I wanted to put together a post covering the different methods available in Data Management for loading journals to FCCS, but before diving in at the deep end I thought it would be worthwhile having a quick look at the functionality in FCCS. In the end I want to compare that the rules surrounding journals are the same in FCCS as they are in Data Management and hybrid FDMEE.
Please note the intention of this post is not to provide a detailed analysis of a journal process or be a step by step guide, it is really to clear up some of the questions I had when I first looked at the journal functionality.
The documentation covers a basic introduction to journals in FCCS:
“During a financial period, you may need to adjust data after it is entered or loaded into base-level entities. Journals provide an audit trail of changes made in the application and indicate which users made adjustments and which accounts, entities, and time periods are affected.
The journal tasks that you can perform depend on the role assigned to you by the administrator. If a journal task is not available due to security, or the state of the data or journal status, it is either disabled or displayed with a message that you do not have the rights to perform the action.”
If you are looking for an overview of journals in FCCS then there is a “Getting Started with Journals” video link available in the documentation.
The journal functionality is only available if it has been enabled by an administrator, this can be during application creation or through the enable features option in application configuration.
During application create there is an option to enable journal adjustments, this can be with or without the workflow process.
If journal adjustments have not been enabled there will be the option to enable them and whether to include workflow.
After journal adjustments have been enabled they cannot be disabled, the workflow can be enabled at a later stage.
Once workflow has been enabled it doesn’t look like it can be disabled so be sure on your requirements before enabling.
I am going to go down the route of having workflow enabled, this is because I found the documentation slightly misleading and I am going to provide my experience on how the functionality operates. As this is EPM Cloud everything is subject to change, so the way it functions today may not be the same in the future.
The basis of the workflow process is to create a journal, submit, approve and then post.
There are several rules that apply to journals and to the workflow process, these are a selection of the main points:
Journals are created against the consolidation dimension member “Entity Input”, “View” member “Periodic” and currency member “Entity Currency”, they are managed by a combination of scenario, year and period.
Journals are also created against the seeded “Data Source” dimension member “FCCS_Journal Input”.
Let us start out with a journal that has already been created, once a journal has been created it has the status of “Working”.
If journals are enabled without workflow then after creating a journal you can either “Post” or “Unpost”.
After creating a journal, the following options are available as part of the workflow process.
If we access the manage journals page with a “View” user against the same POV and the user has read access permissions to the “Actual” member.
No journals are displayed, this is because “View” users can only view posted journals.
If the journal had a status of “Posted” then it would be displayed.
If the user does not have read access to any of the members that have security enabled, they will not be able to open the journal.
Now let us go through the journal workflow process with a user that has the “User” role assigned. The user has write access to the security enabled dimensions except for read on an entity member.
Please note that you would usually apply access permissions at group level rather than user, this is just for demo purposes.
If the user tries to create a new journal:
Then selects the entity member they have read access to they will receive an error message.
The security was then updated so the user has write access to the member and the journal created.
The journal has been created unbalanced to show what happens when it is submitted for approval. It is possible to scan the journal from the actions menu to verify it is valid.
Once created, the status of the journal will be “Working”.
This is really where the workflow process kicks in. The documentation seems to indicate that email notification can be enabled as part of the approvals process. I think it is a bit misleading because from my testing I found that the approvals process is entirely separate, and the journal email notifications are enabled by default and cannot be disabled. This is just my experience, and this is something that may change in future releases.
The user then submits the journal for approval.
As the journal is not balanced an error is generated and cannot be submitted.
The journal was updated to be balanced and submitted.
The status of the journal is now “Submitted” and can be viewed but not edited.
An email notification will be sent to any users that have write access to the parent entities in the journal, by default this includes administrators.
To verify that the approver must have write access to the parent entity, I set the approver with read access.
Before trying to approve the journal, I set the period to be closed.
The approver then tried to approve the journal.
As expected an error message is displayed informing the period is not open and the journal could not be approved.
At this point the journal could also be rejected which would set it back to “Working” status.
The period was then opened.
There is another journal option which is controlled by administrators and can restrict who can approve journals.
The option was disabled and the approver who has the “User” role tried to approve the journal. The following error message was displayed, and the journal could not be approved.
The option was enabled again, the user tried to approve the journal, but the same error was displayed.
This goes back to the approver only having read access to the parent entity member.
Write access was granted and this time the journal was accepted for approval.
Email notification is sent to the user that submitted the journal.
At this point, only an administrator or the user that submitted the journal can post it.
If any other user with the correct access permissions tries to post the journal they will receive an error message.
The user who submitted the journal then posts the journal and the status is updated. The data is pushed to the Essbase database.
Once a journal has been posted, it can only be unposted by either an administrator or the user that posted it.
If any other user tries to “Unpost” they will receive the following error message.
If a journal is unposted it returns to “Approved” status.
In terms of email notifications this is where I found it to be confusing, hopefully I have understood correctly because it is not currently documented. If a journal is unposted, the user who unposted the journal and any users who have write access to the parent entities in the journal including administrators will receive an email. Though the same rule applies that only the administrator or the user that submitted the journal can post it again.
Anyway, another thing to note is that if workflow is enabled you must go through each stage in the process. For example, if a journal has a submitted status, the next step would be for it to be approved. If you try and miss the approval step and go straight to post, you will receive an error message.
If you try and delete members where they are referenced in a journal you will receive a deletion error message.
Going back to the earlier statement that it is not until the journal is posted that it is written to the Essbase database.
If I perform a retrieve against the journal POV before it is posted then you will see that no data exists in Essbase.
This does not change through the workflow process until the journal is posted.
If the journal is unposted then the data Is set to zero.
I can only assume that the data is set to zero and not to missing to stop any issues with calculations being incorrect.
So that completes this first part and in the next part I will look at the different options for loading journals which includes Data Management.
Please note the intention of this post is not to provide a detailed analysis of a journal process or be a step by step guide, it is really to clear up some of the questions I had when I first looked at the journal functionality.
The documentation covers a basic introduction to journals in FCCS:
“During a financial period, you may need to adjust data after it is entered or loaded into base-level entities. Journals provide an audit trail of changes made in the application and indicate which users made adjustments and which accounts, entities, and time periods are affected.
The journal tasks that you can perform depend on the role assigned to you by the administrator. If a journal task is not available due to security, or the state of the data or journal status, it is either disabled or displayed with a message that you do not have the rights to perform the action.”
If you are looking for an overview of journals in FCCS then there is a “Getting Started with Journals” video link available in the documentation.
The journal functionality is only available if it has been enabled by an administrator, this can be during application creation or through the enable features option in application configuration.
During application create there is an option to enable journal adjustments, this can be with or without the workflow process.
If you are not sure whether you want to include the journal functionality then the application can be created without it enabled, this can be then changed through configuration and the “Enable Features” option.
If journal adjustments have not been enabled there will be the option to enable them and whether to include workflow.
Once workflow has been enabled it doesn’t look like it can be disabled so be sure on your requirements before enabling.
I am going to go down the route of having workflow enabled, this is because I found the documentation slightly misleading and I am going to provide my experience on how the functionality operates. As this is EPM Cloud everything is subject to change, so the way it functions today may not be the same in the future.
The basis of the workflow process is to create a journal, submit, approve and then post.
There are several rules that apply to journals and to the workflow process, these are a selection of the main points:
- They must be balanced, it is possible to create unbalanced journals but not post them.
- If workflow is enabled, unbalanced journals cannot be submitted for approval.
- They are not written to the database (Essbase) until they are posted.
- A period must be open before you can post a journal.
- If there are approved journals you cannot close the period. If there are journals that have been created or submitted a warning will be displayed, but the period can still be closed.
- Users with the “Viewer” role can only view posted journals which will also depend on access permissions.
- Users with the “User” role or higher can view all journals depending on access permissions.
- Users who have write access to the POV can create a journal. They can also edit and delete journals and perform various actions depending on the stage in the workflow.
Journals are created against the consolidation dimension member “Entity Input”, “View” member “Periodic” and currency member “Entity Currency”, they are managed by a combination of scenario, year and period.
Journals are also created against the seeded “Data Source” dimension member “FCCS_Journal Input”.
Let us start out with a journal that has already been created, once a journal has been created it has the status of “Working”.
If journals are enabled without workflow then after creating a journal you can either “Post” or “Unpost”.
After creating a journal, the following options are available as part of the workflow process.
If we access the manage journals page with a “View” user against the same POV and the user has read access permissions to the “Actual” member.
No journals are displayed, this is because “View” users can only view posted journals.
If the journal had a status of “Posted” then it would be displayed.
If the user does not have read access to any of the members that have security enabled, they will not be able to open the journal.
Now let us go through the journal workflow process with a user that has the “User” role assigned. The user has write access to the security enabled dimensions except for read on an entity member.
Please note that you would usually apply access permissions at group level rather than user, this is just for demo purposes.
If the user tries to create a new journal:
Then selects the entity member they have read access to they will receive an error message.
The security was then updated so the user has write access to the member and the journal created.
The journal has been created unbalanced to show what happens when it is submitted for approval. It is possible to scan the journal from the actions menu to verify it is valid.
Once created, the status of the journal will be “Working”.
This is really where the workflow process kicks in. The documentation seems to indicate that email notification can be enabled as part of the approvals process. I think it is a bit misleading because from my testing I found that the approvals process is entirely separate, and the journal email notifications are enabled by default and cannot be disabled. This is just my experience, and this is something that may change in future releases.
The user then submits the journal for approval.
As the journal is not balanced an error is generated and cannot be submitted.
The journal was updated to be balanced and submitted.
The status of the journal is now “Submitted” and can be viewed but not edited.
An email notification will be sent to any users that have write access to the parent entities in the journal, by default this includes administrators.
To verify that the approver must have write access to the parent entity, I set the approver with read access.
Before trying to approve the journal, I set the period to be closed.
The approver then tried to approve the journal.
As expected an error message is displayed informing the period is not open and the journal could not be approved.
At this point the journal could also be rejected which would set it back to “Working” status.
The period was then opened.
There is another journal option which is controlled by administrators and can restrict who can approve journals.
The option was disabled and the approver who has the “User” role tried to approve the journal. The following error message was displayed, and the journal could not be approved.
The option was enabled again, the user tried to approve the journal, but the same error was displayed.
This goes back to the approver only having read access to the parent entity member.
Write access was granted and this time the journal was accepted for approval.
Email notification is sent to the user that submitted the journal.
At this point, only an administrator or the user that submitted the journal can post it.
If any other user with the correct access permissions tries to post the journal they will receive an error message.
The user who submitted the journal then posts the journal and the status is updated. The data is pushed to the Essbase database.
Once a journal has been posted, it can only be unposted by either an administrator or the user that posted it.
If any other user tries to “Unpost” they will receive the following error message.
If a journal is unposted it returns to “Approved” status.
In terms of email notifications this is where I found it to be confusing, hopefully I have understood correctly because it is not currently documented. If a journal is unposted, the user who unposted the journal and any users who have write access to the parent entities in the journal including administrators will receive an email. Though the same rule applies that only the administrator or the user that submitted the journal can post it again.
Anyway, another thing to note is that if workflow is enabled you must go through each stage in the process. For example, if a journal has a submitted status, the next step would be for it to be approved. If you try and miss the approval step and go straight to post, you will receive an error message.
If you try and delete members where they are referenced in a journal you will receive a deletion error message.
Going back to the earlier statement that it is not until the journal is posted that it is written to the Essbase database.
If I perform a retrieve against the journal POV before it is posted then you will see that no data exists in Essbase.
This does not change through the workflow process until the journal is posted.
If the journal is unposted then the data Is set to zero.
I can only assume that the data is set to zero and not to missing to stop any issues with calculations being incorrect.
So that completes this first part and in the next part I will look at the different options for loading journals which includes Data Management.
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