EBM-reporting

1. General

EBM stands for "Electronic Business Management".

The purpose of EBM reporting is the reporting of key figures from accounts, stockses, etc. This is generated in the form of a file, which can be loaded into other systems for further processing.

Editing and generation is done from Import/Export > EBM reporting.

To generate a prepared report, select the report from the "EBM Report" drop-down menu, enter the period and press "Generate EBM Report". The report will then be generated in the background, and you will be notified when it is ready. After generation, you can always find the report under Import/Export > File Explorer.

2. Setup

Setup is done from Import/Export > EBM reporting.

Select EBM report from the drop-down menu, or select the tab labeled "EBM Report Setup" to create a new report (section 2.3 describes the procedure).

2.1 EBM Code setup

The EBM reporting consists of a set of codes, each of which should retrieve a value. These codes can either be auto generated (see point 3) or set up manually with associated filters.

Expand the line of code to get to the filter setup (arrow 1).

Add or remove filters with + or - (arrow 2).

Report group determines the starting point for data, but also which code types and filters are available.

• Finance: for information on Finance/ Ledger balance.
• Sales: for information on sales of vehicles (entities).
• Stock: for info about vehicles in stock.
• Parts: for information on the Parts sales.
• Service: for info related to service of vehicles. 

Code type can be (arrow 3):

• Number: for example, number of vehicles (entities) sold, number of invoices.
• Sum: total amount, for example, sum on account or sum of sales price of sold parts.
• Hours: number of tracked time, only relevant for Service.
• Productive hours: number of tracked time on the invoice, only relevant for Service.
• Cost price sum: for example, total cost of items sold parts.
• Fixed value: if it is relevant to report a fixed value will be used for calculation at the recipient. A typical example is the hourly rate.

Filter type determines how the value of a code is to be delimited. Possible types of delineation (depends on Report group and Code type) are GL account, Dimension, Item group, Resource group, Customer, Invoice processing method, Entity state, Age, Posting type for customer, Order type, and Item.

Examples of codes:

• F will result in a balance with F in front of each account number.
• SN_C1 will give the sum of book entries against account 3120 which has dimension Make and dimension value Vehicle type 1, where the associated invoice line has the item number set up under "Item connections for capital goods sales" with entity state Used.
• SU_C1 will give the sum of book entries against account 3010 which has dimension Make and dimension value Vehicle type 1, where the associated invoice line has the item number set up under "Item connections for capital goods sales" with entity state New.
• QU31-90_C2 will give the number of entities with customer 10003 as owner and with entity state Used, who have had the customer as owner for between 30 and 90 days.
• QN0-30_C1 will give the number of individuals with customer 10042 as owner and with individual status New, who have had the customer as owner for between 0 and 30 days.
• PC_VM_EXT will give the total cost of goods for goods in product group 41, posted with posting rule Sales External.
• PC_VM_INT will give the total cost of goods for goods in product group 41, posted with posting rule Sales Internal.
• T_PROD will provide time stamped on the invoice with accounting rule Sales External for resources in resource group Workshop.
• T_STEMPLET will give the time stamp for resources in resource group Workshop.

2.2 GLAccount dimension splits

Dimension split only affects the codes that are from Autogen. type = Statement of accounts. It provides an additional row of sums for the relevant dimensions and can be used for additional specification. Dimension splits can also be set up from account.

Good to know:

• Dimension is required, but it is not Dimension2.
• When using Dimension2, the total amount will be the sum of entries with both dimensions.
• In cases where an account has a dimension split set up, any postings without the dimension(s) will be collected in a separate row for the account, where the code is the account number. Example where we have 250.00 booked without the dimensions department and make:
  • K3010                                 250.00
  • K3010_1_Car type1            45.00
  • K3010_1_Car type2           125.00

2.3 EBM Report setup

A report must have a Description, Delimiter and Filename, in addition to a column layout.

• Year-to-Date means that the report applies to the current year, accumulated up to current period the reporting is generated for. If this tick is removed, the report will only apply to the period for which the report is generated.
• Tick No incoming balances if any opening balance on profit and loss accounts is not to be included when using Autogen. type = Statement of accounts.

In the file name, you can also include a variable for period, this is done by pressing the edit button in the file name (arrow 2) and inserting Period where desired in the file name by pressing "Period" (arrow 3).

Expand the report row to get to the column layout (arrow 1).

The example in the image will give the following result (one row in file):

TEST CODE1; Test code 1; 254.00

3. Auto-generation of codes

All auto-generated codes are virtual, it means they do not exist physically anywhere and will always change according to the current setup. That is if the account plan changes, the new accounts will be included automatically, and if the layout in the Makes and Models Register changes, this will be reflected in the auto-generated codes of this type.

3.1  Statement of account sheet

Note: For this type, the auto-generated codes will not appear in the code grid, as this is a relatively simple auto-generation type with no need for checking before export.

Approach:

1. Create code with Autogen. type = "Statement of accounts", if you want each row to have a prefix, you can enter this prefix as Code.
2. Auto generation will result in one row per account, possibly split into dimension values, with the associated balance as value.
3. Dimensional split can be entered in the account, or from EBM reporting (Import/Export) subtab "GLAccount dimension splits".

Example: We have accounts 1000 and 1001 in the chart of accounts, which we want to split into the dimensions Department and Project.

• 1000_1_001            250.00
• 1000_1_002                0.00
• 1000_2_003          1250.00
• 1001_1_004          1000.00
• 1001                       450.00 (= sum of postings without department and project)

This means that the balance for account 1000 is 1500.00 and 1450.00 for account 1001.

3.2 Makes and models

Approach:

1. Create code with Autogen. type = "Makes and models".
2. Enter the node in the Makes and models register from which auto-generation will take place (for example, auto-generated codes will be for the sub-nodes of this).
3. Enter the level of detail, for example, the number of levels it is appropriate to go down in the Makes and models register.
4. If you also want the lowest level (based on detail level) to be split by model type, check the box for "Split by model type".
5. Filters that can be obtained automatically from the Makes and models register are Dimension, Customer and Account. Which filters are desired to be obtained are specified by adding rows for these filter types, but without specifying any value.
6. Set up dimensions and dimension values, customer and item associations in the Makes and models register.
7. Set up "EBM Reporting Code Suffix" and "EBM Reporting Code Title" on the nodes in the Makes and models registry. This determines the naming and grouping of auto-generated codes.

Example:

We have a main node "Car" with the following sub nodes, with suffix, title, and dimension value (of dimension Make).

We then create the following code:

To merge Title for the different levels, press the edit button in Description (arrow1), and press the "Title level *" buttons (arrow 2) to merge into text at the current position.

We then set up the following filters:

Here we therefore want auto-generation to retrieve Dimension and Customer from the Makes and Models Register, while we specify Entity State and Age.

This gives the following auto-generated codes (yellow), where you can also see that the filters have been imported.

The codes are therefore grouped by EBM reporting code suffix, which means that for Car types 3 and 4 we collect data in AUTOGENQU-30_. Here, the EBM reporting code title is used as #MODELSPECTITLE1#, and since we have no code suffix on the sub nodes for Car type 3 and 4, we only get this code for Other types.

Since Car type 1 and 2, on the other hand, have suffixes for the sub nodes, we get codes for each of the models. Since no EBM reporting title has ever been specified on either Car type 1/2 or the sub nodes, the title of the models/nodes must always be used as #MODELSPECTITLE1/2#.

4. Other

When saving an entity, an extra check has been entered that the setup of the model the entity is linked to is OK according to any auto-generated codes that will involve the model in question. In case of errors here, it is a good idea to check that the model (the node in the Makes and models register) has a link to a dimension value, a customer, and an item for capital items sales either directly on it or up in the hierarchy.