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Before setting up Drill-Down by going through the following steps you should check the file sizes (see Creating a Cost Centre Dictionary and Creating an Expense Code Dictionary) and the System Parameter settings.
Define the analysis sub-fields
Create a cost centre dictionary
Create an expense code dictionary
Create default records
Create records from NL
Define cost centre and expense code levels
Add or modify MA cost centres
Copy NL actuals to MA
This program takes the raw Management Accounts data files and builds the three-dimensional drill-down display model. The model is constructed using the analysis codes that exist on the MA expense code and cost centre records.
Note: This program creates management account drill-down files from the imported Nominal Ledger information that is usually run as part of the End-of-day chain within Timed Operations. The drill model can be regenerated at any time.
If any changes are made to the analysis code structures, you must run this program to reflect those changes. Furthermore, this program should be run in conjunction with Copy NL Actuals to MA as it is this program that imports the latest actual values into the MA data files.
To generate or re-generate drill-down:
From the Rev. 8 Master menu select the Management accounts option and the company you require.
The MANAGEMENT ACCOUNTS menu is displayed.
Select the Generate drill-down option.
A list of available datasets is displayed, dependent on the budget types that exist, from the following:
Select the required dataset from the list.
The Generate Drill-Down form for the selected dataset is displayed.
Click OK to start the drill-down process.
The drill-down process runs and you are returned to the MANAGEMENT ACCOUNTS menu.
Note: On selection of a Dataset and choosing the Generate option the system takes the values from the XX.MA.accts file and creates a drill file for each chosen dataset. For example, if CA - (Current Year's Actuals) is chosen, the drill file XX.MA.dddCA is created. A drill file, XX.MA.dddYY, is created for each dataset, where XX is the MA company number and YY is the name of that dataset, for example CA.
The degree of consideration and planning given to the drill-down structure depends on the individual company and the level of its current MA usage. The level and the detail of management information required may not only impact on the drill-down structure but also on the NL chart of accounts. If this has already been set up or is an Autoline standard, the amount of discussion and design work may be considerably reduced. This whole design and set-up process should not be completed without the assistance of a consultant.
The following notes are provided to help you gain a better understanding of how the drill-down model works and therefore be able to have a more positive input into the design process.
When the Nominal Ledger Expense and Cost Centre code mapping to Management Account codes have been agreed, two spreadsheets must be created: one from the NL Expense Code and one from the NL Cost Centre files. Where a one-for-one NL to MA code mapping does not exist, there will inevitably be duplications of the MA codes. These duplicate lines should be removed from the spreadsheet.
These two spreadsheets are used to design the drill-down structure. They should contain data from the following fields:
The SPREAD command in the ad-hoc enquiry facility is a useful tool to assist with creating these spreadsheets.
Tip: Before this spreadsheet is created any required chart of accounts maintenance should be performed in order that a clean set of Management Accounts records can be created.
These basic spreadsheets can now be expanded to create the drill-down analysis code structures. These structures are of a hierarchical nature and are divided into Levels, which are the hierarchy of the drill-down.
When defining drill levels you should remember the following:
Once the structure has been imported into the MA system it is unchangeable.
There is an ability to restrict users' drill-down visibility and this is dependent on this structure.