Initial Implementation Steps

For a successful initial implementation, follow these steps in order:

1. Adding currencies to the system
2. Adding currency translations to the system
3. Adding time periods to the system
4. Complete time period setup
5. Update server configuration
6. Set up trial balance accounts
7. Set up consolidation structures
8. Set up intercompany eliminations
9. Enable intercompany eliminations
10. Set up roll forward accounts
11. Set up cash flow accounts
12. Set up custom dimensions
13. Update rules for custom dimensions
14. Configure categories

Adding currencies to the system

Currencies must be added before entities and other settings to allow for the configuration of currency related settings, such as the functional currency for an entity.

Note:  For more details See “Managing currencies” in the Close And Plan Administrator Guide .

To add currencies to the system:

1. Create a "csv" file containing the currencies to be created (including the header).

   Translate,@Budget Rates,@Prior Year Rates,Currency

   0,0,0,"CAD"

   1,0,0,"USD"

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Currencies.
5. Select Manage Currencies. The Manage Currencies dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Adding currency translations to the system

Currency translations are added to generate reporting results in the correct currency.

Note: For more details, see “Managing translations” in the Close And Plan Administrator Guide.

To add currency translations to the system:

1. Create a "csv" file containing the translations to be created (including the header).

   Source,Target,Method

   "CAD","USD","TASC"

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Currencies.
5. Select Manage Translations. The Manage Translations dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Adding time periods to the system

Time periods must be added to the system before continuing.

Note: For more details, see “Rollover, create year” in the Close And Plan Administrator Guide.

To add time periods to the system:

1. Select the Consolidate module.
2. Select the Administration category.
3. Expand Time Periods.
4. Select Create Year.
5. Enter the earliest year required in the system for initial setup.
6. Select Actual.
7. Click OK.
8. Repeat for each subsequent year, selecting Actual, Forecast and Budget options as required.

Complete time period setup

Time period setup is finalized by setting the current year and period in the system.

Note: For more details, see “System setup, time period setup” in the Close And Plan Administrator Guide.

To complete time period setup:

1. Select the Consolidate module.
2. Select the Administration category.
3. Expand System.
4. Select Time Period Setup.
5. Select the current year.
6. Select the current period.
7. Click OK.

Update server configuration

At this point the server configuration should be updated and the servers restarted to apply the changes.

To update server configuration:

1. Close all open applications.
2. Launch Server Manager.
3. Right-click on the server and select Server Configuration.
4. Select Application.
5. Check Period Activity Calculation (PAC).
6. Check Retained Earnings Calculation (REC).
7. Check Foreign Exchange (TRN).
8. Check Year to Date Calculation (YTD).
9. Check Journal Entries.
10. Click OK.
11. Restart the servers.

Set up trial balance accounts

Trial balance accounts are added next as subsequent configuration requires these accounts.

Note: For more details, see “Managing trial balance accounts” in the Close And Plan Administrator Guide.

To set up trial balance accounts:

1. Create a "csv" file containing the trial balance accounts to be created (including the header).

Name, Description, Balance Type, Parent, Sort Order, Foreign Exchange Treatment

"TA2020","Trade and other current receivables","DEBIT","TA2000",2020.000000000,"NULL"

"11200","Trade receivables","DEBIT","TA2020",11200.000000000,"Monetary"

"11209","Trade receivables, provision","DEBIT","TA2020",11209.000000000,"Monetary“

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Accounts.
5. Select Manage Trial Balance. The Manage Trial Balance dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Set up consolidation structures

Before setting up legal entities, consolidation structures must be created.

Note: For more details, see “Entities, Managing Consolidations” in the Close And Plan Administrator Guide.

To set up consolidation structures:

1. Create a "csv" file containing the consolidation entities to be created (including the header).

Entity,Description,Rollup Type, Functional Currency,Parent Entity,Sort Order

"E10000C","ABC Holding, Consolidated","C","USD","NULL",0.000000000

"E11000C","Alpha Holding, Consolidated","C","USD","E10000C",11000.000000000

"E12000C","Beta Holding, Consolidated","C","USD","E10000C",12000.000000000

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Entities.
5. Select Manage Consolidations. The Manage Consolidation dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Set up legal entities

Once the consolidation structures have been set up, legal entities can be added to the system.

Note: For more details, see “Entities, Managing Entities” in the Close And Plan Administrator Guide.

To set up legal entities:

1. Create a "csv" file containing the entities to be created (including the header)

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 PickupCo.","GBP",[NULL],0.000000000,[E11130],[NULL],[16441],[81060]

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

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Entities.
5. Select Manage Entities. The Manage Entities dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Set up intercompany eliminations

Now that currencies, accounts and entities have been set up, intercompany eliminations can be configured.

To set up intercompany eliminations:

1. Launch Application Administrator.
2. Select Intercompany Eliminations.
3. Add standard and investment eliminations, as required.
4. Turn maintenance mode off by selecting Actions > Maintenance in the menu.

Enable intercompany eliminations

Now that intercompany eliminations have been configured, the server configuration needs to be updated and the servers restarted.

To enable intercompany eliminations:

1. Close all open applications.
2. Launch Server Manager.
3. Right-click on the server and select Server Configuration.
4. Select Application.
5. Check Intercompany Eliminations (Elim).
6. Click OK.
7. Restart the servers.

Set up roll forward accounts

Now that trial balance accounts are configured, roll forward accounts can be set up.

Note: For more details, see “Roll Forward, Managing roll forward accounts” in the Close And Plan Administrator Guide.

To set up roll forward accounts:

1. Create a "csv" file containing the roll forward accounts to be created (including the header).

Source Account, Roll Forward Account, Description, Acquisitions, Additions, Disposals, Sale of Assets, Repayments, Parent Account, Sort Order

[NULL],"RF_Net_FA","Net Fixed Assets",0,0,0,0,0,"DATAVIEWS_RF",0.000000000

[NULL],"RF_Building","Building",0,0,0,0,0,"RF_Net_FA",10.000000000

[14110],"RF_14110","Fixed Assets - Building",1,1,0,1,0,"RF_Building",0.000000000

[14210],"RF_14210","Acc. Dep - Building",0,0,1,0,0,"RF_Building",0.000000000

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Accounts.
5. Select Manage Roll Forwards. The Manage Roll Forwards dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Set up cash flow accounts

Note: For more details, see “Managing cash flow accounts” in the Close And Plan Administrator Guide.

Now that trial balance and roll forward accounts are configured; cash flow accounts can be set up.

To set up cash flow accounts:

1. Create a "csv" file containing the cash flow accounts to be created (including the header).

Account,Description,Source Account,Source Roll Forward,Impact,Calculate on Source and Translated Values,Parent Account,Sort Order

"TCF1000","Cash flows from (used in) operating activities",[NULL],[NULL],"NULL",0,"TCF4000",1000.000000000

"TCF2000","Cash flows from (used in) investing activities",[NULL],[NULL],"NULL",0,"TCF4000",2000.000000000

"TCF3000","Cash flows from (used in) financing activities",[NULL],[NULL],"NULL",0,"TCF4000",3000.000000000

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Accounts.
5. Select Manage Cash Flow. The Manage Cash Flow dialog appears.
6. Choose the Import option.
7. Click the file browser and select the .csv file created in step 1.
8. Click OK.
9. Review the results.

Set up custom dimensions

By default, the system assumes that trial balance will be detailed by the “Total” symbol in each custom dimension. If this is not the case, update the appropriate system attributes to configure the symbols to use. This includes cash flow source and target attributes, intercompany input attributes and non-controlling interests target attributes.

Note: For more details, see “Managing hierarchies” in the Close And Plan Administrator Guide.

To set up hierarchies in custom dimensions:

1. Create a "csv" file containing the symbols to be created (including the header).

Name,Description,Type,Parent,Sort Order,Weight

"PHW","Hardware","STANDARD","PRODUCTS_Total",10.000000000,"+"

"PHW001","CPU","STANDARD","PHW",10.000000000,"+"

2. Select the Consolidate module.
3. Select the Administration category.
4. Expand Other Dimensions.
5. Select Manage Hierarchies. The Manage Hierarchies dialog appears.
6. Select the dimension and root symbol to manage.
7. Click OK.
8. At the next dialog, choose the Import option.
9. Click the file browser and select the .csv file created in step 1.
10. Click OK.
11. Review the results.
12. Repeat for each custom dimension.

Update rules for custom dimensions

In cases where custom dimensions deviate from the assumed standard or standard accounts are modified, validation and event rules need to be updated.

The table below outlines the rules to be updated. As an alternative, you can delete the rules and run the Install process again, which will re-create the rules using the updated cash flow source and target attributes.  You will need to apply changes to the CASH account manually.

Configure categories

The standard module files in the Longview Client are divided into:

• Data Collection
• Reports
• Workflow
• Administration

The folders within Data Collection and Reports are defined by categories. These categories can be configured with up to ten active categories in each area. On initial install only a few of these are activated to hold the out of box items.

To configure categories:

1. Select the Design module.
2. Select the Administration category.
3. Click Configure Categories.
4. Activate additional categories, as required.