Finance manager

Features

The FinanzManager is the extension of the previous construction site account and enables you to sort and analyze company and construction site data immediately and easily.

A big advantage over other evaluation systems is the time independence. You no longer have to wait until the figures from the accounting department have been processed and evaluated. The numbers that you want to know all the time can be put together very easily yourself using logical combinations.

The limitation of the time of day, because the data entry staff or the accounting department has already finished work, no longer prevents you from making sales-related decisions.

In addition, you save a large part of your data entry staff's working time, or you can have other things done for you. The data is sorted and processed through daily office work in the background.

This system completely eliminates natural recording errors. Recognizable discrepancies tend to provide information about errors that occur in the daily workflow, e.g. when creating an invoice or booking a delivery note on a wrong construction site.

The recognizable advantage for the user is the integration in BUSINESS. For example, when you start the program from the construction site account, you have a direct program link to the incoming payment and the invoice printing for an outgoing invoice and vice versa.


Basic settings and initialization

The basic setting is made during setup in coordination with your accounting department and the current chart of accounts. Under the program item Company data-Financial management parameter settings must be made. Here you activate the evaluation masks Financial allocation 1 + 2. Define and change the unlimited number of terms that you want to evaluate in the future.

Under the point accounts are the G / L accounts. You can now create unlimited revenue accounts, evaluate them and transfer them to financial accounting. Also the Headsets are determined and established here. The revenue accounts linked to the VAT rate must be defined under the Tax rates option.

Financial Allocation 1 and 2

Please think carefully beforehand about sensible evaluation criteria. You can in the field Length select up to 10 account digits, so almost 10 billion Use evaluation terms.

However, you can only delete these terms again if the assignments have been resolved at all points. Logically, one of these terms can be compared with a general ledger account in financial accounting.

Experience has shown that it is very helpful to start with Financial Allocation1 and after a certain test phase and new evaluation ideas to also activate the financial allocation2.


Rights control

The User administration Use detailed user rights to control the availability of functions and the visibility of data for the logged in user. The following user rights are available for using the Finance Manager:

Administration of financial master data

The parameters such as personal and G / L account lengths, chart of accounts, tax rates, etc. can only be used by authorized users with user rights Administration of financial master data make.

Access per user

Only registered users who have been granted access to the Finance Manager in the address manager in the user data can start this part of the program.

Debtor - transfer posting financial data

In the finance manager as well as in the invoice printout on the tab Invoices Users with this user right can subsequently change the assignment of revenue accounts, payment conditions, dunning indicators, business area, work area, LV ID, construction manager and LV group to existing invoices.


program start

The FinanzManager is available for you in different places and, depending on where you started from, has different visible information.

The selection via the ribbon BUSINESS about the entry Finance manager starts the FinanzManager in its complete view, with a view of the entire company.

Open the FinanzManager in the construction site account via the switch Overview, then the program only shows the data for this project. The noticeable difference lies in the terminology - Overview, this shows already filtered data - is the Finance Manager ahead, the view of the whole opens up.

Program change

The uncomplicated change between the programs is now very convenient by clicking on their switch.

You just want to write an invoice and check the customer's OPs again by clicking on the Overview button and immediately switch to the Finance Manager. The comfort is in the way back, namely the program has memorized the initially entered data for the invoice printout and by clicking on invoice printout you immediately switch back to this view with exactly these values.

The same topic applies to switching between FinanceManager and payment transactions. The active symbol of the desired function at the top right of the screen is always decisive.


Data origin

A basic distinction is made between two categories.

Category A contain the financial accounting data and are assigned by selecting different revenue accounts. This data is visible under the Construction site journal tab.

Category B contains the system's own data and is displayed with the respective Financial Allocation 1 and 2 tabs.

There is an additional tab in the construction site LV assignment. You can assign an entire course evenly to a selection by marking and assigning a title or a position.

In addition, collective items, titles or the entire LV can be split up using the split option (see profit center 2), as a percentage or using fixed amounts.

The data that are assigned here appear again later in the invoice printout to generate revenue and when entering the daily reports / delivery notes and supplier invoice to generate the effort and can be changed again at this point or used for the correct assignment without further effort.

A convenience function is the one-time assignment in the Masterdata Managment - Standard services. New courses that are made up of standard services adopt these settings for later evaluation. A new assignment would therefore not be necessary.

By subsequently assigning a title or course, you overwrite the assignments of the standard services.


Handling

The following functionalities are equally available in all table views under the various tabs. The period selection is always a prerequisite for the visible data. Only the new functionality of the Booking date, from printing invoices and receiving payments to bear.

Period delimitations can be created very comfortably when generating documents and assigned here according to real values. After every change of date the symbol is Update to operate.

Column filter

By clicking on the column heading you get an ascending or descending order. Example: Date, here you can see the small arrow symbol. You can only sort one column in the table at a time, unless you have selected a category as an umbrella term, then you can sort it independently. Example accounts in descending order, but by date from the beginning of the month to the end of the month.

Table and layout creation

The table can be put together according to your ideas. Columns can be moved horizontally by clicking and holding.

As soon as you pull this column up, the table will be rearranged according to this criterion.

In the following we explain how your own layout is created. With a saved layout, you can always call up special data compilations without great effort.

Example: You want to see an overview of how profitably the respective site managers are handling their projects.

We have already raised the construction manager category, so the data for this booking period is sorted according to the construction manager criterion. If we now add the category LV, the processes are sorted according to the respective site manager.

The column is still missing for a meaningful evaluation BALANCE. To do this, click on the switch layout. You can click on these categories with the mouse and insert them into your evaluation.

We click on BALANCE and add it to the table.

For a better overview, you can remove the table columns that you do not want to evaluate. To do this, you just have to reverse the procedure outlined above, click the columns from the current view with the mouse and place them in the opened column overview.

You can save the layout of this evaluation under the button Open layout repeatedly and use with the current numbers.

Use a label that is as exhaustive as possible for reuse.


Extended construction site account

Open Items tab

You will first see the open items on the FinanceManager start screen.

The open receivables for a customer are displayed depending on the program call. When starting from the navigation bar, all of the company's open items are listed. Select the desired booking period and Update.

You have all the important figures next to each other in a table.

For a quick overview, colored symbols have been used in the Status column. The red balls indicate that the entire claim is still open. The yellow balls, on the other hand, indicate a partial payment, a change in the amount or an installment payment.

With this prefabricated layout, you get the customer turnover within a period at a glance and their open items.

If you have the column LV behind the client, split the data again on the individual projects with this client.

Another example lists the open items according to security retention or credit notes with their due dates. To keep an eye on special agreements.

Another layout is broken down, for example, according to due date and AG - on which date WER has to pay.

Your preferred evaluations can be compiled as desired, saved as a layout and called up at any time.

Invoices tab

Here you can see a list of your outgoing invoices, corresponding to a customer, for the entire company and the period evaluation.

An additional green ball indicates that this bill has been paid.

In the first column, regardless of what is arranged there, you have a button with a plus symbol. With one click you will receive additional information about when and which cash flows have changed this claim.

With this saved layout you can, for example, list the outgoing invoices by date and customer. This gives you a quick check, for example "Who did I send an invoice to last Friday?" This view is very helpful for regular billing appointments such as maintenance objects, provided you do not have an additional module.

Payments tab

This table provides an overview of the payments received. Select the relevant posting date and update. With different cash accounts you have a quick overview of their cash receipts.

The following example shows a collective payment. With the receipt of 2000 € two open invoices were settled.

Therefore the fields document no. and LV in the table view without an entry, since several data are available.


Finance Manager

Site Journal tab

Basics of operation - as soon as the period is changed or you want to add or hide the expense bookings, you have to update by clicking on the symbol with the "yellow sheet".

There are 35 columns with different data records available to you. All accounting-relevant data is listed here.

The posting values ​​are not only broken down according to SOLL / HABEN / BALDO, but are also subdivided into accounts receivable-accounts payable / debit-credit-balance. Various data on the type of booking, document numbers, but also process, project and customer data and account details are listed.

In addition, the evaluation criteria such as: business area / work area / LV identifier / cost center and site manager are listed.

From this extensive compilation, an enormous number of constellations can be derived, saved as a finished layout and used again at any time.

The difference to financial allocation 1 + 2 is the data evaluation and its further processing. In the booking journal, all data is listed that is also transferred to possible accounting, provided you use a financial accounting interface. Only here do you have the option of evaluating various revenue accounts. Booked G / L accounts can be listed here and the individual posting records that each business transaction causes can be traced in a table.

What you have to consider, however, is that you cannot carry out an income statement in the construction site journal. Only the data for which there is an invoice document is displayed here. Wage and equipment costs as well as material for which only a delivery note was recorded are only taken into account in the financial allocations.

A list of all possible evaluations would go beyond the scope of this description. In the following we show an example of how the information can be changed by changing the order of the columns.

Example: We pull the column Account for evaluation upwards and receive the info a) Sales in the revenue accounts = "General maintenance"

If we now move the site manager to the 2nd position, we know b) what turnover this site manager in c) General care area, d) did during this period.

If we drag the column LV to the third position, we get the value e) per construction site

With the same setting, you will see the below in the customer account f) Customer sales through this site manager with their g) OPs.

In this project all bills have been paid.

If you scroll down the table, you will also receive the vendor sales, according to this construction manager within this period.

If you now remove the site manager from this list, you will receive the entire previously booked supplier turnover within this period.

Financial Allocation tab

Operation is exactly the same as previously described in the construction site journal. It should always be noted whether the expense postings should also be displayed and whether the entry must be updated. For reasons of program acceleration, no data record is displayed when the program is started for the first time. The program waits for the complete selection to be entered and for confirmation by clicking on the symbol "Update".

Under both tabs there are 22 different columns available for evaluation and thus for creating your own queries. Here, too, the compilations can be saved as a layout and can be called up at any time.

The difference to the aforementioned construction site journal is primarily the origin of the data and its further processing.

On the Financial Allocation1 tab page, you can only see the data that corresponds to an evaluation term in Financial Allocation1. The same applies to the financial allocation2. This gives you three different perspectives on your company. The construction site journal concentrates on the accounting part and the financial allocations, in separate consideration, control the operational and commercial parts.

A real cost calculation as in the recalculation is possible through appropriate allocation when the costs are incurred, through the delivery notes, daily reports and device data. With the advantage that you can mix in all other evaluation criteria such as business area - work area - LV identifier - cost center and construction manager as you wish and change the sequence.

An example: We pull the construction manager, the LV and the booking type upwards and receive the detailed success rating of the construction manager.

If we pull the LV out of the header and open the devices in the booking type, we have the value of the device costs booked in the month of May of this site manager. If we pull out the site manager, we have the value of all equipment costs in the month of May.

With the same setting according to booking type, you can see the reductions made by the client in this period under the category BK (amount reductions).

Another consideration, solely with this setting according to booking type, gives an overview of the booked wage hours. By clicking on the column heading Booking text the employees are sorted alphabetically.

By clicking on the arrow symbol, certain values ​​(e.g. account number) can be selected very quickly and the table is reduced to the selected data record. To return to the previous view, either select the option ALL in the column selection (via the arrow symbol) or click on the cross at the bottom left of the window.


Rebook

Should an error occur in the assignment due to an incorrect selection in the construction site specification or when assigning the costs, this booking can be changed with a right mouse click.

There is a simple transfer mask in which only one transfer is planned in the financial allocation.

The option Transfer (extended) allows changes to be made in the other reports.


Data export

Print and export to Excel

Due to the flexibility of the data, the data evaluations in the FinanzManager cannot simply be printed out at a switch in their diverse compilations. As a further increase and convenience, we have built in a direct export interface to Excel. The handling is extremely simple. You can access each setting and evaluation by clicking on the exportier to Excel, either for printing and / or for graphic processing.

Under the tab Construction site journal is the switch To press is available for storage, management and analysis.

The program recognizes which booking type you have selected. As soon as you select a customer posting, you have a link to the general customer printout.

An example: Select an outgoing invoice and click on To press, you can check this invoice in preview mode or print it out again with the option to print invoices. Or you select the account sheet for this customer.

However, if you are on a supplier invoice, you will receive the printing functions that are common in the accounts payable area.

General ledger

For more information about data export, refer to the Interfaces section in this program help.


Evaluation examples

Sometimes you have also assigned identifiers that you can now evaluate very conveniently with the FinanzManager. A regrouping is not necessary at first. LV ID, LV group (cost center), work areas and business areas are already included as selection fields in the program.

Subject wage negotiation

Imagine, one of your site managers or property managers comes to the office after work and lets his displeasure run free and demands a corresponding wage increase. What intelligent arguments can you respond to once the accounting department is done. No company can afford to lose or even demotivate a good employee. The FinanzManager helps you to determine the productivity of this site manager with just a few clicks. You certainly have the sales performance to be generated in your head, but you can see immediately whether the employee achieves this, in which work areas and is he also profitable from the layout templates stored in the Finance Manager.

In this way, you can easily identify your strengths or weaknesses very quickly and you now have well-founded arguments.

Machine investment theme

You are faced with the decision to purchase a paving machine. Are you sure you know which machine is the right one?

A small, manoeuvrable one because you make more paving sales in your private home garden. Or rather the high-performance, large machine, since this is where most of the sales are made. Shouldn't you first check how much you have rented a comparable machine before? The data on rental machines can also be easily evaluated and you can see whether purchasing a machine is profitable at all.

Subject of supplier negotiations

You can get a quick overview of supplier sales through a ready-made layout. You will also see the open items for these suppliers with the same list. This information can be very helpful for new material orders.

When comparing prices with other suppliers, the expected annual turnover would be a good argument for maximum price reduction.

Subject of customer negotiations

With simple layout views you can see the sales of a specific customer and also the current open items. Sales can be broken down into different sectors.

For example, you work for a general contractor and you can easily see in which sectors you work for this company. Why do you actually only do the planting and maintenance work and not the green roof?

Another question arises, you only ever receive orders within a radius of 25km. Is this general contractor not active nationwide?

Your buyer may only be responsible for a certain postcode area and you are located on the national border. Contacting this existing customer again should actually be promising.