Almarai

BPC Core Team Training

Data Load Module

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

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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-theTrainer 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

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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

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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

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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

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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

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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.

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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
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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

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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.

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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
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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

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UNIT 1
Hands-On: Create a Transformation File
Change the Mapping section as per the below screenshot (Instructor Led Section)

Change the Conversion section as per the below screenshot

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UNIT 1
Hands-On: Create a Transformation File
Select Validate & Process Transformation file. Save the file as TB Flat File Load

Validation status Screen will appear after Validation of transformation is completed

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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

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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.

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UNIT 1
Load Master Data Information

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

1
ID

2
Description
1000000000 Total Assets
1111311111 Debtors Control Account
1111311113 Provision for Bad debt

7
8
6
9
4 5
3
ACCTYPE ELIMACC IS_INPUT RATETYPE SCALING TYPELIM PARENTH1
AST PLUG-BS
CLO
Top_BS
AST PLUG-BS
CLO
IC_ELIM_BS
1111311100
AST PLUG-BS
CLO
1111311100

*MAPPING
1
2
3
4
5
6
7
8
9
17

ID=ID
EVDESCRIPTION=DESCRIPTION
ACCTYPE=ACCTYPE
ELIMACC=ELIMACC
IS_INPUT=IS_INPUT
RATETYPE=RATETYPE
SCALING=SCALING
TYPELIM=TYPELIM
PARENTH1=PARENTH1
2014 Deloitte & Touche (M.E.)

UNIT 1
Load Master Data Information
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 handson we will select the master file for accounts ACCOUNTS.CSV

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UNIT 1
Load Master Data Information
Select the Transformation file

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

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UNIT 1
Load Master Data Information
Select the option Update Hierarchy to ensure that only the changes are reflected and no existing member is removed

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

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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
2014 Deloitte & Touche (M.E.)
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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

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Select the folder location as TRAINING

2014 Deloitte & Touche (M.E.)

UNIT 1
Hands-On: Load Trial Balance Flat File
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

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UNIT 1
Hands-On: Load Trial Balance Flat File
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

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UNIT 1
Hands-On: Load Trial Balance Flat File
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

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UNIT 1
Hands-On: Load Trial Balance Flat File
Select No for Work Status Settings Check

Select Run and click on Finish

Click on View Status to see the progress of the load

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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

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Info Provider

TB LOAD

ZFIGL_C02

MOVEMENT
DETAILS FOR FA

ZFIGL_C02

PROJECTION
DATA

ZFIGL_C03

COSTCENTER

ZFIGL_C05

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UNIT 1
Hands-On: Load Trial Balance Data from BW
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

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UNIT 1
Hands-On: Load Trial Balance Data from BW
Select Run and click on Finish

Click on View Status to see the progress of the load

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