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

See also 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.

Home

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

A snapshot header sets the parameters for a financial extraction. It’s 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.

After you've created a snapshot header, you can use the Extract snapshot action to extract data for the project as needed.

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

Project number (field OPPNUM)

The project code to inquire upon.

The current project code is displayed if you accessed this function directly from the project.
Snapshot code (field SNPCOD)
The snapshot code is generated automatically using the SNP—Financial snapshots sequence code.
Description (field DESAXX)
The long description defined on the project record.
Financial view (field SHOWGRP)

The financial view to link to an SQL query. Select a view code from the codes activated in the 388—Financial view miscellaneous table. For example, for an expense view select view 10 or a revenue view, select view 20.

By default, the 388 miscellaneous table enables data tracking on selected financial views such as expenses and revenue. The 388 table 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’re 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)
The time unit as specified on the task operation on the project, but can be amended.
Currency (field CUR)
The currency associated with the sales site (Sales site field) defined for the project. It cannot be changed after the project is created.
Snapshot date (field SNPDTECRE)

The default date is the current 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) in the General section, Financials block on your project.

Tab Snapshot list

You use this section to view the list of snapshots that have been extracted for the snapshot header. As each extracted snapshot is unique, it's 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.

The 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 the icon to enter any relevant comments. The text field displayed is free-format with unlimited characters.
Sequence (field SNPSEQ)
The sequence number is generated automatically in increments of 10.
Description (field DDESAXX)

The description is generated automatically. It identifies the particular generation run.

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

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)

The 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)
The 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 the 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 the project.
  • A second view based on the cost types associated with the project.

To view all cost types associated with the 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 actual and committed cost amounts 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 the snapshot with a different snapshot extracted for the 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 are 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 the 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 after you've created the snapshot header.

Each new snapshot that you obtain overwrites a previous snapshot created on the same date. Similarly, each new snapshot that 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.

Criteria

All companies (field ALLCPY)
Indicates that all companies are included. To run the process for a single company, leave the checkbox clear.
Company (field CPY)
The company code. You can only access this field if the All companies checkbox is clear.
All snapshots (field ALLSNP)
Indicates that all snapshot codes are included. To run the 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)
Indicates that all projects are included. To run the 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)

Indicates that the 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) in the General section, Financials block on your project.
Financial view (field PCCGRP)

The financial view to link to an SQL query. Select a view code from the codes activated in the 388—Financial view miscellaneous table. For example, for an expense view select view 10 or a revenue view, select view 20.

By default, the 388 miscellaneous table enables data tracking on selected financial views such as expenses and revenue. The 388 table 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’re 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)
Indicates that only projects that are launched are included. To run the process for all projects at all stages of the project cycle, leave clear.
Exclude closed projects (field CLSDPRJ)
Indicates that closed projects are excluded. To include closed projects, leave clear.
Log file (field LOGFILE)
Indicates that a detailed log file of the run is needed. If you do not need 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 after the snapshot header is 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

See also Refer to documentation Implementation