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DynacCommand User Guide - Dynac Tools Applications

1. 2 Click Delete then click Yes to confirm the deletion Note If you selected the wrong account or you did not intend to delete the account click Cancel and the account will not be deleted 3 To save the information do one of the following e Click Apply to continue administering other user accounts DynacCommand User Guide 30 Tasks e Click OK to close the window The deletion takes effect the next time the user attempts to run Dynac Tools That is even if the user s account is deleted the person can continue to run Dynac Tools until they close their current session Administering Chart of Accounts The Account Manager application allows you to organize the accounts from your accounting system into a structured CoA in Dynac Tools If you are not familiar with this concept refer back to Chart of Accounts on page 6 Understanding the Account Manager Interface a Dynac Entity Account Manager 0 27 0 105 3 Unmapped Accounts Chart of Accounts il sl x iei a Description Reports To e RELAG Cash Flow x Class D tment PRANTA Locked Imported From Figure 30 Account Manager window There are seven areas in the Account Manager window 1 Program identifier The information includes the name Dynac the type of company that you selected Entity or Consolidated the program name Account Manager and the version of the program 0 27 0 105 2 Window ope
2. Figure 3 Typical consolidation structure DynacConsolidator offers complete flexibility to define any consolidation strategy to suit your circumstances For example you can consolidate both entities and other consolidations as illustrated in following figure Consolidation Consolidation Consolidation Figure 4 Mixed consolidation structure You can restrict access to various entities or consolidations to certain users Figure 5 illustrates both a hierarchy based consolidation structure and a parallel user oriented consolidation structure DynacCommand User Guide 3 Note Introduction Consolidation Level Consolidation Level 1 Consolidation Level 1 Consolidation Consolidation Consolidation for for for Reporting Reporting Reporting Figure 5 Parallel consolidation structures In this structure there is an orphan consolidation level that exists for reporting purposes only Company Data Requirements Each company requires specific information The data requirements are summarized in the following table item Description unique identifier that is the identifier cannot be the same as an existing company identifier name displayed in Dynac lists of companies and in report headers company ID company name consolidated indicator for whether the company is or is not a indicator consolidated entity database information required for connecting to the Dynac connection database and the accounting
3. cccccceccecsececeeeeeeeeeseeeseeeeeeeeeeaeeeneeeesaaees 23 Opening an Existing Template 000nnnn00nnnnannnennnnnnnnnnnnnnnnnnnnnnnenennnee 23 Creating a New Template ccccccseececceeseeeeeeeeeseeeeeeeeeeeseaeeeeesaaees 23 Administering the Company Structure ccccccseeeeeeeseeeeeeseeeeeeeeeeeeeeeens 23 Creating a New Compam sesennnesennnnserrnesenrnnsnnrrensnnrnnsnrrenenrrreenne 24 Editing an Existing Company 26 Deleting an Existing Company 27 Recovering a Deleted Company ccccccecsseeceeceeeeeeeseeeeeeesaeeeeeteas 28 Administering User Accounts 29 Addng a User PC ie EE 29 Editing an Existing User ACCOUM EE 30 Deleting an Existing User Account 30 Administering Chart of Accounts ccccceccccseeeeeceeeetaeeeeeaeeeeesaeeeesaaeess 31 Understanding the Account Manager Interface naannnannnannnaannannna 31 Understanding the Operation of Account Manager 34 Starting Account Ee 34 Creating a New Chart of Accounts 35 Using a CoA Template tie 35 Using Scheduler to Import a Co 35 Adding a New Chart of Accounts em 36 Moving a Chart of ACCOUNTS jem 37 Editing a Chart of Accounts Item cccccccceseeeeeceeeeeeeseeeeeeeseeeeeeeeas oF Mapping FNC COUN EE 37 Using Entity Account Manager 38 Using Consolidated Account Manager 39 DynacCommand User Guide i Unmapping an Account 40 Deleting a Chart of ACCOUNTS Item ceccccceeeecee
4. PRE PAIDS DI 1 1 4 CDN INVENTORY ep 1 1 4 INVENTORY je pl 1 1 5 CDN NET FIXED ASSETS Di 1 1 5 NET FIXED ASSETS Di 1 2 CDN LONG TERM ASSETS DI 1 2 LONG TERM ASSETS H2 CDN LIABILITIES H2 LIABILITIES H3 CDN EQUITIES H3 EQUITIES H4 CDN REVENUES H4 REVENUES 3 H5 CDN EXPENSES H5 EXPENSES af H1 US ASSETS H2 US LIABILITIES H3 US EQUITIES v x x Description Current Account pos a Repetto m pe SS E RELAQ A Department WE P Locked 0 F Style 3 x Imported From CDN Figure 14 Mapping consolidation accounts at the detail level In this example one cash account 1000 CDN from the Canadian company is mapped to the CoA and one cash account 1005 CDN is not mapped Note that Account Manager automatically appends the company ID to all the entity account IDs so that you can easily determine the source of each If the account is consolidated at higher levels the identifier is extended accordingly For example if this consolidated company with company ID CONS is consolidated into another company its account IDs will be appended with CDN CONS As it is illustrated in Figure 14 the mapping process is incomplete To ensure that the consolidated company will balance the remaining cash account from the Canadian company 1005 CDN must be mapped to the Chart of Accounts pane Therefore if you want the details in the
5. NET FIXED ASSETS Di 1 2 LONG TERM ASSETS LIABILITIES EQUITIES REVENUES EXPENSES CASH ol Cash Flow CFO033 A Class P Locked 0 beo B Imported From CDN Figure 15 Mapping consolidation accounts at the summary level Note When you map a summary account Account Manager reminds you that any child accounts will be unmapped Contirm Figure 16 Mapping reminder By mapping this summary account all its already mapped descendants accounts will be unmapped Proceed When an account is unmapped it is not lost its data still resides in the database However its data is no longer reported individually it is reported for the account that it is part of For the example in Figure 15 after the 1 1 1 CDN summary account has been mapped to the Chart of Accounts pane you cannot see its child accounts 1000 CDN and 1005 CDN However the values that you see for 1 1 1 CDN in DynacBudget are the total or consolidated values from the two child accounts To restore the child accounts 1 Unmap the parent account for example 1 1 1 CDN in the Chart of Accounts pane 2 Save the CoA 3 Load the CoA The child accounts will now be visible in the Unmapped Accounts pane DynacCommand User Guide 16 S B Dynac Consolidated Account Manager ERT H1 CDN D ASSETS I DI 1 1 CDN CURRENT ASSETS Ep 1 1 1 CDN CASH 4 1000 CDN
6. Current Account m 1005 CDN Petty Cash zs 1 1 2 CDN ACLCUUR H ABLE DI 1 1 3 CDN PRE PAIDS Di 1 1 4 CDN INVENTORY DI 1 1 5 CDN NET FIXED ASSETS Ep 1 2 CDN LONG TERM ASSETS 4 H2 CDN LIABILITIES H3 CDN EQUITIES H4 CDN REVENUES 4 H5 CDN EXPENSES 1 US ASSETS 2 US LIABILITIES P SE L Figure 17 Child accounts revealed Scheduler The Scheduler facilitates repetitive data manipulation actions After defining an action you can either automate its execution or you can run it on demand that is immediately Introduction Chart of Accounts AIX sl le a ai ES St Description Reports To RELAQ Department Style FR DON A 1 3 PRE PAIDS 1 1 3 1 1 4 INVENTORY 1 1 5 NET FIXED ASSETS EQUITIES REVENUES EXPENSES SS gt Imported From Cash Flow v Class Locked An eventis a single action Individual actions can be grouped into a set of events The grouping serves two purposes organization You can label the group as a reminder of when you should perform the task for example Monthly Weekly Daily efficiency You can run the set of events rather than running each event individually Also by appropriately organizing the events within a group the grouping serves as a reminder about the order that you need to run the events Typically an event can
7. Users WINdOW nnnnnnnnennnnsnnnserensnrrnrrrnnnrrrrnnrrnnrrrnrrrrsnrrrnrrrennnee 29 Figure 30 Account Manager window 31 Figure 31 Account Manager exit warning cccssceecseeeeeeeeseeeeeseeeesaeeeeaes 34 Figure 32 Sample Consolidation event 36 Figure 33 Mapping procecdure 38 Figure 34 Unmapped accounts warning message s enssenneeenneseneeeenne 39 Figure 35 Mapping remmnder 40 Figure 36 Scheduler WiINGOW c ccecccccceeeceeceeseeeeseeeeeeeseeeeeeeseeeeeesaaaeees 41 Figure 37 Scheduler Operation buttons 42 Figure 38 Scheduled event indicator nnnn0annnoeannnnennnnnnnnnnnnnnnennnnnnnnennee 48 Figure 39 DynacUpdater Updating WINdOW soannsnnnnnnnnnnnnnnnsnnnnnnnnsnnneennne 49 Figure 40 DynacUpdater Completed Window ssssssssssessrnnressrnrrresrrrenne 50 Figure 41 Help Options cccccsecccssecenseeeeeeeeceeeeeseueeseusesseesseeeesseeesaneeeses 50 DynacCommand User Guide iti Introduction Summary DynacCommand is the control centre for the Dynac Tools suite offering planning budgeting forecasting and financial reporting capabilities For more information about the suite refer to DynacTools Overview DYNAC TOOLS d s For Accounts e SKU alle GL APPLICATION TS Dynac Dynac g Complete Multi entity ET Jee Consolidation N s Cumulative Translation Adjustments S ET2 emam ee gt form K e Eliminatio
8. as illustrated in following figure COA1 coa TOTAL ASSETS H2 LIABILITIES SH 2 TOTAL LIABILITIES HS EQUITIES SH 3 TOTAL EQUITIES E H4 REVENUES GG PRE PAIDS SH 4 TOTAL REVENUES a INVENTORY L4 H5 EXPENSES a MET FIXED ASSETS 5 TOTAL EXPENSES ASSETS AT COST CH NIBT NET INCOME LOSS BEFORE TAXES GH GN PFT PROVISON FOR TAXES 1 2 LONG TERM ASSETS f NI NET INCOME LOSS H2 LIABILITIES Ey GN 2 1 CURRENT LIABILITIES 2 1 2 BANK INDEBTEDNESS 2 1 3 ACCOUNTS PAYABLE 2 1 4 OTHER CURRENT LIABILITIES 2 2 LONG TERM LIABILITIES O H3 EQUITIES 3 TOTAL EQUITIES NETINC HET INCOME TD Ly H4 REVENUES fl 4 TOTAL REVENUES O HS EAPENSES SH 5 TOTAL EXPENSES 5 1 COST OF GOODS SOLD 5 2 SALES GENERAL amp ADMINISTRATION HIET NET INCOME L055 BEFORE TAXES ANIBT ACCUM NET INCOME LOSS BEFORE TAXES GH TAX PROVISON FOR TAXES GL CH PFT PROVISON FOR TAXES CALC CH APFT ACCUM PROVISION FOR TAXES CH MI NET INCOME LOSS fl 1 TOTAL ASSETS Figure 7 Sample Charts of Accounts The sample files are named COA1 coa and COA2 coa and they are located in the C DynacTools Templates folder The files are text files that can be opened using Windows Notepad You can use the sample files DynacCommand User Guide 7 Introduction as a Start
9. consolidated company you must keep the details for all the other accounts within the same summary level Or you can change the CoA structure in the entity to separate those accounts for which you need to carry the detail from other accounts for which you do not need to carry the detail You can eliminate the detail and map a summary account to the consolidated company For example the summary account 1 1 1 CDN can be mapped Although the account is a branch in the source entity it becomes a leaf in the consolidated company as illustrated in the following figure DynacCommand User Guide 15 a Dynac Consolidated Account Manager 0 27 0 105 Unmapped Accounts SET 3 H1 CDN ASSETS a LDA I ep 1 1 CDN CURRENT ASSETS sl TT ZUR ACCOUN i VABLE jel 1 1 3 CDN PRE PAIDS fp 1 1 4 CDN INVENTORY Di 1 1 5 CDN NET FIXED ASSETS ca 1 2 CDN LONG TERM ASSETS O H2 CDN LIABILITIES O H3 CDN EQUITIES O H4 CDN REVENUES O H5 CDN EXPENSES OG H1 US ASSETS O H2 US LIABILITIES O H3 US EQUITIES SFEER DD D D 27 gt gt Ol fm GA ND xj eg Description Reports To RELAQ Department Style Introduction aax Chart of Accounts ASSETS I CURRENT ASSETS Een PACET UR zi 1 1 3 PRE PAIDS Di 1 1 4 INVENTORY fp 1 1 5
10. Cash Flow Department Daa p Locked E Style x Imported From Figure 13 Entity accounts after mapping To use the tree limb branch analogy mentioned previously the Unmapped Accounts pane displays only leaves whereas the Chart of Accounts pane displays the leaves hanging on a tree Consolidated Company The consolidation feature is available only if you purchased the DynacConsolidator module For a consolidated company the mapping concept is that each account in the Dynac source companies must be linked to a Summary account in the Dynac target consolidation company Every account must be linked otherwise the consolidated company s DynacBuadget cannot be assured of balancing However unlike entity mapping the source accounts have a structure Therefore when you consolidate accounts you can choose the level of detail that you want to display for the consolidated company s various accounts There are two approaches e You can maintain the details of the posting accounts as illustrated in the following figure DynacCommand User Guide 14 Note Introduction e Dynac Consolidated Account Manager Jeg CD ie E Unmapped Accounts Chart of Accounts alala ai el EI D ale sel l l amp l E 4 H1 CDN ASSETS OG H1 ASSETS Ces LDA TA A LLA EEN Kansas ie p 1 Z2 LDN P UU D is p SiE eg A UUR pl 1 1 3 CDN PRE PAIDS Ep 1 1 3
11. Company Database Templates Database Name UD Cancel Back Figure 25 Company Wizard window displaying Database tab 6 Click the browse button to locate the appropriate SQL Server database that was created for the new company then enter the necessary information to connect to the database Note lf you are prompted to create a new database choose No This version of Dynac Tools supports only SQL Server databases that have been created beforehand 7 Click Next to display the Templates tab DynacCommand User Guide 25 Tasks Company Wizard oes Company Database Templates Templates Folder IN Figure 26 Company Wizard window displaying Templates tab 8 Inthe Templates Folder field click the browse button to locate the company folder or to create an appropriate company folder then add the name for the company s subfolder Tip Dynac recommends using the company ID as the subfolder name for example CAD1 USD1 USDc CADc or ALLc 9 Click Finish 10 Close the Companies window Note lf you create a new company when there are existing user accounts remember to update their access rights accordingly Administrator accounts are automatically updated Editing an Existing Company To edit the information for an existing company 1 Inthe list of companies on the left side of the window choose one by clicking on its ID Its information is displayed in the Properti
12. D L from CAD to CAD F Import D L from CAD2 to CADc 4 Import D L from CAD3 to CADc Figure 32 Sample consolidation event For the procedures on creating scheduled events refer to Creating a Set of Events on page 44 Adding a New Chart of Accounts Item The application enforces certain rules for organizing the CoA If you are not familiar with the rules refer to CoA Organization Principles on page 12 To add a new CoA item 1 Inthe Chart of Accounts pane select the appropriate Header or Summary level that the new account will report to that is the parent of the new account 2 On the Chart of Accounts button bar click Add New Item then select the appropriate item Header Summary or CTA 3 Inthe ID field in the dialog box enter the account identifier then click OK If you are not adding a Header level proceed to Step 5 4 In the RELAQ drop down list of the Input dialog box select the appropriate classification code then click OK 5 If necessary move the new account appropriately in the Chart of Accounts hierarchy See Moving a Chart of Account on page 37 DynacCommand User Guide 36 Tasks To complete the information for the new account proceed to Editing a Chart of Accounts Item on page 37 Moving a Chart of Accounts Item Note The application enforces certain rules for organizing the CoA If you are not familiar with the rules refer to CoA Organization Principles on page 12 To move a CoA
13. Description for example HEADER level SUMMARY level CTA account The ID can be any string of characters and digits However every ID must be unique it cannot be the same as any other ID even if they are different types of accounts A Header ID can include spaces Summary and CTA IDs cannot include spaces However all IDs can include decimal dash and underscore _ characters DynacCommand User Guide 9 Introduction Tip Avoid using IDs that Excel can interpret as a decimal number ending in zero for example 1000 10 or a date for example 1000 10 5 because DynacBudget then needs to run iin Precise Mode which reduces calculation performance Additionally each account is identified by other parameters as illustrated in the following figure Chart of Accounts o Ble al x a ld alel al e 1010 Account Receivable fl 1 1 3 PRE PAIDS 1 1 4 INVENTORY e3 1030 Inventory fl 1 1 5 NET FIXED ASSETS H2 LIABILITIES i ES Sch Description Petty Cash Reports To 1 1 1 Cash Flow CFO033 Ee 2 Ge P 7 l Locked T Style Imported From DYNTE Figure 10 Chart of Accounts parameters The parameters are explained in the following table Parameter Description User Editable Note Reports To Header or Summary No However itcanbe 1 level that the account changed by moving the is included in a
14. User Guide 27 Tasks To delete the information for an existing company 1 Inthe list of companies on the left side choose one by clicking on its ID Sr Companies Bix Ci New Sp Edt X Delte Properties LS Company 1 Database SD1 Templates Folder CDynacToolsiGompaniesiisb Consolidated Figure 28 Companies window with a company selected Warning Review the information in the Properties tab to be certain that you selected the correct company 2 Onthe main menu click Delete then click Yes to confirm the deletion 3 Close the Companies window Note The company information is only deleted from the DynacCommand menu Its information is retained in the Dynac Company database The application does not delete the company templates and the application does not delete the company information from the SQL Server database Recovering a Deleted Company When you delete a company DynacCommand only removes it from the display window all company information remains in both its templates and its SQL Server database Therefore you can easily restore the information provided that a The company templates have not been deleted The company spreadsheet files are still located in the folder C DynacTools Companies AAAA where AAAA is the ID of the deleted company b The company database has not been deleted from SQL Server If you have only deleted the company from DynacCommand y
15. a company s templates are located in the folder C DynacTools Companies AAAA where AAAA is a name that you specify when you create a new company Dynac recommends that you use the company ID For example if you create a company with the ID ALLc you could use the same identifier for its templates folder C DynacTools Companies ALLc If you prefer a more descriptive folder name use the company name for example ALL_consolidated User Accounts Security and confidentiality are always important considerations for your financial data In fact they are legal requirements Therefore DynacCommand provides you with the means of controlling who can perform certain tasks and who can see the various entities and consolidations There are two groups of users e Administrator e User A user account with Administrator privileges is allowed to perform any task in Dynac Tools There can be multiple Administrator accounts A User account has these restrictions e Cannot manage the company information such as creating or deleting companies e Cannot manage user accounts e Cannot update the Dynac Jools software An Administrator defines which companies each User can access Your Dynac Tools installation includes one Administrator account The default username is admin and there is no password DynacCommand User Guide 5 Introduction Note Add a password immediately to the default Administrator account Refer to Editing an Existing Us
16. account because of its single sheet shape and the presence of a number sign symbol of class D because of its red corner that is on the prime tree because of the blue colour of its number sign symbol Understanding the Operation of Account Manager The Account Manager application maintains its information in the Dynac SQL Server database However the application does not store the information in the database until you authorize it to do so with a save command Although the information will appear to change on the screen when you perform some operation those changes are not immediately made in the database This principle is important because it allows you to prevent mistakes from being stored in the database However it also means that you must ensure that correct actions are saved to the database e You can instruct Account Manager to save your changes using the Save Chart of Accounts button on the main menu e On exit Account Manager asks you whether or not you want to save your changes Warning H Do you want bo save the changes vou made Figure 31 Account Manager exit warning Tip Save your changes frequently Starting Account Manager To start Account Manager 1 On the DynacCommand main menu choose Tools gt Account Manager to display the Select dialog box 2 Inthe Select the company drop down list select a company name Depending on the company you select DynacCommand launches diffe
17. events If you run a set of events the child events are run in the order in which they are listed below the parent event For example for the events illustrated in Figure 11 if you run the Top Level Consolidation set of events it will first import the D L data from USDc to ALLc then it will import the D L data from CADc to ALLc While the events are running the results are written to a log file C DynacTools Events log If the log file does not already exist it is created If the log file already exists the new results are appended to the end of the previous results Therefore to view the latest results scroll down to the bottom of the file To ensure that the log file does not grow to an unmageable size you should develop a procedure to either delete the file or rename it to maintain the complete log history For example at the end of each month you could rename the file from Events 1log to EventsYYYYMM log DynacCommand User Guide 19 Introduction DynacCommand User Interface During the Dynac Tools installation procedure you can add a DynacCommand shortcut on your desktop gt Dynac Command Figure 19 DynacCommand desktop icon To start DynacCommand double click the shortcut to display the Dynac Command window DynacCommand Window The DynacCommand window has four areas e main menu e list of companies e window operation buttons e list of company templates maximize and main menu close bu
18. from CAD to CAD Import DL from USOT to USD Import DL from USD to USDe Import OL from UD to USD Import OL from ADT to CAD Import D L from CAD to ADC Import D L from CAD 3 to CAD op Level Consolidation Import Co from USDe to 4ALLe Import Cos from ADe to ALLe Import D L from US De to Alle Import OL from CADc to ALL Tasks The software update process involves copying new files to replace the ones installed on your computer Warning The update process requires an FTP Internet connection between your computer and the Dynac web site If your computer is protected by a firewall the firewall may generate a warning or even block the file transfer Before starting the update ensure that the computer running the Dynac Updater wizard has closed all incidences of Excel and Dynac Account Manager Otherwise the update process will not complete properly To update your Dynac Tools software 1 On the DynacCommand main menu choose Tools gt Update to run the DynacUpdater wizard DynacCommand User Guide 48 Tasks Note The DynacCommand application closes automatically It cannot remain active because It may require updating 2 Review the information on the Welcome window then click Next to continue to the Authentication window Note The wizard is pre configured with a unique FTP user name for your implementation Do not change the default 3 In the FTP Password field type the password for your imp
19. perform one of these tasks Import chart of accounts CoA from an entity Import display ledger D L data from an entity Import general ledger G L data from your accounting system Transfer high level budget HLB data to an entity Auto mapping where account mapping structure is clearly defined Note Other types of events can be developed by Dynac Contact Dynac Professional Services to discuss your requirements DynacCommand User Guide 17 Introduction Information can be transferred between an entity ET a consolidated company HQ and your accounting system Each event transfers information from a source to a target Event Source Target Import COA from entity ET HQ Import DL from entity ET HQ accounting Import GL from accounting system system ET Transfer HLB data to entity HQ ET When data is combined from multiple entities to a consolidated company you should always create two events for each entity and execute them in this order 1 Import COA from entity 2 Import DL from entity It is important that both CoA and D L data is always imported to ensure that there have not been new accounts created in the entity that require mapping Otherwise the D L data import for any new accounts in the entity that do not exist in the consolidated company will not be displayed Note You must create at least one set of events before you can create an event That is in database terminology a set of events is a par
20. 2 Yes Normal Header Arial 10 Yes 123 456 789 Account Arial 10 No 123 456 789 2 3 Account Aral 10 No mamm 4 SecionHeader Aiai 20 Yes 123 456 789 5 6 7 0 DynacChild Arial 10 No 123 456 789 0 00 DynacChild Arial 10 No 123 456 789 12 Elimination Arial 10 No 123 456 789 DynacCommand User Guide 53
21. 52 The Class codes are e H Header level e D Summary level e P Posting account e D Dynac specific account The Locked codes are e L Locked that is the account value for Opening cannot be updated e O Open that is the account value for Opening can be updated Typically the locking feature is used annually when you are preparing new Fiscal Year DynacBudget templates When a Fiscal Year is rolled forward to a new year you can edit then lock the Current and Retained DynacCommand User Guide 11 Warning Introduction Earnings accounts until the final G L values are available in the accounting system The Imported From field indicates the source of the data For posting accounts the field displays DYNTB Dynac Trial Balance For consolidated companies the field displays the appropriate company ID A blank field indicates that the account is unique to the Dynac CoA that is it was not mapped from a source CoA Organization Principles When you create the Dynac CoA these rules are enforced Header levels must report to the main company level In the Chart of Accounts pane the uppermost level is illustrated with the icon and is identified by its company ID CTA accounts must report to a Summary level As a minimum the CoA hierarchy must contain five Header levels e Assets A e Liabilities L e Equities Q e Revenues R e Expenses E If you add additional Header levels for stati
22. A account somewhere in the Chart of Accounts DynacCommand User Guide 8 Introduction Posting accounts are mapped from your accounting system to a Summary level Posting accounts cannot be mapped to Header levels CoA RELAQ Classification During the mapping process between your accounting system and the Dynac CoA each item is appropriately classified as an expense a revenue an asset a liability or an expense as illustrated in the following figure DEBIT CREDIT INCOME FE R STATEMENT S evenue BALANCE I Q OR iabili i SHEET i Ka iability uity Figure 9 RELAQ classification system Dynac refers to this classification as DEL ACHT simply because this combination of letters can be pronounced easily Therefore you may hear Dynac Support talk about RELAQing the data You create a Chart of Accounts in Dynac Tools by mapping each posting account from your accounting system and identifying its reporting hierarchy with its RELAQ classification When mapping posting accounts you are allowed to flip them within the Income Statement or Balance Sheet for example between Expense and Revenue and vice versa However you are not allowed to map accounts from the Income Statement to the Balance Sheet or vice versa CoA Parameters The reporting levels are defined by parameters The two primary parameters are an identifier and description e ID for example 2 2 1 2 1 1 2 1_a e
23. Create a new event within a set of events Rename Change the name of an event or a set of events Delete Delete an event or a set of events VOVE P Change the order of an event in a set of events Move Down Validate Test the operation of an event or a set of events Run Now Run an event or a set of events immediately Understanding the Operation of Scheduler The Scheduler application maintains its information in the Dynac database DynacCommand mdb However the application does not store the information in the database until you authorize it to do so with a save command Although the information will appear to change on the screen when you perform some operation those changes are not immediately made in the database This principle is important because it allows you to prevent mistakes from being stored in the database However it also means that you must ensure that correct actions are saved to the database The Scheduled Events window displays three buttons that control when data is stored in the database D Scheduled Events ee ee ee NR g Import GL data from Accounting to USD1 ii ze S 3 ZS Import GL data from Accounting to USD2 Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat F Import GL data from Accounting to USD 12345 6 7 e e 7 i i a a use 7 S t GL data from A ting to CAD See 8 9 10 11 12 13 14 12 13 14 15 16 17 18 10 11 12 13 14 15 16 F inp Eet dasbuech ein CAD3 1S A6
24. E Dynac DynacCommand User Guide Version 1 0 May 1 2009 See The future DynacCommand User Guide Copyright 2003 by Dynac Inc All rights reserved No part of this publication may be reproduced or used in any form without the express written permission of Dynac Inc 28 Sutherland Walk Kitchener ON N2R1G5 phone 519 571 3254 fax 519 745 6856 website www DynacTools ca e mail info DynacTools ca Dynac is a registered trademark of Dynac Inc Excel is a registered trademark of Microsoft Corporation Access is a registered trademark of Microsoft Corporation Microsoft Office is a registered trademark of Microsoft Corporation Information in this document is subject to change without notice Table of Contents EIST OF ale iii MOGUC d e WE 1 SHEI senascccscesscavenietensatsteabestecsdecesdavsaccosesdeastacedaswosessdsascidssecoedSasetsxeeedaeen 1 FSS egene Eegen 1 ele 2 OTN al 2 Company SU CMS E 2 Company Data Heouremente 4 Eet 5 Chart OC CO E 6 EE 6 KEREN 9 Oe EE 9 CoA Organization Principles ccccccceecceeceeeeeeseeeseeseaeeeees 12 CoA Mapping Principles ooaannnnaannnoennnnnennnnnnnnnnnnnnnnnnnnnnnenne 13 SG COUNT rs E EERE 17 DynacCommand User Jntertace 20 DynacCommand Wumdow 20 DynacCommand Run Option cceccceeeeeeeeeeseeeeeeeseeeeeeeees 21 EC 22 R nning VNC gn Te DEE 22 Starting Dvnactommand 22 Stopping DYNACGOMIMANG E 22 Managing Template Files
25. VENTORY f 1200 Long Term Inestments a 1 1 5 NET FIXED ASSETS Ep 1 1 5 1 ASSETS AT COST Di 1 1 5 2 ACCUM DEPRECIATION jp 1 2 LONG TERM ASSETS H2 LIABILITIES H3 EQUITIES H4 REVENUES H5 EXPENSES E EI AccountReceivable Description jcroooe ees Cash Flow E Department Be Locked E Style gt Imported From Figure 33 Mapping procedure DynacCommand User Guide 38 Tasks Note You can map a block of accounts by using the Shift key Click the first account then press and hold the Shift key then click another account to highlight multiple sequential accounts You can also Ctrl click on non sequential accounts and move them as a block To ensure that you have mapped all the posting accounts do one of the following in the Unmapped Accounts pane e Click Expand All No accounts should be displayed e Select the uppermost level icon that is the company ID then click Find Next Unmapped Account Account Manager should report No more accounts to be mapped Otherwise it will highlight the first unmapped account Also if there are unmapped accounts Account Manager displays a warning message when you exit the application Warning There are still unmapped accounts Continue editing Figure 34 Unmapped accounts warning message e Click Yes to continue in the application e Click No to exit the application Using Consolidated Account Mana
26. W EI 20 2 TS 2A SE sae GH 255 Le TG T3 2A ett Bee a e Mid PSE Eer ES 22 23 24 25 26 27 28 26 27 28 29 en 24 25 26 27 28 29 30 I I 29 z0 SJ 31 Import DL data from USD to USDe F Import DL data from USD2 to USDe Run on faa D SSES Import DL data from CAD1 to CADe ame Import DL data from CAD2 to CADc F Import DL data from CAD3 to CADc CH Top Level Consolidation F Import DL data from USDc to ALLe Z Import DL data from CADc to ALLe OK Cancel Apply Ready Figure 37 Scheduler operation buttons DynacCommand User Guide 42 Tasks The operation of each button is described in the following table Button Operation OK Exits the application and commits any pending user changes Cancel Exits the application and rolls back any pending user changes Apply Commits any pending user changes Note If you exit the application by using the window s Close button Scheduler displays a dialog box asking you if you want to save any changes that you have made Clicking Yes is the same as using the OK button clicking No is the same as using the Cancel button The operations are best illustrated using simple examples simulating how you could edit the names of the three sets of events illustrated in Figure 28 To change the three names you must perform three tasks Each example explains the result depending on how you use the Scheduler operation buttons Note In all examples the name will change in the events pane t
27. a set of events 1 In the events pane right click then choose New gt Set of Events to display the New Events Set dialog box 2 Inthe Event Set field type a description for the group then click OK Creating an Event Note You must create a Set of Events before you can create an Event To create an event 1 In the events pane right click on an existing set of events then choose New gt Event to display the New Event dialog box 2 Inthe Type of action drop down list box select an action then click OK The new event is added to the end of the selected set of events By default the event has a generic description To assign it an informative description rename it by following the procedure described in section Renaming an Event or a Set of Events on page Ap Before you can run the event you must define its specific characteristics Proceed to the next section Editing the Event Parameters Editing the Event Parameters The event parameters depend on the type of event There are three types of events e Import COA from Entity e Import DL from Entity DynacCommand User Guide 44 Tip Tasks e Import GL from accounting system In the Schedule Events window the events detail pane contains three columns Name Data and ID You may need to use the scroll bar to view the ID column You can change the width of the columns to fit within the pane Note Import CoA or DL from Entity These operations tran
28. an also be both multiple Dynac entities and multiple Dynac consolidated companies as illustrated in Figure 4 CoA Structure In most accounting systems each posting account is independent Some accounting systems include a reporting structure and in Dynac Jools you can either maintain that structure or reorganize it Using Dynac Tools Account Manager you can organize and structure posting accounts To use a physical analogy your accounting system shows you only a pile of leaves posting accounts the Dynac CoA displays a tree limb branch leaf indented reporting structure as illustrated in following figure DynacCommand User Guide 6 Introduction B Dynac Entity Account Manager 0 27 0 105 DC ie Unmapped Accounts Chart of Accounts del ole SA el sl xia l iaiail a G H1 ASSETS G H2 LIABILITIES O H3 EQUITIES ej 3 TOTAL EQUITIES An accounting system 3000 Capital Stock leaf not yet mapped en 2001 Dividends into the tree CoA EJ NETINC NET INCOME YTD OG HO Statistical Accounts The potential G H4 REVENUES O H5 The tree hierarchy defined in DynacTools placement of the EXPENSES leaf on the tree Description Reports To sl RELAG Cash Flow Department Clask P j Locked Style E Imported From Figure 6 Mapping posting accounts to a Dynac CoA Dynac provides two sample Chart of Accounts template files
29. ane then click Unmap The account is moved from the Chart of Accounts pane to the top of the Unmapped Accounts pane If you want to see the unmapped accounts listed in the way they were organized originally refer to Note 7 on page 32 Deleting a Chart of Accounts Item To delete an account 1 Inthe Chart of Accounts pane select one or more accounts Note Use the Shift click feature to select multiple accounts On the Chart of Accounts button bar click Delete In the Confirm dialog box click Yes to delete one account or Yes to All for multiple accounts 4 Ifthe account has child accounts in the Confirm dialog box click Yes to delete the children on one account or Yes to All to delete the children on multiple accounts Note Child posting accounts are unmapped and displayed in the Unmapped Accounts pane In a consolidated company summary accounts are not deleted if they are Imported From a component entity or consolidated company Instead of being deleted they are unmapped and displayed in the Unmapped Accounts pane DynacCommand User Guide 40 Tasks Scheduling Events The Scheduler application allows you to automate events If you are not familiar with the concept of scheduled events refer to Scheduler on page 17 Understanding the Scheduler Interface The Scheduled Events window has six areas e calendar pane e events pane e event details pane e schedule bar e status bar e progress bar
30. ations e Dynac Entity Account Manager for mapping posting accounts to a Dynac entity e Dynac Consolidated Account Manager for mapping entity and consolidated company accounts to a higher level consolidated company Entity For an entity the mapping concept is that each posting account in your accounting system must be linked to a Summary account CoA in the Dynac entity Every posting account must be linked otherwise the entity s DynacBudget cannot be assured of balancing In Account Manager the mapping process is illustrated visually using two panes Unmapped Accounts the source and Chart of Accounts the target Before you start the mapping process all the posting accounts are displayed in the Unmapped Accounts pane as illustrated in the following figure B Dynac Entity Account Manager BAX ol le Unmapped Accounts Chart of Accounts Se S DI l sl viel IIe S zl e Current Account Petty Cash Account Receivable DI 1 1 CURRENT ASSETS Prepaids ep 1 1 1 CASH Inventory zi 1 1 2 ACCOUNTS RECEIVABLE Capital Equipment zi 1 1 3 PRE PAIDS 4ccum Depreciation Capital Equip zi 1 1 4 INVENTORY Long Term Inestments ep 1 1 5 NET FIXED ASSETS Bank Loan Ep 1 1 5 1 ASSETS AT COST Accounts Payable jp 1 1 5 2 ACCUM DEPRECIATION Source Deductions Payable Di 1 2 LONG TERM ASSETS GST Payable 4 H2 LIABILITIES Incom
31. cation enforces certain rules for organizing the CoA If you are not familiar with these rules refer to CoA Organization Principles on page 12 Using Entity Account Manager The posting accounts that originate in your accounting system do not have an organized structure Therefore only individual accounts are mapped to the Dynac CoA To map or link a posting account to a CoA item 1 Highlight an account in the Unmapped Accounts pane and drag it to the Chart of Accounts pane 6 Position the cursor on the appropriate Summary level then release the mouse button If it was not placed correctly move it to its proper location See Moving a Chart of Accounts Item on page 37 Note As illustrated in the following figure the cursor changes shape from 2 to when it passes over a valid location If you accidentally release the mouse button over an invalid location the account returns to the Unmapped Accounts pane Dynac Entity Account Manager 0 27 0 105 Jeg D 2 E Unmapped Accounts Chart of Accounts a la x l Jalail a Current Account 5 H1 ASSETS E 1005 Petty Cash je 1 TOTAL ASSETS 7 1010 Account Receivable ey 1 1 CURRENT ASSETS eebe eege eeieieg 1020 Prepaids Ep 1 1 1 CASH e 1030 Inventory zi 1 1 2 ACCOUNTS RE e 1100 Capital Equipment jp 1 1 3 PRE PAIDS e 1110 Accum Depreciation Capital Equip zi 1 1 4 IN
32. ccount to a different parent RELAQ RELAQ classification No itis assigned when 2 the account is created However it can be changed by moving the account to a different parent DynacCommand User Guide 10 Parameter Department Style Cash Flow Class Locked Imported From Notes 1 Description Department ID Display style in DynacBudget Cash flow account code Type of account Indicates if the account is locked and cannot be updated Data source User Editable No It is assigned in DynacForecast for Accounts Yes Yes No It is assigned automatically based on the type of account No But it can be changed within DynacBuaget No It is assigned automatically based on account source Introduction Note 3 The Reports To field is not applicable to Header accounts and the first level of Summary accounts because their reporting parent is implied by their position in the CoA hierarchy For other accounts the value is assigned automatically based on the position of the account in the CoA hierarchy The RELAQ code is inherited from its parent when the account is created or mapped If you create a new Header level manually you are prompted for its RELAQ code For a list of Style codes refer to Default Styles on page 53 The Department code is used only by DynacForecast for Accounts For a list of Cash Flow accounts refer to Default Cash Flow Accounts on page
33. ceceeeeceeeaeeeeeeceeeeeeeseeueeeeseaeeeeseaeeeeeeeas 8 Figure 9 RELAQ classification system 9 Figure 10 Chart of Accounts D arameterg 10 Figure 11 Invalid arrangement of Header levels n nnennneennnnnnnnenenernnnenne 12 Figure 12 Entity accounts before mapping s sssssssssrrserrreernrrsrrererrrrsreee 13 Figure 13 Entity accounts after Mapping sesnosnnosnnosnnnnnrnenrernrnrnrernreennne 14 Figure 14 Mapping consolidation accounts at the detail level 15 Figure 15 Mapping consolidation accounts at the summary level 16 Figure 16 Mapping rermmder 16 Figure 17 Child accounts revealed ccccccceeeeeceeeeseeeeeeeeeeeeeseeeeesaeeesaaes 17 Figure 18 Sample events 19 Figure 19 DynacCommand desktop con 20 Figure 20 DynaCCommMand wimdow 20 Figure 21 DynacCommand window with company templates 000 21 Figure 22 DynacCommand customized RUN men 21 Figure 23 COMPANIES WINdOW sccccccceeeceeeceeeeeeceeeeeeeeeeeeeeeseaeeeesaaaeeess 24 Figure 24 Company Wizard window displaying Company tab 25 Figure 25 Company Wizard window displaying Database tab 25 Figure 26 Company Wizard window displaying Templates tab 26 Figure 27 Companies window for an existing Company es 27 Figure 28 Companies window with a company seleched 28 Figure 29
34. ceeeeeeeseeeeeeseeeeeeeens 40 1S ING En EE 41 Understanding the Scheduler Interface aannoonnnnannnnannnnnnnnnnnnnnna 41 Understanding the Operation of Gcheduler 42 Creating a Set Of Events 44 Creating an Event E 44 Editing the Event Harameierg 44 Import CoA or DL from R E 45 Import GL from Accounting System ccceeesseeeeeeeeeeeeeees 45 Renaming an Event or a Set of Events 46 Deleting an Event or a Set of Events 46 Reorganizing the Order of a Set of Events 46 Validating an Event or a Set of Events cccccceccceseeeeeeeeaeeeeeeeaeees 46 Running an Event or a Set of Events On Demand 47 Scheduling a Set of Events to Run Automatically 0 0000anna0aaanaan 47 Updating DynacTools Software o annnneannneeennnnennnnnennnennnnnnnnnnrnnsnrreennne 48 OD CIA el 50 KE e 52 nn OP PAC COUN EE 52 Default Cash Flow ACCOUINS eeh eege 52 Default Styles 2 cccccccccceccseseeeeceeseeeeseeeeseeseeeeeessaaeeeessaaeeeesseaeeeeeas 53 DynacCommand User Guide ii List of Figures Figure 1 DynacTools application modules 1 Figure 2 Basic entity structure 2 Figure 3 Typical consolidation structure 3 Figure A Mixed consolidation structure 3 Figure 5 Parallel consolidation eiructiures 4 Figure 6 Mapping posting accounts to a Dynac COA ccccceseeeeeeeeeeeeeeees 7 Figure 7 Sample Charts of Accounts 7 Figure 8 Dynac COA structure ccc ceccc
35. d Database Templates Folder Consolidated Figure 23 Companies window Creating a New Company Note Before creating a new company in the DynacCommand database ensure that a SQL Server database has been created for the new company Contact either Dynac Support or your organization s IT specialist to create the database and advice you about the database parameters required in Step 6 To create a new company 1 On the menu bar click New to display the Add Company window 2 Inthe Add Company window type an ID for the company then click OK to display the Company Wizard window with the Company tab displayed Note The company ID is created immediately in the Dynac database If you exit the editing window without entering all the required information your DynacCommand window will display a new company eniry in the list however it will not display aname You can later complete the company information as explained in Editing an Existing Company on page 26 DynacCommand User Guide 24 Tasks D Company Wizard Company Database Templates Company Name Consolidated Figure 24 Company Wizard window displaying Company tab 3 Inthe Company Name field enter the full company name In the Consolidated checkbox either leave it clear for an entity or click it for a consolidated company 5 Click Next to display the Database tab D Company Wizard
36. e Taxes Payable jp 2 TOTAL LIABILITIES Current Portion of LTD Di 2 1 CURRENT LIABILITIES Long Term Debt Di 2 1 2 BANK INDEBTEDNESS Capital Stock a 2 1 3 ACCOUNTS PAYABLE Dividends a 2 1 4 OTHER CURRENT LIABILITIES Shareholder Loan jp 2 2 LONG TERM LIABILITIES Retained Earnings v 4 H3 EQUITIES v a Tr Description E ed Cash Flow E Department EE Locked E Style x Imported From Figure 12 Entity accounts before mapping DynacCommand User Guide 13 Note Introduction When you complete the mapping process all the posting accounts should be displayed in the Chart of Accounts pane as illustrated in the following figure D Dynac Entity Account Manager BAX D lel A Unmapped Accounts Chart of Accounts a eel e all al D gle a viel l l wil 5 35 SH 1 TOTAL ASSETS Ep 1 CURRENT ASSETS SH 1 1 1 CASH e 1000 Current Account E 1005 Petty Cash SH 1 1 2 ACCOUNTS RECEIVABLE E 1010 Account Receivable 1 1 3 PRE PAIDS 1020 Prepaids ep 1 1 4 INVENTORY E 1030 Inventory wh LG LG E LG E OH 1 1 5 NET FIXED ASSETS Ep 1 1 5 1 ASSETS AT COST E 1100 Capital Equipment Di 1 1 5 2 ACCUM DEPRECIATION e 1110 Accum Depreciation Capital Equip Ep 1 2 LONG TERM ASSETS SI E 1200 Long Term Inestments v x x o o Description Reports To RELAQ
37. ed Companies tab select each company that the user can access DynacCommand User Guide 29 Tasks Note By default an Administrator user account can access all companies and those access rights cannot be changed 5 To save the information do one of the following e Click Apply to continue administering other user accounts e Click OK to close the window Editing an Existing User Account Note You cannot change the ID that is the login name for an existing user account You must delete the account and create a new one To change the information for an existing user account 1 On the left side of the window click an existing user ID 2 To change the user information select the Properties tab then edit the appropriate fields Name New Password Confirm Password 3 To change the company access information select the Assigned Companies tab then select or clear the check boxes for the appropriate companies Note By default an Administrator user account can access all companies and those access rights cannot be changed 4 To save the information do one of the following e Click Apply to continue administering other user accounts e Click OK to close the window Deleting an Existing User Account To delete an existing user account 1 On the left side of the window choose an existing user ID Warning Review the information in the Properties tab to be certain that you selected the correct user account
38. ent and an event is a child Therefore each event child must have a set of events parent to which it is related For the sample organization illustrated previously in Figure 3 possible actions include importing the original G L data from your accounting system and consolidating the results at two levels Those actions could be organized as illustrated in the following figure DynacCommand User Guide 18 Note Introduction E Scheduled Events G L Data Update F Import GL from Accounting to USD F Import GL from Accounting ta USD 2 F Import GL from Accounting to USD F Import G L from Accounting to C401 F Import GL from Accounting to CAD 2 F Import GL from Accounting to LADS Middle Level Consolidation Import CoA from USD to USDc Import CoA from USD to USD F Import CoA from USD to USDe F Import Coa from CAD to CAD F Import CoA from CADS to CAD Import CoA from CADS to CAD Import D L from USD to USDe Import D L from USD2 to USDe Import D L from USD to USDe F Import D L from CAD to CAD Import D L from CAD to CAD F Import DL from CADS to CAD Top Level Consolidation F Import CoA from USDe to ALL F Import CoA from CAD to ALL F Import D L from USDe to ALL Import D L from CAD to ALLe Figure 18 Sample events As illustrated in the preceding figure you can and should edit event names to make them more informative Tip You can run a specific event or a set of
39. entity is the smallest Dynac building block Each entity must be related to an existing accounting package or database from which it can extract your accounting data e A consolidated entity represents a grouping of entities for reporting purposes A consolidated entity does not connect directly to your accounting data it obtains all its data from the entities that report to it In Dynac terminology a consolidated entity is called a headquarters HQ e In Dynac terminology a company is any entity or consolidated entity e In database terminology a consolidated entity is called a parent an entity is called a child Note Consolidated entities are available only with the DynacConsolidator module Company Structure In the simplest structure you need to define only one or more entities U S U S U S Canadian Canadian Canadian Soar Pome Company Company Company Company 3 USD USD Figure 2 Basic entity structure Using DynacConsolidator you can establish a reporting hierarchy to consolidate results at successively higher levels You can choose to consolidate the entity values at any level of detail or summary A typical consolidation structure is illustrated in following figure DynacCommand User Guide 2 Introduction Total Consolidation USD U S Consolidation Canadian Consolidation USD CAD U S U S U S Canadian Canadian Canadian SE SE Company Company Company Company 3 1 3 3 USD USD USD CAD CAD CAD
40. er Account on page 30 Tip Always use strong passwords A strong password should appear to be a random string of characters It should be at least 8 characters long and contain both characters and digits However do not use combinations of dictionary words and digits representing dates The password can include Spaces and special characters Microsoft offers an online service that checks the strength of a password at http www microsoft com protect yourself oassword checker mspx Tip Limit the use of the admin account to the person responsible for managing the DynacTools system If necessary you can create additional administrator accounts Chart of Accounts The Dynac Chart of Accounts CoA feature enables you to develop a reporting structure to display trial balance data in a meaningful way Dynac uses the term mapping to describe the process by which a G L account from your accounting system that is a posting account is linked or mapped to a Summary account in the Dynac Tools CoA reporting structure The concept of mapping is that each account in a source is linked to an account in a target e Foran entity the source is your accounting system and the target is a Dynac entity e For a consolidated company the source is multiple Dynac entities and the target is a Dynac consolidated company However because Dynac allows multiple levels of consolidation as the consolidation hierarchy is expanded the source c
41. ervices and is customized for your accounting system e Target information The location and name of the entity s budget file In the events detail DynacCommand User Guide 45 Tasks pane the Name of the parameter is Entity Dynac Budget File and its ID is ETTemplateFile To edit the parameters for this event 1 Inthe events pane click on an individual event to display its parameters in the Data column of the event details pane If the event has not yet been defined the Data column is empty 2 Inthe Name column of the event details pane double click Entity Dynac Budget File then browse to the appropriate budget file that the data will be transferred to Renaming an Event or a Set of Events To change the description for an event or a set of events 1 Inthe events pane right click on an individual event or a set of events then choose Rename to display the Edit Name dialog box 2 Inthe Specify a name field edit the description then click OK Deleting an Event or a Set of Events To delete an event or a set of events 1 Inthe events pane right click on an individual event or a set of events then choose Delete 2 Inthe Confirm dialog box click Yes Note If you delete a set of events its child events are also deleted Reorganizing the Order of a Set of Events To change the order in which an individual event is executed with a set of events 1 In the events pane right click on an individual e
42. es it must contain the same Charts of Accounts that exist in each of its component entities To guarantee the accuracy of the CoA structure in the consolidated company use the Scheduler tool to import the consolidated company s CoA Also because the CoA structure could change in a component entity you should re import the consolidated company s CoA before importing any D L data into the consolidated company Importing the CoA structure and the D L data are independent events You do not need to import the CoA structure before importing the D L data but the CoA structure must be complete before all amounts can be displayed in DynacCommand User Guide 35 Note Tasks DynacBudget Therefore for a consolidated company it is best practice to use Scheduler to define two procedures for each of its component entities e Import the entity s CoA structure e Import the entity s D L data If you are not familiar with the concept of scheduled events refer to Scheduler on page 17 The following figure illustrates a sample scheduled procedure for consolidating six companies into one ES Scheduled Events Middle Level Consolidation ZS Import Coe from USD to USDe F Import CoA from USD2 to USD F Import Cov from LISD to USDe F Import Co from CAD to CAD F Import CoA from CAD2 to CADC F Import Coe from CAD to CAD SZ Import D L from USD to USDc F Import D L from USD2 to USDe F Import D L from USD3 to USDc F Import
43. es tab DynacCommand User Guide 26 Warning Tasks E Companies Ci New Sp Edt X Delte Properties Hame LS Company 1 Database SD1 Templates Folder CDynacToolsiGompaniesiisb Consolidated Figure 27 Companies window for an existing company 2 Onthe menu bar click Edit to display the Company Wizard window with the Company tab displayed In the Company Name field edit the full company name In the Consolidated checkbox either leave it clear for an unconsolidated entity or check it for a consolidated entity 5 Click Next to display the Database tab Do not edit database parameters except under the guidance of either Dynac Support or your organization s IT specialist Tip Click Next to display the Templates tab In the Templates Folder field edit the path and name of the company templates folder Click the browse button to locate the parent folder then add the name for the company s subfolder Click Finish Close the Companies window In addition to using the Back and Next buttons to move between tabs you can click the tab name to display it Warning Deleting an Existing Company Be careful about deleting a company particularly if it is part of a consolidation hierarchy Also ensure that the company is not included in a scheduled event For instructions on deleting events refer to Deleting an Event or a Set of Events on page 46 DynacCommand
44. g Import COA from CDN Sun Mon Tue Wed Thu Fo Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat 4 1 2 F Import DL data from US E 2 4 KS amp 4 A Sy d the Oi te e FS Import DL data from CDN 8 8 9 10 11 12 13 14 10 11 12 13 14 15 16 7 Meg Gar E 15 16 17 18 19 20 21 calendar pane 17 18 19 20 2 22 23 re ed eh 220 Ei t ep a t 25 27 28 29 SA CH Top Level Consolidation 29 30 31 31 F Import COA from Cons F Import DL data from Cons Runon 9 30 2008 6 00 00 PM_ schedule bar Consolidator Dynac Budget file C DynacTools Companies SQL_DYNACCONSOLI HOTemplateFile events pane Entity Company ID US ETCompanylD event details pane Ok Cancel O Apy Figure 36 Scheduler window There is no menu bar All operations are initiated by either clicking within a pane or on an event When you move the cursor into a new area the mouse pointer briefly displays a reminder as to what action you should take e Inthe events pane the reminder is Right click to edit e Inthe events detail pane the reminder is Double click on name to edit e On the schedule bar the reminder is Double click to edit To start the scheduler application on the DynacCommand main menu choose Tools gt Scheduler There are various operations available in the events pane as summarized in the following table DynacCommand User Guide 41 Tasks Option Description Set of events Create a new set of events New Event
45. g accounts within their reporting group click on the last one of the group then depress and hold the Shift key and click on the first one of the group With the group highlighted press the up or down arrow to move the group appropriately Each account s icon has meaning The icon has four attributes shape presence or absence of a number sign symbol colour of the number sign symbol and colour of the corner of the shape as described in the following table Note For the list of class codes see Note 6 on page 11 Icon Attribute Description Without a number sign symbol inside it is a Header level that is class code E Single sheet KAS DEEN With a number sign symbol inside it is an account with class code S P or Shape Be Summary level account with child Multiple sheets accounts It has a either a blue or red number sign symbol inside The account is on the prime tree that r Blue is it is on a branch that reports to Total Bolo R E L A oe of The account is not on the prime tree 5 Red that is itis not on a branch that reports to Total R E L A or Q Colour D Blue A class S or P account of corner O Red A class D account DynacCommand User Guide 33 Tasks Note 1 The Current Earnings account is not shown to be on the prime tree that is its number sign symbol is red because it is a calculation account For example a icon indicates a posting
46. ger The accounts in a consolidated company have an organized structure Therefore as you build the consolidated company s CoA you can choose to map either individual accounts or groups of accounts Note If you are not familiar with the mapping concepts for consolidated companies refer to Consolidated Company on page 14 To map or link either a posting account or a Summary account to a CoA item 1 Highlight an account in the Unmapped Accounts pane and drag it to the Chart of Accounts pane 2 Position the cursor on the appropriate Summary level then release the mouse button 3 Fora Summary account click Yes to confirm that you want to consolidate the child accounts into the summary account DynacCommand User Guide 39 Tasks Contirm K By mapping this summary account all Ee already mapped descendants accounts will be unmapped Proceed Figure 35 Mapping reminder To ensure that you have mapped all the posting accounts in the Unmapped Accounts pane select the uppermost level icon that is the first company ID then click Find Next Unmapped Account Account Manager should report No more accounts to be mapped Otherwise it will highlight the first unmapped account Also if there are unmapped accounts Account Manager will display a warning message when you attempt to exit the application Unmapping an Account To unmap or unlink an account 1 Highlight an account in the Chart of Accounts p
47. he final result can be seen only after you close Scheduler and then re open it Example 1 Change all names then press OK 1 Perform 17 edit 2 Perform 2 edit 3 Perform 3 edit 4 Click OK Scheduler closes and all names are changed in the database Example 2 Change all names then press Cancel 1 Perform 17 edit 2 Perform 2 edit 3 Perform 3 edit 4 Click Cancel Scheduler closes and no names are changed in the database Example 3 Click the Apply button after each change 1 Perform 17 edit then click Apply 2 Perform 2 edit then click Apply 3 Perform 3 edit then click Apply 4 Click Cancel Scheduler closes and all names are changed in the database DynacCommand User Guide 43 Tasks Note The Cancel button cancels only pending actions Because the Apply button committed each individual action there were no pending actions that could be rolled back For some operations such as deleting a set of events Scheduler displays a Confirm dialog box Even if you confirm the operation the same principles apply and you must still commit the operation again by pressing either OK or Apply Note These principles apply only to changes you are making to the events themselves they do not apply to running the individual events The run operations perform actual data transfers that are independent of the other operations within Scheduler Creating a Set of Events To create
48. ing point to further define your own CoA structure For an explanation of the file format review the text file COA txt located in the templates folder Note Before attempting to develop your own template contact Dynac Professional Services to discuss your requirements The Dynac CoA structure allows you to define a report structure with multiple reporting levels The Dynac CoA structure provides three items e Header level e Summary level e Cumulative translation adjustment CTA account The concept is illustrated in following figure 1 HEADER level 1 1 SUMMARY level CH 1 2 SUMMARY level CH 1 3 SUMMARY level 1 3 1 SUMMARY level CH 1 3 2 SUMMARY level CH 1 3 3 SUMMARY level 4 2 HEADER level CH 2 1 SUMMARY level Figure 8 Dynac CoA structure There can be an unlimited number of header levels However as illustrated in the sample CoAs in Figure 7 there must be a header for each RELAQ group that is one header for each of Revenues Expenses Liabilities Assets and Equities Other headers are used to group user defined Statistical accounts For each header level there can be an unlimited number of summary levels Within each of the Income Statement and the Balance Sheet sections there can be only one CTA account Therefore there can be only two CTA accounts for the company one for the Income Statement and one for the Balance Sheet Note For a consolidated company there must be at least one CT
49. item in the hierarchy 1 Inthe Chart of Accounts pane select an item then do one of the following e Drag the item and drop it in a new location e On the Chart of Accounts menu bar click Move Up or Move Down until it reaches its new location Editing a Chart of Accounts Item There are only three CoA parameters that can be edited or changed e Description e Cash Flow account code and e Style display code To edit a CoA item s parameters 1 In the Chart of Accounts pane select an item 2 Inthe Properties area do one or more of the following Note If the Properties area is not displayed click Properties on the Chart of Accounts menu e Inthe Description field edit the text e Inthe Cash Flow dropdown list select a different account code e Inthe Style dropdown list select a different style code Note For lists of Cash Flow and Style codes refer to Default Cash Flow Accounts on page 52 and Default Styles on page 53 respectively Mapping Accounts The mapping principles are the same for mapping accounts in an entity or in a consolidated company However because a consolidated company allows additional grouping capabilities the procedures are listed separately e For mapping entity accounts proceed to the next section Using Entity Account Manager DynacCommand User Guide 37 Tasks e To map consolidated company accounts proceed to Using Consolidated Account Manager on page 39 Note The appli
50. lementation 4 Click Update to start the updating process During the updating process the Updating window is displayed DynaclT ools Updater pdate downloads and update Figure 39 DynacUpdater Updating window When the updating process is complete the Completed window is displayed DynacCommand User Guide 49 Tasks DynacT ools Updater File successfully updated C DynacT oolsUpgrade T emplates COA2 coal E Pp Upgrade databases J Database successfully updated C DynacT ools DynacCommand mdb J Database successfully updated C DynacT oolsU pgrade T emplates dbD ynac mdb J Database successfully updated dynD YNACCONS 2 J Database successfully updated dynD YNACCONSOLIDATION J Database successfully updated dynD YNACUS J Database successfully updated dynDYNACCDN Update files J File successfully updated C DynacT oolsUpgrade T emplates dbDynac4CCESS sql J File successfully updated C DynacT oolsUpgrade T emplates dbDynacSQLSERYVER sql J File successfully updated C DynacT oolsUpgradeT emplates DynacCommand4 amp CCESS sql Ul 8 Figure 40 DynacUpdater Completed window Review the results of the updating process to ensure that each item is reported as successfully updated To save the results do one of the following e Click Copy to copy the results to the clipboard e Click Save to File to save the results in a text file 5 Click Finish Obtaining Help To display the help
51. ling a Set of Events to Run Automatically To schedule a set of events to run automatically 1 Inthe events pane click on an individual event or a set of events to select it Regardless of whether you select an individual event or a set of events it is the set of events that is scheduled 2 On the schedule bar double click the default date and time to display the Edit dialog box 3 Inthe Events DateTime field change the date and time appropriately then click OK The format is MM DD YYYY HH MM SS in 12 hour format AM or PM The set of events is removed from list of events that you can run on demand To view the event click on the date when the event is scheduled to run The set of events will display with a clock icon instead of the folder icon as illustrated in the following figure DynacCommand User Guide 47 A Scheduled Events F F F F F F M CH F F F F F F F F F F F S Ka F Ready Figure 38 Scheduled event indicator Updating Dynac Tools Software G L Data Update Import G L from Accounting ta USD01 Import G L from Accounting to USD 2 Import G L from Accounting ta USD Import G L from Accounting to LADT Import G L from Accounting to CAD 2 Import G L from Accounting to DADS iddle Level Consolidation Import Cod from USDI ta USDc Import Cod from USD to USDe Import Cod from USD to USDe Import Co from CAD to CAD Import Cod from CAD to CAD Import Cod
52. n Journal Entries BALANCE e Minority Interest Calculations alle alle gt d OUTPUTS Ke Dynac Complete Actual vs Budget Reports Figure 1 DynacTools application modules DynacCommand is an optional module that acts as a control centre for the other application modules For a general introduction to the Dynac Tools concepts refer to the document DynacTools Overview Features DynacCommand is a control centre that enables you to manage Dynac Tools implementation and applications It facilitates the process of defining your companies user accounts and the relationship between your accounting system accounts and the Dynac Chart of Accounts CoA Using DynacCommand you can perform these tasks e Define your entity and consolidation companies e Define and manage the relationship between accounts using Dynac Account Manager e Define your users and their access to the entities and consolidations e Define run and trigger events either immediately or on a pre defined schedule e Open Dynac Tools files and applications DynacCommand User Guide 1 Introduction e Update the Dynac Jools software through a website connection Concepts Companies In Dynac Tools a company structure is developed from one or more entities that can be grouped into consolidated entities e An entity ET represents any legal accounting set of books It can represent a division of a company a company or an entire enterprise organization An
53. options on the main menu choose Help Dynac Command Help what s Mew Dynac Home Page Online Support About Figure 41 Help options Each option is explained in the following table DynacCommand User Guide 50 Option Help What s New Dynac Home Page Online Support About DynacCommand User Guide Tasks Description Launches your default Internet browser and connects to the Dynac reference material web site Launches your default Internet browser and connects to the main Dynac web site Launches your default Internet browser and connects to the Dynac remote support web site Display the version of DynacCommand 51 Reference Chart of Accounts Default Cash Flow Accounts Code Description RELAQ CF0004 EARNINGS CF0005 AMORTIZATION A CF0008 ACCOUNTS RECEIVABLE A CF0009 GST RECEIVABLE A CF0010 INCOME TAXES RECEIVABLE A CF0011 INVENTORY A CF0012 OTHER WORKING CAPITAL ACCTS A CF0013 OVERDRAFT L CF0014 ACCOUNTS PAYABLE L CF0015 GST SALES TAXES PAYABLE L CF0016 INCOME TAXES PAYABLE L CF0017 OTHER WORKING CAPITAL ACCTS L CF0020 LOANS LONG TERM DEBT L CF0021 RELATED PARTY L CF0021 EQUITY Q CF0022 OTHER LIABILITIES L CF0023 DIVIDENDS Q CF0026 PURCHASE OF CAPITAL ASSETS A CF0027 LONG TERM INVESTMENTS A CF0028 OTHER ASSETS A CF0033 CASH ACCOUNTS A CF0034 RESOLVED CASH A DynacCommand User Guide 52 Tasks Default Styles Code Description Font Size Bold Sample 1 Top Header Arial 1
54. ou can restore it to the DynacCommand menu by simply creating a new company with the identical company ID Follow the procedure for Creating a New Company on page 24 DynacCommand User Guide 28 Tasks Administering User Accounts The Users application allows you to administer user accounts If you are not familiar with the concept of user accounts refer to User Accounts on page 5 You administer the company information using the Companies utility To run the utility on the DynacCommand main menu choose Tools gt Users Users Max Name Hew Password er Confirm Mew Password Add Delete Administrator Figure 29 Users window Using the pre defined admin administrator account you can create other administrator accounts and other user accounts Adding a User Account To add a new user account 1 On the left side of the window click Add to display the Add User window then do the following 2 Inthe Users window type a user ID then click OK Note The user ID is what the person enters as their login username 3 Inthe Properties tab do the following i Inthe Name field type the user s full name or identification li Inthe New Password field type a password lil Inthe Confirm Password field re type the password iv Inthe Administrator check box do one of the following e For an Administrator account select the check box e Fora User account leave the check box clear 4 Inthe Assign
55. plates and organizing their CoA e Managing Template Files on page 23 e Administering Chart of Accounts on page 31 e Scheduling Events on page 41 e Obtaining Help on page 50 e Administrator tasks managing your Dynac Tools setup e Administering the Company Structure on page 23 e Administering User Accounts on page 29 e Updating DynaclTools Software on page 48 Running DynacCommand Tip If you are not familiar with running DynacCommand refer to DynacCommand User Interface on page 20 Starting Dynac Command To start Dynac Command 1 On the desktop double click the DynacCommand icon 2 In the Login dialog box do the following i Inthe Username field type your login ID li Inthe Password field type your password iii Click OK Simplify Step 2 by using only the keyboard First type your login ID and press the Tab key Then type your passoword and press the Enter key Note Stopping DynacCommand To stop Dynac Command 1 On the main menu choose File gt Exit Some tools must be closed before you can access the main menu These tools are Companies Users and Scheduler The Account Manager tool runs independently and keeps running when DynacCommand is stopped DynacCommand User Guide 22 Tasks Managing Template Files Note As a user you may not see all the entities or consolidated companies If DynacCommand does not display a company that you expect to see contact your Dynac Administra
56. ration buttons Standard Windows buttons to minimize maximize and close the window Main menu buttons Account list areas The pane on the left Unmapped Accounts displays the posting accounts in your accounting system that have not been mapped to a CoA in the Dynac reporting structure The pane on the right Chart of Accounts displays the Dynac indented reporting structure You map a posting account to a Dynac CoA using an easy drag and drop operation DynacCommand User Guide 31 5 Account properties areas The area on the left displays the properties for an unmapped account The area on the right displays the properties of a CoA item 6 Status bar The status bar displays the current state of the application 7 Progress bar Tasks Displays the progress of an activity The functionality of the buttons is summarized in the following table Location Main menu both Account panes Unmapped Accounts pane Chart of Accounts pane Notes Button Name OP EIERE eL TET E x o e lp New Chart of Accounts Load Chart of Accounts Save Chart of Accounts Collapse All Expand All Save to File Properties Search Account Find Next Unmapped Account Add New Items Delete Item Unmap Move Up Move Down Description Load a new CoA template file Load Chart of Accounts information from the database Save CoA structure to Dynac database Collapse all accounts to the paren
57. rent Account Manager applications e Foran entity the application is Dynac Entity Account Manager DynacCommand User Guide 34 Tasks e For a consolidated company the application is Dynac Consolidated Account Manager Creating a New Chart of Accounts The way in which you create a chart of accounts is dependent on the type of company e Foran entity use one of the sample Dynac CoA templates as an initial outline then modify it to suit your requirements Refer to the next section Using a CoA Template File e For a consolidated company do both of the following e Use one of the sample Dynac CoA templates as an initial outline then modify it to suit your requirements Refer to the next section Using a CoA Template File e Import the Charts of Accounts from its child entities Refer to Using Scheduler to Import a CoA on page 35 Note If you want to import a CoA from an external source contact Dynac Professional Services to discuss your requirements Using a CoA Template File To define a Chart of Accounts using a CoA template file 1 Onthe main menu click New Chart of Accounts 2 Inthe Warning dialog box click Yes 3 In the Open window double click one of the coa template files Modify the CoA structure to suit your requirements Using Scheduler to Import a CoA Note This procedure is only applicable to a consolidated company Because a consolidated company represents the total of two or more entiti
58. sfer either the Chart of Accounts CoA information or the Detailed Ledger D L data from an entity to a consolidated company Two data parameters are required e Source information The company ID of the entity In the events detail pane the Name of the parameter is Entity Company ID and its ID is ETCompanyID e Target information The location and name of the consolidated company s budget file In the events detail pane the Name of the parameter is Consolidator Dynac Budget file and its ID is HQTemplateFile To edit the parameters for this event 1 Inthe events pane click on an individual event to display its parameters in the Data column of the event details pane If the event has not yet been defined the Data column is empty 2 Inthe Name column of the event details pane double click Consolidator Dynac Budget file then browse to the appropriate budget file that is the source of the data 3 Inthe Name column of the event details pane double click Entity Company ID to display the Select dialog box 4 Inthe Company drop down list select the ID of the company that the data will be transferred to then click OK Import GL from Accounting System This operation transfers actual General Ledger G L data from your accounting system to an entity Two data parameters are required e Source information The database connection information to the accounting system The source information is defined by Dynac Professional S
59. stical accounts they must be grouped with existing Headers with the same RELAQ code For example if you create another Liability Header you must position it adjacent to an existing Liability reporting level When you create a new Header level you are allowed to position it where it could violate the preceding rule However if the Headers are not grouped correctly you cannot save the new data to the database see error message illustrated in Figure 11 Therefore when you move or create Headers be very careful that all accounts with the same RELAQ classification are positioned together Account Manager amp 3 Operation Failed Broken DEL AO sequence new revenue header and H4 Figure 11 Invalid arrangement of Header levels When you map accounts from your accounting system that is posting accounts to the Dynac CoA these rules are enforced Accounts must be attached to a Summary level they cannot be attached to a Header level DynacCommand User Guide 12 Introduction e You can flip accounts within the Income Statement or Balance Sheet although you will receive a warning before you can proceed e You cannot map accounts from the Income Statement to the Balance sheet and vice versa Note The mapping rules are also enforced when reorganizing accounts within the Dynac Chart of Accounts CoA Mapping Principles The mapping process is performed using DynacCommand Account Manager There are two implement
60. system templates folder location of the company template files The database connection uses the ODBC protocol If your accounting system does not support an ODBC connection the data can be transferred using data files created by your accounting system For information about this data transfer option contact Dynac Professional Services DynacCommand User Guide When assigning company IDs consider developing a naming convention that will suit both current and future structures Possibly you may want to use the same ID used in your accounting system Introduction The company ID can be a maximum of 10 letters and numbers It cannot contain spaces but it can contain dash and underscore _ characters Tip Although the company ID can be as many as 10 alphanumeric characters Dynac recommends that you keep it as simple as possible say 4 or 5 characters For example for the company structure illustrated in Figure 3 that has both U S and Canadian operations consolidated at two levels a possible naming convention could be e Entities USD1 USD2 USD3 CAD1 CAD2 and CAD3 e Consolidation Level 1 USDc and CADc e Consolidation Level 2 ALLc where the c suffix indicates a consolidated company When a new company is created you define the location for its template files Dynac mandates that you define a separate folder for each company Typically
61. t entity Expand all accounts to the lowest child levels Save the account structure to a text file Displays the Properties section at the bottom of the pane Find the next occurrence of the specified account Find the next posting account that is unmapped Adds a new account Deletes an existing account Unmap an account from the CoA to the originating entity Move accounts up in the hierarchy Move accounts down in the hierarchy Searches for the next account that does not have a Cash Flow code When accounts are unmapped from the Chart of Accounts pane to the Unmapped Accounts pane they remain listed in the order that they DynacCommand User Guide 32 Tasks were unlinked Use this button to reorganize the listing into their original order from the accounting system Note Before reorganizing the listing you must save any recent changes 2 The search algorithm does not support wild cards but it operates with an implied wildcard at the end of the string For example if you search for 11 the search will identify accounts 1100 and 1110 However it will not locate account 1011 The search is performed from the current position in the pane to the end of the list of accounts Therefore Account Manager will report that an item is not found if there are no further occurrences of it in the list even though there may be preceding occurrences 3 To move multiple postin
62. tor Opening an Existing Template To open an existing DynacBuadget or Dynac Views template 1 On the left side of the window select a company to display its list of templates in the pane on the right side of the window 2 Click a template name then click Open Creating a New Template To create a new DynacBuaget or Dynac Views template 1 On the left side of the window select a company to display its list of templates in the pane on the right side of the window 2 Click anywhere in the gray area of the template pane then click New and select either DynacBudget or DynacViews Note The Dynac Views option is available only if you purchased the Dynac Views module 3 Inthe Add Dynac template dialog box edit the default template filename then click OK The new template is added to the list of templates Tip Dynac recommends that you name the template DynacViewsxXx xls where XX is the last two digits of the fiscal year 4 Click the new template name then click Open Administering the Company Structure The Companies application allows you to define companies and their reporting structure If you are not familiar with the concept of companies refer to Companies on page 2 You administer the company information using the Companies utility To run the utility on the DynacCommand main menu choose Tools gt Companies DynacCommand User Guide 23 Tasks Companies oka Properties Hame P
63. ttons list of company templates list of companies Figure 20 DynacCommand window The list of company templates is displayed only after a company is selected from the list as illustrated in the following figure DynacCommand User Guide 20 Note Introduction Dynac Command DynacBudgetlb xls DynacBudgetl xls DynacBudgetls xls DynacvViewsID xls Dynac iewslI0 vs Figure 21 DynacCommand window with company templates DynacCommand Run Option The DynacCommand main menu includes a Run option that provides a convenient way to launch other applications The applications can be anything that you typically run in conjunction with your budgeting planning forecasting and financial reporting tasks The Run menu simply offers a convenient place to centralize all the tasks For example while running Dynac Tools if you also run an accounting application and you also open a particular spreadsheet those two tasks can be added to your DynacCommand menu as illustrated in the following figure Dynac Command My Accounting Package My Favorite Spreadsheet Figure 22 DynacCommand customized Run menu The description for the applications can also be personalized The Run menu must be customized for each installation by Dynac Professional Services DynacCommand User Guide 21 Tasks There are two task categories e User tasks accessing DynacBudget and Dynac Views tem
64. vent then choose either Move Up or Move Down to move the event one position in the list Repeat the action until the event is organized appropriately in the list Validating an Event or a Set of Events To validate or test the operation of an event or set of events 1 In the events pane right click on an individual event or a set of events then choose Validate The status bar displays the event that is being run and the progress bar indicates the duration of the process DynacCommand User Guide 46 Note Tasks Scheduler tests the execution of the event or set of events and displays the results in the Events log file that is automatically opened in the Notepad application The results of the test are appended to the end of any existing results in the file Scroll down to the bottom of the file for the latest results Note Running an Event or a Set of Events On Demand To run an event or set of events on demand or immediately 1 Inthe events pane right click on an individual event or a set of events then choose Run Now The status bar displays the event that is being run and the progress bar indicates the duration of the process Scheduler displays the results in the Events log file that is automatically opened in the Notepad application The results of the test are appended to the end of any existing results in the file Scroll down to the bottom of the file for the latest results Note Schedu

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