1. Christian - CFO Christian is a new member to the company, brought by Clifford. Christian is bringing new ideas to an old system. He wants to make the company far more robust, and reduce costs were needed. Christian hopes to fit in with the company culture and stay strong. Christian also wonders where cost could be reduced, besides renegotiating the terms of the rent lease, he is keeping an eye on all those factors that could be eating up the bottom line. Christian rejoices his free time in books, especially those about history and novels from the past.
G/L Setup Options With Accpac, generating reports is quick and easy, but more importantly, successful information retrieval starts with the correct set up The reporting tools - Crystal Reports or the FR - pull the data from Accpac for up to the minute reporting. It thus gives you the flexibility to get the report when you want rather than the other way round! Under the G/L set up options, you can define the various levels of reporting through the G/L Segmentation structure (Account, Division and Region in our example)
G/L Setup Options Under posting tab you can maintain up to 5 budget sets (based on the edition) per account per fiscal year. This helps to define the source of data you need for reports You can even allow posting to previous years for accurate reporting
G/L Account Set Up While setting up a G/L Account, you can specify under Account Type whether it is a Balance Sheet account, Income Statement account or a Retained Earnings account You can also select under Post to Account option whether to have transactions posted to this account in detail or in consolidated form
G/L Account Set Up By establishing an account as a ‘ Control Account ’ you can designate the account as a control account for one or more sub-ledgers. You can specify the sub-ledgers that can post transactions to this account and restrict others from posting to it You can create an Account Rollup structure for reporting and specify which accounts are included for rolling up to this account These options ensure that reports bring you the desired information and eliminate second guessing
G/L Integration You can specify under the sub-ledger G/L Integration options, how you want to create the G/L transactions – During posting or On Request You can further enhance the process by either creating or creating and posting these transactions. This ensures that the reports have up-to-the-minute data automatically since it is already posted
Objective Report filters (based on account number ranges and G/L segments) and VBA menus allow for more levels of detail. The drill down feature from GL to the sub-ledger provides an on-screen transaction trail Area of focus FR reporting options Different selection options in VBA macro reports Full G/L Drill Down to the transaction details
Report output in Accpac is flexible. Once the report parameters and data sources are defined, you can also use additional filters in the reports interface Open G/L FR and select a report: You can re-run a report using the Year/Period; Actual vs. Provisional; Choose the levels (Acc, Div, Region). You can even select the range of account numbers to include The output can be previewed or distributed as a file or e-mailed
VBA Macros Reports created using VBA macros and screens are an ideal way to provide additional options and filters specific to your needs Open Run Macro from the top menu in Accpac and choose “cashflow.avb” macro You are presented with the flexibility of changing the cutoff period rather than the hard coded 30/60/90 days. You can choose the degree of detail and the accounts to include With these options, you don’t have to wait to generate several iterations of summary reports at the desired level of detail
G/L Chart of Accounts Drill Down In Accpac, there is a complete drill down available to the source transactions right from the G/L Chart of accounts Think of this as an on-line audit trail/footprint of events that you need to research In G/L Chart of Accounts , choose the sales account 4010-100-10 . Click on Transactions button to open GL Transaction History screen. Say if I’m are looking for a transaction for the month of May Change the ‘Period Ending’ to 2010-05 – transactions on the screen will refresh Scroll down to the sale to The Courtyard – the last transaction (the one that I am looking for)
Double Clicking on the Courtyard will open the G/L Journal Entry screen Use the Drill Icon to open the A/R Invoice Entry screen Continue drilling down
You can now see the OE Order Entry transaction As you close these screens and return to the G/L Chart of Accounts, reiterate the power behind this feature Through this powerful drill-down, you can instantly research the details behind your business transactions stored in the financial and operations modules. Due to the integration between the modules, you can drill down to access that information when you need it
Objective Role based profile in administrative services restricts access and controls functions including inquiry and posting. You can easily customize screens and attach different access rights to a role Area of focus Administrative Services – user set up Screen customization based on a user profile
Administrative Services- Create a Security Group ‘AP Clerk’, Create a user and attach to that profile With the use of role based security, you can restrict the user access to specific functions in each module The AP Clerk profile in this example is set up to allow Invoice Batch Inquiry and Batch Entry but no posting is allowed You can control this access profile against each function allowed in the module
Screen Customization Administrative Services- Create a Security Group ‘AR Clerk’ You can also restrict user access by quick and codeless screen customization Using the ‘Customize’ option in the AR Invoice Entry screen, you can restrict the ability of the users under this profile to accept a prepayment or to delete an invoice Once users are created and these security profiles attached to their access rights, the desired control is achieved
Objective Quick access to financial reports and financial ratios is available through Out Of the Box reports. Cash Flow Reports ready to use with your company data Area of focus G/L FR - Financial Reports FR Financial Ratio Reports
A number of predefined G/L reports are available right out of the box. These will run with your company data and provide the key information at your fingertips. The reports definitions can be modified to fit your requirements Open Report Balsum01.xls from the ‘Print Financial Statements’ menu Through the Excel based interface you have quick access to the financial results You can review results and compare them against objectives Through the available filters, the account range and G/L segments (organization level) can be selected for desired level of detail
Onscreen output (Print Preview mode) of Balsum01.xls Financial Statements like Balance Sheet (and others) can either be previewed on-screen or output to Excel for distribution
Reports are not limited to the financial statements Select Finratio01.xls From this area you can also access the key financial ratios for a quick pulse on the health of your business
Quick look at the profitability ratios and growth ratios Scroll down for more/discuss the one of interest – the one that might solve a problem at hand
You can also display the financial ratios as graphs that pull the information from your Accpac company data Print Preview Finratio03.xls Click ‘next’ to show the graphs of the other key indicators You can now see that once the critical information you need has been predefined, it can be accessed the way you want, when you want
Through these key indicators you can stay informed of your debt collection performance against targets
Objective Easy to establish credit limits and credit warning options. Users need override approval to allow credit extension in Order Entry Area of focus A/R Customer Setup Customer Activity Screen Order Entry Transaction
AR Customer Master: Establish credit limit for customer 1105 ($5000.00/30 Days - $3000.00) You can track information on customer credit rating. This ensures that you don’t accidentally over-extend credit to those with a lower rating You can specify threshold levels to generate system warnings when the customer credit exceeds a certain amount, optionally combined with certain number of days AR transactions are overdue by In this example, let’s set the total credit limit to 5000.00 and $3000 if due for 30 days or more
A/R Customer Activity From the customer activity screen you can see that this customer has already exceeded their limits from previous transactions (even before you set a limit)
Order Entry When a sales person tries to enter a new sales order, they are presented with a system generated Credit Warning . This transaction will only go through if overridden by the authorized person i.e. controller or a designated person During the demo, when you get this message you can use the ADMIN account to show the override rights
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