Statistical Accounts

by rwalliker » Wed Jan 03, 2018 5:12 pm This is where you upload a spreadsheet to bring in monthly TB balances (actuals from your Accounting System). The “Choose File” button allows you to upload a file from your computer. 1 TB.xls(x) – Normal year to date TB balances in a single column Or 2 NL.xls(x) – Brought forward balances and monthly TB movements in columns named BF,CYFCT_1,CYFCT_2 etc Example files are available for download. They require named ranges TB or NL respectively You select the uploaded file and Click on “Import TB” or “Import NL” Both files have the same first 5 columns: ACCT,ACCTName,CC,TYPE,ACCTGP0 CC - Must match that of your company in 4CastPro eg 001FCT TYPE - Each account needs to be assigned to a Statutory Accounts type eg INC,COS,OVH (see list above) ACCTGP0 - This is your Management Accounts layout grouping Eg Main Sales, Other Sales etc. The same files can be used to initially sync the COA with your underlying Accounting system (Click on “Initial Sync TB” or “Initial Sync NL”) Using Excel’s Query feature you can set-up a refreshable query against your Accounting Systems database (eg using the Sage odbc driver). This would allow you to bring data in each month by refreshing the query and uploading the latest file. This may not be possible if using a cloud accounting system. Alternatively there is a " Quick TB Import " button. This requires a simple xls TB with columns headed ACCT(Account code) and BAL(Account balance) on row1 of Sheet1. No named range is necessary but the sheet must have the default name of Sheet1. Missing Accounts are reported allowing you to add them using the COA facility and rerun import. The Import TB option allows you to import brought forward balances into Last Year Period 12 if the period is set to 0 (ie no actuals for current year) Initial Sync (TB or NL) The TB.xls(x) or NL.xls(x) files can be used to initially sync your COA with your underlying accounting systems. Orphaned accounts are deleted(unless “Don't delete orphans” is ticked) and new accounts are brought in. If this routine is run a second time any changes to Account Names, Types, or Account Groups (ACCTGP0-4) will be updated within 4CastPro. Tickbox options (which apply to both Initial Syncs (TB and NL): “Bring in Account Group Table” tickbox - this allows you to import at the same time the Account Group Table from your ACCTGP0 column. It will overwrite any changes you have made within 4CastPro itself. “Bring in Sections” tickbox - brings in sections if a column called SECT exists in TB or NL “Don't delete orphans” tickbox - just adds new accounts Export Acct Gp Tbl/Re-Import Acct Gp Tbl – These buttons allow you to export and re-import any changes to your Account Group Table which defines the layout and order of the main P&L and Balance Sheet views. Export NL – This allows you to export the entire COA so you can use it to create another NL.xlsx or TB.xlsx file. Delete Accounts – Allows you to delete all accounts on a selected Company  

by rwalliker » Wed Jan 03, 2018 5:31 pm If you are not restricted to a single database and you are in the Admin Role (see later) then you arrive at this screen after logging in. This facility allows you to open and manage your company databases. Each database can itself contain a number of different companies that you wish to consolidate. They can each have their own COA as consolidation is by TYPE or ACCTGP Select the database and click “Open Company” to open a company database. Databases can be uploaded from the desktop version. Note there is a sample database that can be used to familiarise users without any danger of doing anything wrong with the live database - Plantest.mdb If you want to create a new database enter the database name you want in the box next to “Add Company” and click the “Add Company” or “Copy Company” button. You can backup and restore selected databases Admin Role Your initial Admin User will be added to the Admin Role which allows access to the full Company Database Manager. Ordinary Users will only have access to the “Open Company” Button. The Admin User can setup Company users (and add them to the Admin Role) and Set restrictions for users on particular databases as follows: “COMPANY USERS” BUTTON This allows you to set-up different Users and Limit their access to a single database. A “DirectDbase” field allows you specify a single database the user has access to. If this is specified the user goes straight to that database without seeing the Company Database Manager. You can also unlock users who have entered a password incorrectly 3 times. “RESTRICTIONS ON USERS” BUTTON This allows you to restrict what users can do for a selected database highlighted in the list. There are tick boxes to specify whether the user has access to Admin(The Admin Menu) Payroll and ChangeData(ie view only access) There are also dropdowns to specify the Company/Department/Version the user has access to. If the MAIN version is selected the user can see all versions.

by rwalliker » Sun Jan 07, 2018 7:38 pm This facility allows you to manage a process of delegated budgeting with 2 levels of review You need to create at least 2 versions of the main forecast under “Versioning”. Versions other that 1 & 2 are ignored for purposes of Process Management. You can then move each Company/Department (with different users being responsible for different Departments) through the stages of budgeting eg • Stage/Version1 – Initial input • Stage/Version2 – Management Review • MAIN-Final When setting up “Restrictions on Users” you can restrict the user to what company/department/version they can work on. Initially this would be company/dept/version1 allowing them to only see version1 for their department The “Advance Stage” button (Visible only to Users in the Admin Role) allows you to advance (and reverse) the stage for each department. If a Restricted User is set to MAIN he can still view the other versions