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Administrator Guide
Last Updated: 2024-06-14
Load Consolidation Data into Workday

Load Consolidation Data into Workday

  • Set up Consolidation Data Capture. See Steps: Set Up Consolidation Data Capture.
  • For new entities on external ERP endpoints, you can use either the
    Put Beginning Balance Journal
    or the
    Import Beginning Balance Journal
     web services to load beginning balances in Workday.
  • Configure the
    Consolidation Data Journal Creation Event
     business process.
  • Map the
    External Consolidation Data Journal Entry Source
     to operational transactions using the
    Maintain Journal Source Mapping to Operational Transactions
     task.
  • Security:
    Process: Data Capture
     in the Advanced Close and Consolidation functional area.
You can load consolidation data manually or by a Document Retrieval Service connection (Example: Secure File Transfer Protocol (SFTP).
Load only period activity for the current open period.
Workday won’t recalculate period activity based on ending balances loaded.
Workday will only retain the name of the CSV file that you uploaded and won’t save the file. Workday assumes that your external ERP endpoint will continue to serve as the system of record for your non-Workday entity for audit purposes.
When reloading consolidation data in an open period for the same Company, Book Code and Accounting Date (or Grouping Dimension), consider these statuses for the consolidation data:
Consolidation Data Status
Description
Approved
An accounting journal is posted and associated with this data. Workday cancels the previous consolidation data with the same Grouping Dimension, including all journals, and will replace it with the new consolidation data.
Replaced
Workday has replaced this data by a subsequent consolidation data with the same Grouping Dimension. Its associated journal has been canceled.
Draft
No accounting journal is associated with this data. Therefore, Workday won’t cancel the previous consolidation data. You’ll need to cancel the consolidation data manually by clicking
Cancel
.
If you want to resubmit the consolidation data for the same Grouping Dimension, you must reload the entire summarized trial balance period activity. Don't load incremental adjusting journal entries.
  1. (Optional) Based on your requirements, create custom validations to identify transaction issues that need a more careful review or further action. Example: Create a custom validation to ensure that anytime you update a line using the
    Correct Consolidation Data
     task, Workday will create a line memo for audit trail purposes. See Steps: Set Up Custom Validations.
    You can share these validations in accounting journals as long as the fields exist in both places.
    For a list of Workday delivered validations during the integration event and before creating the Consolidation Data load, see Consolidation Data Capture Validations on Community.
  2. Access the
    Consolidation Data Hub
     report.
  3. Click
    Upload
    .
  4. As you complete the task in the
    Upload Consolidation Data
     page, consider:
    Option
    Description
    Source System Integration
    Select the name of the integration to run. You assigned an integration name at the
    Maintain Source System to Integration Mappings
     setup task.
    Auto Submit
    Check this option if you want to have Workday automatically initiate the Business Process for error free consolidation data.
    When your mapping rules yield conflicting output values, Workday:
    • Won't populate the mapping result.
    • Will display a warning.
    • Won't automatically submit the data even if you select the
      Auto Submit
      .
    Attachments
    Use the
    Drop files here
     or
    Select files
     option to add the Consolidation Data files.
    You can only load files based on a Workday-defined file format. See Reference: Consolidation Data - Inbound Integration CSV File Format.
  5. Confirm that consolidation data files load successfully and then click
    OK
    .
  6. On the
    Consolidation Data Hub
     report, click
    Refresh
     to confirm that integration event completes successfully.
    Once the integration events complete successfully, Workday replaces the
    Processing
     tab on the
    Integration Events (Last 30 Days)
     grid with the
    Completed
    tab, if no integration errors took place.
    The
    Consolidation Data Hub
     report displays details of the consolidation data on these 2 grids:
    • Consolidation Data (This grid will by default display consolidation data for the current open period. You can customize this view by the search prompt).
    • Integration Events (Last 30 Days)
  7. On the
    Consolidation Data
     grid, review details of each consolidation data uploaded, such as:
    Option
    Description
    Company
    Name of the company that contains the consolidation data.
    Source System
    The name of the external ERP endpoint.
    Status
    Indicates these statuses of each consolidation data file:
    • Approved: You've approved the consolidation data and generated accounting.
    • Draft: You’ve successfully loaded the consolidation data but haven’t submitted the data for approval. There might be errors/warnings that require your attention before submitting the data through the Business Process.
    • Canceled: You've canceled the consolidation data using the Cancel button
    • Replaced: You've resubmitted a file containing the same Grouping Dimension:
      • The consolidation data being replaced changes from
        Approved
         to
        Replaced
         status.
      • The associated journal has a status of
        Canceled
        .
    • Error: You've successfully submitted the consolidation data for approval but on completion of the business process, Workday creates an error journal. If you can't resolve the error, contact your Workday Customer Support for further help.
    • Submitted: You've submitted the data using the
      Consolidation Data Journal Creation Event
       business process for approval.
    Errors
    Indicates the number of errors in the consolidation data.
    You can click the number to view details of the errors.
    Journal
    Journal that Workday creates after approval of the consolidation data.
    You can click the journal to drill into the details of the journal.
  8. Click
    View
    to review details of the consolidation data you uploaded.
    1. Check
      Only Updated Lines
       if you want to view only updated lines for ledger accounts and worktags that you previously corrected.
    2. Click
      OK
      .
      Workday displays information for the consolidation data, such as:
      • Mapped and current ledger accounts.
      • Transaction and ledger currency.
      • Transaction and ledger amounts.
      • Mapped and current worktags.
      • Mapping results
      • Name of the user who last updated the data and the minute of the last update.
  9. Click
    Correct
     to correct errors in the consolidation data. After correcting the errors, you can submit the consolidation data for approval.
  10. (Optional) Click
    Cancel
     to cancel the consolidation data. You can only cancel consolidation data that is in
    Draft
     status.
  11. Review the 4 tabs on the
    Integration Events (Last 30 Days)
     grid.
    • The
      Processing
       tab displays details of the integration event that Workday is still completing.
    • The
      Completed
       tab displays details for each completed integration event, such as:
    Option
    Description
    Integration Event
    Instance of the integration event.
    You can click the instance to drill into the details of the event.
    Diagnostic Audit Download URL
    Instance to the diagnostic file.
    To diagnose file errors, click the URL and click the '+' button to expand the selection.
    Diagnostic Audit Download provides an integration summary and displays file-related errors, if any.
    Integration Messages
    Integration messages display integration-related errors.
    If you’re unable to resolve all errors after uploading the file, Workday recommends that you contact your system administrator.
    View Consolidation Data
    Click the down arrow to:
    • View details of the consolidation data.
    • Export to Excel.
    • Export to PDF.
    • The
      Incomplete
       tab displays details of each integration event that creates some consolidation sets due to errors. It displays information, such as:
    Option
    Description
    Integration Event
    Instance of the integration event.
    You can click the instance to drill into the details of the event.
    Diagnostic Audit Download URL
    Instance to the diagnostic file.
    To diagnose file errors, click the URL and click the '+' button to expand the selection.
    Diagnostic Audit Download, primarily displays file-related errors.
    Integration Messages
    Integration messages display integration-related errors.
    If you’re unable to resolve all errors after uploading the file, Workday recommends that you contact your system administrator.
    • The
      Failed
      tab displays details of failed integration events where Workday created no consolidation data sets due to a system error. It displays information, such as:
    Option
    Description
    Integration Event
    Instance of the integration event.
    You can click the instance to drill into the details of the event.
    Diagnostic Audit Download URL
    Instance to the diagnostic file.
    To diagnose file errors, click the URL and click the '+' button to expand the selection.
    Diagnostic Audit Download, primarily displays file-related errors.
    Integration Messages
    Integration messages display integration-related errors.
    If you’re unable to resolve all errors after reloading the file, Workday recommends that you contact your system administrator.