An account is a container that groups actuals or planning information, such as expenses, assets, liabilities, sales, and any business metrics that an organization is interested in tracking.
Accounts contain numerical information. Both raw numbers and formulas are stored in accounts. Accounts are viewed or edited on sheets and also can appear in reports and charts. The Adaptive Suite supports General Ledger accounts, custom Accounts, metric accounts, assumptions modeled accounts cube accounts.
In the Adaptive Suite, you can add any number of new accounts that roll up to the root accounts, and any number of sub-accounts to any account. You can add and edit accounts one at a time, or you can import new accounts and edits in bulk. The accounts' settings and fields create different ways accounts can work in your model.
Before You Begin
- This article is for administrators who build or manage the model the model in the Adaptive Suite. Need information on entering data for an account in sheets? See Using Sheets.
- Required permissions: Model Management Access > Model.
- Additional permissions based on tasks: Model Management > Assumptions for assumption accounts or Model Management > Import Structure.
How You Get There
Get to GL, Custom, Metric, or Assumptions Accounts
From the nav menu, click Modeling. From the Accounts menu, choose: General Ledger Accounts, Custom Accounts, Metric Accounts, or Assumptions.
Use the Account drop-down to toggle between GL, custom, metric, and assumptions accounts.
Get to Cube and Modeled Accounts
From the nav menu, click Modeling. From the Sheets menu, select either Level-Assigned Sheets or User-Assigned Sheets. Click Edit link next to the cube or modeled sheet. Click the Cube Account link or the Modeled Account link.
General Ledger Accounts (GL)
General Ledger accounts (GL) include all Profit & Loss and Balance sheets. The GL account hierarchy often matches your actual GL accounts. If you don't plan at a GL account level, you can build an account tree in a different configuration.
Custom accounts can be used to hold any kind of numerical data, such as square footage for a facilities allocation, or to gather information from other accounts, such as total R&D expense or total full-time headcount. These accounts can then be displayed on statements or reports or used to drive other accounts. With custom accounts, the values and formulas can vary from level to level and from version to version.
Metric accounts are used to calculate financial ratios and non-financial metrics. Metric accounts must hold formulas, which pull data from other accounts. An example is Gross Margin %, which divides gross margin by revenue.
The way that metric accounts perform calculations is slightly different from other accounts. GL and custom accounts perform the calculations at the current level and then roll up the the totals across the organization structure. For example, if gross margin percentage were set up as a formula in a custom account, the system would take revenue-cost of goods sold divided by revenue for each level, and then roll up these results at a parent level.
If the same formula is in a metric account, the system first rolls up revenue at a parent level, and then rolls up the Cost of Goods Sold level, then performs the calculation specified in the formula at the levels in the organization structure. This method of calculating gross margin percentage is more appropriate. Because of this, metric accounts are particularly useful when the account’s calculation includes division that is to be performed at the top level or any parent level.
In metric accounts, all of the arguments in metric account formulas filter by dimension attribute. If you filter a sheet by attribute, like the color red, and your metric accounts show zeros instead of what you expect, remove the attribute filter.
A metric in Discovery is similar to an account, but can be made up of any sort of data, not just financial data. Metrics can be displayed on dials just as accounts would be.
Modeled Accounts are created by administrators when they build modeled sheets. Planners enter data on modeled sheets (for example, Personnel or Capital), and this data is used to automatically calculate related values (like payroll and related expenses, depreciation, or bookings). These calculations are placed in modeled accounts such as ACCT.Personnel.Salary.
Edit the modeled sheet to edit the sheet's modeled accounts, or to add new modeled accounts.
Cube Accounts are created by administrators when they build cube sheets. Cube accounts can be set up as standard accounts, where users can enter values or formulas directly into the sheet; calculation accounts, where the administrator can establish a global formula; assumptions, where the value can only be modified at the top level; or as metric accounts, where each term of the formula is evaluated at the rollup. You can edit some rollups directly.
Edit the cube sheet to edit the sheet's cube accounts. You can place cube accounts in the cube sheet from which they are created or from standard sheets. You can reference cube accounts from formulas on other cube sheets.
How Accounts Work
Account settings change the way your accounts work. With settings you can:
- Define whether the values are periodic or cumulative and how accounts accumulate over time (by delta or balance or weighted-averages). See Weighted-average Translation, or Cumulative by Delta versus by Balance.
- Specify how the data rolls up for totals based on time or other dimensions. See Time, Level, and Dimension Rollups
- Protect data with privacy settings. See Data Privacy.
- Link accounts to cube or modeled accounts to dimensionalize the data. See Create Linked Accounts.
- Create Intercompany accounts. See Create Intercompany Accounts.
- Choose to display Actuals data on your plan versions. See Actuals Overlay.
- Create System accounts for allocations. See Allocations.
The Adaptive Suite organizes accounts in a hierarchy, which means there are parent accounts and child accounts that roll up to the parent accounts. A leaf account is one that has no child accounts; it's the smallest level in the hierarchy. A root accounts has no parent. It's the top-level in the hierarchy.
A rollup account is a parent account that sums the totals of its sub-accounts.
Rollup accounts have values, but cannot store values of their own. Instead a rollup account's values are the total of all its child accounts, and the child accounts roll up to it. GL, custom, assumption, and cube accounts have rollup accounts. Metric and modeled accounts do not.
Here's how rollup accounts work when you:
- Add the first child account to an account: The account becomes a rollup account and the data and any formulas of that account move to the new child account.
- Delete the only child account: The formulas or values from the former child account account move to the former rollup account. The former rollup account becomes a leaf account.
- Delete one of many child accounts: Deletes the formulas and data in the account for all versions and all levels. It does not affect the other child accounts, but it does affect the rollup account's total.
- Delete rollup accounts: Deletes the rollup account's child accounts and all their data.
An account group, is an organization tool that contains accounts in the account lists, without summing the totals.
You can create groups for all accounts except GL accounts. It's easier to find accounts organized under groups when using the Formula Assistant, building sheets, or designing reports and charts.
A root account is the top level account in the hierarchy and by definition has no parent account and does not roll up to another account. The Adaptive Suite comes with General Ledger (GL) root accounts, and any account you add rolls up to one of the root account eventually.
When you collapse all the accounts in a hierarchy, you see the root accounts only. You can't delete root accounts, but you can add any number of child accounts and groups to a root and any number of child accounts to child accounts. There's one root account for custom, metric, and assumptions. There are several root GL accounts.
Here's how root accounts work if they:
- GL accounts with Child accounts: The root acts like a rollup account, except the metric and Assumption root accounts. Metric and assumptions roots do not hold rollups.
- Custom, metric, and assumption roots: The roots acts like a group and does not hold the data from the group's accounts.
- GL root accounts without child accounts: The root is a regular account that stores data and formulas, unless it's a metric or assumption root.
For GL and custom accounts only.
System accounts are accounts whose contents are controlled entirely by the system. They cannot be edited using sheets or other methods. Use system accounts for allocations, so that you can create allocate-in and allocate-out accounts that aren't edited in sheets.