A line item subset is a list of items drawn from one or more longer lists:
The items in a line item subset can be drawn from a single module or from a variety of modules.
There can be more than one line item subset in a module.
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;
can be selected from List Format dropdown picklists.
Uses for line item subsets
There are many uses for 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 module(s). This function can only be used in modules that have a line item subset as a dimension.
Choose a parent
Because a line item can belong to a number of subsets, in each context in which the line item is used, you can choose which subset will act as its parent. The selection is made in the Parent field in Blueprint.
Line Item Subset Formula
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 check box, Include New Items, 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.
Create a line item subset
In the Lists and Roll-ups tab of ModelSettings, scroll down and click Line Item Subsets.
On the Definitions tab, click Insert and enter a name for the subset. You can enter multiple subsets.
The new line item subset is added to the Definitions tab.
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:
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).
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.