Actual Data

The Actual Data module is used to enter data of the actual performance of the business during the plan period. When the actual data is entered, it is used to produce Actual versus Plan Analysis.

The actual data is entered in the following screens:

Profit and Loss: Actual Profit and Loss statement

Cash Flow: Actual Operating Cash Flow statement

Balance: Actual balance sheet

Plant and Equipment: Actual investments in plant and equipment

Profit Centers: Actual sales per market per product

Revenue/Sales: Actual sales amount per market per product

Operating Expenses: Actual Operating and Salary expenses

These screens are explained in more details in the following pages.

Year Total Columns

When entering data in the Actual Data screens you will see a total year column that sums up the data that is entered for this year by months or quarters. This column is shown if the parameter "Show Year Total columns in data screens" in the Preferences screens is marked.

Note: In the Actual Balance screen the total year column will show the same figures as the last month or quarter, and not the sum of the months or quarters of course.

Export to MS-Excel

The tables that are included in the Actual Data screens can be exported to MS-Excel by clicking the 'Export to MS-Excel’ button on the toolbar. When this button is clicked the file dialog screen is displayed and you are able to enter the name of the MS-Excel file to which you want to export the table. The export creates a file with the name that you have entered and if MS-Excel is installed on your computer it will be loaded with the created export file. Please note that the software exports the Actual Profit and Loss and the Actual Balance tables to MS-Excel with the formulas that are used to calculate sub-total and total rows.

Toolbar Buttons

All the tables include similar toolbar that appears at the top of the window and includes the following buttons:

OK - Close screen (and save all changes if applicable)

Exit - Close screen and discard any changes if applicable.

Print Table - Create a report for the current table, showing it on the print preview screen

Forecast - Copy cell values across next periods

Export to MS Excel file - Exports the displayed table to MS Excel

Actual Profit and Loss

The Actual Profit and Loss screen is used to enter the actual Profit and Loss Report information for the plan period in order to use it for the Actual vs. Plan Analysis. While you enter data the subtotals and totals of the Profit and Loss are calculated automatically.

The Profit and Loss items are explained in more details in the Analysis Profit and Loss screen explanation.

Actual Cash Flow

The Actual Cash Flow screen is used to enter the actual Cash Flow transactions that occurred during the actual period. This data is used for the Actual vs. Plan Analysis and also for the Forecast analysis. While you enter data the subtotals and totals of the Cash Flow are calculated automatically.

The Cash Flow items are explained in more details in the Operating Cash Flow screen explanation in the Analysis chapter.

Actual Balance

The Actual Balance is used to enter the Actual Balance Sheet information for the plan periods. While you enter data the subtotals and totals of the balance are calculated automatically.

Φ Note: For each of the periods the Total Assets should equal Total Equity and Liabilities, otherwise you will not be able to save and close the screen.

Φ Note: the accumulated depreciation is entered as a negative figure.

The Balance items are explained in more details in the Analysis Balance screen explanation.

Actual Plant and Equipment

The Actual Plant & Equipment screen is used to enter the actual investments that were done in the plan period in plant and equipment.

The screen is loaded with the same items that were entered in the Plant and Equipment screen and you can’t edit, add or delete these items here.

In case you want to add an item, you should close this screen, load the Plant and Equipment screen (where the plan items were defined), add the item there and save it. Then re-load the Actual Plant and Equipment screen again and the item will appear.

Actual Profit Centers

The Actual Profit Centers screen is used to enter the actual income and expenses for a profit center. A profit center in the software is defined as a market which was entered in the Market table. Select the profit center from the list and then enter the actual data. Once you entered the actual data for a profit center, you will be able to view an Actual vs. Plan analysis for this profit center in the Analysis section.

Actual Revenue/Sales

The Actual Revenue/Sales screen is used to enter the actual sales per product in each market. These values are then used in the Actual vs. Plan Sales analysis to compare the planned revenues to the actual sales.

Actual Operating Expenses

The Actual Operating Expenses screen is used to enter the actual operating expenses and salaries that were done during the plan period.

The screen is arranged in the same structure as the Operating Expenses screen that is used for planning. The Department list appears at the left and the screen includes the same three sections as the Operating Expenses screen: Fixed Expenses, Variable Expenses and Salary & Staff. You can switch between these sections by clicking the buttons on the toolbar.

Each section is loaded with the same items that were entered in the Operating Expenses screen. You can’t edit, add or delete these items here. In case you want to add an item, you should close this screen, load the Operating Expenses screen (where the plan items were defined), add the item there and save it. Then re-load the Actual Operating Expenses screen again and the item will appear.