Filling out the tables: our know-how

We are all used to Excel where a cell contains a number or a formula. And you cannot enter a number where there is a formula, because that formula will disappear. We were absolutely dissatisfied with this in relation to filling out complex related tables, which is IFRS reporting.

For example, you fill out the Balance Sheet, enter data for the PPE assets item. In addition, there are notes to reporting (PPE section), where the same fixed assets indicator is broken down by groups and flows. That is, you enter the PPE amount in the Balance Sheet, and in the Notes table you break this amount down by line items (flow) and columns (PPE groups). As a result, you first enter the total amount in the Balance Sheet and then its components in the Notes. It is impossible to do this in Excel because you would delete the formula. In Excel, you would have to start by entering the notes, breaking down the PPE into groups and flows. In our IFRT software, you can enter the data in any order, including starting with Total. This is how it works.

The program implements an adaptive totals calculation mechanism. It means that the software calculates amount until the formula meets the equation. If the equation is disturbed (for example, because you enter value directly into the Total cell), the recalculation stops until the user restores the equation.

Let us see an example. We have the following table:

We start changing data in the table, let us have the value for PPE as "7". As soon as we enter 7 instead of 5, the Total item is automatically recalculated:

Total item was automatically calculated because when we entered the new value for PPE, Total was actually equal to the sum of two items. Now we enter 20 instead of 17 for Total Item:

Because the total is no longer equal to the sum of the rows that make it up (you have "broken" the formula), the software has highlighted the Total cell in red and the rows that make it up in pink. So you can enter any data in any cell, but if you "break" the formula, the software will alert you with a red light.

And now, as long as the formula remains "broken," Total will remain "20" (i.e., exactly as you entered it), regardless of your changes to the values of the PPE and Other Non-Current Assets line items. For example, you enter 8 instead of 7 in the PPE line item and see that nothing changes:

If the cell turns red or yellow and you cannot understand what the discrepancy is, right-click on the cell and select "Show by formulas" - a table will appear showing the discrepancy that occurred.

To fix the situation, you need to "fix" the formula. This can be done in two ways:
a) Balance the total by changing the value of one of the items that make it up (for example, by entering 10 instead of 8 for "PPE");
or
b) by entering the exact total amount (i.e. 18 instead of 20).

After that, the red color will disappear from the table and the total item will be recalculated automatically if any changes are made to the above two items.

Such a unique approach allows you to fill in several indicators in any order in IFRS reporting and notes, many of which are interrelated.

Another related point to note is that the same indicator always has the same meaning, no matter how many times it is used in the tables. This means that if you change the Total PPE line item in the PPE section of the Notes, the PPE value in the Balance Sheet will automatically change. And vice versa. This is logical, because the same indicator cannot have different values in different tables.

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