Getting Started

1) The Chart of Accounts - estimated time to submit: 5 to 10 minutes

Please create a chart of accounts and save it as a CSV (preferred), Excel, or text file. Please don't open the file once it is created and saved. Our system will process the “raw” data file automatically.

To submit the file to us:

• Logon to our secure website. In the green navigation bar on the left-hand side of the screen, click on “Send in Data” under “Reports & Charts.” This page allows you to submit the financial and operational information that CoopMetrics analyzes to build your reports. 
• Next, you must specify the type of information you are submitting by choosing it from the upload type list. For this upload, select “Chart of Accounts.”
• If you are responsible for submitting data for multiple outlets, you may need to select the individual outlet to which your upload pertains from the pull-down menu next to “Choose outlet.”
• Now find the file you want to upload from your computer by clicking the “Choose” button and then browsing through your computer’s files to find it. You need to have the file closed on your computer in order to upload it.
• When you are satisfied with this information click the “Send file” button. You should see a message saying that the file you specified was uploaded. If you have clicked the “Send Confirmation Email” checkbox, you will receive an automatic email confirmation that the file was received.

2) A Sample Trial Balance - estimated time: 5 to 10 minutes

Please create a trial balance file from your accounting system.

• To decide which period to create the sample TB file for please consider that we will accept historical financial data back for previous fiscal years.  Typically, companies load 2 years worth of historical data in to start with so that they can compare their historical trends to peers. As the sample TB, please send the 'beginning' trial balance for the first fiscal year you plan to submit. For example, if the fiscal year starts on January 1 and you plan to start sending data as of 1/1/2007 then the sample TB file would be as of 12/31/2006. This will give us beginning balances for fiscal year 2007. 
• Please don't open the TB file once it is created and saved.
• Follow the steps above to submit the Trial Balance to us, but next to “Choose upload type”, select “Trial Balance” and enter the fiscal period end date. For our example, the end date would be 12/31/2006.  

3) Completed "NewParticipantInfoandGLMask.xls" file

• This file (or a link to it) will be emailed to you to be completed and uploaded to the CoopMetrics website (see instructions above). This file will give us important information about your company and explain how your account numbers are structured.  

4) Next steps:

• Once we have reviewed your files and mapped your chart of accounts to the common chart of accounts, we’ll let you know when the mapping check file has been posted to the website for your review.
• This is your opportunity to review how we have mapped your accounts to the common chart of accounts and to correct any mis-mappings.
• Once your mapping has been reviewed and adjusted as needed, we will ask you to submit all trial balances up through the current quarter so that we have a complete history for your company.

If any of this takes more than 10 minutes per trial balance, please stop and email us with your questions or concerns. We may have some shortcuts up our sleeves.