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ITPF Spend management reff data update for new month 

Tue July 12, 2016 08:38 PM

We need an option to refresh ref data in spend management module before monthly data is loaded. While we get it, here is a workaround to load actuals with new reference data.

 

 

In the process of loading monthly actuals, often times we need to re-fresh reference data for Vendor names as an example. After completing the ref data refresh process we need to apply the new reff data to each "file" where we want to apply it. Forecast/planning files or monthly actuals. In order for the monthly actuals to recognize the new reff data I had to find a workaround to the missing feature to update reff data.

 

It could be that I was unable to find the existing update reference data button. It is there for monthly already loaded with actuals, but not for months for "new" months without any loaded data. If the feature already exists please let me know where to find it.

 

Here is the workaround to load the data:

  • Load the new reference data
  • Load monthly actuals with new reff data. A question will pop up to go back or ignore the error and keep moving forward with the loading process.
  • Ignore the error and continue with the data loading process
  • The transactions containing new reff data will not be included in the upload. But after the load is completed the refresh ref data option appears in the actions button
  • After refreshing ref data re-load the actuals (with the new reff data).



#ApptioPlanning(ITP/ITFMF)

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Apptio Community Member
Thu July 14, 2016 12:08 PM

Yes because I was able to update ref data in the active planning scenarios


#ApptioPlanning(ITP/ITFMF)

Ngoc Le
Wed July 13, 2016 02:13 PM

Did you make sure to click Publish after you imported your Reference Data changes?


#ApptioPlanning(ITP/ITFMF)

Apptio Community Member
Wed July 13, 2016 01:54 PM

Thank you for the response Ngoc.

 

There is something wrong with my instance then. New periods yesterday were not using the latest reference data. I'll open a support ticket for it


#ApptioPlanning(ITP/ITFMF)

Ngoc Le
Tue July 12, 2016 09:11 PM

Hi Juan Jose,

 

New periods should always reference the latest version of Reference Data. You do not need to use the Update Reference Data action for periods where you've never imported data. Once you import data to a period, that period pins to the latest version of Reference Data. Any changes to Reference Data (don't forget to select Publish for the changes to take effect) after you import data would require an update. If a period is referencing a prior version of Reference Data, you'll see the Update Reference Data option available in the Actions menu on the Transactions view.

 

Is this different from the behavior you're experiencing?

 

On a separate note, if you're seeing the option to ignore errors and continue with the upload it's likely that the data you're trying to import has one of the following issues:

  • there are value(s) that do not match what's in Reference Data
  • there are column(s) that are not part of the table you're importing to
  • incorrect data format for column types eg. string, numeric, date

 

Thanks,

Ngoc


#ApptioPlanning(ITP/ITFMF)