The trading account

Akuiteo helps you quickly set up a reliable and comprehensive operating account.

The following steps are necessary to set up the operating account.

AF_CPTE_EXPLOIT: enables you to activate the operating account.

AF_CE_REAL_VE: enables you to reset the amount of actual sales made over a non-specified period of time. Example: the next closing date is 02/28/2014. If the operating account is launched on the 02/28/2014, the status date = the next closing date. Akuiteo therefore displays the amount of actual sales. However, if the operating account is launched on a status date preceding the next closing date, on the 02/20/2014 for instance, then the amount of actual sales made is displayed.

AF_CE_RAFR: If this pilot is enabled, then remaining tasks are managed in the operating account, instead of remaining commitments.

Note

Projected data (in the Updated forecast column) are not included in the remaining tasks.

Choosing between Remaining commitments / Remaining tasks

Depending on the setup, either the Remaining commitment column or the Remaining column is displayed (both columns are never displayed at the same time):

If this parameter is missing or not enabled:

  • The Remaining commitment column is displayed
  • You can indicate the Remaining commitments and the updated forecast
  • Remaining commitments = Updated forecast - Actual - Committed

If the parameter is enabled:

  • The Remaining column is displayed and the Remaining commitment column is hidden
  • You can indicate the Remaining tasks and the updated forecast
  • Remaining tasks = Updated forecast - Actual
Entering a Remaining commitment or an updated forecast
  • The user reads the commitments (expected value deduced from management objects) and enters a forecast delta in the Remaining commitment column. For example: in a 1000-worth purchase budget, I have 100 of actual purchases (invoices) and 600 of committed purchases (non-billed orders in progress). I enter 300 for the remaining commitment (since I have 300 left of orders to enter in Akuiteo).
  • The user enters a global updated forecast. For example: in a 1000-worth purchase budget, I have 100 of actual purchases (invoices). I enter an updated forecast of 1150 but Akuiteo displays a committed amount of 600 (non-billed orders in progress); Akuiteo then calculates a remaining commitment of 450 (since I have 450 left of orders to enter in Akuiteo).
Entering Remaining tasks or an updated forecast
  • The user reads the actual tasks done and the updated forecast, and enters the Remaining (without including the projected data from the "Commited" column). For example: if I have 100 of actual purchases (invoices), I enter 900 for the remaining tasks (even if I have 600 for supplier orders in Akuiteo). Akuiteo therefore recalculates an updated forecast of 1000.
  • The user enters a global updated forecast. For example: in a 1000-worth purchase budget, I have 100 of actual purchases (invoices) and I enter an updated forecast of 1150. Akuiteo therefore calculates a remaining to be done of 1050 (not taking into account non-billed orders in progress).

DMF 061701 PROJECTS / OPERATING ACCOUNTS / INITIALIZE BUDGET

DMF 061702 PROJECTS / OPERATING ACCOUNTS / VALIDATE BUDGET

DMF 061703 PROJECTS / OPERATING ACCOUNTS / RESET BUDGET

DMF 061704 PROJECTS / OPERATING ACCOUNTS / REVIEW BUDGET

DMF 061705 PROJECTS / OPERATING ACCOUNTS / MODIFY COMMITTED TASK

DMF 061706 PROJECTS / OPERATING ACCOUNTS / MODIFY UPDATED PROJECTION

DMF 061707 PROJECTS / OPERATING ACCOUNTS / VALIDATE UPDATED PROJECTION

DMF 061708 PROJECTS / OPERATING ACCOUNTS / CANCEL VALIDATION OF UPDATED PROJECTION

DMF 061709 PROJECTS / OPERATING ACCOUNTS / RESET COMMITTED TASKS

DMF 061710 PROJECTS / OPERATING ACCOUNTS / RESET UPDATED PROJECTION

DMF 061713 PROJECTS / OPERATING ACCOUNTS / PRINT

DMF 061719 PROJECTS / OPERATING ACCOUNTS / OPERATING ACCOUNTS ANALYSIS

DMF 060184 PROJECTS / PROJECTS / SEARCH PROJECT HISTORY

When using your operating account for the first time, you must define the next closing date in Akuiteo, on the company record sheet.

1 Go to Tools > Setup > General setup > Company > Company.
2 Enter the closing date and validate.

In the reports setup (Tools > Setup > Reports setup > Shared), there is a Project operating account template type.

By default, Akuiteo offers a standard report template.

1 You can start the operating account from:
  • a project record sheet, via Edit > Dashboard > Operating account.
  • a list of projects from the search result, via > Operating account.
2 In the Operating account parameters window, select the information to display:
  • The status date is required. Its default value is the last day of the month that precedes the current day.
  • Initial budget (checked by default)
  • Actual (checked by default)
  • Committed amount but not actual (checked by default)
  • Remaining commitment or Remaining tasks (if the AF_CE_RAFR application control is enabled) (checked by default)
  • Updated forecast (checked by default)
  • Previous updated forecast (not checked by default)
  • Budget difference (not checked by default)
  • Unpaid (not checked by default)

Note

It is possible to set up custom controls for the fields displayed in this window, to check or uncheck boxes by default.

3 Click on Validate to open the operating account.

The DMF 061701 PROJECTS / OPERATING ACCOUNTS / INITIALIZE BUDGET must be enabled.

It enables you to automatically feed the budget based on the management objects available when you start the project. This field appears shaded if the initial budget has already been validated.

Click on the Initialization of the budget button from the Parameters section.

The following objects are taken into account:

  • For LP-related positions (in days): schedules (not completed), timesheets, and LP-related costs that were not issued from validated quotations, with one line created per employee. The value is done at the initialization date, depending on the rule set in the project options.
  • For Sales-related positions: validated quotations, non-delivered orders (not linked to billing tables), non-billed deliveries, non-billed lines from invoices and billing tables, with one line created per sold product category.
  • For Purchase-related positions: PM-related costs not issued from validated quotations, validated quotes, non-delivered orders (not linked to billing tables), non-billed receptions, non-billed lines from invoices and billing tables, with one line created per supplier and per purchased product category. Adds up quantities. Does not indicate UPs.

The user can modify the suggested values and save or cancel.

The DMF 061701 PROJECTS / OPERATING ACCOUNTS / INITIALIZE BUDGET must be enabled. This field appears shaded if the initial budget has already been validated.

From the Budget button at the top of the screen, click on Enter the budget. Click on on the left of the desired line. Select the type in the dialog box:

Labor type
  • No. Days (default value: 1)
  • Help list to select multiple resources: this list is filtered to only display employees that can add timesheet entries on the project, if the "Linked resources" tab is filled in the project record sheet.

Important

Any update on the employee record sheet (daily rate, skills, etc.) will not be taken into account in the operating account, as data is stored when creating the budget. You will therefore have to delete and recreate the line to take into account any modification.

Purchases type
  • Help list to select multiple purchased product families
  • Supplier help list (single selection)
  • Quantity. Default value = 1
  • Unit price. Default value = 0.
Sales type
  • Help list to select multiple sold product families.
  • Quantity. Default value = 1
  • Unit price. Default value = 0.

When you modify the Total column for the Initial budget, the UP column is recalculated based on the rule: New Total divided by the displayed Qty.

The DMF 061702 PROJECTS / OPERATING ACCOUNTS / VALIDATE BUDGET must be enabled.

This feature enables you to validate the saved data associated with the Initial budget columns group.

From the Budget button at the top of the screen, click on Validate the budget.

The initial budget that was validated will be named Budget r° 1.

The DMF 061703 PROJECTS / OPERATING ACCOUNTS / RESET BUDGET must be enabled.

Once the confirmation message is validated, this feature purges the saved data and resets all the fields in the Initial budget column.

From the Budget button at the top of the screen, click on Purge the budget.

You can no longer access this feature once the budget is validated.

The DMF 061704 PROJECTS / OPERATING ACCOUNTS / REVIEW BUDGET must be enabled.

This feature enables you to name the review. The revision value increases by 1 (from 1 to 2 when the initial budget is reviewed).

From the Budget button at the top of the screen, click on Review the budget.

When saving, Akuiteo saves this new set of values (specifying the review label and the fact that it is a budget review). You must validate this revision by clicking on Validate the budget.

The following objects are taken into account at the status date (based on the object's date):

"Actual" sales

  • Invoices (validated or not).
  • Accounting entries from class 7 or 97 with a transaction code (miscellaneous transactions, SIA, deferred revenue, etc.). Value signed depending on the debit/credit.

"Actual" purchases

  • Invoices (validated or not).
  • Accounting entries from class 6 or 96 with a transaction code (miscellaneous transactions, NT, deferred expenses, etc.). Value signed depending on the debit/credit.

"Actual" labor

  • Timesheets (validated)

The following objects are taken into account at the status date (based on the object's date):

"Committed amount but not actual" sales

  • Non-delivered orders (validated or not), not linked to a billing table
  • Non-billed deliveries (validated or not)
  • Non-billed billing table lines (validated or not)

"Committed amount but not actual" purchases

  • Non-received orders (validated or not), not linked to a billing table
  • Non-billed receptions (validated or not)
  • Non-billed billing table lines (validated or not)

"Committed amount but not actual" labor

  • Schedules (validated or not) not completed
  • Timesheets (not validated)

If the updated forecast is less than the actual: the Remaining commitments/tasks are displayed in negative numbers, which Akuiteo treats as an anomaly. It will be displayed in red and you will be able to validate it under certain conditions.

The DMF 061705 PROJECTS / OPERATING ACCOUNTS / MODIFY COMMITTED TASKS must be enabled.

You cannot modify the remaining if the Remaining commitments/tasks are validated at the status date.

The previous updated forecast stored in the database is displayed by default. The Remaining commitments/tasks are recalculated based on this updated forecast.

For the Remaining commitments (AF_CE_RAFR application control disabled):

Only the fields in the Remaining commitment columns group can be modified and are initialized with the last value of the Remaining commitments.

Labor: input of the quantity of remaining commitments:

When a quantity is entered, the total amount is recalculated based on the unit price.

The total amount and the quantity of the updated forecast are recalculated: Updated forecast = Actual + Committed + Remaining commitment.

The Total and UP fields cannot be modified.

The UP will be the employee's daily rate at the status date (cannot be modified).

Sales and Purchases: input of the total amount of remaining commitments:

When a total amount is entered, the updated forecast is recalculated: Updated forecast = Actual + Committed + Remaining commitment

The Qty and UP fields will not be displayed.

For the Remaining tasks (AF_CE_RAFR application control enabled):

Only the fields in the Remaining columns group can be modified and are initialized with the last value of the Remaining.

Labor: input of the quantity of remaining tasks:

When a quantity is entered, the total amount is recalculated based on the unit price.

The total amount and the quantity of the updated forecast are recalculated: Updated forecast = Actual + Remaining.

The Total and UP fields cannot be modified.

The UP will be the employee's daily rate at the status date (cannot be modified).

Sales and Purchases: input of the total amount of remaining tasks:

When a total amount is entered, the updated forecast is recalculated: Updated forecast = Actual + Remaining.

The Qty and UP fields cannot be modified.

This feature enables you to pre-fill the Remaining column with the information from the Committed column.

This feature clears all the data that were previously entered or calculated for the Remaining.

The DMF 061709 PROJECTS / OPERATING ACCOUNTS / RESET COMMITTED TASKS must be enabled.

You cannot reset the Remaining commitments/tasks once the updated forecast is validated.

Once the confirmation message is validated, this feature purges all saved values and resets all the fields that can be modified in the Remaining commitment/Remaining column. The updated forecast column will be recalculated.

From the closing dates calendar, you can block any entry related to remaining tasks.

Example: A user who wants to enter remaining tasks for the month of September during October, can only do it until the date specified in the closing dates calendar.

Example of the closing dates calendar for September data:

  • timesheets until October 3;
  • supplier billing until October 6;
  • customer billing until October 10;
  • operating account until October 12;

This feature enables you to block entries in operating accounts, at a closing date. To access this feature, you must enable the DMF 061714 PROJECTS / OPERATING ACCOUNTS / NEXT CLOSING DATE.

If the operating accounts are not validated on all the projects, Akuiteo will display a warning message - blocking or not depending on if the DMF 061715 PROJECTS / OPERATING ACCOUNTS / NON-VALID NEXT CLOSING DATE is enabled or not.

  • If the user confirms the message, then all the operating accounts that are not validated will automatically be marked as validated (with the current date and user).
  • The entered data will be stored in the operating accounts' table on the closing date: remaining commitments/tasks, updated forecast for each position, entry validation date with user.
  • The closing date will be stored in the database (T_HISTO_ARRETE) and all the operating accounts will be displayed as not validated.
  • By default, the date of the next closing (accessible from the company setup) will be calculated based on the last day of the following month.
  • Therefore, when a user opens a new operating account, this account will be on the month following the previous closing.

For example, on October 14, the management controller stops entering updated forecast values from September 30 in the operating accounts. The user that will open an operating account starting from the next morning will be able to see actual values from October (and no longer values from the end of September).