Internal Data Transfer (IDT)

Overview of Internal Data Transfer

You can use the Internal Data Transfer (IDT) function for transferring data within the system, for example, to transfer the balance of the previous year to the active year, or for copying data from actual data type to estimate.

Manually entered unit amounts (input type 0) are transferred. You can transfer data from years, periods, accounts, data types, or dimension units to other years, periods, accounts, data types, and units for a selected document series. You can transfer data to several periods at the same time, but not from one period to multiple periods (data must be transferred separately for each target period). If several different source accounts/document series/periods/units have the same target account/document series or the source is a consolidation unit or sum account, the amounts from all the sources are summed to one target.

If you transfer data from a document series of type 4 or 6 to a target document series of type 7, automatic entries (input type 1) are transferred and converted to manual input before entering to the target document series. The same also applies if you transfer data from a document series of type 6 to another document series of type 6.

After the transfer, group amounts are calculated and input data calculations are run for the target data automatically.

Customer-specific TR data and year-specific comments are not transferred. However, extra field data can be transferred.

DIM00 must be connected to the source and target data types.

The internal data transfer settings can be defined in the user interface task XML. For more information, refer to Clausion User Interface Task Parameters.

Transferring internal inventory data

When you transfer data from a document series of type 4 to the same or another document series of type 4, internal inventory data is also transferred (copied from source to target).

• Amounts: Cumulative values are always used for the source and target data regardless of the Type of data option (periodical or cumulative) you select. The Factor value and conversion tables you select for the target data are used when coping data.

• Tax percent: The values are copied from the source to the target regardless of the source and target periods. Tax percent for period 0 is copied if period 0 is not locked. Otherwise, the original value remains. In case when period conversion is used, where source period is not 0 and target period is 0, the tax percent is copied to period 0. This serves especially transfer of closing balance to next year opening balance (source period = 12, target period = 0). If there is more than one value (for example, consolidation unit as the source), the average is calculated. Factor and type of data options are ignored.

• Margin percent: If there is more than one value, the average is calculated. Factor and type of data options are ignored.

User rights

You must have at least 'read' rights to the source data (units, accounts, periods, data types) and 'write' rights to the target data. If you want to delete the source data after the transfer, you need 'write' rights also to the source data. The hierarchy of the source data is used also for the target data.

Unit and counter unit validity checks

All target units and counter units must be valid input units in the selected hierarchy for the target year/data type after the unit conversion, and the transfer fails if this is not the case.

This check is only performed for units for which there is data to be transferred and so invalid combinations for which there is no data do not make the transfer fail.

Running Internal Data Transfer

Location: Internal Data Transfer (IDT) (task ID: InternalTransfers)

1. On the Source Options 1 tab, select the following options. Mandatory options are marked with an asterisk.

   • *Data type: The data type from which data is transferred. The data types to which you have at least 'read' rights are available in the list.

   • *Year: The year from which data is transferred. The list contains all financial years included in the system.

   • Dimensions/Units: The dimension(s) from which data is transferred. For the selected dimensions, select the units from which data is transferred. If you select a consolidation unit, the data is transferred from all input units under it. If you do not select any units, data is transferred from all units (to which you have sufficient rights). The dimension unit tree contains all units of the selected dimension for which you have at least 'read' rights in the selected year. You can select several units by holding down the CTRL key if the 'multiselect' function is in use (refer to Clausion User Interface Task Parameters). This setting is dimension-specific. To search for units, type a search term in the text field above the unit tree and click . To move to the next match, click again.

     It is not possible to select a unit for codim00. All codim00 units are always transferred.

   • Hierarchy: The hierarchy from which data is transferred. The list contains all hierarchies defined for the selected dimension. If you do not select a hierarchy and a hierarchy is not defined in the task settings, structure 1 is used by default for the source unit list.

   • *Periods: The periods from which data is transferred. At least one period must be selected if you transfer period data. If you transfer data from extra fields, period selection is optional. The available periods depend on the task settings. If the content of the period list has not been defined in the task settings, all periods are included in the list. If the 'multiselect' function is in use (refer to Clausion User Interface Task Parameters), you can select several periods by holding down the CTRL key. To select all periods, select the uppermost item in the period tree. To select, for example, all normal periods, select the second-level (folder) item Normal periods. If the 'multiselect' function is not in use, period selection is available as a drop-down list and you can select only one period.

     You cannot select quarter periods as the source or target for the transfer.

     You must select all periods if you select Delete source data on the Target Options tab.

   • *Accounts: The accounts from which data is transferred. You can select several accounts by holding down the CTRL key if the 'multiselect' function is in use (refer to Clausion User Interface Task Parameters). At least one account must be selected. If you select a sum account or a summary account, the data is transferred from all input accounts under them.

2. On the Source Options 2 tab, select the following options.

   • Document series: The document series from which data is transferred. Select the document series from the list. You must select at least one document series.

   • Periodical: Source data is retrieved as periodic values.

   • Cumulative: Source data is retrieved as cumulative values for each period.

     The cumulative setting of the target account also has an effect on the transfer (see Modifying Account Properties).

   • IDT-source: group currency: When you select this option, the transfer is done using group currency as the source instead of the currency of the unit(s).

     If you do not see the IDT-source: group currency selection, please enable it by adding sourceusegroupcurrency component in UI task.

3. On the Target Options tab, select the following target options. Mandatory options are marked with an asterisk.

   • *Target data type: The data type to which data is transferred. The data types to which you have user rights are available in the list.

   • *Target year: The year to which data is transferred. The list contains all financial years included in the system.

   • *Type of target data:

     • Periodical: The transferred data is converted to periodical values.

     • Cumulative: The transferred data is converted to cumulative values.

       The cumulative setting of the target account also has an effect on the transfer (see Modifying Account Properties).

   • Conversion tables: You can select a conversion table for each dimension, period, document series, and account. If you do not select a conversion table (option Not defined) or a selected unit/period/document series/account is not included as a source in the selected conversion table, the source unit/period/document series/account is used as the target. For codim00, the conversion table defined for dim00 is used.

     To view the conversion table settings (source-target rows), click next to the conversion table drop-down list.

     Replace target data: This option is available for units and accounts. When you transfer data to another data type/year combination, select this check box if you want to replace existing data for the selected consolidated units or sum accounts in the target. If you do not select this check box, existing data remains in the target after the transfer for those units and accounts that are not connected to the source data type.

     The conversion tables are created in Conversion Tables (see Conversion Table Management).

   • Factor: The transferred data is multiplied by the value entered in this field. The value can be any numeric value. The default value is 1. Note that value 0 is used in calculations. In other words, if the factor value is 0, target values will be 0. This can be used, for example, to clear selected periods.

   • Delete source data: Select this option if you want to delete the source data after it has been transferred to the target. If you do not select the check box, the source data is copied to the target, but also remains in the source.

     If you select Delete source data, you must also select all periods on the Source Options 1 tab.

     You need 'write' rights to the source data for deleting it.

   • Do not create automatic counter entries: Select this option if do not want automatic counter entries to be created when transferring data to another data type (even if automatic counter entries are defined for the target data type). Existing automatic counter entries will also be deleted.

   If you want to save your options to your favourites, click Save to Favourites after making your selections. You can then open the task with the same options from your Favourites view. If you edit saved favourite options, click Save to update the favourite settings.

4. Click Start Transfer.

You can monitor the status of internal data transfer runs using the Internal Data Transfer (IDT) Status custom template (see Monitoring IDT Status).

Monitoring IDT Status

You can monitor the status of internal data transfer runs and delete internal transfer log entries using the Internal Data Transfer (IDT) Status custom template.

The template displays all started transfers (in progress, failed, and completed) for all users. You can limit the displayed data by filtering the columns (for instructions, refer to Customizing Input Template or Report Window in Clausion Input and Report User's Online Help).

Deleting log entries: Enter 'X' in the Delete Transfer column and save.

Examples

Unit conversion and unit rights

Examples of unit conversion and related checks in internal data transfer

Top unit

9020

9021

9022

9023

9024

9030

9031

9032

9033

9033a

9033b

Data type connections and user rights

User needs 'read' rights to the source units if source data is not deleted, or 'write' rights if data is deleted.

User needs 'write' rights to target units.

Internal data transfer options

• Unit: 9030

• Source data type: ACT

• Target data type: BUD

Units retrieved from the source data: 9031, 9032, 9033a, 9033b

Example 1

No conversion table is needed in this case. When the sub-units are not input units in the target structure, data is transferred automatically from the sub-units to the parent unit.

Transfer execution:

• User 1: Transfer succeeds.

• User 2: Transfer fails, because the user does not have rights to all source units (9033a, 9033b).

Example 2: Unit conversion table

Conversion table expanded to show the mapping of source units to target units in input level

Conversion rows for the transfer

Transfer execution:

• User 1: Transfer succeeds. Units 9031 and 9032 are not input units in the target and their data is transferred to parent unit 9030.

• User 2: Transfer fails because user does not have rights to units 9033a and 9033b.

Copying data from data type to another

Example: The actual amounts of a month are copied to the estimate data type. The estimate is then updated manually.

Example 1: Transferring periodical amounts Internal data transfer options

AccConvTable2 conversion table

Relevant account properties

Transfer run result:

The full year estimate changes due to a difference in the previous estimate and actual for February.

Example 2: Transferring cumulative amounts Internal data transfer options

AccConvTable2 conversion table

Relevant account properties

Transfer run result:

The full year estimate does not change. March periodical estimate is adjusted due to a difference in the February actual compared to the previous estimate.

Replacing target data

Example 1

Data type EST has an account used for manual estimates that is not connected to data type ACT. In ACT, this information is recorded on a more detailed level to several accounts.

Replacing target data

• If Replace target data is not selected, the data in the target account 100 remains because the account is not connected to ACT.

• If Replace target data is selected, the data in the target account 100 is deleted.

Example 2

When Replace target data is selected, data is replaced for all selected accounts/units that exist in the target structure, including sub-accounts/units that do not exist in the selected source structure.

Replace target data conversion table

Result in BUD after transfer when Replace target data selected

• Data is replaced (deleted) from units 103, 104, and 105, which are sub-units of 100 and are not connected to the source data type.

• The data of unit 201 is replaced with data from the source unit 101 based on the conversion table.

Conversion Tables

Location: Conversion Tables (task ID: ConversionTableMnt)

Conversion tables are used in internal data transfer when data is transferred from source units, accounts, periods, or document series to different target units, accounts, periods, or document series. Conversion tables may also be used in the integration of data from other source applications.

Note that when a source unit or account is not a valid input unit or account in the target structure, its parent level unit or account is automatically used as the target. A conversion table is not needed for the transfer in this case.

To create a new conversion table

1. Click New.

2. Add an ID for the conversion table and select the conversion table type.

   The type of the conversion table determines to which conversions for internal transfer / integration each table may be selected. Possible table types are dimensions (as many as exist in the environment), accounts, periods, document series and custom conversion. Note that there is no separate type for codim00, but dim00 conversion table is also used for codim00.

3. Click Save.

4. Under Conversion Table Details, add a name for conversion table in the languages used in the system and a description.

5. Under Conversion Table, add the source and target units/accounts/document series. To open a selection list, double-click in the Source ID or Target ID fields.

Note:

• All existing units of the dimension can be added to a conversion table. However, no automatic currency conversions are performed. Therefore, the source and target units should use the same currency.

• All accounts except calculated accounts can be added.

• All existing periods and document series can be added, but note that the source and target document series types must be the same (the only exception is document series types 4 and 6).

• Contrary to other types, the Custom conversion tables are year-specific (year must be selected when opening table) and no checks of entered values are performed to them.

  You can use a default year if you do not want the year rolling forward.

If there is an error on a row, the error icon is displayed in the first column of the row. To view the error, move the mouse cursor over the icon.