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Draft journals

Introduction

You can give journals “Draft” status to be able to process them without impacting the result of data processing or data reporting.

This function is applied by category (Categories for draft journals page), where it is possible to enable the function for the following categories:

  • Entity journals
  • Consolidator entity journals
  • Consolidation journals.

For this function, it is also possible to define general rules and overrides, or deviations from the general rule to be applied to specific processes.

A journal is automatically created in 'Draft' status when its category is one of those for Draft journals.

When a journal has “Draft” status, it is indicated by an icon (). The rows inserted up to that point are not edited (), and are locked due to “Row already posted”, but remain visible in any case. Any new rows are inserted in a provisional area and are not visible to data processing or reports. These new rows remain in a provisional state until publication on the journal.

Once the journal is posted , all rows will become non-editable Only the insertion of new rows will be permitted, which will automatically return the journal to the 'Draft' status.

To edit already posted rows, you must first undo their publication.

All operations related to publishing, unpublishing, and converting the journal into the Draft mode are tracked and can be consulted by means of the 'Show journal Log' function.

IMPORTANT: if the journal has draft status, when saving each row edit, all the calculated base type accounts which belong to the process and have one of the accounts edited in the journal as their input are run, except for calculated accounts with MD type.

Journal publication

This data processing transforms draft journals into journals that influence the financial statement results (profit & loss result and balance sheet result).

The data processing can be run from the processes cockpit, in several ways:

Cockpit Path
Contributor Edit Windows > Edit Entity journals > select Draft Journal > > Submission and Porting > Post the selected draft journals Edit Windows > Edit Entity journals > > Post all the draft Journals Entity journal cockpit > select draft journal > Submission and porting > Post
Consolidator Edit Windows > Edit Entity journals > select Draft Journal > > Submission and Porting > Post the selected draft journals Edit Windows > Edit Entity journals > > Post all the draft Journals Edit Windows > Edit consolidation journals > select Draft Journal > > Submission and Porting > Post the selected draft journals Edit Windows > Edit consolidation journals > > Post all the draft Journals Entity journal cockpit > select draft journal > Submission and porting > Post Consolidation journal cockpit > select draft journal > Submission and porting > Post

Before posting a journal, CCH Tagetik checks that the following requirements are met:

  • The user must be responsible for entering the data of the entity to which the journal belongs. For this reason, they must fulfil at least one of these conditions:

  • Be the editor of the entity to which the entity journal belongs.

  • Be the editor of the consolidation node of the entity to which the consolidator entity journal belongs.
  • Be the editor of the consolidation node of the relationship between the entities to which the consolidation journal belongs.
  • The editability checks are satisfied, including the one that verifies that, if journal submission is enabled, the journal is submitted.
  • The journal category must be one of those selected in the journal rules as categories for which to manage “Draft” journal status.

  • Any check selected in the journal rules (Journal rules and settings page) with the Draft journals - Check option, must be passed. In particular, the following checks can be requested:

  • Diagnostic result: the journal’s publication is only allowed if no blocking errors are detected.

  • Journal balancing: the journal’s publication is only allowed if the journal is balanced.

Journals unposting

This data processing cancels the posting of journals, moving them back to the 'Draft' status so that they can be edited without affecting the data processing result and data reporting.

IMPORTANT: If, in the process submission rules, the data lock for journals with manual/calculated origin has been enabled during journal submission (Submission Rules page), then when unposting, rows with origin SUB_% will not be restored and will remain in the public journal section.

The data processing can be run from the processes cockpit, in several ways:

Cockpit Path
Contributor Edit Windows > Edit Entity journals > select Draft Journal > > Submission and Porting > Journals unposting Entity journal cockpit > select draft journal > Submission and porting > Unposting
Consolidator Edit Windows > Edit Entity journals > select Draft Journal > > Submission and Porting > Journals unposting Edit Windows > Edit consolidation journals > select Draft Journal > > Submission and Porting > Journals unposting Entity journal cockpit > select draft journal > Submission and porting > Unposting Consolidation journal cockpit > select draft journal > Submission and porting > Unposting

Before unposting a journal, CCH Tagetik checks that the following requirements are met:

  • The user has the rights to unpost contents, i.e., according to what is indicated as 'User enabled for Journals rejection' in the process submission rules:

  • is responsible for the entity to which the journal belongs (owner entity of the entity journal or consolidation node to which the owner entity of the consolidator's entity journal belongs or consolidation node to which the relationship between the owner entities of the consolidation journals belongs)

  • is responsible for the parent node of the entity to which the journal belongs. The parent entity of a given entity is the first node to be submitted or approved in the data collection process, obtained by moving up the tree of the entity hierarchy associated with the process from the given (excluded) element. If such a node is not found, the first node to be consolidated is taken in the consolidation process, always obtained by moving up the tree starting from the given (excluded) element. The parent node of a consolidator node is the first node to be consolidated in the consolidation process, obtained by moving up the tree of the Entity hierarchy associated with the process from the given element (excluded)
  • The editability checks are satisfied, including the one that verifies that, if journal submission is enabled, the journal is not submitted.
  • The journal category must be one of those selected in the journal rules as categories for which to manage “Draft” journal status.

Diagnostic on draft journals

When the function is active, or has been activated on at least one category, the diagnostic also runs the “draft journals” check. This check lists the draft journals linked to the diagnosed scenario/period/entity. The severity of these results is always blocking because it is not possible to submit an entity’s data if there are draft journals. The step attributed to these results is linked to the accounts (accounts/category) used in the draft journals and corresponds to the lesser step.

IMPORTANT: this check cannot be selected from the run window because it is always performed.

The diagnostic result linked to draft journals, or to aggregated categories which also contain just one draft journal, are indicated with the “Draft” status icon (). This makes it possible to quickly identify, in the diagnostic result, reports that are still in progress because they are linked to draft data.

Draft journal submission

When the functionality is active and the submission uses the diagnostic result to validate data, the submission of an entity on a certain step is blocked by the presence of draft journals on that step. In any case, you can override submission as an exception or by authorising blocking errors. However, in this case the draft data are simply ignored and will not be posted. To submit them, it is first necessary to reject, remove the 'Draft' status and then to re-submit all the entity data.

Journal submission, on the other hand, is also permitted on draft journals. Not only is it allowed, but it is compulsory to submit the journals in order to post them.

For convenience, when the journal submission is active, the 'Submit and Post' function is available for journals in 'Draft' status. In this case, the user submitting the journal may also post it.

Similarly, once the journal has been posted, the rejecting user can use the 'Reject and Unpost' function.

Particular features of utilities run on draft journals

The following data processing is accessible to the Administrator user in the various pages of CCH Tagetik.

Data Processing Description
Open/Close Custom Dimension Also updates data present in draft journals.
Recoding Also updates data present in draft journals, whether the recoding concerns a dimension code or a journal number.
Deletion Also deletes data present in draft journals.
Store data offline Does not run the store data offline operation and shows the message “It's not possible to archive scenarios/periods with draft Journals.”
Data tables clean-up Clean up data that is inconsistent with the process Journals clean-up The functions that remove dimensions that are no longer used or are no longer present in the selected process from the data tables also remove data present in draft journals. The function that removes the headers of journals with no content checks that no data are present in the draft journals.
Clone Process Also clones data present in draft journals. In particular, if the category is one of those used for draft journals, the journals with “public” status in the source scenario will be copied to the target scenario with “draft” status. It is advisable to perform data processing on consolidation scenarios in the cloned process, in order to clean up the effects of journals that were copied with a 'draft' status.
Create/Restore Snapshot Also copies or restores data present in draft journals.
Copy Amounts and Journals Also copies data present in draft journals. Specifically: - if the category in the target process is one of those designated for draft journals, the journals will be copied with 'draft' status, even if they are posted in the source process - if the category in the target process is not one of those designated for draft journals, journals in 'draft' status will not be copied
Copy Consolidation Also copies data present in draft journals. Specifically: - if the category in the target process is one of those used for draft journals, journals with a 'public' status in the source scenario will be copied to the target scenario with a 'draft' status - if the category in the target process is not one of those designated for draft journals, journals in 'draft' status will not be copied At the end of the copying process, it is advisable to perform the data processing on the consolidation scenarios in the target process, in order to clean up the effects of journals that were copied with a 'draft' status.
Data Rounding Also rounds data present in draft journals.
Change Entity Currency Also changes the currency of data present in draft journals.
Segment - Custom dimension replacement Also replaces the custom dimension in data present in draft journals.
Create BS Ctp (Entity journals) It does not create BS CTPs and shows the message 'Unable to proceed. Some of the selected Journals are draft Journals'.
Create Depreciation plan Depreciation plans are generated per journal. Depreciation plan generation is not allowed for draft journals
Copy Journal Copying is performed per individual journal, even if the journal is in 'Draft' status. Specifically: - if the category in the target process is one of those designated for draft journals, the journal will be copied with 'Draft' status, even if it is posted in the source process - if the category in the target process is not one of those used for draft journals, the journal with a 'draft' status will not be copied
Next period headers wizard It carries forward headers to subsequent periods for draft journals as well.
Edit category Also changes the category for draft journals.
Delete journals Also deletes draft journals
Consolidate (consolidation journals) It does not perform consolidation for draft journals, and reports them in the audit.