Basic Information

Purpose of this query

Each GBU (Ind Directors) and Function (Function Controllers) are required to report, every quarter, the realized PEC & CAPEX of the last quarter and the forecasted PEC & CAPEX for current Y, Y+1 and Y+2.

This report allows to check the cumulated PEC & CASH amounts at the end of the selected period with a detail on the different components of the PEC & CASH calculation.

Variables screen

The query has several variables in prompt, including mandatory, authorization and optionals :

Mandatory : 

*Calendar Year/Month : A single value has to be selected and will define the "Snapshot" date of the report. The report will show all the cumulated values as of end of the Year/Month selected.

Authorization :

• Family : This is the family of WBS (see the characteristic definition below). Since the BW PS data is restricted based on this family, by default BW will automatically input the families you have access to. If there is no value by default then it means you have no access, or access to ALL.  
• GBU : This is the *client* GBU of the project (See the characteristic definition below). Since the BW PS data is restricted based on this GBU, by default BW will automatically input the families you have access to. If there is no value by default then it means you have no access, or access to ALL.  

Optional :

*Currency : By default all the amounts in the report will be shown in local (company) currency. By selecting a currency in this variable you can request BW to convert all the amounts to it. See below for details on the currency conversion.
*Zone : This is the zone (AP, LA, NA, EU) of the Company of the WBS.

• Project Type : by default equal to "II" (Investments) because it's the most used value. You can select any other value or remove the default selection.
• Group PS Code : code used to regroup Projects which are zone/company wide (Mostly used by IT / R&D)
• Status : this is the current status of the WBS.
• Date of the last PEC : Current date of the last cost posted on the WBS. The report will only show the costs of the WBS for which the date of last PEC fit into this filter.

Example : If you only want to see the costs of projects that have been active (had cost) in 2012, you should select "Date of last PEC >31.12.2011".             

Careful : If you select "Date of last PEC = 31.12.2011" then the report will only show the costs of the WBS for which the date of last PEC was exactly 31.12.2012

Filters

Only 2 general filters are applied on this query :

• WBS Status <> Deleted : All WBS which have been deleted from RCS will be excluded from this report, even if there was some planning/budget data.
• GL Account <> 40100400, 40100450, 21900200 : these are the advance payment accounts which are excluded because those amounts are already included differently. This filter only exists to make sure downpayments are not counted twice.

Key Figures

Commitments (Current)

See PS Key Figures definition.

PEC (Excl DP)

See PS Key Figures definition. 

Note that in this query, the PEC do not include the Downpayments. The downpayments are split in the "Downpayments" key figure.

Downpayments

See PS Key Figures definition. 

Open GRNI

Definition : Amount of "Goods Received Not Invoiced", meaning the value of all goods and services received for which we have not yet received an invoice

It's the open balance of the FIGL GRNI accounts. Amount is in local currency and without tax.

In most cases it corresponds to the open balance on these accounts :

Calculation : If M is the selected period in the query prompt, then the Open GRNI is the cumulated amount of all FI documents where :

    Posting Period <= M

    Clearing date is empty or >M

Open Invoices

Definition : Amount of all open invoices and other account payables (FIAP GL Accounts). Amount is in local currency and with tax.

In most cases it corresponds to the open balance on these accounts :

Calculation : If M is the selected period in the query prompt, then the Open Invoices is the cumulated amount of all FI documents where :

    Posting date <= M

    Clearing date is empty or >M

Cash Out

See PS Key Figures definition for more details.

Calculation : The standard formula for the Cash out is

Cash Out = PEC + Variation of the payables balance

In this case :

PEC are split into "PEC (Ex DP) and "Downpayments".
The payables are split into "GRNI" (FIGL) and "Invoices" (FIAP)

So the formula is equivalent to :

Cash Out = PEC (Ex DP) + Downpayments  + Variation GNRI (FIGL) + Variation of Invoices (FIAP)

Since this report shows the cumulated values up to the selected period, the "Variation of the payables balance" equals to the "Payables Open Balance" at period M.

Therefore :

Cash Out = PEC(Ex DP) + Downpayments + Open GRNI + Open Invoices

Budget - Cash

Definition : Remaining budget based on Budget - Cash.

Group Budget - Cash

Definition : Remaining budget based on Group code PS Budget - Cash.

Currency conversion

By default most of the amounts (all except the Group Budget) will show in Local Currency. The local currency amount is coming directly from RCS without any conversion from BW.

If you want to convert the amounts to another currency, you can do it by selecting a currency in the "Currency" prompt when running the report.

If you choose a currency in the prompt BW will convert all the amounts using the Cumulated monthly mean (MMC) rate :

•  For Budget using the rate available at the WBS creation date.
•  For Cash/PEC/Commitments/Forecasts using the rate valid at the document posting date.

FAQ

Is it possible to have the Open Invoices without tax ?

Currently it is not possible. The standard formula requires the Open Invoice amount to include the taxes and currently this BW database doesn't have the tax information available.