Consolidate Summary Data

The Consolidated Summary Data export is used to export data from multiple company files that can be imported into a consolidated master file. This is most useful for clients who own multiple companies and desire an overall report of their enterprise. All company files must have the same period type (i.e., Monthly, Quarterly, etc.) and the same fiscal year end month. Consolidated Summary Data files contain account balances for each period as well as any out of period transactions (i.e. prior period transactions).

First Time Only

1. Create a new master company file with the appropriate period type and fiscal year end month.
2. Create or import the chart of accounts in the master company file. If all of the accounts for each of the companies are needed, it is easier to import the GL Accounts from each company file using File>Imports>Full Contact Accounting (works with PBM™ as well). If all company files have many or most of the same GL Accounts, the first import of accounts will get all of those accounts and subsequent imports will only import accounts that do not already exist.
3. Open the first of the company files to be consolidated.
   
4. In the Start Year field, select first year to keep account balances by period. All previous periods will be summarized as opening balances in the last period of the previous year.
5. Select the Final Period and Final Year to be exported at this time. This can be the current period or some previous period. Nothing will be exported beyond this period.
6. Select the Consolidate Master File from the list of the company files.
7. Map the accounts in the current company file to the appropriate accounts in the master file.
   • To speed the process, click Find Matches to map any matching account codes automatically. Review the mapping and make changes as necessary.
8. Click OK to create the data file.
   
   

   Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export. Depending upon the size of the file, the process could take several minutes to complete.

   
    
9. The following dialog box will open when the export is complete. Click No to close the window. Click Yes to select a different master file, or to create an export for a different period.
   
10. Return to step 3 and repeat for all company files to be consolidated.

Recreate Start Period

Use Recreate Start Period only if the consolidated data file needs to be created again.

Subsequent Exports

1. Open the first of the company files to be consolidated.
2. Select File>Exports>Consolidate Summary Data.
   
3. Select the Extract Period and Extract Year to be exported.
4. Select the Consolidate Master File from the list of the company files.
5. Review the account mapping and make changes as necessary.
6. Click OK to create the data file.
   
   

   Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export.

   
   
   
7. The following dialog box will open.
   
   • Yes—Select Yes to create exports for additional periods. If Yes is selected, repeat steps 2–5 until all the necessary periods have been exported.
   • No—Select No if you do not want to start another export.
8. Depending upon the size of the file, this process could take several minutes to complete. Ignore messages that the program is not responding. It is still working.
9. Repeat for all company files to be consolidated.
   
   

   Note: If you are consolidating into a company file that is password protected, you will be prompted to enter the password when you select the Consolidate Master File and when you select Find Matches.