Rollups

1. In the Navigation pane, highlight the ActivReporter > Setup > Rollups folder.
2. Click . The New Rollup window opens.

   

3. Enter a unique Name for the rollup. You can use up to 20 characters.

   Note

   While spaces are allowed in rollup names, AccountingWare does not recommend it due to the complexities it introduces to designing financial statements.

4. Enter the Plural Name for the rollup. The plural name is used as the label for the rollup's folder in the navigation tree.
5. In the Size field, enter the maximum length for rollup item codes. Valid values are between 1 and 12.
6. Select the Data Type to allow for rollup items. Your options are:

   • Alphanumeric. Numbers, letters, and miscellaneous characters are allowed.

     Note

     Reserved characters cannot be used in codes. These include asterisk (*), underscore (_), percent (%), and question mark (?).

   • Numeric. Only numbers are allowed.
7. From the Financial Type drop-down list, select the type of financial to which the rollup applies. The financial type is used in conjunction with the AcctType rollup to assess the health of rollups. Valid options are:
   • <blank>
   • Balance Sheet
   • Income Statement
8. In the Assignment section, select how to define rollups. Your options are:
   • Direct on. If you select this option, rollups are defined by direct assignment on the account, segment, or rollup. Rollup item references can be edited directly. From the drop-down list, select "Account", a segment name, or a rollup name. If you want to require users to provide a default item to use when a reference is currently blank, mark the Required checkbox. Users will be prompted to provide a value either when activating a rollup or when saving an active rollup.

   • Rules for. If you select this option, rollups are defined the "traditional way" using assignment rules. Assignment rules determine which accounts an item is assigned to. Click in the Rules for field to open the Assigned Segments and Rollups dialog.

     

     To select segments and/or rollups for assignment:

     1. In the Available list box, highlight the segments and/or rollups to assign to this rollup, then click to move your selections to the Assigned list box. You can use Ctrl and/or Shift selection to select multiple segments and/or rollups.
     2. If you assigned multiple segments and/or rollups and need to change their order, use and to arrange them in the desired order.
9. If you selected "Rules for" in the Assignment section, the Rule Options field is enabled. Select how to formulate assignment rules. Your options are:
   • Allow Masks and Ranges. As indicated, this method is flexible and requires less maintenance since as new accounts are added, they are automatically included in the rollup if they match the mask or fall in the specified range.
   • Specify Items Only. While specifying items for a rollup explicitly requires you to list all valid combinations of items and to keep the list up-to-date, the benefit is better performance.
10. Save the new rollup.

Before you activate a rollup, you can check it for ambiguity.

1. In the Navigation pane, highlight the ActivReporter > Setup > Rollups folder.
2. In the HD view, locate and highlight the rollup you want to check. You can only check inactive rollups.
3. Click . ActivReporter notifies you of the result.

4. If no ambiguities are found, you are notified that no ambiguities were detected. Click OK to close the message. You now can activate the rollup if desired.

   If ambiguities are found, the Rollup Items Ambiguous Check dialog opens. Use the dialog to resolve conflicts in the rollup item rules.

   

A few things to keep in mind when activating a rollup:

• You cannot change the segments and rollups on an active rollup. To make changes, deactivate the rollup first.
• Active rollups cannot be deleted. If you need to delete a rollup, first deactivate it, then delete it.

• A rollup cannot roll up another rollup that directly or indirectly rolls up this rollup.

  Examples

  If A rolls up B, then B cannot roll up A.

  If A rolls up B and B rolls up C, then C cannot roll up A.

• A rollup cannot be activated if any rollup it rolls up is inactive. To activate a rollup with inactive rollups, first activate the rollups that it rolls up. (Say that five times fast!)

To activate a rollup:

1. In the Navigation pane, highlight the ActivReporter > Setup > Rollups folder.
2. In the HD view, highlight the inactive rollup to activate.
3. Click . ActivReporter prompts you to confirm activation.

   

4. Click OK. ActivReporter activates the rollup.

Deactivating a rollup is an alternative to deleting it. You must deactivate a rollup to delete it, but deletion is not necessary.

Keep in mind that a rollup cannot be deactivated if it is currently rolled up by an active rollup.

To deactivate a rollup:

1. In the Navigation pane, highlight the ActivReporter > Setup > Rollups folder.
2. In the HD view, highlight the active rollup to deactivate.
3. Click . ActivReporter advises you which rollup you are deactivating and prompts you to confirm the action.

   

4. Click OK. ActivReporter deactivates the rollup.

Resizing user-defined rollup items is part of the tremendous flexibility of ActivReporter. Instead of deleting the rollup that needs its rollup items resized and creating a new rollup, you can simply increase or decrease the size of the rollup items.

To resize rollup items for a rollup:

1. In the Navigation pane, highlight the ActivReporter > Setup > Rollups folder.
2. In the HD view, highlight the user-defined rollup to resize rollup items for.
3. Click . The Resize Rollup Items pop-up window opens.

   

4. In the New Size field, enter the new length for the rollup items.
5. If you are increasing the size of the rollup items, the next field is labeled "Expand On". If you are decreasing the size, the field is labeled "Truncate On". Select the side of the field to expand or truncate. Your options are:
   • Right
   • Left

   

6. If you are increasing the rollup item size, the Pad String field is enabled. Enter the number(s), alphabetic character(s), or space(s) to use in the pad string. Enter one character per new position in the rollup. If you leave this field blank, 0 will be used.
7. Click OK to resize the rollup items.

1. If the rollup is currently active, deactivate it.
2. In the Navigation pane, highlight the ActivReporter > Setup > Rollups folder.
3. In the HD view, select the inactive rollup to delete.
4. In the toolbar, click . ActivReporter prompts you to confirm that you want to delete the rollup.

   

5. Click Delete.

   If the rollup has no rollup items and no references, ActivReporter deletes the rollup.

   If, on the other hand, the rollup has rollup items, ActivReporter warns you that deleting the rollup will result in rollup items being deleted as well. As Jedi master Yoda would say, "Do. Or do not. There is no try."

   

   If you want to delete the rollup despite the consequences, click OK.

ActivReporter includes five built-in rollups to simplify the financial design process:

• GP Account Type. Contains a rollup item for each GP category with an account type of posting account or unit account.

  

• GP Balance Sheet. Contains a rollup item for each GP category assigned to an account with a GP posting type of "0" (Balance Sheet).

  

  Each item code is a three-digit code which represents the GP category being rolled up. Item "999" is a special item code which rolls up all GP categories assigned to accounts with a posting type of "1" (Income Statement). Except for code "999", the items for the rollup contain a single detail row which references the corresponding GP category item and posting type "0" (Balance Sheet).

• GP Category. Contains a rollup item for each GP category.

  

• GP Income Statement. Contains a rollup item for each GP category assigned to an account with a GP posting type of "1" (Profit and Loss).

  

  All items for the rollup contain a single detail row which references the corresponding GP category item and posting type "1" (Income Statement).

• GP Posting Type. Contains a rollup item for each GP posting type: "0" (Balance Sheet) or "1" (Profit and Loss).

  

Errors can occur when a new account is created which causes a rollup to be ambiguous. ActivSync automatically deactivates ambiguous rollups as well as financial views and account indexes which refer to ambiguous rollups. To proceed, resolve the ambiguity and then reactivate the rollup.