SAP GL Data Load for BPC Consolidation

SAP BPC NW 7.5 Complex Data (SAP GL) Load Scenario Analysis
Using 1. Data Files, 2. Conversion Files, 3. Transformation File

.

SAP BPC NW 7.5 Complex Data(SAP GL) Load Scenario Analysis
A Step by Step Implementation Guide

Applicable Releases:
SAP BPC NW 7.0/7.5
SAP BPC MS 7.0

Version 1.2
April 2011

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Authors:
Kumaraguru Sivasakthivel, SAP BPC Consultant
E-mail: kumar-guru@hotmail.com

Jothi Periasamy, SAP EPM (BI, BPC &BOBJ) Subject Matter Expert (SME) & Finance Transformation Architect
E-Mail: JoeSaran@Gmail.com
LinkedIn: http://www.linkedin.com/in/jothiperiasamy
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Document History

Version Date Description
Version 1.0 04/16/2011 Initial Creation
Version 1.1 04/25/2011 Updates to Diagrams and Actions
Version 1.2 04/30/2011 Added flow diagrams

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Table of Contents

1. Business Scenario ........................................................................................................ 4
2. Document Objective ................................................................................................... 4
3. Prerequisites/Assumptions ......................................................................................... 7
4. Implementation Steps................................................................................................. 7
5. Conversion File Fundamentals .................................................................................. 14
6. Transformation File Fundamentals ........................................................................... 17
7. Scenario 1: Data Load with 1 Transformation and 1 Conversion File ...................... 21
8. Scenario 2: Data Load with 1 Transformation and 2 Conversion Files ..................... 37
9. Scenario 3: Data Load with 1 Transformation and 1 Conversion File with multiple
sheets ................................................................................................................................ 40
10. Scenario 4: Data load with 1 Transformation and 1 Conversion File with formula . 42
11. Scenario 5: Data load with 1 Transformation and 1 Conversion File with skipping
instruction ......................................................................................................................... 44

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1. Business Scenario

In a real time business scenario, it’s common for the business users to load data into
BPC applications. In addition to using the input schedules, users can also bulk load
the data from flat files using BPC Data Manager.

BPC data manager offers a simple user interface easy for the business users to
understand. Both transaction and master data can be imported using Data Manager.
Data Manager can support many different scenarios including data manipulation
using default logic and integration with Process Chains. However, default logic and
Process Chain integration can be one time setup after which business users can run
or schedule the data load without being concerned about the technical details
behind it.

2. Document Objective

This guide will provide all the steps necessary to load transaction data into a BPC
application. It covers 5 different scenarios in which the data loads can happen.

There are other scenarios not covered by this guide. They can be explored once the
Fundamentals given in this guide are understood.

Implemented Business Scenarios:

Scenario 1: GL Data load with 1 Transformation and 1 Conversion File
Scenario 2: GL Data load with 1 Transformation and 2 Conversion Files
Scenario 3: GL Data load with 1 Transformation and 1 Conversion File with
Multiple Sheets
Formula
instruction to skip records

See below for the logical flow diagrams:

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Fig 1 – Logical flow diagram for scenario 1


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3. Prerequisites/Assumptions

Necessary Dimensions and applications are already created
Appropriate security settings have been configured
Target data region does not have any data just to make the verification easier
EVDRE input schedule already created to verify data load for the target data
region

4. Implementation Steps

Steps listed below apply to all the scenarios with minor adjustments.

Create Data file
Upload data file
Preview data file
Define conversion file. Save under /COMPANY/CONVERSIONFILES folder
Define transformation file
Validate and save (or process) the transformation file
Run data package
Run "Import Transaction data“ data package

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Select the appropriate Transformation File and the data file
View log
Verify thru EVDRE report that the load is completed successfully

How to log into BPC Excel:

All the exercises in the guide are performed via BPC Excel. See below the screenshots on
how to log in. There is more than one way to log in:

Via web interface

Step 1: Launch BPC web to access the Interface for Excel

Figure 6 – Access SAP BPC Web from web browser

Step 2: Enter User ID and password in the popup screen

Figure 7 – Enter user credentials for BPC web

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Step 3: In the BPC web interface, click on “Available Interface” and then “Interface
for Excel”

Figure 8 – Select Interface for Excel in BPC web

Step 4: Select appropriate Appset and Application and click OK

Figure 9 – Choose Appset and Application

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Step 5: Enter User ID and password in the popup screen. Click “Finish”.

Figure 10 – Enter user credentials for BPC Excel

You will see the following screen (Home screen of BPC Excel Interface)
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Figure 11 – BPC Excel Home Screen

Via BPC Admin Console:

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Step 1: In the BPC Admin Console, click on “Available Interfaces” and then select
“Interface for Excel” to access BPC Excel.

Figure 12 – Select Interface for Excel in Admin Console

Step 2: Select appropriate Appset and Application and click OK

Figure 13 – Choose Appset and Application for BPC Excel
Step 3: Enter User ID and password in the popup screen. Click “Finish”.

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Figure 14 – Enter user credentials for BPC Excel

You will see the following screen (Home screen of BPC Excel Interface)

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Figure 15 – BPC Excel Home Screen

5. Conversion File Fundamentals

Conversion file is useful in converting external data from the flat files into system
recognizable format. It’s also used to perform calculations on the incoming data
before being stored in the system as signed data.

See the three screenshots in order below for navigation to access/create a
conversion file in BPC Excel:

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Step 1: Select “Manage Data” under “Available Task Categories” to access available data
management tasks

Figure 16 – Select Manage Data option

Step 2: Click on “Maintain Conversions” to see conversion file tasks

Figure 17 – Select “Maintain Conversions”

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Step 3: Depending upon the need, any of the different conversion tasks can be selected.

Figure 18 – Choose appropriate conversion file task

Conversion file is an Excel file that has three columns External, Internal and Formula.
External column has the member value expected from the data file. Internal column has
the member value as stored in the BPC database. Formula column can be used for any
data manipulation before being stored as signed data. Please refer to Fig 4 for a basic
conversion file format.

Step 4: Define conversion rules

Figure 19 – Conversion rule definition

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Step 5: After definition, it can be validated and saved.

Figure 20 – Conversion file validation

6. Transformation File Fundamentals

Transformation file is useful in instructing the system how to read the data from a
data file and also connects the conversion file with appropriate dimensions or signed
Data.

See the steps three screenshots in order below for navigation to access/create a
transformation file in BPC Excel:

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Step 1: Select “Manage Data” under “Available Task Categories” to access available data
management tasks

Figure 21 - Select Manage Data option

Step 2: Click on “Maintain Transformations” to see the transformation file tasks
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Figure 22 – Select “Maintain Transformations”

Step 3: Depending upon the need, any of the different transformation tasks can be
selected.

Figure 23 – Choose appropriate Transformation task

Transformation file has three sections: Options, Mapping and Conversion.

Step 4: Define Transformation file

Transformation File Options:

• FORMAT: Indicates if the data file is delimited or fixed or variant (Required)
• DELIMITER: Indicates the type of delimiter (comma, tab, space, text character)
(Required)

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• HEADER: Indicates if the data file has a header (Required)
• AMOUNTDECIMALPOINT: Allows to enter non-period decimal point
• SKIP: No. of lines to skip at the top (Required)
• SKIPIF: Skips a line in the data file if it begins with a given text string (Required)
• VALIDATERECORDS: Validates mapping and maps data (Required)
• CREDITPOSITIVE: Reverses sign in case of LEQ and INC accounts (Required)
• MAXREJECTCOUNT : If validating records, the no. of rejected records at which
stop processing (empty string means 500, some postive number, 0r -1)
(Required)
• ROUNDAMOUNT: Indicates amount of decimal values to round

Figure 24 – Transformation File Definition

Mapping Section:

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MAPPING section defines how data is mapped to the BPC database. It is also used for
mapping if the header in the data file is different from the BPC database. In the
screenshot above, mapping section indicates the position of the string to be read from
the data file for a dimension member value.

Conversion Section:

Connects the dimension/signed data with the conversion file

After completing the transformation file, it can be validated and saved.

Step 5: After definition, transformation file can be validated and saved.

Figure 25 – Transformation file validation

7. Scenario 1: Data Load with 1 Transformation and 1 Conversion File

Step 1: Create Data file

Create data file with necessary dimension and signed data information. Please note it
can be delimited or fixed.

Fig 26 – Comma delimited data file

Step 2: Upload Data file
Click “Manage Data” to access available BPC data tasks.
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Fig 27 – Select Manage Data option

Select “Upload data file” option to save the data file in the application server

Fig 28 – Upload option to save file in server

Select appropriate data file from the local machine in the source file field and the
desired server destination in the Destination file field.

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Fig 29 – Choose Source and destination

Step 3: Preview Data file
Uploaded data file cab be viewed using the “Preview Data File” option.

Fig 30 – Preview data file option

Select appropriate file for verification

Figures 31 – Data file selection for preview

Preview of the data file
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Figure 32 – Data file preview

Step 4: Define conversion file
Select Manage Data as previously mentioned to access data tasks.

Figure 33 – Manage data option

Select “Maintain Conversions” to access conversion file tasks

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Figure 34 – Maintain Conversions option

Select appropriate option to create/update/copy conversion file.

Figures 35 – Conversion file definition options

Define conversion file

Figure 36 – Conversion File Definition

After definition, conversion file can be validated and saved.

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Note that the conversion file should be stored directly under “CONVERSIONFILES” folder
in the server.

Figure 38 – Conversion file location

In the screenshot below, note how the Time dimension ID is converted into a different
format using the conversion file. IFP_Time member value in the system is “2009.JAN”
but the data file has “0109” thus requiring conversion.
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Figure 39 – Conversion of external time format to internal

Step 5: Define transformation file
Select “Manage Data” as previously mentioned to access data tasks.

Figure 40 – Manage Data option
Select “Maintain Transformation” to access transformation tasks

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Figure 41 – Maintain Transformation task

Select appropriate option to create/update/copy transformation file

Fig 25, 26, 27, 28
Figure 42 – Transformation definition options

Define transformation file by providing appropriate information under each section as
needed.

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Figure 43 – Transformation definition

Step 6: Validate transformation file
After definition, transformation file can be validated and saved.

Figure 44 – Validation of transformation

During validation process, the appropriate data file can be selected.

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Figure 45 – Selection of data file during validation

See below for different actions performed by the system to validate the transformation
file.

Figure 46 – Transformation validation log
Step 7: Run Data Package

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Select “Manage Data option again.

Figure 47 – Manage Data option

Select “Run a package” to execute the appropriate DM data package

Figure 48 – “Run a package” link

Step 8: Run “Import Transaction Data” Package

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Need to select the “Import Transaction data” data package since transaction data needs
to be imported into the BPC application

Figure 49 – Option to import transaction data

Step 9: Select the appropriate Transformation File and the data file

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In the next screen, select the data file and transformation file just defined from the
server. Note that there are options to merge or replace the existing data. Also, you can
choose to run the default logic during the package execution.

Figure 50 – Run package execution options

Choose appropriate options regarding work status and run mode.

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Figure 51 – More package execution options

Step 10: View log

Log can be viewed by selecting the “View Status” button.

Figure 52 – View Status button

Choose a line item and click on Detail button to view the details of the log.

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Figure 53 – View Log Summary View

View log details.

Figure 54 – Log details

Step 11: Verify thru EVDRE report that the load is completed successfully
Refresh the pre-defined EVDRE report to verify that the data load was successful.
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Figure 55 – Data load verification thru EVDRE

See below for the logical flow in scenario 1.

Figure 55a – Logical flow diagram for scenario 1

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8. Scenario 2: Data Load with 1 Transformation and 2 Conversion
Files

Step 1 thru 3: Refer to Scenario 1

First three steps (create/upload/preview) are the same as scenario 1 except that two
dimension members in the data file will need conversion. In this example, both Entity
and Time dimension members need conversion.

Step 4: Define 2 Conversion Files
Select “Manage Data” to view data tasks.

Figure 56 – Manage Data Option

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Select “Maintain Conversions” to access conversion file tasks

Figure 57 – Maintain Conversion to access conversion tasks

Select appropriate option to create/update/copy conversion file

Figure 58 – Conversion file definition options

Note both IFP_Entity and IFP_Time members need conversion. Following same process
above, two conversion files need to be created.

Figure 59 – Conversion file for Time dimension

Figure 60 – Conversion file for Entity dimension

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Create data file as follows. Note that both IFP_Time and IFP_Entity dimension members
need conversion.

Figure 61 – Data file with different member format

Once the Conversions are defined, they can be validated and saved.


Make sure to save the conversion files directly under “CONVERSIONFILES” folder in the
server.

Figure 63 – Conversion file location


This step is the same as scenario 1 except that two conversion files need to be mapped.

Figure 64 – Conversion section of transformation file

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Steps 6 thru 11 are the same as scenario 1. Note that two different conversion files
helped in finding the right data region to update.



9. Scenario 3: Data Load with 1 Transformation and 1
Conversion File with multiple sheets

First three steps (create/upload/preview) are the same as scenario 1 & 2.

Step 4: Create one conversion file with multiple sheets using the same
procedure as step 4 in scenario 2.

Note the conversion rules are defined in the same files but in multiple sheets.

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Figure 65 – First sheet in the conversion file

Figure 66 – Second sheet in the conversion file


This step is the same as scenario 1 & 2 except that two sheets in the same conversion
file need to be mapped.

Note that conversion sheet names need to be mapped correctly.

Figure 67 – Conversion file mapping with different sheets

Steps 6 thru 11 are the same as scenario 1. Note that one conversion file with two
different sheets helped in finding the right data region to update.

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10. Scenario 4: Data load with 1 Transformation and 1
Conversion File with formula

All the steps in this scenario are the same as scenario 1 except inclusion of a formula
in the conversion file and usage of “Amount” keyword in the transformation file for
conversion mapping.

In the conversion file below, “*” indicates all members. It can be member specific as
well. In this case, the signed data will be increased by 10%.

Figure 68 – Formula in the conversion file

Under the conversion section of the transformation file, “Amount” keyword needs to
be specified as follows:

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Figure 69 – Conversion file with formula mapping

After the data load, signed data for all the three records increased by 10%.

Figure 70 – Original data in the file

Figure 71 – Data after formula calculation in the system

See below for the logical flow in scenario 4

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11. Scenario 5: Data load with 1 Transformation and 1
Conversion File with skipping instruction

All the steps in this scenario are the same as scenario 1 except for inclusion of skipping
instruction in the conversion file.

Conversions file with instruction to skip records with a specified string “Product1”:

Figure 72 – Conversion file with “Skip” instruction

In this example, the data record with “Product1” string will be skipped. In this case, the
first record will be skipped.

Figure 73 – Data file with a record to be skipped

Note that all the records except for the first one were processed.

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Figure 74 – Data load verification thru EVDRE

See below for the logical flow in scenario 5

Figure 75 – Logical flow diagram for scenario 5

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SAP GL Data Load for BPC Consolidation

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