Add an account group
User permission: Manage Custom Statements
If you use the Budgets & Forecasts module, take care when making any changes in Financial Statements, as you risk losing budget values. See the Relationship with the Financial Statements module page to learn about the impacts of making changes to statements. It's a good idea to publish your budgets and forecasts before you make any changes here.
The groups you see on the Edit statement tab of the Manage statements screen are used to group your accounts into categories in the corresponding financial statement. Each group displays as a grey row in the statement grid.
If the statement uses a custom dimension, you can add new groups, edit existing groups, and delete groups you no longer need.
Why you can't add or edit account groups in some statements
You can only add account groups and edit account mapping in statements based on custom dimensions.
If the statement uses an existing mapping dimension that is shared with another statement, you can’t add, edit, or delete account groups, or remap accounts here. These options will be unavailable, as illustrated in the following images.
Add an account group
For example, suppose your Profit and Loss statement has one Revenue group but you want to view your revenue value split into two categories, Retail and Online. You can add another group of revenue accounts and edit the existing group accordingly.
Click the Add button where you want to insert the new group and select Group. Alternatively, click an item's menu button (three dots), then select Insert row above or Insert row below, and select Group.
Enter a name for the group.
Edit its Reverse sign and Style settings as required.
Proceed to map accounts to the group.
Map accounts to a group
When you add an account group, you need to map accounts to that group, so they display in that group in the statement, such as Revenue, Cost of Sales, and so on. You might also need to edit the account mapping for an existing group, if circumstances change.
Unmapped accounts display in the Suspense row in your statement, as illustrated in the image below.
Click the Map accounts tab. This tab displays your chart of accounts in a grid.
The Mapping column represents the selected dimension and this is where you map the accounts to the corresponding account groups in that dimension.
The name of the selected dimension is given below the statement name in the top-left corner.
We recommend you customize these mappings to meet your needs rather than leaving them as they were created during the Phocas implementation process.
If an account is not mapped, this column is empty.
Continuing with the example above where you added a new group for Online Revenue, now you need to map the applicable accounts into the Online Revenue group.
Search for the accounts that belong to the group. You can search by code, name or other property, or enter an account range. Alternatively, use the column filters or sort options. You can also select the Hide mapped accounts checkbox to only see the accounts that need to be mapped.
Select the checkboxes of the accounts or click and drag to select multiple accounts at the same time. The header on the Mapping column turns into a dropdown list.
Click the Mapping column header and select the group from the list. If you selected multiple accounts, your group selection will apply to all those accounts.
Either click the Edit statement tab to continue editing the statement, or save your changes now.
You can create additional groupings for your dimensions to enhance analysis in your financial statements. See Manage groups (sub-dimensions).
Edit or delete an account group
See the Edit statement page to learn how to rename, show or hide, or delete a group (item) and more.
Create a dimension group
To enhance the analysis capabilities in your financial statements, you can create additional groupings (sub-dimensions) for your dimensions using the Groups feature. You can then come back into the Manage statements screen to map accounts into those new groups.
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