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How do I do a cash flow forecast?

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Summary

Create a cash flow forecast in Sage 50 Accounts.

Description

To prepare a forecast cash flow

  1. Click Bank accounts then click Cash flow.
  2. Click Forecast up to and enter the date up to which you want to include transactions.
  3. Select the Include? check box for each bank account you want to include.
  4. To include or exclude a transaction in the cash flow forecast, select or clear the Inc? check box.
  5. If required, enter manual entries. When you close the Cash Flow Forecast window the following information saves:
    • Updated forecast dates for each line
    • Manual entries

The Cash Flow Forecast window

NOTE: Each time you select or clear a transaction for inclusion, all values on the Cash Flow Forecast window recalculate. The values also recalculate when you select or clear the bank accounts and when you change the Forecast up to date.

Dates

DateFrom the drop-down list choose the required forecast period, for example, Next 7 days. When you choose a period, the Forecast Up To date and the cash flow transactions automatically update.
FromThis displays the date 60 days prior to the program date. You can enter a different date, if required.
Forecast up toA future date based on the forecast period you chose in Date. If required, enter the date up to which you want to prepare the cash flow. If you amend this date, the information in the cash flow refreshes. Alternatively, use the Date drop-down list to choose a different period.


Summary

The information in this area is read only, and generates from the selected bank accounts and the transactions included in the cash flow. The values are calculated as follows:


Book Balance for Bank Account(s)The total starting book balance for the selected bank accounts.
Regular PaymentsThe total value for all regular payments within the period, such as recurring bank payments, recurring purchase payments on account and recurring journal credits.
Forecast Payments The total value for all forecast payments within the period, such as the payment of outstanding purchase invoices, sales credits and manual entries with a credit value.
Regular Receipts The total value for all regular receipts within the period, such as recurring bank receipts, recurring sales receipts on account and recurring journal debits.
Forecast ReceiptsThe total value for all forecast receipts within the period, such as the payment of outstanding sales invoices, purchase credits and manual entries with a debit value.
Forecast Book Balance for Period The forecast closing balance for the bank accounts. It is calculated as Book Balance for the bank account(s) - Regular Payments - Forecast Payments + Regular Receipts + Forecast Receipts.


Bank Accounts

Use this area to select the bank accounts you want to include in the cash flow. You must select at least one bank account. The information in this area is read only, except the Include? Column. Each time you select or clear a bank account, the transaction list automatically refreshes.

When you select a bank account it remains selected until you change it, even if you close and reopen the Cash Flow Forecast window.

NOTE: Foreign currency bank accounts are available from the Bank Accounts area, but their values appear in the company's base currency.


Transaction list

Transactions dated on or before the Forecast up to date appear on this list. The All tab displays all transactions. A more specific breakdown of Cash Flow areas is available through the Regular Payments, Forecast Payments, Regular Receipts and Forecast Receipts tabs.

The following transaction types are included:

Sales invoices The due date calculates as the invoice date + Payment Due Days from the customer record.

NOTE: If the Payment Due Days is set to zero, Sage Accounts applies a 30 day payment due days period.

The forecast date is calculated as the invoice date + Average Time to Pay from the customer record.

If the invoice is flagged as disputed, it appears in the cash flow, but is not selected by default.
Purchase invoicesThe due date and forecast date are calculated as the invoice date + Payment Due Days from the supplier record.

NOTE: If the Payment Due Days is set to zero, Sage Accounts applies a 30 day payment due days period.

If the invoice is flagged as disputed, it appears in the cash flow, but is not selected by default.
Sales creditsCredits are not deemed as being subject to payments terms - they are due immediately.
Purchase creditsCredits are not deemed as being subject to payments terms - they are due immediately.
Recurring bank / cash / credit card paymentsThe due date is the Next Posting Date from the Recurring Entry window.
Recurring bank / cash / credit card receiptsThe due date is the Next Posting Date from the Recurring Entry window.
Recurring journal debits / creditsThe due date is the Next Posting Date from the Recurring Entry window.


The following information also appears on the transactions list.

Forecast Displays the forecast date for the transaction. This is the date on which you expect to actually receive or make the payments. By default, for invoices, this information is the transaction date + the average time to pay. For all other transactions it is the due date. If required, you can amend the information in this column.
DueDisplays the due date of the transaction.
A/C Ref If the transaction is a sales or purchase invoice, or a recurring sales or purchase payment on account, this column displays the customer's or supplier's account reference.

If the transaction is a bank payment, a bank receipt, a bill or a recurring journal debit or credit, this column displays the nominal code.

NOTE: If the transaction is a manual entry, the information in this column can be amended, otherwise it is read only.

DetailsDisplays the details for the transaction. If the transaction is a manual entry, the information in this column can be amended, otherwise it is read only.
OverdueDisplays the number of days difference between the due date and the program date.

If the program date is prior to the due date, this box is blank.

If the program date is the same as the due date, there is a zero in this box.

If the program date is after the due date, the number of days difference appears.

NOTE: This calculation does not take into consideration the Start Period Ageing on first day of month after Transaction Date setting, in the Customer Defaults.

Disp?If the transaction is flagged as disputed, a d appears in this column.
Inc?You can select or clear which transaction values to include in the cash flow.
ReceiptsDisplays the amount outstanding on the transaction. Receipt amounts appear for sales invoices, recurring bank receipts, recurring journal debits, recurring sales payments on account and any manual debit transactions.
You can only amend the information in this column if the transaction is a manual entry.
PaymentsDisplays the amount outstanding against the transaction. Payment amounts appear for purchase invoices, recurring bank payments, recurring supplier payments on account, recurring journal credits, and any manual credit transactions. You can only amend the information in this column if the transaction is a manual entry.
Balance for DayOn the last line for each day, this box displays the running total of the forecast Book Balance for the selected bank account(s) per forecast date.
The balance is calculated as:
Opening balance for the day + the total debit amounts for the day - the total credit amounts for the day.
If the balance for the day is calculated as less than zero, or where only one bank account is selected for inclusion and the balance is below the selected bank account's minimum limit, it appears in red.

Manual entries

To add a manual entry

  • From the transaction list, click the next available blank line and complete the transaction information as follows:

    TypeThis is the transaction type. You can leave this blank.

    NOTE: This does not create a transaction in the audit trail.

    ForecastThis defaults to the current program date. Any amendments to this automatically update the due date.
    A/C Ref.If required, enter an account reference.

    NOTE: This information does not update the Customers or Suppliers modules.

    DetailsIf required, enter the transaction details.
    Inc?By default, this check box is automatically selected. To exclude the manual entry from the cash flow forecast, clear the Inc? check box.
    ReceiptsIf the manual entry is a receipt, enter the amount here.
    PaymentsIf the manual entry is a payment, enter the amount here.

    • Manual entries are included as forecast receipts or payments, not as regular transactions. They affect the forecast receipts, payments and total forecast figures
    • Manual entries, or amendments to due transactions, appear in blue
    • Manual entries are only held for seven days

To delete a manual entry

  • Select the manual entry and press F8