Under the “Controlling” menu item, there are various statistics that help to keep an eye on the company's profitability at all times. It should be noted that all data is based on the documents that have been released, i.e. the decisive factor is not the time at which a document was sent, but the time at which a document was released so that it appears in the statistics.
In xentral, statistics on orders and purchase orders, on cash flow and finances, on liquidity and on quotations and orders are created in the Management Board. The prerequisite for creating and updating the statistics is the process starter "Sales statistics'' which must be activated beforehand.
This module is particularly relevant if an overview of the above points is to be achieved or if controlling requires and evaluates these statistics.
There are 6 statistics in this tab: Incoming orders, orders, incoming orders by project in the year, incoming orders by projects in the month, employees and top 5 articles of the last 90 days.
Here you will find a daily updated overview of the orders:
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x-axis → The time can be read on the x-axis, where data points of the last three months are shown here; by moving the mouse over the axis, the specific data for the individual days can also be viewed
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y-axis left - blue curve → Here the number of released orders for each individual day is shown if the mouse moves over the blue curve
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y-axis right - green curve → Here the net order volume is displayed, if the mouse moves across the curve
Purchase orders are displayed in the same way as orders, i.e. for each day you can see the number of purchase orders placed and the net costs incurred. The axis labeling is to be interpreted in the same way:
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x-axis → time
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y-axis left - blue curve → number of orders
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y-axis right - green curve → net volume of these orders
Here you can see how the net sales are distributed among the individual projects in percentage terms - once for the entire fiscal year and once for the current month. The colors used for the display of the individual projects can be defined individually in the project settings.
This graphic shows the percentage distribution of the employees to the projects, whereby the main project stored in the master data is decisive for this allocation. The colors again correspond to the selection made in the project settings.
In this tab there are two diagrams on the left side and a table on the right side, from which information about the finances or cash flow can be read.
In this area it is possible to select the year for which the statistics are to be calculated. In addition, a comparison year can be selected under "Comparison year" in order to compare the figures with this year. The year to be compared appears in dashed lines in the diagram.
The two charts differ. The first chart shows the values for the individual months separately, whereas the lower chart shows the cumulative values.
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Offers - green → The net amount of offers created per month is displayed here
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Orders - light blue → Net volume of orders per month
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Invoices - orange → The net volume of invoices is reflected here, whereby the receipt of payment is not relevant for the statistics, but the invoicing itself, i.e. every invoice is included in the calculation, even if it should be in the dunning process, unless a cancellation has been made
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Credit notes - dark blue → In the case of credit notes, the net amounts are also recorded with the time of release
The lower diagram shows the same data points, but the data are cumulative, so that it is always possible to check how the development has progressed in the current fiscal year, e.g., to check whether targets have been achieved.
Here you will find various data that provide an overview of the company's liquidity situation at the current time, but also take into account the situation over the last two months, so that developments can also be derived.
Live Monitor liquidity is primarily concerned with the current point in time.
Open invoices (gross)
Here is the sum of debit - actual of all invoices with their number and the assigned project.
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The 'Dunning active' setting must be activated in the assigned project
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Within the invoices the setting 'Set all settings manually' must not be activated
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The 'Payment status' must be 'Open
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The 'Dunning level' must not be set to 'Loss of receivables'
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In addition, the 'lock' for the dunning process must not be activated
Outstanding liabilities (gross)
Sum of the amount of all payables that are not cancelled and whose payment status ('action') is 'open'.
Open orders (net)
This field shows the sum of quantity * price - discount of the order items of all orders that have an assigned project and address. That is, the net volume of all orders that have been released but not yet (fully) delivered is displayed here.
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The 'Status' of the order must be set to 'released'
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The delivered quantity of the order item must be smaller than the quantity of the order item and must not be delivered
Dunning (gross)
Here is the sum of debit - actual of all invoices with voucher number and an assigned project.
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The 'Dunning active' setting must be activated in the assigned project
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Within the invoices the setting 'Set all settings manually' must not be activated
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The 'Payment status' must be 'Open
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The 'Dunning level' must not be set to 'Receivable loss' or an empty value
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In addition, the 'lock' for the dunning process must not be activated
The second line considers only the current month in terms of invoice/credit note, payables, chart of accounts expenses and bank accounts balance.
Invoice/credit note (net)
Here you will find the sum of the net sales of all invoices minus the sum of the net sales of all credit notes that do not have the 'status' 'created' and whose 'invoice date' month and year matches the current month and year.
Liabilities (gross)
Here is the sum of the amount of all payables that are not canceled and whose month and year of the 'Invoice date' coincide with the current month and year.
Chart of accounts expenditures (gross)
Here you will find the sum of 'Credit' minus the sum of 'Debit' of all bank statements assigned to an account frame of the type 'Expenses' ('Contra account' of the bank statement = 'Account' of the account frame) and where there is no import error. Also, the month and year of the bank statement date must match the current month and year.
Bank account balance (gross)
Here is the balance of the sum of 'Credit' and the sum of 'Debit' of all the bank statements where there is no import error. Also, the month and year of the bank statement date must match the current month and year.
The third line looks exclusively at the last month in terms of invoice/credit note, payables, chart of accounts expenses and bank accounts balance.
Invoice/credit note (net)
Here is the sum of the net sales of all invoices minus the sum of the net sales of all credit notes that do not have the 'status' 'created' and whose month and year of the 'invoice date' match the previous month and (current) year.
Liabilities (gross)
Here is the sum of the amount of all payables that are not canceled and whose month and year of the 'Invoice date' are the same as the previous month and (current) year.
Chart of accounts Expenditures (gross)
Here is the sum of 'Credit' minus the sum of 'Debit' of all bank statements assigned to an account frame of the type 'Expenses' ('Contra account' of the bank statement = 'Account' of the account frame) and where there is no import error. Also, the month and year of the bank statement date must match the previous month and (current) year.
Bank account balance (gross)
Here is the balance of the sum of 'Credit' and the sum of 'Debit' of all bank statements where there is no import error. Also, the month and year of the bank statement date must match the previous month and (current) year.
The fourth line considers in each case exclusively the penultimate month in terms of invoice/credit note, payables, chart of accounts expenses and bank accounts balance.
Invoice/credit note (net)
Here is the sum of the net sales of all invoices minus the sum of the net sales of all credit notes that do not have the 'status' 'created' and whose month and year of the 'invoice date' match the month and (current) year before last.
Liabilities (gross)
Here is the sum of the amount of all payables that are not canceled and whose month and year of the 'Invoice date' is the same as the month and (current) year before last.
Chart of accounts Expenditures (gross)
Here is the sum of 'Credit' minus the sum of 'Debit' of all bank statements assigned to an account frame of the type 'Expenses' ('Contra account' of the bank statement = 'Account' of the account frame) and where there is no import error. In addition, the month and year of the bank statement date must match the month and (current) year before last.
Bank account balance (gross)
Here is the balance of the sum of 'Credit' and the sum of 'Debit' of all bank statements where there is no import error. Also, the month and year of the bank statement date must match the month and (current) year before last.
In this line you can find statistics about the orders in the current month. The number of orders, turnover (net), DB in EUR (net) and DB in % are displayed.
Number of orders
Returns the number of orders that are not canceled and do not have the 'Status' 'Created'. The month and year of the order date must match the current month and year.
Sales (net)
This field totals the net sales of all orders that are not canceled and do not have the 'Status' 'Created'. The month and year of the order date must match the current month and year.
DB in EUR (net)
This field shows the total net revenue of all orders that are not canceled and do not have the 'Status' 'Created'. The month and year of the order date must match the current month and year.
Contribution margin (CM) in %
The CM in % is calculated from 100 * 'CM in EUR (net)' / 'Sales (net)'.
In the line "Time booked" there is an overview of the employees' time recording over the last two months.
Current month
Sums the difference in hours of the 'From' and 'To' time of all time tracking entries where the month and year of the 'From' time matches the current month and year.
Last month
Sums the difference in hours of the 'From' and 'To' time of all time tracking entries where the month and year of the 'From' time matches the previous month and (current) year.
Current month abr. (billable)
Sums the difference in hours of the 'From' and 'To' time of all time tracking entries where the month and year of the 'From' time matches the current month and year. In addition, these time tracking entries must have the 'Billing' option enabled.
Last month (billed)
Sums the difference in hours of the 'From' and 'To' time of all time tracking entries where the month and year of the 'From' time matches the previous month and (current) year. In addition, these time tracking entries must have the 'Billing' option enabled.
In the "Total" line there is an overview of the next month's subscription run and the state of the bank account.
Subscription next month
For the calculation the module 'Subscription' must be present, otherwise the value 0 is displayed.
Important
If the 'Past date for billing creation' option is enabled in the Subscription' module in the settings, the corresponding date of this option will be used for the calculation. If the 'Past date for billing creation' option is not enabled, today's date will be used for the calculation.
The value is calculated from the sum of the prices minus the discounts of the subscription items. The price is composed as follows:
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If it is a 'Price for x months', the value of the 'Price' field * the value of the 'Quantity' field is used
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If it is an 'Annual price', the value of the 'Price' field * the value of the 'Quantity' field * the value of the 'Payment cycle' field is used
If it is a 'Price for x months' or a 'Yearly price', it will be additionally checked if the date in the 'First start date' field is smaller than the 1st of the next month. If the 'Past date for billing creation' option is enabled and filled, the next 1st of its date will be used.
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If it is a 'weekly price', the value of the 'Price' field * the value of the 'Quantity' field * cyclescount is used
If the price is a 'weekly price', the system will also check if the date in the 'First start date' field minus 6 days is smaller than today's date. If the 'Past date for billing creation' option is enabled and filled, this date will be used.
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If it is a '30 days' price, the value of the 'Price' field * the value of the 'Quantity' field * cyclescount is used
However, if it is a '30 days' price, it will be additionally checked if the date in the 'First start date' field - 30 days is smaller than today's date. If the 'Past date for billing creation' option is enabled and filled, this date will be used.
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If it is a 'one-time' price, the value of the 'Price' field * the value of the 'Quantity' field * the value of the 'Payment cycle' field is used
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If it is a 'monthly price', (the value of the 'Price' field * the value of the 'Quantity' field * cyclescount ) - ( 'Price' * 'Quantity' * 'Proportion of remaining days') is used
However, only the subscription items for which the date of the 'Billed to' field is less than the 1st of the next month will be used for calculation here. If the 'Past date for billing creation' option is enabled and filled, the next 1st of its date will be used.
In addition, the date from the 'End date' field must be '00.00.0000' or greater than or equal to the 1st of the next month. If the 'Past date for billing creation' option is enabled and filled, the next 1st of its date will be used. If this is not the case, the end date must be greater than or equal to today's date.
In addition, the date of the 'First start date' field must have the value '00.00.0000' or be less than or equal to the 01st of the current next month or be a 'Price for x months', 'Yearly price', 'Weekly price' or '30 days' price. If the 'Past date for billing' option is enabled and filled, the next 1st of its date will be used.
Bank accounts Total
All business accounts are used for the calculation. The business accounts are not deleted and have a project assigned for which you have rights.
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If the 'Totalize' option is enabled in the business account, the 'Amount balance' of the business account + (Credit - Debit) of the bank statements will be taken, where the bank statement date is greater than or equal to the 'Date balance' of the business account if there is no import error
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The bank statements must be linked to the business account
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If the 'Totalize' option is not enabled in the business account, a 0 will be added up for this business account
Legacy module
The module described in this article section has been marked as a legacy module. This means the following:
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We don't create new features for this module or fix any bugs.
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The module is not available anymore in Xentral instances (demo or licensed) created after 28-Sep-2022. If you as a new user have special requirements that could only be fulfilled by this module, please contact our customer support team to discuss a solution.
The Liquidity tab provides an overview of the documents invoices, credit notes and purchase orders as well as other costs.
The overview shows all documents relevant for the liquidity of the operation. Using the filter on the right, the individual voucher types can be shown or hidden. In the field for each day the balance is entered. It is red if the balance is negative or gray if the balance is positive.
In the overview it is possible to switch between the display modes month, week or day.
Note
Orders, invoices, credit notes and other costs can be grouped in the overview. To do this, simply tick the corresponding "Group costs" checkbox. In addition, the documents behave as follows with regard to the liquidity display:
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Purchase orders are scheduled with the purchase order date until a corresponding liability exists. From then on, the date of invoicing of the liability and no longer that of the purchase order is used for planning. If the date "Payable by" is also entered in a liability, this date will be used
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Orders are displayed as "Order without invoice" until a corresponding invoice exists. Until then, the delivery time or the standard payment target is used for liquidity planning
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Invoices are scheduled on the due date
The other costs can be created directly in the subcategory "Other costs". The other costs are used to include costs in the overview that do not already belong to one of the document types (invoice, credit note, purchase order).
A description of the costs, the amount and the date on which the costs were incurred are then stored. If the costs are incurred regularly, a specific period can be selected (appointment, monthly, every 2 months, quarterly, semi-annually or annually). The costs will then be created again in the overview at these intervals.