Getting Started

Welcome to YäRKEN. This guide will help you perform the initial setup to get started using YäRKEN.

Load your Master Data

Master data represents the core reference entities in the YäRKEN application. This data forms the foundation for spend calculations, allocations, and reporting across business categories.

You can load master data either by manually creating records or by uploading files using predefined templates.

What is included in Master Data

The following datasets are considered Master Data in YäRKEN:

• Accounts

• Cost Centers

• Vendors

• Solution Offerings

• Consumers (formally Business Units)

These datasets are persistent and are referenced across multiple model periods.

Before you begin

To simplify file uploads and ensure correct field mapping, YäRKEN provides data templates under:

Admin > Data Dictionary

Search for the required file (for example, Accounts). Each template includes predefined columns that align with application fields. You can download the template, populate it with your data, and upload it directly.

Supported file formats:

• .xlsx

• .csv

Accessing master data upload

1. From the menu bar, select Admin → YäRKEN Designer.

2. In the left pane, expand Master Data under the UPLOAD section.

3. Select the dataset you want to load (for example, Accounts or Cost Centers).

Option 1: Add master data manually

Use this option when you need to create or update a small number of records.

Procedure

1. Select the required master data dataset.

2. Click + ADD NEW.

3. Enter the required field values.

4. (Optional) Review the Active field:

   • Enabled by default

   • Disable it if the record should not be used immediately

5. Click SAVE.

After saving

• You can view, edit, or delete master data records.

• By default, only active records are displayed.

• You can filter to view inactive records if needed.

Option 2: Upload master data using a file

Use this option when loading or updating a large volume of records.

Procedure

1. Select the required master data dataset.

2. Click UPLOAD.

3. In the upload dialog, browse or drag and drop the file.

4. Review the uploaded data and select NEXT.

If your file matches the template headers, required fields are auto-mapped.

5. Choose one of the following:

   • FINISH to complete the upload, or

   • Edit mapping to review or map additional fields

6. Complete the upload.

After uploading the file, you can check the file status, loaded records, mapped fields, and other details under the UPLOADED FILES tab.

To see additional information on loading data for a specific dataset, refer to: Yarken Designer

Load Your Spend and Budget

After loading Master Data, you can upload your spend and budget

The source for this data is your Finance ERP. You can either use the data from your ERP and map fields, or use a data template so the fields are all present. Before you start it’s useful to review data templates to ensure you have sufficient data fields. Spend needs to be uploaded one month at a time, so ensure each file only contains one month’s data.

The data templates can be found under Admin → Data Templates

Note: When uploading spend, the file will be verified against Master Data. Ensure Master Data for Accounts, Cost Centres and Vendors is loaded before you load spend.

1. Select Admin → YäRKEN Designer.

2. Check the correct financial year is selected in the top left

3. Under the “Spend” section you will see how much spend has been loaded against each month.

4. To upload either drag your spend file into a month, or click on a month to browse for your file.

   1. You will be shown a preview of your file, click Next

   2. Map your file fields to YäRKEN fields, click Finish

5. If files are loaded correctly, exit the window to ensure the correct amount has been loaded to the month.

Troubleshooting errors in the upload

When there are errrors at the upload screen, click on the number of errors to see the error.

You can also go back to the spend screen and use the “Uploaded Files” tab to check for any errors against any of your loaded files.

Records without errors will be loaded so that you only have to reload the records which did not load.

If you wish to fix the errors and reload the full file, delete the file from the “Uploaded Files” tab, fix the errors in your csv and reupload the full file.

The same flow is used to upload Budget to a month

Allocating Spend

Allocating Spend is a crucial step in the process.  You will need to know what spend correlates from one dataset to the next. 

1. Select Admin -> YäRKEN Designer.

2. Under the “MAP” section you will select a section and work your way logically down as before with data loading and allocate spend into each section.

3. Repeat the below steps for each mapping.

   1. Select a Section (e.g. Cost Pools)

   2. Select “Add rules” for the month you wish to allocate (verify you are in the right fiscal year on the top left for the data that you loaded and are allocating spend/budget for)

   3. You will be presented with 3 options, Add mapping file, Copy rules from another month and Map manually. 

      1. Add mapping file: mapping templates can be found in the Admin -> Data Template section.  You can fill out the template and load directly into the system. The system will walk you thru a wizard similar to the Data Upload wizard and you will map the columns accordingly.

      2. Copy rules from another month: If you have already completed the mapping exercise previously, this shortcut can copy all of the rules from that month and apply them the selected month. (Note: when copying rules from another month, the existing rules will be deleted and rules will be added as a full rule set. After copying is complete, you can use the “Map Manually” option to map any remaining spend)

      3. Map Manually: Selecting this option will provide the ability to identify specific spend by the column(s) selected and allocate that spend accordingly.  

   4. Map Manually

      1. Select the strategy you wish to use. (e.g. Account, Expense Type)

      2. Select the rows you wish to allocate by checking the box next to each one.  You can add filters to reduce the list to know items.

      3. Upon selecting your row(s) you will be presented with a small wizard to the right to chose the destination.  (e.g. Cost Pool)

      4. Select the destination.  NOTE: some allocations may have multiple steps within the wizard.

      5. Select Save Rules

      6. You will be redirected to the Unallocated Spend view where you can continue this exercise until you fully Allocate all of your spend.

Reviewing Reports and Dashboards

To begin, you can select Home from the menu which will navigate you to the Home or Landing page for the solution.

You can review additional Reports and Dashboards by Selecting Reports -> (Choose a topic)  

-> (Choose a Dashboard or Report)

NOTE: Many charts on the Dashboards allow you to drill down further to see greater detail for the context selected.  You can do this by selecting one of the groupings on the chart.

Conclusion

Congratulations! You have now configured your YäRKEN solution to meet your business needs. If you have any questions or need further assistance, please contact our Support Team.