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General provisions

The aim of this Manual is to introduce capabilities and functions of Vega: CashFlow software and obtain skills of practical work with this software. This manual is dedicated to software users and system administrators performing installation and setting of this software (section 2).

All transactions in this Manual will be performed by the example of demo-version of Vega: CashFlow system.

Basic terms

Cash budgeting is a mechanism of planning, process control and analysis of cash flow.

Cash flow (CF) is a complex of input and output cash flows of a company or enterprise.

Cash flow category (cash flows item) is a part of cash flow combined by similar economic substance.

For example:

Cash flows category “Payments from major customers” is a part of input cash flow; funds transferred from various major customers.

Cash flows category “Payment for materials” – is a part of output cash flow; funds intended for payment of materials provided by various suppliers.

Financial responsibility centre (FRC) is a subdivision or responsible person in charge of planning and application of funds by specific Categories of cash flows.

For example:

FRC “Accounting department”, represented by a chief accountant, is in charge of planning and timely transfer of tax payments (Categories of cash flows: “Corporate income tax”, “VAT”, “Income tax”).

FRC “Sales and distribution”, represented by a commercial director, is in charge of planning and timely receipt of funds from customers (Categories of cash flows: “Cash inflow from major customers”, “Other receipts”).

Operating budget is a combination of categories of cash flows similar in their content. In this context operating budgets may include financial and investment budgets.

For example:

Sales budget, combination of Categories of cash flows: “Cash inflow for main products”, “Cash inflow from retail sales”, “Other receipts”, etc.

Budget of wages fund, combination of Categories of cash flows: “Labour wages”, “Management wages”, “Charges on wages”, etc.

FRC budget (budget of financial responsibility centre) is a combination of Categories of cash flows, which are within responsibility of a particular financial responsibility centre.

For example:

FRC budget of “Supply department” may include the following categories of cash flows: “Expenditures for basic materials”, “Expenditures for supporting materials”, “Expenditures for products delivery”.

Master budget is a total plan or actual cash flows budget formed on the basis of operating budgets. The software uses annual and monthly master budgets.

Cash flow budget is an effective tool for cash flow planning and control, which outlines the management a concept of:

  • due to what activity the company receives funds and whether it is able to receive funds from current activity constantly;
  • to which extent the company depends on borrowed sources of financing;
  • in what cases there occur cash deficiencies and for which account they may be covered, when and under which conditions credits and loans may be obtained;
  • whether the company receives sufficient resources for future growth;
  • operating efficiency of subdivisions and directions of activities;
  • reasons for inconsistencies in financial results and change of cash flow volumes.

Payment budget is a mechanism, which allows controlling current position of the company and using funds to maximum effect.

Aim of cash flow budget formation is planning, reasonable formation of current payments list, control of plan figures execution and analysis of data on movement of funds and their equivalents for a particular period.

Intention, tasks and functions of the software

Vega: CashFlow software is designed for effective planning and control of cash flow (cash flows) of a company or enterprise.

Vega: CashFlow software product is a simple and effective complex solution of all tasks of the company cash flow control. Within this software you will be able to plan, forecast, perform current control of expenditures and analysis of cash flow movement with minimum time required.

Holding version additionally allows performing automatic formation of consolidated reports on cash flow movement and forecasting of financial situation development for a group of companies.

Vega: CashFlow will allow:

  1. Formation of any cash flows financial structure and allocation of budgets necessary for you.
  2. Provision of employees with powers on preliminary budget formation and detachment of any required financial responsibility centres.
  3. Easy optimization and confirmation of cash flows budgets.
  4. Protection of plan against unauthorized modification upon completion of the planning period.
  5. Formation of payment ledgers and execution of their operative control and confirmation with knowledge of all information necessary for decision making as for each payment.
  6. Automatic drawing of reports on cash flow, budgets of financial responsibility centres, operating budgets, projects and contracting parties.
  7. Restriction of users’ access only to financial information necessary for them.
  8. Forecasting of future financial situation of the company taking into account actual cash flow formed within a month or year.
  9. Modelling of scenarios for development of financial situation in the company.
  10. Simplification of control in financial field – composite indicator forewarns you about probability of occurrence of adverse trends.
  11. Dashboard displays the most important financial information on the screen, therefore, enabling to collapse time expenditure for familiarization with financial situation in the company.
  12. Maintenance of records on the budget of investment projects or orders.
  13. Arrangement of payment ledgers and optimize budgets through remote Internet access.

The main functions of this software are:

  • planning of income, expenditure and balance of funds of the company;
  • actual disclosure of cash flow and current control of its expenditure;
  • forecasting and modelling of future financial situation in the company taking into account actual cash flow;
  • modelling of scenarios for development of financial situation;
  • cash flow analysis.

Data security in the software

The software provides data encryption when data is transmitted either via local networks or via the Internet. In addition, it has advanced encryption protocol AES 256 which is one of the most protected data encryption protocols now. The US National Security Agency resolved that AES encryption is reliable enough to be used for protection of data representing a state secret and sometimes to the extent of TOP SECRET level.

Setting of user rights allows restricting not only data access but even if user has no access to a particular functional, thus, user will not see even menu buttons referring to this functional.

Flowchart of the software functioning system

This software provides matrix-based responsibility distribution principle through the organization of horizontal (on budget items) and vertical (per responsibility centres/subcentres) planning.

Cash flow planning should be performed in financial responsibility centres in view of the operating budgets.

The software includes a combined approach to cash flow budget development of the company. First, such approach provides “bottom-up” planning and then results obtained should be checked for compliance with set goals. Should the company management recognize such results as unsatisfactory, the operating budget is subject to correction.

During “bottom-up” cash flow planning, budgeting should be performed basing on the company’s available resources.

When using the “bottom-up” approach, the first stage should include planning of financial results and the second stage includes determination of required intensity for use of the company’s available resources. In this case, it may turn out that achievement of goals set is physically impossible.

General outline of the software functioning is the following:

Methodology of working with the software

General methodology of working with the software consists in the following sequence of actions.

Software setting unit

  1. Completion of FRC list, budgets, categories of cash flows, operating accounts and cash.
  2. Addition of users and setting of their rights.

Cash flows planning block (annual and monthly reports)

  1. Completion and execution of FRC budgets (for month: 4-5 days before the beginning of planned month; for year: November). Through menu option “Planned indications”=> “Completion of monthly (annual) budgets” select a month (year), FRC and budget.
  2. Optimization of cash flows plan and removal of cash deficiencies (for month: 3-4 days before the beginning of planned month; for year: first week of December).
  3. Agreement of cash flows plan in view of FRC with their managers (for month: 2-3 days before the beginning of planned month; for year: second and third weeks of December).
  4. Printing of master, operating and FRC budgets (if necessary) and their confirmation (for month: 1-2 days before the beginning of planned month; for year: fourth week of December).
  5. Closing of planning (the button in the bottom of “Monthly master budget” and “Annual master budget” forms). After the planning completion the correction of period budgets is possible only after opening of planning. Access to the button is provided for by particular rights.

Block of payments and current control

  1. Completion and execution of register of incoming payments. At this stage the actual incoming payments are controlled for compliance with the plan from daily and monthly perspective.
  2. Completion of register of outgoing payments and its execution. At this stage the actual outgoing payments are controlled for compliance with the plan from daily and monthly perspective. This stage also provides automatic completion of annual and monthly budgets with actual data (Actual indications => monthly master budget (master annual budget)). In view of budgets and FRC (Actual indications=> Operating monthly budgets (operating annual budgets)).

Control block

Plan/fact analysis of compliance of planned and actual cash flows payments.

The software includes 33 standard reports and report designer necessary for drawing up of user reports.

Software installation

This section describes the main procedures of the software installation. The procedure is quite simple and does not require special knowledge of programming or network administration.

General sequence of installation
Installation of the local version
Installation of the network version
Software activation

General sequence of installation

Operating systems supported by the software: Windows XP Service Pack 3; Windows Server 2003; Windows Vista; Windows Server 2008; Windows 7, Windows 8, Windows 10.

The software is supplied in two versions: local and network.

Local version is a common application installed on PC. Installation of the software local version is performed by running a file of the received distributive kit and installation of the software to the folder set by user. Installation of any additional software is not required.

The software network version uses three-tier architecture (also Multitier architecture) which assumes availability of the following application components: Client application connected to an application server, which is connected to a database.

The Client is an interface component, which represents the first level, namely the application for end user. The Client has no direct connections with the database (for safety reasons) and is not loaded with core business-logic.

The applications server is located on the second level. The second level comprises much of the business-logic. The database integrated into the server provides storage of data.

Installation of a user on PC or on a server can be performed in three variants: client, server or both parts of the software (full installation).

Installation of the local version

In order to install the software local version on a user PC in is necessary to:

  1. Download to user PC a distributive (page www.vegacash.com/#download table “Commercial versions”).
  2. Run the downloaded setup file. Agree with license requirements (select the check mark).
  3. Set a destination folder for installation (it is advisable to leave by default).

When you first start the software it will prompt for activation key. Key acceptance is described in section Software activation. Once the key is activated the software is ready for operation.

When installing the software local version and starting it first, the software will create new database for each user. In order to ensure interoperation of various users of Windows system using one database it is necessary to allow Windows users the folder sharing where the common database is located and provide them with the common database folder path. The information on the database folder can be obtained in the software using the following menu: Service => Settings => Program settings. New database can be also created there.

Installation of the network version

General sequence of installation requires consequent carrying out of the following procedures:

  1. Install the software (server part).
  2. Activate the software (detailed information is presented in section Software activation).
  3. Install the clients.

Installation of the software network version supposes installation of a server and clients.

Installation of the server part.

  1. Download a distributive kit to the user’s PC (page www.vegacash.com/#download “Commercial versions” table).
  2. Run the downloaded setup file. Agree with license requirements (select the check mark).
  3. Set a destination folder for installation (it is advisable to leave by default).
  4. Select “Serer installation” or “Server+client installation” component (Server+client installation supposes installation of both server and clients parts if to use this PC as a software server and one of the clients simultaneously). That is “Server+client installation” supposes operation of this PC both as a server and as one of the clients.

Setting of the software server part.

Setting of the software server part is performed using “Server settings” window (On the server: Start => All Programs => Vega Expert (network version) => Vega – payment budget (network version) => Server settings).

In most cases there is no necessity to change these settings. However, in case when any other software uses the port specified in server settings (by default 28639), you can change the port used by Vega: CashFlow ("Network" tab).

Also you can use the financial structures downloaded from the page http://vegacash.com/structures.php. To perform this it is necessary to set downloaded database path in “Database path” field. Using “Server settings” form (located in Vega: CashFlow program group), you can create new database or save backup copy of the existed database (“Database path” field).

If necessary (use of several network interface cards on one PC) it is possible to set a specific IP of the network interface card used by the server. If in IP field there is 0.0.0.0 then the program uses all network interfaces, which are suitable for most cases.

In order to start server part of Vega: CashFlow software it is necessary to activate the software. Key acceptance is described in section Software activation. Once the key is activated the software is ready for operation.

Installation of clients

  1. Run the downloaded setup file (there is one setup file for both client and server). Agree with license requirements (select the check mark).
  2. Set a destination folder for installation (it is advisable to leave by default).
  3. Select “Client installation” component. Activation is performed on the server; there is no necessity to perform it on clients.
  4. Run the installed client.
  5. In “Service” – “Settings” – “Program settings” set the server name or IP address.

Attention! Server name or IP address to be set in the client can be obtained in “Network” tab of the server settings.

Running and stopping service Vega: CashFlow can be performed manually using Dashboard => Administration => Services => Vega: CashFlow => Start/stop.

Software activation

The program will not operate until the activation procedure is performed (except demo version).

Once the payment is performed the activation key is sent to the specified e-mail address.

Then, for the software local version – after the installation, when you first start the software “Program license” window appears. Click “Upload license” button and set the activation key path. Once the key is activated the program will start automatically. In the following menu: Service => Settings => Information you will see your registration data (company name, Individual Taxpayer Number, registered office address, number of users).

Once the software is installed in order to activate the network version click Start => All Programs => Vega Expert => Vega: Payment budget (network version) => Server settings. In the opened window in “License” tab click “Install a key” button. Set the activation key path. Then the service-starting request appears. Click “Yes” twice. Registration is completed. It is enough to install the key on the server only once.

Setting of import and export transactions using CSV-files

Exchanging by means of CSV-files allows performing export-import transactions Vega: CashFlow with other programs and accounting systems.

For example, you can import accounts payable from other programs into payment ledgers or export approved cash flow transactions into other programs.

In our program you can simultaneously use CSV various formats selecting them from a directory. The number of formats used is unlimited.

Setting of CSV-files formats is quite simple and understandable even for beginners and does not require special knowledge of programming.

Format description
Setting of CSV format

Format description

There is a setting directory for importing from CSV in the program. Each directory element contains its settings for importing into Vega: CashFlow from CSV, generated by other program.

Attention! Setting of CSV format is performed using the following form: Actual indications – Payment ledgers – “Export into CSV” button – “Add” button.

Each element of settings directory contains the following fields (these fields are set on the editing form of the directory formats element of CSV files):

1. Number of the first line from which the data should be red from csv-file (positive integer, default value). The lines are numbered starting from 1. For example, a program generates csv-file with column heading then in this field it is possible to set 2 and the heading will be skipped when importing.

2. Delimiting character of CSV-file (one symbol, default value: “;” (semicolon)). It is required to perform import from the programs which use not a semicolon as a delimiting character, but for example, comma.

3. Delimiting character of fractional part of a number (one symbol, default value: “,” (comma)).

4. Presentation “true” value and “false” value in CSV-file (lines, default values: “yes” and “no”). When reading csv-file a ledger of these lines is not considered.

5. Coding (list to be selected, default value: utf-8). CSV-file coding. The list should include utf-8, koi-8r, oem-866, windows-1251.

6. For each of the following elements – number – column number in CSV -document which represents the corresponding data (positive integer) or null – this element of transactions table is not represented in CSV –file; default value – null.

6.1. Indication of payment (in CSV -file – Boolean value in accordance with clause 4).

6.2. Name of budget item.

6.3. Price.

6.4. Quantity.

6.5. Cost (if price and quantity are available in CSV –file the cost is calculated as production prices per quantity; cost value obtained from csv-file is not considered).

6.6. Name of account.

6.7. Name of contracting party.

6.8. Name of operation.

6.9. Name of project.

6.10. Agreement.

6.11. Comment.

A user only once fills in the settings directory element of import from CSV and specifies correlation between the operation fields of a payment ledger and column number in CSV -file. If in CSV –file there is no the corresponding columns, then in settings except the column number it necessary to fill in 0. Assignment the same column number in CSV-file for two different operation columns of a payment ledger is unavailable.

Setting of CSV format

The format setting is performed in several simple stages.

  1. Select Actual indications – Payment ledgers – Export into CSV button – Add button.
  2. In the opened form select CSV parameters in accordance with the format description. It is recommended not to change basic parameters.
  3. Set the correspondence of columns numbers of CSV-file with the columns of payments ledger.
  4. Save the format.

Saved formats can be grouped.

Hot keys and quick access to data

The following hot keys are used in the program.

Key Action
Delte Delete
Insert Insert
Shift+Insert Insert a group
F5 Refresh
Ctrl+F Search
Ctrl+P Print
Ctrl+E Export into Excel
Ctrl+"+" Expand all
Ctrl+"-" Collapse all

Once the program is started in the system tray you will see the following program icon . Left click on this icon places the program window always on top.

Additionally in order to speed up access to data of the current month by right click on the program icon in a system tray you can use the following menu items for quick access.

Financial structure

The software includes directories of the following types:

  • financial responsibility centres (FRC);
  • budgets;
  • categories of cash flow (CF categories);
  • contracting parties;
  • projects;
  • accounts (accounts and cash desks).
General elements of financial structure management
Financial responsibility centre (FRC)
Budgets (operating budgets)
Categories of cash flow
Contracting parties
Projects
Accounts

General elements of financial structure management

There exist the following general management elements, which are standard for all directories.

  • Edit – introduction of changes into existing element.
  • Add – addition of element.
  • Add a group – addition of a group to the structure.
  • Delete – deletion of the element (group).
  • Create a copy – creation of the element copy
  • Update – updating of changes. As a rule, updating of the elements is performed automatically upon introduction of changes.
  • Expand all – displays all elements as parts of groups and subgroups.
  • Collapse all – displays only root groups of the elements.
  • Search – search of the elements.
  • Export into Excel – export of the directory to Excel with complete maximization of the elements of groups and subgroups.
  • Print – printing of the form (without automatic maximization of groups by items).

Attention! It is impossible to delete an element of financial structure if any document (budget, register or other directory) refers to this element. Prior to deletion of such element, it is necessary to delete all documents referring to this element. However, complete editing (for example, renaming) of such elements of financial structure is allowed.

Required fields are marked with an asterisk «*». When trying to save the element with unfilled obligatory particulars, there appears relevant warning.

Sorting of the directory elements in ascending and descending order should be performed by left click on the relevant name of the field in the table top portion. The number of the directory elements and groups is not limited.

Shortcut menu in the financial structure is invoked by right click on the element.

Shortcut menu commands are the following:

  • Add an element – addition of the financial structure element.
  • Add a child element – addition of the financial structure element to the group.
  • Add a group – addition of the financial structure group.
  • Add a child group – addition of the group to the group.
  • Delete an element – deletion of the element (or group).
  • Edit – editing the element (group).
  • Update – updating of the directory data.
  • Create a copy – creating of the copy of the financial structure element.

Attention! In this Manual the structures of filled financial structures are specified as an example and there are no restrictions for formation of a particular financial structure for a specific company.

Financial responsibility centre (FRC)

FRC (financial responsibility centres) directory contains the list of subdivisions (responsible persons) in charge of planning and application of particular cash flows (cash flow) categories.

General view of FRC directory:

The elements of directory management are described in the section General elements of financial structure management.

The number of elements of FRC directory is not limited and, similarly to its structure, is determined depending upon financial structure of enterprise or company. Usually the number of FRC is equal to 4-8 elements.

General view of FRC directory element:

FRC name – FRC name.

Group – determines belonging of the directory to a particular group. For example: The group “Income” contains FRC responsible for income side.

Code – a unique FRC code assigned manually.

Responsible person – full name or position of employee who is in charge of planning and application of funds in the present FRC.

Comment – optional description of financial responsibility centre.

Attention! If financial structure has no separate FRC, it is necessary to fill in one (conventional) FRC directory element and use it in future.

Budgets (operating budgets)

Budget is a plan element formulated in monetary values for the purpose of decision making, planning and control in the process of management of the company’s activity. The budget determines the company needs for resources necessary for obtainment of forecast results. As used herein, it means the list of operating budgets.

Budget is a combination of Categories of cash flows similar in their content.

For example:

Sales budget, combination of Categories of cash flows: “Cash inflow fron main products”, “Cash inflow from retail sales”, “Other receipts”, etc. Budget of wages fund, combination of categories of cash flows: “Labour wages”, “Management wages”, “Charges on wages”, etc.

General view of budgets list:

The elements of directory management are described in the section General elements of directories management.

The list of budgets and structure of the directory are determined basing on expediency according to financial structure of a company.

For example: some companies need the budget on investment contributions and in case of execution of such contributions, other companies do not have to make these contributions, therefore, they do not need allocation of such budget.

When forming the list of budgets it is important to take into consideration that two main approaches can be used during development of the list:

  1. By cost elements. For example:
    • wages fund budget;
    • materials budget;
    • energy consumption budget;
    • depreciation budget;
    • other costs budget;
    • credit repayment budget;
    • hospitality costs budget;
    • investment budget;
    • tax budget;
    • etc.
  2. By activities or subdivisions. For example:
    • Budget of sales and distribution department (which includes the following items: advertising expenditures, wage expenditures, hospitality expenditures, etc.)
    • Process budget (wage expenditures, expenditures on materials, cash inflow from sale of products, etc.)

However, it is easier to use FRC in the program for analytics drawing up from these perspectives.

Partially these two approaches can be mixed.

General view of the element of budgets directory:

Attributes of budgets directory are the following:

Name – budget name.

Group – determines belonging of the directory element to a particular group.

Comment – optional budget description.

Categories of cash flow

Categories of cash flow is a part of cash flow combined by similar economic substance.

For example:

Cash flows item “Payments from major customers” is a part of input cash flow; funds transferred from various major customers.

Cash flows item “Payment for materials” – is a part of output cash flow; funds intended for payment of materials provided by various suppliers.

The number of Categories of cash flows is determined basing on expediency of detailing of cash flows analytic information. In practical terms, it is expedient to detach a separate item provided that it weighs no less than 2-3% in the structure. It is expedient to add the rest of expenditures in the item “Other expenditures”. Total number of Categories of cash flows is determined basing on the company scale and, as a rule, amounts to 25 – 60 elements.

Attention! Each item corresponds to one FRC. If two or more FRC are responsible for planning and application of funds on the item, then from the point of view of transparency provision for financial structure it is desirable to form a group out of the item and within this group it is necessary to detach Categories of cash flows according to each FRC.

General view of categories of cash flows list:

The elements of directory management are described in the section General elements of directories management.

General view of the element of categories of cash flows directory:

Attributes of categories of cash flows directory are the following:

Item name – name of categories of cash flows.

Group – determines belonging of the directory element to a particular group.

For example: The group “Income” contains FRC responsible for income side.

Code – a unique cash flows item code assigned manually.

FRC – financial responsibility centre that is responsible for planning and application of funds in the present item.

Budget – determined belonging of the item to a particular budget.

For example: The following categories of cash flows may refer to wages budget: Wages of operational personnel (group of operating expenditures); wages of non-operational personnel (group of other expenditures); wages of managerial personnel (group of administrative expenditures).

Direction – determines direction of money flow in cash flows item. Each cash flows item may have one of two directions: income and expenditure. The group may include Categories of cash flows with different directions of money flow. Items with negative direction of money flow (expenditure) are recorded in report cash flows forms with a negative sign.

Comment – optional cash flows item description.

Contracting parties

List of contracting parties is additional and is not obligatory for filling in. It is expedient to fill it in gradually, within the frameworks of current activity or import from 1С. In addition, there is a possibility to add contracting parties during drawing up of the documents.

The directory allows increasing transparency of cash flows during planning and application of funds.

General view of directory of contracting parties:

The elements of directory management are described in the section General elements of directories management.

General view of the element of directory of contracting parties:

Attributes of directory of contracting parties are the following:

Name of contracting party – abbreviated name of contracting party.

Group – determines belonging of the directory element to a particular group.

For example: Group “Customers” contains the list of company customers.

Full name – full name of contracting party.

Address – legal or actual address of contracting party.

Comment – optional contracting party description.

Mark “Included into holding” – allows making the following additional samplings in reports:

  • sample transactions with contracting parties included into holding;
  • sample transactions with contracting parties not included into holding (in other words, exclusive of holding mutual turnovers).

Projects

This list (directory) stores the list of projects with maintenance of additional plan/fact cash flow record. These can be either investment projects or orders.

Marking the project name in the plan/fact of funds application, you can effectively trace income and sampling of funds in the specific project. Initially, it is recommended to introduce in the structure two groups (folders) of projects: active (current) and completed. The project, currently in progress, should be located in folder “Current”. The project, which is completed and cash flow in this project ceased should be dragged (holding down your left mouse button or change the group in properties) to the folder “Completed”. Therefore, it is possible to set reports on data sampling by the projects stored only in the folder “Current” which allows performing analysis more effectively.

List of projects is additional and is not obligatory for filling in. It is expedient to fill it in gradually within the frameworks of current activity. In addition, there is possibility to add projects during drawing up of the documents.

The directory allows increasing transparency of cash flows during planning and application of funds and controlling target allocations of funds application. In addition, it enables to calculate budget deficit\surplus of orders automatically.

General view of directory of projects:

The elements of directory management are described in the section General elements of directories management.

General view of the element of directory of projects:

Attributes of directory of projects are the following:

Name of project – abbreviated name of project.

Group – determines belonging of the directory element to a particular group.

For example: Group “Current” contains the list of projects which are currently in the process, in other words, projects with operating cash flows.

Contracting party — specifies the main contracting party in this project.

Comment – optional project description, for example, a link to business plan, agreement or order.

Accounts

List (directory) of accounts (current accounts and cash desks) contains the list of current accounts and cash desks in view of which there should be performed planning and current control of cash flows.

Itemization of current accounts and cash desks allows controlling cash balances in separate current accounts and cash desks and forecasting occurrence of cash deficiencies.

Attention! If you do not want to use itemization of current accounts and cash desks but to keep cash management in general, then just do not fill in this directory. The program will create “Primary account” by default.

When filling in the directory of accounts at the first stage we recommend renaming “Primary account” created in the program by default and fill it in with data of actual account of your company.

The directory of accounts allows increasing transparency of cash flows during planning and application of funds.

General view of directory of accounts:

The elements of directory management are described in the section General elements of directories management.

General view of the element of directory of accounts:

Attributes of directory of accounts are the following:

Name account – name of account (may be assigned optionally).

Group – determines belonging of the directory element to a particular group.

For example: Group “Primary accounts” contains the list of accounts used for major part of transactions performed by the company.

Bank – full name of the bank.

Current account – number of current account in the bank.

Make the account default – if the account is marked, then this account is automatically put in all transactions by default.

Comment – optional account description.

Attention! When creating a new database the program creates an account by default (primary account) which can be renamed or deleted after addition of new accounts and cash desks.

The number of accounts and cash desks, which can be entered into directory of accounts of the program, is not limited.

Planned indicators

The process of planning may be performed in the program in two perspectives: medium-term and long-term planning. Long-term planning is used when planning annual budget (in view of month) and medium-term planning is used when planning monthly budget (by days).

Planned indicators are filled in on the basis of FRC plans in view of budgets. For filling in of planned indicators of month: Menu “Planned indicators” => Filling in of monthly budgets. For filling in of planned indicators of year: Menu “Planned indicators” => Filling in of annual budgets.

Methodology and procedure of work when planning both annual and monthly budget are similar. The first six menu items “Planned indicators” refer to the monthly budget and the following six points refer to the annual budget. The main difference consists in the fact that planning of the annual budget is performed by months and planning of the monthly budget is performed by days. Therefore, the “rolling budget” are implemented.

Thus, prior to the beginning of the current year there should be filled in the annual budget, which enables to perform overall planning and determine deficit/surplus of cash flow by months. Prior to beginning of the month it is necessary to perform specified planning of monthly cash flow which enables to estimate deficit/surplus of cash flow by days.

Upon completion of monthly budget planning it is recommended to perform the analysis of final variances from the annual budget (budget guideline) with the help of the special report “Analysis of Categories of cash flows – Plan-Actual-Plan (by year) of the month.

Planned monthly/annual master budget (master cash flows plan)
Closing of planning and menu “Unexecuted budgets”
Filling in of monthly (annual) budgets
Menu “Templates of monthly (annual) budgets”
Planned operating monthly (annual) budgets
Planned monthly (annual) FRC budgets

Planned monthly/annual master budget (master cash flows plan)

Cash flows plan represents the master cash flow budget for a month or year.

General view of the master cash flows plan (the Figure depicts monthly plan):

Cash flow master plan is necessary both for directors in order to perform cash flow control and for outside investors and shareholders who on the basis of this report may arrive to certain conclusions on the company liquidity management, its income and necessity to raise the money.

This form is necessary for location of cash deficiencies and further cash flows budget optimization in whole, as well as for estimation of cash balance by the end of month or by dates.

Attention! Cash flows plan is a non-editable form, which provides the results of planned FRC budgets grouped in items. The plan is formed automatically on the basis of performed operating FRC budgets. Filling in of FRC budgets is described in the section “Filling in of monthly (annual) budgets”.

Elements of cash flows plan form management.

  1. The button “Cash balance in the beginning of the month (year)” opens the dialog window in which it is necessary to select opening forecast cash balance in the beginning of the period (month or year). This button is necessary for specification of cash balance in the beginning of the period. When clicking this button the window shows forecast cash balance in the beginning of the period, which is calculated on the basis of Actual/Plan of payments for the previous period (see menu item “Forecasting”). Attention! It is recommended to enter cash balances for the beginning of the month at starting of each month and prior to the procedure of budget optimization. When opening the form for the first time, the program will show the message offering to enter cash balances by operating accounts to the beginning of the month on the basis of forecast cash balances automatically determined by the program. This balance may be changed when required.
  2. Update – updating of the form data. In most cases the process of updating is performed automatically.
  3. Search – search of elements of cash flows plan.
  4. Export into Excel – export of cash flows plan into Excel with complete maximization of the elements of groups and subgroups.
  5. Print – printing of cash flows plan (without automatic maximization of groups by items).
  6. Expand all – shows all the categories of cash flows as parts of groups and subgroups.
  7. Collapse all – shows only root groups of categories of cash flows.
  8. The button “Close planning” enables to protect the plan against unauthorized modification upon completion of the planning period. After planning was closed correction of the plan is possible only after its opening. Access to the button is determined by the separate menu item “Rights”. More detailed information on use of this button is provided below, in the section “Closing of planning and menu “Unexecuted budgets" .
  9. The button “Close” – closes the form.

When passing the mouse on the particular date in the table “cash flows plan”, the following detailing is performed in the list of transactions:

  • by item – the list of transactions by the item as of a particular date;
  • by group – the list of transactions by the group as of a particular date;
  • by cash flows line per day – the list of all transactions per day;
  • by cash balance line – the list of all transactions from the beginning of month to the date specified;
  • by column in total – the list of all transactions by cash flows item (group) for the current month;
  • by crossing of the column “Total” and line “Cash balance” – the list of all transactions per month.

Breakdown of amounts in the cells is performed in the list of transactions (at the bottom, under the basic table).

In the operating table all receipt transactions are coloured green and expenditure transactions are coloured yellow.

Any list of transactions may be exported into Excel or printed.

Attention! Optimization of cash flows plan and liquidation of cash deficiencies should be performed by double left click the cash flows item, which opens relevant FRC budget.

Closing of planning and menu “Unexecuted budgets”

The button “Close planning” (is situated in the form “Monthly (annual) master budget” at the bottom right) enables to protect the plan against unauthorized modification upon completion of the planning period. After planning was closed correction of the plan is possible only after its opening. Access to the button is determined by the separate menu item “Rights”.

When trying to introduce changes into the plan there appears the warning after its closing “Planning was closed. Contact the user having rights for opening of the planning”.

If planning was closed there appears the new button – “Open planning”. The rights for access to the button are determined by rights for closing of planning.

Note that it is possible to close planning only after execution of all budgets. When clicking the button “Close planning” there may appear the warning on impossibility to perform the procedure of closing because there are unexecuted budgets. Further, there will be shown the list of unexecuted budgets. Such situation indicates that some FRC did not complete work on planning of budgets and did not perform the procedure of execution.

Double clicking of the budget from the list of unexecuted budgets will open the budget selected. It can be executed in future. After execution the budget disappears from the list of unexecuted budgets.

It is also possible to view the list of unexecuted budgets in the menu “Planned indicators” => “Unexecuted monthly (annual) budgets”.

Filling in of monthly (annual) budgets

Filling in of monthly (annual) budgets is performed by the budgets in view of FRC. Planned budgets contain planned indicators on cash flow in view of FRC. Financial Responsibility Centres fill in their budgets according to the list determined in the directory of Categories of cash flows. To invoke a certain budget it is necessary to select the menu – Planned indicators – Filling in of monthly (annual) budgets – FRC – Budget.

Master cash flows budget is formed automatically on the basis of executed FRC budgets.

Certain lines of budget (at the bottom right of the picture) correspond to each FRC (on the left). Filling in should be executed for each budget separately.

Attention! A red sign “Stop” on the icon of the budget means that budget was not executed and, therefore, not added to master cash flows plan.

The budget can be opened by selecting FRC (on the left) and double left click the budget (on the right). The form of selecting FRC budget:

Attention! Immediate filling in of the budget items with data should be performed in lower table (list of transactions).

There are two main methods for FRC budget filling in as of the certain date:

  1. Select the item cell in the budget (on the top, in the table of Categories of cash flows) corresponding to the certain date and press the button “Add” located above the list of transactions, fill the form in and press “Add” at the bottom of the form.
  2. Select the item cell in the budget (on the top, in the table of categories of cash flows) corresponding to the certain date and perform filling in of transactions by lines in lower table (list of transactions). The number of transactions for the certain date is not limited. When filling in the operation line the following line is added automatically. Data of the cell of basic table is summarized automatically.

Filling in of operation line is performed by the elements: name, agreement, contracting party, price, cost, invoice, project, notice. The price and quantity may be put in operation line and the cost will be calculated automatically.

The main elements of FRC budgets management:

  • Expand all – shows all the categories of cash flows as parts of groups and subgroups.
  • Collapse all – shows only root groups of categories of cash flows.
  • Create a template – creation of the FRC budget template on the basis of this budget. More detailed information on creation and use of templates is given below, in the section “Menu of templates of monthly (annual) budgets”.
  • Enter template data – filling in of the budget with data on the basis of template.
  • Save – saving of the budget without its execution (without showing in summary cash flows plan).
  • Execute – saves the budget with entry of data to the master cash flows plan.

Attention! After the budget was executed, it cannot be edited. To edit the budget press the button “Cancel execution”.

  • Cancel execution (activates upon execution of the budget) – deletes the data entered to the master cash flows plan. The button “Cancel execution” becomes visible only on the executed budget.
  • Export into Excel – export of the budget into Excel with complete maximization of the elements of groups and subgroups.
  • Postpone to the other date (optimization function) – allows postponing the operation to the other date within current month.
  • Transfer to the other item – allows transferring to the other item within the items of this budget of FRC selected.

Attention! Transfer of items within monthly (annual) budget upon its optimization is possible through dragging of the operation in the other cell. Holding down your left mouse button on the operation (list of transactions) drag it to the corresponding cell in the budget table. After the warning appeared, the operation will be transferred to the other budget cell.

  • Search – performance of search by defined parameters.

Attention! The button “Import from annual plan” enables to fill monthly budget in quickly on the basis of data of annual budget. On the form “Filling in of monthly budgets” this button enables to copy transactions to the first day of month from annual budget of relevant month, after this it is sufficient only to post (drag) them by month dates.

In the lines of cash flows budgets all receipt items are coloured yellow and group lines are colored grey.

Columns which show days of the month coinciding with weekends are coloured blue.

When passing the mouse on the particular date in the budget table, the following detailing is performed in the list of transactions:

  • by category – the list of transactions by the item as of a particular date;
  • by group – the list of transactions by the group as of a particular date;
  • by cash flows line per day – the list of all transactions per day;
  • by column in total – the list of all transactions by cash flows item (group) for the current month;
  • by crossing of the column “Total” and line “cash flows per day” – the list of all transactions per month.

In the operating table all receipt transactions are coloured green and expenditure transactions are coloured yellow. Any list of transactions may be exported into Excel or printed.

Menu “Templates of monthly (annual) budgets”

Use of templates significantly accelerates the process of FRC budgets filling in. Filling in of the budget on the basis of template is performed by clicking the button “Enter template data” on top of the form of FRC budget.

Attention! Use of template does not delete entries in the budget but adds them to the existing entries. Therefore, it becomes possible to create several target templates – tax, procurement of materials, etc. and add them to FRC budget and, thus, receive various final combinations depending on monthly plan.

Visibility or access to templates and the list of templates is determined by user rights for access to data of financial responsibility centre.

Creation of the template may be performed in two ways:

  1. Creation of the template on the basis of previously filled in budget is performed by clicking the button “Create a template” on top of the form of FRC budget. When clicking this button there appears a form in which it is necessary to enter the name of template and group to which it belongs (optional parameter) and comment (voluntary description of the template).
  2. Invoke menu Planned indicators => Templates of monthly (annual) budgets. Then select FRC and budget. The list of created templates opens. Click the button “Add”.

The main elements of templates management coincide with main elements of directories management.

The main elements of filling in the budget data (functions of open template management):

  • Expand all – shows all the categories of cash flows as parts of groups and subgroups.
  • Collapse all – shows only root groups of categories of cash flows.
  • Create a template – creation of the FRC budget template on the basis of this budget.
  • Enter template data – fill in the template with data on the basis of other template.
  • Save – saving of the template.
  • Export into Excel – export of the template into Excel with complete maximization of the elements of groups and subgroups.
  • Move to the other date (optimization function) – allows postponing the operation to the other date within current month.
  • Transfer to the other cash flow category – allows transferring to the other item within the items of this budget of FRC selected.

Attention! Transfer of items within the template upon its optimization is possible through dragging of the operation in the other cell. Holding down your left mouse button on the operation (list of transactions) drag it to the corresponding cell in the budget table. After the warning appeared, the operation will be transferred to the other budget cell.

  • Search – performance of search by defined parameters.

In the lines of cash flows budgets all receipt items are coloured green, expenditure operation are yellow and group lines are grey.

When passing the mouse on the particular date, the following detailing is performed in the list of transactions:

  • by category – the list of transactions by the item as of a particular date;
  • by group – the list of transactions by the group as of a particular date;
  • by cash flows line per day – the list of all transactions per day;
  • by column in total – the list of all transactions by cash flows item (group) for the current month;
  • by crossing of the column “Total” and line “cash flows per day” – the list of all transactions per month.

In the operating table all receipt transactions are coloured green and expenditure transactions are coloured yellow. Any list of transactions may be exported into Excel or printed.

Planned operating monthly (annual) budgets

Operating budget is a combination of categories of cash flows similar in their content. In this context operating budgets may include financial and investment budgets.

Therefore, this menu item provides easy analysis of the behaviour of budget-planned indicators, for example, behaviour of income, fixed or variable expenditures, etc.

For example:

Sales budget, combination of Categories of cash flows: “Cash inflow for main products”, “Cash inflow from retail sales”, “Other receipts”, etc.

Budget of wages fund, combination of Categories of cash flows: “Labour wages”, “Management wages”, “Charges on wages”, etc.

Operating budgets are formed automatically when selecting a corresponding menu item. Planned indicators => Operating monthly (annual) budgets => Selecting budget.

Budgets may be exported into Excel or printed. Access to view planned budgets is determined by separate rights.

Planned monthly (annual) FRC budgets

FRC budget (budget of financial responsibility centre) is a combination of categories of cash flows, which are within responsibility of a particular financial responsibility centre.

FRC budget of “Supply department” may include the following Categories of cash flows: “Expenditures for basic materials”, “Expenditures for supporting materials”, “Expenditures for products delivery”.

Thus, this menu item provides easy analysis of the behaviour of FRC budget planned indicators and detection of deficient and surplus financial responsibility centres.

Planned FRC budgets are formed automatically when selecting a corresponding menu item. Planned indicators => Monthly (annual) FRC budgets => Selecting FRC.

Budgets may be exported into Excel or printed. Access to view the budgets of financial responsibility centres is determined by rights for FRC.

Actual monthly/annual master budget

Actual cash flow shows actually executed cash flows receipt and expenditure transactions obtained on the basis of payment ledgers and grouped by Categories of cash flows. Master actual cash flow budget is necessary both for directors in order to perform cash flow control and for outside investors and shareholders who on the basis of this report may arrive to certain conclusions on actual cash flow of the company. Also this report is a basis for comparison with a plan.

The form “Actual monthly/annual master budget” is non-editable and formed on the basis of execute d payment ledgers.

Actual monthly master budget shows cash flow by days of the month and actual annual master budget – by months of the year.

Attention! At the beginning of month/year it is necessary to fill in actual cash balances as of the beginning of the month/year.

Attention! Breakdown of amounts by transactions in each cells, similarly to cash flows plan, is performed in the list of transactions.

When passing the mouse on the particular date in the table “Actual monthly/annual master budget”, the following detailing is performed in the list of transactions:

  • by category – the list of transactions by the item as of a particular date;
  • by group – the list of transactions by the group as of a particular date;
  • by cash flows line per day – the list of all transactions per day;
  • by column in total – the list of all transactions by cash flows item (group) for the current month;
  • by crossing of the column “Total” and line “cash flows per day” – the list of all transactions per month.

In the operating table all receipt transactions are coloured green and expenditure transactions are coloured yellow.

The elements for management of “Actual monthly/annual master budget” form.

  1. The button “Cash balance in the beginning of the month (year)” opens the dialog window in which it is necessary to select opening cash balance in the beginning of the period (month or year) in view of accounts and cash desks. This button is necessary for specification of cash balance in the beginning of the period. When clicking this button the window shows forecast cash balance in the beginning of the period, which is calculated on the basis of fact of the previous period on each account used in the program.
  2. Update – updating of the form data. In most cases the process of updating is performed automatically.
  3. Search – search of elements of cash flows plan.
  4. Export into Excel – export of cash flows plan into Excel with complete maximization of the elements of groups and subgroups.
  5. Print – printing of cash flows plan (without automatic maximization of groups by items).
  6. Expand all – shows all the Categories of cash flows as parts of groups and subgroups.
  7. Collapse all – shows only root groups of Categories of cash flows.
  8. The button “Close” – closes the form.

Any list of transactions may be exported into Excel or printed.

Payment ledger

Payment ledger is an easy tool for support of decision making which enables to receive sufficient information to decide whether to effect payment or deny it.

Payment ledgers are created for showing actual cash flow. Such systems enables to make a decision on payment more justifiably, with consideration of all aspects influencing the company or enterprise activity: compliance with planned budgets, cash balance as of the end of the day and month, cash balance on separate operating accounts and cash desks. All information necessary for making a decision on payment is represented in one window. Just making ticks on execution of payment, you receive all necessary information for making a decision. Upon confirmation of payment ledger there should be performed its actual payment. Data on the list and amount of payments can be taken from the ledgers and actual cash flows as of the current date.

Payment ledger is invoked through menu Actual indicators => Payment ledger. The procedure of payment ledger creation is divided into 2 stages:

  1. Creation of the ledger (in the window below).
  2. Filling in of the ledger.

The list of ledgers is provided on a monthly basis when opening the list of ledgers; it opens as of the current month.

The elements of management when creating the ledger:

  • Edit – editing of the ledger.
  • Add – addition of the ledger.
  • Delete – deletion of the ledger.
  • Create a copy – creates a copy of the ledger heading. (Copy of the ledger data is performed with the help of ledger templates.
  • Update – updating of the data of ledgers list. In most cases the process of updating is performed automatically.
  • Search – search of elements of the payment ledger.
  • Export into Excel – export of the list of ledgers into Excel.
  • Print – printing of the list of payment ledgers.
  • Export into CSV – export of the ledger data into CSV-file; used for data exchange with other programs.
  • Import from CSV – import the ledger data from CSV-file; used for data exchange with other programs.

Saved and unexecuted ledgers are marked in the list of ledgers with red “minus” mark.

Creation of payment ledger is performed by selecting: Actual indicators => Payment ledger => Button “Add”.

Payment ledgers can be of two types: receipt and expenditure.

Attention! When selecting a necessary type of payment ledger (receipt/expenditure) and when filling it in, categories of cash flows can be selected only of corresponding type.

Receipt ledgers show the receipt of funds to the current account or cash desk of the enterprise.

Expenditure ledgers show planned/executed payments of the enterprise to contracting parties.

Selection of the ledger type is performed when adding the ledger.

Attention! General sequence of work with payment ledgers is the following:

  1. Creation (addition of the ledger).
  2. Filling in of the ledger.
  3. Optimization of the ledger (make ticks “To pay”).
  4. Confirmation (execution) of the ledger.

It is worth noting that incoming ledgers are subject to confirmation by an employee responsible for recording of incoming payments and outgoing ledgers should be approved by responsible person for decision making on execution of payment. Respectively, access to both types of the ledger is determined by different rights.

The ledger has obligatory particulars – date, type (receipt/expenditure) and non-obligatory particulars – name and comment. In the column “name” it is possible to put the ledger number (for example: Morning, Day, Additional ledger, FRC ledger). The comment should contain additional peculiarities of the ledger.

By default the ledger offers to make the current day as date of a ledger. Selection of the date is performed with the help of calendar.

Opening of the specific ledger element is performed by double left click or with the help of shortcut menu (right mouse button). During creation the ledger opens automatically. Let us represent the ledger’s form:

Attention! Filling in of the ledger should be performed in upper table.

When adding the items in upper table, filling in of the table in lower part by Categories of cash flows and filling in of the analytics table by accounts are performed automatically.

Attention! Optimization of payment ledger is performed by making ticks in the column “To pay”. Herewith, total amount of payments by the items is summarized in lower table, the percentage of disbursement of daily and monthly budgets is estimated and balances on operating accounts and cash desks are calculated, i.e. analytic information is reported.

When saving the ledger it is saved without entering its values to actual cash flows. Saved and unexecuted ledgers are marked in the list of ledgers with red “minus” mark.

Attention! Execution of the ledger posts ledger data in the table “Actual cash flows”, besides, there can be entered only ledger payments marked with a tick “To pay”.

Total amount of the ledger claimed as payable is shown in analytic line “Amount claimed as payable”.

Analytic line “Cash balance as of the end of day” shows forecast cash balance as of the end of the day during execution of such ledger.

Analytic line “Forecast cash balance as of the end of month” shows forecast cash balance as of the end of the month during execution of such ledger.

Attention! Analytic line “Forecast cash balance as of the end of month” is calculated as the amount of cash balance as of the end of day (by actual cash flows) plus planned cash balances as of the end of day by all the days left to the end of month (by cash flows plan). Thus, every day this line can show different forecast cash balance as of the end of month.

In case of negative cash balance (of the day, month) the corresponding analytic line should be marked red.

The ledger can be formed in four ways:

  1. Direct filling in of the ledger lines (manual entry of data to the ledger).
  2. Formation of ledgers on the basis of templates. Ledger data is filled in on the basis of previously created template and corrected if necessary (see Templates of payment ledgers).
  3. Formation of ledger on the basis of orders of subdivisions (FRC). Ledger data is filled in on the basis of executed orders of subdivisions and corrected if necessary (see FRC payment orders).
  4. Formation of ledgers on the basis of CSV-file. It is used for filling in of the ledgers on the basis of data of other programs.

Attention! Within one ledger the data may be entered with the help of all methods mentioned above.

Import-export transactions using CSV-files

Exchanging by means of CSV-files allows easy performing Vega export-import transactions: CashFlow with other programs and accounting systems

For example, you can import accounts payable from other programs into payment ledgers or export approved cash flow transactions into other programs.

In order to import transactions from CSV-file a user should click the import button in payment ledgers edit window (the button is not visible if a payment ledger is read-only). A directory is opened with variants list of import settings and a user selects the required variant.

By double clicking on the directory element the user selects an import variant. Then a user is proposed to select a file in a standard selection window (default files filter – show only CSV-files; it is possible to select a filter – show all files). If a user selects a file, then its data is uploaded to the import form (if the data was not uploaded (for example, invalid decimal symbol in a file, not enough columns in csv-file), then error report is displayed).

Attention! The corresponding elements of directories (categories of cash flows, contracting parties and projects) are searched by name correspondence (symbols register is not considered).

So, if “Vega: CashFlow” software database contains a contracting party with the name of CSV-file, then it will be selected in import form. If there is no such contracting party, then it is selected manually.

If necessary a user edits transactions in an import form (for example, selects СА items), selects the transactions to be imported (ticks the first column; all lines are ticked by default) and clicks “Import” button (if any lines are not ticked – a user sees notice and the form is not closed; if only one operation ticked with “Import” has no selected cash flows item a user sees notice and import form is not closed). Then the transactions selected are added to payment ledgers. After that a user can save them.

Export into CSV-file is performed by clicking “Export into CSV” button located on a payment ledger form. Then it is necessary to select a format from a directory in which the transactions are uploaded.

Set file saving path and click save. In the opened intermediate form it is possible to open a file or folder to which the file was saved.

Payment ledger confirmation

“Vega: CashFlow” software has a convenient tool for making ticks on payment ledger confirmations by users.

The confirmation sequence is the following: Program menu – Service – Settings – Program settings tab – Settings button of incoming (outgoing) payment ledger confirmations.

The confirmation is performed by clicking “Confirm” button in “Payment ledger confirmation” window on the form of payment ledgers.

Ticks settings of payment ledger confirmation.

1. User. Select user (“Add” button) who should tick the confirmation or notify on completion of payment ledger confirmation procedure.

2. Define a confirmation sequence number for each user. A user with number 1 confirms first and then in numerical order.

3. Tick “Necessary for execution”. If this tick is applied to a user, then execution of a payment ledger will be impossible without this tick. If several ticks are applied to various users, then in order to perform execution of a payment ledger it is necessary at least one confirmation by a user who have such tick. For example, the tick is applied to such users as CEO and Financial Director. Therefore, in the absence of one of them, the payment ledger may be confirmed by another user.

Attention! After the payment ledger form is closed, a user is notified on necessity to confirm the ledger.

4. Tick “Notify only on confirmation”. In the case of this tick, a user is notified on completion of payment ledger confirmation procedure. For example, accountant’s notification in form of signal for formation of payment documents for the confirmed transactions.

Attention! Notification on ledger confirmation appears in case of open window Actual indicators – Payment ledgers for confirmation.

In menu Service – Setting – tab Program setting each user can have a parameter set “Show payment ledgers for confirmation at start-up”. Therefore, in case of user inclusion in the procedure of ledgers confirmation and set parameter “Show payment ledgers for confirmation at start-up” (default), the menu “Ledgers for confirmation” opens automatically when starting up the program.

Templates of payment ledgers

Use of templates significantly accelerates the process of payment ledgers filling in. This function is especially convenient in case of standard ledgers, for example, upon regular cash inflow from the company subdivisions. Filling in of the budget on the basis of template is performed by clicking the button “Enter template data” on top of the form of the ledger.

Filling in of the budget on the basis of template is performed by clicking the button “Enter template data” on top of the form of the ledger.

Attention! The button “Enter template data” becomes visible only in case of unexecuted ledger.

Attention! Use of template does not delete entries in the ledger but adds them to the existing entries. Therefore, it becomes possible to create several target templates – tax, procurement of materials, receipts of departments and subdivisions, etc. and add them to the ledger and, thus, receive various final combinations.

Visibility or access to templates and the list of templates is determined by user rights for access to payment ledgers.

Creation of the template may be performed in two ways:

  1. Creation of the template on the basis of previously filled in ledger is performed by clicking the button “Create a template” on top of the ledger. When clicking this button there appears a form in which it is necessary to enter the name of template and group to which it belongs (optional parameter) and comment (voluntary description of the template.
  2. Invoke menu Actual indicators => Templates of payment ledgers. Then save the template of the ledger.

The main elements of templates management:

  1. Edit – introduction of changes into existing template.
  2. Add – addition of template.
  3. Add a group – addition of a group to the structure.
  4. Delete – deletion of the template.
  5. Create a copy – creation of the template copy.
  6. Expand all – displays all templates as parts of groups and subgroups.
  7. Collapse all – displays only root groups of the templates.
  8. Search – search of templates’ elements of the list by various parameters.
  9. Export into Excel – export of list of templates into Excel with complete maximization of the elements of groups and subgroups.
  10. Print – printing of the list of templates (without automatic maximization of groups by items).

The main elements of templates data filling in (function of open template management):

  • Create a template – creation of the new ledger template on the basis of this template.
  • Enter template data – filling in of the template with data on the basis of other template.
  • Save – saving of the template.
  • Export into Excel – export of the budget into Excel with complete maximization of the elements of groups and subgroups.
  • Search – performance of search by defined parameters.

Access to templates of payment ledgers is determined by rights for access to payment ledgers.

FRC (financial responsibility centres) payment order

Payment orders of financial responsibility centres (FRC) are used for filing of payment orders (both receipt and expenditure) by subdivisions in electronic form. This is especially convenient for minimization of hard-copy paperwork. In future FRC payment orders are used for formation of payment ledgers.

Creation of FRC orders is performed through menu Actual indicators => FRC payment orders.

The procedure of creation of FRC orders is divided into two stages:

  1. Creation of the order (it is necessary to select relevant FRC).
  2. Filling in of the order.

The list of orders is provided on a monthly basis when opening the list of orders; it opens as of the current month.

The elements of management when creating the orders:

  • Edit – editing of the order.
  • Add – addition of the FRC order.
  • Delete – deletion of the FRC order.
  • Create a copy – creates a copy of the order heading. (Copy of the order data is performed with the help of orders templates)
  • Update – updating of the data of orders list. In most cases the process of updating is performed automatically.
  • Search – search of orders.
  • Export into Excel – export of the list of orders into Excel.
  • Print – printing of the list of orders.

Saved and unexecuted orders are marked in the list of FRC orders with red “minus” mark. Creation of the order is performed by selecting: Actual indicators => FRC orders => Select FRC => Button “Add”.

FRC orders, similarly to payment ledgers, can be of two types: receipt and expenditure. The order type can be selected when it is added.

Attention! When selecting a necessary type of FRC payment order (receipt/expenditure) and when filling it in, Categories of cash flows can be selected only of corresponding type.

Receipt orders show the receipt of funds to the current account or cash desk of the subdivision.

Attention! General sequence of work with FRC payment orders is the following:

  1. Creation (addition of FRC order).
  2. Filling of the order.
  3. Confirmation (execution) of the order. When executing the order it becomes included to the list of orders for formation of payment ledgers.

Confirmation (execution) of orders should be performed by a responsible person of financial responsibility centre. The order has obligatory particulars – date, type (receipt/expenditure) and non-obligatory particulars – name and comment. In the column “name” it is possible to put the order number. The column “comment” should contain additional peculiarities of the order.

By default the order offers to make the current day as date of order. Selection of the date is performed with the help of calendar. Opening of the specific order is performed by double left click or with the help of shortcut menu (right mouse button). During creation the order opens automatically.

Attention! Filling in of the order should be performed in upper table.

When adding the items in upper table, filling in of the table in lower part by Categories of cash flows is performed automatically.

Attention! After addition of the data entered through order to the ledger, this data can be corrected; however, data of the order itself will not change.

Total amount of the order claimed as payable is shown in analytic line “Amount claimed as payable”.

Attention! The order can be added to the ledger only once. After the order has been added to the ledger, this order will not be in the list of orders on the basis of which the ledger can be formed. The list of FRC orders should automatically specify the date and name of the ledger to which the order is included. If it is required to include the order repeatedly, it is necessary to create a template on the basis of this order and on the basis of new template create a new order and execute it.

The order can be formed in two ways:

  1. Direct filling in of the order lines (manual entry of data to the order).
  2. Formation of order on the basis of templates. Order data is filled in on the basis of previously created template and corrected if necessary (see Templates of orders).

Attention! In order to determine whether the FRC order was paid and by which items (to what extent) the FRC head can use the menu Actual indicators => Monthly FRC budgets => Passing the mouse on the order date in cash flows line per day. The table will show the list of paid transactions as of the date of FRC selected. Access to information is determined in the menu “Rights” depending on rights for access to FRC data.

Templates of FRC orders

Use of templates significantly accelerates the process of FRC orders filling in. This function is especially convenient in case of standard orders, for example, upon regular cash inflow from subdivisions of financial responsibility centre or upon standard outgoing payments.

Filling in of the ledger on the basis of template is performed by clicking the button “Enter template data” on top of the order.

Attention! The button “Enter template data” becomes visible only in case of unexecuted order.

Attention! Use of template does not delete entries in the order but adds them to the existing entries. Therefore, it becomes possible to create several target templates – tax, procurement of materials, receipts of departments and subdivisions, etc. and add them to the order and, thus, receive various final combinations.

Visibility or access to templates and the list of templates is determined by user rights for access to actual FRC cash flows.

Creation of the template may be performed in two ways.

  1. Creation of the template on the basis of previously filled in order is performed by clicking the button “Create a template” on top of the order. When clicking this button there appears a form in which it is necessary to enter the name of template and group to which it belongs (optional parameter) and comment (voluntary description of the template).
  2. Invoke menu Actual indicators => Templates of FRC orders. Then save the template of the order.

The main elements of FRC orders templates management:

  1. Edit – introduction of changes into existing template.
  2. Add – addition of template.
  3. Add a group – addition of a group to the structure.
  4. Delete – deletion of the template.
  5. Create a copy – creation of the template copy.
  6. Expand all – displays all templates as parts of groups and subgroups.
  7. Collapse all – displays only root groups of the templates.
  8. Search – search of templates’ elements of the list by various parameters.
  9. Export into Excel – export of list of templates into Excel with complete maximization of the elements of groups and subgroups.
  10. Print – printing of the list of templates (without automatic maximization of groups by items).

The main elements of filling in the template data (functions of open template management):

  • Create a template – creation of the new order template on the basis of this template.
  • Enter template data – fill in the template with data on the basis of other template.
  • Saves – saving of the template.
  • Export into Excel – export of the budget into Excel with complete maximization of the elements of groups and subgroups.
  • Search – performance of search by defined parameters.

Access to templates of payment orders is determined by rights for access to FRC data.

Actual operating monthly (annual) budgets

Operating budget is a combination of categories of cash flows similar in their content. In this context operating budgets may include financial and investment budgets.

Therefore, this menu item provides easy analysis of the behaviour of budget actual indicators, for example, behaviour of income, fixed or variable expenditures, etc.

Operating budgets are formed automatically on the basis of executed payment ledgers when selecting a corresponding menu item. Actual indicators => Operating monthly (annual) budgets => Selecting budget.

Budgets can be exported into Excel or printed.

Access to view actual budgets is determined by rights for FRC data.

Actual FRC (financial responsibility centre) monthly (annual) budgets

FRC budget (budget of financial responsibility centre) is a combination of Categories of cash flows which are within responsibility of a particular financial responsibility centre.

For example:

FRC budget of “Supply department” may include the following Categories of cash flows: “Expenditures for basic materials”, “Expenditures for supporting materials”, “Expenditures for products delivery”.

Thus, this menu item provides easy analysis of the behaviour of FRC budget actual indicators and detection of deficient and surplus financial responsibility centres.

Actual FRC budgets are formed automatically when selecting a corresponding menu item on the basis of executed payment ledgers. Actual indicators => Operating monthly (annual) budgets => Selecting FRC.

Budgets may be exported into Excel or printed.

Access to view the budgets of financial responsibility centres is determined by rights for FRC.

Export of tabular forms

All tabular forms of the software can be exported into Excel for further analysis and saving. The button for export into Excel is located above each tabular form. When saving the file name will be offered automatically.

For the sake of convenience, after the file was saved, there will appear an additional form from which Excel file can be opened directly or a folder where it was saved.

In the event of file opening there appears a message confirming that the file was received from reliable sources, click “Yes”.

Forecasting

Menu “Forecasting” is a tool which provides data related to perspectives of the company financial situation on the basis of plans and actual tendencies of cash receipt and application.

In other words, this is a process of modelling of future situation at the enterprise or company. This process is based both on planned and actual indicators. So, menu “Forecasting” represents a specified plan on the basis of actual tendencies, a model of financial situation which enables to evaluate the results of cash flows more precisely. Therefore, this menu tool implements one of the elements of “Moving budgeting”.

Forecasting mechanism operates in the following way. In case of cash over-spending or decrease in the amount of cash receipts of the plan, running cash balance decreases and it can result into cash shortage for payment as of any date (cash deficiency). Menu “Forecasting” provides automatic detection of such deficiencies.

Forecasting mechanism is based on selection of a base period. Base period is a period upon selection of which data from the beginning of month (year) to the date (month) selected inclusive is taken by actual flows, further – from the day (month) following the base date to the end of month (year) data is taken by planned flows. Thus, it is easy to analyze cash balances and possibility of occurrence of monthly (annual) cash deficiencies, so it becomes possible to take measures on their liquidation.

The most efficient way is to take the last period (date) with already filled in fact as a base date.

Menu “Forecasting” is the element of the program main menu.

Two variants of forecasting are represented by interim forecasting period:

  • short-term (monthly forecasting in view of dates);
  • medium-term (annual forecasting in view of months).

The main task of monthly forecasting is advance forecast of possible decrease in the amount of cash receipts of the plan or occurrence of cash deficiencies.

The elements of “Forecasting” form management.

  1. Update – updating of the form data. In most cases the process of updating is performed automatically.
  2. Search – search of elements of forecast cash flows plan.
  3. Export into Excel – export of forecast cash flows plan into Excel with complete maximization of the elements of groups and subgroups.
  4. Print – printing of forecast cash flows plan (without automatic maximization of groups by items).
  5. Expand all – shows all items of forecast cash flows plan as parts of groups and subgroups.
  6. Collapse all – shows only root groups of forecast cash flows plan.
Monthly forecast
Annual forecast
Scenario forecast

Monthly forecast

Monthly forecast is a tool, which provides data related to perspectives of the company financial situation for a month on the basis of plans and actual tendencies of cash receipt and application on a monthly basis in view of dates.

The form can be invoked in menu Forecasting => Monthly forecast.

Then it is necessary to select a base date in relation to which planned and actual data will be considered.

Base date is a day of month upon selection of which data from the beginning of month to the date selected inclusive is taken by actual flows, further – from the day (month) following the base date to the end of month (year) data is taken by planned flows. Thus, it is easy to analyze cash balances and possibility of occurrence of cash deficiencies, so it becomes possible to take measures on their liquidation.

The most efficient way is to take the last period (date) with already filled in fact as a base date.

For example: in the morning of September 16th (prior to filling in of the ledgers) it is recommended to specify the base date as September 15th. Upon execution of all ledgers (incoming and outgoing) it becomes reasonable to specify the forecast and select September 16th as the base date.

Rights to view data of the menu “Monthly forecasting” are determined by separate user rights (Rights => Reports block => Forecasting view).

Annual forecast

Annual forecast is a tool, which provides data related to perspectives of the company financial situation for a year on the basis of plans and actual tendencies of cash receipt and application on an annual basis in view of months.

The form can be invoked in menu Forecasting => Annual forecast.

Then it is necessary to select a base month in relation to which planned and actual data will be considered.

Base month is a month upon selection of which data from the beginning of year to the month selected inclusive is taken by actual flows, further – from the month following the base month to the end of year data is taken by planned flows. Thus, it is easy to analyze cash balances and possibility of occurrence of annual cash deficiencies, so it becomes possible to take measures on their liquidation.

The most efficient way is to take the last month with already filled in fact as a base month.

For example: on September 16th when performing annual forecasting it is recommended to specify August as a base month. On October 1st – September. And so on.

Rights to view data of the menu “Monthly forecasting” are determined by separate user rights (Rights => Reports block => Forecasting view).

Scenario forecast

Scenario forecast represents an easy tool for modelling of financial situation on the basis of the forecast.

In the process of forecasting a financial situation at the enterprise or company this tool enables to answer questions “What if?” quickly and efficiently.

If the forecasting tool allows issuing static forecast of financial situation on the basis of formed plan and fact within the current month or year, then scenario forecast allows changing the forecast dynamically upon entry of additional current financial information. In other words, upon entry of information, for example, on increase in any expenditure item or possible decrease of income, the user can easily model any similar situation basing on ready actual forecast and estimate in advance the consequences of such correction and take measures on correction of plans in case of adverse situation development.

In addition, this form may be used for making forecast of cash deficiency.

Attention! Moving or deleting various planned transactions, it is easy to model different variants of cash deficiency liquidation prior to its occurrence on the form of scenario forecast and, respectively, introduce corrections to the plan if necessary.

Methodology for formation of scenario forecast.

  1. Menu Forecasting – Scenario monthly (annual) forecast.
  2. For scenario monthly forecast expenditure or receipt transactions should be added to forecast by month dates if necessary and for scenario annual forecast these transactions should be added by months.
  3. If necessary, move transactions by clicking the button “Postpone on the other date” or holding down your left mouse button on transactions from list of transactions to the other date to upper table.

Formed scenario forecast may be saved as Excel-file for confirmation or further analysis.

Reports

Reports are represented by different variants of plan/fact analysis. Plan/fact analysis allows comparing planned indicators in view of items of different analytics types (categories of cash flows, financial responsibility centres, budgets, contracting parties and projects) and groups with their actual indicators formed on the basis of payment ledger. The program provides two groups of reports:

  1. Standard. These reports are the part of the program and cannot be changed (33 reports).
  2. User. These reports are formed by the user with the help of report designer. User reports may be formed on the basis of a copy of standard reports with necessary changes. Building of user reports is possible upon using required amount of levels, grouping and analytics.

The example of one of reports (below).

In the program periods of standard reports are divided into the following categories:

  1. Monthly reports. Selected calendar month is accepted as a report period.
  2. Period reports. Selected interval of dates is accepted as a report period.
  3. Report as of the date. Selected date is accepted as a report period.

The number of report levels (columns for comparison) may be unlimited. Standard reports use two- (plan/fact) and three-level (annual plan/fact/plan) reports. A report with any number of levels can be created with the help of report designer.

General elements of reports management.

  1. Update – updating of the report data.
  2. Search – search of the report elements.
  3. Export into Excel – export of plan/fact into Excel with complete maximization of the elements of groups and subgroups.
  4. Print – printing (without automatic maximization of groups by items).
  5. Expand all – shows all the categories of cash flows as parts of groups and subgroups.
  6. Collapse all – shows only root groups of the report items.
  7. Diagram – construction of diagrams and charts on the basis of the report data.

The column “Variance” shows the difference between the first and second columns. Therefore, the column “Variance” by receipt items will have “minus” mark in case of over-execution of the plan (receipt of additional cash) and “plus” mark in case of insufficient cash payment. The column “Variance” by expenditure items will have “minus” mark upon cash saving from the plan and “plus” mark upon cash over-spending.

The column “Percentage of budget sampling” is calculated similarly to data in the column “Variance” divided by the first column by item in terms of percentage points.

Attention! Data of all reports may be sorted in ascending and descending order by any column. For this end it is necessary to left click the name of corresponding column. First, the reports are sorted by groups and then by indicators within the group.

For example, by left click the name of the column “Variance” of cash flows report: Plan/fact of the period, Categories of cash flows are sorted in ascending order. Thus, on the top we will see items characterizing maximum economy by expenditure items and over-execution of the plan by receipt items. In other words, the factors, which influenced the increase of cash amount from the plan. At the bottom of report there is a process of sorting of factors which influenced cash decrease from the plan to the maximum.

The most representative variant is building of the report without detachment of groups of Categories of cash flows for which it is possible to modify the standard report with the help of menu button “Reports” “Quick report designer” in the tab “Categories of cash flows” by unticking “Show the groups of Categories of cash flows”.

When passing the mouse on the particular date in the report, the following detailing is performed in the list of transactions:

Attention! Planned transactions are determined on the basis of executed budgets and actual transactions are determined on the basis of executed payment ledgers.

Any list of transactions may be exported into Excel or printed.

Access to view the reports is determined in menu “Rights” by tab “Rights for reports” personally for each report. The tick in menu “Rights” “Administrative user” provides access to all reports.

Standard reports
User reports
Report designer
Holding reports
Quick report designer

Standard reports

Standard reports are the part of the program and cannot be changed but they can serve as a basis for optional user reports. The program provides 33 standard reports. Standard reports are divided into five groups and located in menu “Reports”

Reports are divided into the following groups:

  1. Analysis of contracting parties. 3 reports on different periods.
  2. Analysis of operating budgets. 4 reports on different periods including in view of Categories of cash flows and contracting parties.
  3. Analysis of projects. 4 reports on different periods including in view of Categories of cash flows and contracting parties.
  4. Analysis of categories of cash flows. 4 reports on different periods including in view of Categories of cash flows and contracting parties.
  5. Analysis of FRC. 4 reports on different periods including in view of Categories of cash flows and contracting parties.
  6. Analysis of accounts. 4 reports on different periods including in view of Categories of cash flows and contracting parties.
  7. Annual data broken down by months. 10 reports.

Attention! Formed reports can be sorted by any of their columns by left click their names.

Access to view standard reports is determined in menu “Rights” by tab “Rights for reports” personally for each report. The tick in menu “Rights” “Administrative user” provides access to all reports.

User reports

User reports are built by the user with the help of report designer. Also such reports can be built on the basis of a copy of standard reports with required changes. Building of user reports is possible upon using required amount of levels, grouping and analytics.

Attention! Formed reports can be sorted by any of their columns by left click their names.

Access to view user reports is determined in menu “Rights” by tab “Rights for reports” personally for each report. The tick in menu “Rights” “Administrative user” provides access to all reports. Therefore, in order to use user reports it is necessary to:

  1. Form a report (user rights for report designer are required).
  2. Provide user with the right for report provided that this user does not have rights of administrative user (in order to provide rights for report it is required to have the rights for users editing).

Attention! In case of building of significant number of user reports it is recommended to create groups of reports by each FRC.

The main elements of user reports management:

  1. Edit – introduction of changes into existing user report.
  2. Add – addition of user report.
  3. Add a group – addition of a group to the structure.
  4. Delete – deletion of the user report.
  5. Create a copy – creation of the user report copy.
  6. Expand all – displays all user report as parts of groups and subgroups.
  7. Collapse all – displays only root groups of the user report.
  8. Search – search of user report’ elements of the list by various parameters.
  9. Export into Excel – export of list of user report into Excel with complete maximization of the elements of groups and subgroups.
  10. Print – printing of the list of user report (without automatic maximization of groups by items).

Report designer

Report designer is intended for building of user reports. The process of reports building is quite easy and does not require programming skills.

The report can be built in two ways:

  1. The button “Add” in report designer.
  2. The button “Create a copy” in report designer – creates a copy of selected report which can be changed afterwards.

The elements of report designer management:

  1. Common properties of the report. Fill in the report name, select its group and fill in the comment (voluntary description of the report).
  2. Report periods. Select the number of report periods. If you select only one report period, then plan/fact analysis will be performed according to one period. The type of period characterizes the report interval. In practice, the number of report periods determines the number of comparison intervals used in the report. The number of report periods in user reports is unlimited. In the program types of periods are divided into eth following categories:
    • Month. Selected calendar month is accepted as a report period.
    • Date interval. Selected interval of dates is accepted as a report period.
    • Date. Selected date is accepted as a report period.
    • Year. Selected year is accepted as a report period.
    • Month interval. Selected month interval is accepted as a report period.
    For example, there was selected one report period “Month”. In the report it is possible to view plan/fact of the month selected. If there were selected two periods – with types “Month” and “Date interval”. In the report it is possible to view data of comparison of selected month with date interval.
  3. Formation of report columns. It is necessary to select the number of report columns in this tab. The number of report periods in user reports is unlimited. Column period – select one of the periods previously set. Column type – monthly plan, annual plan, fact. Select the type you need. For example, if there were selected the period type “Month” and column type “Fact”, then in the column we obtain the value of monthly fact. Select the period type “Year” and column type “Plan”, then in the column we obtain the value of annual plan by selected year. Select the period type “Year” and column type “Fact”, then in the column we obtain the value of annual plan by selected year. And so forth. Therefore, it is possible to build different reports, for example, “Plan/Fact”, “Monthly plan 1 – Monthly plan 2 – Monthly fact 1 – Monthly fact 2”, “Period plan – Period plan”, “Period fact – Period fact”. And so forth. This form provides building of the report by indicator with breaking down into days and months. With the help of this function it is easy to build reports by periods with breaking down into days and months. For example, annual report on contracting parties by the plan with breaking down into months.
  4. Result grouping. It is necessary to select the object for analysis: contracting parties, Categories of cash flows, FRC, projects or budgets and the order of grouping (up/down arrows on the right represent the analytics selected).
  5. FRC (financial responsibility centre). Select by which FRC it is necessary to perform analysis. Also, it is possible to select whether to show or not FRC groups in the report. This tab is necessary for formation of reports by a particular FRC. For example, the report can be built by one FRC (clear the tick box “Show all FRC”) and the rights for this report can be provided to FRC selected.
  6. Budgets. Select by which operating budgets it is necessary to perform analysis. Also, it is possible to select whether to show or not budget groups in the report. This tab is necessary for formation of reports by a particular budget with provision of separate rights for these reports.
  7. Categories of cash flows. Select by which Categories of cash flows it is necessary to perform analysis. Also, it is possible to select whether to show or not the groups of Categories of cash flows in the report. This tab is necessary for formation of reports by particular Categories of cash flows with provision of separate rights for these reports.
  8. Contracting parties. Select by which contracting parties (groups of contracting parties) it is necessary to perform analysis. Also, it is possible to select whether to show or not the groups of contracting parties in the report. This tab is necessary for formation of reports by particular contracting parties or their groups with provision of separate rights for these reports. It is possible to form the reports as included or not included to the holding.
  9. Projects. Select by which projects (groups of projects) it is necessary to perform analysis. Also, it is possible to select whether to show or not the groups of projects in the report. This tab is necessary for formation of reports by particular projects or their groups with provision of separate rights for these reports. For example, the report for analysis of particular projects is built for the department of investment-driven development and the rights are detached only for these projects.
  10. Save – saves the report.
  11. Close – closes the form.

The rights for use of report designer by the specific user are determined by separate menu item “Rights”.

Holding reports

The program provides building of holding specialized reports. In order to build holding reports it is necessary in directory of contracting parties and its editing form tick the contracting parties included in the holding (at the bottom of contracting parties editing form).

After that using a report designer it is possible to build reports taking into consideration the following conditions:

  1. Select transactions with the contracting parties included in the holding. It is applied for building reports on cash flow within the holding.
  2. Select transactions with the contracting parties not included in the holding. It is applied for building reports on cash flow with exclusion of holding mutual turnover.

Holding specialized reports are built with the help of drop-down menu of the report designer in “Contracting parties” tab.

Quick report designer

Quick report designer allows building reports for previewing without their saving on the basis of previously built standard or user reports. This is convenient for viewing data of the report intended for single use. Building system of these reports is identical to the system presented in the Report designer.

Right for use of the quick report designer by a definite user is determined by menu item “Rights”, similarly to “Report designer”.

Dashboard structure

This panel provides all important data on planned and actual transactions for the near future and forecast of financial situation development and other information shown on one screen. The information is presented in graphical and table view.

The dashboard allows minimizing time required for familiarization with an enterprise financial situation.

Access to visibility of the dashboard for each user is set in the menu: Service – Users – User editing – Rights –“View of dashboard” tick.

It is possible to set the parameter “Show the dashboard at start-up” in menu: Service – Settings – Program settings tab. In this case the dashboard is shown at each start-up of the program upon availability of required rights for access to the dashboard.

Additionally the dashboard can be invoked using menu: Reports – Dashboard.

The dashboard content.

1. Composite indicator.

2. Accounts balances – planned, actual, forecast cash balances on accounts and cash desks.

3. Planned and forecast cash balances – a diagram one line of which shows planned cash balances for a months and the other line – forecast cash balances. Forecast cash balances provide the following information: from the first day of a month to the current date cash balance is shown on actual basis, then – on forecasting basis that is calculated on plan basis.

4. Completion of plan as of the current date – plan/fact analysis in roubles by incoming and outgoing payments from the beginning of a month to the current date.

5. Percent of monthly budget completion – percent of monthly budget completion by incoming and outgoing payments from the beginning of a month to the current date.

6. Planned transactions – list of incoming and outgoing transactions planned for execution as of the current date and for 4 days after the current date.

7. Actual transactions – list of incoming and outgoing transactions as of the current date and for 4 days before the current date.

Composite indicator

Composite indicator is a convenient indicator of advance notification on probability of financial situation adverse development. Its mechanism is based on forecasting of financial flows (see Forecasting and Monthly forecast).

Forecasting mechanism operates in the following way. In case of cash over-spending or decrease in the amount of cash receipts of the plan, running cash balance decreases (besides, such decrease may happen gradually and invisibly) and it can result into significant cash decrease as of any date or occurrence of their shortage (cash deficiency) in general on cash or one of the accounts.

Attention! When clicking on the indicator button, monthly forecast as of the current date is invoked.

The composite indicator is presented on the dashboard as an indicator (button) the colour of which characterizes probability of financial situation adverse development. Therefore, upon availability of filled cash flow plan fact of a firm or an enterprise it is possible to define at a glance availability of possible problems, which may occur in future.

The composite indicator automatically performs forecasting of financial situation as of the current date within the current month, changes its colour and issues warnings depending upon the forecasting results.

The composite indicator has four colours:

  1. Red colour indicates forecasting of cash deficiency in the whole over the whole cash flow, which may occur in the current month. The indicator issues a message on the expected date of cash deficiency.
  2. Pink colour indicates forecasting of cash deficiency on one of accounts, which may occur in the current month. The indicator issues a message on the expected date of cash deficiency and name of account.
  3. Orange colour indicates forecasting of cash balance decrease by 20% as of particular day of a month. The indicator issues the corresponding warning with date specification. Thereof the presence of such tendencies may cause cash deficiency.
  4. Green colour indicates that the financial situation develops close to the plan and cash deficiencies are not forecasted.

Attention! When clicking on an indicator button, monthly forecast is shown a base date of which is the current date. This forecast allows defining reasons of existing situation.

Data update of the composite indicator is performed in the following way:

  1. Upon every execution of any document drawn up at any PC-client.
  2. When clicking a button of the composite indicator or clicking on “Update” button located close to the indicator.
  3. Upon program entry.

Attention! Time of last data update of the integrate indicator is shown near the “Update” button.

Diagrams and charts

Various tables have graphical data representation represented in form of diagrams and charts.

The diagrams in a program are divided into configurable and non-configurable.

Non-configurable diagrams are invoked by clicking on “Diagrams” button on each form and represented by a diagram on the basis of the most important indicators of a table form.

Construction of configurable diagrams is performed with the help of special forms by clicking on an arrow located to the right of “Diagrams” button. Select a type of configurable diagram in a drop-down menu.

On configurable diagrams it is necessary to tick those elements on the basis of which the diagram will be constructed. Thus, it is possible to construct the diagrams not on the basis of all data of a table but only by the required indicators.

The list of data in a configurable diagram construction form is sorted descending. In order to construct a diagram click on “Select” button.

Every diagram can be saved for further use in reports or it can be printed.

Buttons for saving or printing of a diagram are located top left of a diagram form.

Menu item “Service”

Various auxiliary functions and program setting functions are presented in “Service” menu.

Users and user rights
Menu item “Change password”
Menu item “Exit”
Menu item “Settings”
Creation of error file (Log-file)

Users and user rights

Adding and deleting of program users and assigning rights of access is performed in Service => Users.

“Users” form view.

The main elements of settings of program users are the following.

  1. Edit – making changes in the current settings of a user (rights, login, full name and password).
  2. Add – user addition.
  3. Delete – deletion of user settings.
  4. Create a copy – create a copy of a user profile.
  5. Search – search of users in a list.
  6. Export into Excel – export users list into Excel.
  7. Print – print of users list.

Application and changing of user profile settings is performed using menu invoked by double clicking on user login or clicking on “Edit” button.

Addition! Rights of users can be selected maximally explicitly that better complies with the tasks of information internal confidentiality. In addition, setting of rights for every user takes several minutes.

In user profile “Rights” tab the rights for the following actions are selected:

  1. Editing of directories (separately for each directory).
  2. Editing, reading and execution of payment ledgers (separately for incoming and outgoing).
  3. Editing of users settings.
  4. Closing and opening of planning.
  5. View of operating budgets.
  6. Forecasting (monthly and yearly).
  7. View of cash flow master plan and master fact (separately).
  8. View of dashboard.
  9. Report designer (quick report designer).
  10. Editing of confirmation sequence of payment ledgers.

Attention! Ticking "Administrative user” (Service - Users => Rights) gives administrative rights (maximal rights) to a selected user. When setting this parameter, detailed setting of other rights is not required.

In “Rights for FRC (financial responsibility centre)” tab there are the rights for editing, reading and execution of FRC budgets by the structure established in compliance with FRC (financial responsibility centre) list.

There are the following types of rights for FRC:

  1. Reading – view only of FRC (financial responsibility centre) data.
  2. Editing – data changing and saving.
  3. Editing and execution – data changing, saving and execution.

Separation according to these levels is performed in order to distinguish participation level in system operation.

For example:

  • FRC analyst – view of FRC(financial responsibility centre) data;
  • A specialist participated in FRC budgeting process – FRC data editing and its saving without entry to a database;
  • FRC chief officer responsible for budgeting correctness of his\her FRC – editing and execution (adding to common database).

Using this system an analyst cannot change budget data and FRC specialist cannot enter data to a database without chief officer permission. That is completely distinguishing areas of responsibility of participation in a budget process.

Types of rights define users’ access by planned and actual indicators for the following documents:

TYPES OF RIGHTS FOR FRC RIGHTS FOR PLANNED INDICATORS (MONTHLY, YEARLY) RIGHTS FOR ACTUAL INDICATORS (MONTHLY, YEARLY)
Reading View of FRC consolidated budgets and FRC budgets templates View of FRC payments orders, FRC orders, FRC current budgets
Editing Editing (creation) and saving of FRC budgets, editing and saving of FRC budgets templates Editing and saving (creation) of FRC payment orders
Editing and execution Execution of FRC filled in budgets Execution of FRC payment orders

Attention! Higher level rights include lover level rights. That is the rights for editing and execution include the rights for view and editing; the rights for editing include the right for view.

If a user does not have the rights for access to definite functions, the buttons of these functions are not shown. The rights for reports are selected by each report by ticking the selected report (except an administrative user who has the rights for all reports).

Menu item “Change password”

This menu item provides current user with possibility to change the password.

Attention! Password is sensible to register. Be careful when changing user password. Lost user password cannot be restored. If the password was lost it is necessary to set a new password. A new password for this user can be created by user having rights for users editing.

Menu item “Exit”

Menu item “Exit” allows changing current user. Access is performed through menu Service => Enter.

Menu item “Settings”

Information on the company for which this software copy is registered can be viewed in the section Service => Settings => Information.

Company information contains company name, legal address and the number of users of this software copy. This information is entered automatically upon software activation.

Additionally this tab shows information on current software user.

In menu Settings – tab Program settings the following functions are performed:

  1. Selection of the year. Attention! Current year is selected. Data of all previous years is stored in the base.
  2. Indication of the path to database (for local version, in network version this information is specified in server settings).
  3. Creation of new database. Creation of new database may be necessary upon significant changes in financial structure of the company (for local version). In network version this function is located in program server settings.
  4. Creation of standby database (for local version). In network version this function is located in program server settings. Attention! It is recommended to save data at least twice a month.
  5. Selection of basic print parameters (printing of headings on each sheet and colouring of table lines).
  6. Local version has the load button of new license. In network version this function is located in program server settings.
  7. Entry of the name or server IP (for network version).
  8. Connection with 1С wizard and confirmation of payment ledgers.

Creation of error file (Log-file)

Log-file is created automatically and serves for recording of system errors when operating the program. In case of occurrence of any failures in program operation and unstable program operation it may be required to send the file to service centre where our specialists will analyze the error and provide recommendations on rectification of this error.

Log-file can be opened from the folder specified in the line “Path to folder with Log-files”. Also, the folder can be opened from the tab Service => Settings => Error handling.

Log-file contains no confidential data and data relating to current operation of the program. Log-file serves exclusively for recording of system errors in program operation.

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