For all funds for which asset level data entry is enabled data of the companies which the fund is invested in can also be loaded on a quarterly basis (assuming the data is made available by the GP). The data which the system can track quarterly are:
LTM Sales
LTM EBITDA
Net Debt
Investment Cost
Gross MoIC
Enterprise Value
Data can be loaded either individually per fund or in bulk for all fund/company combinations at once. In addition to the quarterly data, company setup data can also be updated quarterly. The “setup data” is a mixture of once off type masterdata and other asset level data which is not bound to a quarter.
Asset Level Masterdata
Company Name
Description
Industry
Country / Region
Private/Public
Entry data
Bord seats
Non-quarterly KPIs able to be updated (at Entry & Current)
ship %
Revenue
EBIT
Debt
IRR
EV/E
OwnerBITDA, Debt/EBITDA
Before you start company updates
Before you load company data for a fund make sure the fund is configured for asset level input and the asset level input currency is configured (should this be different from the fund level input currency).
Data Management > Fund Management > Fund Setup
Bulk updates
bulk loading company masterdata & setup data
Data Management > Fund Management > Asset Level Input > Portfolio Setup > Company Bulk Update
Via this form asset level data for all funds can be updated at once, including the creation of new companies and the relationship between fund and company. The layout of the form is very similar to the “Portfolio Asset Level” spreadsheet used by BFO. It should therefore by straightforward to link to the current input or copy/paste to the required format in a few clicks.
You can clear the form via the “Clear Form” button.
To load data via the “Upload from Excel” functionality. Use the template.
When data is filled out it should look something like the below example.
*** GFX missing***
The “record number” in column A is required
Blank rows are allowed
Only valid countries and industries should be used
Date fields must be formatted as Text and in the format dd.mm.yyyy for the system to recognize as valid dates
All numeric fields should be unformatted with no thousand separator, no %, etc.
Click the “Upload from Excel” button and drag the filled in Excel file to the drop zone on the dialog
Click the “Upload” button. The dialog will display a preview of the data.
** GFX missing **
Next click the “Load” button. Data will now be written from the form to the intermediate staging cube displayed in the main form. The form should display a success message.
When you return to the main screen the form should be full of data.
Should you receive an error message like the one below while loading the data this indicates that there is an error in the file.
Should this happen click cancel ! You will then get a summary of the error messages
The reason to cancel the transaction is that if all validation passes then the entire table is loaded via a bulk update. Since a single cell with bad metadata or data would fail the entire bulk update the loader on finding an error will attempt to load each cell one-at-a-time so that all valid data still gets loaded. However, if the table contains 1000 cells then this will be approximately 1000x slower than the bulk update. There’s no reason to wait. It is much better to cancel, find what is wrong in the file and try the upload again.
The most likely reasons for an error are:
Incorrect header in rows 1-2 columns B-AM (headers must be exactly as per the template above)
Incorrect row ID in column A
Text value in a numeric field (columns N-AM). E.g. “-“, “NA” (like in the example above)
Decimal separator in Excel was different from the regional settings of the browser
Find and fix the errors and the load should be fine on the next attempt.
Up to this point the asset level data has been loaded only to a staging area in the database. The reason a staging area is used is to protect the integrity of the masterdata and data. In the next step each record will be screened, and only valid records will be loaded to the asset level reporting module.
Up to this point the “Data Load Validation” form to the right of the main form should be empty. (Hopefully it stays this way!)
Loading data from the staging area to the asset level reporting module is done via the “Load Data” button on the header of the main form.
