Restore to
resize.
Left-click: Highlights the record. The Information Panel at the bottom of the screen updates
to display the record details.
Right-click: Displays a context-sensitive menu that enables you to perform certain actions.
Menu contents depend on the status and security role.
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To display columns:
1
Click Attributes.
To display all columns, select View, then Columns, and then select Show All.
To display specific columns, select View, then Columns, and select or deselect the column
names.
To reorder columns, select View, and then Reorder Columns, select columns and use the
Up or Down arrows or drag them to change the order.
To sort columns, hover over a column header until the Sort icons are displayed, and
then click Sort Ascending or Sort Descending.
To change column widths, hover over the column header dividers until the arrows
display, and drag the columns to the desired width.
On the Attributes tab, click Actions, then New, and then Add Attribute.
252
Name
Description
Key Attribute
Select Key Attribute if this attribute is the key attribute.
Data Type
Select one:
m
Date
Integer
List
Select a method:
To import or export list items from a CSV file, click Import or Export.
Number
If you select Number, select formatting options (The defaults are set in the
Preferences section of the System Settings).
o
For Decimal Places, enter a value for the number of decimal places to be
displayed.
Select Display as Percentage to display a percent sign.
Select Thousands Separator to display a thousands separator (for example,
1,000.00). The system displays the thousands separator symbol for the user
locale.
In Negative Number, select how to display negative numbers; for example, (123).
True or False
Yes or No
Default Value
The attribute is populated with this value by default, which you can override.
Click OK.
In Update Dimension, to select the new attribute as a Key Attribute for the dimension, select Key
Attribute.
Note: The system allows multiple attributes as key for a dimension.
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Name
Description
Data Type
Note: You can't change the data type if a member already exists for the dimension or if
Date
DateTime
List
Click Add and enter values for the attribute.
Integer
Number
If you select Number, select formatting options (Defaults are set in the Preferences
section of the System Settings).
o
254
True or False
Yes or No
Default Value
The attribute is populated with this value by default, which you can override.
Click OK.
In Update Dimension, to select the new attribute as a Key Attribute for the dimension, select Key
Attribute.
Note: The system allows multiple attributes as key for a dimension.
A master section displays a listing of Data Sets with columns: Name, Description, Last
Updated on, and Last Updated By
An Attributes section with columns: Name, Data Type, and Assign Workflow
Associated Form Templates with columns: Name, Description, Scenario, and Last Update.
You can add, edit, and remove form templates from the selected data set
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Description
Key Identifier
If no data exists for this data set, you can modify the Key Identifier and attributes of the
data set.
Note: The Key Identifier and Assign Workflow check box option for Entity is selected
by default. As you add attributes, you can select one or more as the Key Identifier.
l
Assign Workflow
Only attributes with Key Identifier ON can be assigned workflow. Assign workflow ON
means that you want to select members from this dimension to assign workflow to each
preparer. To assign workflow, the attribute must be a dimension, because you assign a
workflow from a predefined list.
Name
Dimension Name
Data TypeDate, Date and Time, Integer, List, Number, Text, True or False, Yes or No
256
Add Attribute:.
If you selected Add Attribute, on Create New Attribute, enter the Properties tab information:
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Name
Description
validation rule does not apply. Changes made apply only to new form
instances.
m
Data Type
Select one:
m
Date
Integer
List
Click Add and enter values for the attribute. List is local to the Data Set and can't be
shared among other Data Sets.
Number
If you select Number, select formatting options to override the defaults set in the
Preferences section of System Settings.
o
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In Negative Number, select how to display negative numbers; for example, (123).
True or False
Yes or No
Required
If the attribute is required, you must enter a value in this field during data entry.
Use Value
If Use Value is populated, the system applies the value entered by the designer for any
record created by the user.
Note: You can change the default value during data entry.
If you selected Input for the Attribute Type, then select the Validations tab.
To add a conditional expression:
You can create a special validation rule for the value entered by the user.
a. Click Add.
b. Select an Operand and enter Value1 and Value2.
c. If you need a second condition, select from the following lists:
m
d. Click OK.
l
258
If you selected Calculated for the Attribute Type, then select the Calculations tab.
Calculation Type
Description
Conditional
List
Based on the value of an attribute, return the related member from the
list.
Numeric, Integer
Formula
Numeric, Integer
Round
Text
Concatenate
Integer, Number,
Text
Scripted
b. Click OK.
Date Difference: Returns the difference in days, hours minutes, or seconds between two
dates. For DATE 1 and DATE 2, the values TODAY and NOW can be used, which denote
the current date (with no time component) and date-time, respectively.
DATE_DIFF(<Date1>, <Date2>, <Type>)
Example: DATE_DIFF('TODAY', {Preparer End Date}, 'DAYS') or
DATE_DIFF({Preparer End Date}, 'NOW', 'HOURS')
Extract Text: Returns the substring within the value, from the positions specified.
SUBSTRING(<Value>, <Location>, <Length>)
Example: SUBSTRING( {Name} , 5, 10)
259
If Then Else: Allows the user to insert a conditional calculation into the scripted
calculation. IF_THEN_ELSE calculations can also be nested to support ELSE IF type
calculations.
IF_THEN_ELSE(<Condition>, <Value1>, <Value2>)
Example:
IF_THEN_ELSE( {Risk Rating} = 'Low', 'Good',
IF_THEN_ELSE( {Risk Rating} = 'Medium', 'Better',
IF_THEN_ELSE({Risk Rating} = 'High', 'Best','Bad')))
Maximum: Returns the maximum value from a list of attributes. There can be any
number of parameters.
MAX(<Value1>, <Value2>,<ValueN>)
Example: MAX( TRANSLATE( {Source System Balance (Entered)}, 'USD',
'Accounting'), TRANSLATE( {Source System Balance (Functional)}, 'USD',
'Accounting'), TRANSLATE( {Source System Balance (Reporting)}, 'USD',
'Accounting') )
Maximum Prior: Returns the maximum value over the prior X periods.
MAX_PRIOR (<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>,
<Rate Period*>)
Example: MAX_PRIOR( {Balance (Functional)}, '6', 'CAD', 'REC')
Minimum: Returns the minimum value from a list of attributes. There can be any
number of parameters.
MIN(<Value1>, <Value2>,<ValueN>)
Example: MIN( TRANSLATE( { Balance (Entered)}, 'CAD', 'REC'),
TRANSLATE( {Balance (Functional)}, 'CAD', 'REC'), TRANSLATE( {Balance
(Reporting)}, 'CAD', 'REC') )
Minimum Prior: Returns the minimum value over the prior X periods.
MIN_PRIOR (<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate
Period*>)
Example: MIN_PRIOR( {Source System Balance (Functional)}, '6', 'EUR', 'Simplified')
260
Sum Prior: Returns the sum of a value over the prior X periods.
SUM_PRIOR(<Value>, <Number of Periods>, <To Currency*>, <Rate Type*>, <Rate
Period*>)
Example: SUM_PRIOR( {Balance (Reporting)}, '3', 'EUR', 'REC')
Text Location: Returns the location of the substring within the attribute value, starting
at 1 as the first position.
INSTRING(<Value>, <Value To Search>)
Example: INSTRING( UPPERCASE( {Name} ), 'TAX' )
Create an import file of type List in a TXT file format, with each value on a separate line.
For example:
Blue
Yellow
Red
Green
Click Import.
Click Import. Import List Values displays the values: Total List Values, Completed, Errored, List Values
Created, and List Values Updated.
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Field
Modification Type
Supporting Object
Modified By
Modified On
Old Value
New Value
Select the Attributes tab, then an attribute, then Actions, and then Delete:
l
262
Properties tab:
Attributes tab:
If data exists for this data set, you can modify the Key Identifier and attributes of the data set.
Click New.
Name
Enter a unique form template name.
Description
Scenario
The Scenario dimension is created as part of the application.
Select the form template for a particular scenario; for example: Actual or Budget.
263
Sections
Instructions
Workflow
Questions
Access
History
In New Form Template or Edit Form Template, select the Instructions tab.
Local FileBrowse the local file system and select a file. You must specify a Name. Click
OK to upload the file to the system and store it with the form template.
URLEnter an external URL reference and give it a descriptive Name. Click OK to store
the URL in the application.
Each section of a data entry form can collect data from different data sets or attribute
combinations. Sections can have overlapping data sets or attributes ; only one attribute per data
set can be writable.
264
In New Form Template or Edit Form Template, select the Sections tab.
Click New or select a section and click Edit. The Edit Form Template Section is displayed.
Name
Data Set
Data Records
Select one:
m
RowsThe attributes of the form are displayed as a table; you make entries in the
row. The system always displays the attribute name as the header.
ColumnsThe attributes of the form are displayed in the row and columns where
the user enters the value for each attribute of the form. The fields include one data
entry record per attribute. The system displays the attribute description as the row
header of the form.
To save your updates and go back to the Form Template Sections tab, click OK.
In New Form Template or Edit Form Template, select the Section tab.
In the Edit Form Template Section, click the Columns tab, and select or view the following columns:
l
Include
Select other attributes to be included in the form.
Name
The name of the Data Set attribute
Dimension
The column from an attribute of a specific dimension. This is read-only.
Data Type
The corresponding data type for the column (read-only).
Total
Total method for the attribute as specified in the Data Set. It is always read-only.
265
View Only
The column is for view only. If multiple forms are created for the same Data Set, then
only one form can contain the column for input, including key columns.
Total Row:
To save your updates and go back to the Form Template Sections tab, click OK.
In New Form Template or Edit Form Template, select the Section tab.
Click the Columns, and then select or view the following columns:
l
Include
Select other columns to be included in the Group By.
Group By
Data in the main table should be grouped by the selected columns.
Name
The name of the Data Set
Dimension
The column from an attribute of a specific dimension (read-only).
Data Type
The corresponding data type for the column (read-only).
Total
Total method for the attribute as specified in the Data Set (read-only).
Total Row:
To save your updates and go back to the Form Template Sections tab, click OK.
In New Form Template or Edit Form Template, select the Section tab.
Click View to select the columns to display from the list, or select More Columns to manage the visible
columns and the order in which they display.
Field
Modification Type
Supporting Object
Modified By
Modified On
Old Value
New Value
To save your updates and go back to the Form Template Sections tab, click OK.
267
Start day OffsetThe start date for the data collection of this form. It must be a positive
number and determines the number of days after the End date or Close Date that the
collection date is authorized to begin.
Prepare
Post
Duration forThe maximum number of days allowed for a specific action per user:
m
This data determines the scheduled completion date for submission, approval, and
posting depending on the workflow option.
If the preparer is late for submission, the approver's due date remains the same.
When the approver rejects the submission, regardless of during which level of approval
it was rejected, the form always returns to the preparer. Only the preparer can make
changes to the data and resubmit. The process starts over upon resubmission.
268
To add a user, click Actions, then New. Enter each field: select the Entity and each of the
users that are assigned to the form template; for example: Preparer, Approver 1(up to
the maximum assigned), Integrator.
To delete a user, select a user, then click Actions, and then Delete.
To create questions:
1
Question
Enter a question that prompts the user of the form's response.
Data Type
Select a question type:
m
Date
List
Click Add and enter values for the attribute.
Integer
Number
If you select Number, select formatting options:
o
For Decimal Places, enter the number of decimal places to display. The default
value is defined in System Preferences.
Select Thousands Separator to display a thousands separator (for example,
1,000.00). The system displays the thousands separator symbol for the user
locale.
From Currency, select the currency, for example, (INR)
If no currency is selected, the amount is not translated.
From Negative Number, select how to display negative numbers; for example,
(123).
True or False
Yes or No
RoleThe question is for: Preparer, Approver, or Integrator. For example, a question with
the role of Preparer may only be answered by Preparers. It will, however, be visible to
all other roles.
RequiredDetermines whether the question is mandatory or optional.
269
To delete questions:
1
The top panel shows the list of users with View access.
The bottom panel displays the entity's form data that the user has access to.
To add access:
1
In Viewers Access, select a User; for example: Administrator, Analyst, Approver, Integrator, or Preparer.
In Entities, by default, all the form data for a specific entity is selected. You select or clear data
individually using the check box next to each. Select or clear all by clicking the check box in the title
area.
AlwaysYou can view the data anytime even if the data entry is not complete or has not
been submitted for approval.
After SubmissionYou can view the data as soon as the preparer submits the data, even
before it has been approved.
After ApprovalYou can't view the data until after all levels of approvals are granted.
View the history, and then click Save, Save and Close, or Close.
270
Clicking on this will create an immediate copy with a copy suffix on the name. In addition,
all attributes are read-only to prevent multiple form templates having write access to the
same Data Set.
Click Deploy
The Deploy Form Template displays Pending Period and Open Period Data Collection Periods
to choose from.
a. Click Search.
b. In Select Data Collection Period, select Year and Scenario.
c. Click Search to refresh the periods.
d. Select a period.
e. Click OK.
Click Deploy.
271
If the form template already was deployed, a warning message says that all existing form
instances and data for that form template will be removed and new form instances will
be generated.
If additional Form Templates that are not part of the original selection must be deployed
based on their data set relationships, Additional Form Templates is displayed. Click OK.
After deployment is completed, a confirmation dialog box indicates the following information:
l
Form Templates Selected: Total number of checked Form Templates from the Deploy
dialog box, plus those added from data set relationships.
Form Template and Period frequency do not match: Number of Form Templates that do
not match the DCP frequency. If nonzero, then click View Details to display the form
template missing the frequency.
Total Forms to deploy: Total number of forms specified on each of the form templates.
Errors: Total number of forms with errors. If non-zero, then click View Details to display
the forms and the reason for the errors. No copying is done.
Click Un-Deploy
a. Click Search .
The Select Data Collection Period is displayed.
b. Select Year and Scenario.
c. Click Search to refresh the Periods.
d. Select a Period.
e. Click OK.
Click Un-Deploy.
A warning message displays: As a result of un-deployment, all the existing data for this
period and also all forms will be deleted permanently.
8
272
273
274
16
Managing Settings
In This Chapter
Specifying Application Settings......................................................................... 275
Viewing User Variables .................................................................................. 279
Customizing Your Application Appearance ............................................................ 279
Making Announcements................................................................................. 280
Modifying the Navigation Flow .......................................................................... 280
Specifying Artifact Strings ............................................................................... 281
Selecting Notification Preferences...................................................................... 282
Setting Application Defaults ............................................................................ 283
Specifying System Settings ............................................................................. 283
Limiting Use of an Application During Maintenance.................................................. 284
You use the Application Settings page to set preferences for your Oracle Financial Consolidation
and Close Cloud application.
275
From the Application Settings page, under Number Formatting, select format options:
Option
Example
Thousands Separator
None: 1000
Comma: 1,000
Dot: 1.000
Space: 1 000
You can enter values with or without a thousands separator.
Decimal Separator
Dot: 1000.00
Comma: 1000,00
You can enter values with or without a decimal separator.
Negative Sign
Negative Color
Click Save.
Note: Formatting selections take effect when you click outside the cell. If you select a setting
other than Use Application Defaults for the thousands separator or the decimal
separator, you must change both separators. You cannot select the same option for
the thousands and decimal separators.
276
Display Alias - select to display member aliases instead of their names on Approvals pages
Show Not Started Approval Units - select to display approval process units that are not
started
I am currently out of the office - select an alternate reviewer while the current reviewer
is out of the office, then select an option for each review action.
Click Save.
Approvals - select this option if you want to be notified by email when you need to
perform actions on Approvals.
Job Console - select this option if you want to be notified by email when a job that you
launch is completed or generates an error.
Click Save.
277
From the Application Settings page, under Date Time Display, select options:
From Time Zone, select the time zone to use for the application.
MM-DD-YYYY
DD-MM-YYYY
YYYY-MM-DD
Click Save.
In Member Name/Alias Display, select the option that enables the type of member data to be displayed
on the Member Selector throughout your application:
Click Save.
From Refresh Database Options, click the check box next to Shared Members to include Shared
Members in the refresh operation.
Click Save.
To change members for a user variable, click the Member Selector, select a member, and click OK.
To save changes for a user variable, click Save, or to reset members to their original values, click
Reset.
279
Click Save.
To see your updates, sign out of the application, and then sign in again.
Making Announcements
Administrators can use Announcements to display a Home page message to all Oracle Financial
Consolidation and Close Cloud users. For example, you can alert users about upcoming system
maintenance.
When you create an announcement, you can specify formatting and style options for the content,
and also add a link to a URL.
To create an announcement:
1
Click Create.
In Create Announcement, enter the Subject, Start Date, and Content of your announcement.
280
Delete.
a. Click Filter
b. In the Filter dialog box, select filters for Artifact and Property, and then click Apply.
To add a language for an artifact, select the artifact, and from the Add Language drop-down, select a
language.
Click Save.
From the Artifact Strings page, click the Actions icon and select Import.
On the Import Artifact Strings page, select the location of the import file:
If you selected Inbox, enter the name of the file in Source File.
Click Import.
281
From the Artifact Strings page, click the Actions icon and select Export.
On the Export Artifact Strings page, select the target location of the export file:
Late NotificationsA late notification is sent to users the day after the due date of the task.
Status Change NotificationsA notification that the task is ready to be worked on is sent
when the task status changes.
Due Date RemindersA reminder is sent to users a specified number of days before the
due date of the task.
To enable notifications, see Setting Up Email for Approvals and Notifications on page 277.
282
Once a day
Every 2 hours
Every 3 hours
Every 4 hours
Every 6 hours
Click Save.
The type of member and alias data to display, such as both name and alias, on the
Member Selector dialog box
Number formatting
Member indentation
Date formats
Click Save.
283
Set options:
Table 44
System Settings
Option
Description
UTF-8
Regional Setting
Set to Yes to notify users or groups when rules are completed or encounter errors.
If Business Rules Notification is enabled, select one user or one group to notify.
Determine whether users can access the application in maintenance mode, such as during backups.
See Limiting Use of an Application During Maintenance on page 284.
Set how substitution variables display in the Member Selection dialog box when users respond to
runtime prompts in business rules:
l
Enable Filtering: Display only substitution variables that are valid for the runtime prompt
bug
Select User
For Application Maintenance Mode, select an option for Enable Use of the Application for:
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All users: All users who have access to the application can log on or continue working
with the application.
Administrators: Only administrators can log on. Other users are forced off and prevented
from logging on until the option is reset to All Users.
If your selection is more restrictive than the current setting, click OK.
Click Save.
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In This Chapter
Approval Process Overview.............................................................................. 287
Managing Periods for the Approval Process ........................................................... 288
Starting the Approval Process .......................................................................... 288
Creating Approval Unit Hierarchies ..................................................................... 289
Editing Approval Unit Hierarchies....................................................................... 293
Viewing Approval Unit Hierarchy Usage ................................................................ 293
Deleting and Renaming Approval Unit Hierarchies ................................................... 294
Locking and Unlocking Entities ......................................................................... 294
Actual/FY15/Jan/Massachusetts
Budget/FY16/Feb/New York
The administrator sets up the approval unit hierarchy and opens a period for the approval
process.
The administrator assigns the approval unit hierarchy to a Scenario, Year and Period
combination.
The administrator starts the approval process. When the approval process is started, the
approval unit is locked for other users and only the current owner can modify the data in
it.
Owners and Reviewers promote approval units.
The last reviewer in the approval hierarchy approves the approval unit. It changes to
Approved status. After an approval unit is Approved, no more changes can be made to it.
The administrator can optionally lock entities before closing the period.
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To open the selected periods, from the Actions drop-down, select Open, or to close them, click Close.
From Scenario, Year, and Period, select a valid scenario, year, and period.
Click Go.
If no approval units are started, a message displays that you have not assigned an approval
unit hierarchy.
Select Tree View and click Start to begin the approval process.
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After you exclude an approval unit, all associated annotations and history are
discarded. Data values are retained.
An approval unit hierarchy contains approval units and entities that are part of the review
process. The Entity is the primary dimension for each approval unit hierarchy. As members are
added to the Entity dimension, the inclusion rules that you create determine whether a new
member is part of the approval process.
Click Create.
Set up the hierarchy with an approval name, approval options, and template.
Select the primary and subhierarchy members to include in the approval process.
Assign owners and reviewers for each stage of the approval process and create the approval unit
promotional path.
Click Save.
Bottom Up approval process templateIn the Bottom Up approval process, the entities that
you select participate in the approval process. The administrator starts the approval process,
then reviewers promote approval units starting at the leaf-member level. For example,
children of the Eastern Region (New York, Pennsylvania, Massachusetts) would promote
approval units to the Eastern Region, then the reviewer at the Eastern Region would promote
the approval units to U.S. The last reviewer in the approval hierarchy, in this case the U.S.,
performs the final Approve action.
Consolidation templateWhen you use the Consolidation template, the selected entities do
no participate in the approval process, but can be locked or unlocked from the Approvals
page. See Locking and Unlocking Entities on page 294.
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Take an action:
For Cube, select the cube from which the approval unit values are derived.
10 Take an action:
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Click Next or select Primary and Subhierarchy Selection to select the approval unit members
(see Selecting Approval Unit Hierarchy Members on page 290.
Click Save and then Finish to save changes and close the approval unit hierarchy.
Take an action:
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From Approvals Dimension, click Next or select Primary and Subhierarchy Selection to
continue defining an approval unit hierarchy.
Select Workflow, and then Approval Unit to edit an approval unit hierarchy.
Notes:
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At any time during approval unit hierarchy member selection, you can click Reset to
Default Hierarchy to reset it to its default membership defined in the Approvals
Dimension page.
Shared members are not displayed in the approval unit hierarchy.
For Search, select Name, Alias, or Both. Enter any part or all of a name in Search to locate
an entity, then click Search Up or Down in the hierarchy.
To move from page to page in a multipage approval unit hierarchy, enter a page number
in Page and click Go, or click Start (first page), Prev (previous page), Next, or End (last
page).
Optional: For approval units not included in the default settings for the approval process, check the box
to the left of the approval unit name to include it in the approval process.
Optional: Right-click an approval unit name to define subhierarchy members for the approval process,
and then select one Include/Exclude option:
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Include Member to include only the approval unit, but none of its descendants.
Exclude Member to exclude only the approval unit, but none of its descendants.
Include Generation to include one or more approval unit generations. Specify the
generations to include when prompted.
Take an action:
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Click Save and then Finish to save changes and close the approval unit hierarchy.
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Take an action:
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From Primary and Subhierarchy Selection, click Next or select Assign Owners to continue
defining an approval unit hierarchy.
Select Workflow, and then Approval Unit to edit an approval unit hierarchy.
Select an approval unit, then under Owner, click Search to select an owner.
An approval unit can have only one owner. Either a user or a group can be the owner. Select
the Users tab to assign an individual user as the owner. Select the Groups tab to assign a group
as the owner.
Reviewers can be individual users, a single group, or multiple groups. Select the Users tab
to assign individual users as reviewers. Select the Groups tab to assign a single group or
multiple groups as reviewers.
Note: If the reviewers are individual users, select the reviewers in the order that you want
them to review the approval unit. The first reviewer in the list is the first user to work
on the approval unit. When the first reviewer promotes the approval unit, the second
reviewer selected becomes the approval unit owner, and so on through the list of
reviewers that you create.
Under Notify These Users, click Search to select the users to notify for each move of the approval unit
from one user to another.
Optional: Repeat these steps for other approval units to assign owners and reviewers.
Click Save to save your work and continue, or click Finish to save your work and close the approval unit
hierarchy.
a. Click
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b. From the Scenario column drop-down, select the scenario to associate with the approval
unit hierarchy.
c. From the Year column drop-down, select the year to associate with the approval unit
hierarchy.
d. From the Period column drop-down, select the period to associate with the approval
unit hierarchy.
e. Click OK.
A new assignment row is displayed.
Tip: To remove an assignment, click Delete
Select the appropriate tab for the changes that you want to make:
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Approvals Dimension
See Setting Up the Approval Unit Hierarchy on page 289.
Assign Owners
See Assigning Approval Unit Owners and Reviewers on page 291.
Usage
See Viewing Approval Unit Hierarchy Usage on page 293.
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Select an approval unit hierarchy, click Edit, and then select Usage to view approval unit hierarchy
dependencies.
Select Forms to view associated data validation rules in forms, or select Scenario to view associated
scenario assignments.
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If data validation rules are associated, they are listed by form. Click the link to display
the form in edit mode in a new tab. You can then update or delete the rule to disassociate
it from the hierarchy.
If a Scenario, Year and Period combination is associated, they are listed by scenario.
Click the link to display the assignment in a new tab. You can then remove the
assignment to disassociate it from the hierarchy.
If you remove dependencies, click Refresh on the Usage tab to refresh the list.
If you are deleting an approval unit hierarchy, repeat these steps until all dependencies are removed.
Take an action:
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To delete, select the approval unit hierarchy to delete, and then click Delete.
To rename, select the approval unit hierarchy to rename, click Rename, and enter a new
name.
Click OK.
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During the data load process, the system does not load locked entities. If an entity is locked, you
cannot submit, post, unpost a journal, or modify a data form that contains that entity.
To lock entities, you must be the Service Administrator.
You can lock data only if these conditions are met:
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The entitys calculation status must be OK, No Data, or System Change. You cannot lock
an entity with Impacted calculation status.
The prior period data must be locked. For example, you can only lock an entity in the
February period if it is locked in January.
You can only unlock data for a period if the next period is unlocked. For example, you can only
unlock an entity in February if the entity is unlocked in March.
If you select the Unlock action on a parent entity, the system unlocks the parent entity and all
its children. If you select the Unlock Single action on a parent entity, the system unlocks only
the parent entity, but not its children.
To lock entities:
1
Click Filter
, and from the Filter dialog box, select filters to display approval units:
Scenario
Year
Period
Approvals Status
Approval Unit
On the Change Status page, click Change Status to change the status to Locked.
Click Done.
To unlock entities:
1
On the Change Status page, from the Actions drop-down, select Unlock or Unlock Single.
Click Done.
If an error occurs during the locking or unlocking process, the Approvals page displays a Failed
status next to the approval unit. Click the link to view a detailed validation report and resolve
the error.
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