Automatic Calculations

Automatic Entries to Internal Accounts Due to Document Series Dependencies

When there is a dependency between type 1 (for example, 10000) and type 2 (for example, 20000) document series, automatic entries are generated to type 1 document series for internal accounts when data is entered to type 2 document series. When no dependency has been defined between the document series, no automatic entries are generated for type 1 document series.

Document series dependencies are set by the administrative user. The generated automatic entries are shown as manual entries. This means that they are also shown in type 1 document series input templates which do not include definitions for input type in a definition column or data columns. If the template includes such definitions, the automatic entries are shown in the manual entry rows/columns. A comment of the following format is displayed for the automatic entry: source document series -> destination document series (for example, 20000 -> 10000).

The position number of the automatic entries is always 1 regardless of the value defined for the type 2 document series. This applies also when the account, unit, and counter unit combination in type 2 document series input has more than one record number: the automatic entry of type 1 document series receives 1 as position number.

Automatic entries are always shown in drill-down templates since they are used for type 1 document series. If the drill-down template has input type definition or data columns, the automatic entries are shown in manual entry rows/columns. Automatic entries are not created for locked periods. Dependencies between document series have no effect on external accounts.

Example

There is a dependency between document series 20000 (type 2) and 10000 (type 1). Data is entered as follows to an internal account using a 20000 series input template:

Input data to document series 20000

The result after saving the data:

• When retrieved to a 20000 series input template, the result is as in the table above.

• In a 10000 document series input template (unit A):

Calculated total in input template for Document series 10000

*The data cell of the internal account is locked and cannot be changed. No warning is shown about the locking.

In reports:

Input and calculated amounts in reports

When drilling down in reports, the comments and record numbers are shown as saved in the database.

The automatic entries for 10000 document series have the value 1 as the position number.

Automatic Counter Entries (ACE)

It is possible to have automatic counter entries created for transactions entered to the system. The automatic counter entries are created based on automatic counter entry definitions.

Automatic counter entries are shown on an input template if the template contains an input type column (for more information, refer to Clausion Input and Report Template Parameters).

Cells that contain automatic counter entries are marked with the icon and cannot be modified. A comment of the following format is displayed for these rows: definition ID: unit ID->counter unit ID. For example: ACE00003:1030->5070

The automatic counter entry value is created by multiplying the value by -1 and converting the resulting sum to the currency of the counter unit.

When there are dependencies between type 1 and 2 document series and there is an automatic counter entry definition for type 2 document series, automatic entries due to document series dependencies and automatic counter entries are created as follows:

• When the counter account is internal, automatic counter entries are created to the internal (counter) account for the counter unit and automatic entries due to document series dependencies to the internal accounts of both units (input account for input unit and counter account for counter unit).

• When the counter account is external, automatic counter entries are created to the external (counter) account for the counter unit and automatic entries due to document series dependencies to the internal account of the input unit.

When there is an automatic counter entry definition for type 1 document series and it has an internal account set as the account and an external account as the counter account, automatic entries are created for the unit as follows when type 2 document series data is entered to the internal account:

• Type 1 document series automatic entries due to series dependency are generated to the internal account.

• Type 1 document series automatic counter entries are generated to the external account. The source value in this case is the automatic entry due to a document series dependency.

Examples

Valid definition:

Counter entry to the same account from different accounts in different years

Invalid definition:

Counter entry to the same account from different accounts within the same year

Invalid definition:

Counter entry to the same account from different accounts within overlapping years

Invalid definition: The following kinds of definitions are not allowed for type 1 document series when there are dependencies between series 2 and series 1.

Internal counter account for type 1 document series when the document series is linked to type 2 document series

If previously described definitions are created while there is no dependency between type 2 and type 1 document series, the definition is valid. If a dependency is then added, the definition is shown as invalid in Automatic Counter Entries (ACE). If the definition is not deleted or corrected, an automatic counter entry for type 1 is created.

The users' unit rights for the counter unit are not checked. This means that automatic entries due to document series dependencies and automatic counter entries are also created for counter units for which the user who enters type 2 document series data has no rights.

Automatic Counter Entry Management

Location: Automatic Counter Entries (ACE) (task ID: AutoCounterEntriesMnt)

Automatic counter entries are created based on definitions which you can add to the system in the Automatic Counter Entries (ACE) view.

Automatic counter entry definitions are organized into groups. First create the groups, then add the definitions to them.

1. Click Add New Group above the upper pane of the view.

2. Type a name for the group in the Group Name column. The maximum length of the name is 32 characters.

3. Type a description for the group in the Description column.

4. Click Add New Definition above the lower pane of the view. The ID for the definition is generated automatically and cannot be changed manually.

5. Add the obligatory settings for the automatic counter entry definition.

   • Account: Add the account for which this automatic counter entry definition is used. The account must be connected to the data type defined in the definition (see step 4), and it must be an input account or a sum account that has no sub-accounts connected to the same data type. Rate difference accounts and calculated accounts cannot be added as accounts.

   • Counter Account: Add a counter account for the account. For document series 20 000, the counter account must be different than the account. The counter account must be connected to the data type defined in the definition (see step 6), and it must be an input account or a sum account that has no sub-accounts connected to the same data type. Rate difference accounts and calculated accounts cannot be added as counter accounts.

   • Document Series: Add the document series for which this automatic counter entry definition is used.

   Entries are not created to type 3 document series even though it is possible to add definitions for them.

6. Add the optional settings you want to use. Note that the more settings are defined, the more restricted the definition will be. The optional settings include the following:

   • Data Type: Add the data type for which this definition is used. If this option is left empty, counter entries are created for all data types.

     The account and counter account of the definition (see step 3) must be connected to the data type defined here, otherwise no counter entries are generated. Accounts and data types can be connected in the Accounts view (for more information, see Modifying Account Properties).

   • Unit: Add the unit for which this definition is used. The unit must be an input unit. If this option is left empty, counter entries can be created for any input unit. The unit must be connected to the data type defined in the definition. If no data type has been defined, the unit must be connected to all data types.

   • Counter Unit: Add the counter unit for the specified unit. The unit must be an input unit. If this option is left empty, the counter unit can be any input unit. The unit must be connected to the data type defined in the definition. If no data type has been defined, the unit must be connected to all data types.

   • Other dimensions: Add the other dimension units for which this definition is used. If the options are left empty, counter entries can be created for all units (input units that are connected to the data type(s) defined in the definition) of the dimensions.

   • Start Period: Add the period and year from which on the definition is valid. Use the format 6/2009 (month/year). Only periods and years created in the system can be used.

   • End Period: Add the period and year to which the definition is valid. Use the format 6/2009 (month/year). Only periods and years created in the system can be used.

     If start and end periods are used in the definitions, 0 is saved to those periods which are not within the start and end periods of the definition. This applies also when data has already been saved to some periods and the definition is changed so that the start and end period range no longer contains the saved periods. Currency conversion with cumulative currency rates is also applied only to periods included in the definition.

7. To save the changes, click .

Note the following:

• Definitions that result in a counter entry to the same account from different accounts within the same or overlapping years cannot be added.

• If changes are made to the definitions, the old version remains in the database (audit trail).

  If counter entries have already been created according to a definition and the definition is then modified so that it applies to a different counter account or only to some of the already saved counter entries, those counter entries to which the definition no longer applies to will remain in the database. The previously saved counter entries are not deleted if the original entry is saved again, and counter entries cannot be edited or deleted manually.
  
  If counter entries have already been created for a certain year and an end period is added in the middle of that year, the entries from the periods after the new end period can be cleared by saving the original entry again. Note, however, that if an end period is added to a definition, previously created counter entries to years after the new end period will remain in the database and cannot be cleared.

• Data saved by automatic counter entries cannot be changed manually.'

• To be able to see the automatic counter entries, the input template XML definitions file must include the "inputtype" definition for the column. For more information on the input template parameter definitions, refer to Clausion Input and Report Template Parameters.

When you delete a group, all definitions included in it will also be deleted. When you delete a definition, previously saved counter entries related to it are not deleted. Note also that counter entries cannot be edited or deleted manually.

Automatic Rate Difference Calculation (ARD)

To calculate automatic rate difference sums, unit sums are first converted to group currency for the input accounts. The following settings are applied when converting the sums:

• The account-specific currency conversion setting (Income statement, Balance sheet, Opening balance, or No conversion).

• The currency type setting (Periodic or Cumulative) of the currency table connected to the data type.

• Currency rates defined for the period (with a periodic currency table for an account with conversion method Income also the currency rates of previous periods).

The sum is generated to the rate difference account as follows:

• The sum(s) of the rate difference account's source account are converted according to the settings of the rate difference account.

• The source account sum(s) are converted according to the source account settings.

• The latter value is subtracted from the former value.

• The sum is saved to the rate difference account.

If the source account is a sum account, the calculation is performed for all its input accounts, and the automatic rate difference entry is the sum of the resulting differences. The automatic rate difference entries are generated only in the group currency, not in the unit currency.

A comment of the following format is displayed for automatic rate difference entries when drilling down to view the entries: Source_Account_ID -> Target_Account_ID. For example, ARD00001:231000 -> 210200.

No automatic rate difference entries are created in the following cases:

• The currency conversion setting of the source account or rate difference account is No conversion. If the source account is a sum account, no automatic rate difference entries are created if all input accounts of that sum account have No conversion as the currency conversion setting.

• The source account or rate difference account is not connected to the selected data type.

• The source and rate difference accounts have the same currency conversion and cumulative setting.

• The type of the used currency table is cumulative, and the source and rate difference accounts have the same currency conversion setting.

Entries created for the eliminations of equity investments are also subject to automatic rate difference calculations.

Example

The following is an example of the most common setting.

Settings:

Currency rates and account settings

Account 203 is a sum account.

A cumulative currency table is used and figures are cumulative.

All accounts are credit accounts and show DK parameter is not used.

Input data consists of one Swedish company:

Input data in SEK

Conversion to group currency:

Group currency amounts

Automatic Rate Difference Definitions

You can define the source and target accounts for automatic rate difference entries using the Automatic Rate Differences (ARD) custom template.

Make sure that your definitions are valid. Invalid definitions can be created and no error or warning messages are shown. If you define non-existing accounts an error occurs and nothing is saved.

Automatic rate difference entries are calculated for type 1, 7, and 3 document series.

The source account can be an input account (internal or external), sum account, calculated account, or rate difference account. The rate difference account must be an external input account of the type Rate difference account and unique in the definitions.

The currency conversion settings of the source and rate difference accounts must be different. If the source account is a sum level account, automatic rate difference entries are generated if any input sub-account has a different currency conversion setting than the rate difference account.

To delete a rule, remove either the source account or the rate difference account and save the template.

If a definition is deleted, previously saved entries related to the deleted definition are deleted (except from locked periods) when data is saved for the source accounts or data calculations are run for a relevant combination. Note also that the entries cannot be edited or deleted manually.

Automatic Calculated Accounts (ACA)

Calculated accounts are used for a value generated from another account (source account) when the calculated account cannot be defined as a sum account for the source account(s).

The calculation is done in unit currency amounts, and the value is converted according to the properties of the calculated account. This means that in group currency the value may differ from the value of the source account.

If the Reverse Entry option has been selected in the calculated account definitions, a credit entry is created when the entered amount is a debit entry, and vice versa.

If the source account is a sum level account, the calculation is performed for all its input accounts, and the resulting sums are added together to make up the value entered to the calculated account.

If an Input tuype column has been added to a template as a definition column, all entries (manual, auto, and calculated) are shown in the template. If an input type column of type "calculated" has been added to a template as a data column (Calculated), the column displays the calculated entries.

Comment of the following format is displayed for automatic calculated entries when drilling down to view the entries: ACA_Rule_ID: Source_Account_ID -> Target_Account_ID. For example, ACA00001: 231000 -> 210200

Entries created for the eliminations of equity investments are also subject to automatic calculations for calculated accounts.

Example

The following is an example of input data, related automatic calculations and returned report values. The calculations are shown in the order (from left to right) in which they are executed when data is saved from an input template.

The following settings apply for all data:

• show dk profit = inverted sign

• show dk balance = no

• show dk other = no

• Input in SEK

• Rates: income statement 10, balance sheet 9

The following table shows the automatic calculated account (ACA) and automatic rate difference (ARD) definitions for the accounts. There are no automatic counter entry (ACE) definitions related to the accounts.

Relevant definitions for the accounts

Input and reporting to 10 000 document series (applies also to all document series except for series of type 2 and 23):

Input to 20 000 document series:

Additional settings and definitions:

• There is a valid connection between document series 20 000 and 10 000.

• There is a valid ACE definition for the data type for series 20 000. Account: Revenue (int), counter account: Costs

• Both units are SEK units.

Automatic Calculated Account Definitions

Make sure that your definitions in the Calculated Accounts (ACA) custom template are valid. Invalid definitions can be created and no error or warning messages are shown.

The source account can be an input account (internal or external), sum level account or account hierarchy level. The calculated account must be an external input account of the type Calculated account and unique in the definitions.

Type 'X' in the Reverse entry column if you want the amount to be multiplied by -1 before saving to the database. In other words, if the reverse entry option is in use, a credit entry will be created when the entered amount is a debit entry, and the other way around.

To delete a definition row, remove either the source account or the calculated account and save.

Previously saved entries are not deleted if the definition related to them is deleted. Note also that the entries cannot be edited or deleted manually.

Automatic Non-Controlling Interest Entries for Unit Level (NCI)

The non-controlling shareholders' share of the subsidiaries' equity must be presented in the consolidated statement. The non-controlling interest (NCI) entries are generated automatically based on input unit level (dimension 0) data for document series type 1. The document series type 1 data may be entered manually, generated by ACA or ACE calculations, or generated due to a dependency to type 2 document series. Document series type for automatic entries is 3.

The default document series for the NCI entries is 30000 (30001-30999). For NCI entries to be generated, define the following settings:

• Add the automatic NCI entry definitions using the Non-Controlling Interest (NCI) custom template.

• Set a document series dependency between type 1 and type 3 document series (for example, 10000 and 30000) using the Document Series custom template.

• Add the Consolidation percentage and Counter unit for consolidation entries settings for the periodical fields of dimension.

  The NCI entries are automatically created if the consolidation percentage for the unit is not set or is zero. The calculation is done as if the percentage was 100.

The automatic NCI entries are shown on the following templates:

• Reports

• Drill down templates

• "Retrieve from data" type input templates for type 3 document series which have an input type setting for a definition column. The entry rows are locked.

Automatic NCI entries are created in unit and group currency. Their input type is 3, and the default comment in the template has the following format: NCI_Rule_ID: Source_Account_ID -> Target_Account_ID. For example: NCI00001: 231000P -> 995000P.

It is also possible to enter data manually to type 3 document series. This may be necessary when the automatic entries do not fulfill all the reporting needs of the unit, for example, if a subsidiary is sold or if its consolidation method is changed to the equity method. The type 3 document series input template is similar to the type 2 document series template.

Automatic NCI Entry Definitions

Make sure that the definitions you set in the Non-Controlling Interest (NCI) custom template are valid. Invalid definitions can be created and no error or warning messages are shown.

The source account can be any type of account, but the same account can be used only once as a source account in the definitions. Typically all equity accounts are set as source accounts to generate correct NCI totals.

Calculation Types:

• 0: Periodic change (default). Used when the source account is not an opening balance account (but, for example, a balance or an income account).

• 1: Opening balance. Used when the source account is an opening balance account.

The target accounts must be connected to the same data type as the source account, and they can be input accounts (external or internal) or sum accounts used as input accounts for some data types (they do not have any connected sub-accounts).

• Equity or income account: Deduction from the equity of the shareholders.

• NCI (minority) account: Recording into non-controlling interest.

• Equity account, change in ownership: Recording effect of the ownership change in the equity of the shareholders.

• NCI account, change in ownership: Recording effect of the ownership change in the non-controlling interest.

To delete a definition, remove the source account or the values from the whole row and save.

If a definition related to previously saved entries is deleted, the entries will be deleted from unlocked periods when document series type 1 data is saved for the unit to the year and data type in question. Otherwise previously saved entries are not deleted, and they cannot be edited or deleted manually.

Proportional Consolidation (PROC)

Proportional consolidation is a way of consolidating data from jointly controlled entities to the consolidated financial statements of the group. In proportional consolidation, you can enter full data (as in the accounting) for the units, but only the portion corresponding to the group's ownership percentage is included in the consolidated reports. The percentage may change by period, and it can be set for the units in Units (Consolidation percentage field).

It is also possible to report the 100% data and recalculate the consolidation entries for example, when the consolidation percentage has been updated after the data has been saved. Consolidation entries adjust total amounts to exclude portion of other owners. For document series of type 1, the consolidation entries are recorded on document series of type 31, when there is a dependency between the series. If no dependency to series of type 31 exists, the consolidation entries are created to document series of type 3. If this dependency does not exist either, the entries are not created.

The proportional consolidation calculation is performed for all input units in the selected data type and year which use the Proportional consolidation consolidation method. Proportional consolidation entries are created for all accounts that include input data for the selected units. The account type is not relevant. The input type of proportional consolidation entries is 3. The default calculation is applied to all input accounts, that are not defined in specific rules for the calculation. Only supported specific calculation type for proportional consolidation is for Opening balance calculation.

Proportional consolidation entries are recorded to the source account itself according to ownership of the opening period (period 0). Difference to amount calculated according to the consolidation percentage of the period is recorded to the target account set in the proportional consolidation definitions. For accounts not included in the definitions, the same account is used as the source and target account, and the amount is based on the consolidation percentage of the period.

Internal transactions

All internal transactions are affected by proportional consolidation calculations. For unit pairs in which one of the units (unit or counter unit) is consolidated with the proportional consolidation method, the elimination is calculated using the consolidation percentage of the proportionally consolidated unit (full amount multiplied by -1 and by [100 - consolidation percentage of the unit]). If both units of the unit pair are proportionally consolidated, the elimination is calculated according to the lower consolidation percentage.

For document series type 2, the consolidation entries are saved to document series of type 23 when there is a dependency between document series type 2 and 23.

It is not possible to enter data manually to type 23 nor type 31 document series.

Internal inventories

If the proportionally consolidated unit reports internal inventories or a unit reports internal inventories bought from proportionally consolidated unit, the internal margins must also be calculated using the consolidation percent. The proportional consolidation calculations are performed using the result from the inventory calculations as the input data. The consolidation entries are saved to the same document.

Proportional Consolidation Definitions

Use the Proportional Consolidation (PROC) custom template.

Make sure that your definitions are valid. Invalid definitions can be created and no error or warning messages are shown.

The same account can be used only once as a source account. The target account must be an input account for the data type.

To delete a definition, remove either the source account or the target account and save.

Elimination of Internal Margins in Inventories (INV)

Inventories bought from other entities within the same reporting unit include an internal margin which must be eliminated from the inventories and equity. This margin changes every reported period according to the inventory value in the assets of the buyer at closing date (balance value) and the margin (percentage) calculated by the seller.

The internal margin in the beginning inventory is eliminated from the profit (loss) of the previous years and the change in the internal margin during the year from the income of the year. Internal margins and their changes are eliminated in whole regardless of the size of the group's share of the subsidiary which has purchased or sold the asset with internal margin. The deferred tax is also recorded for these eliminations. The used tax percentage is usually the percentage of the buyer.

Document series type 4 is used for the eliminations of internal margins in inventories. The account definitions (source and target accounts) for the automatic calculation of the internal margins in inventories can be set using a custom template.

The calculation is performed when data is entered in an input template for a source account and the template is saved. The accounts must be connected to the selected data type, in other words, calculations are done only for all the valid source and target accounts.

Automatic Inventory Margin Entry Definitions

The source account must be an input account, and the same account can be used only once as a source account in the definitions. The target accounts must be input accounts and connected to the same data type. If deferred tax entries are not required, it is not necessary to add the deferred tax accounts.

• Inventory account, opening balance

• Retained earnings account, opening balance

• Inventory account, change in asset value

• Income statement account, change in inventories

• Deferred tax account, opening balance

• Retained earnings account, opening balance (deferred tax)

• Deferred tax account, change in asset value

• Income statement account, change in deferred tax

Automatic Reconciliation Entries (ARE)

Automatic reconciliation entries are based on account groups. For automatic reconciliation entries to be generated, make sure the following settings apply:

• A reconciliation account is connected to the same account group.

• A reconciliation account is connected to an account group.

• The reconciliation account is connected to the selected data type.

Reconciliation entries are created only for type 2 and type 23 document series. For reconciliation entries to be displayed on an input template, the template must include an input type definition column.

The calculation is performed as follows:

• The values for both unit amounts and group amounts are summed per period for all accounts connected to the account group, and the resulting amount is multiplied by -1. The calculation is done using cumulative values, for both the unit and group currencies.

The input type of the entries is 'Reconciliation', and the default comment in the template has the following format: ARE: Account_Group_ID. For example: ARE: Balance.

The reconciliation entry rows cannot be edited.

If a reconciliation account is removed from an account group, existing entries are removed and no new entries are created. Locked periods are not changed.

[v24.06 and later:]

Metric Conversion

Metric Conversion table is for managing conversion rules when converting data from one measurement unit to another. The Metric Conversion table is a custom sheet that contains two tabs: Conversion Rule and Linked Accounts.

Conversion Rule

On this tab, you can define a rule to convert data from one measurement unit to an another e.g., kilometers flown or driven to the equivalent CO2 emissions.

Defining a Conversion Rule

1. Click Insert and select Row from the drop-down menu to add a conversion rule.

2. Select the Conversion Type:

   U-U (unit to unit): Data is always converted. For example, you could convert flight kilometers to equivalent CO2 emissions.

   US-SI (US customary system to SI): Data from a unit which uses the US Customary System as the metric system for the Dimension 00 is converted. You can utilize this for example, if there is a US-based subsidiary whose flight miles need to be converted to flight kilometers.

3. Fill in Item Type which must be unique for each rule.

4. Define Conversion Method as multiplication with an asterisk (*) or division with a forward slash (/).

5. Define Conversion Value. If left empty, the system defines the value automatically as 1 by default.

6. Click Save and the system creates an ID for the conversion rule in form MET0001.

Deleting a Conversion Rule

Add the letter X to the Deleting Rule column and click Save. This deletes the rule.

Linked Accounts

On this tab, you can connect accounts with Metric System as the currency conversion method to a conversion rule. Unit values are converted to group values with the conversion rule on metric system accounts. If conversion rule is left undefined, the unit and group values appear the same when saved to a metric system account.

Linking Accounts

1. Open the Linked Accounts tab.

2. Click Insert and select Row on the drop-down menu to add a linked account.

3. Add an account number to the Account column.

4. Go back to the Conversion Rule tab and copy the Item Type of the Conversion Rule.

5. Go back to the Linked Accounts tab and paste the Item Type on the Item Type column.

   Item Type must always be unique for each account.

6. Click Save to save changes.

[v24.06 and latercontent ends]