2BPC Training-Data Load Module

Almarai BPC Core Team Training

Data Load Module

2014 Deloitte & Touche (M.E.) 1

Pre-requisites of the Training Program

Installation of EPM Excel add-in in each participants machine

Availability of user names, password and access profiles for all the participants

Infrastructure

PC/Laptop been secured for each participant

Conference room with projector, white board and Almarai intranet access with connectivity to server

Participants to have practical knowledge of Financial Consolidation and Planning Process


Purpose of the Training Program

The primary goal of this training is to help Almarai's core team learn the critical and essential skills that they will need to

effectively perform their jobs after implementation of SAP BPC. This training forms a fundamental part of the Train-the-

Trainer approach and is part of the broader Change Management scope for the BPC project.

Purpose of BPC Implementation core team training program are

Understand concept of Environment, Models and Dimensions

Understand the Dimension Properties, Business Process Flows (BPF)

Navigate through Business Process Flows

Prepare the Trial Balance flat file as per format compatible to be loaded in Almarai BPC consolidation application

Execute Currency Translation, Inter-company eliminations and check the results

Input data using input forms

Set up and pass Journal Entries

Report and analyze the data during and after the process

Training to be imparted in English


Target Audience

This course is intended for the following audiences:

Almarai Core Team members with the process knowledge of the current consolidation process

Corporate Accounting Team

Shared Services Team

Business Planning and Budgeting Team

Super User


UNIT 1

Learning Objectives

The BW application has two load methods as a flat file upload and through BW

After completing this unit, you will understand how to load transaction data from Flat File and BW

Below are the learning objectives of this unit

Explain Transaction Data Loads

Preparation of Trail Balance Load File

Preparation of Transformation and Conversion Files

Data Loads from BW and Flat File


UNIT 1

Data Manager Package (DM Package)

The Data Manager Package is a BPC module that helps you move data into the system, copy or move data within and

across applications, and export data from an application for use in an external tool. In addition, the Data Manager Package

supports mapping and complex transformations of data. The Data Manager Package also allows you to export transactional

and master data from an application within Planning and Consolidation to a file that you can use in an external tool.

A package is a set of specific tasks that define the work to be done. These tasks are based on information you provide by

entering information in Data Manager package prompts. DM Packages allow you to move data among your BPC databases

according to the business processes.

Master Data

Master Data is your business critical data that is stored in different systems spread across your Enterprise. Master data

supports transactional processes and operations. For example, Master data will be about: profit centers, products etc

Transaction Data

Transaction Data is the data relating to the day-to-day transactions. Master data refers to the characteristics of an object

(e.g. employee) whereas transactional data refers to all the transactions that are carried out using that object.

BPC provides different packages to load different kinds of data. Broadly data can be of two types. Master Data and

Transactional Data. Inorder to load the transactional data, we should have master data in place. Hence master data load is

performed first followed by the transaction data. Either of the loads can be performed from BW, the backend of BPC or

through a flat file


UNIT 1

Hands-On: Access Data Manager Package

Login to the BPC web page using the URL http://bpdadmlh:8037/sap/bpc/web

Click on EPM office Add-in Excel

Click on SANDBOX CONSOLIDATION connection

Click on Data Manager Package

Click on Run Package to access the various Data Manager Packages


UNIT 1

Conversion File

Conversion file is being needed if the incoming data format is different to what is available in BPC. The

conversion file allows you to map member names from external to internal dimension structures. There can

be one conversion file per dimension.

For example there will be a conversion file for Accounts as the data is available in operational COA which

needs to be converted to global COA in BPC

The conversion file is used to perform one to one mapping or multiple source members rolling up to one

target member

Conversion files are assigned to the appropriate dimension in the transformation file.


UNIT 1

Hands-On: Create a Conversion File for Account Dimension

Browse Conversion file and select new conversion file

Create a Conversion File as per the below data format (Instructor Led Section)

One to One Map

Multiple source accounts

roll up to one global COA

INTERNAL column should have the codes present in BPC. In this context the Group COA codes should be

present in INTERNAL column. EXTERNAL column will have values coming into BPC from external source,

which are the Operational GL Account codes in this context


UNIT 1

Hands-On: Create a Conversion File for Account Dimension

Validate and Process the Conversion file to save the file

Create a Conversion File as per the below data format (Instructor Led Section)

Give a appropriate name to save the conversion file. Click on Ok to save the conversion file


UNIT 1

Transformation File

The transformation file allows you to set up the rules for reading data from an external source and put it in

the proper form for your BPC system. Transformation files are Microsoft Excel files that contain one

worksheet, named Instructions.

The Instructions worksheet contains the following sections :Options, Mapping, Conversion

Options - specify flat file delimiters, header rows, skip if, validation of members, switch signs based on the

acctype property, tolerance for error records, rounding, filter InfoProvider imports, call start and end routine,

Business Add-Ins.

Mapping - parsing, concatenation, pad, link characteristics to dimensions, link columns in a flat file to

dimensions, convert multiple key figures to the single BPC key figure.

Conversion - The *CONVERSION section of the transformation file defines which conversion sheet to use

with which dimensions. Use the following syntax to associate a dimension with a conversion sheet:

Dimension Name = [COMPANY]WorkbookName[!SheetName]. Items in brackets are optional.


UNIT 1

Transformation File - Options

FORMAT: There is no default so this option must be defined. Delimited means that there is a special

character between each column of data, defined by the Delimiter option (below). Fixed means that the data

is in a fixed field format.

HEADER: If YES, then your input file contains one header row that defines the fields.

DELIMITER can be COMMA | SPACE | TAB. The default is a comma. If the FORMAT option is set to

DELIMITED, this option defines the single character that is the delimiter between columns. Use the

keywords SPACE or TAB if space or tab-delimited.

SKIP: Number of lines to skip at the top of a data file. If your data file has a header, set this value so that

those lines are skipped during transformation. SKIPIF = NULL will skip a record if it is null.

VALIDATERECORDS: If YES, validate the mapping and that members exist, and map data in the proper

order

CREDITPOSITIVE: If NO, all amounts referring to an ACCOUNT type (LEQ, INC) will have their signs

reversed.

MAXREJECTCOUNT: The number of bad records before the entire load fails

Transformation File - Mapping

This is the place where we map the fields in data file to BPC dimensions. This allows to map the various

fields in the flat file with the BPC dimension


UNIT 1

Hands-On: Create a Transformation File

Select Transformation file and New Transformation file from Data Manager Ta

Change the Options section as per the below screenshot


UNIT 1


Change the Mapping section as per the below screenshot (Instructor Led Section)

Change the Conversion section as per the below screenshot


UNIT 1


Select Validate & Process Transformation file. Save the file as TB Flat File Load

Validation status Screen will appear after Validation of transformation is completed


UNIT 1

Trail Balance Load Flat File

For entities not on Almarai GCC, transactions to be uploaded to BPC using a flat file. This is performed using the

Transaction Data Load from Flat File DM package, which would ask the user to input the flat file ready with data and the

transformation file which maps flat file fields to BPC dimensions.

The flat file for Trail Balance Load need to follow a certain load format. It is essential to retain the same format while

preparation of the load files as these are the load definitions, if not followed will fail to load data in BPC


UNIT 1

Load Master Data Information

Master Data can be updated through a DM Package Load or through BPC Admin Client (Referred as Web Client).

Dimensions requiring Master Data from New GL (like entity, profit center, product segment) will be loaded through a DM Package.

Others dimensions which are BPC specific (E.g. Audit Trial, Scope etc) can be updated directly in the Web Client. Master Data DM load is very similar to Transaction Data DM load which we are going to

discuss in coming sessions. Here, we will see how to update it from Web Client.


UNIT 1


Master Data information will be updated based on a flat file maintained for a dimension

Below is a screenshot of a master data flat file for Global COA

The pre-defined format of the flat file will be used to derive the mapping section of the transformation file to update the account dimension

Similarly there will be flat files for dimensions like profit center, cost center and segment and corresponding transformation files

ID Description ACCTYPE ELIMACC IS_INPUT RATETYPE SCALING TYPELIM PARENTH1

1000000000 Total Assets AST PLUG-BS CLO Top_BS

1111311111 Debtors Control Account AST PLUG-BS CLO IC_ELIM_BS 1111311100

1111311113 Provision for Bad debt AST PLUG-BS CLO 1111311100

*MAPPINGID=ID

EVDESCRIPTION=DESCRIPTION

ACCTYPE=ACCTYPE

ELIMACC=ELIMACC

IS_INPUT=IS_INPUT

RATETYPE=RATETYPE

SCALING=SCALING

TYPELIM=TYPELIM

PARENTH1=PARENTH1

1 2 3 4 5 6 7 8 9

1

2 3

4

5

6

7 8 9


UNIT 1


Browse Run Package and select package as Import master data Attrib and Hier Flat File. Click on Run package

option

Browse for the relevant master data file depending on which dimension needs to be updated. In this hands-

on we will select the master file for accounts ACCOUNTS.CSV


UNIT 1

Select the relevant dimension for which the master data needs to be updated. in this example it will be Account


Select the Transformation file


UNIT 1

After the right selections have been, execute the package by selecting Run


Select the option Update Hierarchy to ensure that only the changes are reflected and no existing member is removed


UNIT 1

Hands-On: Prepare a Trial Balance Flat File

Prepare an excel file as per below screenshot

ENTITY column will have the ENTITY codes for example 1000, 2000, NS14 and NS15 etc.

ACCOUNT column will have the operational GL Account codes.

TIME column should have time period mentioned in above format. For example 2014 January in 2014.01 format.

INTER_COMPANY will have the company code with which the entity in ENTITY column is transacting with. The

value will have I_ as the prefix. If it not a Inter Company transaction, please use I_NONE in this place, which is

designated as the non inter company transaction code by BPC.

PROFIT_CENTER will have the Profit Center codes.

INTER_PROFIT_CENTER will have the Profit Center code with which the Profict Center in PROFIT_CENTER

column is transacting with. The value will have IPP_ as the prefix. If it not a Inter Division transaction, please use

IPP_NONE in this place, which is designated as the non inter division transaction code by BPC.

Value is the exact transactional amount for this particular comination of Dimensions or Row.

Every line in the load file is a value mentioned against an unique combination of dimension members

Instructor Led Section: How will be the values for other dimensions in BPC will get populated. Show

Transformation file to illustrate


UNIT 1

Hands-On: Load Trial Balance Flat File

Upload the Flat File developed in previous hands-on exercise, using Upload Data option of Data Manager tab

Browse for the file from the local disk and click on Upload Select the folder location as TRAINING


UNIT 1


Browse Run Package and select package as Transaction Data Load from Flat File. Click on Run package option

Browse for the data file uploaded in the first step and click Next


UNIT 1


Select the Transformation created in previous sections

Select Overwrite records with match key to overwrite the data with the same combination of dimension members and click

Next


UNIT 1


Select Pre-aggregate records in source to pre-aggregate the same combinations of dimension members and click

Next

Select Yes for Default Logic run and click Next. Instructor Led: Explain what Default logics will be run


UNIT 1


Select No for Work Status Settings Check Select Run and click on Finish

Click on View Status to see the progress of the load


UNIT 1

Hands-On: Load Trial Balance Data from BW

Browse Run Package and select package as Transaction Data Load from BW UI. Click on Run package option

Select display the select info provider dialog box (Highlighted in below snap shot)

and provide BW info cube.

Refer the adjacent table which gives the info provider for each data load

Data Type Info Provider

TB LOAD ZFIGL_C02

MOVEMENT

DETAILS FOR FA

ZFIGL_C02

PROJECTION

DATA

ZFIGL_C03

COSTCENTER ZFIGL_C05


UNIT 1


Select set Selection option and provide filters as per loading requirements. Filters are used to restrict the data

selection from the BW Info Provider. We can keep the filter on each and every field available in BW Info Provider

using the following BPC screen. BPC allows the user to use different operators here. For example =, and BT. In

BT option we can specify a Range where we can provide the Low range and High range.

The most important selection is ledger in order fetch data only for leading ledger


UNIT 1


Select Run and click on Finish

Click on View Status to see the progress of the load

2BPC Training-Data Load Module

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