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Account Details Field Descriptions

Describes each of the Account Details fields in the Account Details pane of the Accounts Administration page. The fields that are available will vary based on account type you are managing, and whether the account is a child or a parent.

Account Details

Code

Used to refer to the account in formulas. Account codes:

  • Must be unique. For example, a GL account cannot have the same code as a custom account in the same model.
  • Cannot contain spaces or special characters.

Required when manually adding a new account.

Optional when adding an account using structure import. If no code is entered, the system automatically generates a code if one is not provided.

Example Account Code: 1200_Accounts_Rec

Example Reference in a formula: ACCT.1200_Accounts_Rec

Name

Required. Used to identify the account on sheets and reports. Account names:

  • Do not need to be unique.
  • Can contain spaces and special characters.

Examples Account Names:

  • 1200 Accounts Receivable
  • 1200 - Accounts Receivable

Short Name

Optional short name for the account.

Rolls up to

Sets the parent account or the next higher account in the hierarchy.

Only parent accounts and groups appear in the list. To add a new parent account to the list,  create a “dummy” account under the new parent account. The system will rec­ognize the account as a parent account.

Re-parent an account by selecting a new parent from the drop-down.

Description

Optional. If your  model includes Discovery, this information can appear in the designer and in some charts. Account descriptions are also included in the exportAccounts API.

Type

An account’s type sets how the account’s value is calculated.

General ledger, modeled, cube, and custom accounts are either periodic or cumulative. General ledger accounts, custom accounts, and assumptions can also be link accounts.

Periodic Accounts

If an account is periodic, its value in a given month equals the net activity for the month. Revenue and expense accounts are periodic.

Cumulative Accounts

If an account is cumulative, its value equals the ending bal­ance for a given month. This is the value for the prior month plus or minus any activity in the given month. A value shown in a cumulative account represents the accumu­lated balance in that account at the end of the month. Balance sheet accounts are cumulative. Cumulative accounts can be planned by balance or by monthly delta.

  • Balance: If a cumulative account is planned by balance, the value entered into the account or calculated by a formula represents its balance at month end. For example, if the value of $100 is entered into the Cash account in January, this means that the Cash account has a value of $100 at the end of January. Entering $120 in February implies a $20 increase.
  • Monthly Delta: If a cumulative account is planned by monthly delta, you can enter the increase amount into the formula bar. This increase is automatically reflected in all future time periods. This lets you plan by the incremental change, as opposed to the ending balance.

The increment must be entered into the formula bar on the sheet and not directly into the cell. The formula bar in monthly delta accounts is preceded by a Previous Plus as a reminder that whatever is entered in this field is added to the balance in the previous month.

If an account has both actuals and planning data enabled, you can choose between balance and monthly delta for both.

You can enter ending balances directly in monthly delta accounts. Any value entered directly into the cell, as opposed to the formula bar, rep­resents the ending balance. If an ending balance is entered directly into a cell, the formula calculates automatically and displays the difference in the formula bar.

Link Accounts

A link account lets you explicitly set the value for a general ledger account, custom account, cube account, or assumption to be the value of a cube or modeled account with­out having to write formulas in the Cell Value Box. The link is valid across all ver­sions, levels, and time periods.

When you select the Link option, the following fields appear:

  • Links To: In this field, select the sheet (cube or modeled) that contains the account you want to link. Once you have selected the sheet, all accounts associ­ated with the selected sheet appear in a list below your selection. From this list, select the account you want to link to your account.

Note: Only accounts with the same rollup type can be linked. This means that the target account must have the same time rollup and level/dimension rollup type as the linked account.

  • Link Filters: This field lets you filter the value of a linked account by a dimension and dimension attribute associated with the account’s model.

Dependencies

Accounts can be referenced in a broad range of ways, and as a result, changes to any existing accounts can have far-reaching consequences. To find out how a particular account is referenced in your model, click View Dependencies. The View Dependencies popup contains tabs for:

  •  Calculated Accounts
  •  Shared Formulas
  •  Cube Entries
  •  Other Entries (including the names of sheets referencing the account)
  •  Rules
  •  Journal Entries
  •  Reports (including custom calculations in a report referencing the account)

Balance Type

Shows the type of balance for the account: Credit or Debit. 

Account Attributes

Any account attributes defined on the Define Account Attributes page appear here with drop-down menus for each attribute’s values. Attributes are highly customizable, and give administrators the ability to tag accounts with qualities in much the same way levels can be tagged with dimensions.

See Attributes for more information.

Time Rollup

The Time Rollup field is a drop-down menu that enables you to specify how the account behaves when rolled up over a time period. This includes the display of quarters and fiscal years on both sheets and reports, time range references in formulas (for example, [time=This-12:This-1]), and custom time filters in matrix reports. If a user places a custom time filter on a report, for example, Jan 2011 and Feb 2011 in the filter area, and selects an account with an average time rollup, the report displays the average of the account for Jan 2011 and Feb 2011.

The choices in the drop-down vary depending on whether the account is set to periodic or cumulative. This field is not editable when the account type Link is selected. (A linked account has a time rollup type determined by the rollup type of the parent, if a parent exists. If there is no parent account, the rollup is determined by the rollup specified in the linked target account.)

The possible options for the Time Rollup drop-down are:

  • Sum of rolled-up values: Selecting this option shows the sum of the values of the account in all the time periods included in the rollup. This option is only available for periodic accounts.
  • Average of rolled-up values: Selecting this option shows the average of the values of the account in all the time periods included in the rollup. This option is available for both periodic and cumulative accounts.
  • Weighted average of rolled-up values: Selecting this option shows the weighted average of the values of this account in all the time periods included in the rollup, weighted by the values in another account. When you select this option, a Weighted by field appear where you can select the account by which you want to weight the account.
  • Value in last month: Selecting this option shows the value of the account in the last month included in this rollup. This option is only available for cumulative accounts.

Level/Dimension Rollup

In this field, you can specify how the account rolls up along levels and dimensions. This includes the rollups on sheets, reports, and formulas.

The options are:

  •  Sum of rolled-up values: Selecting this option shows the sum of the values of the account at all the levels or dimensions included in the rollup.
  •  Non-blank average of rolled-up values: Selecting this option shows the average of the values of the account at all the levels or dimensions included in the rollup, ignoring blank cells.

If a cell contains a zero, it is not considered blank.

  • Weighted average of rolled-up values: Selecting this option shows the weighted average of the values of the account in all the children included in the rollup, weighted by the values in some other account. If you select this option, a Weighted by field appear so you can select the account by which you want to weight the account being rolled up.
  • Text: For accounts that do not roll up, selecting this option shows a blank cell or a text string in a gray un-editable cell when viewing a rollup cell (no values are calcu­lated). When you select this option, a Display text field will appears where you can specify the text to appear in all rollups for this account (for example, “None” or “-”).

Start Expanded

This account setting only appears for parent accounts. This determines whether the account and its children appear expanded on a sheet when the sheet first loads.

Although an Administrator can specify whether accounts are displayed expanded on sheets, user preferences can override this setting.

Data Type

Display As

This field sets how the data in the account are displayed. General Ledger Accounts are always displayed as currency and subject to currency conversion. Custom, modeled, and cube accounts can be set to display as currency, number, or percentage, and assumptions and metric accounts can be displayed as either number or percentage.

In custom accounts, this setting cannot be changed for accounts which have a parent account. Currency accounts are automatically converted to other currencies as needed, if multiple currencies are in use.

Master Formula

Available for general ledger accounts and custom accounts

A Master formula is a formula that takes priority over all default values and formulas input on GL and custom accounts. You can use master formulas for year-to-date income/loss in retained earnings or cash flow calculations. Click the Formula Assistant link to create your formula.

Data is deleted: When a master formula  is entered on a GL or Custom account, you will lose any previously entered formulas or values in all versions including the actual version.

The properties of a Master formulas are:

  • Applied to every version (such as Budget, Forecast, Actuals)
  • Applied to every level and across all time periods.  
  • You can only edit master formula from the Account Details pane. You cannot edit from a sheet view.
  • For Data Entry Sheet Type set to Cube in the Account Details pane, master formu­las are not allowed.
  • For Type set to Link in the Account Details pane, master formulas are not allowed.
  • For Consolidations, master formulas are not allowed on intercompany accounts.

Weighted-Average Translation

Available for: General Ledger accounts or Custom accounts with a currency data type.

With weighted-average translation, you can choose to translate a value using a weighted average method. This option is useful for translating balance sheet accounts such as the retained earnings account.

To enable a weighted average translation on a specific GL or custom account:

  1. Enable Plan-by-delta and Actuals-by-delta.
  2. In the Master Formula box, reference the account to be accumulated in the designated weighted average account. The reference account will pull data from an actuals or a plan-by-delta version.
    Example: Reference Net Income on a Retained Earnings account
  3. Select the Weighted Average Translation check box.
  4. Select the average monthly rate from the Exchange rate drop-down.

Decimal Places

You can choose to display zero to nine decimal places for all account types, or if the Display As field is set to Currency, the default is set to Currency’s precision.

Currency's Precision

When Currency's precision is set, the View Precision link becomes available. Click this link to view a list all currencies and their decimal level of precision.

The values for this account are shown in the preci­sion of the currency that corresponds with each level. For example, if a supervisor plans a budget in Mexican Pesos,  this account is displayed with the precision of Mexican Pesos. If the supervisor's manager plans a budget in U.S. Dollars,, the same account is displayed with the precision of U.S. Dollars.

Decimal Precision Display in Sheets

Numbers entered into the grid on a sheet display the format and decimal setting estab­lished for that account in account administration. For example, if a user enters 5 into a cell for which the account is formatted to two decimal places, the grid displays 5.00.

If an account is formatted to display a percentage, the data for that account are displayed (both in the sheet grid and on reports) as a percent. The system takes the number as entered, and adds a % sign at the end. For example, if a user enters 5 into a cell for which the account is formatted to be a percentage, the grid displays 5%. It also displays the number of decimal places assigned to the account. If an account is set to display a per­centage and 2 decimal places, and a user types 23.456 in a cell of this account on a sheet, the number is displayed as 23.46%.

Decimal Precision and Percentages in Reports

Reports display data to the precision specified for the account being displayed. Reports also respect the percentage account type, and display those values as percent, unless the decimal precision has been otherwise specified in the report’s number format. Reports can also override display precision on a line-by-line basis.

Formula

This is a required field for metric accounts. You can type a formula into this box, copy and paste a formula, or use the Formula Assistant to create a formula. The formula you enter in this field applies to all levels and all versions.

For general ledger and custom accounts, a Set Default Values and Formulas link appears instead of the text box. It is a shortcut to the Formulas screen. The Formulas screen provides administrators with an interface to easily create and maintain formulas for accounts across multiple levels.

See Formulas for more information.

Exchange Rate

This field only applies to general ledger and custom accounts (where the Display As field is set to Currency.) Depending on the type of account, you must choose among Average or End of Month exchange rates, as well as any custom exchange rates configured in the system.

Data Privacy

All account type, except for assumptions, has a Data privacy setting. This setting lets you configure specific account values so that users on other levels can reference the account when writing formulas.

Options are:

  • Value of account is private (default)
  • Value of account is public at top level only
  • Value of account is public at all levels
Private Accounts

With private accounts, a user on one level cannot write a formula to refer to the value of the account on another level, unless the other level is a child of the current level.

Public Accounts

For accounts that are public at all levels, formulas in any level (including a rollup level) can refer to the value of the public account in any other level, regardless of whether the level containing the formula is above, below, or related in any way to the level being referenced.

For example, suppose a user with access to the Marketing department can write a formula to refer to data in a public-on-all-levels account in the Ops department, or any other depart­ment in the organization structure. In accounts that are public at top level only, formulas on any level can refer to the value of that account at the top rollup level, but cannot refer to its value on any other level except, as with private accounts, for levels beneath the current level.

For example, suppose a user with access to the Finance department can write a formula to refer to data in a public-at-top-level-only account in the top level department, or to any depart­ment which rolls up to Finance, but not to any other department in the organization struc­ture.

Note: Changing the privacy setting on an existing account may result in a for­merly valid formula becoming invalid (or vice versa). In this case, the cell becomes red and hovering your mouse over the cell reveals the tooltip message: This formula refers to a level which cannot be referenced from this level.

Privacy of Parent and Child Accounts

Any account can be marked public, including rollup accounts (for example, Expenses). It is possible for a parent account to be public while its children are private. It is also possible for a parent account to be private and one or more of its children to be public.

So, if a rollup account is marked public, then only its value is public: none of the values of its child accounts may be individually referenced (unless they too are marked public).

Effect on Reporting

An account’s privacy setting has no effect on reporting. A user who does not have permis­sion to view a particular level is not able to include that level in a report, but even private accounts can be included in a report on a level to which the user has access.

The public/private setting only affects formulas by granting formula access to an account on a level that would not normally have access.

Actuals

Actuals data can be imported into most Adaptive models. If your model handles actuals data, these options are available:

  • Enable actuals: This option permits the importing of actual data into the account. If the account is driven by a formula, click Set Default Values and Formulas. This takes you to the Formulas screen, where you can select which values and formulas to use for the account in actuals.
  • No actuals for account (show plan data): This option means that the account only uses data from planning version(s), and is not available for actuals import.
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