Export Data - the Period Values Tab

Here you can specify the type of period values and journals you want to export. This covers reported values for company, group and automatic journals. You can enter the conditions you want to apply to the export function. A file name is suggested on the basis of the period and company code you specify, but you can change it to any other file name. You can also specify whether the data being exported will be edited or restricted in some way, and also whether you want to use a transfer table if the recipient uses different structures.

It is possible to export by submission when the Reconcile Before Creating File option has been selected.

Compression means that the size of the file is reduced and the file is encrypted. It can therefore not be edited or read outside IBM® Cognos Controller, unlike an uncompressed file. An uncompressed file format is used, for example, when the data files are to be imported in other financial systems. If you want to export data, which will be imported to other systems, you should not compress the file. This option is not available if you are exporting to ASCII format.

Procedure

  1. On the Transfer menu, click Export Data. The Export Data window opens.
  2. If you want to save the export file to a directory on your hard drive or on the server, select the Directory option button. In the text box, enter the path to the directory to which you want to save the export file, or click the Browse button to select the relevant directory.
  3. If you want to send the export file via e-mail to a specified user, select the E-mail option button. In the text box, enter the e-mail address of the user you want to send the file to. You can also click the Select Directory button and select from previously entered E-mail addresses.

    The e-mail functionality is only available if you have activated it in General Configuration, General 3 tab and entered the SMTP server address to be used.

  4. Select the Compress Export File option to create only one encrypted export file, which contains all relevant data and file types.
  5. Enter the actuality and period range for which you want to export data.
  6. If you want to export values for a group, select the Group option button and enter the consolidation type and group code for which you want to export values. Select the Include Subgroups check box to include all subgroups' values.
  7. If you want to export values for a company, select the Company option button and enter the company code for which you want to export values.
  8. Select Currency Selection/All to export period values that have been converted to other currencies as well as to local currency, or select Local Currency to only export period values in the local currency.
  9. Select the All Forms option button to include all available forms in the export file. Select the Specific option button to select specific forms or form sets. When selecting the Form or Form Set option button you also enter which forms or form sets to export in the respective text box.
  10. Select Closing Version Selection/All to include all available closing versions in the export file, or select Specific and enter the code of the closing version you want to export.
  11. Select Contribution Version Selection/All to include all available contribution versions in the export file, or select Specific and enter the code of the contribution version you want to export.
  12. Select the relevant export options:
    • Reconcile Before Creating File: This option reconciles each subsidiary or group company involved in the export. The reconciliation occurs before the export file is created. If reconciliation errors exist in one or more companies a report highlighting the differences for each company will be displayed. You will then be prompted to stop the export or proceed and export the data containing reconciliation differences. When this option is selected, you will have the possibility to choose which submission will be reconciled. You can select the submission in the Actuality/Period area of the screen. This option is selected by default when you first launch Cognos Controller.
    • Exclude Reported Values for Subsidiaries: This option will exclude reported values (REPO) from the export of data for subsidiary companies. When exporting data for group companies it is not possible to exclude reported values from the export of the group company. In the case of group companies a specific closing version excluding reported values must be created if required.
  13. Enter a name of the export file or leave the suggested filename (period number and company/group code).
  14. Select the Separate Files check box to create a separate file for each and every company/group if you have selected more than one company/group for export.
  15. Select the ASCII Format check box if you want to create data files in ASCII format for further processing. This may be useful if you want to process the data further in other applications.
  16. Click the Run button. If you entered an e-mail address to send the export file to, the e-mail application log on window opens. Log on to send the export file via e-mail. If you entered a directory to save the export file to, the data is exported and a message box appears with export statistics.
  17. Click OK.

Results

  • We recommend that you use the compressed file format when exporting files to other companies within your group.
  • When exporting values stored in a linked actuality, you need to be aware that values in this actuality are only stored in the converted currency. When exporting values, select Currency Selection All in order to export the correct values.