Managing Cash Flow Accounts

The Solutions Framework provides you with a standard set of cash flow symbols, calculations and validations. This document provides an overview of the steps required to add any additional Cash Flow accounts to your Longview system as well as any modifications needed to the standard cash flow set up.

Accessing manage cash flow

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

Importing cash flow accounts

The import option in the Manage Cash Flow dialog allows you to create and update cash flow accounts in the database from a .csv file.

To import accounts:

1. For Option, select Import.
2. Select the .csv file to import from.
3. Click OK. A table will be displayed showing the summary of all actions performed by the import.

.csv file example:

where:

• Account is the name of the cash flow account.
• Description is the description of the cash flow account.
• Source Account is the cash flow source account for any system calculated cash flow account. The cash flow source can either be:
  • An account within the Trial Balance (TB) hierarchy
  • A roll forward detail within the RF_Chg hierarchy
  • A source account from any structure listed in the system attribute ASCFAccountsSource. This attribute is used to hold any alternate structures required to be used as cash flow source accounts.

    Note: The source account must be enclosed in brackets [] in your import file. For non-system calculated cash flow accounts, this value can be set to [NULL]

• Source Roll Forward is the cash flow source roll forward Dataview symbol. This is only required if the cash flow account is calculated from a roll forward detail.

  Note: The source roll forward must be enclosed in brackets [] in your import file. For non-system calculated cash flow accounts, or cash flow accounts where the source is trial balance, this value can be set to [NULL]

• Impact indicates whether any change in the cash flow account would have a positive (+) or a negative (-) impact on the cash flow. This is only required for system calculated cash flow accounts.
• Calculate on Source and Translated Values is either 0 or 1:
  • 0 indicates that Longview will calculate Cash Flow on source currencies and translate the Cash Flow accounts using the period average rate
  • 1 indicates that the cash flow account will use the translated source value.
• Parent Account is the name of a cash flow account to assign the account to. The account will become a child of the specified parent, and the values in the parent will be calculated from all its children.
• Sort Order indicates the order of the account under the parent, with lower numbers ordered before higher numbers.

Managing cash flow accounts

The Manage option in the Manage Cash Flow dialog allows you to create, update and delete accounts from within the Manage Cash Flow table.

To manage accounts:

1. For Option, select Manage.
2. Select the account to manage. In the Manage Cash Flow table the list of accounts selected is displayed.

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

This section provides information on these main topics:

• Adding an account
• Deleting an account
• Modifying an account
• Applying changes
• Refreshing the accounts
• Importing into the accounts table
• Exporting from the accounts table

Adding an account

1. Click Add to add a new account.

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

2. For each account, fill in the following fields:

   1. Account: Enter the name of the account. The name of the account is limited to 31 characters.

   2. Description: Enter a description for the account. The description of the account is limited to 100 characters.

   3. Account Type: Select Calculated if the cash flow account will be system calculated. If the cash flow account will not manually input, or if the cash flow account will be a parent, select Manual.

   4. Parent: This is a read only field to indicate if the account is a parent account.

      Note: The Account Type for a parent account can not be modified.

   5. Source Type: Select Trial Balance or Roll Forward to indicate if the cash flow source is a direct trial balance account or a roll forward detail.

      Note:

      • If alternate hierarchies are required to be used as source accounts, they must be set in the system attribute ASCFAccountsSource.
      • The source type is only required if the Account Type is 'Calculated'.

   6. Source Account: Select the source account for any system calculated cash flow accounts.

      • If the source type is set to Trial Balance, the source account must be a symbol under the TB hierarchy.

      • If the source type is set to Roll Forward, the source account must be a symbol under the RF_Chg hierarchy.

      • If alternate hierarchy structures have been set in the system attribute ASCFAccountsSource, the source account must be a symbol underneath the defined structure

      Note: The Source Account only needs to be set when the account type is set to 'Calculated'.

   7. Source Roll Forward: Select the source roll forward data view symbol for any system calculated cash flow account where the Source Type is set to 'Roll Forward'.

      Note: The Source Roll Forward only needs to be set when the account type is set to 'Calculated'.

   8. Impact: Select + or - to indicate whether any change in the cash flow account would have a positive or negative impact on the cash flow. For example, an increase in net income would have a positive (+) effect on the cash flow. However, an increase in accounts receivable, or loan payment would have a negative (-) impact on the cash flow.

      Note: The Impact only needs to be set when the Account Type is set to 'Calculated'.

   9. Calculate on Source and Translated Values: Check if the cash flow account will use the translated source value. Leave unchecked to calculate Cash Flow on source currencies and translate the Cash Flow accounts using the period average rate.

      Note: If this setting is changed for a pre-existing cash flow account, both the ‘Calculate Actual Cash Flow Activity’ and ‘Calculate FX Impact on Actual Cash Flow’ events will need to be triggered.

   10. Parent Account: Select or enter the name of the parent symbol to assign the account to.

       Note: The list only contains parents that already exist in the database. You can enter the name for the parent to make an account being added into a parent.

   11. Sort Order: Enter a number to define the order of the account under the parent. Accounts are sorted from low to high.

Accounts are not added to the database until you click Apply.

Deleting an account

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

Modifying an account

You can change the properties of an existing account:

• Modify the description by editing the value in the Description cell.
• Change the Account Type by selecting a different value.

  Note: Account Types for parent accounts cannot be changed.

• Change the Source Type for calculated accounts by selecting a different value.

  Note: If an account is switched from calculated to manual, any values previously calculated for the account will be cleared, the next time the cash flow activity calculation event executes.

• Change the Source Account for calculated accounts by selecting a different symbol.
• Change the Source Roll Forward for calculated accounts of source type Roll Forward by selecting a different symbol.
• Change the impact for calculated accounts by selecting a different value.
• Change the Cash Flow Account Translation by checking or un-checking the option.

  Note: If this setting is changed for a pre-existing cash flow account, both the ‘Calculate Actual Cash Flow Activity‘ and ‘Calculate FX Impact on Actual Cash Flow’ events will need to be triggered.

• Switch the parent of the account by selecting or entering a new parent name.

  Note: The parent specified must either already exist in the database or be a new account that will be added before the account being modified.

• Change the order the account appears under its parent by modifying the sort order value.

No changes are applied until you click Apply.

Applying changes

To apply changes to the cash flow accounts, click Apply.

For new rows in the table:

• Each new account will be added under the selected parent symbol.
• Each new calculated account will update the AZCFSourceAccount symbol attribute according to the Source Account specified.
• Each new calculated account where the source type is Roll Forward will update the AZCFSourceRollForward symbol attribute according to the Source Roll Forward specified.
• Each new calculated account will update the AZCFImpact symbol attribute according to the Impact specified.

  Note: New rows in the table where the account matches an existing account in the database, will modify the existing account.

• Each new calculated account where the ‘Calculate on Source and Translated Values’ option is checked will set the AZCFCalcTrn symbol attribute to “TRUE”.

For modified accounts:

• Any description changes will be applied.
• Any changes to the ‘Account Type’ setting will be applied.
• Any changes to the ‘Source Type’ setting will be applied.
• Any changes to the ‘Source Account’ setting will be applied.
• Any changes to the ‘Source Roll Forward’ setting will be applied.
• Any changes to the ‘Impact’ setting will be applied.
• Any changes to the ‘Calculate on Source and Translated Values’ setting will be applied.
• If the parent account is changed, the account will be reassigned to the new parent with the specified sort order.
• Any changes to the sort order (same parent account) will be applied.

For deleted accounts:

• Each deleted account will be confirmed before deleting.
  • If confirmed, the related symbol is deleted.
  • Otherwise, the row is restored to the table.

Results:

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

Refreshing the accounts

• Click Refresh to refresh the list of accounts.
• Click Selections to change the selected cash flow account and refresh the list of accounts.

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

Importing into the accounts table

Click Import to import from a .csv file into the accounts table.

1. Select the file to import. See .csv file example for import file format.
2. Select one of the following options to replace existing rows:

   1. Replace Existing Rows: If this option is checked, all rows in the table view will be cleared and replaced with the accounts in the import file

      Note: This will only clear the accounts from the table view. It will NOT delete any accounts in the database.

   2. 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 accounts that exist multiple times in the same import file will be initially duplicated in the table view. Any accounts 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 account will be used.

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

Exporting from the accounts table

1. Click Export to export from the accounts 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 cash flow accounts

The Export option in the Manage Cash Flow dialog allows you to export cash flow accounts and their related settings from the database to a .csv file.

To export accounts:

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