Asyma E3 2012 - How to make reporting, budgeting & communications simple - Robert Lavery

How To Make Reporting, Budgeting &

Communications Simple

What Do You Spend The Most Time On?

1) Statutory or Accounting Reports

2) Budgets, Forecasts or Analysis

3) Sending Information or Approvals

Making Reporting, Budgeting and


Tools to Simplify These Tasks

1) Report Runner & Process Scheduler

2) Information Manager & Info Explorer

3) Key Communications – If there is time….

Presented by Robert Lavery, Robert Lavery and Associates

Business Intelligence represents the tools and

systems that play a key role in the strategic

planning process of an organization.

What is Business Intelligence?


Report Runner & Process Scheduler (L3)

• Each user has their own Report Groups and can

define parameters on how they run these reports.

• Allows you to run the same FR Report multiple

times with different parameters.

Financial Statement Generation and

Distribution


• In Process Scheduler (Level 3) you set up a

schedule with a Task Line to “Run FR Group”

• The parameters indicate which user’s reports to

run and which reports to schedule.



• Note: Excel should be installed on the server

where Process Scheduler is installed.

• If you don’t schedule the reports you can “Run”

reports at the click of a single button.

Financial Statement Generation and

Distribution


• Financial Report Runner can

• 1) execute all sheets in a workbook.

• 2) generate a new file name or use the original

workbook name and overwrite the previous report.

• 3) Email the reports to one or many people.



• Each user creates their own groups of Crystal

reports and define parameters to run the reports.

• Allows you to run the same Crystal Report multiple


Crystal Report Generation and

Distribution


• In Process Scheduler (Level 1) you set up a

schedule with a Task Line to “Run Information

Manager Report”.

• The parameters indicate which user’s reports to

run and which reports to schedule.


Report Runner & Process Scheduler (1)

• Note: You don’t need Accpac open. You run the

reports on the server – usually after hours.

• If you don’t schedule the reports you can “Run”


Crystal Report Generation and

Distribution


• Report Runner (Crystal Reports) can

• 1) add Accpac Finders to custom reports.

• 2) pre-define & hide parameters in Crystal Reports.

• 3) Create “Saved” runs to re-run reports.

• 4) Email the reports to one or many people.


Demo of Report Runner & Process Scheduler…Process Scheduler…

Orchid Information Manager

•Extend Accpac to include your own “virtual tables”

or Information Sets

•KPI reporting, budgeting, forecasting and On-Line

Analytical Processing (OLAP)



Analytical Processing (OLAP)

•Secure, multi-user and controlled access to critical

custom data held within Accpac

•Use Microsoft Excel® for budget collection,

reporting and write back

•Data Views from within Accpac simplifying

reporting (including Optional Fields!)


Orchid Information Manager

•Record Sales Forecasts and Report against Actual at

the Customer and Item Level

•Record Budgets at the G/L Transactional Optional

Field Level and Report against Actual

•Record unlimited contacts against customers



•Record unlimited contacts against customers

•Maintain Employee Data

•Headcounts against departments for KPI Reports

•Link Pricelists at Customer/Item Category Level

•All Accpac’s Optional Fields automatically appear as

columns for reporting! Much easier …


Increasing Value of Data for Decisions



Data Information Knowledge Wisdom


Data Information

(Formatted)

Knowledge

(Trends)

Wisdom

(Relevant)

Demo Supplementary Data…

For Unstructured notes :

• Multiple note types • Security per roles & note

types• Configured per

screen/field or field• Configure to pop up on

any field except• field in a grid• Drop down

boxes/check boxes

Information Manager| Notes

• Unstructured data : Free format note box – as long as you want

• Structured data : list of optional fields

boxes/check boxes• Define default colours for

notes – with override

For Structured notes :• Configured per

screen/field or field• Configure to pop up on

any field except• field in a grid• Drop down

boxes/check boxes

For SharePoint Documents:• Open documents from

Accpac• Insert documents from

Accpac (Links Added)• Set a filter on the

document directory• Use SharePoint Security• Trigger SharePoint

Workflow

Document Management Link| shown with IM Notes

• Documents stored in SharePoint

• Documents stored on a file share

For File Share Documents :• Open documents from

Accpac• Insert documents from

Accpac (Links Added)

Demo IM Notes and Document Management Link…Document Management Link…LATER

• Online distribution of Data/Reports OLAP –

Online Analytical Processing

• Save time (personal margin) and money (business

margin)

• Avoid creating multiple custom reports



• Avoid creating multiple custom reports

Key Technology Solution

• Orchid’s NEW Info Explorer


Info Explorer Addresses Pain Points Like:

• Lack of accurate and timely reporting resulting in

guesswork and poor decision making

• Key operational data not available for reporting



• Key operational data not available for reporting

• Time consuming & inefficient report preparation

• Over reliance on spreadsheets for reporting

• Business and productivity monitored using intuition

and not operational metrics


The Problem with Custom Crystal Reports:

• Hard/costly to implement

• Hard to modify (static)

• Not scalable



• Not scalable

• No process for upgrading

• Out of an accountant’s comfort zone

• Managers have to ask for them


Accountant’s Need OLAP

• Creates a process for consistent, high quality

delivery of value-added data.

• Effectively communicates an understanding of

Making Reporting, Budgeting and Communications

Simple

Key Benefits of Utilizing Orchid’s Info Explorer

• Effectively communicates an understanding of

trends / value in your organization.

• Very small investment of time and money to

create additional insights into the margin

possibilities in your business.

• Decision Makers love it!!


Info Explorer

• Users define data format & report layouts

= Improved Customer Service

Making Reporting, Budgeting and Communications

Simple

• Eliminate multiple Crystal Reports with 1 Data Cube = Reduced Costs

• Schedule & Distribute multiple Data Cubes =

Increased Productivity


NEW Info Explorer – Allows you to:

• Focus on what is important to measure

• Empower your people with the right information at

the right time



the right time

• Cater for individual reporting needs

• Automate generation and distribution of data

• How?


Let’s Take A Look!

Info Explorer Demonstration