This article explains how to map the financial accounts structure used throughout ScaleXP reporting (reports, dashboards, and presentations).
This covers:
- How to rename financial categories;
- How to create groups and subgroups of accounts;
- How to move accounts between groupings.
Step 1 - Navigate to the Group or consolidated company
Select the consolidated parent in the dropdown menu at the top right of the screen
Step 2 - Configure your Profit & Loss and Balance Sheet
Go to the Load Data tab (top bar)>Configure P&L, BS (left sidebar) to access the mapping screens. From there, select Profit and Loss or Balance Sheet from the dropdown menu at the top.
Category names, Groups and Sub Groups set up here will be visible throughout the system. They will be instantly available to use in reports, graphs and charts, and Presentations.
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See instructions below for how to move, group and rename accounts.
Note: this feature can also be accessed via Reports, in the Edit menus. However accessed, changes made on the Configuration screen impact all reports and graphs, not just one.
Step 3 - Cascade your configuration to the subsidiaries
Once you are happy with your setup, copy the settings to all subsidiaries using the button at the top of the page.
Upon cascading, any renaming, moving, or re-ordering that you do here will transfer instantly to reports and graphs for that entity.
You can make changes at the subsidiary if desired, but these can not be transferred to the parent.
Grouping for consolidated companies is not automatically replicated from child to parent - this is to enable different groupings at each subsidiary and at parent level, as they may be for different audiences.
How to move accounts between financial categories, groups and subgroups
Click Expand all to see all accounts in any Financial Category. > Tick the box to the left of the account or accounts you wish to move > Click Move to (top of page)>Select the Financial Category, Group, and Sub Group to which you want to move the account and click on it.
Note that accounts are colour coded such that revenue and cost are each assigned a different colour. This makes it easy to ensure each account stays in the correct Category type.
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Ensure colour coding is consistent with your setup
Be sure that all income (yellow) is in either Revenue or Non Operating Income. Similarly, check that all assets are the same colour (blue) and that all Liability and Equity Accounts are grey. If not, move the accounts to ensure consistency. This is very important for ensuring the ScaleXP automations work as expected.
You can change these groupings in your reports, but it is essential that the account type is consistent between ScaleXP and your accounting system.
If the account type is not coloured as expected, change the account type in your accounting system or contact support@scalexp.com for help.
How to rename financial categories
To rename a Financial Category:
- To rename any Financial Category, click on the pencil to the right of the name, next to the expansion arrow.
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How to create a new Group of accounts
Tick the boxes at the left of the account or accounts you wish to group, then select "Create Group", enter a name for the group, and save it.
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Hint for marketing metrics: Set up a Group or Sub Group for Sales & Marketing Costs, then use this to automate SaaS Metrics such as CAC (Customer Acquisition Costs). See How to review and change the way a metric is calculated; how to edit a formula and How to set up CAC (customer acquisition costs).
How to create a new Sub Group
Select accounts already in a Group and choose "Create Sub Group" at the top of the page..png)
How to move Groups and Sub Groups
To move a Group or Sub Group within a Category, click the six dots just to the left of the group name. Drag the group to the new location and drop.
To move a Group or Sub Group to a new Category it is necessary to re-create the group. Click on the box to the left of the Group to select all the accounts, then click "Move to" (top of page) and select the new location. Create the new Group and delete the old one.
How to delete Groups and Sub Groups
To delete an existing Group or Sub Group, click the picture of the bin at the right of the group name. Then select Delete.
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When a Group is deleted, all accounts in the Group will automatically be moved to sit directly under the main Category heading. Accounts can never be added or removed from the P&L. Deleting a group just moves the accounts out of the group / subcategory and into the main category.
How to ungroup
To remove an account from a Group or Sub Group, use the ungroup account arrow button next to the account.
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All changes are automatically saved and flow through the entire ScaleXP entity instantly.
How to hide unused accounts
The configuration page will always include all active and archived accounts found in your accounting system.
This is intentional to ensure no financial data is lost (for example, if miscoded).
However, you can use Organisation Settings to ensure that accounts with nil values never appear in your reports.
Go to Settings cog (top bar, right side)>Organisation settings (left sidebar), then turn on the toggle for hide accounts with 0 values.
To eliminate accounts from consolidation, see How to eliminate intercompany accounts; How to add or remove accounts to be eliminated.
How to review and change exchange rates used in consolidation across currencies
For more information about foreign exchange rates (FX rates) used in consolidation and how to adjust them for your requirements, see these articles:
- FX Rates: What foreign exchange rate is being used?
- How to change historic FX rates and input custom foreign exchange rates
- How to adjust foreign exchange rates: consolidated balance sheets