Budget and Forecast Tracking for Sales Codes AR-1155

Transcription

1 Budget and Forecast Tracking for Sales Codes AR-1155 Overview This Extended Solution to the Accounts Receivable module allows you to maintain Budget and Forecast values for Customer and Product Code combinations. A Product Code is a grouping of several Sales Codes. Actual Sales data is captured for these Product Codes during the Sales Journal Update. The Product Code Sales Analysis Report may be printed detailing Actual Sales by Product Code. AR-1156: User Defined Fields for Sales Codes must be installed and enabled in order for this Extended Solution to function. Installation Before installing this Extended Solution, please verify that the version level(s) printed on the CD label are the same as the version level(s) of the MAS 90 MAS 200 module(s) you are using. For further information, please see the Upgrades and Compatibility section below. Check your Shipping Manifest for a complete list of Extended Solutions shipped. For detailed installation instructions, please refer to the Sage website at: Installing Your Extended Solutions under Windows From a CD If you have the autorun function turned on for your PC, the installation program will start up automatically. If not, find the autorun.exe file on your CD-ROM drive and double-click it to start the installation program. Follow the on-screen instructions. From the Sage FTP site When your Extended Solution is ready to be downloaded, you will receive an from extendedsolutions.na@sage.com telling you that it is ready. The will contain the Customer Name, Cross Reference, a case-sensitive Password, a link via which you can download your Extended Solution, instructions and a Shipping Manifest. If you have any problems with this order, please extendedsolutions.na@sage.com and we will assist you during normal business hours. Extended Solutions Control Center Installing any Extended Solution will add an Extended Solutions Control Center to the MAS 90 MAS 200 Library Master Utilities menu. When you open the Control Center, the following options will be available: Extended Solutions Manuals Remove Extended Solutions 2005 Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 1

2 Unlock Extended Solutions Merge Installation Files Extended Solutions Setup options Custom Office If you customize your MAS 90 MAS 200, then you must run the Update Utility every time you install this Extended Solution. Setup Once the disk is installed, you will need to access the Accounts Receivable menu option screen. After the option screens have been displayed, a new option Setup screen for this Extended Solution will appear. Check the Enable Extended Solution box to activate this Extended Solution (Figure 1). The manual for this Extended Solution, if it has been installed, can be viewed by clicking the Manual button next to the Enable Extended Solution check box. It can also be viewed via the Extended Solutions Control Center (see Installation, above). Figure 1 Answer the following prompts: SALES CODE UDF TO BUDGET/FORECAST/REPORT: The sort file UDF entered in AR-1156 UDF will display in this field. An uppercase string UDF of up to ten-characters must be set up in AR-1156 before you enable this Extended Solution. The contents of this UDF will designate the Product Code to which each Sales Code belongs. Please refer to the AR-1156 manual for information regarding the setup of this UDF Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 2

3 ACCUMULATE BY A/R SYSTEM DATE OR INVOICE DATE: Select A/R System Date on the dropdown box if you wish to accumulate actual sales data based on the A/R System Date. Select A/R Invoice Date if you wish to accumulate actual sales data based on the Invoice Date. TITLE ROWS BY A/R PERIOD END DATE OR A/R MONTH: Select A/R Period End Date if you wish to title rows on the Budget Forecast Maintenance screen and the columns on the Product Code Sales Analysis Report by Period End Date. Select A/R Month if you wish to title rows with the A/R Month. Extended Solutions Setup will be added to the Accounts Receivable Main Menu as a Setup Option task. Please review your security setup in Role Maintenance and make appropriate changes. You should visit this Setup screen after each upgrade or reinstallation of this Extended Solution. Operation This Extended Solution allows you to maintain Budget and Forecast values for Customer and Product Code combinations with corresponding Actual Sales data. A Product Code is a grouping of several Sales Codes. Capture of Actual Sales During A/R Sales Journal Update, the sales dollars associated with Sales Code lines on invoices are summarized by Customer/Sales Code, and updated to the appropriate Period in a new file (see Report Master/Visual Integrator section below). The period bucket where data will be accumulated is determined by the answer to the Setup option Accumulate by A/R System Date or Invoice Date. The current A/R Period End Date will be compared to the date selected at this option. If the selected date precedes or is equal to the A/R Period End Date, the sales amount will be added to the current period bucket; otherwise the sales amount will be added to the future bucket. Budget/Forecast Maintenance From Customer Maintenance, click the More button to access Budget/Forecast Maintenance. From this screen, select the Product Code (AR-1156 UDF from Setup) you wish to maintain. Enter the Budget and Forecast values for each period for the current year and next year for this Customer Number/Product Code combination. The row titles for this screen will be determined by the Setup option Title Rows by A/R Period End Date or A/R Month. If you selected A/R Month, the row titles will be by the A/R Month (Figure 2). If you selected A/R Period End Date, the title rows will be by Period End Date (Figure 3). For each Customer/Product Code Combination, the Actual Current Year, Budget Current Year, Forecast Current Year, Budget Next Year, Forecast Next Year and Actual Last Year s Sales will be displayed. The Actual Sales data is the summary of sales data for all sales codes for which this Product Code is referenced. When entering data, you may use the home, end, up arrow, down arrow, left arrow Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 3

4 Figure 2 Figure 3 Budget and Forecast Default Selections This A/R Setup Menu option allows you to choose from three methods to default the Budget and Forecast Data (Figure 4). Enter the range of Customer Numbers and Product Codes for which you wish the records to be defaulted. You must enter additional data depending on the default method you choose Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 4

5 Figure 4 DEFAULTING METHOD: At this prompt, enter one of the three defaulting methods and answer the corresponding prompts: Default Method 1: Current and/or Next Year Budget and/or Forecast values will be defaulted to a value determined by dividing a budget value numeric, entered below, by the number of periods from G/L Fiscal Maintenance. Answer the following prompts for Method 1: BUDGET/FORECAST: Select Budget if you wish to default Budget data. Select Forecast if you wish to default Forecast data. Select Both Budget and Forecast for both Budget and Forecast Data. CURRENT/NEXT YEAR: Select Current Year if you wish to default data for the current year. Select Next Year if you wish to default to Next Year s data. Leave this prompt blank for both current and next year data. BUDGET VALUE: Enter the numeric value you wish to use for the Default Method 1 calculation. Default Method 2: Next Year Budget and/or Forecast values will be defaulted using the following formula: 2005 Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 5

6 Next Year Budget/Forecast = Actual Sales Dollars + (Actual Sales Dollars * Percentage Entered) The actual sales dollars are for the Current Year for this Customer/Product Code. Answer the following prompts for Method 2: BUDGET/FORECAST: Select Budget if you wish to default Budget data. Select Forecast if you wish to default Forecast data. Select Both Budget and Forecast for both Budget and Forecast Data. BUDGET VALUE: Enter the percentage you wish to use for the Default Method 2 calculation. Default Method 3: Current Year Budget and/or Forecast values will be defaulted using the following formula: Current Year Budget/Forecast = Next Year Budget/Forecast + (Next Year Budget/Forecast * Percentage Entered) This selection will not blank out the Next Year Budget and Forecast values. Answer the following prompts for Method 3: BUDGET/FORECAST: Select Budget if you wish to default Budget data. Select Forecast if you wish to default Forecast data. Select Both Budget and Forecast for both Budget and Forecast Data. FORECAST VALUE: Enter the percentage you wish to use for the Default Method 3 calculation. Accounts Receivable Period End and Year End Processing During A/R Period End Processing, the A/R Sales by Customer Number/Sales Code file (AR.SALES) will be updated in the following manner: the amount in the future bucket is transferred to the New Period bucket and the future bucket is zeroed out. During A/R Year End Processing, the A/R Sales by Customer Number/Sales Code file (AR.SALES) will be updated to transfer Current Year Actual Sales to the Prior Year and zero out Current Year Actual Sales. Product Code Sales Analysis Report This report is selected by a range of salesperson codes, customer numbers, product codes and sales codes. You may specify the YTD accounting period up to which you wish to run the report (Figure 5). The column titles for this report are determined by the Setup option Title Rows by A/R Period End Date or A/R Month. If you selected A/R Month, the columns will be by the A/R Month (Figure 2). If you selected A/R Period End Date the column titles will be by Period End Date (Figure 3). The report is sorted by division/salesperson/customer/ product code/sales code. This report prints columns for Periods 1 through 12, YTD Total and Prior Year Total. The YTD Total is an accumulation of sales totals from periods 1 through the period specified during report selection. At the Report Style drop-down box (Figure 5), 2005 Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 6

7 select Normal to print the normal version of the report (Figure 6), select Summary to print the Summary version (Figure 7), or Super Summary to print the Super Summary version (Figure 8). Figure 5 Figure Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 7

8 Figure 7 Figure 8 Report Master /Visual Integrator The files listed below have been added or changed in the Data Dictionary by this Extended Solution for Visual Integrator purposes. File: AR.BUDGFOR AR.SALES Field: All fields All Fields 2005 Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 8

9 The Data Dictionary may contain other files and data fields that are not available without their corresponding Sage Software Extended Solutions installed. Note: The Report Master module is not supported in MAS 200 SQL. Crystal Reports The files listed below have been added or changed in the Crystal Dictionaries by this Extended Solution for Crystal Reports purposes. File: Description Fields: AR_BF Budget Forecast File All Fields AR_SA Sales By Cust Sales Code All Fields Be aware that the Crystal Dictionaries may contain other files and data fields that will be unavailable without their corresponding Extended Solutions installed. Upgrades and Compatibility The installation CD is labeled with the version of the MAS 90 MAS 200 module for which this Extended Solution was prepared. This Extended Solution will check its compatibility with the appropriate MAS 90 MAS 200 modules and will be disabled if an incompatibility is found. If you upgrade your MAS 90 MAS 200 modules, this Extended Solution must be upgraded as well. Your MAS 90 MAS 200 dealer can supply this upgrade. Documentation Only changes made to the standard operation of MAS 90 MAS 200 have been documented in this manual. Operations not documented in this manual are standard procedures of MAS 90 MAS 200 processing. Standard MAS 90 MAS 200 processes, data entry screens, inquiry screens, reports, updates, etc., have not been changed unless addressed in this document. Parts of this document may refer to the Specific Purpose Rule. When referenced, the described feature was developed for a specific client to its specifications and may not conform to generally accepted MAS 90 MAS 200 standards and procedures. These features may or may not benefit you in your application of MAS 90 MAS 200. Acknowledgments 2005 Sage Software, Inc. All rights reserved. Sage Software, MAS 90 and MAS 200 are registered trademarks or trademarks of Sage Software, Inc. All other trademarks are the property of their respective owners Sage Software, Inc. All rights reserved. AR-1155 (Revised 08/05) Page 9