Financial data can be added to Datarails either manually or through system integrations. However, you may encounter scenarios where not all year-to-date data is available:
- Monthly activities only: you have records of monthly activities but lack the monthly beginning balances.
- Beginning balances only: you have the beginning balances but no detailed activities data for the months.
To address these gaps, Datarails provides Calculation Models that automatically generate the missing monthly figures and add them to your data table. Once a model is saved, it runs automatically whenever your data updates — so your reports always reflect complete monthly figures.
Available Models
| Model | Use when | Generates | Typically used for |
|---|---|---|---|
| Yearly to Monthly beginning balances | You have a beginning balance for the start of each year, plus monthly activities | Monthly beginning balances | Balance Sheet |
| Single starting balance to monthly beginning balances | You have one beginning balance at a single point in time, plus monthly activities | Monthly beginning balances | Balance Sheet |
| Year-to-date to monthly activity | You have year-to-date (cumulative) balances for each month | Monthly activity | P&L |
Formerly named "Beginning Balance Y to M", "Beginning Balance Onetime to M", and "Cumulative to M".
For each type's calculation method and the step-by-step wizard walkthrough, see Calculation Models: Creating and Validating a Model.
The Calculation Models Page
Go to Setup → Calculation Models in the left side panel. The page lists all your models:
- Status — the model's latest run state: Success, Calculating, or Error.
- ID — the model's unique identifier.
- Name — click to open and edit the model.
- Type — the calculation model type.
- Last calculated — date and time of the most recent calculation.
- Recalculation — the model's update schedule (Auto or Daily).
Model Actions
Click the action menu (⋮) on any model row:
| Action | What it does |
|---|---|
| Details | Opens a summary: estimated output size, creation date, and a Go to data table link to the model's generated data table. |
| Edit | Opens the model in the editing wizard. |
| Calculate now | Runs the model immediately, without waiting for the next scheduled or triggered run. |
| Calculation trigger | Choose which Fileboxes trigger a recalculation when they're updated. |
| Recalculation schedule | Switch between Auto and Daily (see below). |
| Archive | Stops future recalculations and removes the model's rows from your data table. The model can be restored later. |
Recalculation schedule: Auto vs. Daily
- Auto — the model recalculates automatically whenever relevant source data changes (a filebox in its calculation trigger list is updated). Best when you want figures to always be up to date.
- Daily — the model recalculates once a day, and only if its table was updated during that day. Best for large models where continuous recalculation isn't necessary.
Calculation trigger
Open Calculation trigger to choose the Fileboxes that trigger the calculation — when any selected filebox is updated, the model recalculates (with the Auto schedule). Updates to unselected Fileboxes do not cause a recalculation, but any connected lookups always trigger recalculation. Models created before this option was introduced have all Fileboxes selected.
Details
Details shows the model's estimated output size (with a performance indicator), its creation date, and a Go to data table link that opens the data table generated by the model.
Archiving and Restoring Models
Archiving is the safe way to deactivate a model you might need again:
- Open the model's action menu and select Archive.
- Confirm in the dialog. Note: archiving stops future recalculations and removes the model's rows from your data table — this may impact reports or automations that use this model.
- To bring a model back, open Archived models (the icon next to + New), find the model, and restore it.
Deleting a model, by contrast, is permanent and cannot be undone.
Q&A
How do I verify a model's output?
Every model has a built-in Validation step in the wizard, and each saved model generates a data table you can open from Details → Go to data table. See Creating and Validating a Model for a walkthrough.
Does an archived model keep its data?
No — archiving removes the model's generated rows from your data table. Restoring the model and recalculating brings the figures back.
What happens right after I save a model?
The model becomes active immediately: the first calculation is queued and its results are written to your data table, and a validation data table is created for review.
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