Finance - controlling and financial analysis

The document describes the controlling module in the AMAGE system. It can be used to plan and control financial flows within a given organization. Using the financial modules (invoices) and deliveries (orders, deliveries) we can easily provide information on operating costs. The controlling module, adding a financial planning mechanism in terms of accounts and tasks, allows you to monitor the current operation of the company.

There are several elements in the system that enable the implementation of this functionality, these modules/areas are:

The document will show full possibilities in terms of defining both the controlling plan in the account dimension as well as in the task dimension. It is up to the user to use these features and capabilities.

The controlling module is accessed from the Finance main menu.

Account Controlling allows you to monitor financial plans against costs and purchasing plans in the context of cost accounts. This data is linked to the other finance and procurement/supply modules.

After selecting an action from the main menu, you will be redirected to the main view of controlling data. The data is presented in two aspects - controlling data against cost accounts and controlling data against work orders.

The data is presented in a tabular view with a vertical breakdown for each month of the year. The horizontal dimension takes into account all active cost accounts that have been defined for a given application and that are included in controlling accounts.

The data for each account in the basic view is presented in the differential range, i.e. it shows the financial result for that account, i.e. the difference between the financial plan and the actual costs recorded for that account. When expanded, we get additional information broken down by individual sources - financial plan and individual cost components i.e. invoices and orders.

Data breakdown for each cost account: * Overall (result) - overall financial result (difference of plan vs costs). * Plan - financial plan for a given account on a monthly basis. * Invoices - registered invoices for a given expense account. * Orders - registered unfulfilled orders for a given account.

In addition, the view can be filtered using the main filters, which allow you to select the cost category, text search and the year for which we present the analysis.

Using the Cumulative option, we can display data in the annual range in the context of cumulative values, i.e. the values of consecutive months are summed up for each consecutive month.

Additional filtering options are available in the side filter and allow you to filter the data more thoroughly and indicate the options that are required for data analysis.

The bottom part of the view shows a summary of individual elements - total result, value of plan, execution (invoices) and orders for each column separately. At the end of the view is a detailed summary of the view.

All the data from a given view can be exported to an XLS spreadsheet using the action in the view’s context menu.

The following functions can be invoked in the context menu of the account view for each item:

In order to run the basic elements of controlling, you must be able to define the controlling plan. This data is defined in the main view of controlling with the ability to specify all the necessary information and the monthly plan itself.

The creation of a new account control plan is launched using the (+) button available in the upper right corner of the data view.

Editing of already existing plans is carried out using the context menu and the Edit action.

In order to define a controlling plan, a chart of accounts is required. It can be defined in the system configuration section under Dictionaries. You can use this view to define a chart of accounts.

The definition of a new controlling element allows you to define all parameters, i.e. name, description category, related account and type range (expense, income)

Sections and parameters defined for controlling

Individual control plans allow you to define planned expenses with monthly accuracy. Using additional actions, you can automatically copy monthly values to all months or divide the annual budget into individual months.

After saving the controlling plan, the system begins to aggregate all the data and visualize it in the form of the summary table shown above. On the other hand, the user can use the context menu to switch to the detailed view and view the data for a given controlling element in detail.

The view presents a wide range of information regarding the data analysis of a given controlling plan:

In addition, there are tabs at the bottom that present data in the form of graphs or tables:

All data can be freely viewed and analyzed.

A separate view is the controlling view against work orders. This area allows you to monitor the execution of individual work orders and their financial plan. This is an extension of the account controlling function with a more detailed breakdown of the tasks to be performed.

With the help of work orders, you can monitor the performance and information necessary to perform functions in the system. Work orders can be of the maintenance type, but we can also store information on the investment plan or all other activities within the work orders. The advantage of work orders is that it is possible to assign people, track progress and link other objects in the system to these work orders, e.g. maintenance work, applications, technical inspections, etc.

The controlling view against work orders is the same as the account view, but has data on work orders that have defined financial plans.

As in the view of controlling plans against cost accounts, each work order is divided into financial project and performance (invoices, orders) data.

Within a work order, an additional tab Controlling appears, which stores the financial plans for the work order. Using the plans, we can define a financial plan for a given work order that spans multiple years. Each year, is a separate financial plan.

The definition of plans is implemented identically to the plans for cost accounts.

Each order also includes financial information such as invoices, purchase orders and other data necessary for financial and material analysis of this task.

The source of data for the controlling elements (whether cost accounts or orders) is from the Finance and Orders/Delivery modules.

The data for the analysis of current costs comes from information on invoices and orders. Of which:

This approach allows for the storage of all financial information from the order stage to execution and financial settlement.

Building controlling plans and entering individual plans for a given year can be lengthy in the application despite additional aids and features to speed up data entry. The system also allows you to import this definition data from external data sources such as Microsoft Excel (XLS) files. The spreadsheets can be used to create an account control plan, a list of work orders and financial plans for each year. This data can then be imported into the system using a universal import mechanism.

The system allows you to import controlling plans along with automatic creation of cost accounts. Using the importer, you can define the necessary fields for import and enter them into the system.

Available fields for importing controlling account definitions:

The system also allows you to import controlling plans for individual accounts/work orders with a detailed breakdown of monthly costs. Available fields for the definition of importing details of plans for a given calendar year:

All the data after import is available in the system and allows you to work automatically.

The system also enables the import of cost data, i.e. orders and deliveries. Using universal importers, we can import data and make it available directly in the system. Such an operation can be performed when we have data exported from financial systems or the import of this data can be automated.

The system tries to automatically recognize existing data and import only invoices/orders that are not yet in the system.