Rayyan - Costing overview

Introduction

The dashboarding will show the profitability per item per segment. Considering the overhead expenditure captured on the GL accounts inside Sage Evolution.

With the default reports inside Sage, you are able to quickly view the Gross profit per item, but it will not show you the nett profit per Item. This dashboards takes the expenditure from the various departments and allocates these accordingly to the items.

By entering settings on both Item UDF's and Account UDF's the dashboard will pick up both to display and use for calculations.

Dashboards

Two dashboards are available for viewing the profitability:

1) Costing overview 

Main dashboard that contains all the logic and calculations to display the profitability per item per segment.

2) Sales detail

Detail dashboard containing the individual invoices for reconciliation purposes. (Note that the sales data is also available in the Costing overview, however it is loaded consolidated to limit the amount of data)

Costing overview

Main dashboard that contains all the logic and calculations to display the profitability per item per segment.

To come to a net profit the following expenditures are included in the calculations:

1) Weighted average unit cost (Coming directly from Sage and is calculated and maintained in Sage)

2) Production expenses (expenditure that is not included in the Weighted average unit of Sage, these costs are booked to GL accounts)

3) Logistics expenses (expenditure that is not included in the Weighted average unit of Sage, these costs are booked to GL accounts)

4) Sales expenses (expenditure that is not included in the Weighted average unit of Sage, these costs are booked to GL accounts)

5) Sales rebates (rebates that are not included in the Weighted average unit of Sage, these costs are booked to GL accounts)

6) Marketing expenses (rebates that are not included in the Weighted average unit of Sage, these costs are booked to GL accounts)

7) IT & Administration expenses (rebates that are not included in the Weighted average unit of Sage, these costs are booked to GL accounts)

8) Discounts on sales  (Differences between the standard selling price and the actuals invoice unit price)

9) Free of charge (FOC) items  (Direct expenses due to FOC items on invoices)

By allocating all these costs a net profit % is calculated in the dashboard.

Sage configurations

In order for the report to pick up items and expenditure the following UDF's need to be filled in Sage

On Account

ulGLAccGroup

Determines in what section of expenditure the account should be included.

Options: Admin & IT; Catering; Logistics; Marketing; Production; Sales; Sales - Rebates

ulGLGroupType

Determines if the accounts is categorized as fixed or variable (Note that are no calculation differences based on this field, just grouping/categorisation.)

Options: Fixed; Variable

ulGLCriteria     

Determines how the expenditure should be allocated to the various segments.

Options: Budget; Direct; Litre; Packs; Pcs;

ucGLLineSegment

Determines how the balance for the ulGLCriteria option direct should be allocated.

Options: TEXT VALUE I.E.: L1-50;L2-50

Note that this field is ignored if the ulGLCriteria  is not direct.

ucGLChannelSegment

Determines how the balance for the ulGLCriteria option direct should be allocated.

Options: TEXT VALUE I.E.: KA-100

Note that this field is ignored if the ulGLCriteria  is not direct.

ulGLWarehouse

Determines how the balance for the ulGLCriteria option Litres/packs should be allocated.

Options: SDW; SDWII; both

Based on the selected option it includes/exclude sales made via the SDW or SDWII in the percentage of total litres/packs sold.

This field corresponds with the value SalesRep.Bank_Account on the invoice.

ulGLBudgetCalculationOption

Determines how the balance for the ulGLCriteria option budget should be allocated.

Options: Packs; Litres: Bottles; Value

The budgets are stored in the table called _as_RayyanBudgets. This table contains a per month per item budget for the indicated options

On Item

ulIIItemType

Determines they type of the item. If selected either of the 2 options below, the item will be includes in the report and in all calculations

Options: Rayyan; Private label

ufIIPACKLTR

Determines total litres in 1 pack

Options: Float number

uiIIPCSPERPACK

Determines the total pieces per pack

Options: Float number

On Manufactures

ulMANULineSegment

Determines the line for the specific manufacture

Options: Float number

On Invoice

SalesRep.Address3

All invoices are linked to a Salesrep. The Address3 field determines to what segment the sales is considered.

This value is needed to allocate the costs when the option Litre,Pc,Packs

SalesRep.Bank_Account

All invoices are linked to a Salesrep. The Address3 field determines to what segment the sales is considered.

Sage data

All data is loaded via a SQL connection with views/functions to calculate the figure.

GL Balance

The Sage GL balances are calculated by summing all transactions per GL account per financial period. These balances will correspond with an user running a Trial balance from the Sage UI.

Sales data

The Sales is loaded into the report consolidated per day, meaning it is not available per invoice (this to lower the amount of data to compute in the report). This information is however available in the "Sales detail" Dashboard.

Sales consists of archived documents of the type: Case invoice (0), Credit note (1) and Sales Order (4)

Only the lines that contain stock items of the type "Rayyan" and "Private label" are loaded in the data. 

Manufacture data

The manufacture data is loaded per manufacture transaction. Only the manufactures that contain a value on the UDF ulMANULineSegment and which are processed are loaded into the report.

Pages

1) Production expenses

Contains the GL accounts that have the value "Production" filled in the UDF ulGLAccGroup.

This overview will split the expenditure over the various lines. Meaning this overview is not segment based. In report 7 & 8 you will only see this split between Fixed and Variable.

Note that this Expenditure is split over the items based on either "% of total litres sold" or "% of total revenue" (Based on the selected option in the menu on report 7 & 8)

The sum of all the lines (in the columns) will add up to the total of all lines (most bottom right figure). This figure will correspond with the sum of all Fixed and Variable costs allocations per item if you were to export the report to Excel.

2) Logistics expenses

Contains the GL accounts that have the value "Logistics" filled in the UDF ulGLAccGroup.

Note that Logistics requires an additional value in the UDF ulGLWarehouse : SDW;SDWII;Both

Based on the selected option it includes/exclude sales made via the SDW or SDWII in the percentage of total litres/packs sold.

This field corresponds with the value SalesRep.Bank_Account on the invoice.

This overview will split the expenditure over the various segments. 

Note that this Expenditure is split over the items based on either "% of total litres sold" or "% of total revenue" (Based on the selected option in the menu on report 7 & 8)

The sum of all the Segments (in the columns) will add up to the total of all segments (most bottom right figure). This figure will correspond with the sum of all Fixed and Variable costs allocations per item if you were to export the report to Excel.

3 - A) Sales expenses

Contains the GL accounts that have the value "Sales" filled in the UDF ulGLAccGroup.

This overview will split the expenditure over the various segments. 

Note that this Expenditure is split over the items based on either "% of total litres sold" or "% of total revenue" (Based on the selected option in the menu on report 7 & 8)

The sum of all the Segments (in the columns) will add up to the total of all segments (most bottom right figure). This figure will correspond with the sum of all Fixed and Variable costs allocations per item if you were to export the report to Excel.

3 - B) Sales expenses - Rebates

Contains the GL accounts that have the value "Sales - Rebates" filled in the UDF ulGLAccGroup.

This overview will split the expenditure over the various segments. 

Note that this Expenditure is split over the items based on either "% of total litres sold" or "% of total revenue" (Based on the selected option in the menu on report 7 & 8)

The sum of all the Segments (in the columns) will add up to the total of all segments (most bottom right figure). This figure will correspond with the sum of all Fixed and Variable costs allocations per item if you were to export the report to Excel.

4) Marketing expenses

Contains the GL accounts that have the value "Marketing" filled in the UDF ulGLAccGroup.

This overview will split the expenditure over the various segments. 

Note that this Expenditure is split over the items based on either "% of total litres sold" or "% of total revenue" (Based on the selected option in the menu on report 7 & 8)

The sum of all the Segments (in the columns) will add up to the total of all segments (most bottom right figure). This figure will correspond with the sum of all Fixed and Variable costs allocations per item if you were to export the report to Excel.

5) IT & administration

Contains the GL accounts that have the value "Admin & IT" filled in the UDF ulGLAccGroup.

This overview will split the expenditure over the various segments. 

Note that this Expenditure is split over the items based on either "% of total litres sold" or "% of total revenue" (Based on the selected option in the menu on report 7 & 8)

The sum of all the Segments (in the columns) will add up to the total of all segments (most bottom right figure). This figure will correspond with the sum of all Fixed and Variable costs allocations per item if you were to export the report to Excel.

7) Costing and pricing overview

This overview will create a profitability percentage per item while having the flexibility to change the report with the multiple buttons/options.

8a) Performance overview - per SKU

8b) Performance overview - per channel

9) Budget overview

10) Sales & Production overview

11) Stock % per Line

Sales detail

This dashboard is made for reconciliation purposes. While the sales data is loaded group per day in the main dashboard, here it will be loaded per invoice, making it easier to trace inside Sage.

The matrix on the dashboard can be drilled down with the UI tools (right click or by using the drilldown menu) to show the data on invoice level.

Per month the following information is available: Litres sold, Sales, COGS,Discount. 

These figure will correspond with the sales data from the Main dashboard.

By using the filter in the bottom right corner, the figures for FOC can be displayed and viewed (which are used for the FOC section in report 7 and 8)

TO DO

Check PCS on Production vs Packs on Logistics