You can access the Dataset screen from the Client Info main screen by clicking Add Dataset or by clicking Edit on an existing Dataset.
At its simplest, a Dataset contains a trial balance for an entity for a given date range.
Across the top are tabs for “Information”, “Ledger” and “Journals” which contain different information for the Dataset.
The fields to be entered are:
A name to make it easy to recognise the Dataset, for example “2015 Actual”
The beginning date for the trial balance
The period end date for the trial balance
Must be greater than start date
Drop down, select “Actual” or “Budget”. This is merely a label to help identify the type of data in this Dataset. Reportance does not treat the Dataset any differently because of this field.
From here, you can select a source for your data. If you choose Excel as your source, you will need to save the Dataset by clicking OK, and then open up Excel to run the import (see Importing From Excel).
For other sources, once selected, you can click the Load Data button which will connect to the API for the relevant source and download the trial balance for the specified date range.
See the Sources page for more information.
This shows the currently stored trial balance data, with a range of optional filters from the drop-down Display menu as follows:
For any view, you can export the ledger information shown by click on the Export to Excel button:
The views available from the Display menu are summarised as follows:
Complete Trial Balance
This shows the trial balance as it appears in Reportance. Right-click on any account to View Account Detail which will show how the balance is calculated, and allow you to drill down into any journals that are part of the balance. Mathematically, the Complete Trial Balance is equal to the Import Trial Balance, plus Journals not to be Exported to Client, plus the Balancing Journal.
This lists all journals which are marked as Export Journal to Client File, but have not yet been tagged as Posted to Client File. When this filter is selected, a button will become available to Mark Journals as Posted, which will mark all journals that are part of the Balancing Journal as Posted to Client File, and as a result these journals will no longer factor in to the calculation of the Complete Trial Balance (because it is assumed the Import Trial Balance now contains the journals).
Journals which have been Posted to the Client File
This lists all journals which have previously been marked as Posted to Client File. These journals do not get added in to the Complete Trial Balance, but this can provide a handy historical reference of journals that should have been posted to the client file.
Journals not to be Exported to Client
This is a list of all journals which are not marked as Export Journal to Client File. Marking journals like this is useful for presentation or other journals where you want the change to be reflected in the official Reportance accounts, but not included in the client file. For example, a journal to split out a single loan liability into current and non-current proportions may be required for the official Reportance accounts, but not want to be presented that way in the client accounts.
Imported Trial Balance
Lists the original trial balance, which is either:
1) A trial balance imported from an API or Excel
2) Opening balances rolled over from a previous dataset
When using this filter, the Delete all imported data button will appear at the top right of the table, which allows you to delete the imported trial balance figures. By clicking on this, the dataset will remain, as will any journals, but the originally imported values will be removed.
This enables you to add journals which work over the top of the trial balance that has been imported.
Generally it is preferably to do the journal in the client live file so that the client live file agrees with the Reportance data.
Journals are ideal for doing ‘presentation layer’ entries over the top of a clients live file, for example, journalling a negative liability account in the client file to a temporary asset account in Reportance.
Click Add Journal to create a new journal. When entering the journal details, you can select from existing accounts in the drop-down list under account number, or alternatively simply type in a new account name and number. Reportance will automatically create an account record for any newly typed accounts.