Unlock Financial Insights: Analyze Revenue and Costs by Sales Orders¶
Requirements
This tutorial requires the installation of the following applications/modules:
Viindoo Accouting & Finance
Viindoo Sales
Viindoo Expense
Viindoo Purchase
In the course of business operations, accurately tracking revenue and costs by each sales order or contract not only helps enterprises manage their finances effectively, but also serves as a crucial basis for evaluating the performance of each transaction and customer. With the Analytic Accounting feature, Viindoo enables users to easily record, allocate, and analyze all revenues and expenses by specific sales orders or contracts, thereby supporting timely and informed decision-making.
This article will guide you through the process of setting up and using the revenue and cost analysis feature by sales orders/contracts in Viindoo.
Initial configuration¶
Enable Analytic Accounting feature¶
The main tool to analyzing SO’s revenue and costs by sale order is Analytic Accounting. To begin, you need to activate this feature by navigating to Accounting > Configuration > Settings and enabling the Analytic Accounting feature.
For detail instructions, please refer to the following article Analytic account in Viindoo.
Create an Analytic Plans for SO’s analyzing revenue and costs¶
Next, you need to create an analytic plan to define the rules for recording revenue and expenses for sales orders/contracts. Please refer to the following article Analytic Plans in Viindoo.
Recording revenue and costs by Sales orders¶
Tip
The principle of gathering revenue and costs by analytic account is to assign the appropriate analytic account to the related journal items that represent those revenues and expenses.
Create Analytic Accounts for each sales order/contract¶
For each sales Orders created, the salesperson should create a corresponding analytic accounting to track the associated revenue and costs. To do this, open the Sale Order and navigate to the Other Info tab:
Enter the Sale Order reference into the Analytic Account field and press Create and edit:
In the new opening window of create analytic account, enter its missing information:
Now, you have a dedicated analytic account linked to this sale order, which allow you to accurately record and gather its revenue and costs throughout the fulfillment process.
Note
If the salesperson forgets to create an analytic account for the Sales Order, don’t worry, you and your accountants team could do it later then by following this instruction Create and configuration the analytic account .
Record revenue¶
When you assign an analytic account to a Sales Order, it will automatically be applied to any customer invoice generated from that Sales Order. Once the invoice is validated, the revenue from the Sales Order will be recorded and allocated to the corresponding analytic account.
Note
Any customer invoice can be assigned an analytic account to record its revenue. In this case, Sales Order may be linked to one or multiple customer invoices, allowing revenue to be tracked fully through the associated analytic account.
Record costs on a trading transaction¶
The following instructions are based on one trading transaction, the costs incurred can originate from various sources, such as:
Purchases of goods or materials (if purchasing is made to order).
Internal operations such as cost of goods sold and employee-related expenses.
External services like transportation, insurance, and others.
Viindoo supports cost tracking across all of these activities. However, to ensure accurate cost allocation, you must identify which costs are related to each Sales Order or contract by assigning the appropriate analytic account.
The purchase of goods¶
To record these costs, you may assign the analytic account to the associated vendor bills.
If you purchase materials for multiple Sales Orders and can determine the quantity allocated to each order, you can split the costs into separate lines based on the quantities for each Sales Order, and then assign the corresponding analytic account to each line.
Warning
If the purchase is for general stock or you are unable to identify the specific quantities per Sales Order, it is advisable not to assign an analytic account, as the costs cannot be accurately attributed.
Delivery Operations¶
The delivery operation to the customer will collect the cost of goods sold (COGS) associated with the specific Sales Order, allowing for accurate cost analysis.
To gather the cost of goods sold (COGS), you need to assign the corresponding analytic account to the related delivery journal entries. And to do that, the users need the accounting access rights. Navigate to Accounting > Accounting > Journal Items, use the Filter tool as below to search all the journal items of the related sale order:
Use the criteria as Stock Picking, and the sub-criteria as Source Document, with the following values:
Select the COGS journal items, then navigate to the Analytic Distribution column. Click on one of the COGS journal lines and choose the appropriate analytic account. Once you click outside the column, the selected analytic account will be automatically applied to all selected journal items.
External services¶
External service costs can be recorded on the corresponding vendor bills or employee expense reports at the time the expenses are registered.
Vendor bills
Employee expenses
The Employee Expenses feature is used to record costs incurred by employees who do not have accounting access rights.
Other costs
You can assign the analytic account to the related cost journal items to collect and consolidate those expenses for analysis.
Analyzing Reports¶
To analyze the profit of each sale order, you can:
Navigate to Accounting > Accounting > Analytic Items.
Use Filter or Group By to search based on the Sales Order or Contract reference.
Use the List or Pivot view to analyze data across multiple criteria, or switch to the Graph view to visualize trends over time.
See also
Related article
Optional module