Preparing reports

Management of reporting preparation includes two stages:

Set up accounting statement processing regulation:
- □ Determine the business structure.
- □ Determine the intercompany transaction reconciliation template (if necessary).
- □ Determine the rules for filling report instances.
- □ Determine the linked reporting preparation template.
Start and manage a reporting preparation process:
- □ Set the reporting period parameters and start the process.
- □ Monitor the filling of reports in the "Report matrix".
- □ Monitor the filling of reports in the Process management data processor.
- □ Monitor the process in the "Process chart".
- □ Close the period.

Creating a template of reporting preparation route

To create a reporting preparation template, create the Universal process templates catalog item.

In the item form that opens, fill the Name field.
In the Process mode field, select Report preparation process.
In the Regulation for preparing reports field, select the regulation. Warning: one reporting preparation can relate to only one regulation.

To open a form of the reporting preparation template designer, click Save and close. The following types of steps and a list will be available in this form:

Report preparation step.
Processing step.
Notification step.

Types of reporting preparation steps

"Report preparation" step

Report preparation is the main step type in reporting preparation. At this step, you determine the list of reports to generate, business units for which they must be filled in, and users responsible for filling them.

On the Generated documents tab, specify the step document list. You can specify the following document kinds in the list: Report instance, Operation, Translation, Transformational adjustment.

To make sure the current process step cannot be closed until the document is approved, select the check box in the Required column.

To make sure the current process step cannot be closed if the document failed check, select the Control check box. It might happen when the check rule is performed with errors.

To disable parallel processing of documents during the current step, select the Do not use multithreading check box.

On the Business units tab of the step, specify filter conditions for companies for which reports must be filled. You can set filter by any attributes of the Business units catalog. An additional restriction applies to the business unit type selected in the Business unit type field (Consolidating, To be consolidated, or Eliminating).

The Regulation setting tab contains links to the rules for filling report instances and the responsibility assignment matrix.

"Processing" step

Use this step type when a task must be completed during the process. This can be either a task for the user or automatic processing.

To assign tasks to users, fill List of responsible persons. Once each user completes their task, the process will move on to the next step.

In the Step procedure field, you can specify the algorithm of automatic data processing. It will be executed when the step is activated.

To pause the process until the user explicitly marks this step as completed in the "Process management console", select the Manual approval check box.

"Notification" step

Use this step type to send users a message about the beginning or completion of any of the steps, or about any intermediate process events.

In the settings, specify a list of recipients and a text template that users will receive in a notification. To describe the template, use process parameters.

If the user needs to be notified by email, select the Notify by email check box for the user. A notification will be sent to the email address specified in the user settings.

Setting up rules for filling report instances

Set up the rules for filling report instances to determine the use of templates, calculation and check rules, currency, and external infobases broken down by companies.

To open the filling rule setup form, click Open rules in the regulation for preparing reports form.

This form displays a table. Here, for each combination of report type and business unit, specify the default check rules and external data sources. Click the intersection cell to open an auxiliary form. It will display the default internal attributes. The attributes will be available for editing.

The entered settings are used by the application to automatically fill the Report instance document attributes on reporting processing for automatic generation of reports when opening a new reporting period and when creating new instances manually. When automatically selecting a setting, the suitable and most accurate combination of key dimensions is used. For example, if there are two suitable settings, one of which specifies the report type and the other specifies the report type and company, the second setting will be selected automatically.

When selecting a setting for the Report period key dimension, the following rule applies:

First, a setting with the same period is selected.
Second, a setting with the previous period of the same frequency is selected. If there are several previous periods, the latest one is taken.
Last, a setting where the report period is not specified is selected.

Starting, monitoring, and stopping reporting preparation

To start the reporting preparation, create the Reporting period management document. Fill the main period data:

Scenario.
Frequency.
Start period.
End period.
Regulation that contains a linked reporting preparation template.

If necessary, fill exchange rates and go to the Fill reports and set up limits tab. On this tab, click Start process. If the process started successfully, the Start process button will become unavailable and the Stop process button will be displayed.

Process chart

You can open the process chart from the Reporting period management document. The chart shows the progress of the reporting preparation in a graphical form. Depending on the status of the reporting preparation step, it can be highlighted in one of the following colors:

Gray color means that the processing of this step has not yet started for any of the companies included in it.
Blue color means that the processing of the step has started for one or more companies included in it.
Red color means that for one or more companies included in the process step, there are documents that got the Filled in with errors status on filling.
Green color means that all documents for all companies included in the step have the Confirmed status.

The chart also tracks the accumulated variance from the planned step deadlines. For this, at the start of the reporting preparation, fill the start date of the reporting preparation and specify the planned duration in days for each step. The system automatically calculates the planned approval date for each step and marks overdue steps in the chart with a red line. The chart also displays the planned end date of the process and the accumulated plan delay in days. You can also use the reporting preparation chart to manage the filling of process documents. To do this, go to any step in the chart and open the context menu. The context menu contains the following commands:

Start step processing. When you select this command, a window with a list of the company of the step for processing opens. When you click Perform, an attempt is made to fill the step documents in accordance with the regulation (if the Fill in documents and reports on the regulation check box is selected), and the Checked, pending approval status is set for the step documents.
Complete step processing. When you select this command, a window with a list of the company of the step for processing opens. When you click Perform, an attempt is made to fill the step documents on the regulation if the Fill in documents and reports on the regulation check box is selected, and the Confirmed status is set for the step documents.
Cancel step processing. When you select this command, a window with a list of the company of the step for processing opens. When you click Perform, the Draft status is set for step documents.
Create step documents. When you select this command, the system tries to create all the missing documents for the step for all companies and assign them the Draft status.
Fill in until the current step (trial statements). When you select this command, the system tries to sequentially fill all documents for all previous steps, including the current one, according to the regulation. The document statuses are not controlled.
Fill in until the current step (approved statements). When you select this command, the system tries to sequentially fill all documents for all previous steps, including the current one, according to the regulation. It is controlled that the Confirmed status is set for all step documents. For documents that have a processing method different from Manual filling set in the regulation, an attempt is made to process the documents. If successful, the documents are assigned the Confirmed status. For documents that have the Manual filling filling method set in the regulation, the Confirmed status set manually is controlled. If at least one document does not have the Confirmed status, the process is interrupted.

Reporting preparation management table

The reporting preparation management table is the main tool for obtaining information about the status of the reporting process. The reporting preparation table has the following display modes:

By steps. In this mode, the top table is a multi-level tree. The first level of the tree displays steps of the current reporting preparation. The second and subsequent levels display a perimeter consisting of companies for each step.
By companies. In this mode, the first level displays companies involved in the current reporting preparation. The nested levels display steps that involve these companies.

In these modes, the step/company table contains the following information:

Company or reporting preparation step.
Relevant step is the current active step of the reporting preparation.
Step state.
Operation progress is the percentage of processed companies of the current step.
Person responsible for step.
Start date.
End date.
Variance from the planned performance date.

Right-click any row of this table to open the context menu with possible actions for data processing. For more information about this context menu, see section "Process chart". When each row of the table is activated, an additional table is displayed below. It contains detailed information on all documents of the current step. This detailed table contains the following information:

Document kind\company. Contains information about document kinds of the current process step broken down by companies.
State. Contains information about the current status of document approval.
Required. Contains information that the document of the current step is required.
Assignee. Contains information about the assignee of the current document.
Approval. Contains information about the approver of the current document.
Last change date.
Changed by.

The detailed table has the following context menu commands:

Create objects. When you select this command, the system tries to create all the missing documents for the step for all companies and assign them the Draft status.
Fill in by regulation. When you select this command, the system automatically attempts to fill the selected documents in accordance with the current regulation for preparing reports.
The context menu also contains document approval commands. For more information, see chapter "Approval process".

<< Prev Next >>