Rollup items

Rollup items typically represent lines of a financial statement. Rollup items are defined by the segment items and/or rollup items or combinations they include.

Example

A rollup item could combine all segment items and/or rollup items that would go into the Accounts Receivable line on a balance sheet.

Rollup items for built-in rollups are read-only. To learn more about built-in rollups, see "Rollups".

Create a rollup item

Create a direct-assignment rollup item

In the Navigation pane, select the General Ledger > Setup > Rollups folder and then select the folder for the type of rollup item you need to create.
Click . The New Rollup Item window opens.
Enter a unique Code for the rollup item. The length and data type for the code depend on how the associated rollup is set up.
Enter a Description of the rollup item. You can use up to 40 characters.
Enter a Short Description of the rollup item. You can use up to 20 characters.
In the Sort Order field, enter the order in which you want the rollup item to appear in the HD view and on financial view reports when the "Sort Order" column is included and used to control line order. If no sort order is specified on a new rollup item, it is automatically added to the end of the sort order.
If the rollup item is associated with a particular address, select the Address tab. Otherwise, skip to step 9.
Enter the name and address to associate with the rollup item.
Save the new rollup item.

Create a rules-based rollup item

In the Navigation pane, select the General Ledger > Setup > Rollups folder and then select the folder for the type of rollup item you need to create.
Click . The New Rollup Item window opens.
Enter a unique Code for the rollup item. The length and data type for the code depend on how the associated rollup is set up.
Enter a Description of the rollup item. You can use up to 40 characters.
Enter a Short Description of the rollup item. You can use up to 20 characters.
In the Sort Order field, enter the order in which you want the rollup item to appear in the HD view and on financial view reports when the "Sort Order" column is included and used to control line order. If no sort order is specified on a new rollup item, it is automatically added to the end of the sort order.
In the table, do one of the following for each segment and/or rollup assigned to the associated rollup item. If there are multiple segments and/or rollups, use them in combination to define the combinations of segment items and/or rollup items to include.
- In the Rule column, select the type of rule to use. Your choices are:
  - Include
  - Exclude
  If no rule type is selected, ActivReporter defaults to Include.
  Note
  If an include rule and exclude rule both reference the same item, the exclude rule will be followed. For example, if one rule includes accounts with a main segment in the range 1500-1599, and another rule excludes accounts assigned a main segment of 1527, then the rollup will include accounts with main segments 1500-1526 and 1528-1599.
- In the Item column, select the segment item or rollup item to include in the rollup item.
- In the Mask column, select the segment item mask or rollup item mask to use to select the segment items or rollup items to include in the rollup item. Use this option when the items you are rolling up have common characters but are not in a particular order.
- In the Begin and End fields, enter the range of segment items or rollup items to include in the rollup item.
Add more lines to the table until you have described all the segment items and/or rollup items you need to include in the rollup item.
If the rollup item is associated with a particular address, select the Address tab. Otherwise, skip to step 11.
Enter the name and address to associate with the rollup item.
Save the new rollup item.

Rollup Items Listing

Rollup Item Record ID

Code

A unique code (with respect to the rollup) for the rollup item. Rollup items adhere to the data type and size specified for rollup item codes on the rollup.

Description

A description of the rollup item.

[Rollup Name] tab

Short Description

A short description of the rollup item.

Sort Order

The order in which the rollup item appears in the HD view and on financial view reports when the "Sort Order" column is included and used to control line order. If no sort order is specified on a new rollup item, it is automatically added to the end of the sort order.

The remaining fields on the [Rollup Name] tab apply to rules-based rollups only.

Rollup Item table

The table defines the combinations of segment items and/or rollup items included for each segment or rollup assigned to the rollup item.

Line

Displays the system-generated detail line number.

Item

If a specific segment item or rollup item is designated for the segment or rollup, it displays in this column.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Mask

For segment items or rollup items for the segment or rollup selected by segment item mask or by rollup item mask, this is the mask to use to select the items included in the rollup item. This option is typically used when the items you are rolling up have common characters but are not in a particular order.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Begin

For segment items or rollup items for the segment or rollup selected by a range of segment items or rollup items, this is the first segment item or rollup item of the range of items included in the rollup item.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

End

For segment items or rollup items for the segment or rollup selected by a range of segment items or rollup items, this is the last segment item or rollup item of the range of items included in the rollup item.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Address tab

Information on this tab is used only if the rollup item represents a location such as a region or store number.

Name

Enter the contact name associated with the location.

Address Line 1

Enter the first line of the address for the location.

Address Line 2

Enter the second line of the address for the location.

City/State/Zip

Enter the city, state abbreviation, and Zip code of the location.

Country

Enter the country of the location.

Chart of Accounts tab

The Chart of Accounts pane shows the Accounts HD view filtered to show all accounts associated with the selected rollup item.

Double-click a row in the pane to drill down to its record in the Account window.

Journal Detail tab

The Journal Detail pane shows the Journal Detail HD view filtered to show all journal detail lines for accounts associated with the rollup item.

Double-click a row in the pane to drill down to its record in the Journal Detail window.

Financial Views tab

Period

The reporting period selected for the financial view. To specify an explicit reporting period or to select or enter a relative period expression, click the right arrow to open the popup. An asterisk (*) after the period name indicates a relative period expression is applied.

As of

If you want the financial view items to only reflect postings through a particular date, enter the date in this field. All postings after the as of date are ignored. The as of date must fall between the current period begin and end dates.

Include Unmerged

Mark this checkbox to include unmerged entries in the totals given.

Financial View Items tabs

One tab appears in this area for each active account-level financial view. Select the tab for the financial view you want to view totals for.

Depending on how the columns in a financial view are defined, you can view account totals such as period beginning balance, period activity, period ending balance, year-to-date activity, activity for the month, activity for the quarter, etc. Use the filters above the tabs to select the period to view totals for and to include or exclude unmerged entries.

Double-click a row in the pane to drill down to its record in the Financial View Item window, then highlight a total to view the journal detail entries which comprise the total.

Other tab

Memo tab

This text box includes additional information about this record not collected elsewhere.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Note

For entries coming from Dynamics-GP, the dates are the date and time of the last seeding/syncing.

Calendar Period

Calendar

The GL calendar to use for the financial view.

Expression

A period expression which defines a relative reporting period for the financial view. You can select a period expression from the drop-down list or enter a period expression directly in the field. To explicitly specify a reporting period for the selected calendar, use the Year and Period fields instead.

The dropdown contains the following common period expressions:

Current
Current - 1 period
Current - 1 year

For help with proper period expression syntax, click the help button to the right of the field.

Year

The year from the GL calendar to use for the financial view. If a period expression is entered in the Expression field, ActivReporter automatically updates this field for you.

Period

The period from the selected year to use for the financial view. If a period expression is entered in the Expression field, ActivReporter automatically updates this field for you.

Rollup Items Listing

Purpose

The Rollup Items Listing provides a list of items defined for a particular rollup.

Content

For each rollup item included on the report, the listing shows:

description
short description.

In addition, you can include one or more of the following:

addresses
detail (line number, assigned segment, segment/rollup item, mask, begin segment/rollup item, end segment/rollup item)
timestamps
memos
custom fields.

The following total appears on the report:

record count.

Print the report

In the Navigation pane, expand the ActivReporter > Setup > Rollups folder and highlight the folder for the rollup items you want to report on.
Start the report set-up wizard.
- To report on all or a filtered subset of rollup items:
  1. Right-click the rollup items folder and select Select and Report > Rollup Items Listing from the shortcut menu.
  2. On the Selection tab, define any filters you want to apply to the data.
- To report on specifically selected rollup items:
  1. In the HD view, select the rollup items to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular rollup item from the Rollup Item window:
  1. In the HD view, locate and double-click the rollup item you want to report on. The Rollup Item window opens with the rollup item loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Addresses
- Detail
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
If you marked the Include Detail checkbox, select the Sort Order tab; otherwise, skip to step 9.
If you want to sort the detail lines on the report, mark the Sort Detail checkbox. If you don't want to sort the detail lines, skip to step 9.
If there are multiple segments in the Assigned Segments list box, use and to arrange the segments in the order you want them to appear on the report.
If there are multiple values in the Values list box, use and to arrange the values in the order you want them to appear on the report.
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
  - Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  - Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Rollup items