Dashboards for Accounting Workflows

Laura McDowell, CPASage Intacct Consultantlauram@resgroup.com

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