Mapping Overview
Mapping numbers are similar to a standard chart of accounts with all the applicable properties (e.g. leadsheet grouping, tax linkage) pre-assigned to these accounts. Mapping numbers can serve the following important functions:
- By simply matching an account number from a client’s specific chart of accounts to a corresponding map number, all the properties of that map number are autofilled for the specific account. In addition to being significantly faster than applying properties to each of the client accounts, this method ensures consistency and accuracy over all files (e.g. cash will be leadsheet A in all files).
- The use of wildcards to link a range of common accounts can now be utilized. Although the client’s account numbering scheme may not be organized in a useful manner, the mapping number scheme can be made systematic. For example, 111* could mean all cash accounts where 111.110, 111.120 are individual cash accounts.
Templates can now be created so that every component is completely independent of the client’s account structure. All templates can then be used without modification for any clients using the default mapping numbers.
Although optional, its correct usage as a standard within a firm can greatly increase productivity and integrity in the performance of bookkeeping, compilation, review and audit engagements.
Default Mapping Database
Although many firms may design their own mapping database(s), we have provided a default mapping database with our sample file that gets automatically installed with the software. The purpose of the default database is to provide a starting point for those designing their own mapping database and for some of CaseWare's templates.
In designing this default mapping database, the following factors were considered:
- The lowest level of mapping detail is sufficient to prepare financial statements, including any detail required in the notes.
- The system can be easily used for different sizes and types of engagements.
- The methodology can allow for new classifications without redoing the entire database, eliminating any unproductive client setup time.
- The methodology allows users to add their own mapping component while still keeping in sync with the default mapping database.
We realize that it may be overly ambitious to have one mapping database perform all the above without sacrificing some efficiency. It may become necessary to have more than one default mapping database, especially for different types of industries.
Users should treat this default mapping database as a draft that may be changed in the future. For those users that add new map numbers, the Copy Components feature can help to convert an old mapping database to a new mapping database.
Default Mapping Number Structure
The mapping number in the default database is an 8 digit number divided into three components (go to Tools, Options, Mapping, Mapping Mask) as follows:
XXX.XXX.XX
The assign mapping function uses the components of the mapping mask to better organize the mappings in a hierarchical manner making it easier to efficiently match client accounts with mapping numbers.
Component 1 (XXX.xxx.xx)
The first component represents the main grouping of a client file's chart of accounts. In many cases, this level may be sufficient to meet GAAP requirements for most engagements.
Component 2 (xxx.XXX.xx)
The second component represents sub-categories of the main component and should hopefully provide sufficient reporting detail for large engagements.
Component 3 (xxx.xxx.XX)
The third component was added to provide further granularity that could be used specific to an industry or to the client file.
Continuity of Map Numbers
The mapping numbers attempt to maintain the integrity of a standard chart of accounts at each of the component levels. However, there are some discrepancies due to the format of the mapping numbers. For example, the accumulated depreciation account usually follows the related cost account in the numbering of accounts. In the mapping database, cost of buildings is mapped to 155 and accumulated depreciation - buildings is mapped to 156 at the component 1 level. However, if you require greater detail you might use 155.100 Buildings and 155.200 Manufacturing and processing plant with the corresponding accumulated depreciation accounts mapped to 156.100 and 156.200 respectively.
Mapping the Statement of Cash Flow
There are certain numbers in the statement of cash flow that do not come from your client’s general ledger. Additions to fixed assets and proceeds on disposition are included in the fixed asset cost and gain/loss on disposition accounts, but are not specifically set out in their own accounts. Included in the default mapping database are mappings specifically for the statement of cash flow. These mapping numbers have the letter S as the first digit in component 1. For example, S71 is additions to fixed assets and S72 is proceeds on disposition.
Wildcards
Linkages to CaseView and automatic document property settings in Working Papers can incorporate wildcards. The wildcards are represented by an asterisk (*) and a question mark (?). The wildcards operate in a similar fashion to those used in Windows Explorer. When the asterisk is used, all mapping numbers that have the same first character(s) will be included in the total. Using the question mark will result in totaling all map numbers where all other digits match.
Examples
Examples of mapping calculations for cash accounts and the resulting mapped accounts included in the total:
| MAP("BR:YR0",111*) | MAP("BR:YR0",111.*) | MAP("BR:YR0",111.1*) | MAP("BR:YR0",111.11*) | MAP("BR:YR0",111.?1*) |
|---|---|---|---|---|
| 111 |
|
|||
| 111.110 | 111.110 | 111.110 | 111.110 | 111.110 |
| 111.120 | 111.120 | 111.120 | ||
| 111.210 | 111.210 | 111.210 | ||
| 111.220 | 111.220 | |||
| 111.310 | 111.310 | 111.310 | ||
| 111.320 | 111.320 | |||
| 111.800 | 111.800 |
Other examples
| To obtain: | Calculation: |
|---|---|
| Total assets | MAP("BR:YR0",1*) |
| Total current assets | MAP("BR:YR0",11*)+MAP("BR:YR0",12*) |
| Total long-term assets | MAP("BR:YR0",13*)+MAP("BR:YR0",15*)+MAP("BR:YR0",17*)+MAP("BR:YR0",18*) |
| Total liabilities and owners’ equity | MAP("BR:YR0",2*) |
| Total current liabilities | MAP("BR:YR0",21*)+MAP("BR:YR0",22*) |
| Total long-term liabilities | MAP("BR:YR0",23*)+MAP("BR:YR0",24*)+MAP("BR:YR0",26*) |
| Total owners’ equity | MAP("BR:YR0",27*) |
| Total revenue | MAP("BR:YR0",3*) |
| Total cost of goods sold | MAP("BR:YR0",4*) |
| Total operating expenses | MAP("BR:YR0",5*) |
| Total non operating income and expense | MAP("BR:YR0",8*) |
Examples Using Component 3
You may want to use component 3 to map fixed assets by class number:
e.g. The default map number for production equipment - cost is 157.250. However, you may wish to include detail by depreciation class as follows:
| Manufacturing and processing | 157.250.29 |
| Manufacturing and processing | 157.250.39 |
| Manufacturing and processing | 157.250.40 |
Note the following:
Depending on the amount of detail desired, we recommend that the user either map to component 1 or to component 2, but not both. Particularly when dealing with one type of account.
e.g. If cash on hand is mapped to 111 then all cash accounts should be mapped to 111 and none to component 2. However, if the user requires more detail for the various cash accounts, no accounts should be mapped to 111 as all cash accounts would be mapped to component 2. 111.800 would be used as other cash for accounts that do not specifically fit into the mappings provided in the default database. Using component 1 to map in one area does not preclude the user from using component 2 mappings in other areas that require more detail.
The linkages set up in CaseView incorporate wildcards as described above. MAP("AY",111*) will include all cash account mappings. Where notes are required, mappings to more detailed information are included.
If mapping to component 1 does not provide enough detail to link your tax codes for exporting to tax software, then the user should map using component 2.
e.g. Meals and Entertainment would be mapped to 511.300
Calculated Map Numbers
The mapping database also includes calculated map numbers that allows the user to add together more than one map number. They can be used in CaseView reports and in various automatic documents that have group totals. Accounts cannot be assigned to a calculated map number.
