There are several one time set up tasks that must be performed by an Administrator in order to work with Group Reconciliations:
- Define sub-segments in profile segments.
- Configure the format for the new group reconciliation settings and then apply the format to the profiles that will be group reconciliations.
- Apply the Group Reconciliation Format to Profiles
- Map sub-segments to target dimensions in Data Management .
- Ensure Import Format is Mapped in Data Management
- Perform Data Load Mapping in Data Management
When a profile segment is marked as a sub-segment in Account Reconciliation, it also has to get mapped to a target dimension in Data Management. Note that sub-segments are locked down once data is loaded to one or more periods after sub-segments are activated.
First, define sub-segments in Account Reconciliation:
- From Home, select Application, then Configuration, and then System Attributes.
- Under Profile Segment, you select the Sub-Segment checkbox, and then select a Target Dimension from the drop down list. These are dimensions defined in Data Management.
When mapping to a Reconciliation Account ID within Account Reconciliation, there are considerations for blank target segments. If there are blank segments in between two populated segments in the target reconciliation, Account Reconciliation treats each blank/null segment values in the middle of a Reconciliation Account ID as three blank spaces. Account Reconciliation also trims off the trailing NULL segments after the last populated segment.
For example, a Group Reconciliation with the following Reconciliation ID: "001-null-null-1925 XXX" (the "null" in Account Reconciliation would be non-existent (void of characters) when viewing the Reconciliation/Profile.) The design of Account Reconciliation replaces the "null" at the database tier with three spaces for each blank/null segment in between the populated segments. The Target Mapped Profile in Data Management needs the following: "ACCOUNT ID 001- - -1925 XXX" to align with Account Reconciliation.
Configure the Format
The next step is to set up a format for the group reconciliation. To create a format for a group reconciliation:
- From Home, select Application, then Configuration, and then Format.
- Create a new format for the group reconciliation by clicking the plus sign (+). and then filling out the required fields. Here is an example of a format created for a group reconciliation. Note the following:
- Select the Group Reconciliation checkbox. Checking this will create a Group Detail link on the Reconciliation Actions dialog.
- All other settings will behave the same as an individual reconciliation.
- Group reconciliations do not apply to Transaction Matching or Variance Analysis methods.
Apply the Group Reconciliation Format to Profiles
Once you have configured the format for the new group reconciliation, you can apply this format to profiles that will be group reconciliations. This follows the usual process for applying a format to profiles. See Working with Profiles
Data Management - Target Application Dimension Mapping
In Data Management, you must add each sub-segment you added in Account Reconciliation as a dimension in the Target Application in Data Management using the exact same sub-segment name and the same dimension name.
The profile loads as one concatenated value that aligns with the profile as configured in Account Reconciliation. Each additional sub-segment is mapped to it's own "UD" field as Lookup. This ensures that the UD mapping aligns with the "UD" selection made on the Profile Segments screen in Account Reconciliation.
To add sub-segments as dimensions in Data Management:
- From Home, select Navigator, and then Data Management.
- Select Setup, and then select Target Application
- In Dimension Details, click Add to add each sub-segment you added in Account Reconciliation to Data Management so that it is mapped correctly. Add the following for each sub-segment:
- Dimension Name - must match the profile segment name in Account Reconciliation exactly.
- Target Dimension Class - must be Lookup.
- Data Table Column Name - must match the Target Dimension Name specified in Account Reconciliation.
Ensure Import Format is Mapped in Data Management
Ensure that each sub-segment is mapped through the Import Format option of Data Management (under Setup) to that it's available to be loaded into Account Reconciliation.For information on importing formats in Data Management, see Working with Import Formats
Perform Data Load Mapping in Data Management
In Data Management, you need to perform the Data Load Mapping option under Workflow.For information on loading data in Data Management, see Loading Data
Once you have performed the data load mapping in Data Management, the set up tasks for group reconciliations are complete. An ongoing task is creating and running a data load in Account Reconciliation.
Ongoing Task - Create and Run a Data Load in Account Reconciliation
To create a new data load:
- From Home, select Application, then Configuration, and then Data Loads.
- On Manage Data Loads, select Actions, and then New.
- On the New Data Load dialog, select the Allow blank segment values checkbox. This must be checked so that balances can be loaded that do not have sub-segment values.
To run the data load in Account Reconciliation:
- From Home, select Application, then Configuration, and then Periods.
- From the list, select the period for which you want to import data and from Actions, select Import Data.
Differences for Preparers
Now that an Administrator has set up and configured the profile sub-segments in both Account Reconciliation and Data Management, and created and applied a format for group reconciliations and then applied the format to profiles, let's look at how this appears to preparers. See Preparer Tasks for Group Reconciliations.