Define Import Specifications - the General Tab

On this tab you can create new import specifications or edit existing specifications.

You can define such features as:

  • The new specification's code.
  • Which type of data file you want to import.
  • How the data file is structured, that is, how the rows are separated and which separators are used between the data fields.
  • How the import specification processes reconciliation between accounts and dimensions when data is imported from an external file, and where any differences are booked.
  • Whether certain automatic functions are performed when a data file is imported.
  • Whether an import is actually performed or simply test run (that is, not affecting the IBM® Cognos Controller database).
  • Whether to include or exclude transformation information when importing external files using track data.
  • A description of the current import specification.

Procedure

  1. On the Transfer menu, click External Data/Define Import Specification. The Define Import Specifications window opens.
  2. In the Specification list box, select the specification you want to change, or click the New button and enter a new name and press the tab key. You can also use the specification template #FEXPVAL and click Save As to save it with another name and then modify it.
  3. On the General tab, in the Source area, select the ASCII OEM option if the file to be imported is saved in DOS format or select the ASCII ANSI option if the file is saved in Windows format. If the specification will be used for import of staging tables, select Controller Staging Table. If the import specification is used for import from Framework Manager, select Framework Manager.
    Note: To be able to use Framework Manager as a source, you have to log on to Cognos Controller with IBM Cognos Authentication. For more information, see IBM Cognos authentication.
  4. In the Line Separator area, select the CR option if the file to be imported uses carriage return and line feed (normal). Select the Fixed Format option if the file Record Length is fixed, in that case also enter the Record Length in the text box.

    If you have selected Framework Manager as the source, select relevant name of the model and report from the popup window.

  5. In the Blank Substitution Character text box, enter the character to be used instead of blanks (optional). If this option is selected the character should ideally be a character that is not expected to appear in the file to be imported.
  6. In the Row Continuation Character text box, enter the character used to specify that the information unit continues on the next row. Normally one row contains one information unit.
  7. In the Digit Grouping Symbol text box, enter the character used for digit grouping, normally a comma (,) or period (.). Leave the text box empty if the grouping symbol is blank or not applicable. Note that in comma delimited files, it is not possible to allow a digit grouping symbol to be a comma (,).
  8. In the Decimal Symbol text box, enter the character used for decimals, normally comma (,) or period (.).
  9. Select the relevant reconciliation options:
    • Perform Reconciliation: Select this option if you want to run a reconciliation between accounts while data is being imported. The reconciliation is run in accordance with what has been defined in the account structure.
    • Dim1/Dim2/Dim3/Dim4 total: Select this option if the reconciliation is to be run on the total extended dimension level.
    • By Dim1/Dim2/Dim3/Dim4: Select this option if the reconciliation is to be run by extended dimension level.
    • Account for Positive Difference
    • Account for Negative Difference
    • Dim1-4: If differences are calculated for the extended dimension totals, the extended dimensions in which they will be booked are entered here.
    • Generate Report with Calculated Differences
    • Printer
    • Preview
    • Select at Runtime: Select this option to enable the printout while the file is being imported.
  10. Select the relevant options:
    • Expand tabs: When you select the Expand Tabs option, then all tabs in the imported file are replaced with 8 spaces.
      Note: Do not select this option if the file contains fields, which, in turn, are divided by TAB-characters.
    • Test Run: Select this option to import data to a test database. The result of a test run can only be checked by printing the test run report.
    • Track Data: Select this option to use the External Data Tracking log reports available in the Log Reports window. If selected, you will have the choice to either exclude or include transformation information.
    • Exclude Transformation Information: Select this option if you want to exclude the transformation information when using the Track Data option.
    • Include Transformation Information: Select this option if you want to include the transformation information when using the Track Data option. We recommend using this option only when designing and testing the import specification, and using the server preference TRACKDATAROWS. You select TRACKDATAROWS on the Maintain/Configuration/General/Server Preferences tab. TRACKDATAROWS should be limited to a range of 30 000 rows. Note that when this option is selected, performance will be reduced.
    • Automatic Transfer of Net Income between IS and BS: Select this option if the net income is to be copied directly from the profit and loss statement to the balance sheet when data is imported.
    • Allow Separate Counter Companies: Select this option when values for intercompany balances are in different files, in which the values apply to the same account, company and period, but different counter companies.
    • Allow Separate Dimensions: Select this option to allow values for separate dimensions in different files to be imported to the same account, company, period and actuality without deleting previously imported dimension values.
    • Copy Accounts According to CBA: Select this option if values are to be automatically copied between accounts using reconciliation rules in the account structure. Reconciliation rule + (Reconciliation for the same Period/Actuality +) and - (Reconciliation for the same Period/Actuality -) for account 1 will be applied.
  11. Click Save.