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Dashboards for Accounting Workflows
Laura McDowell, CPASage Intacct [email protected]
Agenda
• Objectives• Workflows• Filtered Lists/Reports• Dashboard Build• Session Activity• Q&A
Session Objectives
At the end of this session you will be able to:
• Describe different accounting workflows in Sage Intacct• Identify differentiators in your accounting workflows• Build workflow process documentation• Create custom lists and reports to capture workflow details
• Design dashboards for varied workflows and audiences
Workflows
Workflows in Sage Intacct
• A string of related records or transactions that imply a sequence, process, or expected series of actions from one or more Sage Intacct users
Transaction Conversions
Revenue Schedule
Management
Outstanding Invoices &
Adjustments
Journal Entry Approvals
Outstanding Bills & Adjustments
AP Payment Requests
Transaction Conversions
Approval Workflows
Timesheet Approvals
Expense Approvals and
Reimbursements
Undeposited Funds
Uncleared Checks
Depreciation and/or
Amortization Schedules
Workflow DifferentiatorsWhat can differentiate items on a record or transaction in a workflow?
• States / Statuses
• Dimensions
• Transaction types or numbers
• Custom fields
Workflow DifferentiatorsWhat can differentiate items on a record or transaction in a workflow?
• States / Statuses
• Dimensions
• Transaction types or numbers
• Custom fields
Workflow DifferentiatorsWhat can differentiate items on a record or transaction in a workflow?
• States / Statuses
• Dimensions
• Transaction types or numbers
• Custom fields
Workflow DifferentiatorsWhat can differentiate items on a record or transaction in a workflow?
• States / Statuses
• Dimensions
• Transaction types or numbers
• Custom fields
Workflow DifferentiatorsWhat can differentiate items on a record or transaction in a workflow?
• States / Statuses
• Dimensions
• Transaction types or numbers
• Custom fields
InsightsWhat key information from the system can be captured in lists and reports?
• Our differentiators (State, Dimensions, Type/Name)
• Other key fields• Date created• Transaction number• Journal / Vendor / Customer / Employee• Total amount• Description, reference number, or memo• Crucial custom fields
DocumentationHow should I capture my workflow details, beyond lists and reports?
• Publish process or policy documentation• Provide context, rationale, goals, and objectives of the process• Clearly define roles and responsibilities• Single version, shared location• Steps with screenshots, checklists and/or, flowcharts• Record and save screencast walk-throughs performed by SMEs
• Cater to the learning styles and synergy of your team(s) for better participation
• Ensure the process is compliant with accounting standards and internal controls
• Set future debriefs to analyze success of a process and define areas for improvement
Session Spotlight
Purchasing Workflow
Goal:Build a dashboard for our purchasing manager and accounting team to see all in-flight components of the purchasing workflow to assist with conversions
Session Spotlight: Purchasing
Write-out Logical Workflow:
1.Whenever someone needs to purchase a physical good, they will enter and submit a request
2.Once approved for purchase by their manager, the purchasing manager will need to order the goods
3.Once the goods have been delivered to the office, accounting need to recognize their receipt and accrue the expense
4.Once the invoice has been received, we need to recognize the payable
Session Spotlight: PurchasingTranslate Overview to Sage Intacct1. Whenever someone needs to purchase
a physical good, they will enter and submit a request (Purchase Requisition)
2. Once approved for purchase by their manager, the purchasing manager will need to order the goods (Purchase Order)
3. Once the goods have been delivered to the office, accounting need to recognize their receipt and accrue the expense (PO Receiver)
4. Once the invoice has been received, we need to recognize the payable (Vendor Invoice)
Session Spotlight: Purchasing
• Differentiators:• Transaction types• Statuses
• Reporting:• Document ID• Date• Vendor name• Total• State
Session Spotlight: Purchasing
• Process Documentation• Published to a cloud-based
storage site• Link to the document
present on company intranet
• “To Do’s”• Add goals into document• Set debrief meeting
cadence for assessing process success and gathering feedback
Filtered Lists/Reports
Background: Dashboard Building
How to build a dashboard:1. Create lists, reports, account groups, dimension
structures, and more that will be the bases/sources of the components
2. Create/edit dashboard, add components, and organize layout
Planning for the Dashboard
Records• Pulls in custom lists• Based on system standard data objects
Reports• Pulls in financial reports• Pulls in memorized reports
• System standard or custom
Custom Lists vs. Custom ReportsCustom Lists (Views)• Created in the record’s list
to customize columns• Can only pull in header fields• Cannot be duplicated• Filter by any of the header
fields• Within view configuration• On demand with column
search bars or advanced filters
• Back-end filter: only “AND”• Flat list output Example: new view created to isolate and only display
transactions in a list where Type is Purchase Order and Status is Pending.
Custom Lists vs. Custom ReportsCustom Reports• Available with
Customization or Platform Services
• Can look at header only OR line-item + header fields
• PLUS many more objects available via relationships
• Can be duplicated• Flat or grouped output with
totals and subtotals• Uses standard report
prompt functionality• Customizable report
prompts
Example: new report created to generate output with select header and entry table fields, complete with totals and filterable prompts.
Session Spotlight: Purchasing
• Will use Custom Reports in order to report on the line-item level fields (Purchase Order Transaction Detail source)
• Reports will be:• Selectively set for Transaction Type• Pre-filtered for Status
• Select key fields only to be displayed on report, with drill-down ability to transactions (for research and attachment viewing)
Choosing List or Report
Things to consider:
• Access and Permissions• Who needs to see and/or manage this workflow data?• What permissions do these users currently have?
• Available Fields• Where are my differentiators located for filtering?• Are my key insight fields present to be selected for output?
• Customizability• What is my audience expecting to see?• Will these needs change in the near future?
Dashboard Build
Building the Dashboard(s)
• 1:1 Dashboard per audience / team• Sustainable setup for roles and custom layout
• Set the Components• Memorize standard or custom reports• Organize methodically• Link to external resources
• Publish• Guided tour• Expected use
Sample Dashboard ComponentsModule Workflow or “Action Needed” ExamplesGeneral Ledger Pending JE approvals, JE posted for the last X periods by journal and user
Cash Management Undeposited funds, Last recon date and balance by bank account, expiring cards
Accounts Payable Pending AP payment approvals, outstanding credits, recurring bills
Purchasing Pending PO approvals, outstanding orders, receipts awaiting bills
Time & Expense Pending ER and/or Timesheet approvals, outstanding ERs for reimbursement
Accounts Receivable Outstanding credits, outstanding invoices, recurring invoices
Order Entry Pending orders, recurring invoices, revenue recognition schedules
Projects Billable not yet billed expenses, tasks to manage by project (per manager)
Contracts Contracts nearing completion, outstanding or upcoming revenue and expenses
Inventory Control Valuation for adjustment, reorder points, kit levels, items in transit
Fixed Assets Outstanding or upcoming depreciation schedule lines, CIP items pending capitalization
Prepaid Expenses Outstanding or upcoming amortization schedule lines
Session Spotlight: Purchasing
• Single dashboard• Mainly for purchasing manager• Also used by accounting in
conjunction with AP• Creating one component per report
• Based on Transaction Type; pre-filtered for Status
• Component name to identify workflow snapshot
• Filterable for Department and Vendor dimensions
Demonstration
Session Activity
Logic Flow - Samples
1. AP Bills are entered; can be saved in DRAFT
2. AP Bills are POSTED; ready for payment
3. AP Bills are paid; some need Checks printed
1. AP Bills are entered; can be saved in DRAFT
2. AP Bills are POSTED; ready for payment
3. Bills selected for payment approval; PENDING payment request
4. AP Payments approved ** might be partially approved
5. AP Bills are paid; some need Checks printed
1. AP Bills are entered; can be saved in DRAFT
2. AP Bills are submitted for approval; PENDING
3. AP Bills are approved ** could be partially approved
4. AP Bills are posted when fully approved; ready for payment
5. Bills selected for payment approval; PENDING payment request
6. AP Payments approved ** might be partially approved
7. AP Bills are paid; some need Checks printed
Session Summary
Objectives Review
• Reviewed different accounting workflows in Sage Intacct, with a spotlight on a Purchasing workflow
• Identified differentiators in your accounting workflows, such as transaction types, statuses, custom fields, and more
• Defined components of successful workflow process documentation
• Created custom lists and reports to capture workflow details• Designed a dashboard for a unique workflow and audience
Session Takeaways
• Workflows can be made to be easily visible and understood• Harness the power of custom lists and custom reports to produce valuable business insights
• Produce valuable dashboards to support all networks of your organization
Appendix