Financial snapshots

Use this function to obtain a real-time top-level financial overview, a snapshot, of a project at a specific point in time.

A financial snapshot is based on the actual financial status of a project relative to its budgets. It provides similar figures to those provided for a project financial overview.

You can access this function directly from a project.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The Financial snapshots function contains a home section in which you define a "snapshot header" with a Snapshot list section that contains a table of all extracted snapshots.

Header

You use this section to create a "snapshot header".

A snapshot header sets the parameters for a financial extraction. It is a prerequisite to running a snapshot. The snapshot header comprises the project code, the financial view to be extracted, and the unit and currency to be used each time the data extraction is requested.

Once you have created a snapshot header you can use the Extract snapshot action to extract data for the project as, and when required.

As a snapshot is real time, each new snapshot overwrites a previous snapshot created on the same date.

Project number (field OPPNUM)

Type in, or select a project code to inquire upon.

 This field displays the code of the current project code, if you accessed this function directly from the project.
Snapshot code (field SNPCOD)

This snapshot code is generated automatically using the SNP-Financial snapshots sequence code.
Description (field DESAXX)

This field displays the long description defined on the project record.
Financial view (field SHOWGRP)

Use this field to identify the financial view to be linked to an SQL query. Select a view code from the codes activated in Miscellaneous table 388-Financial view. For example, for an expense view select view "10" or a revenue view, select view "20". This field is mandatory.

By default, Miscellaneous table 388 enables data tracking on selected financial views such as expenses and revenue. Table 388 therefore controls which financial overview data can be displayed.

 Project management includes standard, or master SQL queries for both expense and revenue financial overviews. Delivered by default with your solution are master SQL queries for Financial views "10" (expenses) and "20" (revenue). You can modify these master SQL queries, or create new SQL queries from scratch to suit your organization, your processes or your users. You are advised, however, to get a basic understanding of how your system works before changing a master query.

 Sage advises that you save a copy of a master SQL query before modifying it.
Unit (field UOM)

This field displays the time unit as specified on the task operation on the project, but can be amended.
Currency (field CUR)

This field defaults to the currency associated with the sales site (Sales site field) defined for the project. It cannot be changed once the project has been created.
Snapshot date (field SNPDTECRE)

This field defaults to today's date. You cannot change it.

As a snapshot is real-time, each new snapshot overwrites a previous snapshot created on the same date.
Revenue recognition (field REVRECFLG)

Select this checkbox if this snapshot needs to recognize project revenue, otherwise leave clear.

The method your project will use to calculate the values is defined in the Revenue recognition rule field (RRCC) on your project (General section, Financials block).

Tab Snapshot list

You use this section to view the list of snapshots that have been extracted for this snapshot header. As each extracted snapshot is unique it is allocated an automatic identifier to effectively timestamp the extraction. The most recent snapshot is always the first snapshot in the list, by default. You can view the actual snapshot data using the View action from the Actions icon.

This list is updated from the Extract snapshot action in this function and by the Financial snapshot extraction function (PJMSNPEXT).

As a snapshot is real time, each new snapshot overwrites a previous snapshot created on the same date.

Grid

field BTCMT

Select this icon to enter any relevant comments. The text field displayed is free-format with unlimited characters.
Sequence (field SNPSEQ)

This sequence number is generated automatically in increments of 10.
Description (field DDESAXX)

This description is generated automatically. It identifies this particular generation run.

You can amend this generated description to suit.
Snapshot date (field SNPDDTECRE)

This field displays the snapshot extraction date.

As a snapshot is real-time, each new snapshot overwrites a previous snapshot created on the same date.
Identifier (field KEYEXT)

This identifier is generated automatically. It connects the extraction sequence number with the snapshot code defined in the Home section to create a unique identifier.
Revenue recognition identifier (field REVRECCOD)

This identifier is generated automatically. It connects the extraction sequence number with the snapshot code defined in the Home section and a revenue indicator to create a unique identifier. If this field is populated it indicates that this particular extraction recognizes project revenue.
View

Select View from the Actions icon to view these snapshot details.

A snapshot offers twin views:

  • One view based on the complete cost structure associated with this project.
  • A second view based on the cost types associated with this project.

To view all cost types associated with this project, select the project level in the Cost structure section.

To view the individual cost types associated with a particular budget code, select the budget code in the Cost structure section. The cost types are refreshed dynamically to reflect the selected budget code.

The budget amounts in the financial snapshot are derived from the budget tables; the cost amounts (actual and committed) are derived from the defined SQL query.
Financial snapshot comparison

Select Financial snapshot comparison from the Actions icon to use the Financial snapshot comparison function (PJMSNPCMP) to compare the details of this snapshot with a different snapshot extracted for this project, or with the current financial status of this project.

Batch task

This function can be run in batch mode, but no dedicated standard task is delivered to run it.

Specific actions

Extract snapshot

Select the Extract snapshot action to obtain a real-time top-level overview, a snapshot, of the selected project. The snapshot data is added to the list of snapshots in the Snapshot list section.

Each time you extract snapshot data the Financial status sections of the associated project and the cost structure is synchronized with the extracted data if the FINOVERSYN-Updated fin. status/snapshot parameter (TC chapter, PJM group) is set to Yes and the Revenue recognition checkbox (REVRECFLG field) is selected for this snapshot header. If the ESTPRGSYNC-Updated est. progress/snapshot parameter (TC chapter, PJM group) is set to Yes, the estimated progress percentage of the project, the project budget, and the operational task (Estimated progress (%) fields) are updated.

This action is only available once you have created the snapshot header.

Each new snapshot you obtain overwrites a previous snapshot created on the same date. Similarly, each new snapshot you obtain refreshes 1: the project and cost structure financial status, if the FINOVERSYN-Updated fin. status/snapshot parameter (TC chapter, PJM group) is set to Yes and the Revenue recognition checkbox (REVRECFLG field) is selected in the snapshot header; 2: the estimated total revenue for the project, if the ESTREVSYNC-Updated est. revenue/snapshot parameter (TC chapter, PJM group) is set to Yes and the Revenue recognition checkbox is selected in the snapshot header; 3: the estimated progress percentage of the project, the project budget, and the operational task, if the ESTPRGSYNC-Updated est. progress/snapshot parameter (TC chapter, PJM group) is set to Yes.

Block number 2

Criteria

All companies (field ALLCPY)

Select this checkbox to include all companies. To run this process for a single company, do not select this checkbox.
Company (field CPY)

Enter or select a company code. You can only access this field if the All companies checkbox is clear.
All snapshots (field ALLSNP)

Select this checkbox to include all snapshot codes. To run this process for a single, or a range of snapshot codes, leave clear.
From snapshot (field SNPCODF)

Extract data for a range of snapshot codes. To extract data for a single snapshot code, enter the same code in the From snapshot and To snapshot fields. You can leave the From snapshot field blank to extract data for all snapshot codes.
All projects (field ALLPRJ)

Select this checkbox to include all projects. To run this process for a single, or a range of projects, leave clear.
From project (field OPPNUMF)

Filter for results within a range of project codes. For a single project, enter the same project code in the From/start project and To/end project fields.
Revenue recognition snapshot (field REVRECFLG)

Select this checkbox if this snapshot needs to recognize project revenue, otherwise leave clear.

The method your project will use to calculate the values is defined in the Revenue recognition rule field (RRCC) on your project (General section, Financials block).
Financial view (field PCCGRP)

Use this field to identify the financial view to be linked to an SQL query. Select a view code from the codes activated in Miscellaneous table 388-Financial view. For example, for an expense view select view "10" or a revenue view, select view "20". This field is mandatory.

By default, Miscellaneous table 388 enables data tracking on selected financial views such as expenses and revenue. Table 388 therefore controls which financial overview data can be displayed.

 Project management includes standard, or master SQL queries for both expense and revenue financial overviews. Delivered by default with your solution are master SQL queries for Financial views "10" (expenses) and "20" (revenue). You can modify these master SQL queries, or create new SQL queries from scratch to suit your organization, your processes or your users. You are advised, however, to get a basic understanding of how your system works before changing a master query.

 Sage advises that you save a copy of a master SQL query before modifying it.
Launched projects only (field LCHDPRJ)

Select this checkbox to only include projects that have been launched. To run this process for all projects at all stages of the project cycle, leave clear.
Exclude closed projects (field CLSDPRJ)

Select this checkbox to exclude closed projects. To include closed projects, leave clear.
Log file (field LOGFILE)

Select this checkbox to generate a detailed Log file of this run. If you do not require a Log file, leave blank.

Limitations

  • You cannot use this function to consolidate data for different projects.
  • You cannot change the time unit or currency once the snapshot header has been created. You can, however, choose to display just time or amount values.
  • Access to project financial expense detail at the cost type level is blocked.

Error messages

The only error messages are the generic ones.

Tables used

SEEREFERTTO Refer to documentation Implementation