Variable Auto Creation
This article explains how Model Reef automatically creates and maintains variables from your Xero account mappings so that you do not need to build every line manually.
You will learn:
When variables are auto created.
How their type, category and branch are chosen.
How auto created variables interact with manual modelling.
How to override or extend their behaviour.
When variables are auto created
Variables are auto created during Xero integration when:
You have imported the Chart of Accounts and mapped accounts.
You run an Actuals Import for a given date range.
Model Reef detects that a mapped account does not yet have a corresponding variable in the model.
For each such account, Model Reef creates a new variable and links it to the Data Library series holding the imported actuals.
If a variable for that mapping already exists, Model Reef will update it rather than create a duplicate.
How the variable settings are chosen
For each auto created variable, Model Reef uses your COA mapping to set:
Name
Usually derived from the Xero account name and code, possibly sanitised.
You can later rename the variable without breaking the link to the Data Library series.
Variable type
As chosen during COA mapping (Revenue, COGS, Opex, Staff, Asset, Liability, Equity, Tax, Dividend).
Determines how the variable affects P&L, Balance Sheet and Cashflow.
Category and subcategory
As mapped from the account into your reporting structure.
Controls where the line appears in P&L and other reports.
Branch
As chosen during branch mapping (entity, division, store, project).
Determines where the line appears in branch level statements and rollups.
Units and frequency
Based on Xero data and import settings (typically monthly currency amounts).
These defaults give you a working set of variables that reflect your accounting structure and history.
Auto created variables and manual forecasts
Once auto created, these variables are yours to work with. You can:
Add forward looking drivers and formulas to extend them into the future.
Adjust timing and delays if cash behaviour differs from accrual timing.
Refine categories to suit reporting needs.
Add notes, tags and attachments for context.
You do not need to recreate variables by hand to add forecasts. The auto created variables serve as the base.
Common patterns:
Use imported revenue actuals as history and drive future periods with volumes and price drivers.
Use imported expense actuals as history and drive future periods with inflation or efficiency assumptions.
Use imported loan balances as history and build forward loan schedules.
Avoiding duplicate variables
To avoid duplicates:
Do not manually create variables that map to the same source Xero account if you intend to use auto creation.
If you already have manual variables, either:
Map Xero accounts to those existing variables carefully.
Or accept that some imports will create new variables and then consolidate lines manually.
In general, it is simpler to let the integration auto create variables first, then edit and extend them, rather than building parallel variables with overlapping scope.
Overriding auto created behaviour
You can override almost all aspects of auto created variables:
Change the name to match your internal conventions.
Adjust type if the initial mapping was not quite right.
Refine category and subcategory for reporting.
Change branch assignment if the line was mis allocated.
Add or modify timing, delays and formulas to reflect real world behaviour.
Changes you make will persist across refreshes. When you next refresh from Xero, Model Reef will update the underlying Data Library series but will not reset your custom logic unless you explicitly remap.
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