Product overview

Help and User Guide maintained for Cash Flow Manager version v201x.2.0.15 and upwards


Sicon Cash Flow Manager is designed specifically as an enhancement for Sage 200. Fully integrated with the Sage 200 financial ledgers and order processing modules, this is a simple module to setup and use.

Design multiple cash flow structures including bank accounts, sales ledger, purchase ledger, sales and purchase orders, nominal budgets and manual ad-hoc income and expenditure entries.

Use the drag and drop feature to adjust the transactions in the cash flow interface to reflect expected cash impact without amending the due dates and promised dates manually.


1. Overview

The Sicon Cash Flow Manager has been created to provide a real time summary of the Sage 200 data in a drag and drop spreadsheet style view of the selected company’s data. Incorporating every transaction type from Sage 200 that is likely to affect the cash position to create a day by day summary balance.

With the ability to view and add memos to all transaction types, amend forecast dates that don’t affect the original document due dates, drill into invoices and orders to see more information, attached documents etc. this module provides a very functional and productive interface for the user.

Using a new nominal cash budget that defines the projected cash impact of any type of revenue or cost nominal we are able to project the likely movement in cash (rather than a spread of costs or revenue that may usually be seen on a nominal budget) in both the short term as well as over several years.


2. Installation

The Sicon Cash Flow Manager installs into the Sage 200 system as an Add-On product.

Step 1: Download the Cash Flow module and the latest Sicon Common Components (Sicon API) from the Sicon business partner portal.  NB: You will need a Sicon Business Partner login to be able to do this. If you are a Sage 200 end user please speak to your Sage Business Partner).
Step 2: Using the Sage 200 System Administration module select the Add-Ons menu.

Sage System Administration - Add On menu

If there are no add-ons installed right click in the right hand pane and select Add New Add-On option. Choose the Sicon common components first and once completed repeat the process and choose the Sicon cash flow manager.
If there are Add-ons already installed then Common Components should be removed and re-installed, but Cash Flow should be upgraded as shown below.

Cash Flow Addons

Once both of these Add-ons are successfully installed select the Companies menu option on the left. In the right hand pane all the configured Sage 200 companies will be displayed. You can update a single company but we recommend that you ‘Update All Companies’ using the right click option as shown below to create the new fields and structures into each.

Cash Flow System Administration

his process will create new fields and tables into each company, it will not change any Sage 200 data.

Sage System Administration - Update All Companies

Once the companies have been updated you will need to add the new features to a role that is linked to the user that will access the new Cash Flow module.

From within the System Administration choose roles, select the role that you wish to add the cash flow manager to and right click. Choose the features option and scroll down to the cash flow manager section. Choose the features that the user will require by ticking the boxes. If the user is currently logged in they will need to log out of Sage 200 and back in to see the new menu options.


3. Settings

Once installed you will need to setup your Cash Flow Manager settings.

Choose the settings menu option from within the Cash Flow Forecast menu section and select the settings tab once the screen is open.

Your Sage 200 DL number will be displayed on the screen. You will need this in order to register this module with Sicon and receive an enable string to allow you to continue to use it. The product will run for 30 days from installation without an enable string.

Sicon Cash Flow Manager - System Settings

 


3.1. Settings: detailed explanations

Number Format: This is the way in which you wish to display the information in the cash flow forecast itself. ‘n0’ displays numbers over one thousand with comma’s and no decimal places. Other options are available on the Microsoft Web Site for standard numeric format strings https://msdn.microsoft.com/en-us/library/dwhawy9k(v=vs.110).aspx

Default View: Select between Month, Week and Day.

Width Of Value Columns: Sets the default width for the columns within cash flow.

Default Level of Detail: Select between Summary, Account, Document and Item. The default level of detail can be amended within the cash flow but the more detail that is shown the slower the cash flow will run. If you are reviewing high level weekly or monthly trends then the lowest level of detail will provide enough information. However if you are managing detailed daily cash projections from Sales Order and Purchase Order lines with the ability to amend any line date, then you will need this at the highest level.

Default duration: When the cash flow forecast opens, this will set the default number of days ahead to display. This can be amended within the cash flow screen once open.

Automatically update Purchase Invoice due dates when Forecast Date Changed: In addition to the purchase invoice due date, the Cash Flow Manager stores a ‘Forecast’ date that allows the invoice to be moved in the cash flow to view its impact. This option can be enabled to change the due date of the invoice at the same time as it is moved in the cash flow. You may do this so that it does not need to be amended manually should you wish to move the payment of this invoice to a future month and exclude it from the current month suggested payment routine.

Use Customer Average Time To Pay for Expected Forecast Dates: This setting will use the customer details to calculate the average time taken to pay as opposed to the payment terms set against the account.

Enable Forecast Date: This setting is really useful for demonstration or training purposes. Because the Cash Flow Manager runs in real time any training data will be out of date very quickly. By setting a date in this field the cash flow manager will assume that this is todays date and display the cash flow accordingly. It should never be set in a live system.

Initialise Default Data: For a new system, or where a system needs to be reset to system default as installed then this option should be used. This will destroy all changes to the default structure so if you have used this structure you should be very careful.

Clear All Data: This option will clear out all Cash Flow structures from the system and all information from the SQL tables.

Clean Up Database: When lines are deleted from the cash flow structures they are initially soft deleted. In order to run a tidy up of the database this menu option can be selected to clear out all unwanted lines and related data entries in the SQL tables.

Colours: You can amend the colours of information displayed in the cash flow forecast. Simply click on the colour block you wish to change and choose a new colour.


4. Creating a Cash Flow Structure

You now need to setup your Cash Flow models.

Cash Flow Settings Create Structure

Choose the settings menu option from within the Cash Flow Forecast menu section. Click the drop down selection to choose the cash flow set you wish to amend. At installation there will be a single ‘default forecast’ option.


4.1. Default Cash Flow Structure

Opening balance: At the top of every cash flow forecast column will be the opening balance brought forward from the previous day’s (weeks/months) closing position.

Banks: You can select which bank accounts to include in the cash flow forecast. They will appear in the first column only (Overdue and balances) and feed/create the initial opening figure for the cash flow. The figure shown will be in the base currency of the Sage 200 Company and any foreign currency bank accounts that are included will be converted to that currency.

Cash Flow - create new bank

Click New Bank and expand the bank section to specify the bank from the available Sage 200 bank account list.

Within this section you also have the facility to add a Cash Sales Forecast. Click New Bank then Cash Sales Forecast. (This feature is used to forecast cash takings for business who deal directly with the public in shops or other cash based service industries)

Cash Flow - create cash flow forecast

Sales / Sales Invoices: Sales Invoices are read directly from the Sage 200 sales ledger in real time and displayed in the cash flow. They are placed in the cash flow on the invoice due date. These transactions can be amended within the cash flow forecast screen.

Sales / Sales Orders: Sales Orders are read directly from the Sage 200 sales order processing module in real time and displayed in the cash flow. They are placed in the cash flow on the date that is calculated as the sales order promised date plus the customer terms in days. These transactions can be amended within the cash flow forecast screen.

Purchase / Purchase Invoices: Purchase Invoices are read directly from the Sage 200 purchase ledger in real time and displayed in the cash flow. They are placed in the cash flow on the invoice due date. These transactions can be amended within the cash flow forecast screen.

Purchase / Purchase Orders: Purchase Orders are read directly from the Sage 200 purchase order processing module in real time and displayed in the cash flow. They are placed in the cash flow on the date that is calculated as the purchase order requested date plus the supplier terms in days. These transactions can be amended within the cash flow forecast screen.

Applications/Customer: The Customer Applications are read directly from the Sicon Customer Applications Module and are displayed in real time. These transactions can be amended within the cash flow forecast screen. (Only shown when Sicon Construction Manager is installed).

Applications/Supplier: The Supplier Applications are read directly from the Supplier Application Module and are displayed in real time. These transactions can be amended within the cash flow forecast screen. (Only shown when Sicon Construction Manager is installed).

Retentions/Sales: When the Valuation Invoice is paid, the Retention amount will immediately be displayed in real time. These transactions can be amended within the cash flow forecast screen and can also be released using the link (right mouse click) to the Retentions Ledger. (Only shown when Sicon Construction Manager is installed).

Cash Flow - Retentions Sales release

Retentions/Purchases: Purchase Invoices with Retentions are read directly from the Sage 200 purchase ledger in real time and displayed in the cash flow. They are placed in the cash flow on the retention due date. These transactions can be amended within the cash flow forecast screen and can also be released using the link (right mouse click) to the Retentions Ledger. (Only shown when Sicon Construction Manager is installed).


4.2. Adding a new ‘Heading’

Cash Flow - create new heading

Select the Create Heading button. This will add a new blank row to the structure and allow you to type in a title and a description.

With the new section heading selected click the create sub heading button and choose either:

  • Manual Nominal Sub Section
  • Nominal Cash Budget Sub Section

Cash Flow - create sub heading

Manual Nominal Sub Section: Use this feature to insert Ad-hoc costs and revenue elements to the cash flow that are not covered by standard Sage 200 nominal budgets.

Having added the Manual Nominal sub section click the expand icon on the top level heading to expand all sub heading rows. You can now set the title and description for this element. Also displayed are the Sage 200 nominal ledger code, the value and the date that this cash items should appear in the cash flow.

Cash Flow - Nominal Cash Budget

Nominal Cash Budget Sub Section: Use this feature to insert Sage 200 nominal codes that have been configured to use the Sicon Cash Budget column maintained within the nominal ledger account maintenance screen. This allows you to represent the cash impact of the nominal budget rather than the P&L or balance sheets impact that may be used for the monthly spread of annual costs and income. This feature is ideal for recurring nominal costs.

Having added the Nominal Cash Budget sub section click the expand icon on the top level heading to expand all sub heading rows. You can now set the title and description for this element. Also displayed are the Sage 200 nominal ledger code and the date of each month that the nominal cash items should appear in the cash flow. If the item appear around the last day of each month check the optional box and it will automatically appear on whatever date is the last day of each month (28th, 29th, 30th or 31st).

When you have completed your cash flow structure build click the save button to update the system.


5. Nominal Ledger Cash Budgets

This feature has been designed to allow the cash flow module to reflect the cash impact of a nominal ledger budget. For example a company may have to pay for Sage Services and Telephone support annually but spread this in their profit and loss reporting by creating monthly budgets and spreading the actual using an accrual or pre-payment.

From a cash impact perspective this cost will be incurred in a single month so the cash flow module will pick up the cash budget to reflect this accurately.

Where the cash budget and nominal budgets are the same we have provided a ‘Copy Nominal to Cash Budget’ button to speed up the process.

When the cash budget has been paid it can be flagged and removed from the cash flow, especially useful if these items are ever paid early. Because the nominal ledger budgets are not linked directly to an invoice or an order it is not possible to automatically mark them as paid.

Cash Flow - Nominal Ledger Cash Budgets

When you have completed making amendments to the nominal cash budgets click the save button. If the Cash Flow Forecast is currently open you will get the following message to allow you to update the cash flow with the changes you have made.

Sicon Cash Flow Manager - Nominal Ledger Cash Budget Save


6. Understanding the Cash Flow Forecast

Select the Cash flow forecast menu option from the cash flow menu.

Sicon Cash Flow Manager - Cash Flow Forecast menu

Once opened select the cash flow structure model that you wish to review. You can alter the duration days and the level of detail at any time.

The Cash Flow forecast will take a few seconds to build and display the information reading it in real time from Sage 200. The results are displayed in the exact format of the cash flow model.

Cash Flow - Forecast

In order to keep the cash flow performance optimised it has been defaulted to show sales and purchase orders at header level rather than for every line (for customers who have Construction, Applications and Retentions will also display at header level). The values displayed will be derived from the individual line dates and values (and these can be amended by using the amend order options) but the lines are not shown. If you wish to see all order lines more clearly then change the Level of Detail drop down to either Document of Item as required.

NB: Changes made in Sage 200 by other users will not reflect in the cash flow until the refresh button is pressed and the screen updated.


7. Navigating the Cash Flow Screen

The cash flow screen allows you to choose the cash flow structure you wish to review. You can open multiple cash flow screens and structures at the same time. You can also select the duration in days that you wish to display on the cash flow.

The screen below shows the high level options available to navigate around this screen.

Cash Flow - navigating screen

Key Icon will show the Legend and explains what each of the coloured symbols means on the various transactions.

Cash Flow Legend


7.1. Bank

Click the expand icon on the bank to view the banks that have been included. View and add memos to the standard Sage 200 bank memo’s screen directly from the cash flow.

Right click the bank account cell in the forecast sheet (must be expanded to a specific bank) and you will see various options available. In this case you can add/View memo’s or open and view the bank account if the user has permission to do so.

Sicon Cash Flow Manager - Cash Flow Forecast Bank Detail

View Bank: Opens the standard Sage 200 View Bank Account screen.

Cash Flow Manager Help and User Guide - Account Enquiry

NB: Standing Orders and Direct Debits have been deliberately excluded from the cash flow summary as these values will be duplicated in the nominal budget and/or represented in the nominal cash budgets.

NB: All values in the cash flow summary screen are shown in base currency.


7.2. Sales

Expand the Sales section to see Sales Invoice and Sales Order values. Anything due before today will be displayed in the overdue column.

Cash Flow - Sales orders invoices


7.3. Sales Invoices

Expand out the Sales invoices section to show sales ledger accounts and again to show individual invoices.

The diagram below explains what can be seen and what can be actioned from this screen.

Cash Flow - Sales Invoices drill down definition


7.4. Options available for Sales Invoices

Add View Memos: Click the Add/View Memos to add or edit sales invoice notes.

Cash Flow Manager Help and User Guide - View Memos

Using the Cash Flow for Credit Control: Cash Flow manager displays all existing Sales Invoice transaction memos and allows the user to add and edit these memos from the cash flow screen in the normal way, so memos added here will also be visible in the sales ledger transaction enquiry screen too.

Sicon Cash Flow Manager - Cash Flow Forecast Sales Ledger Memo Detail

By using the cash flow manager in this way it can become a simple but very effective credit control tool with overdue invoices being displayed in the overdue column of the cash flow screen.

Change Forecast Date: You can drag and drop the selected invoice to the desired date but if this date is off the screen it may be simpler to enter it manually. Use this feature to change the expected cash receipt date of invoices when you need to select multiple invoices.

Sicon Cash Flow Manager - Cash Flow Forecast Change Forecast Date

From the sales ledger enquiry screen you can also see the forecast date and change it here too. This will update the cash flow if it is currently open or at next refresh.

The Forecast Date has been added to the sales ledger transaction as we do not want to change the invoice due date that reflects the invoices original due date. The forecast date allows us to record the date we expect the cash to arrive.

Sicon Cash Flow Manager - Cash Flow Forecast Purchase LedgerTransaction Forecast date

View Sales Invoice: This opens the sales ledger enquiry screen filtered with this single invoice, allowing you to see all the details relating to any scanned documents that have been attached via the Sicon DMS or Draycir document capture add-ons.

View Customer: Allows the user to access the Sales Ledger account enquiry screen for the selected account.

Amend Customer: Where the user has the amend account feature enabled in their user role they will also be able to amend the Sales Ledger account from the cash flow screen.


7.5. Sales Orders

Expand out the Sales Orders section to show sales ledger accounts and again to show Sales Orders. For visibility of individual sales order lines in the cash flow increase the detail by changing the Level of Detail to Item. You can still edit the sales order due dates by amending the sales order and its lines from the cash flow menu options.

The diagram below explains what can be seen on the screen and the options available.

Cash Flow - Sales Orders drill down details definition

Sales Order Forecast Dates: The date and value displayed on the cash flow will be calculated for each sales order line.

The cash flow date is calculated as the promised date from the sales order line plus the customer account terms (if switched on in settings, this will use the customer average time to pay).

There is a forecast date provided on the sales order header which can set the forecast date on all the sales order lines or each line can be updated individually to reflect the forecast cash income date.

If these fields are blank it means that no change has been made from the default calculation of dates on the cash flow.

Sales Order Header Forecast Date:

Sicon Cash Flow Manager - Cash Flow Forecast Sales Order Forecast Header Date

Sales Order line forecast date:

Cash Flow Manager Help and User Guide - Sales Order Line Forecast


7.6. Purchase

Expand the Purchase section to see Purchase Invoice and Purchase Order values. Anything due before today will be displayed in the overdue column.

Purchase Order Drill Down

 


7.7. Purchase Invoice

Expand out the Purchase invoices section to show Purchase ledger accounts and again to show individual purchase invoices.

The screen shot below explains what can be seen:

Sicon Cash Flow Manager - Cash Flow Forecast Purchase Invoice Detail


7.8. Options available for Purchase Invoices

Add View Memos: Click the Add/View Memos to add or edit purchase invoice notes.

Sicon Cash Flow Manager - Cash Flow Forecast Purchase Ledger Memo Detail

Change Forecast Date: You can drag and drop the selected invoice to the desired date but if this date is off the screen it may be simpler to enter it manually. Use this feature to change the expected cash receipt date of invoices when you need to select multiple invoices.

From the purchase ledger enquiry screen you can also see the forecast date and change it here too. This will update the cash flow if it is currently open or at next refresh.

The Forecast Date has been added to the purchase ledger transaction as we do not always want to change the purchase invoice due date that reflects the invoices original due date. The forecast date allows us to record the date we expect to pay this invoice.

NB: it is possible to change the cash flow setting to allow the purchase invoice due date to be updated based on the forecast date chosen. This could help with the payment of invoices as any moved into the following payment period would be excluded from the current suggested payment routine run and would fall into the correct period for payment processing based on the change of forecast and due date.

Sicon Cash Flow Manager - Cash Flow Forecast Purchase LedgerTransaction Forecast date

View Purchase Invoice: This allows you to open the purchase ledger enquiry screen filtered with this single invoice, allowing you to see all the details relating to is and any scanned documents relating to it attached via the Sicon DMS or Draycir document capture add-ons.

View Supplier: Allows the user to access the Purchase Ledger account enquiry screen for the selected account.

Amend Supplier: Where the user has the amend account feature enabled in their user role they will also be able to amend the Purchase Ledger account from the cash flow screen.


7.9. Purchase Orders

Expand out the Purchase Orders section to show purchase ledger accounts and again to show Purchase Orders. For visibility of individual purchase order lines in the cash flow increase the detail by changing the View and Level Of Detail.

You can still edit the purchase order due dates by amending the purchase order and its lines by selecting the Amend Purchase Order option from the options available from the cash flow menu.

The screen shot below explains what can be seen on this screen and the options available.

PO Drill Down

Purchase Order Forecast Dates: The date and value displayed on the cash flow will be calculated for each purchase order line.

The cash flow date is calculated as the requested date from the purchase order line plus the customer account terms.

There is a forecast date provided on the purchase order header which can set the forecast date on all the purchase order lines or each line can be updated individually to reflect the forecast cash income date.

If these fields are blank it means that no change has been made from the default calculation of dates on the cash flow.

Purchase Order Header Forecast Date:

Sicon Cash Flow Manager - Cash Flow Forecast Purchase Order Forecast Header Date

Purchase Order Line Forecast Date:

Cash Flow Manager Help and User Guide - Edit Order Line Screen

 


7.10. Applications

NB: this Option will appear when you have purchased the Sicon Construction Manager.

Expand the Applications section to see Customer Applications and Supplier Applications. Anything due before today will be displayed in the overdue column.

Cash Flow - Applications


7.11. Customer Applications

NB: this Option will appear when you have purchased the Sicon Construction Manager.

Expand the Customer Applications section to show Customer accounts and again to show Application lines, increase the detail by changing the View and Level Of Detail.

Cash Flow - Customer Application details

The Outstanding Application Amount cash flow date is calculated as the application date plus the customer account terms.

Change Forecast Date: You can drag and drop the selected application to the desired date but if this date is off the screen it may be simpler to enter it manually. Use this feature to change the expected date of applications.


7.12. Supplier Applications

NB: this Option will appear when you have purchased the Sicon Construction Manager.

Expand the Supplier Applications section to show Supplier accounts and again to show Application lines, increase the detail by changing the View and Level Of Detail.

Cash Flow - Supplier Applications

Change Forecast Date: You can drag and drop the selected application to the desired date but if this date is off the screen it may be simpler to enter it manually. Use this feature to change the expected date of applications.


7.13. Retentions

NB: this Option will appear when you have purchased the Sicon Construction Manager.

Expand the Retentions section to see Sales Retentions and Purchase Retentions. Anything that should have been released before today will be displayed in the overdue column.

Cash Flow Retentions

Cash Flow - Sales Retentions

Cash Flow - Purchase Retention Details


8. Ad-Hoc / Manual Nominal Ledger Enteries

Where one-off costs need to be added to the cash flow this is the feature that can be used to achieve this.

These cost items are still related to a nominal ledger to help understand where future projected costs/revenues might have become actual purchase/sales invoices.

Each entry can have a specific date that it should be displayed within the cash flow.

Cash Flow Manager Help and User Guide


9. Nominal Cash Budget Entries

Where budgets costs need to be added to the cash flow this is the feature that can be used to achieve this. Providing an additional field to display the Cash impact of the budget (especially useful when the nominal shows a spread of cost or revenue).

These cost items are still related to a nominal ledger to help understand where future projected costs/revenues might have become actual purchase/sales invoices.

Each entry can have a specific date that it should be displayed within the cash flow.

Sicon Cash Flow Manager - Cash Flow Forecast Nominal Cash Budget Entries


9.1. Menu Options Available

Change forecast date: Allows the manual amendment of this specific value to an alternative date.

Mark as paid: when selected this will remove the cost from the cash flow. This will usually be carried out when this item is processed as an invoice, order or cash book payment. If selected by accident simply select the ‘amend the nominal’ account and unselect the ‘paid’ check box for that item.

Amend nominal account: This option will open the Sage 200 ‘Amend nominal account’ screen and allow you to edit the details. In addition to this you will see the new Sicon cash budget and paid information displayed on these screens.

Sicon Cash Flow Manager - Cash Flow Forecast Amend Nominal Account Cash Budget Entries

View nominal account: This option will open the Sage 200 ‘View nominal account’ screen and allow you to view all nominal ledger details.


10. Nominal Memos

If you select the nominal cash budget header section an addition menu option is available to view and amend the nominal memos. It has been placed here and not on each line because there is only a single memo facility per nominal account and not specifically to each individual value.

Rent and Rates

Notes on cash flow values displayed:

  1. Sales & Purchase Order Values include settlement discount as we need to represent the worst case scenario in the cash flow.
  2. Sales & Purchase Order values will only include un-invoiced lines. Once an invoice is created from a sales order or matched to a purchase order the value in the cash flow will automatically be reduced.

11. Enable Module

Each year your Cash Flow Manager module will require a new enable string to continue working.  When you have been issued with your new key, select this option and enter the code into the new enable string field as shown below (copy and paste is the easiest way):


12. Release Notes

The Release Notes document below shows which release of the Cash Flow Manager system includes which new features and for which version of Sage these will work. The version number indicated in the Cash Flow Manager Release Notes includes a full release number and a sub version number; e.g. ’6.1′ indicates the full release version number of the software.  Pre-release version builds of the software are available to certain clients requiring new or enhanced features being developed from the wish list.  If these versions are installed on your system, you will see an additional number e.g. 39.113 making up a specific database version and interim build number of 6.1.39.113. It is unlikely that these features will be documented in this help and user guide until the end of the development phase.

Cash Flow Manager Release Notes


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