lab 07 - hfm 11.1.2.2 end user -...

Qubix International Limited – Hyperion HFM Bootcamp

31st January 2013

Author: Saravanan Singaravadivelan

Qubix International Limited

Highclere House 5 High Street, Knaphill

Surrey, GU21 2PG Tel: +44 (0) 1483 480222


CONTENTS

7 END USER ................................................................................................................ 4

7.1 SECTION OBJECTIVES ...................................................................................................................... 4 7.2 WORKSPACE NAVIGATION ............................................................................................................... 4 7.3 DATA GRIDS ................................................................................................................................. 7 7.3.1 Creating Data Grids ............................................................................................................ 7 7.3.2 Extracting and Loading Data Grids .................................................................................. 21 7.3.3 Entering / modifying data using Data Grids .................................................................... 23 7.3.4 Checking Data Status using Data Grids ........................................................................... 30

7.4 DATA FORMS .............................................................................................................................. 33 7.4.1 Creating Data Forms Using the Wizard ........................................................................... 33 7.4.2 Creating Data Forms Using Excel ..................................................................................... 42 7.4.3 Extracting and loading Data Forms ................................................................................. 47 7.4.4 Entering / modifying data using Data Forms ................................................................... 51

7.5 JOURNALS .................................................................................................................................. 55 7.5.1 Open Periods .................................................................................................................... 55 7.5.2 Creating Journals ............................................................................................................. 57 7.5.3 Processing Journals .......................................................................................................... 62 7.5.4 Extracting and loading Journals ....................................................................................... 64

7.6 INTERCOMPANY MATCHING REPORTS .............................................................................................. 68 7.6.1 Creating Intercompany Matching Reports ...................................................................... 68 7.6.2 Extracting and loading IC Reports .................................................................................... 76

7.7 TASKLISTS ................................................................................................................................... 77 7.7.1 Creating Tasklists ............................................................................................................. 77 7.7.2 Extracting and loading Tasklists ...................................................................................... 83

7.8 PROCESS CONTROL ...................................................................................................................... 86 7.8.1 Start Process Control ........................................................................................................ 86 7.8.2 Manage Process Control .................................................................................................. 90


7 END USER

7.1 SECTION OBJECTIVES

The focus of this Chapter is to review the basic tasks that end users typically perform: navigating

workspace, working with tasklists, data grids, and data forms, and entering journal adjustments.

At the end of this section, you will be able to:

Access and navigate HFM Workspace and set user preferences

Create and modify Data Grids

Create and modify Data Forms

Create and modify Journals

Create and modify Intercompany Matching Reports

Create and modify Tasklists

Manage Process Control

7.2 WORKSPACE NAVIGATION

1. Logon to Workspace and select Navigate > Application > Consolidation > QBCCONSOL.

2. Every time you open the HFM application on Workspace, it will prompt back to the screen you were viewing last time you were logged on.


3. Open D:\1HFMBootCamp\11.1.2.2 Guides\ folder and open up the bpmui_user.pdf. Go to page 14 of the guide, it explains all the different areas of the Workspace user interface, with more detail of Menu Bar and Standard Toolbar on page starting from 29 to 37.

4. Select File > Close > Current or click on the X of the tab to close the QBCCONSOL HFM application, which will still keep you logged on to Workspace.

5. Select File > Log Off to log off from Workspace.

6. We want now to set the User Preferences. Select File > Preferences.

7. This screen will allow you to set preferences for some of the Oracle Hyperion products. We now need to set preferences for Consolidation menu. For more detail and explanation of all preferences, please refer to page 25 of the hfm_user.pdf guide saved under D:\1HFMBootCamp\11.1.2.2 Guides\ folder.


8. Select Consolidation icon. Select QBCCONSOL from the List of Application drop down; make sure the other parameters are same as below.

9. Click on Save.

10. Click on OK.

11. Click on OK again to close the preferences window.

12. Click on the Log Off button from the top menu or select File > Log Off.

13. Click on Yes.

14. Logon back to Workspace and re‐open QBCCONSOL application.

Note: The administrator will establish security for all users, specifying what users can see, change and do. A user may only see part of the company and be able to change only a subset of that part. Also, some features in the software may be disabled for a particular user.

In this version of Hyperion, you can open multiple applications from different products such as two HFM applications can now be opened at the same time. Even within an HFM application, you can open multiple documents.


7.3 DATA GRIDS

7.3.1 CREATING DATA GRIDS


16. Select Consolidation > Documents.

17. Click on Actions > New > Folder

Or alternatively, you can click on icon which will produce the same menu as shown below:


18. Click on New Folder.

19. Apply name, description, content type and security class to the folder as per below window.

20. Click on Create.


21. Click on ACT Grids to access the folder.

22. Click on Actions > New Data Grid. This will always default to the last Data Grid that was open / created. Your grid will probably be different from the one below, ignore it for now as we are defining a brand new grid in the following steps.

Or alternatively, you can click on icon which will produce the same menu as shown below:


23. It will create a new grid in a separate tab in Grid designer.

24. The bar at the top of the grid is the Point of View (PoV) and allows you to select the members required for the data grid.

25. Left click on account and drag it to the rows without releasing the click. Similarly you can drag and drop the required dimensions in the respective places.

26. This screen, the grid designer, gives you the layout of the grid and has all the HFM dimensions, allowing you to apply dimension to the rows or columns of the grid, in a similar way that you do in Excel when you write a report.

27. Click on the selected dimensions in rows/columns to choose the members to be displayed in the data grid.


28. Clicking on in row/column selection or the POV bar will provide additional options as shown below:

You can select the options as needed such as Reorder Dimension if you wish to reorder the dimensions selected in rows/columns.

29. For this particular example we want to have accounts in the rows and period in the column. Change your layout to the one above. If not the same and then select check the Display Option panel on the right hand side of the screen which looks as below:


30. Set the options as above and click on Grid Viewer icon.

31. The grid should look like this.

32. We now want to create a grid that allows us to check Profit and Loss for the 12 months of Actual. Click on grid designer to select the 12 months in the column and click on the period dimension which was selected in column earlier.


33. The window which will open after clicking on the period dimension will appear as below:

34. You have multiple options of selecting the 12 months from the above window. You can either select the individual months from the left side of the screen and move it to the right side of the screen:

Or

You can select [Year] and select the [Third Generation] from the drop down menu at the center of the screen:


Or

You can filter the months using the filter icon which will list down only the selected generation.

or


A generation is a layer in a hierarchical tree structure that defines member relationships in a database. Generations are ordered incrementally from the top member of the dimension (generation 1) down to the child members.

35. Click on account to select the members under account dimension.


36. After selecting the members in rows and columns, click on grid viewer. The initial grid will look as below:

37. Click on the scenario member from the PoV or you can click on any of the members of the PoV. It will always open the following screen, which allows you to select the members for the remaining dimensions. The drop down list on the top left part displays all the dimensions which can be selected. The ones which are not appearing in this list have been already selected in either rows or column.


38. The left side of the above screen will provide a list of the entire available members under the chosen dimension member. The right of the member selection screen will indicate the currently chosen members.

39. Select the member and click on the chevron to add the selected member on the left side of the screen to the right side of the screen. Select ACTUAL scenario member.

40. Select year dimension member 2011.


41. Keep moving to the dimensions as it appears in the drop down list and select the members as appearing below:


42. Click on OK.

43. The grid should now show all P&L accounts in the rows and the four selected periods on the columns.

44. Click on the Save button from the toolbar or select Actions > Save.


45. Apply a name, description, security class, folder location as per below and click on Save to save the grid. This will save the grid settings but NOT the data.

46. Select Consolidation > Documents or you can click on Documents under Application Tasks in the right hand side of the window.

Or

47. The grid just saved should now appear ACT Grids folder.


7.3.2 EXTRACTING AND LOADING DATA GRIDS

48. Data Grids can be extracted and loaded from/to Workspace, i.e. for Backup purposes.

49. If we wanted to extract the grid created in the previous exercise, we then access the Documents area, select the Data Grids after getting into the correct folder.

50. Tick the PL_ACT_CHECK grid and click on Extract.

51. Click on PL_ACT_CHECK.

52. Select Save. Browse to D:\1HFMBootCamp\End User\Data Grids.

53. Click on Save.

54. Select Close.


55. Return to the Documents. You can load data grids also. To load a Data Grid, click on Load button.

56. It will open another tab.

57. You can load multiple grids at once. Click on Browse button, browse to D:\1HFMBootCamp\End User\Data Grids folder and select Check_BS_Data_Calc.xml file.

58. Click on Load to load the selected file.

59. Grid has been successfully loaded onto the application. Click on OK.

60. Go back to Documents, click on refresh. The ACT Grids folder shows the grid we have just uploaded. To open this new grid, just click on it.


7.3.3 ENTERING / MODIFYING DATA USING DATA GRIDS

61. The grid PL_ACT_CHECK we created on exercise 7.3.1 was built to check P&L data. Generally when you want to check data you set ICP and Custom dimensions to the top members. If you wanted to enter data at these levels, the system won’t allow you to do so, as you cannot enter data at parent member level. The same is indicated by different colours. Refer the user guide hfm_user.pdf saved under D:\1HFMBootCamp\11.1.2.2 Guides page number 65.

62. With the following exercise we will modify the grid with the correct dimension/member combination which will then allow us to enter data into the system. Open PL_ACT_CHECK grid and click on the PoV. The dimensions we need to modify are ICP and Custom dimensions.

63. Move to the ICP dimension and select [ICP None], which is an input member level.


64. Move to the Custom1 dimension and select [None], which is an input member level.




67. Move to the Custom4 dimension and select TBUpload, which is an input member level.

68. Click on OK.

69. The grid now displays green (parent or calculated) and yellow (input) cells and allows you to enter data.

70. Enter 2,000 for account PL7005 and click on the Submit button from the toolbar. This will load the data onto the system.

71. You will notice MTMTGP account has been reduced of 2,000, from 80,000 to 78,000.


72. Right click on any of the cell, i.e. MGMTOP and select Cell Information.

73. The window above gives you useful information about the cell, like the dimension/member intersection, view, Currency, status of the entity and Process level.

74. Click on the Save Settings button from the toolbar.


75. Change name, description, security class, folder location as per below and click on OK to save the grid.

76. Select Documents > ACT Grids and click on refresh icon .

77. The grid just saved should now appear under Root > ACT Grids folder.

78. We now want to load some exchange rates, so that we can run a consolidation/translation of the P&L data entered earlier up to a parent entity level.

79. Load EXRATES_ACT_INPUT.xml grid from D:\1HFMBootCamp\End User\Data Grids folder.

80. Once loaded, open the grid.

81. Make sure the PoV is same as the one above. If not, update it.


82. The grid shows all the exchange rates against GBP, for Jan 2011 Actual.

83. Enter exchange rates for Euro as per below window and click on Submit Data button to load the data.

84. Open now PL_ACT_CHECK grid from the Manage Documents.

85. Entity selected is [None]. Click on Entity on the PoV. Select ENTITY_EUR_TOT (parent entity), make sure the PoV is same as below and click on OK.


86. Right click on any green cell for Jan and select Consolidate.

87. A separate tab will be opened by system called as Running Tasks. This tab will provide details of all the running tasks, Consolidation in the present situation.

88. The window above displays the status of the Consolidation task just run. The progress bar will indicate the status of the task completed. If this doesn’t refresh automatically, click on the refresh button in the menu above.

89. After the Progress bar in the running task tab shows 100%, click on the PL_ACT_Check tab again to check the numbers. As you can see the data has been consolidated up to ENTITY_EUR_TOT parent entity.


7.3.4 CHECKING DATA STATUS USING DATA GRIDS

90. We now want to create a grid that will allow us to check what the status of the data is, if it needs calculation, consolidation or translation.

91. Load CHECK_ACT_STATUS.xml grid from D:\1HFMBootCamp\End User\Data Grids folder.

92. Once loaded, open the grid.

93. Select on any member of the PoV and make sure the PoV looks like the below and click on OK.

94. Select the second cell, the intersection between ENTITY.EUR1 on the rows and <Entity Currency> on the columns.

95. Reviewthe Display Options panel on the right side of the data grid.


96. From the Cell option drop down list, select Calculation Status.

97. The grid displays now status messages and coloured cells. Green cells mean there’s no action required, yellow cells means an action is required and orange cells mean the intersection of the PoV members isn’t correct. Please refer table 44 on page 243 in hfm_admin.pdf saved under D:\ 1HFMBootCamp\11.1.2.2 Guides for various status messages. Let’s select the first cell. It displays a yellow cell with a status of CN, which means Consolidation Needed. We need to run a consolidation.

98. Right click on the cell and select Consolidate.

99. A new tab showing the running tasks will open and will provide an update on the status of consolidation.


100. Once the task has completed, refresh the grid which will show a new status for the selected cell.

101. The cell now displays a green with an OK status

102. Select the columns USD and GBP. This displays a TR ND, which stands for Translation Needed. We will now run a translation to change the status to OK. Right click on the selected column and select Translate.

103. The status has now changed to OK, which means the data has been translated from EUR to USD and from EUR to GBP.

104. Select the Data from the Grid Display options.

105. The grid is showing zero on USD column, the reason is because there’s no Exchange Rate against USD in the system. You could enter one as shown on points 80‐83.


7.4 DATA FORMS

7.4.1 CREATING DATA FORMS USING THE WIZARD

106. The purpose of the following exercise is to create an input form for P&L for month end close (Actual, 2011, current month). Logon to Workspace and select Navigate > Application > Consolidation > QBCCONSOL.

107. Select Consolidation > Manage Documents.

108. Click on New Folder.

109. Apply name, description, content type and security class to the folder as per below window and click Create.


110. Click on ACT Forms to access the folder and click on New > Data Form

111. It will open a new tab as shown below.

112. Enter the details as below and save it.

113. Drag and drop accounts in the rows.


114. Remove Period from the Rows, by right clicking and select Remove dimension and select Hierarchy for Accounts, and then select Hierarchy for Period ,Year and Entity.

115. Select the Other Dimension Members as shown below.


116. Drag Period to the Column.

117. Click on the Cur function at the bottom to add it to the Selected Period Value box.


118. Click Add New Column , Drag Scenario and Period, on to the new column and Select Forecast for Scenario and @ Cur for Period as shown below.

119. Add a 3rd Column with the scenario as Actual and Period selection as shown below.


120. This allows to enter data for Actual Current Period and compare it to Forecast same period and Actual prior period.

121. Select the Account on the Rows from the designer

122. Remove [Hierarchy] and select account PL6001, Click on OK.


123. Click on the Save button to save changes made so far.

124. Click on Open Form to see the form as is.

125. Select the PoV and make sure you select the members as per window below.

126. Click on OK when done.

127. The form now shows yellow cells. This is due to the fact that we have chosen an input intersection in the PoV above.

128. Back to Workspace window now, select Consolidation > Documents, open ACT Forms folder. You will then see the form we just created.

129. Select the form and click on Edit, as shown above.

130. Select the Rows. We are going to replace now PL6001 with a range of accounts. This makes it easier to build the form as you don’t have to add a row for each account in the application. Remove A#PL6001 and click on the Search button. Move to the Account .


131. Select the RETAINEDPL, Choose Hierarchy.

132. Click on OK.

133. Move to the Headers Section.


134. Select Both from the Show Account dimension, to display Label and Description for accounts.

135. Click on Save, click on OK and then Preview.

136. The form now includes all descendant accounts of RETAINEDPL and it shows label and description for the Account dimension.

137. Select the Script icon.


Note: All of the data form settings we defined graphically have a correspondent script line on this tab. This is very useful as you could write all the scripting in Excel and then copy and paste into here. This is part of the next exercise.

7.4.2 CREATING DATA FORMS USING EXCEL

138. The purpose of the following exercise is to create a formatted input form for P&L for month end close (Actual, 2011, current month) using Excel.

139. Browse to folder D:\HFMBootcamp\End User\Data Forms and open file Templates to update Data Entry Forms.xls.


Note: You can use a file similar to this one to upload complex forms onto Workspace. The advantage of using this format is that you can copy and paste rows and drag down the rows numbers, instead of doing line by line update on the web version, which could be very time consuming. Column A contains the system parameters for the forms, column C contains the members/dimension information required to build the form, whereas column D is a concatenation of A,B,C columns. If you compare this column D with the Script tab on the Web version you will see they have the same format.


141. Select Consolidation > Documents and open ACT Forms folder.

142. Select PL_ACT_INP_FORM and click on Edit.

143. Select the Script icon.


144. Remove the content on the window.

145. Copy all the content of Column D of the Excel template, PL_ACT_INP_FORM – Beginning tab.

146. Paste it into the Script tab of the PL_ACT_INP_FORM form.


147. Click on Save.

148. Apply a different name to the form, and click on OK.

149. Click on Preview to see the result of the change.

150. The form now has got better formatting on. Close the window.

151. If you now selected the Designer view, you can see the result of the copy on the rows (or Columns).


152. Copy all the content of Column D of the Excel template, PL_ACT_INP_FORM – Final tab (which contains the full P&L line by line), and paste it into the Script tab of the PL_ACT_INP_FORM_F form. Once done the form should look like this.

153. Save the form as PL_ACT_INP_FORM_Final ticking the Overwrite existing file option.


154. Click on OK. Click on Close.

7.4.3 EXTRACTING AND LOADING DATA FORMS

155. Data Forms can be extracted and loaded from/to Workspace, i.e. for backup purposes. Remember by using Excel as your template, you will always have a backup there as well.

156. If we wanted to extract the form created in the previous exercise, we then access the Documents area, select the Data Form to be extracted.

157. Select the form and click on Actions Extract.

158. Click on Save.


159. Select Save. Browse to D:\1HFMBootCamp\End User\Data Forms.

160. Click on Save.

161. Select Close.

162. Repeat steps above to extract PL_ACT_INP_FORM_Final.

163. Click on OK to return to the Data Forms main menu.


164. Let’s remove a data form and then try to recover it using the backup we have made just now. Select the first form and click on Delete.

165. Click on YES to delete the form.

166. We now want to load the data form we have just deleted. Click on Action Load Documents button.

167. You can load multiple forms at once. Click on Browse button, browse to D:\1HFMBootCamp\End User\Data Forms folder and select PL_ACT_INP_FORM.wdf and PPE_IA_ACT_ANALYSIS.wdf files.


168. Click on Load to load the selected file.

169. Form has been successfully re‐loaded onto the application.


7.4.4 ENTERING / MODIFYING DATA USING DATA FORMS

170. Open form PL_ACT_INP_FORM_Final which is within the folder ACT Forms.

171. Click on any of the member on PoV.

172. As you can see the PoV is slightly different from the one we saw earlier on with the Grids. Here most of the dimensions are not selectable (underlined) and this is due to the restriction we put in place when we have setup the form. Select the available members as per below window.

173. Click on OK.


174. Yellow cells are now available for input. This form looks very much like the grid we have created on section 8.1. The main difference is the fact that grids are fully customizable by the user, forms can only be customized by the administrator and they can have limited selection on members and limited access to cells.

175. Enter 7,000 for account PL6051 and click on Submit button. You will see MGMTGP account will change to 85,000.

176. Now scroll down until you find accounts PL8001 and PL8002.

177. As you can see the accounts cannot be edited on this form. The reason for this is to do with the Metadata settings for these two accounts.


178. Metadata is set to require a Custom2 dimension member from the structures of PPE and IA in Custom2.

179. As you can notice from the form, there is an attachment icon next to these two accounts. This means there is a second data forms attached to these lines. To see it, right click on the data cell next to PL8001 and select Linked Form.

180. This will open the linked form attached, which is one of the 2 forms we uploaded during exercise 8.2.3. The form lists the PPE and IA Custom2 members down the row and it’s pointing to the account (PL8001) we have selected on PL form. The other thing you can notice is the orange cells. This tells you the intersection between account PL8001 and IA Custom2 members is not valid. In fact the correct intersection for PL8001 is with PPE members of Custom2.

181. Enter 1,500 next to LandFree and click on Submit button and close the linked form.


182. Back to the PL form ,and you will see the number appearing now next to PL8001.

183. How is this link achieved within the data form? To find out, let’s edit the PL_ACT_INP_FORM_Final form and let’s look at the Rows.

184. Select the row containing DEPRCNAMORTN, it should be row 32 and 33. Look now at the bottom of the page for the row settings.

185. That’s where the link to PPE_IA_ACT_ANALYSIS form has been created for this specific row.


186. You can also check this on the Excel template.

7.5 JOURNALS

7.5.1 OPEN PERIODS

187. Before a journal can be posted into the system, periods need to be open to accept journals. This is an administrator tasks.

188. Logon to Workspace and select Consolidation> Journals> Periods

Or from the left pane, select Application Tasks > Journals> Periods.


189. This will open a new Tab in the workspace called as Journal Periods.

190. Select ACTUAL, 2011 and click on the Jan period. Click on Open.

191. Jan 2011 ACTUAL period is now open for journals to be posted. You can select multiple periods and open these at the same time.


7.5.2 CREATING JOURNALS

192. Select Templates from Consolidation> Journals.

or from the left pane, which will open a new tab Journal Templates

193. Click on New and select Standard Template to create a new journal template.


194. It will open a new tab called New Template1. Apply label and description as per below.

195. Either double click on the first row for the Account or click in first row and click on Pick Members.

196. Select PL7201 and move to ICP dimension.

197. Select [ICP None] and move to Custom1 dimension.


198. Select [None] and move to Custom2 dimension.



201. Select P13Adj and click on OK.

202. Enter 3,500 on the Debit column for line 1.

203. Click on row 2 now and add the following intersection: A#BS2302, I#[ICP None], C1#Input, C2#[None], C3#[None], C4#P13Adj. Enter 3,500 on the Credit column for line 2.

204. Make sure the variance is zero, as we have selected Balance Type Balanced.


205. Click on the Save button to save the journal template.

206. If you needed to post a journal for a different entity, drag and drop the entities in the journal itself. This will enable the Entity selection on the grid.

207. Select Manage Journal Templates from the left pane. This should now show the template we just created.

208. If you wanted to edit the template, tick it and click on Open, do the changes and save it again.

209. Select Manage under Journals from the left pane or select Consolidations> Journals>Manage.


210. Make sure the PoV is set as above and click on New>Journal From Template to create a new journal.

211. Select ACT JRNL T1 template just created and click on OK. Apply label and description as per below screen.

212. If you want to see all ICP and all the other custom dimensions in Journal, you can drag and drop these from POV into Journal. Enter €3,500 as Debit for row 1 and €3,500 as Credit for row 2.

213. Click on Save.


214. Open Manage Journals by clicking on Manage under either Consolidation>Journals or on the left pane under Application Tasks> Journals. Click on Refresh it if the journal is not appearing there.

215. This should now show the journal we just created, with the status on Working.

216. On the toolbar there are a few buttons that will be used for doing the further processing of journals.

7.5.3 PROCESSING JOURNALS

217. Before we enter any data via journal, we need to setup a grid which will allow us to check the data before and after the journal posting. Open the ACT Grids folder under Documents and upload grid JRNL001_CHECK.xml from D:\1HFMBootcamp\End User\Data Grids\ folder.

218. Open the grid that has just been uploaded and make sure the PoV reads the members as below.

219. The Grid will look like the one below.


220. As you can see, there is some data posted to <Entity Currency> Value member but nothing for <Entity Curr Adjs> member yet. This will now be updated by the journal we are about to post.


222. Click on ACT JRNL001. It will show the details of the selected journal in the bottom pane which will ensure that you are processing the right journal entry.

Click on Submit button. You will see that other buttons are still inactive

except the post button because you are an administrator. A process can be setup so that users submit the journal to an approver and once approved the journal can be posted.

223. The buttons will change in appearance. . Select

ACTJRNL001 and click on Approve button.

224. Tick ACTJRNL001 and click on Post button.

225. At any time journals can be un‐posted / rejected.

226. If we now re‐open the JRNL001_CHECK grid we should now be able to see the amounts just been posted via the journal.


7.5.4 EXTRACTING AND LOADING JOURNALS

227. Journals can be extracted and loaded from/to Workspace. To extract a journal, from the Extract > Journals under Application Tasks or Consolidation > Extract > Journals from the main menu.

OR

228. A new tab will open called as Extract Journals. Make sure the PoV is set as below and click on Extract.

229. After you click on Extract, the following pop‐up will appear.


230. Click on Save and save the file under D:\1HFMBootcam\End User\Journals folder using filename QBCConsol Journals.jlf.

231. Click on Save.

232. Click on Open to view the file just extracted. If it asks for a program to open the file, select any text editor such as notepad/wordpad etc.

233. The file contains the template and the journal created earlier on during the exercise. Data can be modified onto this file and loaded onto the application. For example we want now to post a journal similar to ACT JRNL001 but we want to post €4,500 this time against PL7202 and BS2302.


234. Copy the lines referring to ACT JRNL001 journal.

235. Paste them down below in the file and modify the journal label and the data lines for the new journal

236. Save the file.

237. We now want to load the updated journal file onto Workspace. From the Application Tasks or Consolidation menu.


or

238. A new tab called as Load Journals will open up.

239. Click on Browse and select file D:\1HFMBootcam\End User\Journals\QBCConsol Journals.jlf and click Load.

240. You should have got an error to do with the existing journal. Please ignore it, as a journal cannot be re‐loaded if it’s on Posted status.



242. You now have ACT JRNL002 in the system, with Posted status as well. You can click it to check the journal entry at the bottom.

7.6 INTERCOMPANY MATCHING REPORTS

7.6.1 CREATING INTERCOMPANY MATCHING REPORTS

243. In this exercise we will load a new grid for entering intercompany transactions, we will enter some numbers in the system and we will then run a report to check if there’s any unmatched intercompany transaction. Browse to Documents > ACT Grids folder.

244. Load the IC_ACT_INPUT grid, which is saved under D:\1HFMBootcam\End User\Data Grids\ folder.


245. Open the grid just loaded.

246. Make sure the PoV is set as above. The grid should look like this.

247. In the row we have Entity and ICP, in the columns we have Intercompany accounts BS2206 and BS3003 and Intercompany plug account BS2207.

248. Let’s take a look at the metadata setting for these 3 accounts. You can do that by selecting the column, right click and selecting Member Properties on the menu.


249. As you can see, all three accounts have the IsICP option set to Y, which makes them intercompany accounts, but also BS2206 and BS3003 use BS2207 as plug account. This means that any difference between the balances of these two accounts is plugged into BS2207, at the Elimination value member. Let’s now enter some data onto the grid.

250. Enter some data, as shown above and click on the Submit Data button. We will now create a report that will show any difference between the intercompany balances, if any. Open the Documents tab. Click on New> Folder and create a new folder ACT Intercompany Reports.


251. Open the ACT Intercompany Reports folder click on New>Reports>Intercompany.

252. A new tab named Intercompany Report will open. Fill in Name and Description as per below and leave other settings unchanged.

253. Change the PoV to be the same as shown below.

254. Leave the next 2 areas un‐changed. You have the options to change the settings here if you wanted to suppress unwanted data.


255. Regarding the Account, click on Add button and select the accounts required. For our exercise the accounts are BS2206 and BS3003.

256. Click on Save, to save the report. There are two options to click on Save.

257. Make sure the info is same as below and click on Save.


258. Refresh the Documents.

259. Double click on the new report you have just created.

260. You can select different output options as well. Select XLS or XLSX and click on ok.


261. A new tab will open called as Running Tasks. This will show the progress of the process.

262. Once this reaches 100%, you will see a an icon of Excel in the column next to the Status column.

263. Click on the Excel icon .


264. The file displays the balances between the entities and any difference between the balances. As you can see there is a difference of 200 between ENTITY_EUR1 and ENTITY_EUR2 and another difference of 50 between ENTITY_GBP1 and ENTITY_EUR2. Save the file as IC_RECPAY_ACT_NoSuppr.xls, under D:\1HFMBootcam\End User\IC Reports\ folder.

265. As we saw earlier, there is a way to suppress unnecessary data, for example you want to suppress any transaction which is matched (Difference is 0). Browse back to the report and launch it again.

266. Check the Override Report Definition. Then check the Suppress Matches option and check the Matching Tolerance option and insert 1 in the box. Click on OK.


267. As you can see, the matched transaction that was appearing on the previous report has disappeared now. This suppression options become very useful when there are hundreds of transaction coming through.

268. Save the file as IC_RECPAY_ACT_Suppr.xls, under D:\1HFMBootcam\End User\IC Reports\ folder.

7.6.2 EXTRACTING AND LOADING IC REPORTS

269. IC Reports can be extracted and loaded from/to Workspace, i.e. for Backup purposes. To extract a report, browse to Manage Documents > Reporting tab.


270. Select Save As, browse to D:\1HFMBootCamp\End User\IC Reports\ folder.

271. Click on Save.

272. For more detail and explanation on IC Reports, please refer to page 190 of the hfm_admin.pdf guide saved under D:\1HFMBootCamp\11.1.2.2 Guides\ folder.

7.7 TASKLISTS

7.7.1 CREATING TASKLISTS

273. The tasklists are designed to guide the users through the appropriate steps. The tasklists are visible in the left pane of the workspace.


274. We will create Task Lists. Open Documents and create a new folder. Fill the information as per below and click on Create.

275. Access ACT Tasklists folder and click on New Tasklist.

276. A new tab will open called as Tasklist1.

277. Click on the Add button and select Data Grid.


278. Click on the Add button, browse to ACT Grids, highlight the PL_ACT_CHECK and click on Select.

279. We have now added a data grid to the tasklist. Click on Save.

280. Fill in the info as per below and click on Save.


281. Click on the refresh icon in Documents, The ACT Tasklists folder will now show the new tasklist just created.

282. Click on New Tasklist again.

283. Click on the Add button and select Tasklist.

284. Browse ACT Tasklists, highlight the ACT_INP_TL tasklist and click on Select.


285. Browse to ACT Grids, tick the PL_ACT_CHECK and click on Select.

286. We now have a tasklist and a grid within the current tasklist. You can also assign task, such as the Process Journals. Click on the Add button and select Tasks.

287. Select the three tasks shown below and click on OK.


288. You can add as many item as you want and you can choose to add a link to a page or an instruction document.

289. Select Process Control task and move it down to the end using the button.

290. You can also remove a task if required, by selecting the task and clicking on the Remove button. Click on Save.


291. Fill in the info as per above and click on Save.

292. On the left pane, you will see the all the tasklists appearing under Task Lists panel. You can expand the task lists which will list down the tasks which are part of this task list.

293. You can select the task required. This will become very handy for a user that needs to go through month end and can follow the order on the tasklist.

7.7.2 EXTRACTING AND LOADING TASKLISTS

294. Tasklists can be extracted and loaded from/to Workspace. To extract a tasklist, browse to Documents and select the task list you want to extract and click on extract.


295. You will see a pop‐up asking if you want to open or save the file.

296. Select Save as. Browse to D:\1HFMBootCamp\End User\Tasklists and click on Save.

297. Repeat steps above to extract ACT_TL.


298. Let’s remove a tasklist and then try to recover it using the backup we have

made just now. Select a task list and click on delete icon .

299. Click on Yes to delete the tasklist.

300. We now want to load the tasklist we have just deleted. Select the ACTTasklists folder and click on Load Documents button.

301. You can load multiple tasklist at once. Click on Browse button, browse to D:\1HFMBootCamp\End User\Tasklists folder and select ACT_INP_TL.xml.

302. Click on Load to load the selected Task List.


303. Form has been successfully re‐loaded onto the application.

304. For more detail and explanation on Tasklists, please refer to page 38 of the hfm_user.pdf guide saved under D:\1HFMBootCamp\11.1.2.2 Guides\ folder.

7.8 PROCESS CONTROL

7.8.1 START PROCESS CONTROL

305. Before data can be entered in the system, the period needs to be started for process control.

Note: this is different from open periods for journals.

306. Only Administrator or Power Users should be allowed to start period. In Workspace, on the left pane, browse to Consolidation > Data > Process Control or on the left panel of Application Tasks > Data > Process Control.

Or


307. The screen above is used to start a process control period for the scenario, year and entities required. Before we start the period, let’s see what a user can do in the system. Logon to Workspace using username: europe and password: europe, which is one of the username we created in Chapter 5.

308. Open QBCCONSOL application, browse to Manage Documents > Data Forms tab and open PL_ACT_INP_FORM_F form.

309. Make sure the PoV is set as below.

310. Click on OK.


311. As you can see the user Europe hasn’t got access to change the data yet. Logoff and log back on with the admin access. Select Process Control task.

312. Click on the PoV.

313. Select members as per above window and click on OK.


314. Before we can open the Jan period, we need to run a consolidation. The cells in yellow, with CN ND (Consolidation Needed No Data) or CH (Changed) status, indicates the cell needs consolidation or calculation.

315. Select the first yellow cell next to GROUP, right click and select Consolidate,

or click on the Consolidate button and select Consolidate.

316. When task is completed the window will auto close.

317. Select first cell again, which now is in green colour, click on the Manage

Process button and select Start.


318. You can enter some comment here if required, and then select Selected Entity and Descendants from the drop down, click on Start.

319. Review level has now changed to First Pass for all entities below GROUP.

7.8.2 MANAGE PROCESS CONTROL

320. Once the period has been started, user can start modifying the data via FDM, Data Forms, Data Grids etc. etc. We now need to go through the steps of Process

Control. Select first cell again, click on the Manage Process button and select Promote.


321. Select Review Level 1 and Selected Entity and Descendants from the drop down, click on Promote.

322. Review level has now changed to Review Level 1 for all entities below GROUP, which is the Review Level user Europe has got access to. This is what we defined in the Group Provisioning in HSS on Chapter 5.


323. Log off from Workspace and log back on using Europe username and password. Access QBCCONCOL and re‐open the form we were looking at earlier.

324. User Europe has now got access to enter data in Jan, Actual, 2011, but not for Budget or Actual Dec. This is to do with the Process Control being started for Jan, Actual, 2011 only.

325. Select the Process Control task. Make sure the POV is set as below.

326. Right click on the cell and click on Force Calculate.


327. A symbol will appear on the Pass / Fail and Validation columns. This means that the user won’t be able to promote the entity to next level because there is a validation outstanding, which needs clearing.

328. If you now click on the Validation symbol, you can find out where the validation comes from.

329. Click on Close Window.

330. In order to locate the validations, you can setup grids or forms that can help you searching where the difference comes from. We need to setup a grid which will allow us to check the data for differences. Click on the Manage Documents

button and select Data Grids tab.

331. Click on Load and upload grids VAL_ACT_CHECK.xml and BS_ACT_CHECK.xml from D:\1HFMBootcamp\End User\Data Grids\ folder.


332. Open the grid VAL_ACT_CHECK just loaded and make sure the PoV reads the members as below.

333. Click on OK.

334. Calculation of account USHV000100 = TOTASSETS – LIABEQUITY. There is no data in TOTASSETS, hence the validation of 208,500 in HSHV000100. We now need to fix the validation. First of all let’s un‐post the two journals we entered earlier with exercise 8.3.3. Select Process Journals from the Tasks > Journal Tasks

menu. Tick both journals and click on the Unpost button.


335. Open grid BS_ACT_INPUT just loaded. Make sure the PoV reads the members as below.

336. Click on OK.

337. Enter 200,500 for account BS1102, click on Submit button.


338. Open now VAL_ACT_CHECK grid. Right click on the first cell and select Calculate.

339. Validation has now cleared. Select Process Control from the Tasks menu.

340. The Process Control menu now displays a pass symbol, which means the entity can be promoted to the next level. To do so, select the green cell and click

on the Manage Process button and select Promote.

341. Select Review Level 2 (or higher) and Selected Entity and Descendants from the drop down, click on Promote.


342. Review level has now changed to Review Level 2. Open the PL_ACT_INP_FORM_F form. Make sure the PoV is set as below.

343. Click on OK.

344. User Europe has no longer access to edit data, as Review Level is on 2. Log out from Workspace.

345. Log on as admin and select the same form again, with the same exact PoV..


346. Admin user has still got access to edit the data. For the next step we have a few options. We could reject back to Europe user level (in case we are not happy with the data) or to promote to next level (if required) or submit/publish and then lock the data (which makes the data non editable for everyone, admin included).

347. Let’s try to lock the data. First right click on the cell and click on the Manage

Process button and select Publish.

348. Select Selected Entity and Descendants from the drop down, click on Submit.


349. Review level has now changed to Submitted.

350. Click on the Manage Process button and select Publish.

351. Open now grid PL_ACT_CHECK. Right click on any cell for January and select Lock.

352. You will notice the colour of the first column has changed to a light orange, which means data is locked and cannot be edited by anyone, admin included.