Besides actuals and plan versions, instances that use Consolidation often use special versions to help them manage and analyze the complexities of their data. These include virtual versions, sub-versions and journal entry versions. Each of these versions serve a purpose for Consolidation.
Learn how to create versions.
Sub-versions are slices of your actuals, created under an existing Actuals version in the version tree. The data of each sub-version rolls up to the data displayed in actuals; that is, data is not duplicated. You can have any number of sub-versions under actuals, and sub-versions can also have sub-versions. Create actuals sub-versions to organize and filter your actuals in different ways.
Roll-Up Values and Editable Versions with Sub-versions
The example shows the version list as you would see it from sheets and how the data rolls up between those versions.
1 Version selector list shows that Actuals has 3 sub-versions: Pre-Elimination, Adjustments JE and Audit Adjustments. Pre-Elimination and Audit Adjustments also have sub-versions.
2 Pre-Elimination has data entered for January 2013. If you compare it to the corresponding Actuals data, you'll see that Pre-Eliminations is a portion of the total roll-up value. The cells of Pre-Elimination are gray, which means that they can't be edited because Pre-Eliminations is displaying roll-up values of its sub-versions, as shown in the version selector list.
3 Eliminations has data entered for January 2013. The data also contributes to the data displayed in Actuals. The cells are white, which means that they can be modified because Eliminations has no sub-versions, as shown in the version selector list.
4 Actuals, just as you would expect from the version list, is the sum of the data in its sub-versions. The cells are gray because they represent roll-up values of the sub-versions.
Journal Entry Versions
Journal entry versions are a type of sub-version that allows Consolidation instances to maintain the integrity of their imported actuals. Instead of changing the data, you create journal entries that adjust the data. These adjustments must be balanced, meaning that the sum of all debits in an adjustment must be equal to the sum of all credits before the journal entry can be posted. Create multiple journal entry versions for IFRS to GAAP, Accruals, and reclassifications.
In the example, Pre-Eliminations has 3 sub-versions: From General Ledger, Adjustment JEs and Allocations. Adjustments JEs is a journal entry version (note the yellow icon).
Roll-Up Values with Journal Entries
Journal entry versions roll up to Actuals the same way that standard sub-versions do with some important differences.
1 Allocations is a sub-version of Pre-Eliminations. Because it has no sub-versions, it is an editable version. 10,000 has been entered for each product group.
2 Adjustments JE is a journal entry sub-version. It's cells are not editable. Adjustments were made through Consolidation > Journal Entries > New. In this case, Product Group A was debited $10,000. The corresponding credit was divided between Product Group B and C.
3 Pre-Eliminations shows the roll-up value of its sub-versions, including the adjustments made through journal entries. The adjusted totals reflect in the parent version, but the nature of the adjustments displays in the journal entry version.
Virtual versions use data from two different versions to create a read-only composite version. With virtual versions, you can use the data of one version and apply the exchange rate of another version, which removes the rate fluctuations. For Consolidation, create virtual versions to enable Constant Currency Reporting.
Constant Currency Reporting allows for the removal of exchange rate fluctuations to compare data.
For example, to compare the revenue between two versions, you can apply one version's exchange rate to another's data. Now, the revenue comparison between the two data sets will only show "real" differences because the exchange rate is kept constant.