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Working with Accounts

An account is a data record in monetary or other numerical form. In a statement, it appears as a line. It has a specific time range and time structure, which are always identical with the model’s time range and structure (See Changing Statement Time Range). An account’s time range will display in a given statement dependent on the time range setting for that statement.

 

Creating a New Account

New Accounts are created in Dataroom. To do this, right–click in the main work area, and from the context menu select Create Account. In the window that displays, enter the name and alternative names in other languages, and confirm with OK. After this, the account will appear in the Accounts List of the Model Accounts statement. The newly–created account can also be placed in other statements as per the user’s preference (See Adding an Account to a Statement and Adding an External Account to a Statement).

Creating Groups of New Accounts

Create a New Account in the Dataroom section. Right-click in the main work area, then select Create Multiple Accounts from the context menu. In the window that displays, you must enter the code, name and number of accounts in the group. Alternatively, you can set account properties as in Basic Account Settings and confirm by clicking OK.

In the Names tab, you can create language mutations for the name of an account.

 

Setting currencies and account codes – When you click on the New Currencies and Account Codes button, a window will display to modify the currency format and the codes for the group of accounts:

  • Replace # symbols with numerals – Tick the box, and enter the initial numeral for generating subsequent numerals in account codes and names
  • Replace $ symbols with letters – Tick the box, and enter the initial letter for generating subsequent letters in account codes and names
  • Code Template – Enter a template for displaying codes. The @ symbol represents the value entered for the account code in the New Accounts window. The # symbol represents a doplnkové numeral and number of charaters in the numeric format. The $ symbol represents a subsequent letter.
  • Name Template – Enter a template for displaying currencies. The @ symbol represents the value entered for the account name in the New Accounts window. The # symbol represents a subsequent numeral and numeric format. The $ symbol represents a subsequent letter.
 

 

Newly-created accounts display in the list of accounts in the Model Accounts statement. The accounts can be assigned to other statements according to the user’s preference (See Adding an Account to a Statement and Adding an External Account to a Statement).

Basic Account Settings

Basic account settings are available to you in the Dataroom working section, directly within the account in the main work area, in Account Properties, or by using tool bar icons (See Formatting Data in a Statement). You can set the following account properties:

01 / Account code and structure

02 / Account name and how it should be translated in other languages

03 / Properties

  • Block modeling (this cuts off user access to function modeling as a manual modeling process intervention)
  • Currency or Unit of measure in which the account is kept
  • Order of magnitude
  • Block order of magnitude (prevents any shift in the marked account’s order of magnitude when the order of magnitude changes at the model level)

04 / Cell formula

This shows the formula that applies for the marked cell (the account for a given time period).

05 / Account’s default formulas

An account’s default formulas are displayed, in colour, to show time and data validity for the formulas used. The lines in this table show Data Versions (Actual, Forecast or Budget). The columns show the validity, i.e. the chosen time period during which the formula is to be valid (Month, Quarter, Half–Year or Year), and the formula valid for the end of the period (e.g. the way year–end values are to be calculated, if they are to be calculated based on component time periods, etc).

Under the time–differentiated formulas, a list of formulas used is displayed. Clicking on a formula will display its parameters. Double–clicking on the parameter will bring up, in the main work area, the account associated with this parameter.

This section also features the Details button; clicking on it will bring you to Accounts Administration.

Assigning a Formula to an Account

Formulas are assigned to accounts in Account Management. You can add or change an account’s formula when it is selected in the Active Accounts window. A single account can work with multiple formulas, set for various time ranges or versions of data, or with multiple auxiliary calculations (auxiliary rows), which can be valid for all the versions of data and time ranges.

Selecting the Active Account

Select the Active Account from the Accounts List window, then drag and drop into the Active Accounts window. You can display the accounts of all models in the Accounts List window, by clicking on the All Accounts icon in the tool bar.

By clicking on the Multi Account Mode icon, you can assign one formula to multiple accounts all at once. In multiple account mode, you can select any number of accounts by holding down the Ctrl key and clicking on the desired accounts.

Tip: If you have arranged certain accounts in adjacent rows, you can mark a sequence of accounts you might want to use together. Click on the first account you need, then hold the shift key while clicking on the last account you want to include.

In the Accounts List window, you can use filters (See Filter Row) to search for an account to which you want to apply a formula.

Tip: You can also select the Active Account in Dataroom. In the main work area in Dataroom, mark the account for which you want to assign or change a formula. Then click on the Details button in the Account Properties tab.

Clearing the Active Account Window

To clear an account (or multiple accounts), right–click in the Active Account window on a specific account (or accounts) and from the context menu select Clear Selection, or click on the Clear Selection in the tool bar.

An alternative way to remove multiple selected accounts is to tick the Multi Account Mode button.

To remove a specific account, right–click on that account in the Active Account window, and from the context menu select Remove from Selection.

If only one account is selected for an account to be assigned, you can remove this account by substituting it for another. See Select Account Window

Displaying the Formulas Used

You can find a list of the formulas used in the Accounts List window. For the active account, the formulas used appear by formula and type of use. You can move through the types of formula used by clicking on one of the icons.

This displays the account formulas applied in the current calculation mode

This displays the account formulas applied using parameters

This displays the account formulas applied in order of merit

This displays the account formulas applied in consolidating

This displays all formulas applied to an account (by clicking on the arrow symbol, you can change the priorities for using a specific formula)

Displaying the Auxiliary Rows Used

The Account Auxiliary Rows window displays the auxiliary rows of an account (if the account has any assigned).

Time Validity of a Formula

An account’s default formulas display in colour the time and data range for which these formulas apply. The lines in this table show Data Versions (Actual, Forecast or Budget). The columns show the validity, i.e. the chosen time period during which the formula is to be valid (Month, Quarter, Half–Year or Year), and the formula valid for the end of the period (e.g. the way year–end values are to be calculated, if they are to be calculated based on component time periods, etc).

Formula Parameters

The Formula Parameters window displays the parameter (i.e. other account) to be input to the function marked in the Account Formula window. Depending on the formula used, parameters may have different symbols:

  • Parameter (indicates the parameter used, e.g.: P1, P2, A, B, X, ...)
  • Code (code for the account used as a parameter)
  • Account (the name of the account being used)
  • Positive/negative symbol (changes account value from positive to negative or vice–versa)
  • Period (the length of time during which the parameter will be input to the formula, e.g..: –1, 0, +1, ...)
  • Remove a parameter by clicking on the Delete icon in the relevant line.

 

Default Formulas

The Formulas window displays a list of all default formulas available to you for assignment to the active account. The first column shows the formula’s name, and the second column shows the formula’s function.

You can also use filters in the list of formulas (See Filter Row).

Default Auxiliary Rows

The Auxiliary Rows window displays a list of all default auxiliary rows available to you for modeling. The first column shows the auxiliary row’s name, and the second column shows its function.

You can also use filters in the list of auxiliary rows (See Filter Row).

Select Account Window

In some cases (when selecting a parameter, adding an external account, etc) the Select Account(s) window will display. The left part of this window lists models, the second column of the list shows the given model’s statements, and the main working area lists the accounts. Using search or filter functions (See Filter Row) allows you to select the desired account, which then must be confirmed with the Select button.

In the tool bar, the All Accounts icon is for displaying all the models in the list of accounts.

The Model Accounts icon allows you to select for display on the accounts for the model you are currently in. You can make further choices using this filter (See Filter Row).

The Set Current Model icon is for displaying only the accounts for the model you are currently in within Dataroom.

Account Properties in Account Management

In default setting, the Account Properties window is on the right side of the screen. It shows basic information on the marked account in the Active Accounts window (in Modeling and Designer mode), or in the Accounts List window (in Preview mode). See Basic Account Settings.

Assigning Default Formulas to an Account

01 / Select an active account from the Accounts List window by dragging and dropping an account into the Active Accounts window. This will select it for assignment of a formula. See Select Account window.

02 / You can assign the selected formula to the active account by dragging and dropping a formula from the Formulas window into the Account Formula window, or clicking on Add Formula. If the formula displays in red in the Account Formula window, the changes to the formula have not yet been saved.

03 / The time period for which the function applies can be changed in the formula’s Time Validity window. Click on the cell in the relevant line and column, or mark multiple cells by holding down the left mouse button while marking.

Tip: If you want to select a variety of non–consecutive time periods, you can hold down the Ctrl key and click on the periods for which you want the formula to be valid.

04 / Assign parameters to the selected formula by dragging and dropping from the Accounts List window to the Formula Parameters window. If the formula consists of multiple parameters (A, B, C...), these steps will have to be repeated for every parameter, by using the Select Accounts window. See Select Account Window.

An exception to this rule is if the formula is a sum of the subordinate accounts and a user–created formula. In this case, you can mark multiple accounts and drag and drop into the Formula Parameters window.

05 / The formula is not saved until you click on Save.

Assigning Auxiliary Rows to an Account

01 / Select an active account from the Accounts List window by dragging and dropping an account into the Active Accounts window. This will select it for assignment of an Auxiliary Row. (See Selecting the Active Account)

02 / You can assign the marked auxiliary row to an active account by dragging and dropping a specific auxiliary row from the Auxiliary Rows window to the Account Auxiliary Rows window, or clicking on Add Row. If the auxiliary row function relates to the parameter in the window that displays, select the desired account for the parameter (See Select Account Window). If the auxiliary row consists of multiple parameters, you will have to repeat, for each parameter, the selection of the account for the parameter.

03 / After specifying accounts for parameters, an auxiliary row will be created automatically, and will display in the Account Auxiliary Rows window.

Creating Your Own Customized Formula for an Account

01 / Add your own (i.e. customized) formula to an active account by dragging and dropping from the Formulas window to the Account Formula window, or clicking on Add Formula.

02 / Add parameters to your Customized Formula by dragging and dropping from the Accounts List window to the Formula Parameters window.

Tip: By holding down the left mouse button while pressing the Ctrl key, you can select any number of accounts for the formula parameters.

03 / The default setting for the Function field is for addition. You can change the functions by clicking in the Function field and then writing mathematical operators (+, –, *, /) functioning among the tagged parameters (P1, P2, P3...).

 

 

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