Generating actual data
Actual data can be collected automatically (synchronous) with the periodic closure so no additional action is required during this process, or collected manually (asynchronous).
The Combined reporting on actuals data collection? setting in field definer allows you to specify if you want to use a combined collection or a separate collection. By default, this option is set to No: this avoid any actual data to be collected
If the Combined reporting on actuals data collection? setting in field definer is set to No (default setting), the following applies:
• The Trial close acct. data action will only trial close the accounting commitments. The Trial closure date - acct. field is filled with the closure date.
• The Close acct. data action will close the accounting commitments. The Trial closure date - acct. field is emptied and the Closed until date - acct. field is updated with the closure date.
• If the Combined reporting on actuals data collection? setting in Field definer is set to Yes, the following applies:
• The Trial close acct. data action will trial close accounting commitments first, the collection of actual data is triggered afterwards. The Trial closure date - acct. field is filled with the closure date, and the Reporting on actuals until date field is updated with the same closure date.
• The Close acct. data action will close accounting commitments, the Trial closure date - acct. field is emptied and the Closed until date - acct. field is updated with the closure date. The existing actual data and the Reporting on actuals until date field remain unaltered.
When the Combined reporting on actuals data collection? setting in Field definer is set to No (default setting), and the actual data are required, they must be generated through the Generate actuals for reporting action.
 | When the Delete trial closure action is used and actual data have been collected (either automatically or manually), then the Reporting on actuals until date field is reverted to the previous date in displayed and the Trial closure date - acct. field is emptied. Postings, and their related Actuals data, are deleted. |
The Generate actuals for reporting action is only available when the date in the Reporting on actuals until date field is lower than the date in the Trial closure date - acct. field or when empty, the Closed until date - acct field.
This means the Generate actuals for reporting action can be clicked after the trial closure, or after the closure.
Procedure
When the Combined reporting on actuals data collection? setting in field definer is set to No (default setting): two processes are possible, exclusive one from another.
Process 1: generate actual data during trial closure
1. On the action panel, click Trial close acct. data or Acct. trial close & freeze, and enter the required closure date in the Enter values window.
2. On the action panel, click Generate actuals for reporting.
Process 2: generate actual data after final closure
1. On the action panel, click Trial close acct. data or Acct. trial close & freeze, and enter the required closure date in the Enter values window.
Perform the regular activities of the periodic closure.
2. On the action panel, click Close acct. data.
3. On the action panel, click Generate actuals for reporting.
When the Combined reporting on actuals data collection? setting in Field definer is set to Yes:
• On the action panel, click Trial close acct. data or Acct. trial close & freeze, and enter the required closure date in the Enter values window.