Home
Application
Training
Community
About

ACCOUNTING

The primary purpose of the Accounting department in Phocus is to oversee and manage all financial aspects of the organization. This includes tasks such as recording transactions, preparing financial statements, managing invoices and payments, tracking expenses and revenue, and analyzing financial data to provide insights for strategic planning. Additionally, the Accounting department plays a crucial role in ensuring compliance with regulatory requirements and internal policies, safeguarding the company's financial integrity and reputation.

STRUCTURE

The Accounting department in Phocus is structured to accommodate various accounting functions and responsibilities effectively. It comprises several key sections, each focusing on specific aspects of financial management:

  • Chevron1- Dashboard

    This section provides an overview of essential accounting tasks and data, including sales orders, commissions, and gross margins. It serves as a centralized platform for monitoring and managing accounting operations efficiently.

  • Chevron2- Invoices

    In this section, invoices are managed and processed, ensuring timely and accurate billing to customers. The system tracks invoice details, such as invoice numbers, amounts, and payment statuses, streamlining the invoicing process.

  • Chevron3- Sales Orders

    Here, the accounting team can track sales orders from creation to invoicing. This section facilitates the timely invoicing of customers based on shipment status and ensures accurate recording of sales transactions. Plus in the sales order section detail page the accounting team and go an access all detail information regarding the sales order such as all of the purchase orders related to the sales order. At the parts in the part list of each system (unit) in the sales order and many other detail information.

  • Chevron4- Accounting Tickets

    This section allows users to create and manage accounting-related tickets or issues. It provides a centralized platform for addressing accounting discrepancies, resolving financial issues, and tracking the resolution process.

Structure overview

1- DASHBOARD

The Dashboard section in Phocus Accounting provides a comprehensive overview of key metrics and actionable insights, empowering the accounting team to manage various tasks efficiently and make informed decisions. This section comprises multiple tabs, each offering valuable information and functionality tailored to specific accounting processes.

1. Sales Orders Ready to be Invoiced:

This tab presents a list of sales orders that are ready to be invoiced, serving as a central hub for the accounting team to monitor sales orders that have been shipped and are awaiting invoicing.

Parameters:

  • • Sales Order Date: Date when the sales order was created.
  • • Estimated Shipping Date: Estimated date for the shipment of the order.
  • • Actual Shipping Date: Date when the order was actually shipped.
  • • Sales Order Number: Unique identifier for each sales order.
  • • Total Amount: Total value of the sales order.
  • • Client: Name of the client or customer associated with the sales order.
  • • Rep: Sales representative responsible for the sales order.
Sales Orders Ready to be Invoiced

Functionality:

1. Detail Button:

Clicking on the detail button allows users to access detailed information for each sales order, including related purchase orders and part lists.

Detail Button Functionality
2. Invoice Button:

Within the detail page, users can find an invoice button. By clicking on this button, Phocus suggests an invoice number and provides a preview of the invoice information. Users have the option to modify the invoice number if necessary. Upon finalizing, an invoice is generated and added to the invoice list. Phocus then directs the user to the detail page of the invoice, where a PDF document of the invoice is saved in the document tab.

Invoice Button Functionality
3. Partial Invoicing:

Users can choose to partially invoice by selecting the checkbox and then editing the line items that need to be invoiced with the correct quantity. Upon finalizing, the invoice is generated. In the case of partial invoicing, multiple invoice numbers may be allocated to a specific sales order number.

Partial Invoicing Functionality

2. Sales Order Commissions

In this tab, the accounting team can track and observe the list of commissions and related information for further analysis.

Parameters:

  • • Sales Order Date: Date when the sales order was created.
  • • Sales Order Number: Unique identifier for each sales order.
  • • Invoice Date: Date when the invoice was generated.
  • • Invoice Number: Unique identifier for each invoice.
  • • Rep: Sales representative responsible for the sales order.
  • • Rep Location: Location or region associated with the sales representative.
  • • Commission Regular Percentage: Percentage of the regular commission.
  • • Commission Regular Amount: Total amount of the regular commission.
  • • Commission Overage Percentage: Percentage of the overage commission.
  • • Commission Overage Amount: Total amount of the overage commission.
  • • Sales Order Total Amount: Total amount of the sales order.
Sales Order Commissions

Total Amount:

The total amount parameters at the top of the list display the aggregate values based on the filters applied to the list. It shows the total sales amount and total commission amount for both regular and overage commissions. This provides a quick overview of the financial performance related to sales orders and commissions.

Total Amount Parameters

Functionality:

  • • Checkbox for Reps:

    By checking this checkbox, Phocus automatically lists out reps and their associated commissions underneath. This feature allows users to filter the commissions based on specific sales representatives. For example, if a user wants to view the commissions of a particular rep, they can filter the list by selecting the checkbox and selecting the desired rep from the list.

    Checkbox for Reps Functionality
  • • Filtering and Data Search:

    Users can filter and search for commissions based on various parameters such as sales order date, sales order number, invoice date, invoice number, rep, and rep location. For example, if a user wants to view commissions for a specific sales order number or within a certain date range, they can apply the corresponding filters to narrow down the list.

    Filtering and Data Search Functionality
Step-by-Step Example:

Suppose a user wants to view commissions for a specific sales representative within a certain date range. They can first check the checkbox for reps and select the desired rep from the list. Then, they can click on the filter next to the sales order date parameter and provide the starting and ending dates. The list will be filtered to display commissions for the selected rep within the specified date range.

3. Sales Order Gross Margin

This tab displays a list of units sold and shipped, along with their gross margins. It provides insights into the profitability of sales transactions and helps track gross margins for financial analysis.

Parameters:

  • • Model Number: Unique identifier for each model.
  • • Unit Name: Name or designation of the unit.
  • • Description: Brief description of the unit.
  • • Serial Number: Unique serial number assigned to each unit.
  • • Sales Order Number: Unique identifier for each sales order.
  • • Estimated Shipping Date: Expected date of shipment.
  • • Actual Shipping Date: Date when the unit was actually shipped.
  • • Invoice Number: Unique identifier for each invoice.
  • • Total Cost of the Unit: Total cost incurred in manufacturing the unit.
  • • Labor Cost: Cost associated with labor for manufacturing the unit.
  • • BOM Cost: Cost of the bill of materials required for manufacturing the unit.
  • • Freight Cost: Cost associated with shipping the unit.
  • • Battery Cost: Cost of any batteries included in the unit.
  • • Gross Margin: Profit margin for the unit, calculated as the different between the sales price and the total cost.
  • • Rep: Sales representative responsible for the sales order.
  • • Location: Location or region associated with the sales order.
  • • Model
Sales Order Gross Margin

Functionality:

1. Total Parameters:

At the top of the list, total parameters illustrate the aggregate values based on the filters applied to the list. These include total costs, total sales, total gross margin, and gross margin percentages, total price amount, and total cost amount. This provides a quick overview of the financial performance related to sales transactions and gross margins for the specific example.

Total Parameters Functionality
2. Checkbox for Sales Orders:

By checking this checkbox, Phocus automatically lists out units and their associated gross margins based on sales orders. This feature allows users to filter the gross margins based on specific sales orders, enhancing flexibility and analysis capabilities.

Checkbox for Sales Orders
3. Filtering and Analysis:

Users can filter the list based on various parameters such as model number, sales order number, rep, client, location, etc. For example, users can filter out the gross margins of a specific sales order. Phocus will list all the units in that sales order with their detailed gross margin information along with the total gross margin amount, percentage, total price, and cost amount.

Filtering and Analysis
4. Examples of Filtering:

Users can filter the list to view the gross margins of a specific sales order. For instance, by filtering out a sales order, Phocus will list all the units in that sales order with their detailed gross margin information, along with the total gross margin amount, percentage, total price, and cost amount. Similarly, users can filter by model number to view all units sold for that specific model, along with their gross margin details, and the total gross margin amount, percentage, total price, and cost amount.

Examples of Filtering

2- INVOICES

The Invoice section in Phocus is crucial for managing and tracking all financial transactions related to invoicing. It consists of two essential components: the List and Detail pages.

In the List section, users have access to a comprehensive list of all invoices associated with the company. Each invoice can be searched using various parameters available in the list.

Parameters:

  • Invoice Date: Date when the invoice was generated.
  • Invoice Number: Unique identifier for each invoice.
  • Sales Order Number: Unique identifier for the corresponding sales order.
  • Sales Order Date: Date when the sales order was created.
  • Actual Shipping Date: Date when the items were actually shipped to the customer.
  • Estimated Shipping Date: Expected date of shipment.
  • Total Sales Order Amount: Total amount of the sales order.
  • Client: Customer or client associated with the sales order.
  • Rep: Sales representative responsible for the sales order.
  • Status: Current status of the invoice (e.g., paid, pending, etc.).
  • Balance: Remaining balance on the invoice.

Users can navigate to the Detail page of each invoice by clicking on the detail button associated with each invoice listing.

Invoice list interface

3- SALES ORDER

The Sales Order section in the Phocus accounting department serves as a centralized platform for managing all sales orders, streamlining the accounting process such as invoice tracking to fulfillment. It's designed to enhance accuracy, maintain transparency, and boost productivity within the accounting department. This section provides a comprehensive system for completing and correcting sales orders to ensure prompt fulfillment.

List

List

The Sales Order List serves as a centralized repository presenting all existing sales orders within the system. It offers an organized and accessible overview, allowing accounting staff to track, manage, and retrieve specific orders promptly.

Workflow:

  1. Accessing the List:
    • Users navigate to the Sales Order section and select the List subsection, which presents a comprehensive display of all existing orders.
    • Viewing Order Details: Clicking on a specific order from the list opens up a detailed view, showcasing comprehensive information regarding that particular order.
  2. Customization Options:
    • Users can customize the displayed columns by selecting or deselecting particular parameters, streamlining the view to cater to their preferences.
  3. Sorting and Filtering:
    • Utilizing sorting and filtering functionalities, users can organize orders based on relevant parameters, making it easier to locate specific orders.
  4. Search Functionality:
    • The advanced search feature allows users to conduct specific searches based on defined parameters, facilitating quick identification and retrieval of particular orders from the list.

Parameters:

  1. SO Date: The date when the sales order was generated.
  2. Sales Order Number: A unique identification code assigned to each sales order.
  3. Description: A section allowing sales representatives to provide additional information or notes about the order. These notes can include specific details or instructions regarding the order, making it easier to track or manage the order internally.
  4. Client: Details of the associated client or customer for whom the order was placed.
  5. Status: Indicates the current stage/status of the order (e.g., pending, processing, shipped).
  6. Sales Representative: Information about the responsible salesperson or representative handling the order.
  7. Estimated Shipping Date: The anticipated date on which the order is expected to be shipped or dispatched from the company's facility to the customer.
  8. Actual Shipping Date: The date when the order was actually shipped or sent out for delivery.
  9. SO Total Amount: The cumulative cost or total value associated with the entire order.
  10. Balance: Represents any outstanding balance or dues related to the order.
  11. Invoice Number: Identifies the unique number assigned to the invoice associated with the sales order.
  12. Invoice Date: Indicates the date when the invoice for the sales order was generated.
  13. Invoice Due Date: Specifies the due date by which payment for the invoice is expected.

4- ACCOUNTING TICKET

Purpose:

The purpose of Accounting Ticket Management in Phocus is to streamline and track accounting-related tasks and issues efficiently. It enables the accounting department to manage financial transactions, resolve discrepancies, and maintain accurate financial records. By implementing Accounting Ticket Management, companies can enhance financial transparency, improve compliance, and ensure the integrity of their financial data.

Features:

A. List Section:

  • Provides an overview of all accounting tickets and activities.
  • Allows users to filter and search for specific accounting tickets based on various parameters.
  • Customizable columns and parameters to accommodate specific accounting requirements.

B. Detail Section:

  • Offers detailed information about each accounting ticket, including ticket number, description, status, assigned personnel, and resolution.
  • Enables users to track the progress of accounting activities and monitor any deviations from financial standards.
  • Provides a platform for collaboration and communication among team members involved in accounting processes.

C. Add Accounting Tickets:

  • Facilitates the creation of new accounting tickets to address identified financial issues.
  • Allows users to specify the nature of the financial issue, assign responsible personnel, set priorities, and establish deadlines for resolution.
  • Streamlines the process of documenting, tracking, and resolving accounting issues, ensuring timely corrective actions.

The List section in Phocus Accounting Ticket Management provides users with an organized overview of accounting tickets and activities. Here are the detailed explanations of the parameters available in the List section:

1. Ticket Number:

• Each accounting ticket is assigned a unique identifier, known as the ticket number. It serves as a reference for tracking and identifying individual financial issues.

2. Date:

• The date parameter indicates the date when the accounting ticket was created or initiated. It helps establish a timeline for addressing and resolving financial issues.

3. Title:

• The title parameter provides a brief and descriptive summary of the financial issue addressed in the ticket. It offers a quick insight into the nature of the problem.

4. Description:

• The description parameter offers a detailed explanation of the financial issue documented in the ticket. It provides additional context, background information, and relevant details to aid in understanding and addressing the issue.

5. Category:

• Accounting tickets are categorized based on the type or nature of the financial issue. Common categories may include billing discrepancies, payment errors, budget variances, or financial reporting issues.

6. Type:

• The type parameter specifies the classification or type of accounting ticket. It may indicate whether the ticket relates to a transactional error, reconciliation discrepancy, audit finding, or compliance issue.

7. Created By:

• This parameter identifies the individual or entity responsible for creating the accounting ticket. It helps in assigning accountability and tracking contributions to the accounting process.

8. Status:

• The status parameter indicates the current state or stage of the accounting ticket within the resolution process. Common statuses may include open, assigned, in progress, pending review, resolved, or closed.

Accounting ticket list interface