The chart of accounts (CoA) is the heart of every ApliqoFPM system and thorough and complete setup is crucial for the system to work as intended. Take your time to fully understand the mechanics and necessary setup steps. Access the CoA Maintenance from the Apliqo Settings menu.
General concepts
Any chart of account maintenance takes place through the CoA maintenance framework. Any modifications take place in a secure staging area and will not be applied until a CoA dimension is synchronised using the "Sync Dimension" button. There are two chart of accounts used by Apliqo FPM: The operational CoA and the planning CoA. The operational CoA is used in the General Ledger cube and offers the maximum granularity to analyse your actual data. The planning CoA will be used for plan data input and can be a clone of your operational CoA but is usually set to work on a more aggregated level. This chapter will focus on the operational CoA, details on how to setup the planning CoA are covered in a separate chapter. For both CoAs fixed accounts and KPIs can be configured. Some of the fixed accounts are mandatory "system" accounts that have to be defined in order for the system to work.
Main structure of the operational CoA
The typical structure of the CoA will look similar to this:
FIN OCoA Rollups: A technical root element that simply contains all parts of the CoA, it will be automatically created
Reporting Rollups: All reporting structures should be created under this node, the node itself will be created automatically
Management Trial Balance ("9999 Total" in this example): The main Balance Sheet structure that must contain all GL accounts, this node is created by the user
Statistical Accounts: Any non-GL/ statistical accounts that are not part of the trial balance have to sit under this node
A Cash Flow Statement ("CF9999" in this example): The structure of an indirect cash flow statement created by the user
Additional rollups ("Consolidated Gross Profit" as one example): Optional and created by the user, this can include alternative views of Balance Sheet or P&L etc.
Automatic Mapping: A technical node, generated by the system. The content under this node is optional for cases when an automatic mapping of accounts into rollups should take place.
Total GL Accounts: A flat rollup of all GL accounts, defined as all lowest (N) level accounts in the dimension that are not statistical accounts. It is generated by the system and important for reconciliation purposes / ensuring all accounts are mapped correctly.
ApliqoC3 Technical Rollups: Technical node, generated by the system.
Fixed Accounts: System accounts that will appear here after mapped by the user
KPI: KPIs that will appear here after being configured by the user
Management Trial Balance (C3_MGMTTB)
The single most important structure and the starting point for building the CoA is what we refer to as the "Management Trial Balance". It will contain all GL accounts in the structure that you predominantly use for management reporting purposes. It is normally a typical Balance Sheet structure including a Profit and Loss statement as part of the Equity. This is a simplified example of the core/minimum components of this rollup:
Management TB Example: The top node that would be mapped as the fixed account C3_MGMTTB
Total Assets: The top element containing all assets that would be mapped as the fixed account C3_TOTASSETS, this will determine the signage/multiplicator to be applied when data is imported.
Profit and Loss: The P&L structure that also represents the current year profit as part of the Balance Sheet, would be mapped as C3_NPAT.
Profit Carried Forward: A N-level account that will be used by the system to roll forward the profit into the next year, would be mapped as C3_PCFFPY
CTA: A N-level account that will be used by the system to calculate the CTA (cumulative translation adjustment) and will be mapped as C3_CTA. It technically sits outside the Balance Sheet itself to avoid circular references.