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Knowledge @ Adaptive Insights LLC, a Workday company.

Reorganize Account Structure

Explains how to re-order or re-parent  general ledger, custom, metric, assumption, modeled, groups, and cube accounts.

Audience: Administrators who manage the model.

To reorganize the account list:

  • Reorder: Change the order of how accounts display. 
  • Re-parent: Change the rollup hierarchy of accounts and how the data rolls up. 

In the following example, you can reorder Fixed Assets, Current Assets, Other Assets and Long Term Assets. If you moved Long Term Assets to make it a child of Fixed Assets, you would be changing its rollup, or re-parenting it.

Accounts in the same level hierarchy

You cannot reorder or re-parent root accounts or some general ledger accounts. You can also import a new structure using the template. 

Before You Begin

When you re-parent accounts, the rollup data changes for all versions, including locked versions. This affects previous budgets and actuals. Consider using account attributes to simulate the alternate rollups you want.  

  • Understand how account hierarchies work. See Accounts Overview.
  • Required permission: Model Management > Model
  • Additional permissions based on task: Model Management > Assumptions and Model Management > Import Structure.

How You Get There

GL, Custom, Metric, and Assumption Accounts

Navigation Icon5.png From the nav menu, click Modeling. From the Accounts menu, choose: General Ledger Accounts, Custom Accounts, Metric Accounts, or Assumptions.

Modeled and Cube Accounts

Navigation Icon5.png From the nav menu, click Modeling. From the Sheets menu, select either Level-Assigned Sheets or User-Assigned Sheets. Click the Edit link next to the cube or modeled sheet. Click the Cube Account link or the Modeled Account link.  

Reorder Account List

When you reorder accounts, you can only move accounts within the same level of the hierarchy.

  • Up and Down Arrows: Highlight the account and click Move Up and Move Down to move the account.
  • Cut and Paste: Highlight the account and right-click > Cut. Then, highlight another child account account in the same list, and right-click > Paste.
  • Drag and Drop: Highlight the account. After you see the Account Details, click and hold as you drag the account to another location. Drop the account in its new spot. 

Re-parent Accounts

When you re-parent accounts, you move accounts so that they rollup to a different account. 

If an account's Rolls up to field is read-only, it can't be re-parented (see Built-in General Ledger Accounts):

Locked Rolls Up to Field

Options to Re-parent

Consider the state of the intended rollup before choosing your re-parenting method.

Intended Rollup Account  How to Make it Happen

Has  existing child accounts. 

 

  • Cut and paste
  • Drag and drop
  • Edit Account Settings
  • Does not have existing child accounts.
  • Does not have any data stored in it.

Create a temporary child account so that the intended rollup appears in the Rolls up to drop-down.

  • Does not have existing child accounts.
  • Has data stored in it.
  • Make the intended rollup account a sibling of the account. Both accounts rollup to a new rollup.  Use this method to avoid moving the data currently stored in the intended rollup.
  • Create another child account to hold the data in the intended rollup. 

Cut and Paste

  • Account to re-parent: Payroll
  • Intended Rollup: Direct Cash Flows
  • Note: Direct Cash Flow has child accounts.

Cut and paste example

  1. Highlight an account in the list. 
  2. Right-click and click Cut

    Cut drop-down
     
  3. Highlight a child account of the intended rollup. In the example, we highlight Sources.
  4. Right-click and click Paste

    Paste action
  5. You get a warning message. Click the Move account  check box and click Save.

The account moves right below the highlighted account.  

Cut and paste result

Drag and Drop

  • Account to re-parent: Payroll
  • Intended new rollup account: Sources
  • Note: Sources has child accounts.

Drag and Drop example

  1. Expand the intended rollup account.
  2. Highlight the account you're re-parenting. 
  3. After you see the Account Details, click and hold as you drag the account.
  4. Release to drop the account in its new spot, above or below an existing child. 
  5. In the warning message, click the Move account  check box and click Save.

The account moves where you dropped it.  

Result of drag and drop

Edit Account Settings

  • Account to re-parent: Payroll
  • Intended new rollup account: Uses
  • Note: Uses has child accounts.

Account settings example

  1. Highlight the account to re-parent. 
  2. In the Account Detail panel, select the new rollup account or group from the Rolls up to  drop-down.

    Edit Account Details
  3. Click Save adminSaveDetail.png.

The account moves under the rollup account you selected.

Result of account details

Create Temporary Child Account

Create a temporary child account for the intended rollup account. Then, the intended rollup appears in the Rolls up to drop-down.

  • Account to re-parent: Adjustments due to Exchange Rates
  • Intended new rollup account: Other Adjustments
  • Note: Other Adjustments has no child accounts, so it doesn't appear in the Rolls up to drop-down. Because the account also has no data, a temporary child will not delete any data.

Temporary Child Example

  1. Add a temporary child account: Highlight the intended rollup account and click Create Account Icon to create the temporary child account. Save it.

    Temp Child Creation
  2. Change the rollup account: Highlight the account you want to re-parent. Now that Other Adjustments has a child account, you can select it from the Rolls up to drop-down. Choose the intended rollup account and click Save.

    Temp child account and intended child account
  3. Delete the temporary child account: Highlight the temporary child account you created and click Delete TrashIcon.png

The rollup account now shows the data of the account you re-parented.

End result of temp child

Create Another Child Account

  • Account to re-parent: PTE (Part Time Employee)
  • Intended Rollup: Headcount
  • Note: Headcount has historical and current data. Headcount has no child accounts. If you create a child account, the data from Headcount rolls down to the child account. This method let's you move the data without losing it.

Make Rollup example

  1. Add a child account to the intended rollup account: Highlight the rollup account and click Create Account Icon to create the new child account. Save it.  The data from the intended rollup moves to this account. 

    New Child account
     
  2. Change the rollup account: Highlight the account you want to re-parent and choose the intended rollup account from the Rolls Up to drop-down. Click Save

End result of new rollup

The intended rollup account holds the total of the new child account and the account you re-parented.

Make the Intended Rollup a Child Account

  • Account to re-parent: PTE (Part Time Employee)
  • Intended Rollup: Headcount
  • Note: Headcount has data and no child accounts. This method keeps the data in the original account.

Make Rollup example

  1. Add a new rollup account: Highlight the rollup account of the intended rollup. 

    Rollup of the intended rollup
  2. Click Create New Account Create Account Icon, enter the details, and save the account. This account is the new rollup account for the intended rollup and the account you wanted to re-parent. Optional: Rename it to indicate that it is now a total.
    Note: The new rollup has no data at this point.

    New Roll up
  3. Add a temporary child account: Highlight the new rollup account and click Create Account Icon to create the temporary child account. Save it. 

    Temp child of new rollup
  4. Re-parent the original account: cut and paste or drag and drop the account you wanted to re-parent right above the temporary child account. Optional: Rename it to clarify the purpose. The rollup now holds the totals. The original account still holds the data.
  5. Re-parent the intended rollup account: Cut and paste, or drag and drop the intended rollup to make it a child of the new rollup. The rollup now totals both child accounts. The child accounts still hold the data.
  6. Delete the temporary account: Highlight the temporary child account and click Delete TrashIcon.png

The new rollup account contains the total of the intended rollup and the account you re-parented, effectively combining the totals. In the example, Headcount was renamed to FTE to differentiate it from Headcount Total. 

End result of new rollup

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