SI-GL-RT15 Profit and Loss Budget Accuracy Analysis

Created by Aljun Talle, Modified on Wed, 05 Jun 2024 at 07:01 AM by Aljun Talle

Applies to

  • Product version: Velixo NX
  • ERP: Sage Intacct
  • Functional area: Financials, Budgeting, Other
  • Plan: All
  • Template type: Production Report template


TABLE OF CONTENTS


Description

The SI-GL-RT15 Profit and Loss (P&L) Budget Accuracy Analysis report provides a detailed look at the differences between the budgeted and actual financial performance over a specific period. This report highlights variances in key revenue and expense categories, showing where the forecasts did not match the actual results. By analyzing these differences, the report helps to understand what influenced financial performance, improves future budgeting, and enhances decision-making for better financial planning and control.


Coverage

This workbook includes the following sheets:

  • P&L Accuracy Summary: the charts created from the Profit and Loss (P&L) Budget Accuracy Analysis report. This visually summarizes the variances between budgeted and actual financial performance

  • P&L Accuracy Analysis: the Profit and Loss budget accuracy analysis report comprises pre-defined account classes, assigned to various sections for a comprehensive financial overview.

  • Control: a control report that can be used to confirm that the data is accurate and balanced.

  • Options: the template’s settings sheet that is used for data validation lists and various lookups and configurations.

  • Information: the information sheet of the report, used for storing useful details about the report such as code, version, and article link to keep track of the origin of the report.


Typical audience

The typical users of this type of report are Finance professionals: Accountants, CFOs, Controllers 


Features

The following features are used by this report. To use this report, please ensure that your Velixo license includes all of them, (or contact Support or Sales):

  • Financial functions
  • List functions


Preview




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Documentation

Navigating and utilizing the SI-GL-RT15 Profit and Loss (P&L) Budget Accuracy Analysis report is straightforward, designed for simplicity, versatility, and efficiency. The template comes pre-configured with generic account categories streamlining the reporting process with minimal user effort.


Filters

Located in the upper left of the sheet, the filters include:

  • Location: lists all entities present in Sage Instance (excluding groups) including any custom group defined in the options sheet. For ease of use, Velixo shows you the Entity id that you may be familiar with along with the entity name. This Display name is configurable in the Options sheet.
  • Department: lists all departments present in Sage Instance (excluding groups) including any custom group defined in the options sheet. For ease of use, Velixo shows you the Department id that you may be familiar with along with the department name. This Display name is configurable in the Options sheet. 
  • As of (Period): a date field. Please use the last date of a financial period/month 
  • Books: lists every type of books defined in your Sage Instance in a dropdown list. The report defaults to the Accrual book, but user can add more than one book by concatenating books in the filter value. For example: Accrual;GAAP will return amounts for those two books
  • Budget ID: for usability purposes, Velixo lists all of your Budget Ids in a dropdown list. Should you want to select more than one, you can also concatenate them in the Filter value field.



P&L structure


Sections: Velixo has thoughtfully structured the P&L using multiple common sections that should be generic, by default. 

The following sections are used by default:

  • Revenue
  • Cost of Goods Sold
  • Operating Expenses
  • Non-Operating Expenses
  • Other Income / Other Expenses
  • Taxes



QuickStart Account Categories: Built on the foundation of Sage Intacct out-of-the-box account categories, the template is ready for use post-ERP implementation.



Metrics: The report includes the following metrics :

  • On rows:
    • Gross Profit Margin %
    • EBITDA / EBITDA Margin %
    • Net Profit Margin %



  • On Columns:
    • QTD Actuals vs QTD Budget
      • the turnover balance from the beginning of the quarter up to the date specified in the "As of" filter
      • Col H shows the variances in QTD between Actuals and Budget
    • YTD Actuals vs YTD Budget
      • the turnover balance from the beginning of the fiscal year up to the date specified in the "As of" filter
      • Col K shows the variances in YTD between Actuals and Budget
    • Full Year Budget: the total budget for the year from the start and up to the end of the fiscal year
    • Actuals by Period (Col N to Y): the actual turnover balance for each of the period in the fiscal year
    • Budget by Period (Col Z to AK): the budget turnover balance for each of the period in the fiscal year




Profit and Loss Accuracy Summary

To enhance user understanding, the report includes multiple charts that provide clear visualizations of Profit and Loss, and Actuals vs. Budget data. These charts make it easier to interpret financial performance, identify key variances, and gain insights for improved budgeting and planning.


This sheet features customizable Actuals vs Budget by Period comparisons charts, easily adjusted to suit user preferences and needs:

  • Gross Profit
  • Total Expenses
  • EBITDA
  • Net Profit



User Guide


Using the report

Now that we've covered the report overview, let's dive into a step-by-step guide on effectively utilizing the report.


  • Set the Connection Name on the Options sheet: crucial for all processes, set the Connection Name on the Options sheet by updating cell A2. Ensure it matches the name used during Velixo application login.



  • Update the Options sheet: As the foundation for filters on the Profit and Loss tab, keep the Options sheet up to date. It should always and automatically capture the latest dimensions and structures from your Sage Intacct instance; however, you can also customize it.



  • Choose desired filters:after updating the Options sheet, select desired filters for the report:
    • Location
    • Department
    • As of
    • Books
    • Budget ID



  • Automatic report update: selecting any filter will automatically update report balances. Begin analyzing the report with the latest data.



  • Validation and analysis: ensure accuracy by verifying balances in the Control sheet. Confirm that differences for each total are zero.



Using the Control report


Committed to upholding data integrity across the report and Sage Intacct, the Control sheet serves as a supplementary component to the primary Profit and Loss tab. Its purpose is to validate the data extracted by Velixo on an account category basis by cross-referencing it with the extracted balances at the account code level.


Given that the balances of the account codes aggregate to the account category, the Control sheet ensures the absence of discrepancies in the total for each account type. This verification process enhances the reliability and accuracy of the overall financial reporting template.


The Control sheet is divided into three sections:


  • Account Code Balance Check: Extracting balances at the account code level to guarantee accurate capture and reconciliation of P&L balances with the account categories listed on the Profit and Loss tab. The Account code series is highly flexible, and users may adjust the settings to match their specific requirements at any time.
  • P&L Balances: Displays total balances from the Profit and Loss tab for reconciliation with the Account Code balance section.
  • Differences: Highlights reconciliatory differences between the Account code and account category sections, marked in red font for investigation



In the P&L summary report, it is crucial that the total balance matches the closing retained earnings for the chosen period. Also, we check for any differences at the overall P&L level, comparing it to the detailed account codes.


If any discrepancies in the report are displayed, it could be caused by a custom structure on the Profit and Loss tab, missing account categories, renamed account categories or any user customizations. 


To troubleshoot further, you could redownload and reconnect the report to your instance, verify that no account category row returns any error, and perform data validations by comparing this report with Sage Intacct's out-of-the-box financial reports. If you believe the report contains an error, please report it to Velixo Support.


Understanding the Report Formula


Velixo created the template using a combination of Excel functions and Velixo functions for Profit and Loss report. The report incorporates three primary formulas on the Profit and Loss tab:


  • Account Group Validation
    1. In Column A, a validation formula was used to verify if the account group in Column C exists in Sage Intacct
    2. Invalid values (not in Sage Intacct) return as blank
    3. Ensure continuous use of this formula for any category additions or name changes; a correctly populated formula ensures accurate transaction amounts.



  • Account Code Validation
    1. Column B contains a validation formula designed to retrieve mapped account codes to the corresponding QuickStart category in Column C. If no account codes are mapped to the specified QuickStart category in the ERP, it will return a blank value.
    2. The retrieved account codes serve as the foundation for the Transaction Amount calculation formula.
    3. This process exclusively applies to QuickStart categories. If an account group is specified in Column B instead, it will return a blank value, prompting the Transaction Amount formula to reference Column A for calculation purposes.



  • Transaction Amount formula
    1. Used in all the transaction columns, this formula’s primary objective is to extract balances for the account categories from Sage Intacct
    2. Velixo functions, specifically SI.BUDGETTURNOVER and SI.TURNOVER, power these columns
    3. To facilitate flawless execution of Velixo functions, an IF statement is strategically placed. 
    4. The validation formulas for account codes and account groups ensures that any invalid inputs result in blanks. The IF statement discerns the validity of the input: if both columns A and B are blank, the transaction amount formula sets the amount to zero. Conversely, if the category is valid and has mapped accounts associated with it, or if the account group is valid within the ERP system, the balance is extracted using the Velixo function.



Customizing the Template


Reviewing the Options sheet


The Options tab comprises Sage Intacct dimensions, and other attributes and structures used in the report. This information updates in real-time with Velixo app refresh, facilitating immediate integration of newly added ERP data into the report as filters.


This includes:

  • Connection Name
  • Location
  • Department
  • Books
  • Fiscal Year Setup
  • Budget ID



The Connection Name is subject to variation depending on the user input provided through the Velixo login portal. For convenience, users may add the connection name used on cell A2. This cell has been designated as a named range (Connection), ensuring its automatic application to all formulas throughout the sheet.



Users can also customize Location and Department dimensions by adding their preferred custom values, using a list and ranges as described in this article.


To do so:

  1. collapse the columngroups for either the Department or Location
  2. then simply input the desired values in the Group formula and Custom group name columns, highlighted in light blue for quick identification.



Managing Account Structures


The calculated transaction amounts are determined solely by the account codes mapped to the designated QuickStart category in Column C. This ensures the report is fully ready for use by anyone, 100% out-of-the-box, provided the account codes are accurately linked to the QuickStart category in Sage Intacct.


However, as outlined earlier in this document, users have the flexibility to tailor this report to their specific needs. It is not required but may be useful if the default QuickStart categories don't quite fit the requirements.


  • Adding New Account Group

If users desire a structure beyond the provided account categories, they can leverage account groups set up in their ERP instance. However, caution is crucial to avoid overlap between account groups, preventing inaccuracies. Opting for a granular account category list ensures data is accurate.


 Users have two options when adding new account structure:


1. Re-purposing an existing Account Category:

  • Rename an existing account category line, replacing it with the desired custom account group.
  • Ensure exact naming consistency with the ERP instance for Velixo to accurately return amounts.

2. Adding a Row in the Required P&L Section:

  • Use Excel functions to add a new row in the desired section.
  • Be cautious with formulas in newly added rows; copying from existing rows in the same section ensures accurate results.


  • Removing an Account category

While users have the freedom to remove an account category, it's strongly discouraged if you intend on using other account categories in the future. Velixo templates make use of Velixo’s automatic hiding of rows with zero values, which has been configured on the Year-to-Date (YTD) Actual and Budget values.


This feature eliminates the need for manual deletions of account category rows and ensures the report remains fully dynamic should usage of account categories change over years or transactions get created against new account categories.


However, if you are certain that some of the standard account categories will not be used by your organization, then feel free to delete them:

  • Utilize Excel's delete row function for removal, followed by thorough data validation and reconciliation on the report.
  • Always validate data accuracy using the Control sheet.


  • Grouping Account Groups

The user can group multiple account groups into one to create a summary account. Velixo enabled this feature so that user can consolidate similar account groups and present them in the Profit and Loss report as one category.

  • On column of the Profit and Loss tab, user can list all the account groups and using the semi-colon ( ; ) delimiter to group them
  • If needed, rename the account category on column showing the consolidation of the account groups listed on column C.


Note: User also have the ability to group QuickStart categories to form custom ones. However, currently, merging QuickStart categories with Account Groups is not feasible. This functionality will only be available if the QuickStart category aligns precisely with an account group. Although this is not recommended as it may lead to data inaccuracies.


  • Using of Account Code/Range

As an additional feature, Velixo added the ability to use Account Code or Account Code ranges to extract the balance for the category.

  • On column D of the Profit and Loss tab, users can list all the account code or ranges they wish to use or consolidate. Same as account groups, the semi-colon delimiter should be used as well for the groupings.
  • If needed, rename the account category on column showing the consolidation of the account codes listed on Column D.

 

Please note that Account Group and Account Code cannot be used at the same time. If both have values, it will result into calculations errors for the transaction balances. If a structure is not used, make sure to leave one of them at least blank to not cause any errors.


Version History


VersionReleased onChanges
105 Jun 2024
N/A. Initial version of the template.


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