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All Steps at a Glance - Data Collection

Overview

On this page, you will find the individual steps required to set up and run a data collection process. The configuration steps should be carried out in the order provided to ensure all dependencies are met before starting data collection.

The step descriptions also contain links to more detailed documentation.

1

Creating Form Templates

In the Form templates workspace, create the templates that define which data you want to collect from your reporting entities. In these form templates, you can add elements that are:

  • Based on Consolidation & Financial Planning (CFP) structures – Import existing workspace structures, ledgers, or schedules from CFP
  • Configured from scratch – Define custom rows and columns with various data types

Configure sections, elements, columns, and rows to build the structure of your data collection forms. Optionally, set up drill down configurations for detailed data collection.

2

Creating Validation Rules

In the Validation rules workspace, define the rules that ensure data quality during collection. Two rule scopes are available:

  • Regular: Validate data within or across form templates (e.g., Assets = Liabilities + Equity). Configure each rule as Blocking (prevents submission) or Warning (alerts but allows submission).
  • Intercompany: Automatically compare and validate values between related reporting entities using group or transaction currency.
3

Importing Reporting Entities

In the Reporting entities workspace, import your reporting entities from CFP. After importing, assign users to each reporting entity:

  • Assignment as Collectors – Users responsible for collecting and submitting data
  • Assignment as Approvers – Users responsible for reviewing and approving submitted data

Each reporting entity must have at least one Collector and one Approver assigned before the reporting entity can participate in a data collection process.

4

Creating Reporting Packages

In the Reporting packages workspace, bundle together all the elements needed for a data collection process:

  • Form templates – Select which forms reporting entities will complete
  • Reporting entities – Choose which reporting entities participate in the data collection
  • Validation rules – The system automatically determines which validation rules to execute, based on the form templates in the reporting package.
5

Starting Data Collection Processes

In the Data collection workspace, start a new data collection process by:

  • Selecting a reporting package
  • Specifying the reporting period. The available periods depend on the collection frequency configured in the reporting package.
  • Configuring deadlines
  • Optionally, adding instructions addressed to reporting entities

When the process starts, individual forms are created for each reporting entity and form template combination, and e-mail notifications containing direct links to those forms are sent to assigned users.

6

Collecting Data

Collectors access their assigned forms and enter or import data through:

  • Imports from sources: Import data from CFP, Lucanet.Financial Warehouse, or Excel files
  • Manual entry: Enter or adjust values directly in the form fields

Change the form status from New to In Progress when you start editing a form.

7

Validating Data

Before submitting data, execute validation checks to ensure data quality:

  • Regular validation: Execute configured validation rules to check intra-form and inter-form consistency
  • Intercompany validation: Run intercompany validation rules to match transactions between related entities

Review validation results and correct any blocking errors before submission. Warning messages allow submission but should be reviewed.

8

Approving Data

Approvers review submitted forms, i.e.:

  • Review data: Check the values entered by Collectors
  • Check validation results: Review any warnings or passed validations
  • Approve or send back: Either approve the form or return it for corrections

When all forms in a data collection process are approved, the process status changes to Finalized.

This content was generated using AI and reviewed by Lucanet subject matter experts before publication.

Last updated on May 28, 2026

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