Snapshots allow you to seamlessly bridge the interface between trading programs and your in-house accounting solution. Snapshots facilitate the export of data to feed your ledgers and records.
A snapshot is a timestamped extract of data from your Enable channel associated with a financial period. Once downloaded, these reports can be used externally and are no longer affected by updates to agreements, transactions, or data within Enable.
This article will guide you through:
Looking for something else?
- Need to create a new snapshot or financial year? Learn how to set up snapshots here.
- Looking to generate a different report in the Finance app? Learn more about the Finance app here.
Generating a snapshot
To generate a snapshot:
Step 1: Click on Finance in the green banner at the top of the page.
Step 2: Click on Snapshots in the drop-down menu.
Note: If the Finance menu is not available, a channel admin user at your organization will need to provide you with the correct user permissions.
Step 3: Select the snapshot you wish to generate. This will display the most recently configured financial year and take you to the first available financial period.
Step 4: Select the financial period you wish to take a snapshot of. Snapshots must be taken consecutively, so if there is a locked period, you will only be able to take a snapshot of the period immediately following the latest locked period. Note: You cannot generate snapshots of locked periods.
Step 5: If any snapshots for the period have already been generated, they will be listed underneath Snapshot history and can be downloaded by clicking the Status box. If you would like to generate a new snapshot, click Request snapshot.
Step 6: The snapshot will now begin to generate. This may take up to a few minutes, but you can navigate away from the page as it is generating. When the snapshot is ready, download it by clicking the Status box.
In some cases, you may wish to generate a snapshot for a previous period. For example, in June, you decide you would like to generate a snapshot for April. In this scenario, the snapshot would only consider earnings from April despite the fact it is being generated in June. Any transactions uploaded after April that are relevant to April would also be included. For example, if additional April transactions were loaded in May, they would be included.
Note: Any existing snapshot will never have its values updated. If a snapshot becomes obsolete, then a new snapshot will need to be generated for the relevant period. Once you are happy with a period’s snapshot, you can lock it, and then you will be able to take snapshots for the next period.
Snapshots will also only include data relevant to active agreements. Proposals will not be considered when generating a snapshot.
Locking a snapshot
Once a snapshot has been generated and you are happy with the values, it can be locked. Locking is necessary for generating snapshots for future periods.
To lock a snapshot:
Step 1: Navigate to the relevant financial period within your snapshots.
Step 2: If multiple snapshots have their Status as Available, decide on the source of truth since only one snapshot can be locked per period.
Step 3: For the snapshot you wish to lock, click the three dots on the far right side of the Status box and click Lock.
Once this has been selected, the Status will update to Locked, and this will also be reflected in the left panel.
Snapshots can also be unlocked by clicking the three dots on the far right side of the Status box and clicking Unlock.
Snapshots must be both created consecutively and locked consecutively. You will only be able to lock a snapshot in a financial period directly after a financial period that has a locked snapshot. You also will only be able to unlock snapshots if the following financial period does not have a locked snapshot. For example, if January, February, and March have locked snapshots, you cannot directly unlock February's snapshot; you first must unlock March's snapshot.
Locking a period is always a manual process and indicates that you are happy with the data contained in the snapshot. This step is required because snapshots of each period depend on values generated in the previous period when calculating year-to-date figures.
Scheduling a snapshot
Scheduling snapshots allows future snapshots to be generated in the system without manual intervention. It is important to consider that any scheduled snapshots will require preceding periods to be locked before the system attempts to generate the scheduled snapshot.
To schedule a snapshot:
Step 1: From the Snapshots page in the Finance app, select the snapshot you wish to schedule.
Step 2: Select the relevant financial period.
Step 3: Click Schedule snapshot.
Step 4: Select the date and time the snapshot should be generated. Click on a date from the calendar and set the time using the arrows or by typing in the numbers.
Note: When setting a time, the hour is based on the 24-hour clock. Regardless of the time zone set for your channel, the time set on this screen is based on EDT.
Step 5: Click Schedule to save your selections.
The scheduled snapshot will be visible within the financial period screen, and the left panel will also display the date and time that a snapshot has been scheduled for.
What’s next?
Interested in walking through a worked example of generating a snapshot? Learn more about how to use snapshots here.