Cashflow Forecast Reports

Summary vs Detailed Cashflow Report

• The detailed cashflow report lists every transaction that is included and every line item of cashflow transactions. The transactions can be opened from the right-click context menu.

• The summary cashflow report only lists the totals. There is no drilldown to the underlying transactions.

• Neither report has any filters, they are generated starting from the current week for the next eight weeks.

Reports Explained

ℹ️ The columns should not be sorted, because it will disrupt the sections.

The cashflow reports are presented in this format:

• Opening Bank Balances: Depicts the actual bank and cash ledger balances and names the included bank accounts. The entry is displayed on the first line of the report. 

• Net Cash Movement: The result of the inflow less outflow. The entry is displayed on the first line of the summary at the bottom of the report.

  • • Add all income (inflow): Listed per category on the summary report and per transaction on the detailed report.

      • • All the Customer Invoices that are due to be paid in a particular week. The customer's terms determine in which week the invoice is included. 

        • Active Sales Orders where the required date, and customer terms fall within the reporting period. For example, if a Sales Order is due next week and the customer pays COD, the amount is included in next week's forecast. The assumption is that an active sales order is not yet invoiced, but a completed sales order is invoiced and therefore excluded because the Customer Invoice is included.

        • Any additional income that is received which can be loans from owners, or interest from a bank or investment account. This additional income must be captured on a Cashflow Transaction to be included.

        • Any VAT Refunds. The amount is included in the week of the 25th. VAT Refunds are only included if a VAT reconciliation was completed and resulted in a refund being due. VAT Refunds may be delayed for up to 21 days. Partial VAT refunds are deducted from the amount due.  

    • Deduct all expenses and payments (outflow): Listed per category on the summary report and per transaction on the detailed report.

      • All the Supplier Invoices that are due to be paid in a particular week. The supplier's terms determine in which week the invoice is included.

      • Active Purchase Orders where the required date, and supplier terms fall within the reporting period. For example, if a purchase order is due in week one, and the supplier is paid after two weeks, the amount is included in week three. The assumption is that an active purchase order is not yet invoiced, but a completed purchase order is invoiced and therefore excluded because the Supplier Invoice is included.

      • The weekly running costs as captured on a Cashflow Transaction.

      • The monthly running costs as captured on a Cashflow Transaction if the date of payment falls within the reporting period. 

      • Any additional payments (e.g. loan repayments) as captured on a Cashflow Transaction.

      • Any VAT Payments.  VAT Payments are only included if a VAT reconciliation was completed and resulted in a payment being due. VAT Payments are included in the week of the 25th. (VAT Payments made via e-filing are due on the last business day of the month).  Partial VAT payments are deducted from the payment due.  

• Expected Bank Closing Bank Balances: The Opening Bank Balances added to the Net Cash Movement. The entry is displayed on the second line of the summary at the bottom of the report.

• Overdraft and Credit Facilities, as entered on a cashflow transaction, are displayed on the third line of the summary at the bottom of the report.

• Cash Available is calculated by adding the Closing Bank Balances to the Overdraft and Credit Facilities. This amount is an important indication of whether an organisation will have cashflow problems in the next eight weeks or not.

Accuracy of the Reports

The following features can impact the accuracy of the cashflow forecasts:

• 1. How far in advance invoices are generated for both customers and suppliers. Weeks which reflect anticipated invoice payments and receipts are more accurate than weeks that estimate the cashflow based on sales and purchase orders.

  2. The accuracy and duration of credit terms for Customer and Suppliers. If this information is not captured correctly, payments will not reflect in the correct periods.

  3. Whether Customers pay on time or not. No allowance is made for late payments.

  4. The accuracy of due dates on Sales Orders and Purchase Orders.

  5. The accuracy of the information included in the Cashflow Transactions.

• If the report is left open, click View (button) to include recent transactions.

Settings 

Transaction Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

The following settings should be added to the listed transaction types and the values set as indicated:

• • Supplier Invoice > Caption for Due Date = Payment Due 

  • Supplier Invoice > Set Due Date from Credit Terms = Checked

  • Customer Invoice > Caption for Due Date = Payment Due

  • Customer Invoice > Set Due Date from Credit Terms = Checked

  • Purchase Order > Caption for Due Date = Due Date

  • Sales Order > Caption for Due Date = Due Date

  • Cashflow Transactions > Caption for Check In = Forecast Date 

User-Access Settings

Navigation: Main Menu > Setup > Settings > Transactions (tab)

• User Settings: 

  • General - Reports Access Allowed: Click Edit in the Value column and move the cashflow reports from the Available to the Selected section.

• Transaction Settings

  • Cashflow Transactions (CAF): Check or uncheck the checkboxes as needed. The View options should be None, All, or Admin.

  • Click Actions (button) > Add/Remove Modules if the transaction type is not on the list of available transaction types.

Cashflow Report (8 Weeks)

Buttons Explained

• View:  Displays the report.

• Output: n/a

• Menu: 

  • Reset Date Filter: n/a

  • Data Grid Options:

    • Data grouping: Provides a dropdown list to change the grouping fields. The options are:

      • by Date

      • by Month

      • by Year

      • Relative

  • Print Data Grid: Prints the current display.

  • E-mail PDF: Emails the report in pdf format.

  • E-mail Excel: Emails the report in Excel format.

  • Export Data Grid: Allows users to choose a save location for the report in .xlsx format.

  • Layout & Grid

• i: Displays information about the cashflow module.

Fields Explained

ℹ️ Fields shown in green are only on the detailed report.

• Field Chooser (*): Allows users to add or remove columns.

• Report_Id_Out: The system-generated number for the report entry.

• Type: The type of entry which can be Balance, Inflow, Outflow, or Summary. 

  • The summaries are displayed at the bottom of the report.

• Key_Id_Out: The system-generated number that indicates the source of the report entry.

• Group: The name of the group which can be:

  • • Active Purchase Orders: Applicable to purchase orders.

    • Active Sales Orders: Applicable to sales orders.

    • Ad Hoc Expense: Refers to entries created using the cashflow transaction.

    • Creditors:  Current supplier-related transactions (e.g. Supplier Invoices).

    • Debtors: Current customer-related transactions (e.g. Customer Invoices).

    • Loan Account:  Refers to entries created using the cashflow transaction.

    • Monthly Expense:  Refers to entries created using the cashflow transaction.

    • Opening Balance: The balance of all bank accounts.

    • VAT Payments: VAT payments as per the VAT Reconciliation.

    • VAT Refunds: VAT refunds as per the VAT Reconciliation.

    • Weekly Expense:  Refers to entries created using the cashflow transaction.

• Description: The entry's description.

• Company: The name of the Customer or Supplier.

• Company_Id_Out: The system-generated number for the customer or supplier.

• Trans_Id_Out: The system-generated number for the transaction.

• W1 - W8 columns: Columns for the next eight weeks. 

• Report_Run_Date: The date and time that the report was generated.

• Report_Order_Out: The system-generated number for the order of entries on the report.

• Menu (...): A right-click submenu is only available for the Detailed Cashflow Report and includes these options:

  • Open Transaction

  • View Customer Summary

  • Open Customer

  • View Supplier Summary 

  • Open Supplier

Related Topics

• Reference: Cashflow Transactions

• Reference: Technical Information

• Tutorials: Cashflow Transaction

• Tutorials: Cashflow Setup Tutorial