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Record operational accounting data in budgeting
Here you will learn how to set up rules to identify financial planning (budgeting) dimensions automatically based on operational accounting dimensions. Besides, you will learn how to set up an actual data offset for budget profiles.
We recommend that you set up these rules after you configure all operational accounting sections and financial accounting sections. Note that your infobase must contain real data or demo data similar to real information. Besides, the period must be closed.
Below you will find general recommendations on how to set up the rules to identify budget flow items and budget balance items. Specific settings depend on a certain case and practices applied across the enterprise. With a special workspace, IT staff can set up and adjust these rules in a convenient way.
An actual data offset is a tool for managing data collection periods in the budgeting subsystem. This tool uses a relevance date as source data. You can use the actual data offset to calculate forecasted indicators of financial plans as a separator of planned and actual data. For example, when you generate a financial plan for October of the next year, you can specify an offset that begins two months before the planning period start. Keep in mind that each budget profile must have individual rules to identify the actual data offset.
Set up rules to identify budget flow items based on business transactions
Create rules to identify budget flow items and relevant budget dimensions based on business transactions, accounting resources, and dimensions. You can limit rules with additional filters.
We recommend that you perform the rule setup steps one by one for each group of business transactions. For example, Fixed assets, Purchases, and so on.
The setup is considered completed when all business transactions used in operational accounting have the rules to identify budget flow items.
Paths
| Path | Budgeting and planning → Settings and catalogs → Budgeting → Actual data query rules |
|---|---|
| In-app link EN-code | e1cib/app/DataProcessor.SetUpRulesOfReceivingActualBudgetingData |
| In-app link RU-code | e1cib/app/Обработка.НастройкаПравилПолученияФактаБюджетирования |
How to create a record of rules to identify budget flow items based on business transactions
1. Open the catalog and select the By data sources mode. Click the Operational accounting (Turnovers) tab, select a Business transaction, and click Configure rules.
2. On the Set up rules of receiving actual budgeting data form, select the Actual data mode and click Create.
3. On the Actual data query rules by budget flow items form, select a Budget flow item.
Below you can find examples and recommendations on how to set up the rules for the income and expense budget:
Group of budget flow items | Business transaction (examples) | Amount source |
|---|---|---|
| Revenue | Customer sales Customer invoice — Goods in transit Retail sales Consignment sale Sales via consignee Sales via consignee (goods in transit) | Amount excluding VAT |
Cost of goods sold | Customer sales Customer invoice — Goods in transit Retail sales Consignment sale Sales via consignee Sales via consignee (goods in transit) | Cost excluding VAT |
| Selling expenses | Receipt of services Receipt of other services Receipt of other assets | Amount excluding VAT |
| Administrative expenses | Receipt of services Receipt of other services Receipt of other assets | Amount excluding VAT |
| Fixed and intangible asset sale income | Fixed asset sales Fixed assets sale with deferred title transfer Sale of intangible assets and R&D | Amount excluding VAT |
| Fixed and intangible asset sale expenses | Cost of fixed assets sold Cost of intangible assets sold | Amount |
| Other operating income | Receipt of services Receipt of other services Receipt of other assets | Amount excluding VAT |
| Other operating expenses | Receipt of services Receipt of other services Receipt of other assets | Amount excluding VAT |
| Financial income | Deposit interest charge Loan interest charge | Amount excluding VAT |
| Financial expenses | Credit interest charge | Amount excluding VAT |
Below you can find examples and recommendations on how to set up the rules for the investment budget:
| Group of budget flow items | Business transaction (examples) | Amount source | Additional filter |
|---|---|---|---|
| Construction and installation work | Receipt of assets under construction Purchase from vendor | Amount excluding VAT | Item = Expense item related to construction and installation work |
| Pre-commissioning works | Receipt of assets under construction Purchase from vendor | Amount excluding VAT | Item = Expense item related to pre-commissioning works |
| Land surveying | Receipt of assets under construction Purchase from vendor | Amount excluding VAT | Item = Expense item related to land surveying |
| Other construction expenses | Receipt of assets under construction Purchase from vendor | Amount excluding VAT | Item = Expense item related to other construction works |
| Commissioning of assets under construction | Fixed assets — Initial recognition Research expenses recognition | Amount | |
| Purchase of fixed and intangible assets | Receipt of fixed assets Intangible assets and R&D receipt Purchase from vendor | Amount excluding VAT | Item = Expense item related to purchase of fixed and intangible assets |
| Expenses that are not recognized as fixed assets | Incur as R&D expenses | Amount | Item = Expense item related to the write-off of capital expenses as the current period expenses |
Below you can find examples and recommendations on how to set up the rules for the equity change budget:
| Group of budget flow items | Business transaction (examples) | Additional filter | Source of Assets and liabilities item | Source of Counterparties | Amount source |
|---|---|---|---|---|---|
| Dividend accrual | Flow of assets/liabilities due to assets/liabilities | Item = Item related to AR/AP with shareholders | Corresponding item (retained profit) | Dimension of assets and liabilities item | Amount |
| Stock issue to shareholders | Flow of assets/liabilities due to assets/liabilities | Corresponding item = Item related to AR/AP with shareholders | Item (Authorized capital) | Dimension of assets and liabilities item | Amount |
| Repurchase of existing shares from shareholders | Flow of assets/liabilities due to assets/liabilities | Item = Item related to AR/AP with shareholders | Corresponding item (Authorized capital) | Dimension of assets and liabilities item | Amount |
Below you can find examples and recommendations on how to set up the rules for the cash flow budget:
| Group of budget flow items | Business transaction (examples) | Additional filter | Amount source |
|---|---|---|---|
| Payment from customers | Customer payment | Payment amount - VAT amount (if the coefficient is -1) | |
| Payment from customers (VAT) | Customer payment | VAT amount | |
| Payments to vendors for materials, goods, and services | Payment to vendor Payment to advance holder Payment to lessor | Cash flow item included in the operating activity group | Payment amount - VAT amount (if the coefficient is -1) |
| Payments to vendors for materials, goods, and services (VAT) | Payment to vendor Payment to advance holder Payment to lessor | Cash flow item included in the operating activity group | VAT amount |
| Payment for purchasing fixed or intangible assets | Payment to vendor | Cash flow item related to the payment to fixed and intangible asset vendors | Payment amount |
| Payment for construction works | Payment to vendor | Cash flow item related to the payment to construction work vendors | Payment amount |
| Payment from selling fixed or intangible assets | Payment to vendor | Cash flow item related to the payment to fixed and intangible asset vendors | Payment amount |
| Income from other investment activities | Payment to vendor | Cash flow item related to investment activities | Payment amount |
| Payment for other investment activities | Payment to vendor | Cash flow item related to investment activities | Payment amount |
| Incoming payment from loans or deposits | Loan repayment Deposit interest charge Loan repayment by counterparty | - | Payment amount |
| Payment under loans or deposits | Payment under received credits and loans Transfer to deposits Loan to counterparty | - | Payment amount |
| Incoming payment from financial income | Other incoming payment | Cash flow item related to financial activities | Payment amount |
| Payment for financial services | Other expenses | Cash flow item related to financial activities | Payment amount |
4. Click the Set up data source tab and select an Amount source.
Note
Make sure you select the right indicator. Depending on the business purpose, some budget flow items might require an indicator with or without a VAT amount.Some business transactions have indicators with different purposes. For example, the Customer sales transaction has the Amount (of sales revenue) and Cost (of goods sold) indicators.
5. Select the Keep result of rule execution check box if necessary and specify a period to save data.
Note
Select this check box only if you use the query result multiple times. In this case, the option allows you to decrease the application response time.If you select this check box, you can save and store query results in a special information register and access it later without sending a query to operational accounting registers.
6. Click the Additional filter tab and add necessary filters and their conditions.
7. On the Dimension mapping tab, click the Enable manual dimensions mapping hyperlink and check the source of filling dimensions of the budget flow item. If necessary, change the rules for data source selection.
How to check whether the settings are complete
1. Open the catalog and select the By data sources mode. Click the Operational accounting (Turnovers) tab and select Show - Without rules.
2. Make sure the list contains no transactions used for operational accounting.
How to check whether the settings are correct
1. Open the catalog and select the By data sources mode. Click the Operational accounting (Turnovers) tab and select Show - With rules. Select a transaction and click Rule result.
2. In the Rule operation result report, set the required Period, and select a Currency and Scenario - Actual data. Apply the settings and analyze the data. Compare the data with management reporting data.
Set up rules to identify budget balance items based on asset/liability items
Create rules to identify budget balance items and relevant budget dimensions based on the asset/liability item, accounting resources, and dimensions. You can limit rules with additional filters.
We recommend that you perform the rule setup steps one by one for each group of asset/liability items. For example, Fixed assets, Goods, and so on.
The setup is considered completed when all asset/liability items used in operational accounting have the rules to identify budget balance items.
Paths
| Path | Budgeting and planning → Settings and catalogs → Budgeting → Actual data query rules |
|---|---|
| In-app link EN-code | e1cib/app/DataProcessor.SetUpRulesOfReceivingActualBudgetingData |
| In-app link RU-code | e1cib/app/Обработка.НастройкаПравилПолученияФактаБюджетирования |
How to create a record of rules to identify budget balance items based on asset/liability items
1. Open the catalog and select the By data sources mode. Click the Operational accounting (Balance) tab, select an Asset and liability item, and click Configure rules.
2. On the Set up rules of receiving actual budgeting data form, click the Target values tab, select the Actual data mode, and click Create.
Note
If you need to get an estimate, click the Estimates tab and then Create.Note that if you prepare a budget report or plan budget data using a planning document and the budget report or the document has several periods with data, opening balance by estimates will be received only for the beginning of the first period and the balance for the other periods will be estimated. The estimates will be received from turnovers of budget flow items that affect the estimates for both planned and actual data. Balance by estimates is always estimated. To make sure values are correct, you can use the Rule result report by budget balance items. The report will display actual balance as of the end of the period from respective data sources.
3. On the Actual data query rules by budget balance items form, select a Budget balance item.
4. Click the Additional filter tab and add necessary filters and their conditions.
5. On the Dimension mapping tab, click the Enable manual dimensions mapping hyperlink and check the source of filling dimensions of the budget flow item. If necessary, change the rules for data source selection.
How to check whether the settings are complete
1. Open the catalog and select the By data sources mode. Click the Operational accounting (Balance) tab and select Show - Without rules.
2. Make sure the list contains no transactions used for operational accounting.
How to check whether the settings are correct
1. Open the catalog and select the By data sources mode. Click the Operational accounting (Turnovers) tab and select Show - With rules. Select a transaction and click Rule result.
2. In the Rule result report, set the required Period, and select a Currency and Scenario - Actual data. Apply the settings and analyze the data. Compare the data with management reporting data.
Budget profiles catalog: actual data offset
Set up the actual data offset for all auxiliary and master budgets.
Paths
| Path | Budgeting and planning → Settings and catalogs → Budgeting → Budget profiles |
|---|---|
| In-app link EN-code | e1cib/list/Catalog.BudgetProfiles |
| In-app link RU-code | e1cib/list/Справочник.ВидыБюджетов |
How to set up the actual data offset for budget profiles
1. Open the catalog and select a Budgeting model. Open the previously created item.
2. Click the Main tab and select Actual data offset - Supposed to be within the budget period or Before budget period start. Specify an offset period and the number of such periods.
How to check data integrity for budget profiles
1. Click the Main tab and select the If full access to required data is restricted - Generate with incomplete data check box.
Note
If you do not have full access to data, the application will display only available data considering restrictions at the level of records. This will guarantee that you get complete information when you generate budget forms. For example, data of planned sales only by allowed companies.Besides, you can select the Do not generate check box. In this case, every time you try to generate a report or fill a budget entry form and some data is unavailable to you, an error message will be displayed. For example, when you generate balance by the entire holding company and data of some companies is unavailable, the holding company balance will also be unavailable.