Financial categories, groups and subgroups throughout the system
This article explains how to map the financial accounts structure that is used throughout ScaleXP reporting (reports, dashboards, and presentations). This covers:
- Renaming financial categories;
- Moving and grouping accounts;
- Creating groups and subgroups of accounts.
For a consolidated company, see this article instead: How to configure your P&L and Balance Sheet in ScaleXP (consolidated company) .
Any renaming, moving, or re-ordering that you do here will transfer instantly to reports and graphs for that entity. Groups and Sub Groups will be visible throughout the system, available to select in Reports, graphs and charts (found in Dashboards) and for use in Presentations.
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.
Note: this feature can also be accessed via Reports, in the Edit menus. This will take you to the same configuration screen. However accessed, changes made on the Configuration screen impact all reports and graphs, not just one.
Changing and renaming existing categories
To edit account Categories:
Click on a downward arrow or use the Expand all button (both circled below) to see which of your accounts are currently included in that category.
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.
Moving accounts between financial categories, groups and subgroups
Renaming 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.
Creating new groups and subgroups
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.
Hint: 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).
To create a new Sub Group of accounts:
- Select accounts already in a Group and choose "Create Sub Group" at the top of the page.
Ungrouping
To remove an account from a Group or Sub Group, use the ungroup account arrow button next to the account.
Moving groups and subgroups
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.
Deleting groups and subgroups
To delete an existing Group or Sub Group, click the picture of the bin at the right of the group name. Then select Delete.
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.
All changes are automatically saved and flow through the entire system instantly.