1. Modeling
  2. Dimensions
  3. Line Item Subsets

A line item subset is a list of items drawn from one or more module line items.

The items in a line item subset can be drawn from a single module or from a variety of modules.

An individual line item can be used in more than one line item subset within a module.

Line item subsets:

  • do not have properties,
  • can be used in any module, and
  • can be selected from list format drop-down picklists.

Uses for line item subsets

With line item subsets, you can:

  • group line items from different modules into a single list,
  • use a limited number of line items from a much larger selection of line items, or
  • merge a number of calculation lists into a single list.

Typical uses for a line item subset are:

  • currency conversion,
  • applying a percentage growth to last year's income statement, or
  • converting invoiced amounts to cash for cash-flow forecasting.

The COLLECT() function is used to collect data from the line item subset’s parent modules. This function can only be used in modules that have a line item subset as a dimension.

Learn how to:

Create a line item subset

Note: Only line items with the Number format can be included in a line item subset.

  1. In the Lists and Roll-ups tab of Model Settings, scroll down and click Line Item Subsets.
  2. On the Definitions tab, click Insert and enter a name for the subset.
    You can create more than one subset at a time.
  3. Click OK.
    The new line item subset is added to the Definitions tab.
  4. Select the Modules column for the new subset and click the ellipsis.
    The Select Modules dialog appears and you can choose a module (or modules) that contain the line items that you want to include in the subset:

  5. Click OK.
  6. Click on the new line item subset and choose which of the items to include.


    You can also apply a Category, and choose whether to automatically include any line items subsequently added to the source module(s).

Modify definitions

In the Definitions tab, you can modify:

Modules

The module containing the line items included in the subset.

Category

Select which category the Line Item Subset belongs to.
Include New Items? Mark this checkbox to automatically include items subsequently added to a parent module in a line item subset
Notes Shows any notes added to the line item subset.
Referenced in Applies To Shows the module and subsidiary line items where the Line Item Subset has been applied as a dimension.
Referenced as Format Shows the module and list properties where the Line Item Subset has been set as the line item format.

Open a line item subset

You can open a line item subset either from Model Settings, or via Line Item Subsets.

To open a line item subset, from Model Settings:

  1. Scroll down to Line Item Subsets, at the bottom of Lists and Roll-ups.
    Line items subsets display below Line Item Subsets.
    A model, displaying Model Settings, with Line Item Subsets highlighted at the bottom of the screen.
  2. Select the line item subset you want to open.
    The selected line item subset displays on the right.
    Model Settings displays on the left, with OPEX Input Mapping selected. The OPEX Input Mapping line item subset displays on the right.

To open a line item subset via Line Item Subsets:

  1. In Model Settings, under Lists and Roll-ups, select Line Item Subsets.
    Your line item subsets display on the right.
    A Model, open to Model Settings. Line Item Subsets is selected under Model Settings. A list of the Line Item Subsets in teh model displays on the right.
  2. Select the line item subset you want to open.
  3. Click Open from the toolbar menu.
    The selected line item subset displays on the right.
    Model Settings displays on the left, with OPEX Input Mapping selected. The OPEX Input Mapping line item subset displays on the right.

Parent line items in line item subsets

If a parent line item is included in a line item subset, but the line item subset does not contain all of the parent's children, the value of the parent is calculated from the line items that are included in the line item subset.

For example: The parent line item, Total Expenses has the sum Salary + Bonus + Car Costs + Phone Costs + Medical Costs. However, only Total Expenses, Salary, Bonus, and Car Costs line items are included in the line item subset Expenses.

In modules where the line item subset Expenses is used as a dimension, Total Expenses is calculated by Salary + Bonus + Car Costs. If none of the line items in the sum are included in the line item subset, Total Expenses appears as a leaf item in the line item subset, and not as a parent.

Line item subset formulas

Although line items can contain a formula, the items in a line item subset can only aggregate to a simple subtotal. Consequently, any formula associated with a line item will not be copied across into a line item subset unless it’s a simple subtotal.

Change a line item subset

If you want to change a line item that is part of a line item subset, you can do it in either the subset itself or in the parent module. The item is exactly the same in both locations.

To add a new item, or delete or rename an existing item, go to Model Settings > Lists and Roll-ups > Line Item Subsets.

Include new items in line item subsets

The Include New Items? checkbox, in Model Settings > Lists and Roll-ups> Line Item Subsets > Definitions, determines whether items subsequently added to a parent module are included automatically in a line item subset. Select this option to update the list with newly-added items.

Edit a line item subset

You can rename individual line items either in the subset list or the source module. They are the same item displayed in different locations. You can insert, delete, move, or change the parent of an item in the source module.

Line item subsets spanning multiple modules

Occasionally, you may want to merge several calculation lists into one list. A typical use case is receipts and payments where you want to collect all the items from the Income Statement, Fixed Assets, Inventory, Loans and Financing modules into one list. Once you've assembled this into a list of accounts, you can use it to calculate cash based on payment terms.

The COLLECT( ) function gathers together all the invoices from the various modules. The line items can then be used to calculate the receipts and payments. An example of the use of the COLLECT( ) function in cash forecasting:

The COLLECT() function collects the data from the original module(s) from which a line item subset was chosen. It can only be used in a module that has a line item subset as one of its dimensions.