Group Maintenance

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Group Maintenance

Adding a Group

 

To set up a new group in the system, first go to Sub-Account Maintenance [F12] and click Add from the bottom of the screen.  Groups are defined in Sub-Account Maintenance using Sub-Table 200.  After you type 200 into the Sub-Table field, a slight restructuring of the Sub-Account Maintenance screen will occur. Each group must be assigned a unique Sub-Account. Also enter a numeric Group Level.  After the group's name and level are entered into the Sub-Table 200, save the group.  Now, on the Groups tab, the Group Definition Maintenance button is visible..  

 

NOTE:  When adding a new Group, the Group Level is automatically defaulted to level 5.

 

After the group's name and level are entered, press F10 to save the new group, then click on the Group Definition Maintenance button on the Groups tab in the bottom right corner of the screen.  A new screen opens: Reporting Group Definition Maintenance.

financial groups tab

   

group maint

 

1.The Type sections will determine how you will pull in your Sub-Accounts. Range is typically the easiest and what we will discuss. There is more information on the other options at the end of this doc and in the Help menu.

2.Select the Sub-Table and Sub-Accounts. The Financial Group option was designed to work primarily with the Lease Sub-Table. It can be used with other Sub-Tables; however, you will notice there are not as many filtering options.  The available filters are: State, County, and Region. All of which can be setup on the Sub-Account Maintenance for the individual Sub-Accounts.

3.The Restrict To section will allow for other filters. These fields can be found in Property Maintenance.

4.The Automatically create… section will sort the data. These fields can also be found in Property Maintenance.

5.The right-hand section will show the items pulled in per the filter and sort options. You typically will need to click on the “+” button next to the item to expand the list. Or, click on the Expand Groups or Expand All button at the top.

In the example above, all the leases will be sorted in State order. I selected Type: Range, used my Property Sub-Table and left the Sub-Accounts wide open to include them all. I didn’t add any filters and selected State as a Sub-Group. Notice, this will group my Sub-Accounts by state on the right-hand side. Any leases that don’t have a state defined will show at the top under a blank field.

 

hmtoggle_plus1Type section overview

The system allows you to set up the definition of the group's "members."  Notice that there is a section on Reporting Group Definition Maintenance for making a Type selection.  Select the option that best represents what the group is comprised of to create manual groupings.  Individual Sub-Accounts can be associated with one or more summary groups.  There are currently 8 methods that can be used to establish this association or link.

The most common option is "Range" which will allow you add a range of Sub-Accounts at once. The Lease Filter will take you to a Grid Filter which will give a lot of filtering options.

 

(Single) 1 Sub-Acct

If you want the Group to be comprised of a single, specific Sub-Account within a Sub-Table. Choose this option if an individual Sub-Account is identified as being a member of a Group. For example: "OK0001" is a member of the Group "OK." A blank Sub-Account can be added via the 1-sub-acct option if a range of accounts defined for a financial report contains an account that does not have a Sub-Table attached to it. The amount for this account will populate on the report.

Wildcard

Use "Wildcard" option if you are wanting to pull in various Sub-Accounts that match a search criterion.  Think of this option as a "keyword" method of selecting Sub-Accounts.  Choose this option if you prefer members of a group to be identified by the system by examining each Sub-Account for a specified matching pattern.  The Question Mark [?] is used to indicate the positions that are not required to match.  For example: The Wildcard "TX?" will cause any existing Sub-Accounts containing "TX" in their names (such as "TX0001," "TX0002," "TX0003," "TXTAYL," etc.) to be listed alpha-numerically as members of the Group.        

Range

A selection of Sub-Accounts that are defined by a range, in other words a sequence of Sub-Accounts that can be identified as being members of a Group.  Use the "Range" option when there is a clear beginning and end to the sequence and you wish to include any Sub-Accounts that fall within that range. For example: Sub-Table 50 and Sub-Accounts "NM1" thru "NM3" could be used to associate all of the New Mexico properties and list them alpha-numerically.  Note: Whenever a new property is added to the Property Master within this range, it will automatically become a member of the Group.

Another Group

This option gives you the ability to add a Sub-Account or Group to another Group. In order to utilize this method examine the Group Level of the groups involved.  The Group Level assigns a hierarchical ranking to the groups so that a Group with a Group Level of 5, for example, can contain a Group with a Group Level of 1 - 4, but NOT 5 or higher.

Seq + Sub-Acct

Allows you to pull in a listing of Sub-Accounts and arrange them in a specific, customized order.  This option is used with the same principles as the sorting feature in Utilities module. Choose the "Seq + Sub-Acct" option to have the ability to select the order the Sub-Accounts will be listed in for printing financial statements.  Otherwise, Sub-Accounts are sorted automatically in alpha-numeric sequence.

Seq + Group

Same principle as the "Seq + Sub-Acct" option, except using Groups instead of Sub-Accounts. Remember that this option, like with "Another Group," can only pull groups designated with a lower (smaller) Group Level value.

Account

this option is RARELY used, except in very exceptional circumstances usually having to do with defining balance sheet reports. See Financial Group-Account Option.

Lease Filter:
See Financial Group-Lease Filter.

HINT #1 - A group's members can be identified by using one or more of each of the 6 types of definitions.  If a Sub-Account meets more than one criteria specified for a group, the system will only include the Sub-Account once.

HINT #2 - If Sub-Accounts can NOT be associated with their proper reporting groups via ranges and/or wildcards, then every time a new cost center (Sub-Account) is added, you will need to manually define which group or groups the new Sub-Account should be associated with.

 

 

hmtoggle_plus1Restrict To section overview

This section allows you to further filter your group. This is most commonly used with the "Range" Type.  All these options are found on the property maintenance and must be populated for the Sub-Account to pull into the Group using these options.

 

 

State

Financial groups can be restricted to a particular state,entered on the Property Master/General tab.

County

Financial groups can be restricted to a particular county, entered on the Property Master/General tab.

Operator

Restrict to operator will allow a report to contain only properties that contain a specific operator entered on the Property Master/General tab/ in the "Operator for all Reports" field.

Acquisition

The financial group can be restricted to a particular acquisition set up in a designated Sub-Table entered in the Check Stub module/Company Maintenance/#90-Company/General tab. The acquisitions are then entered in as a Sub-Account in Sub-Account maintenance. Tech Tip: It is a best practice to use a different numbering scheme than the one used for properties. If grouping by acquisition, the acquisition code itself will be included in the reporting group. Additionally, Pak Accounting will automatically detect if the acquisition code and one of its properties it was including have the same code and eliminate the duplicate.

Field

Restrict the group to a particular field entered on the "Other" tab in Property Maintenance. You must enter in a State in the previous field in order to active at the drop down menu.

Well Type, Well Status, and Region

The well type. well status, and region can be used together or individually to further limit the financial group for reporting purposes. All three fields are found on the General tab in Property Maintenance, grouped together in the top right-hand corner of the tab. The well type, well status, and region are set up in Sub-Account maintenance in Sub-Tables WELLREGION, WELLSTATUS, and WELLTYPE.

Deck #

The financial group can be restricted to the deck found on the DOI tab of the Property Maintenance.

 

Note for setting up Operators and Acquisitions:

Setup a Sub-Table for both Operator and Acquisition.

Enter the Sub-Tables in Check Stub Company > General tab > Property Master Options.

restrict 1

In Sub-Account Maintenance (F12), add the operators and acquisitions information for each new Sub-Table.

The above fields are found on the Property Master and should be populated when the property is entered. General tab: Acquisition, Operator, State, or State & County, State Property ID, Well Region, Well Status, and Well Type. Other tab: Crude Buyer and Field. Severance Tax Code is found on the Sev Tax tab.

restrict 2

 

hmtoggle_plus1Automatically Create Sub Groups By section overview

Automatically create sub groups by:  The preferred method for Oil and Gas users is the auto-grouping feature of properties.  We have fourteen auto groups available:  State, State & County, State Property ID, Operator, Field, Well Region, Acquisition code, Recode, First 3, First 4, Well Status, Well Type, Crude Buyer, Severance Tax Code and Civil Township. First 3 and/or First 4 (looks as the first 3 or 4 digits of the Sub-Account code and creates a group for like digits).  Groups using these “auto” features automatically reflects the adding of new properties or changes made to existing ones (i.e. no manual maintenance of the groups is required).

 

NOTE: Civil Township is available for users licensed for Land. Additionally, Civil Township is an option only associated with Ohio properties.

 

For example, the "Group by #1" field, will be set to "StateCounty". The system will group the properties by state. Within each state grouping, the system will group by county. See below:

 

 

Note: The recode option allows for Sub-Accounts within a financial group to be recoded to view by groups. This is done by selecting the 'Use the "Optional Recode Investor Entries to Sub-Account" (found on Company Opts of Property Master". Next, on the Company Master > Company Opts tab, Enter a Sub-Account in the "Optional Recode Investor Entries to Sub-Account" field.

 

hmtoggle_plus1Explanation of Group Level Hierarchy

Demonstrated in the visual aid below is the hierarchy to the levels that are assigned to a Financial Group.

 

Summary Grouping Hierarchy

Summary Grouping Hierarchy 1

In the above example, each individual Sub-Account (Property) is a t the lowest level, zero (0).  Each State is at level 4 and the top group, All States, is at level 5.  The maximum Group Level that can be assigned to a group is 9; the lowest level of detail is the Sub-Account level at 0. The Group that is all-encompassing should be designated as 9. Note that the system defaults the Group Level as 5 when a new Group is added, but it can be changed to whatever value is appropriate for that Group.

 

But, what does all of that mean? These levels indicate at what level we can run those reports. So, for example, if we just wanted state totals but not the individual wells, we could run our reports for Level 4. Once you “Save”, the groups are automatically created and available for printing financial statements. For example, running the Income Statement for financial group STATE will produce a statement for the entire company (if the option is checked on the Sub-Accounts tab), a group-wide statement for all groups together, a group statement for individual groups, and statements for the individual properties within the group that have activity

Summary Grouping Hierarchy 2

 

Summary Grouping Hierarchy 3

 

 

 

•Changing a Group (via Sub-Table 200)

 

If a group's definition(s) are to be changed or a new definition added, you will need to first pull up the group via Sub-Account maintenance (Sub-Table 200, Sub-Account is the Group Code).  This can be done by using the Find, Next, Previous options or immediately after adding the Sub-Account.  With the group being displayed on the Sub-Account maintenance screen, select the Group maintenance option.  This will allow you to perform maintenance (add, change, delete, etc) on any of the definition types for this group.

 

•Adding a Sub-Account (property) to an existing group

 

After a new property (Sub-Account) is added, it will either be automatically associated with one or more groups (if the groups are defined with ranges and/or wildcards) or it will need to be manually associated with the proper group(s).  If it is to be manually associated with a group, select the Group Maintenance option immediately after the new Sub-Account is added (i.e. the new Sub-Account is still on the screen).  Then select the "Add To Group" option.  The system will then prompt you for the group you wish this Sub-Account to be added.  A pop-up window is available via the "?/" key if you are unsure of the exact group code.  The “Add to Group” option can be performed multiple times for the Sub-Account if it is to belong to more than one group.  

 

If you want to see which groups this Sub-Account is already a direct member the Group tab will list all of the groups that the Sub-Account is a direct member of (i.e. individual definition, wildcard or range).  The list will not include any indirect memberships (groups of groups).

 

•Group List Options

 

There are two different types of group listings.   Groups for a Sub-Account will list each Sub-Account in a specified Sub-Table and Sub-Account range.  Under each Sub-Account, the system will list the group or groups that this Sub-Account is a direct member of.  For each of these group(s): it will list by which definition it qualifies for, the group name, the group level, and the inactive date of the group.

 

The second type of listing is by Groups.  The Group Definitions listing will list each group in the specified range.  Under each group, the system will list each definition that is used to define the group's membership.

 

Also see:

Group Utilities

Financial Summary Groups for description of groups

Printing Reports for a Group

Financial Group - Account Option

Financial Group - Lease Filter

Groups within Groups