Part 1: Extract and Upload Trial Balance Data for Adaptive Planning - Part 1

Learn how to extract trial balance data from SAP BI, prepare your load file in Excel, and safely erase old data before importing to Adaptive Planning.

May 11, 2026 By Dimitri Aroney

This guide details the process of extracting the trial balance from SAP Business Intelligence (Coates BI), preparing the data in Excel, and clearing the old records in Workday Adaptive Planning so you can successfully upload new actuals.

Connect to SAP Business Intelligence

First, you need to securely connect to the SAP BI environment to retrieve the latest data.

Ensure you are connected to the corporate VPN.

Step #1: Click Connect in your Azure VPN Client — Click **Connect** in your Azure VPN Client

for the CG Prod VPN. 2. Open Remote Desktop Connection.

Step #2: Search for and select CG_Prod — Search for and select **CG_Prod**

, then

Step #3: click Connect — click **Connect**

. 3. Open your browser to the SAP BI (Satbio) dashboard.

Step #4: Select your credentials and click Sign in — Select your credentials and click **Sign in**

Extract the Trial Balance Data

From your documents list,

Step #5: open the RPT0119- Adaptive Planning Data Extracts report — open the **RPT0119- Adaptive Planning Data Extracts** report

. 2. When prompted to configure your query variables, leave the start date at the beginning of the fiscal year and update the end date to the current month. 3.

to generate the updated report.

Check your Trial Balance: Always review the Report View by Company tab first. The total values here should be exactly zero. If there are non-zero values, the trial balance does not sum to zero (likely an extraction issue from Xact). You must stop and resolve these variances with the DNA team before proceeding.

For your upload, you need correctly formatted values.

Step #7: Navigate to the Report View - With Signage tab — Navigate to the **Report View - With Signage** tab

. Adaptive Planning requires positive values, so this specific tab handles reversing signage on contra accounts for you. 5.

Step #8: Click the Export icon — Click the **Export** icon

in the toolbar. 6. Make sure the current report tab is selected and

Step #9: click Export — click **Export**

to download the Excel file. Move the downloaded file to your working directory.

Prepare the Upload File

Your extracted data needs to be cleaned and pasted into your standard Adaptive Planning import template.

Open your downloaded report, and copy the data from the "Report View - With Signage" tab into a fresh working sheet.
You must remove all rows that have zero balances or blank values. You can filter the data column to uncheck blanks/zeros, or sum the absolute values to easily identify inactive rows.
Highlight the inactive rows and

Step #10: click Delete — click **Delete**

to remove them entirely.

Delete rows, do not just clear cells. You must completely delete rows that contain empty data values. If a row exists with a blank cell in the upload template, the import into Adaptive Planning will fail.

Copy the cleaned data and paste it into your import template file as Values.
Verify your column date headers.

Step #11: Ensure the date column headers — Ensure the date column headers

are formatted as true dates representing the first day of the month (e.g., 1/04/2026). Save the template.

Erase Old Data in Adaptive Planning

Crucial Step: You must erase the existing data in Adaptive Planning for the specific period before uploading the new file. If you skip this, any old data that is not explicitly overwritten by a new value will remain, duplicating or inflating your totals.

Open Workday Adaptive Planning and

Step #12: click Sign In — click **Sign In**

. 2. In the main navigation sidebar,

Step #13: click Integration — click **Integration**

. 3. Locate the Manual Import section and

Step #14: click Erase Data — click **Erase Data**

. 4. Set the parameters for what you want to clear:

Version: Actuals
Accounts: GL Accounts
Time: Select the specific month you are preparing to update (e.g., April).
Levels:

Step #15: Select All levels — Select **All levels**

. 5. Run the erasure. Once the period is cleared, your workspace is clean and ready to process the new import template.