Creating and Configuring Validation Rules

Documentation

Getting Started

Global Functions

Lucanet Lume

Administration

Data Hub

Consolidation & Financial Planning

Lease Accounting

Extended Planning & Analysis (xP&A)

ESG Reporting

Disclosure Management

XBRL Tagger

Tax Compliance & Reporting

Banking & Cash Management

Data Collection

All Steps at a Glance

User interface of Data Collection

User Roles in Data Collection

Basic Configuration

Creating and Configuring Form Templates

Creating and Configuring Validation Rules

Importing Reporting Entities from Consolidation & Financial Planning

Creating and Configuring Reporting Packages

Collecting Data

Glossary

Validation rules in Lucanet Data Collection help ensure data accuracy and consistency during data collection. Two types of validation rules are available, determined by the rule scope:

Regular – General validations applied to the data collected by a single reporting entity. Regular rules can validate relationships:

Within a single form template (intra-form)

– Validate relationships between elements in the same form, such as ensuring that assets = liabilities + equity in a balance sheet

Between multiple form templates (inter-form)

– Validate relationships across different forms, such as ensuring consistency between the balance sheet and P&L statement

Intercompany – Validations for balances between related reporting entities, such as subsidiaries or group companies. Intercompany rules compare aggregated values across entity pairs using group or transaction currency.

Validation rules are applied at the individual reporting entity level during data collection.

To create a validation rule in Data Collection:

Navigate to Data Collection | Validation rules.

Click Create validation rule in the top right. The Create Validation Rule dialog is displayed.

Shows the 'Create Validation Rule' dialog in Data Collection with the 'Name' field, the 'Enter a name' placeholder, and the 'Cancel' and 'Create' buttons. — 'Create Validation Rule' dialog

Enter a unique Name for your validation rule.

Click Create. You can now configure the newly created validation rule (see the following section).

After you create a validation rule in Data Collection, the validation rule detail view opens. The first step is to select a rule scope: Regular or Intercompany. The options available for configuration depend on the selected scope and are described in the following sections.

Changing the rule scope after you have already configured fields permanently removes all configurations for the current scope. This action cannot be undone.

Regular validation rules in Data Collection apply to the data collected by a single reporting entity.

Shows the detail view of a regular validation rule in Data Collection with the 'Rule scope' option set to 'Regular', the 'Configuration' section with the 'How to Build Your Expression' information and an example expression, and the 'Details' section with the 'Validation type' drop-down list set to 'Warning', the 'Tags' field with 'Tag 2' and 'Tag 1', the 'Manage tags' button, and the 'Description' field. — Detail view of a regular validation rule

The following options are available for regular validation rules in Data Collection:

Field	Description
Configuration	Text area for building the validation rule by combining elements and operators. Data Collection provides autocomplete with available elements grouped by form template. Elements are referenced using their business names (for example, `BalanceSheet.Assets.EndingBalance`). You can select both lowest-level rows and superordinate rows as operands — a superordinate row reference resolves to its aggregated value at evaluation time, using the aggregation method defined for that row in the template. To refer a variable to a single drill down element, see Referring a Variable to a Drill Down Element. The supported operators are: • Comparison operators — `=`, `!=`, `>`, `<`, `>=`, `<=` • Arithmetic operators — `+`, `-`, ``, `/` • Logical operators* — `AND`, `OR`, `NOT`
Validation type	Defines the behavior when the validation fails. Available values: • Blocking — data collectors cannot submit if the validation fails • Warning — shows a warning but allows data collectors to continue and submit
Tags	Tags help organize validation rules and let you filter the rules list. They are optional and have no effect on rule evaluation. The Add tag option assigns an existing tag to this rule or creates a new one. The Manage tags option opens the Manage Tags dialog for renaming or deleting tags (Data Collection administrators only). For assigning or removing tags on multiple rules at once, see Bulk Assigning and Removing Tags.
Description	Optional text field to explain the purpose of the validation rule. The description is displayed to collectors under the Details heading in the validation results.

In Lucanet Data Collection, a variable of a regular validation rule refers to the aggregated value of the referenced cell by default. If the row or column of a variable has a drill down for Partner, Transaction type, or Adjustment level, you can refer the variable to a single element of the drill down instead. For example, a rule can check that the partner 000 Default on intercompany accounts equals zero. Drill down elements are available for variables that refer to a lowest-level row, but not for intercompany validation rules or for drill downs by Cost center or Local account. For more information on configuring a drill down for rows and columns, see Configuring Tables in Form Templates.

To refer a variable to a drill down element:

In the Configuration field, open the context menu of the variable.

Select Select drill down. The submenu lists the drill down dimensions of the row or column.

Shows the 'Configuration' section of a regular validation rule in Lucanet Data Collection with the context menu of a variable. The menu contains the options 'Change row', 'Add column', 'Select drill down', and 'Delete variable', and the submenu of 'Select drill down' lists the dimension 'Adjustment level'. — Context menu of a variable with the 'Select drill down' option

The Select drill down option is only displayed if a drill down is configured for the selected row or column of the variable.

Select the dimension in the submenu. The dialog for the selected dimension is displayed:

Shows the 'Select Adjustment level' dialog of a validation rule variable in Lucanet Data Collection with the 'Dimension value' drop-down list, the placeholder 'Select a value', and the 'Cancel' and 'Save' buttons. — 'Select Adjustment level' dialog

In the Dimension value drop-down list, select the element. Data Collection loads the elements from Consolidation & Financial Planning (CFP).

Click Save. The variable displays the selected element as part of its path.

To select another element for the variable, select Change drill down in the context menu of the variable. To refer the variable to the aggregated value again, select Remove drill down.

The following rules apply when Data Collection executes a validation rule with a drill down element:

The variable uses the value of the selected element in the form of the reporting entity instead of the aggregated value.

If the form contains no row for the selected element, the variable resolves to zero, and Data Collection executes the rule normally.

If the selected element is not available in the reporting package, the validation results display the rule as

Not evaluated

together with the reason.

If an administrator removes the drill down dimension from the row or column in the form template, the rule moves to

Invalid

status. For more information, see

Fixing Invalid Validation Rules

Intercompany validation rules in Data Collection compare values between related reporting entities, such as subsidiaries or group companies.

Shows the detail view of an intercompany validation rule in Data Collection with the 'Rule scope' option set to 'Intercompany', the 'Select items and/or accounts' field with 'IC Sales' and 'IC Purchases', the 'Reconciliation configuration' option set to 'Reconcile aggregated values in group currency', and the 'Exchange rate type' option set to 'Average exchange rate'. The 'Thresholds' section displays a table with the 'Currency', 'Absolute threshold', and 'Percentage threshold' columns, an 'EUR' row with '50' and '2%', an 'ALL' row, and the 'Add threshold' option. The 'Details' section displays the 'Validation type' drop-down list set to 'Warning', the 'Add tag' option, the 'Manage tags' button, and the 'Description' field. — Detail view of an intercompany validation rule

The following options are available for intercompany validation rules in Data Collection:

Field	Description
Select items and/or accounts	Multi-select drop-down list for choosing one or more items and/or accounts to be reconciled. Items or accounts are organized in a hierarchical tree by form template and table. Only form templates and pivot tables eligible for intercompany validation can be selected — pivot tables without partner rows or columns based on Consolidation & Financial Planning (CFP) and without per-partner drill down are not displayed in the drop-down list. Both lowest-level and superordinate rows can be selected. Selecting a superordinate row automatically selects all of its eligible subordinate rows — the check box is activated when all eligible subordinate rows are selected, indeterminate when only some are selected, and deactivated when none are selected.
Select column	Column to be used for reconciliation. This field appears only when one or more items and/or accounts are selected and the form template configuration requires a column to be specified.
Reconciliation configuration	Currency mode used for reconciliation. Available values: Reconcile aggregated values in group currency (converts values to group currency first) and Reconcile aggregated values in transaction currency (uses the original transaction currency without conversion).
Exchange rate type	Exchange rate type used when converting values to group currency. Available values: • Average exchange rate • Closing exchange rate • Year-to-date exchange rate The applied rate is displayed in the Exchange rate column of the intercompany validation results.
Thresholds	Optional tolerance configuration per currency. Add one entry per relevant currency and specify: • Absolute threshold — a fixed amount the difference must not exceed. • Percentage threshold — applied to the larger of the two counterparties' aggregated values. • Both — the rule passes if the difference falls within either threshold. If no thresholds are configured, the rule requires an exact match.
Validation type	Pre-configured as Warning for intercompany validation rules. Shows a warning when a discrepancy is detected but allows data collectors to continue.
Tags	Tags help organize validation rules and let you filter the rules list. They are optional and have no effect on rule evaluation. The Add tag option assigns an existing tag to this rule or creates a new one. The Manage tags option opens the Manage Tags dialog for renaming or deleting tags (Data Collection administrators only). For assigning or removing tags on multiple rules at once, see Bulk Assigning and Removing Tags.
Description	Optional text field to explain the purpose of the validation rule. The description is displayed to collectors under the Details heading in the validation results.

Once you have finished configuring the validation rule, it must be Published before it can be applied to data collection processes. For more information, see Publishing a Validation Rule.

Regular validation rules in Data Collection are evaluated based on the reporting package used to start the data collection process and on the reporting entities to which the referenced form templates are assigned:

Every referenced form template is in the reporting package and assigned to the reporting entity

— the rule is evaluated for that reporting entity.

One or more referenced form templates are not in the reporting package

— the rule is silently skipped. The rule does not appear in the collector's validation results and no message is displayed.

A referenced form template is in the reporting package but not assigned to a reporting entity

— the rule is silently skipped for that reporting entity only. For reporting entities to which all referenced form templates are assigned, the rule is evaluated normally.

The applicable rules are derived automatically from the reporting package configuration, including the form template assignments — no additional rule configuration is required. The same validation rule can therefore be evaluated in one reporting package and skipped in another, or evaluated for one reporting entity and skipped for another within the same data collection process. For more information on assigning form templates to reporting entities, see Restricting Form Templates to Specific Reporting Entities.

Intercompany validation rules are not affected by form template assignments.

You can assign or remove tags on multiple validation rules at once, directly from the validation rules list in Data Collection.

To bulk assign or remove tags in Data Collection:

In the validation rules list, select the validation rules you want to update.

Click Assign tags or Remove tags in the top right. The Assign Tags or Remove Tags dialog is displayed:

Shows the 'Assign Tags' dialog in Data Collection with the text 'Assign tags to selected rules: E2E IC Rule ee411652, test_vr_reg_bug', a 'Search' field, and a list of tags with the 'Tag name' and 'Tagged rules' columns, such as 'Tag 10' with '19'. The 'Cancel' and 'Assign' buttons are displayed below the list. — 'Assign Tags' dialog

Select the tags you want to assign or remove.

Click Assign or Remove to apply the change to all selected rules.

Assigning or removing tags never changes a rule's state — whether you change tags on a single rule or in bulk, and whether the rule is in Draft or Published state. Rules in any mix of states can be selected together for a bulk operation.

The validation rules list in Data Collection displays all configured rules with the following information:

Shows the 'Validation rules' workspace in Data Collection with the 'Manage tags' and 'Create validation rule' buttons and a list with the 'Validation rule name', 'State', 'Rule scope', 'Tags', 'Created on', and 'Last modified on' columns. The listed rules display the 'Published' or 'Draft' state and the 'Intercompany' or 'Regular' rule scope. — Validation rules list

Column	Description
Validation rule name	Name of the validation rule
State	Current state of the validation rule: Draft, Published, or Invalid
Rule scope	Scope of the rule: Regular or Intercompany
Tags	Tags assigned to the rule
Created on	Creation date
Last modified on	Date of the most recent modification

To edit an existing validation rule, click the three-dot menu at the end of the row and select Edit.

When first created, a validation rule is automatically in Draft state. While in this state, it can undergo any number of modifications. Once its configuration is finalized, the validation rule must be Published before it can be applied to ongoing or future data collection processes.

To publish a validation rule, click Publish in the top right of the validation rule detail view.

You can edit a published validation rule at any time. Editing a published validation rule automatically brings it back to Draft state. Changes apply to new data collection processes only — active processes continue using the rule state that was snapshotted when they started.

A validation rule moves to Invalid status automatically when a form template element it references is deleted. A rule with a drill down element also moves to Invalid status when an administrator removes the drill down dimension from the row or column in the form template. Invalid rules are not executed in new data collection processes — they are silently skipped. Existing processes continue to execute the rule using the snapshot version captured when those processes started.

To fix a rule in Invalid status:

Open the invalid rule and update the formula to remove or replace the broken reference.

Click Publish. Data Collection checks that all formula references are resolved. If they are, the rule transitions back to Published.

If the formula still contains broken references, Data Collection displays the specific issues and the rule remains in Invalid status until they are corrected. You can also click Edit to move the rule back to Draft state and rework it from scratch.