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In the project menu, users can open projects and participate in the preparation of reports - if they have the necessary project permissions.

Open existing projects

By clicking the dialog "Open" in the project menu, every user can see the projects for which the that user has the permission. The rest of the projects are not shown.

To open a project, the project in the list must be selected and then loaded by clicking the "Open" button.

During the RF installation there is an optional installation step "Creation of sample projects". If the sample projects were installed, the users can find various preconfigured projects for e-balance taxonomy versions or industry modules in the project selection,  that can be adapted to the individual requirements.

Create new projects

Users who have permission to create new projects, can use the "New" entry in the Project menu to create new projects. When creating a project some preparation must be made in the configuration of the project. Therefore, please read the next section to learn about more about the project configuration.

Project configuration

The settings of the project configuration are made in several riders (or tabs) in the project configuration dialog.

By pressing the "Save" button, the settings of all tabs are secured. When "Cancel" any changes to the settings are rejected.

General

In the tab "General" general information has to be filled out. The fields with bold type are mandatory – in conclusion all the fields (exception “description”) must be filled out.

  • Name: Name of the project (will be displayed in the “Open” dialog and in an open project in the title bar of your browser)

  • Description: Description of the content of the report project
  • Company: indication of the reporting entity.From the statement of the reporting entity values are proposed for the following two fields.
  • Scheme URI: specifying an internet address for the company. If the company does not have a web address, the proposed value can be accepted. Recommendation: Just accept the default value.
  • Entity Identifier: Company ID. Technical specification for the production of XBRL filings, which is ignored by most data recipients. Recommendation: Just accept the suggested value.
  • Default currency: default currency for monetary position values in the project

Taxonomies

In the tab “Taxonomies”, one or more XBRL taxonomies (classification scheme) can be selected , to which positions shall be generated in the project.

Normally in a report project one taxonomy is used, when the project is created for the purpose of creating an XBRL filing for a particular data receiver.

Through the buttons "Add" and "Remove" , available taxonomies can be added for use or selected taxonomies can be removed.

To save a project, at least one fact collection must be created.

Fact collections

In the tab fact collections data is summarized. The organization of the fact collection is hierarchical, similar to a directory structure in a file system.

The values of the positions of a XBRL taxonomy are called facts. The term “fact” is used in different reporting tools in the ReportFactory when it comes to the generation of position values. A collection of facts is used for a user-defined subdivision of the generated project facts to the positions of a XBRL taxonomy.

The subdivision of facts can be useful to display only a certain part of the facts in the reports.

To create a collection of facts, the buttons "Add Top-Level" and “Add Child"  can be used. "Add Top-Level" creates a new collection of facts, which is not a subdivision of an existing collection of facts. "Add Child" creates a collection of facts under the currently selected collection of facts. By clicking "Remove" an existing collection of facts can be removed

Please check before removing a collection of facts, whether account balances or forms were created for this fact collection! If they exist, they must be deleted first, after that the collection of facts can be removed.

The subdivision of the facts in several collections of facts has no predetermined meaning. It is not a prerequisite for creating a XBRL filing. As a result all the facts can be created in a single collection of facts (without subdivision).

To save a project, at least one fact collection must be created.

Clients

In a report project company reports for multiple clients can be created. A XBRL filing is created for each client. Thus, from the perspective of reporting, the term “client” is an essential criterion for the selection of facts to create a XBRL filing.

The clients can be sorted hierarchically by pressing “add top-level” or “add child”.

If a client is created under a parent client, then the parent client can be choosen in the project configuration in tab “ledgers” or “forms” to create a balance list or a form exactly for this client and all clients below.

The structuring of clients may for example be used to define a subset of clients in the project account assignments for a standard chart of accounts and to create different mappings for other clients.

In order to save a project, at least one fact collection must be created.

Detail configuration for clients

By pressing the „details“ button at a selected client , a dialog opens to set the value transfer to other parts of the report .

The settings in this dialog have an impact on the extrapolation of the facts and depict a functionality that can not be modeled in XBRL taxonomies.

The following logic can be implemented by this functionality

  • Extrapolating of report part " income statement "
  • Creation of position "net income" in report part "balance " with the calculated value of "net income" item from the report part "income statement"
  • Extrapolating of the report part " Balance "

For each client and each fact collection , a different  value transfer configuration can be made. This is done by double clicking on a row of the table.


The following dialog shows the available value transfer configurations in the table and a description at the bottom.

By selecting a row in the table and pressing the " Ok " button, the configuration is changed .

Periods

Within a project, facts for all report-periods can be defined. In every project exactly one period is leading. This is the current reporting period. When creating periods it is necessary to ensure that the current period is marked as "main" -  provided with a hook in the control box. 

For a period, the following information can be edit:

Name: The name of a period is used in the column headings of reports and reporting tools. When determining a name it should be ensured that the name is formulated  neutrally, if the project settings shall be used in the next reporting periods for derived projects.

Description: Free text description of a reporting period

Duration: Possible values: annual, biennial, quarterly or user-defined. By chossing user-defined the beginning and end of the period can be set freely. Otherwise, the start date and the end date is always adjusted when changing the end date or start date.

Beginning of the period:  beginning of the reporting period

End of the period: the end of the reporting period

Main: Defining the leading period. This selection is only possible for a period in the project.

If the recipient of an XBRL filing allows only facts for certain periods, the available project periods should be configured restricted. If inadmissible periods are available for the submission, for creating a XBRL filing a filter must be set, which filters only the allowed period values (Example: For an e-balance submission only the transmission of the current marketing year and the previous year is allowed). If facts for more prior periods or year periods are avaialbe, they must be removed by a filter in the submission.

In order to save a project, at least one leading period must be configured in the project

Ledgers

To import financial information from an existing accounting software into the Report Factory, one or more account balances must be configured in a project. It is immaterial whether a ledger at a later import is filled with account balances or balances positions. It can also be defined in subsequent import operations, whether it is commercial law balances (for example, from a financial accounting software) or tax balances (for example from a tax software).

For each balance list you can import data from an operational system separatelly (independently of the other account balances). The definition of multiple account balances, for example, enables the import of data from sub-ledgers or managing account assignments for different charts of accounts.

When creating a balance list the following information must be provided.

Name: Name of Balance

Fact Collection: Allocation of balances list to a specific collection of facts (and thus also to a taxonomy!)

Client: Assignment of balances list to a client (and all its clients in the hierarchy of the client configuration). By selecting the value "<any>", a fact collection for all clients in the project is available.

Periods: Allocation of balances list to exactly one period or all periods ( "<any>"). By selecting one or any periods, the balances import is approved for one or all periods in the project.

Connected form: If the control box is provided with a hook, the calculated commercial facts of the account balances are accepted automatically as tax facts into a homonymous form. This functionality often leads to confusion. We no longer recommend using.

The selection of facts collection, clients and periods limits the area, for which account balance is allowed to be imported. 

The aggregated position values of the taxonomy positions can not be changed subsequently (= read only), unless an updated list of account balances is imported.

Forms

The forms in the ReportFactory are used for manual determination of facts for all types of report positions. In conclusion that includes not only positions with financial information, but also text positions, dates, selection values positions, etc. and positions which include data structures (for example, address information), that are composed of several individual positions.

With table forms multi dimensional reporting is possible. For this, table forms can be created with dimensional position hierarchies in rows and columns.

In the project configuration, the forms are "pre-configured". The content of the forms, so the selection of taxonomy positions, can be determined at a later date by a tool to "create / modify" the forms.

  • Name: Name of the form
  • Fact Collection: assignment of the form to a specific fact collection (and thus also to a taxonomy!)
  • Client: containment of the form for data entry to a particular client (and all its clients in the hierarchy of the client configuration). By selecting the value "<any>", a fact collection for all clients in the project is available.
  • Periods: Assignment of the form to exactly one period or all periods ("<any>"). At the later selection of the taxonomy positions for a form, the data collection may be limited to a portion of the allocated periods.
  • Unit: default currency unit
  • Type:
    • Form: Usage for one-dimensional parts of the report (for example, income statement)
    • Table: Usage for table spaces with multiple reporting dimensions

Similar to the selection of the fact collection, clients and periods, also the value range for forms can be limited. In addition, a default value for the unit of currency can be specified, so that in this currency values for monetary items are recorded in a form.

All the facts collected in a form can be changed at a later date (= write).


Clone form from other projects

By pressing the button "clone form” it opens a dialog for accepting forms from other projects. Only forms that match the used taxonomy of the current project, are displayed in the list. In addition, only forms of projects in which the user is "Project Administrator" are offered .

By selecting a form and then pressing the button "Clone form" the selected form is copied to the current project with all input fields.

Subsequently, the user can still change the name of the copied form and restrict the value range.

Permissions

This tab and its contents are only visible to the Project administrators

The access rights within a project report are managed relating to specific reporting functions:

  • Admin: The user has permissions to all functions in a project
  • CSV import: running the function in the "Ledgers" menu -> "Import chart of accounts" or "Import balance list"
  • Account assignment: running the function in the "Ledgers" menu -> "Account mappings"
  • Rebooking:  running the function in the "Ledgers" menu -> "Rebooking"
  • Edit forms: running the function in the "forms" menu -> "Modify"
  • Enter data in forms: running the function in the "forms" menu - "Enter data">
  • View reports: running the function in the "Reports" -> menu "Filter"
  • Edit Filter: running the function in the "Reports" -> "Filter"
  • Send data: running the function in the menu "Project" - "Send data"->

To give a user access rights, a project administrator has to add the user to the configuration list from left to right (by clicking “add”).

Subsequently, the project administrator can assign users individual permissions when the respective control boxes are activated.

The creator of a project is always automatically Project Administrator. The creator may establish other project administrators, if the control box "Admin" is activated for these users.

A project administrator can’t evade any rights within a project.

To revoke a project administrator rights, another project administrator of this project must remove the hook “admin”, and then save the project configuration.

Delete a Project

To delete a project it must be opened.

Project à Delete. By choosing this entry, the project will be deleted.

Changing the project configuration

To subsequently change a project configuration , the dialog for the project configuration in the "Project" menu can be set with the entry "Configure".

How to sent project data to a receiver          

Data created in a ReportFactory project can be sent directly to a data receiver.

The conditions for sending the data to a receiver are that the recipient has a submission interface for XBRL data and that an appropriate filing Addin is installed for the ReportFactory. With the ReportFactory E-Bilanz Addin the transmission to the german financial department is supported.


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