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1 Finance Month End Deltek Maconomy

2 Copyright Information While Deltek has attempted to make the information in this document accurate and complete, some typographical or technical errors may exist. Deltek, Inc. is not responsible for any kind of loss resulting from the use of this publication. This page shows the original publication date. The information contained in this publication is subject to change without notice. Any improvements or changes to either the product or the book will be documented in subsequent updates. This publication contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be electronically reproduced or transmitted in any form by means, electronic or mechanical, or translated into another language, without prior written consent of Deltek, Inc. This edition is published on November Copyright Deltek, Inc. All rights reserved. Unpublished-rights reserved under the copyright laws of the United States. Unauthorized reproduction or distribution of this project or any portion thereof could result in severe civil or criminal penalties. All other trademarks are the property of their respective owners. 2

3 Objectives At the end of this module, you should be able to identify: Month End procedures Inter Company elimination Open & Close of Periods Reports & Analyzers 3

4 Agenda Month End intro Monthly Procedures WIP Evalutations Bank Reconciliation AR /AP Reconciliation Month End entries Currency Revaluation Finance Review & Reconciliation VAT Reconciliation Fixed assets Depreciation & Reconciliation Inter Company Close Periods Reports & Analyzers 4

5 Month End Procedures 5

6 Month End intro On a daily basis, Management can keep track of the company s business using Ad Hoc Reports and Dashboards as below but once a month companies must evaluate the entries for the month & year to-date so they know the company s financial performance. One part of the process is to go through a routine to evaluate entries and make the necessary adjustments to get the right figures for the Month and Year to Date. Another part is to create a set of reports that can be used to examine the company s performance internally as well as externally Logo Logo 6

7 Month End intro Sample of a Month End procedures Project Entries like: Time & Expense Sheets, Vendor Invoices, Charges. WIP evaluation WIP review & close of Invoices on Account Monthly GL entries like Payroll, Bank Charges, Interest, Cash Receipts. Accruals and Prepayments Fixed Asset Depreciation, AR & AP Reconciliation Bank Reconciliation VAT Reconciliation Currency Revaluation Reconcile various accounts as Employee Tax, Pension, Prepayments and Accruals Reconcile system account Reconcile AP suspense account if used Reconcile Fixed Assets Intercompany Reconciliation 7

8 Month End intro Sample of a Month End reporting package: Employee Usability Reports Employee Realization Reports WIP Reports Project Status Reports AR & AP Aged Reports Client Revenue Reports Department Reports Currency Evaluation Fixed Assets Intercompany Tax Reporting Financial Reports 8

9 Month End intro Maconomy can help manage the dataflow at month end by closing the various modules at different times to avoid entries being posted in the wrong period. Sample of posting periods per ledger Time & Expenses (T&E) Invoice Ledger Job Ledger Vendor ledger Customer Ledger Asset Item General Ledger 9

10 WIP Evaluations 10

11 WIP Evaluations Evaluation of Work in Progress (WIP) is a very important step in the month end process. First, you need to make sure that all Time Sheets has been submitted by the employee and approved if required. Other evaluation steps depends on the type of project Fixed Price (FP) or Time & Material (TM) and if the entries are capitalized and posted as WIP and Revenue at registration. A manual adjustment can be made to adjust the amount The setup can be customized in different ways but in many cases time entries must be fully approved before they are posted to the projects When a week is split between two month is it possible to post A & B weeks separately. 11

12 WIP Evaluations Posting of Expense sheets and Vendor invoices are less sensitive than the timesheets, as it does not generate revenue - except if Mark Up is added to the cost - but if possible, it is a good idea to make sure all expense sheets and vendor invoices are approved and posted before closing the month. Depending on the setup you might not be able to post entries with a date in an already closed month. In case allocation and posting of project entries are not possible, the total amount can be accrued to adjust the amount. Posting of vendor invoices before allocation will post the invoices to the vendors AP account and to a AP suspense account in the General Ledger 12

13 WIP Evaluations On a Fixed Price projects the absolute best way to evaluate WIP is to use Estimated Time to Completion (ETC ) and Revenue Recognition. Checking that the Project Managers have run ETC for all projects is a big part of the month end process. Using these features, Maconomy will calculate the amount to be recognized as WIP & Revenue based on the project setup and budget entries. 13

14 WIP Evaluations On a TM project you also need to review the unbilled WIP as part of the month end WIP evaluation. You might want to clean up the project to get the WIP amount as small as possible. Included in that process is to close open Invoices on Account (IOA). Before doing that you will have to make sure that the open IOA is actually covering the open entries and not waiting for a not yet posted external purchase and time not yet performed. In case closing the Invoice on Account is not possible on the project, the WIP and Deferred income accounts can be manually adjusted to bring down the WIP amount. Note that once WIP gets older than 30 days the amount is often viewed to be of less value less chance to be able to invoice and be paid - so you don t want to report WIP as > 90 days, if they are actually pre-billed. 14

15 WIP Evaluations Before making any WIP and Revenue adjustments, it is a good idea to check that the total WIP amount on the projects and the General Ledger WIP accounts balance and then remember to repeat the process after the adjustments has been posted. Note: If Unbilled Revenue is posted to a separate Revenue account it will be identical to the total WIP amount. When having Time & Material projects WIP will often have to be reported by number of days as specified in the Aged WIP report 15

16 WIP Evaluations Review of WIP can be done project by project online but it might be helpful to have reports that can give an overview of the projects with WIP and open Invoices on Account. Maconomy has a range of Standard reports for that purpose. To fit specific needs they might have to be customized. Project review is often based on input and in close collaboration with Project Managers and they have a range of reports available Sample Project Finance reports: WIP Transactions WIP Aging WIP Roll forward Project Budget to Actual YTD WIP Periodic Revenue Analysis Sample Project Manager reports: Project Profitability Customer Profitability WIP Aging Project Employee Status Project Status by Task & Employee 16

17 Hands-On Activity WIP Evaluations Activity 1 17

18 Helpful tip Check the WIP & Revenue Presentation to learn more on how to evaluate WIP 18

19 Bank Reconciliation 19

20 Bank Reconciliation An important step in the month end process is the Bank reconciliation. The balance for bank accounts must equal the amount on the bank statement. Reconciliation method depends on payment method checks, file transfers or manual. When receiving the bank statements there will often be interest and charges that has to be posted to the bank accounts. 20

21 Bank Reconciliation Payments included in a payment file can be posted to a temporary GL account while under payment and transferred to the actual bank account at the same time as the bank register the payment on Bank statement. This will make the reconciliation very easy. This workspace is also, where you select payments rejected by the bank or unprocessed for any reason to be reversed. The entries will automatically be reversed and appear as unpaid in the vendor s AP account Deltek, Inc. Deltek proprietary, all rights reserved.

22 Bank Reconciliation The reconciliation workspace enables you to become aware of any discrepancies between the reconciled balance and the GL Account Deltek, Inc. Deltek proprietary, all rights reserved.

23 Hands-On Activity Bank Reconciliations Activity 2 23

24 Helpful tip Check the Banking Presentation to learn more 24

25 AR & AP Reconciliation 25

26 AR & AP Reconciliation Accounts Payable and Accounts Receivable are submodules in Maconomy. Using control accounts the entries will automatically be posted to one or more accounts in the General Ledger, BUT although it should not be an issue, it is important to reconcile the total amount for each sub ledger to the accounts in the General Ledger as part of the monthly procedure. If using more than one control account check that all accounts have been created with the correct account. Below are samples on how the individual accounts can be grouped and posted to the General Ledger. It can be to the same GL account but it is recommended to separate Intercompany and Employee accounts from the general Customer and Vendor accounts. 26

27 AR & AP Reconciliation Similar to WIP, Accounts Receivable and Payable will often have to be reported by age and typically as displayed in the standard Aged AR and Aged AP reports but if other periods are requested the periods in the report can be changed. Reconciling and closing should be part of the payment process, but any open payments should be reconciled as part of the month end if possible 27

28 AR & AP Reconciliation Cash receipts report to help estimating cash flow This component displays the customer payments received. The payments are categorized into the payments received yesterday, the week-to-date, the previous week, month-to-date, and year-to date. In addition, it displays the total outstanding amounts yet to be paid by the customers. 28

29 AR & AP Reconciliation Open & Periodic Statements and various AR & AP reports can help to monitor & reconcile the accounts. 29

30 Hands-On Activity AR & AP Reconciliation Activity 3 30

31 Helpful tip Check the accounts Receivable & Payable Presentations to learn more 31

32 Month End Posting 32

33 Month End Posting The first step in the month end process is to make sure that all entries has been posted and even when you think you are done, remember to check that there are no un-posted journals in the Posting window for the month you want to close. 33

34 Month End Posting It is, very often the same type of entries that needs to be posted each month. To make the process easier Maconomy has a few features to help. Save GL journals with month end adjustments as templates and reuse the entries each month. Before posting the journal again, you can add and delete lines and you can modify the amounts. The template can be created so a reverse journal for the following month is created at the same time. 34

35 Month End Postings When you have many entries like payroll, IMPORT can be the right solution. If you save a preset excel file as a text file, entries can be imported to a general journal. The excel date sheet must be preconfigured and use correct column names If the column names in the template are preset with Internal Names (system defined names) the internal names box must be ticked In Output File, add a name so it is easier to find the file in case or errors. The Output file has line numbers to help identify errors. Selecting the Import button opens a window where the txt file with the data can be selected for import 35

36 Hands-On Activity Month End Postings Activity 4 36

37 Helpful tip Check the General ledger Presentation to learn more about the GL processes 37

38 Finance Review & Reconciliation 38

39 Finance Review & Reconciliation From the GL Lookups workspace Accounts & Entries can be reviewed by period and year to date from Accounts Dimensions Entries - where also the Analyzer can be selected to create ad hoc reports 39

40 Finance Review & Reconciliation Balance Sheet accounts with entries being entered and reversed ongoing can be created for Reconciliation. (Accruals, Employee Pension and Tax etc.) Showing only open entries can be a very helpful tool and save a lot of time each month when the accounts has to be balanced. 40

41 Finance Review & Reconciliation PL Accounts will typically have to be checked against Budget for the Period and YTD and actual YTD previous year. BS accounts will have to be balanced by the end of the month and some accounts might have to be reviewed with actuals YTD previous year. Bank accounts must balance with the bank statement and Fixed Asset with the FA register VAT and TAX must be reviewed and balanced Sample Profit & Loss reports: Profit & Loss Profit & Loss Comparative year Profit & Loss periodic Finance Transactions Trial Balance Sample Balance Sheet reports: Balance sheet Finance Transactions Cash flow Fixed Asset Report VAT reports Bank Reconciliation 41

42 Hands-On Activity Finance Review & Reconciliation Activity 5 42

43 Currency Revaluation 43

44 Currency Revaluation When there are accounts GL, AR, AP created in a foreign currency, it is necessary to revaluate the entries with a month end currency to get the correct month end balance. Using the Currency Revaluation workspace the adjustments can be automatically posted. It is also important fro the calculation to select the correct Layout. If you choose Standard the Currency of the customer is used. If you choose Original, the currency of the A/R transaction is used. This means that if you have USD as Base and the customer is setup in USD but a specific invoice is in EUR, then this will be reevaluated if you choose original, but not if you choose standard layout. 44

45 Hands-On Activity Currency Revaluation Activity 6 45

46 Helpful tip Check the Foreign Currency Presentation to learn more 46

47 Fixed Assets 47

48 Fixed Assets If Fixed Assets are entered in the Maconomy Fixed Asset module depreciation can be calculated and posted automatically each month. If Depreciation are calculated based on e.g. an Excel spreadsheet, the entries must be entered manually in a general journal. Using a journal template, makes it a lot faster as it is very often the same entries and even the same amounts. 48

49 Hands-On Activity Fixed Assets Activity 7 49

50 Helpful Tip A new Asset Transaction Type is added, Tax Depreciation. This type is added to make it possible to make tax depreciation asset adjustments. Tax depreciation account fields are added to Asset Group which enables adjustments to be registered on separate accounts. It is not possible to tax depreciate an asset with more than the value of the asset. The tax depreciation amounts are all to be manually calculated. When an asset is sold, then the tax depreciation should be aligned with the depreciations. This is to be done manually by adding an asset entry of type tax depreciation positive or negative to equal the depreciation. 50

51 Helpful tip Check the Fixed Asset Presentation to learn more 51

52 VAT Reconciliation 52

53 VAT Reconciliation VAT are country specific and can be handled in different ways but in most cases the VAT on receivables must be reconciled with the issued invoices to make sure all invoices has been added the correct VAT amount and VAT deducted on Purchases must be justified Maconomy use Reporting Units, Tax Codes and Tax Tables to help reconcile the Tax entries. Typical Accounts to be reconciled Outgoing VAT Ingoing VAT VAT Settlement - Sales - Purchase - Tax Payments 53

54 VAT Reconciliation 54

55 Hands-On Activity VAT Reconciliation Activity 8 55

56 Intercompany 56

57 Intercompany In a Multicompany setup, Intercompany Accounts (GL accounts) are used to accrue the balances of the automated IC postings. These accounts must be settled by issuing IC invoices, moving the balances to the IC customer and IC vendors. These invoices serve only the purpose of documentation and moving the balances to the A/R and A/P accounts. The cost/revenue has already been posted to the P/L via the automated transactions. 57

58 Intercompany Invoicing Intercompany invoices can be created between two companies for selected types of entries and with a specific selection of entries. Make sure both companies have posted all journals before creating the invoice Deltek, Inc. Deltek proprietary, all rights reserved.

59 Intercompany Intercompany AR & AP accounts must be reconciled. When IC invoices are created as any other invoices, it is important to make sure the invoice is received and registered in the system in the receiving company so the balance on the AR & AP accounts are identical and can be eliminated. The accounts must be revaluated with the month end currency if there a different base currencies The accounts must show the same amount in in each company so they can be eliminated in the parent company reporting. 59

60 Hands-On Activity Intercompany Page 9 60

61 Open & Close Periods 61

62 Close the Period To avoid entries posted to incorrect periods during a month end it can be helpful to close for some entries before others. General Ledger cannot be closed before all other modules are closed for the period Note: The new period can be opened before the old month is closed Deltek, Inc. Deltek proprietary, all rights reserved.

63 Close the Period For project entries there are two recommended ways to handle entries at month end. Avoid entries being posted to a project after the WIP evaluation has started by closing for T&E entries as soon as all time sheets has been posted. In a similar way it is possible to close for invoicing, Vendor invoices etc. Close for finance posting but not for sub-ledger posting. This will allow entries to be posted to the project with the correct date but not affect the P/L in the period you are about to close. If you later have to reallocate project entries this will also allow you to keep the original date Entries on Project: Entries in General Ledger: 28/ / / / / /

64 Hands-On Activity Open & Close periods Activity 10 64

65 Helpful Tip It is possible to setup Maconomy with Prior Periods posting and give access for selected users to be able to use the functionality. Adding the Prior-Period reference with the journal entry the user can adjust a closed period avoiding other entries to be posted to the period. 65

66 Reports & Analyzers 66

67 Reports & Analyzers Depending on setup and the use of dimensions, reports can sort the data per company, department, business unit and location etc. Customers will often ask for customized reports to accommodate the requirements but Maconomy has a range of standard reports that are useful at month end. For Ad Hoc reporting it is possible to create analyzers, which can be saved and reused month after month with a new period. Using the analyzer, it is easy to export data to an Excel spreadsheet. 67

68 Reports The reports can either be embedded and accessed directly from a workspace, from Reporting in menu where you also have an overview workspace with link to all the reports or by opening Infoview. (A weblink to the reports) 68

69 Reports & Analyzers Reports Overview By default the overview workspace are sorted by user types and have links to all the reports as well as BusinessObject Infoview 69

70 Reports & Analyzers The Reports and Dashboards available in Infoview are created using Business Objects 70

71 Reports & Analyzers To create ad hoc reports you can use the Analyzer If the reports are saved under My Reports they can be used repeatedly each month end. You can use the same layout and replace the selection with a different account or a different period Deltek, Inc. Deltek proprietary, all rights reserved.

72 Project Reports

73 Reports On the following slides are samples of some standard Project and Finance reports 73

74 Project reports Aged WIP Report: The WIP Aging report displays the difference between job entries and invoices on jobs. Only jobs that are capitalized are included in the report. The WIP amounts are displayed in 30-day intervals, based on either due dates or entry dates. The report also displays the net invoiced amount on account. You can drill down on the No & Name column to the customer and job. The Total Balance column links to the WIP Transactions report. The Invoiced On Account Invoiced column links to the Job Invoices workspace. WIP (work in progress) is calculated based on the following: The entered cost, if the job is capitalized at cost Revenue recognized, if the job is capitalized at billing 74

75 Project reports WIP Transactions: The WIP Transactions report displays the individual job entries and invoices (job invoice lines) that constitute the work in progress balance. Only jobs that are capitalized are included in the report. The report includes entries for job invoices on account, thereby providing a full overview of the entry and invoice history. The Job title links to the Jobs workspace. The Amount IOA column links to the Job Invoices workspace. The report has similarities with the lowest level of the universe report that displays WIP. The report also has similarities with the Analyzer report, which displays job entries, although these do not work dynamically according to statement dates. 75

76 Finance Reports

77 Finance Reports 77

78 Finance Reports Profit and Loss Accounts Period and Year to Date The Profit and Loss report displays the financial postings of all profit and loss accounts, summarized for selected periods. The report has the following tabs: One tab compares the periodic amounts to the year-to-date amounts. One tab compares the periodic amounts to the amounts from the previous year. The report compares all actuals with budgeted amounts, based on a budget model. If you need to compare current amounts with a previous year, you should also select the budget model for that year. Your specified dimension groupings determine the format of account headers and subtotals on the report. You can display amounts in account, company, or enterprise currency, or using a selected reporting currency. Amounts are grouped by currency and company. The report corresponds to the Print dialog box s Print Balance Overview option using the Result layout. The Actuals columns link to the Finance Transactions report. The Account column links to the Accounts workspace. The link is based on the account number (for example, 10010). The Company title links to the Companies workspace. 78

79 Finance Reports Profit and Loss, Fiscal Year The Profit and Loss, Fiscal Year report displays the financial postings for the twelve standard fiscal periods. All amounts are displayed in thousands and without decimals. You can display amounts in account, company, or enterprise currency, or using a selected reporting currency. Amounts are grouped by currency and company. There is no Print dialog box or other report that corresponds to this report. The Amounts columns link to the Finance Transactions report. The Account column links to the Accounts workspace. The link is based on the account number (for example, 10010). The Company title links to the Companies workspace. 79

80 Finance Reports Review Profit and Loss Accounts comparative year The Profit and Loss report displays the financial postings of all profit and loss accounts, summarized for the selected fiscal periods. The report has the following tabs: One tab compares the periodic amounts to the year-to-date amounts. One tab compares the periodic amounts to the amounts from the corresponding fiscal periods of another year. The report compares all actuals with budgeted amounts, based on a budget model. If you need to compare current amounts with a previous year, you should also select the budget model for that year. The dimension groupings that you specify determine the format of account headers and subtotals on the report. You can display amounts in account, company, or enterprise currency, or using a selected reporting currency. Amounts are grouped by currency and company. From each account, you can link to the Finance Transaction report. The report corresponds to the Print dialog box s Print Balance Overview option using the Result layout. 80

81 Finance Reports Review Profit and Loss Accounts Periodic The Profit and Loss, Periodic report displays the financial postings for the selected current fiscal period and a selected number of previous fiscal periods. The report compares all actual movements with budgeted amounts, based on a budget model. Your specified dimension groupings determine the format of account headers and subtotals on the report. You can display amounts in account, company, or enterprise currency, or using a selected reporting currency. Amounts are grouped by currency and company. There is no Print dialog box or other report that corresponds to this report. The Movement columns link to the Finance Transactions report. The Account column links to the Accounts workspace. The link is based on the account number (for example, 10010). The Company title links to the Companies workspace. 81

82 Finance Reports Review Balance Sheet accounts Year to Date The Balance Sheet report displays the financial balances of all balance sheet accounts, summarized for the selected fiscal periods. The report has the following tabs. One tab compares the periodic amounts to the year-to-date amounts. One tab compares the periodic amounts to the amounts from the corresponding fiscal periods for another year. The year-end closing account displays the total retained earnings. This amount is based on the year-end closing amount from the previous year plus the total amount of current-year earnings (profit and loss) for the selected fiscal periods. Your specified dimension groupings determine the format of account headers and subtotals on the report. You can display amounts in account, company, or enterprise currency or using a selected reporting currency. Amounts are grouped by currency and company. If an account is set up to invert the sign of displayed amounts (printing control), this control is applied to the amounts that are displayed in the report for the account. The Movement columns link to the Finance Transactions report. The Account column links to the Accounts workspace. The link is based on the account number (for example, 10010). The Company title links to the Companies workspace. The report corresponds to the Print dialog box s Print Balance Sheet and Print Balance Overview options using the Balance Sheet layout, with one exception the report does not round off currencies according to rounding rules specified in the application. 82

83 Finance Reports Trial Balance The Trial Balance report displays all financial postings summarized for the selected fiscal periods for each account. Both profit and loss and balance sheet accounts are included. The report has the following tabs: One tab displays opening, closing, and debit/credit balances for the selected fiscal periods. One tab displays opening, closing, and debit/credit balances for the year-todate. Your specified dimension groupings determine the format of account headers and subtotals on the report. You can display amounts in account, company, or enterprise currency, or using a selected reporting currency. Amounts are grouped by currency and company. The report corresponds to the Print dialog box s Print Trial Balance option. The Debit and Credit columns link to the Finance Transactions report. The Account column links to the Accounts workspace. The link is based on the account number (for example, 10010). The Company title links to the Companies workspace. 83

84 Finance Reports Cash Flow Statement The Cash Flow Statement report provides an overview of cash flow actual amounts for a selected set of fiscal periods. The report consists of the following main sections: Opening Balance This section includes only one summary line for all accounts selected. Closing Balance This section includes only one summary line for all accounts selected. Movement This section has a table in which each line displays information about the actuals posted to the corresponding group of accounts. The structure of this section uses the first two levels of the dimension grouping. Totals for the section are displayed as a separate line named Net movement. The report has the following tabs: Cash Flow Statement Quarter-To-Date Year-To-Date There are no drill-down levels for this report. The Actuals and Actuals comparative year columns in the Movement section link to the Finance Transactions report. The Account column links to the Accounts workspace. The link is based on the account number (for example, 10010). The Company title links to the Companies workspace. 84

85 Finance Reports Bank Reconciliations The Bank Reconciliations report displays the financial bank reconciliations performed for each bank account. Both reconciled and outstanding amounts are displayed. The report displays seven tables for each bank account: The first table contains information about the bank account and the associated statement date for the latest bank reconciliation performed for that account, within the restrictions applied. The table is a vertical table. The second and third tables summarize the outstanding and reconciled balances, respectively. The balances are the opening and closing balances, as well as the movements related to outstanding and reconciled. In addition, the table that displays the outstanding balances also displays the balances of the G/L entries in Maconomy for comparison. Both of these tables are vertical tables. The fourth and fifth tables display the reconciled entries, one about debits and one about credits. The sixth and seventh tables display the outstanding entries, one about debits and one about credits. 85

86 Hands-On Activity Reports & Analyzers Activity 11 86

87 Knowledge Check Where do you go if you want to avoid for more time entries in the month you are about to close? What can you do to save time when posting month journal entries? Why do you need to reconcile the subledgers with the general ledger? Where do you revaluate accounts in foreign currency? 87

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