Manage Entities

New entities can be created in your Longview application as required and placed in the appropriate hierarchies.

Creating an Entity

The Manage Entities app allows you to easily create an entity. When creating an entity symbol, the following will automatically be performed:

1. The native currency for the entity will be set

   Note: Currencies must be set up prior to setting up the entities in your system. For more information, see Managing currencies.

2. The entity will be placed in the appropriate hierarchy under ENTITIES_Currency, depending on its native currency.
3. The attribute ZElimAllowICTransactions will be set to TRUE to ensure intercompany transactions can be recorded against the entity.
4. Depending on the consolidation option set (EQP or NCI), the required target symbol attributes will be set.

Accessing manage entities

1. Select the Consolidate module.
2. Select the Administration category.
3. Expand Manage Symbols.
4. Expand Entities.
5. Click Manage Entities. The Manage Entities dialog appears and contains the following options:
   • Import
   • Manage
   • Export

Importing entities

The import option in the Manage Entities dialog allows you to create and update entities in the database from a .csv file.

To import entities:

1. For Option, select Import.
2. Select the .csv file to import from.
3. Select the consolidation structure you want to import into

   Note: Consolidation structures must be created prior to creating entities. For more information, see Managing consolidations

4. Click OK. A table will be displayed showing the summary of all actions performed by the import.

.csv file example:

Entity,Description,Functional Currency,Parent Entity,Sort Order,Target EQP Entity,Target NCI Entity,Target Balance Sheet Account, Target Income Statement Account

"E11110","Toronto","CAD",[E11000C],11110.000000000,[NULL],[NULL],[NULL],[NULL]

"E12140","Vancouver","CAD",[E12000C],12140.000000000,[NULL],[NULL],[NULL],[NULL]

"E11140","Zurich","CHF",[E11000C],11140.000000000,[NULL],[NULL],[NULL],[NULL]

"E12130","Munich","EUR",[E12000C],12130.000000000,[NULL],[NULL],[NULL],[NULL]

"E11150","Equity Pickup Co.","GBP",[NULL],0.000000000,[E11130],[NULL],[16441],[81060]

"E13100","Singapore","SGD",[E10000C],13100.000000000,[NULL],[E10000CA],[NCI_CY],[NCI_NI]

where:

• Entity is the name of the entity.
• Description is the description of the entity.
• Functional Currency is the functional currency of the entity

  Note: The functional currency must be a source currency (i.e.: in the CURRENCIES_Source hierarchy).

  Note: The functional currency of an existing entity cannot be updated.

• Parent Entity is the name of an entity to assign the entity to. The entity will become a child of the specified parent, and the values in the parent will be calculated from all its children.

  Note: The parent must be within the consolidation structure you have chosen to import into.

  Note: If the parent entity is left blank, enter [NULL] for the parent entity field. The entity will not be assigned to any parent within the consolidation structure.

  Note: The parent cannot be another leaf entity, it must be either a total or consolidation symbol. For more information, see Managing consolidations.

• Sort Order indicates the order of the entity under the parent, with lower numbers ordered before higher numbers.
• Target EQP Entity is the target leaf entity used for EQP calculations. This is only required if the entity is consolidated as equity pickup. If not, set the target EQP entity to [NULL].

  Note: This will set the AZEQPTargetEntity symbol attribute. This will also determine that the entity is consolidated as equity pickup and configure the target balance sheet and target income statement attributes accordingly.

  Note: Any entity consolidated as equity pickup cannot be assigned to any consolidation structures.

• Target NCI Entity is the target consolidation adjustment entity used for NCI calculations. This is only required if the entity includes non-controlling interest. If not, set the target NCI entity to [NULL].

  Note: This will set the AZNCITargetEntity symbol attribute. This will also determine that the entity includes non-controlling interest and configure the target balance sheet and target income statement attributes accordingly.

• Target Balance Sheet account is the target balance sheet account symbol that is used for NCI or Equity Pickup (EQP) calculations. This is only required if the entity is consolidated as equity pickup or includes non-controlling interest. If not, set the target balance sheet to [NULL].

  For more information, see System setup, equity pickup and System setup, non-controlling interest.

  Note: This will set the AZEQPTargetAccountBS or AZNCITargetAccountBS symbol attributes. This will be determined depending if either the Target EQP entity or Target NCI entity is set.

• Target Income Statement account is the target income statement account symbol that is used for NCI or EQP calculations. This is only required if the entity is consolidated as equity pickup or includes non-controlling interest. If not, set the target income statement to [NULL].

  For more information, see System setup, equity pickup and System setup, non-controlling interest.

  Note: This will set the AZEQPTargetAccountNI or AZNCITargetAccountNI symbol attributes. This will be determined depending if either the Target EQP entity or Target NCI entity is set.

Managing entities

The Manage option in the Manage Entities dialog allows you to create, update and delete entities and structures from within the Manage entities table.

To manage entities:

1. For Option, select Manage.
2. Select the entity structure to manage.

   Note: You may leave the entity selection blank to start with an empty table. This can be used if entities only need to be added or modified; not deleted.

3. Select the consolidation structure you want to work within

   Note: Consolidation structures must be created prior to creating entities. For more information, see Managing consolidations

4. In the Manage entities table the list of entities under the selected entity structure is displayed. The parent information displayed (Entity Parent and Sort Order) are with respect to the consolidation structure selected.

Adding an Entity

1. Click Add to add a new entity. Entities are not added to the database until you click Apply.

   Note: You can add a new entity that has similar settings by selecting an existing row and clicking duplicate.

2. For each entity fill in the following fields:

Deleting an entity

Delete an entity by selecting the row and clicking delete. The entity is not deleted from the database until you click Apply.

Modifying an entity

You can change the properties of an existing entity:

1. Modify the description by editing the value in the ‘Description’ cell.
2. Switch the parent of the entity by selecting or entering a new parent name.

   Note: The parent must be within the consolidation structure you have chosen to manage. If the parent entity is left blank, the entity will not be assigned to any parent within the consolidation structure.

   Note: The parent cannot be another leaf entity, it must be either a total or consolidation symbol.
   For more information, see Managing consolidations.

3. Change the order the entity appears under its parent by modifying the sort order value.
4. Change the consolidation option for an existing entity by selecting a different consolidation option from the drop list.

   Note: Changing an entity to an EQP consolidation option will remove it from any consolidation structure it is assigned to.

5. For EQP entities, change the target EQP entity by selecting another leaf entity from the hierarchy.
6. For NCI entities, change the target NCI entity by selecting another consolidation adjustment entity from the hierarchy.
7. For EQP or NCI entities, change the target balance sheet account by selecting another balance sheet account from the hierarchy.
8. For EQP or NCI entities, change the target income statement account by selecting another income statement account from the hierarchy.

No changes are applied until you click Apply.

Applying changes

To apply changes to the entities, click Apply.

For new rows in the table:

1. Each new entity will be added under the selected parent symbol with the specified sort order. The entity will also be added to the ENTITIES_Currency hierarchy under its functional currency structure.
2. Each new entity will update the ZGPNativeCurreny symbol attribute according to the functional currency specified.

   Note: The functional currency must be a source currency (i.e.: in the CURRENCIES_Source hierarchy)

3. Each new entity will update the ZElimAllowICTransactions to TRUE to ensure intercompany transactions can be recorded against the entity.
4. Each new EQP or NCI entity will have their target symbol attributes set:
   • EQP
     • AZEQPTargetAccountBS
     • AZEQPTargetAccountNI
     • AZEQPTargetEntity
   • NCI
     • AZNCITargetAccountBS
     • AZNCITargetAccountNI
     • AZNCITargetEntity

For modified entities:

1. Any description changes will be applied.
2. If the parent entity is changed, the entity will be reassigned to the new parent with the specified sort order. If the parent entity is left blank, the entity will be detached from the current consolidation structure.
3. Any changes to the sort order will be applied.
4. Any changes to the consolidation option and related target attributes will be applied.

For deleted entities:

1. Each deleted entity will be confirmed before deleting.
   1. If confirmed, the related symbol(s) are deleted.
   2. Otherwise, the row(s) are restored to the table.

Results:

1. All actions performed are presented at the end of processing with:
   1. Each row identified by its row number.
   2. The action performed or the reason any error occurred.
2. Any valid changes, not cancelled, are applied.

Refreshing the entities

1. Click Refresh to refresh the list of entities.
2. Click Selections to change the selected entity and consolidation structure and refresh the list of entities.

In either case, if there are any unapplied changes, you will be prompted to apply or discard any changes that have not yet been applied.

• Choose Apply Changes to apply any changes made, then refresh the list of entities. If there are any errors the refresh will not be performed.
• Choose Discard Changes to discard any changes made, then refresh the list of entities.
• Click Cancel to return to the table without refreshing the list of entities.

Importing into the entities table

1. Click Import to import from a .csv file into the entities table.
2. Select the file to import. See .csv file example: for import file format.
3. You may select the option to replace existing rows

   Option	Description
   Replace Existing Rows	If this option is checked, all rows in the table view will be cleared and replaced with the entities in the import fil Note: This will only clear the entities from the table view. It will NOT delete any entities in the database
   Do Not Replace Existing Rows	If this option is unchecked, all entries in the import file will be appended to the table view. Note: Any entities that exist multiple times in the same import file will be initially duplicated in the table view. Any entities that exist in the import file AND already exist in the table prior to import will be initially duplicated in the table view. Once you click Apply, the settings for the last instance of the duplicate entity will be used.

4. Click OK. The file will be imported into the table.
5. Click Apply to save the changes.

Exporting from the entities table

1. Click Export to export from the entities table to a .csv file.
2. Select the .csv file to export to.

   Note: If the file selected does not currently exist, it will be created during the export process.

3. Click OK. A confirmation dialog will appear.
4. Click View File to view the exported file.

Exporting entities

The Export option in the Manage Entities dialog allows you to export entities and their related settings from the database to a .csv file.

To export entities:

1. For Option, select Export.
2. Select the .csv file to export to.

   Note: If the file selected does not currently exist, it will be created during the export process.

3. Select symbols to export.
4. Select consolidation structure to export
5. Click OK. A confirmation dialog will appear.
6. Click View File to view the exported file.