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SIMG_CFMENUCX01_ON06 - Define Data Entry Layouts

SIMG_CFMENUCX01_ON06 - Define Data Entry Layouts

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Using data entry layouts, you can enter financial data reported by consolidation units online in the SAP System or offline using MS Access.

You can define various data entry layouts, depending on the group/unit for which you are entering data and the level of detail involved.

You define data entry layouts using the Report Painter tool. Only those functions of the tool that are relevant for the definition of the layouts are used.
You also have the possibility to integrate Microsoft Excel: you can edit the defined entry layout with Excel functions and subsequently create them in Excel layout reported financial data.

You could define the following layouts:

  • Layout for the entry of balance sheet values
  • Layout for the entry of income statement values
  • Layout for the entry of quantities (for example, number of employees)

You could define layouts for summarized values and layouts for detailed values.

Several data entry layouts are predefined for consolidation charts of accounts 01,11, and 12 in the standard system. There are no conventions for data entry layouts, however, the following logic has been used for naming the predefined data entry layouts:

  • The first two digits correspond to the associated consolidation chart of accounts.
  • The third position is a hyphen.
  • The fourth digit is the item type of the items to be entered with the layout (1 = assets, 2 = liabilities and stockholders' equity, 3 = income statement, 4 = other, 5 = quantities). This grouping is not always consistent, it is only intended as a means of orientation.
  • The last four digits indicate the breakdown, in other words, the most detailed or the most frequently used breakdown category for the items.

Example: 01-30000 Income statement

Item sets and subitem sets are also predefined for data entry:

  • Predefined items sets are named using the following logic:
  • The first two positions are "CS".

  • The third and fourth positions indicate the name of the relevant consolidation chart of accounts.

  • After the hyphen, the next four positions indicate the contents of the set by reference to an item number.

Example: CS01-1000 Balance sheet
  • Predefined subitems sets are named using the following logic:
  • The first two positions are "CS".

  • The third and fourth positions are 01 and can be used for the consolidated chart of accounts.

Subitems are not dependent on the consolidated chart of accounts; they are valid for all charts. However, if you use sets containing different subitems for different charts of accounts, for example, due to different statutory requirements, you can indicate the relevant chart of accounts using the third and fourth positions.
  • The positions after the hyphen provide information about the contents of the subitem set by reference to the subitem or breakdown category.

Example: CS01-1000 All transaction types for subitem category 1

Define your data entry layouts as follows:

Creation of a data entry layout

Enter the name and description of the layout. You can use one layout as a template for creating another.

On the next screen, the layout master is displayed. One lead column and one value column are preset for data entry.

General data selection characteristics

Define the general data selection characteristics:

  1. Choose "Edit -> Gen. selection data -> Gen. selection data".
  2. In the next window, select the characteristics fiscal year, period, version, dimension, consolidation unit, and consolidation chart of accounts.
Note: As an alternative, you can enter the characteristics fiscal year, period, and version during the definition of the value columns later on. This is especially useful when using comparison value columns (see below).
  1. Enter values for the characteristics you selected, or activate the variable indicator.
  • You always need to enter a value for the characteristic chart of accounts, since layouts are defined for a specific consolidation chart of accounts.

  • If you enter literal values for the characteristic partner unit when defining lead columns, you need to enter a value for the characteristic dimension. This is to enable the system to check that you have entered valid partner units for a particular dimension on definition of a layout. The layout is valid only for the dimension you specify here.

If you enter a variable for the partner units, you can also enter a variable for the dimension.
  • For the characteristics fiscal year, period, version, and consolidation unit, you normally enter variables, which are derived from the values found in the global parameters and the specifications you make on the initial screen.

Only enter literal values for these characteristics if you want to further restrict the validity of your layout.

Header characteristics

Define the header characteristics for the entry screen:

  1. Choose "Edit -> Gen. data selection -> Header layout...".
  2. The general data selection characteristics that you previously selected are displayed. You can change their sequence, specify that they should be hidden, and redisplay them at a later date.

First lead column

Define the first lead column:

  1. Double-click the lead column that is displayed.
  2. Select the characteristic for the column. You can choose from the FS item, unit of measure, and all subassignments (partner unit, subitem, transaction currency, year of acquisition, period of acquisition, and all custom subassignments).
Note: If you choose a custom subassignment that is part of a compound and is dependent on another characteristic, you must also choose the other (independent) characteristic. For example, you need to choose both the characteristics region and country/region, if these are compound characteristics and the region is dependent on the country/region.
This does not apply to the characteristic subitem - you can choose the subitem without choosing the subitem category.
  1. Enter values for the characteristic you selected.
  • Characteristic: FS item

You can enter a single value, a range of values, a set, or *. If you enter an asterisk (*), then you insert the items into empty rows.
Usually, you enter either a range or set.
You cannot enter a variable for this characteristic.
When entering data with this layout, if you want to display the FS item hierarchies, that is, the totals items, the characteristic value must contain an item set that was generated in Edit Item Hierarchies of Consolidation Chart of Accounts. Select the list of possible entries. Choose a single set. Names of single sets that were generated by the system contain the top totals item and end with '-0'. Note that you can only enter one item set. For example, you could enter the item set for noncurrent assets in a data entry layout.
After calling up the data entry, you can deactivate or activate the hierarchy display by choosing "Settings -> Lead Columns...".
  • Characteristics: Subitem, partner unit, transaction currency, year of acquisition, and custom subassignments

You can enter a single value, a range of values, a set, or *. If you enter *, you insert the characteristic values into the empty rows in the layout.
You can also enter variables. The following logic applies:
If you enter a variable in place of a single value or a value range, you will need to enter a value for the variable when you start data entry.
If you enter a variable in place of a set, the system uses the sets that you specified in the breakdown categories of the items for which you enter data.
The advantage of this is that you can use the breakdown categories of the items to specify that different items are to be broken down differently. You can specify a specific set for each breakdown category.
  • Special procedure for the partner unit characteristic

For the partner unit characteristic, you can also enter a variable instead of a set.
Note the following: Partner unit sets consist of a set prefix, a hyphen, and a set suffix. You specify the set suffix in the breakdown category, and the set prefix in the master data of the individual consolidation units.
The system forms a set using the set prefix and suffix, and by automatically inserting a hyphen.
The advantage of this procedure is that you can maintain different default partner unit values for different consolidation units, using the partner set prefix. You find out which business relationships exist, and create the appropriate sets. Each set has it own set prefix; the set suffix can be identical.
Note: The characteristic values for the subassignments are used as defaults in the data entry layout. In addition to the items included in the layout, you can also add new rows with additional breakdowns. The empty rows at the end of the layout are intended for this.
  1. Edit the texts for the column heading. To do this, choose the icon "Change short, medium and long texts".
Also specify the structure of the lead column. Choose the "Lead Column" button. You can specify how the characteristic value is displayed in the data entry layout: with its ID, its name, or both.
Example for characteristic FS item: Characteristic value displayed with
- ID: 1033030
- Name: Investments
- Combination ID/name: 1033030 Investments
If you select ID and name, the lead column is shown with two columns in the entry layout.

Additional lead columns

Define any additional lead columns you require:

  1. Choose "Edit -> Columns -> New lead columns".
Each new lead column is inserted in front of the other lead columns. When you define a new lead column, the system displays all the characteristics that you have not yet used for selection in a dialog box.
  1. If necessary, change the sequence of the lead columns. Choose "Edit -> Columns -> Sort lead columns". Usually you specify that the column with the characteristic FS item is the first column.

Defined rows in lead columns

You can also form your data entry layout by defining characteristic values per row in a lead column. Per row you can define one item value and a value for the subassignments used. In each row, select all subassignments you use and if necessary, fill them with the spacing character "#". For example, in the first row you could define the item 'Earnings from Affiliated Companies' and the product group 'Commercial Vehicles' as custom subassignment. In the next column, you would define the item 'Earnings from Affiliated Companies' and the product group 'Cars'. For each row, you should choose an explanatory text so that it is clear, which values are to be entered per row.

To define rows, position the cursor on the row in the lead column and double-click.

First value column

Define the first lead column:

  1. Double-click the value column that is displayed.
  2. Select a key figure. You can select either group currency, local currency, transaction currency, or quantity. In addition, you can select the characteristics version, year, period, item, and subassignments under the following prerequisites:
The characteristics version, year, and period are then offered in the selection if you have not defined them as general selection characteristics. The characteristics item and subassignments are then offered if you have not defined them in the lead columns.
For example, you could select the custom subassignment 'Product group' and enter an itemized value or a variable for it. This means that in the value column, only reported financial data should be entered for a certain product group, for example, commercial vehicles.
But you could also define an item for each value column. You would then select a subassignment as lead column.
Caution: If you define different items in value columns, the data entry layout is only allowed to consist of either one lead column, or of individually defined rows. The items must also have the same breakdown category.
  1. Maintain the text for the column heading: To do this, choose the icon "Change short, medium and long texts".
  2. If necessary, define the display factor and the number of decimal places for the value column. Choose "Format -> Number Format". After you have called up the data entry, the display factor appears in the column heading.

Additional value columns

Define any other value columns you require:

  1. Double-click the space next to the existing value column.
  2. Choose one of the following: key figure, characteristic (see first value column), formula (see below), or attribute (see "Debit/Credit Sign").
  3. Sort the value columns if necessary. Choose "Edit -> Select" and then "Edit -> Selected area -> Move".

Debit/credit sign

In value columns, you can display the debit/credit sign as an attribute. The sign of the item or subitem is then displayed during data entry.

Comparison value columns for fiscal year, period, or version

You perhaps want to create comparison value columns in addition to value columns. In these comparison value columns, comparison values to another fiscal year, to another period, or to another version would be displayed. But you can also create such comparison value columns to enter values, for example, comparison values in a plan version.

Prerequisite for this is that the characteristics fiscal year, period, and version are not defined as general selection characteristics.

Say, for example, you want the first value column to reflect the local currency values for the fiscal year, period, and version that are currently set in the global parameters. The next column is to reflect the local currency values of the prior year for the same period, but for version 100. Proceed as follows:

  1. In the first value column, you select the key figure local currency, and you select the characteristics fiscal year, period, and version.
(The characteristics are listed because they are not defined as general selection characteristics.)
  1. You set the variables for the characteristics characteristics fiscal year, period, and version.
(These variables are populated by the global parameters when you call up the data entry layout.)
  1. You define the comparison column to the right of the first column. You choose the key figure local currency along with the characteristics fiscal year, period, and version.
You specify the following values for the characteristics fiscal year, period, and version:
  1. Fiscal year: Variable - 1 (= previous year)
  2. Period: Variable
  3. Version: 100
Note: You can use fixed values for characteristics fiscal year, period, and version (for example, 100 for the version, or yyyy for the fiscal year), or you can determine the values using a variable or a simple formula.
  1. To have the column heading show which fiscal year, period, and version is being entered or displayed in the value column, you define the heading with variables that represent these characteristics:
    1. For example, you define the heading text as "HW$1/$2/$3".
    2. You choose "Extras -> Variables -> Variables definition". The variables $1, $2, and $3 are displayed as being text variables. For each variable, double-click the variable to go to the detail screen. There, you assign the desired characteristic to the variable, for example, the fiscal year to variable $1, the period to variable $2, and the version to variable $3.
  2. Specify whether comparison columns should be entered: Choose "Formatting -> Ready for input Y/N".

Formulas

You can also specify a formula for the value column. For example, you could define a value column with a formula so that the column shows the difference between the values of the first value column (current local currency values) and the second value column (prior year local currency values).

Do the following: Create the third value column and choose the type "formula". An editor appears in which you can choose the parts of the formula:
"ID of column 1" - "ID of column 2"

Checking the data entry layout

Choose "Data entry layout -> Check". The system checks your layout for consistency, for example, it checks amongst other things that no variables are set for the characteristics item and chart of accounts. This check is for informational purposes only. The system always checks the layout when you save it.

Saving the data entry layout

Finally, you save your data entry layout.

Processing the layout with Microsoft Excel

Choose the process step Define Data Entry Groups for this.

Identification of variables

You can change the preset identifiers for variables. Choose "Extras -> Variables -> Characteristic value -> Identifier". If you enter variables for a value range for the characteristic partner unit, you could choose the following identifiers:

  • Variable 1: "From" partner unit
  • Variable 2: "To" partner unit

These identifiers then appear in the selection screen for data entry.

Locking the Data Entry Layout

When you start data entry, the system locks the layout to prevent other users from entering data simultaneously by accident. The system locks the combination of dimension, consolidation unit, consolidation chart of accounts, version, year, and period. Furthermore, in the step Check Global System Settings, you can make sure that the data entry layout itself is also locked. If you do this, you are able to simultaneously enter financial data for a consolidation unit using different data entry layouts, as long as the FS items of these layouts do not overlap.

To transport your settings, choose the process step Import or Transport Data Entry Layouts.






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