Defining Ledger Preparation Rules and Groups

This section provides an overview of ledger preparation rules and groups and discusses how to:

Understand ledger preparation rules and groups.
Pages used to establish ledger preparation rules and groups.
Establish ledger preparation rules.
Establish ledger preparation groups.

Pages Used to Define Ledger Preparation Rules and Groups

Page Name	Definition Name	Navigation	Usage
Ledger Preparation Rule	GC_MAP_SET_TBL	select Global Consolidations, then select Define Consolidations, then select Ledger Preparation, then select Ledger Preparation Rule, then select Preparation Rule	Identify the specific verification, calendar, currency, and ChartField (data mapper rule) mapping rules to use for one or more ledger business units when running the ledger preparation process.
Ledger Preparation Rule - Notes	GC_MAP_SET_NOTES	select Global Consolidations, then select Define Consolidations, then select Ledger Preparation, then select Ledger Preparation Rule, then select Notes	Enter notes about the ledger preparation rule.
Ledger Preparation Copy Rule	GC_MAP_SET_COPY	Click Copy Rule on the Ledger Preparation Rule page.	Create a new ledger preparation rule by copying the current rule.
Ledger Preparation Group	GC_MAP_GRP_TBL	select Global Consolidations, then select Define Consolidations, then select Ledger Preparation, then select Ledger Preparation Group, then select Preparation Group	Specify a group of ledger preparation rules to be processed and the order in which they should be processed.
Ledger Preparation Group - Notes	GC_MAP_GRP_NOTES	select Global Consolidations, then select Define Consolidations, then select Ledger Preparation, then select Ledger Preparation Group, then select Notes	Enter notes about the ledger preparation group.

Understanding Ledger Preparation Rules and Groups

After defining individual mapping rules, you establish ledger preparation rules to identify which mapping rules a ledger business unit uses to convert its data to the consolidation ledger. Ledger preparation rules identify the specific ledger verification, calendar, currency, and ChartField mapping rules (data mapper rules) to use for each subsidiary ledger business unit during ledger preparation processing. You can include one or more ledger business units in a single ledger preparation rule, depending on your requirements.

Note: If you want to include elimination units in your source ledger data, the definition for the elimination unit should indicate that it is a processing unit, and you should include the elimination units in your ledger preparation rules. The elimination units will then appear in the Ledger Preparation Manager

When you define a ledger preparation rule, you can also select the no preparation option for specific business units. This option by-passes calendar, currency, and ChartField mapping rules and transfers verified source ledger data directly to the consolidation ledger. You can use this option if the source ledger data has already been prepared, or when it is already in the format of the consolidation ledger. The data for the business unit must come from a single source ledger.

See Using the No Preparation Option.

One or more ledger preparation rules are associated with a ledger preparation group. The group should encompass all the rules needed to describe the mapping for each ledger business unit in your consolidation. A single ledger preparation group is associated with a consolidation model. The ledger preparation process uses the ledger preparation group specified in the consolidation model as input.

Ledger Preparation Rule Page

Use the Ledger Preparation Rule page (GC_MAP_SET_TBL) to identify the specific verification, calendar, currency, and ChartField (data mapper rule) mapping rules to use for one or more ledger business units when running the ledger preparation process.

Navigation

select Global Consolidations, then select Define Consolidations, then select Ledger Preparation, then select Ledger Preparation Rule, then select Preparation Rule

Image: Ledger Preparation Rule page

This example illustrates the fields and controls on the Ledger Preparation Rule page. You can find definitions for the fields and controls later on this page.

Ledger Template

Select the ledger template structure. This must be the same template used for your consolidation ledger. This value controls which ChartFields are available.

The ledger that you select must be defined on the Ledger Template page with the EPM Ledger Type field set to Consolidation Ledger.

The ledger format option, which is established on the Ledger Template - Consolidation Variables page (either Trial Balance based or Financial Statement based) determines which fields are available for entry in the close rule process pages.

The Ledger Template defines the data base records and the processing methods for your consolidation model.

See Understanding Ledger Templates.

Insert rows as needed within the Ledger Preparation Rule grid to add business units to this rule, and define the specific ledger verification, account mapping, calendar mapping, and currency conversion rules to use for each ledger business unit during ledger preparation. For each row, complete these fields:

Business Unit and Ledger ID

Identify the ledger business unit and Ledger ID to which you are assigning mapping rules.

Verification Rule

Select the ledger verification rule that you want to use for the specified business unit.

Use the Ledger Verification Rule setup page to establish verification rules.

No Preparation

Select if no currency conversion, calendar mapping, or ChartField mapping is required for this business unit's ledger data and if the data comes from a single source ledger. For example, if the ledger data is already prepared when you receive it, or is already in the format of the consolidation ledger, select this option; you can then leave the Data Mapper, Calendar Map, and Currency Group fields blank.

Calendar Map

Select the calendar mapping rule to use for the specified business unit..

Data Mapper

Select the data mapper rule to use for the specified business unit.

Currency Map

Select this check box if you want to use the currency rule group associated with the consolidation model. Generally it is checked for each business included in the rule except for those with the No Preparation option selected.

The currency rule group is specifed on the Consolidation Model page.

You can select only mapping rules that use the same ledger template as the preparation rule.

Updating Multiple Rules

Expand and use the Update Rules group box to help you complete the Ledger Preparation Rule grid. Select the business unit tree name and a tree node that contains the business units for which you want to assign mapping rules. Then click Load Business Units to insert all the business units within that node that are not currently in the Ledger Preparation Rule grid. Similarly, you can populate one or more of the fields within Update Rules Ledger ID, Calendar Map, Data Mapper, and Verification Rule ) or select No Preparation is Required, then click the Update Rules button to insert those field values into rows within Ledger Preparation Rule that do not currently contain any values for those fields.

To clear one or all rules, select the rule type from the Clear Rule drop-down list box, then click Update Rule.

To apply currency mapping to all of the business units in the Ledger Preparation Rule grid, select the Currency Mapping is Required check box and click Update Rules.

Copying Rules

To copy a rule, click the Copy Rule button. The Copy Preparation Rule page appears.

Image: Copy Preparation Rule page

This example illustrates the fields and controls on the Copy Preparation Rule page. You can find definitions for the fields and controls later on this page.

Specify the SetID, effective date, new preparation rule ID, and description for the rule that you are creating by copying this rule, and then click OK.

Validating Rules

Click Validate Rule to have the system check that your ledger preparation rules are valid. This is especially important if you create a rule by copying another rule. If there is an issue with any rule, an error message appears indicating the specific problem. If no error message is displayed, then your rules are valid.

Ledger Preparation Group Page

Use the Ledger Preparation Group page (GC_MAP_GRP_TBL) to specify a group of ledger preparation rules to be processed and the order in which they should be processed.

Navigation

select Global Consolidations, then select Define Consolidations, then select Ledger Preparation, then select Ledger Preparation Group, then select Preparation Group

Image: Ledger Preparation Group page

This example illustrates the fields and controls on the Ledger Preparation Group page . You can find definitions for the fields and controls later on this page.

The ledger template must be the same template that is used for the consolidation ledger.

In the Ledger Preparation Rules grid, insert rows as needed to associate one or more preparation rules to this preparation group.

The preparation rules are processed in ascending order based on the value that appears in the Use Order field.