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General Ledger Accounts Fields and Settings

Describes the account settings for General Ledger accounts.

Audience: Administrators who manage the model. 

A general ledger account (GL) is meant to mirror the accounts in your real-world general ledger. The setting options follow standard accounting principles in general. Many of the general ledger accounts are built into the account tree.  

To learn more about accounts, see the Accounts guide. For step-by-step instructions, see Add or Edit Accounts

You can't edit some of the settings of certain general ledger accounts. The accounts are built in to the instance. See the list of accounts.  

Account Details Section 

 Field Description
Code

Required. No default.

Identifies a unique numerical code for the account. Appears in formulas. Enter a unique combination of letters and numbers. You can use underscores but not spaces or other special characters. If left blank for imports, Adaptive auto-generates the code based on the account name. 

Name

Required. No default.

Identifies the name of the account as it to appears on sheets, reports, and charts. Enter any combination of characters, spaces, and special characters. The account name does not need to be unique.

Short Name

Optional. No default.

Identifies the name of the account as it appears on Discovery charts. Use if the account name is long. Enter any combination of letters, numbers, and special characters.

Rolls up to

Required. Read-only for accounts that come with your model by default.  Default: the account that's highlighted when you select Create New Account.

Indicates the parent account of the account you're editing. Choose a rollup account. See Account Overview for information about rollup accounts and Reorganize Account Structure for information on how to re-parent an account.

Description

Optional. No default.

Describes the account. Enter any combination of letters, numbers, special characters and spaces.

Type 

Required. Default: Same type as the root account, or linked account (if selected). Root account types are based on standard accounting practices. For example, asset accounts are cumulative and expense accounts are periodic. 

  • Cumulative (available if account rolls up to cumulative account or root):  Cumulative accounts can be planned by balance or delta. See Planned By and Actuals By below.
  • Periodic (available if account rolls up to a periodic account or root): The value in any given time period equals the net activity for that period.  For example, expenses , such as an electric bill, is periodic. The cost in January has no affect on the cost in February. 
  • Link (not available for rollup accounts): A modeled or cube account populates the values of this account. 

See Account Type Setting: Cumulative or Periodic and Linked Accounts Overview

Links to 

Required if you selected Link for the Type of the account you're editing. Not available for rollup accounts. No default.

Populates the account you're editing with the data of the account you choose from the drop-down. This is a two part process: first pick your cube or modeled sheet, then the account. See Pull Data from from a Modeled or Cube Sheet into Another Account.

Link Filters 

Optional. Available only if you selected Link for Type. Not available for rollup accounts. No default.

Populates this account only with the values that are tagged with the dimension or attribute you select from the drop-down. The available list includes only dimensions and attributes of the account selected in Links to drop-down.

Time Rollup

Read-only. Only visible if you selected Link for Type.  

  • Sum of rolled up values (default for periodic accounts): Sums all the values for the period. For example, it sums January through March for the first quarter rollup.
  • Value in last time period (default for cumulative accounts): Takes the value of the last period before the rollup. For example, it takes the accumulated value for March for the first quarter rollup.
Level/Dimension Rollup 

Read-only. Only available if you selected Link for Type. Defaults: the Dimension Rollup of the linked account. If the account isn't a linked account, it does not have dimension rollups. 

How the account calculates the values for level and dimension  rollups. For example, Total Company is a level that has three departments as sub-levels: Sales, Manufacturing, and IT. You enter data for each level. How does the account calculate the total for the Total Company? Possible read-only setting from linked account:

  • Sum of rolled up values: Sums all the values for the level or dimension. For example, it sums the expenses for each department.
  • Non-Blank average of rolled up values: Takes the average of the data, excluding blanks.  If a cell contains zero (not blank) the zero is calculated in the average.
  • Weighted average of roll up values: Uses the values of an account or assumption to weigh each dimension before averaging. 
  • Text: Displays text you specify for the dimension rollup. Choose this option if you don't want to display data for dimension rollups. 
Weighted By 

Required if you chose Weighted average of roll up values for Time Rollup or Dimension Rollup. No default.

Provides the weighted average of the time or dimension rollup. Choose from the list of accounts.

 

 

Display Text 

Optional. Available if you chose Text for Dimension Rollup. No default.

Provides the text that displays for dimension rollups. Enter any kind of text, such as NA or --, or leave blank.

Planned by 

Required when visible. Available for cumulative accounts only. Not available for rollup accounts. Default: the setting of the rollup account.

Sets how you enter data for the account you're editing in the sheet cells of planning versions. For example, the initial petty cash balance for the account is in January and the value is 10. In February the value is 20. In March the value is 20. Choose: 

  • Delta: On sheets you enter the change from the previous time period. The delta (or difference) in the example is 10 for February and 0 for March.  
  • Balance: One sheets you enter the running balance. The balance in the example is 20 for February and also 20 for March. 
Actuals by

Sets how you enter data for the account you're editing in the sheet cells of actuals versions. 

For example, the initial petty cash balance for the account is in January and the value is 10. In February the value is 20. In March the value is 20. Choose: 

  • Delta: On sheets you enter the change from the previous time period. The delta (or difference) in the example is 10 for February and 0 for March.  
  • Balance: One sheets you enter the running balance. The balance in the example is 20 for February and also 20 for March. 
Actuals Overlay 

Required. Not available for rollup accounts or accounts that have Cube selected for Data Entry Sheet Type.

Determines if the account displays actuals data on planning versions prior to the Start of Plan date. See Set Up or Turn Off Actuals Overlay.

For cumulative or periodic accounts, choose: 

  • Enable actuals (default): Displays actuals prior to each planning version's Start of Plan date. 
  • No actuals for accounts: Displays only plan data on the planning versions. 

For Link accounts, choose:

  • Enable actuals for link: Overrides the Actuals Overlay setting of the linked account. Allows actuals to display prior to the Start of Plan date on the account you selected for Links to  and the account you're editing. 
  • Show actuals if linked account has them: Honors the Actuals Overlay setting of the linked account. Actuals display on the account you're editing only if the the linked account has Actuals Overlay enabled.

Specify Default Formulas link:

Optional. Not available for rollup accounts. Only available if you chose Enable actuals for Actuals Overlay. No default.

Assigns shared formulaa to the account for each level in actuals versions. On sheets, you can override the values calculated by the shared formula with formulas or data entered in the sheet. 

Select the Specify Default Formulas link to access and assign shared formulas of your actuals by level. If you don't have access to actuals, you can link to the shared formulas of your planning version.

Specify Default Formula link

Formulas

Optional. Not available for rollup accounts. No default.

Assigns shared formulas to the account for each level of your planning versions. On sheets, you can override the values calculated by the shared formula with formulas or data entered in the sheet . 

Select Set Default Values and Formulas to access the shared formulas of your planning versions. Assign formulas to each level. See Formulas for more information.

Formulas link

Dependencies

Shows how the account is used throughout the model in calculated accounts, shared formulas, cube entries, other entries, rules, journal entries and reports. Select View Dependencies and browse through the tabs.

Balance Types 

Read-only.

Accounting type by standard accounting practices: credit or debit. Sets according to standard accounting practices per each GL account.

 

Account Attributes Section

Optional. Only available if your model has account attributes. No default.

Tags the account you're editing with account attributes. The number of drop-downs match the number of account attributes available. Select an attribute value from any or each of the drop-downs. 

Data Type Section

 Field Description
Account Time Stratum

Read-only.

Shows how sheets display time for this account. Based on the default time stratum in your instance's calendar setup. Most commonly, this is months, but it might be weeks or days.

Display As 

Read-only.

Currency means that the data displays a number in the currency of the selected level. 

Master Formula 

Required if you select the Weighted-Average Translation check box. Not available for rollup accounts or if you chose Cube for Data Entry Sheet Type. No default.

Calculates the value of the account you're editing through a formula. Unlike default formulas, master formulas calculate the value across all levels and all versions. A master formula overrides any default formulas and all data. You cannot edit data of accounts with a master formula.

Enter a formula. Select the Formula Assistant link for a user-friendly interface that helps you create error-free formulas.

Weighted-Average Translation

Optional. Not available for rollup accounts or periodic accounts. Cumulative accounts must have Delta chosen for Plan by and Actuals by. No default.

Converts currencies by the average rate per period on the delta of cumulative accounts. Generally references a periodic account in the master formula and provides a way to convert the currency of periodic data in cumulative accounts.

Reset Balance

Requires Weighted Average Translation. 

Resets the balance to zero at the specified time period. At the start of the next period, the account starts accumulating again. Choose the time period. Available options are based on the calendar setup of your model, typically Month, Quarter, Year. 

Transfer Balance  on Reset

Requires Reset Balance.

Transfers the accumulated balance to another account. Choose the account to receive the balance transfer.

Decimal Places

Required. Default: Currency's precision.

Indicates the number of decimal places for the data. Select any number between 0-9 or choose Currency's precision to follow the setting for the currency. 

To see the decimal place settings for all the currencies, choose Currency's precision from the drop-down and select the View Precision link.

Exchange Rate

Required. Default: the exchange rate selected for the rollup or root account.

Determines how to convert currencies for the account. Choose:

  • Avg: Monthly Average: Uses the average exchange rate of the month to convert currency.
  • EOM: End of Month: Uses the exchange rate at the end of the month to convert the currency per month. 
  • Any additional exchange rates types that you have created for your model.

 

Sheets Section

 Field Description
Suppress on sheets

Required. Default: Account may be suppressed when zero or blank.

Determines if the account appears on sheets if all its cells have zeros and/or blanks. Choose:

  • Account may be suppressed when zero or blank
  • Account will not be suppressed even when zero or blank
Start expanded

Required. Only available for rollup and root accounts. 

Determines if the account is expanded on sheets to show child accounts when you first open the sheet.

Each person who opens a sheet can change their sheet view and save it as their default, which can override this setting.  Choose:

  • Yes (default): Expanded to show child accounts by default.
  • No: Collapsed by default.
Data Entry Sheet Type

Required. Not available if you chose Link for Type. Default: Standard or the sheet type selected for the parent account or group.

Specifies the type of sheets you can add the account to when building sheets. Choose:

  • Standard: Can add the account to any number of standard sheets. 
  • Cube: Can add the account to any number of standard sheets and up to one cube sheet. 

 

Data Privacy Section

 Field Description
Data Privacy

Required.

Restricts how formulas can use the account's data by level. Choose:

  • Value of account is private (default): Formulas refers only to the account value on the current level and direct sub-levels. 
  • Value of account is public at top level only: Formulas on any level can refer to the top level rollup value. You get an error if you refer to the account's value at any other level.
  • Value of account is public at all levels: Formulas can refer to the value of this account on any level.
Contains Salary Detail

Required. Not available if you chose Cube for Data Entry Sheet Type. Read-only if you chose Link for Type. Default: the same as the rollup or linked account. 

Indicates if this account is restricted to only user roles with the Salary Detail permission. See Available Permissions. Choose:

  • Yes: (default) This account data is restricted by role permissions.
  • No: Any one with access to the account can view the data.

 

Consolidation Section

Field Description
Intercompany

Only available if you have Consolidation.

Choose:

  • Yes: The account can be subject to elimination rules. 
  • No (default): The account is not subject to elimination rules.
Elimination Trading Partner

Only available if you chose Yes for Intercompany.

Identifies the level selected as the trading partner of this intercompany account. Choose a level.

 

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