Rollups

1. In the Navigation pane, highlight the General Ledger > 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. 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. The rollup health feature is enabled by activating the AcctType built-in rollup and selecting "Balance Sheet" or "Income Statement" in this field. Valid options are:
   • <blank>. Leave the field blank if you do not want ActivityHD to include the rollup in the rollup health check.
   • Balance Sheet. A balance sheet is considered healthy if all asset, liability, equity, revenue, and expense accounts are assigned a value for the rollup.
   • Income Statement. An income statement is considered healthy if all revenue and expense accounts are assigned a value for the rollup.

   Rollup health warnings display in the Account window, while using the Publish Financials process, and while using financial drilldown.

6. In the Data Type section, 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. In the Size field, enter the maximum length for rollup item codes. Valid values are between 1 and 12.
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. The Create Indexes checkbox is marked by default. When marked, indexes are automatically created on database columns for rollups either at the account level or the journal detail level. Using this option has the potential to dramatically improve performance for queries which limit by those values. If you do not want indexes created automatically or have not experienced performance issues, clear the checkbox.
11. Save the new rollup.

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

1. In the Navigation pane, highlight the General Ledger > 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 . ActivityHD 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.

   

Resolve rule conflicts with the Rollup Items Ambiguous Check dialog

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 General Ledger > Setup > Rollups folder.
2. In the HD view, highlight the inactive rollup to activate.
3. Click . ActivityHD prompts you to confirm activation.

   

4. Click OK. ActivityHD 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 General Ledger > Setup > Rollups folder.
2. In the HD view, highlight the active rollup to deactivate.
3. Click . ActivityHD advises you which rollup you are deactivating and prompts you to confirm the action.

   

4. (If you are attempting to deactivate a direct assignment rollup, you are advised that all assignments will be removed. Consider thoughtfully, then click OK if that is a limb out on which you are willing to climb.)
5. Click OK. ActivityHD deactivates the rollup.

Resizing rollup items is part of the tremendous flexibility of ActivityHD. 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 General Ledger > Setup > Rollups folder.
2. In the HD view, highlight the 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 General Ledger > Setup > Rollups folder.
3. In the HD view, select the inactive rollup to delete.
4. In the toolbar, click . ActivityHD prompts you to confirm that you want to delete the rollup.

   

5. Click Delete.

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

   If, on the other hand, the rollup has rollup items, ActivityHD 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.

The New Copy feature available to most entities is not available for copying rollups. If you want to create a new rollup similar to an existing rollup, the following procedure offers an alternative method for doing so.

1. Click to open a new Rollup window.
2. In the HD view, locate and open the rollup you want to copy.

3. Align the two windows side by side and give focus to the New Rollup window.

   

4. Enter a Name and Plural Name for the new rollup.
5. Set the Size, Data Type, and Assigned Segments and Rollups to match the rollup you copied.
6. Save the new rollup.
7. Return to the original rollup and select the second tab which contains rollup items.
8. Click in the view pane and press Ctrl+A to select all rollup items.

9. Right-click and select Export from the shortcut menu. The Export Rollup Items wizard starts.

   

10. In the File field, click . The Browse window opens.

    

11. Navigate to the folder to save the export file to, enter a File name, and click Save.
12. Back in the export wizard, click Next.
13. When prompted to confirm the export, click Yes.
14. Click Finish.
15. In the window for the new rollup, select the second tab.

16. Right-click in the view pane and select Import from the shortcut menu. The Import Rollup Items wizard starts.

    

17. In the File field, click . The Browse window opens.

    

18. Locate and select the file you just exported, then click Open.
19. Back in the import wizard, click Next.
20. When prompted to confirm the import, click Yes. The rollup items are populated on the new rollup.
21. Click Finish to close the import wizard.
22. Activate the new rollup.

If you have a rollup that you no longer use, but which should not be permanently deleted, you can flag it as obsolete. When you flag a rollup as obsolete, its folder is no longer visible in the Navigation pane.

1. In the Navigation pane, highlight the General Ledger > Setup > Rollups folder.

2. In the HD view, right-click the rollup to flag as obsolete and select Obsolete from the shortcut menu. You are prompted to confirm the action.

   

3. Click Yes. The rollup is flagged as obsolete and is removed from the HD view (unless the Include Obsolete checkbox is marked).

To restore a rollup that has been flagged as obsolete, repeat the steps above.