Maintain as YTD Balance
Maintain as YTD Balance stores data in a Year-to-Date (YTD) format for each month, ensuring that PL data reflects cumulative values. This option is available when Consolidate Data in Sheet is enabled and is particularly useful for consolidated profit and loss reporting where cumulative values must be tracked throughout the year.
Business Scenario
A finance team is setting up a consolidation sheet to combine entity-level financial data into group-level reports. The team needs to report profit and loss data on a year-to-date basis for monthly management reporting and consolidation purposes. Each month's consolidated P&L should show cumulative results from the beginning of the fiscal year rather than just that month's activity.
Challenge - Entity financials are typically uploaded with monthly activity data. When consolidating from entity level to group level, the team needs cumulative year-to-date values for P&L accounts to track performance against annual targets and ensure consolidated reports show running totals.
Solution - Enable Maintain as YTD Balance in the consolidation sheet. After uploading the Entity financials (such as Income statement and Balance sheet) and running consolidation rules including currency conversion and intercompany eliminations, the system automatically converts monthly P&L activity into year-to-date cumulative values.
How YTD Balance Works
When Maintain as YTD Balance is enabled:
Monthly Accumulation - Data entered or calculated for each month is automatically accumulated from January forward. January shows January's values, February shows January plus February, March shows January plus February plus March, and so on.
PL Account Treatment - The YTD accumulation applies to profit and loss accounts, which represent flow-based activities during a period. Revenue, expenses, and other P&L items are summed cumulatively across months.
Automatic Calculation - Users do not need to create formulas or manual calculations to achieve year-to-date values. The system handles the accumulation automatically based on the Maintain as YTD Balance setting.
Example Scenario
Consider a consolidated income statement with monthly revenue data:
| Month | Monthly Revenue | YTD Balance Display |
|---|---|---|
| January | $100,000 | $100,000 |
| February | $120,000 | $220,000 |
| March | $110,000 | $330,000 |
| April | $130,000 | $460,000 |
With Maintain as YTD Balance enabled, when viewing March data, the sheet displays $330,000 (cumulative total from January through March) rather than just March's $110,000.
Prerequisites
To use Maintain as YTD Balance, ensure that your sheet contains the following required field types: Version, Time, Account, Flow, Organization Unit, Dataset, Group (Currency).
The sheet must have Consolidate Data in Sheet enabled to access the Maintain as YTD Balance option.
Configuring YTD Balance
Navigate to the consolidation sheet and enable Consolidate Data in Sheet. In the Features section, select the Maintain as YTD Balance option. Once enabled, the system will automatically handle YTD accumulation for PL data in the sheet.
Use Cases
Group Consolidation Reporting - When consolidating data from entity level to group level following the configured ownership structure, enable YTD Balance to show cumulative consolidated results for each month of the fiscal year.
Multi-Entity Consolidation - After running currency conversion to convert entities from different local/functional currencies to common group currency, use YTD Balance to present consolidated P&L with year-to-date cumulative values.
Post-Elimination Reporting - Following intercompany eliminations and automatic journal postings, display the final consolidated P&L results in year-to-date format for management reporting.
Consolidated Budget vs Actual - Track year-to-date consolidated actual performance against year-to-date budget within the same sheet, enabling meaningful variance analysis at the group level.
Integration with Consolidation Process
Maintain as YTD Balance works alongside other consolidation features. Once enabled, YTD accumulation occurs automatically as part of the consolidation process. You can execute the rules from the Features tab in the sheet, or run them as a calculation step in Activities from the task pane.