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Workday Adaptive Planning Knowledge Center

Concept: Accounts

Introduces administrators to accounts, the difference between rollup accounts, root accounts, and account groups, and the different accounts: general ledger accounts, custom accounts, metric accounts,  and cube and modeled accounts.

Audience: Administrators who manage the model. 

An account is a container that groups actuals or planning information, like expenses, assets, liabilities, sales, and any business metrics.

Accounts contain mainly raw numbers and formulas. Your team can view and update account data on sheets, reports, and charts. Adaptive Planning supports general ledger, custom, met­ric , assumptions, modeled, and cube accounts. As an administrator, you can:

For information on entering data in sheets, see Using Sheets.

To get to know the interface, see Concept: Accounts Quick Tour.

Available Accounts

General Ledger Accounts (GL)

  • Include all Profit & Loss and Balance sheets. 
  • Usually match the hierarchy of your actual general ledger accounts.
  • Have restricted settings to follow standard accounting practices and principles.

Custom Accounts

  • Hold any kind of numerical data, such as the square footage data for a facilities allocation, or formulas that gather data from other accounts, like total R&D expenses.
  • Can be added to statements or reports.
  • May drive other accounts. 
  • Have flexible settings.

Metric Accounts

  • Calculate financial ratios and non-financial metrics.
  • Must hold formulas, which pull data from other accounts. An example is Gross Margin %, which divides gross margin by revenue. 
  • Follow different rollup logic.

Metric Rollups versus Formulaic Rollups

  • Gross margin with a master formula: The master formula divides the gross margin by revenue at each level. The quotients for each level are then totaled at the rollup level.
  • Gross margin with a metric account: The gross margin of each level sums at the rollup level. The revenue for each level sums at the rollup level too. Then the calculation takes place. The metric formula divides the total gross margin by the total revenue. 

Metric Accounts and Dimension Attributes

All the arguments in metric account formulas filter by dimension attribute. Remove attribute filters if you see zeros instead of what you expect.

Modeled Account

  • Appear only in modeled sheets.
  • Hold data that calculates related values. 
  • Can be either calculated accounts or assumption accounts. 

You create and modeled accounts when you create modeled sheets. To edit modeled accounts, edit the modeled sheet.

Cube Account

  • Appear in cube sheets or standard sheets.
  • Can be referenced in formulas on other cube sheets. 

Administrators create cube accounts in the cube sheets they build. Cube accounts can be:

  • Standard accounts: You enter values or formulas into the sheet.
  • Calculated accounts: Administrators establish a global formula that calculates the value.
  • Assumptions: You can change the value at the top level.
  • Metric accounts: Calculates each term of the formula at the rollup level

To edit cube accounts, edit the cube sheet.

How Accounts Work

Account Settings

Account settings change the way the account works. Settings affect the behavior, visibility, and data of your the account. Depending on the type of account, you can see up to 27 settings. Each setting has different options for you to choose. With settings you can:

You can't change the settings of some general ledger accounts. See the list of built-in general ledger accounts

 Account Hierarchy

Your planning model organizes accounts in a hierarchy: There are parent accounts and child accounts that roll up to the parent accounts. A root account has no parent. It's the top-level in the hierarchy. A leaf account is one that has no child accounts; it's the smallest level in the hierarchy.

Rollup Accounts

A rollup account is a parent account that sums the totals of its child 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. General ledger, 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: Moves the data and any formulas to the new child account. The account becomes a rollup account. 
  • Delete the only child account: Moves the formulas or values from the deleted account to the 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.

Account Groups

An account group, is a folder-like organization tool that contains accounts in the account lists, without summing the totals. 

Use groups to make it easier to find accounts when you write formulas, build sheets, or design reports and charts. Groups are available for all accounts except general ledger accounts. 

Root Accounts

A root account is the top-level account in the hierarchy. It has no parent account and does not roll up to another account. Your planning model comes with several general ledger (GL) root accounts, and any account you add rolls up to one of the root account eventually. 

You can't delete root accounts. There's one root account for custom, metric, and assumptions. There are several root general ledger accounts.

Here's how root accounts work:

  • General ledger accounts with child accounts: The root acts like a rollup account.
  • General ledger accounts without child accounts: The root is a leaf account that stores data and formulas. 
  • Custom, metric, and assumption roots: The roots acts like a group and does not hold the data from the group's accounts.

System Accounts

For general ledger and custom accounts.

The system controls system accounts. System accounts cannot be edited using sheets or other methods. Use system accounts to create allocate-in and allocate-out accounts that aren't edited in sheets.

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