Consolidation Setup
How to add a Consolidation company to Academy Reports
The stages of adding a consolidation company to Academy Reports are
- Add the company record
- Link the subsidiary academies to the consolidation company
- Add nominal accounts, departments and funds for the consolidation company
- Map the subsidiary academies nominal, department and funds to the consolidation company.
Add the Consolidation Company
Settings > System Settings > Academies Configuration
- Click ‘Add’ and enter the name of the consolidation academy, (note that it must not be the same as any Sage company included in Academy Reports).
- From the drop-down list, select ‘Consolidation’; once selected most of the rest of the form will be greyed-out.
- Contact Dayta Designs for a Licence Key and enter it in the ‘Reports Key’ box.
- Select whether you want to show negatives with brackets on reports.
- Select whether you want to enter budgets for the consolidation company, or whether you want budgets rolled-up from the subsidiaries.
Save and Exit.
Grant access permission to the Consolidation Company
Give the relevant members of staff access rights to the consolidation company.
Settings > System Settings > Members of Staff
- Select the members of staff that require access to the consolidation company
- Click ‘Add/Edit Academy Permissions’ and select the academy from the drop-down list.
- Save and Exit
Link subsidiary academies to the consolidation company
Change academy to the new consolidation company. A new tab on the ribbon will be displayed called ‘Consolidation'. Select:
Consolidation > Consolidation Settings > Subsidiary Schools
Simply select the schools to be consolidated from the drop-down list. To close this form, click the cross in the top right corner of the form.
Add Nominal Accounts to the consolidation company
Consolidation > Consolidation Settings > Consolidation Nominal Accounts
The nominal accounts used in the consolidation company do not have to be the same as those used in the subsidiaries, in fact, the nominal accounts in the subsidiaries do not have to be the same either. You can therefore manually enter nominal account references and descriptions if desired.
However, by far the easiest way to create a list of nominal accounts is to import them from one of the subsidiaries. They can be changed, deleted or added to once imported if required. To import nominal accounts from a subsidiary, click ‘Get accounts from Sage’, select the academy you wish to use and click the ‘Continue’ button and answer the question about whether you want to delete any existing nominal accounts, or just add to any that are already in the consolidation company.
Add Departments to the consolidation company
Consolidation > Consolidation Settings > Consolidation Departments
This is almost exactly the same as Nominal Accounts. The simplest way to establish consolidation departments is to use one of the subsidiary academies as the basis for the consolidation company. However, there are likely to be more differences in departments between academies and you may wish to rationalise and summarise departments in the consolidation company as detailed departmental reporting is probably best done in the subsidiaries.
Add Funds to the consolidation company
Consolidation > Consolidation Settings > Consolidation Funds
As for nominal and departments, the simplest way to create funds for the consolidation company is to import from one of the subsidiaries. It makes sense to use the same subsidiary as that used to import nominal accounts (as the mapping to the nominal accounts will be correct).
Mapping subsidiary nominal accounts to consolidation nominal accounts
Each nominal account in each subsidiary must be mapped to a nominal account in the consolidation company. To do this select:
Consolidation > Consolidation Settings > Nominal Account Mapping
Select the first subsidiary from the drop-down list at the top of the form. All the nominal accounts from that subsidiary will be listed in the left-hand pane.
If the nominal accounts in the consolidation company are the same, or a close match, with the subsidiary, click ‘Map Automatically’. Where there is a match between the consolidation and subsidiary nominal account references, the ‘Parent Academy’ pane will be populated automatically. Manual mapping or amendments can be made if required.
Repeat for each subsidiary.
Mapping subsidiary departments to consolidation departments
Each department in each subsidiary must be mapped to a department in the consolidation company. To do this select:
Consolidation > Consolidation Settings > Department Mapping
The mechanics of this are exactly the same as for nominal accounts; either ‘Map Automatically’ or select from the drop-down list.
Repeat for each subsidiary.
Mapping subsidiary funds to consolidation funds
Each fund in each subsidiary must be mapped to a fund in the consolidation company. To do this select:
Consolidation > Consolidation Settings > Fund Mapping
The mechanics of this are exactly the same as for nominal accounts and departments; either ‘Map Automatically’ or select from the drop-down list.
Repeat for each subsidiary.
Other settings
The consolidation company is no different from other academies in many respects and the following ‘ordinary’ setup tasks must also be performed for the consolidation company. (From the Settings ribbon tab):