Previewing and Accepting General Ledger Load Data

Intro

You can import general ledger data via secure FTP as part of an automated dataload operation. Inbound data is placed in a temporary “staging” area, where you can review information for each fund included in the load (i.e., how many balances will be imported, how many new accounts will be loaded, etc. and the number of errors/warnings, if any). You can then decide to either accept the staged data (load it into the database) or reject it (remove it from the load queue, such that it cannot enter the database) via the “General Ledger Load Preview” page.

Arc Suite can also be configured to auto-accept dataload operations, such that no manual intervention is required whatsoever. Please talk to your Donnelley Financial Solutions liaison about specifying this option.

Certain functionality in this application area requires you to have one or more . For more information about any given right (i.e., what functionality it governs, etc.), please see the “Available User Rights” topic.

Tasks

    1. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Click the “General Ledger Load Preview” item.

      “General Ledger Load Preview” page

    3. Review information for each fund and account period included in the load (i.e., how many balances will be imported, how many new accounts will be loaded, etc.).

      1. Details about any errors or warnings that may be associated with the pending load can be viewed via the “Archive” page.

        • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
        • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.

    4. Click the “Accept” button at lower-right of the page if the information for the pending data load batch is correct and the “Error/Warning Count” is “0”.

      • If the target account period does not yet exist, it will be automatically created as part of the dataload operation.
      • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
      • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.

    5. Click the “Reject” at lower-right of the page if the information does not appear to be correct and/or there are one or more prohibitive errors.
      “General Ledger Load Preview” page (error/warning reporting)
      1. Details about errors or warnings associated with the pending load can be viewed via the “Archive” page.

  • General ledger balance information can be loaded utilizing the secure FTP site process. See the “Transferring Load Files via Secure FTP” topic for details on using this method.

    • Be sure to select and upload the source data to the GL for the type of source file you’re using in the FTP directory for your respective environment.
      FTP client (“GL” load file drop folder)

    • The system automatically rejects any import that contains more than one account period designation across all rows in the source file.

    • The system automatically rejects any import that contains one or more records associated with a “Closed” account period.

    You can go to the dataload “Archive” page at any time to see the result of the import process by clicking the corresponding “View Details” link.

    1. Expand the ArcFiling “Production Utilities” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Filings Workspace” at lower-left of the screen.
        “Filings Workspace” tab

      4. Click the “Production Utilities” menu to view available items.

    2. Expand the ArcReporting “Production Utilities” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Reporting Workspace” at lower-left of the screen.
        “Reporting Workspace” tab

      4. Click the “Production Utilities” menu to view available items.

    3. Click the “Dataload Status” item.

      “Dataload Status” widget
    4. Use the “Funds to view” drop-down list to specify the scope of dataload information displayed.
    5. Expand the grid groupings to see the status of any data import for a specific fund.
    • A fund displays in the dashboard grid when it is part of a project that is associated with the account period specified in the “Fund Selection” bar.
    • You cannot not rearrange columns in the grid.
    • Arc Suite does not remember user-specified grid settings, such as column width and filters, once the current session has ended.

    • Searching/Filtering

      • Data returned in the dashboard’s results grid is based on the specific complex and account period designated in the “Fund Selection” bar.
      • Data in the results grid may be narrowed further, if desired, through use of the grid’s column header filter functionality.
      • By default, load information is displayed for the fund(s) to which you have been granted access (this is determined by the complex(es) assigned via the “Users” page in the “Environment Administration” area).

    • Auto-Refresh

      • The results grid refreshes automatically after 3 minutes, or if you manually refresh the page by clicking the “Refresh” button at the top of the widget.

        • If you change the “Fund Selection” bar settings, the page does not automatically refresh; you must manually refresh the page.
      • Each results grid refresh generates a date and time stamp of when the refresh occurred.

    • Grouping

      • The default grouping of data in the results grid for the specified account period is by “Complex” (ascending), then by “Fund Group” (ascending).
      • The default view has all groupings collapsed.
      • You can expand a grouping by clicking on its horizontal grouping bar in the grid.

    • Visual Indicators

      • Each grouping in the grid displays fields for all the possible dataloads/imports, along with a visual indicator of the status of each.

        • Red () indicates that no funds in the group have successfully loaded data.
        • Yellow () indicates that some funds in the group have successfully loaded data.
        • Green () indicates that all funds in the group have successfully loaded data.

      • Expanding the grouping to the fund level provides you with a view of dataload status for the funds.

        • Red () indicates that the fund has not successfully loaded data.
        • Green () indicates that the fund has successfully loaded data.

    • Export

      • Data in the dashboard grid is exportable in all standard output types (.xml, .csv, .txt, .doc, .htm).
      • Clicking the “Export data” button at lower-right of the widget allows you to choose the desired output type and save the file to a local or network drive.

    A project contains 2 funds (“Cash Reserves Money Market” and “U.S. Treasury Money Market”) for the 05/31/2012 account period.

    • Prior to importing/loading any data, the dashboard displays a status that effectively indicates, “No funds in the group have successfully loaded data”.

      “Dataload Status” widget (no funds loaded)

    • After loading Holdings and Repo Collateral data for the “Cash Reserves Money Market” fund, the dashboard displays a “Loaded” indicator for those imports for that fund.

      “Dataload Status” widget (“Loaded” indicator display)

      • Money Market Complex (level)

        • Fund Information, Class Information, GL Balances, GL Transactions indicate no funds in the complex have data loaded for the respective imports ().
        • Holdings and Repo Collateral indicate some funds have successfully loaded data for the respective imports ().

      • Money Market Fund Group (level)

        • Fund Information, Class Information, GL Balances, GL Transactions indicate no funds in the complex have data loaded for the respective imports ().
        • Holdings and Repo Collateral indicate some funds have successfully loaded data for the respective imports ().

      • Cash Reserves Money Market Fund (level)

        • Fund Information, Class Information, GL Balances, GL Transactions indicate no funds in the complex have data loaded for the respective imports ().
        • Holdings and Repo Collateral indicate Cash Reserves Money Market Fund has successfully loaded data for the respective imports ().

      • U.S. Treasury Reserves Money Market Fund (level)

        • Fund Information, Class Information, GL Balances, GL Transactions indicate no funds in the complex have data loaded for the respective imports ().
        • Holdings and Repo Collateral indicate U.S. Treasury Reserves Money Market Fund has not successfully loaded data for the respective imports ().

    • After loading data for all imports for both the “Cash Reserves Money Market” and “U.S. Treasury Money Market” funds, the dashboard displays a “Loaded” indicator for those imports for those funds.

      “Dataload Status” widget (“Loaded” indicator display)

      If these funds were included in a project in ArcReporting and the GL Balances and GL Transactions data were loaded, the corresponding status indicators would also be green ()

    A listing of records, with certain associated information, can be exported from the application database to any of several different file formats (DOC, HTM, XML, etc.). Follow the steps below to perform a data export.

    1. Click the “Export data” at lower-right of the pane where existing items are listed to export data from the grid.

      1. Select the next to the file format to which you’d like the data saved.

        •  .XML

        •  .DOC

        •  .CSV

        •  .HTM

        •  .TXT

      2. Click the “Accept” button at lower-right of the dialogue.

        1. Specify a local or network directory in which to store the file, and provide a “File name”.
        2. Click the “Save” button.

    You can sort, group and filter information in a grid through in order to find what you’re looking for more easily.
    (sample grid)

    1. Filtering: You can filter the items presented in a grid by using the “Filter” at the top of any column.
      1. To remove any particular column filter, click the “Filter” button at the top of that column, and then click the “Clear Filter” button on the filter criteria dialogue that displays.

      2. To remove all column filters for the grid at once, click the “Clear all filters” button at upper-left of the grid.

        The “Clear all filters” button is not available on all Arc Suite grids.

        • The “Clear all filters” button is not available on all Arc Suite grids.
        • Column filtering only affects the rows that have been loaded in the grid. If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), be sure all available rows have been loaded if you expect column filtering to affect all securities in the data set.
    2. Sorting: You can sort items in a grid by clicking any column header. Once sorted, the column header will change color and indicate whether the list is sorted in ascending or descending order.

    3. Grouping: In some grids, the items can be grouped in the display by selecting a column header, and then dragging it into the of a grid.
      1. To expand or collapse a grouping, click the buttons, respectively, at left of the grouping row in the grid.

      2. To remove a grouping, hover your cursor over the grouping box, and then click the “Remove” that displays on its right.
        Application grid grouping removal
    4. Grid Splitting: Grids feature a vertical splitter bar, which you can grab and move over the line dividing any two columns. As you scroll horizontally to see more columns of data, the columns to the left of the splitter bar are “frozen” in view.

    5. Pagination: Some grids feature a “Rows Per Page” spinner control at lower-left, which you can use to specify the maximum number of records/rows to display in the grid at once. If the number of records in the database meeting the specified criteria exceeds the specified “Rows Per Page” value, a set of navigation controls at lower-right of the grid is enabled to allow access to the records in successive grid “pages”.

      If grid pagination functionality is enabled for the “Holdings” tab of the “Fund Holdings” page (via the “FundHoldingsGridPagination” system setting), the value specified for the associated “FundHoldingsGridPageSize” setting will determine the upper limit of the “Rows Per Page” spinner control, as well as how many rows are loaded at once to the grid.

    1. Expand the ArcFiling “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    3. Click the “Archive” item.

      “Archive” page

    4. Specify to filter the list of archived data load batches.
      1. Use the “From Date” and “To Date” calendar controls to set the date range within which to search (by default, dates in these fields are set to the current date).
      2. You can also narrow search results by load batch “Status” (i.e., “Accepted”, “Accepted with Errors/Warnings” or “Awaiting Processing” or “Rejected”).
      3. You may also filter the list of resulting load batch records by “Load Type” using the corresponding drop-down list.

    5. Click the “Search” button at right of the “Search Criteria” section.

      • Times displayed in the results grid are in Coordinated Universal Time (UTC).

      • Each load batch displays a “Status”, whose possible are as follows:

        • Denotes a batch that was automatically accepted or manually accepted by a user, using the “Accept” button on the data import dialogue.
        • Denotes a batch that was automatically accepted or manually accepted by a user, using the “Accept” button on the data import dialogue, but which contained one or more errors or warnings with regard to data contained in the batch.
        • Denotes a batch that has been submitted by a user, but for which another batch of the same load type awaits acceptance/rejection.

        • Load types to which this status (types which support multiple FTP and/or push-button import file queuing) are as follows:
          • Attributes
          • Class Information
          • Fund Information
          • Holdings
          • N-MFP (XML)
          • Repo Collateral Information

        • Denotes a batch that was either manually rejected by a user, using the “Reject” button on the data import dialogue, or automatically “Rejected” during the data load process due to invalid file structure, or some other error.

          For Holdings data imports, it is possible for a file to have a portion of its data loaded, but still be in a “Rejected” state. As data is migrated into the production database, the system will process the data in logical units: Security Captions, Security Balances, Security Categorization, etc. If, for example, step 9 of 10 encounters an error, then data from steps 1-8 will be retained, and the load will enter a “Rejected” state.

    6. Click the “View Details” link at right of the load batch record whose information you wish to view.

      “Archive” page, “Details” tab
      • The “View Details” link is disabled for any load batch with a “Status” of “Awaiting Processing” (a batch that has been submitted by a user, but for which another batch of the same load type awaits acceptance/rejection by a user).
      • Times displayed in the “Batch Details” section at the top of the page are in Coordinated Universal Time (UTC).

      1. Click the “Errors/Warnings/Info” tab to read any information provided for specific rows in the data source file.

        “Archive” page, “Errors/Warnings/Info” tab
        • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
        • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.
        • Times displayed in the “Batch Details” section at the top of the page are in Coordinated Universal Time (UTC).

    1. Expand the ArcFiling “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    3. Click the “Data Purge” item.

      “Data Purge” page

    4. Select for the data to be purged.
      1. Set the “Balance Data Type” to either “Holdings” or “Repo Collateral”“General Ledger” via the corresponding drop-down list.

      2. Use the “Complex” drop-down list to select the complex with which the fund(s) containing the portfolio or financial data are associated.

      3. Specify a balance type, or leave the default selection of “[All]”, via the “Balance Type” drop-down list.
      4. Specify an account period, or leave the default selection of “[All]”, via the “Account Period” drop-down list.

    5. Click the “Search” button at right of the “Search Criteria” section.

    6. Select the check box to the left of the data record(s) you wish to purge.

      In the results grid, the check box and the entire row are disabled for any records associated with a closed account period.

      You can use the “Select all” or “Clear all” links to quickly select/clear the check boxes.

    7. Click the “Purge” at lower-right of the page to initiate the data purge.

      1. Click the “Accept” button at lower-right of the dialogue to carry out the data purge operation.

        This action is irreversible once complete!

        Balance data that is associated with the fund(s) and account periods(s) represented by the selected rows in the results grid will be purged entirely from the database.

      2. Click the “Cancel” button at lower-right of the dialogue to cancel the data purge action.

Loading General Ledger Balances