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Administrator Guide
Last Updated: 2025-07-25
Concept: Consolidation Data Capture

Concept: Consolidation Data Capture

You can use Consolidation Data Capture to load summarized trial balance data from external Enterprise Resource Planning (ERP) endpoints to arrive at a consolidated trial balance in Workday for your legal entities that aren’t transacting in Workday.
Workday doesn't recommend using this feature for high-volume use cases such as ledger conversion or to replace any Accounting Center use cases. Refer to product comparison matrix here for more detail: Accounting Ingestion Feature Comparison.
You can load consolidation data manually from the Consolidation Data Hub or by Document Retrieval Services. Example: Secure File Transfer Protocol (SFTP).
Load consolidation data in the Workday defined file format. See Reference: Consolidation Data - Inbound Integration CSV File Format.

Additional Guidelines

When loading consolidation data into Workday, consider these guidelines:
  • Workday identifies each consolidation data (that is, each created journal) by a Grouping Dimension composed of:
    • Company
    • Accounting Date
    • Book Code
  • Each consolidation data upload must consist of less than 200,000 consolidation data lines.
  • Workday recommends that each consolidation data that you load contains a maximum of 100,000 lines. Loading more than 100,000 lines for each consolidation data will impact performance. Example: You’re using one .CSV file to load 3 consolidation data files. Each consolidation data file can't contain more than 100,000 lines.
  • Workday doesn't calculate period activity. Therefore don't submit ending trial balances.
  • Workday doesn't support incremental activity when you resubmit post-close data. If you’re resubmitting the data, you must resubmit the entire consolidation data for the non-Workday company.
  • To reduce the number of journals created, Workday recommends that you use the period end date as the Accounting Date. Example: 1/31/23.
  • Workday won't default related worktags in your mapping tables unless you’ve included them in your mapping definition as additional worktags.
  • Opening up .CSV data files with certain editors (Example: Excel) might lead to data parsing or conversion challenges as some will automatically update certain field display formats. Examples: Including commas representing thousands separators in number fields, reformatting dates and so on. Some editors will also remove non-English values such as accents, symbols, and characters. Ensure you reformat the field formats using a text editor (Example: TextEdit) if these changes take place during file editing before loading your Consolidation Data.
  • There can be only 1 approved journal per Book Code, Company, and Accounting Date. If you reload the same file with the same grouping dimension, Workday cancels the previous journal and replaces it with the most recent upload.
    If you have enabled
    Always Reverse Operational Journals
     option on the
    Edit Tenant Setup - Financials
     task, Workday won’t cancel the journal, but will instead create a reversal of the original journal and will create a new approved journal with the same grouping dimension. The reversal journal provides a complete audit trail of the original journal.
  • Workday shares custom validations set and worktag configurations (Example: primary worktags) with Accounting Journal.

Limitations

Workday doesn't support:
  • Auto-generating intercompany lines or worktag balancing lines. Workday will create 1-sided journals if you include any intercompany or worktag balancing lines.
  • Journal sequencing.
  • Evaluation of account posting rules.