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CET CERN Expenditure Tracking

CET CERN Expenditure Tracking. Introduction to CET and basic financial concepts June 2007 IT-AIS-MDS. What do you learn today…?. After the presentation, you should be able ... to know what is CET and how to access it to understand the purpose of the main CET reports

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CET CERN Expenditure Tracking

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  1. CET CERN Expenditure Tracking Introduction to CET and basic financial concepts June 2007 IT-AIS-MDS IT-AIS-MDS

  2. What do you learn today…? • After the presentation, you should be able ... • to know what is CET and how to access it • to understand the purpose of the main CET reports • to distinguish between payments, commitments, provisions etc. • to get a better idea about financial transactions • to use advanced features like virtual units and ranges • to discover the flexibility of CET Information Centre • to schedule reports for automatic execution

  3. Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data)

  4. Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data)

  5. Where to find CET • Inside CERN use the following URL • cet • From outside CERN • https://cet.cern.ch/ • Officially supported browser • Internet Explorer (CERN Nice version) • And CET normally should work with • All major browsers in a recent version (e.g. IE 6/7, Firefox 2.0, Safari 2, Konqueror 3.5 etc.)

  6. Some Words about CET • Gathers its data from the various financial applications used at CERN (mainly Qualiac) • Access is granted based upon official CERN roles, EDH signature rights and CFU contract accesses • Data is extracted daily (extractions run during the night) • CET (among other applications like HRT, SMT, IC, CFUtk etc.) is maintained and further extended by the AIS-MDS team: Per Gunnar Jönsson (SL) Chris Dixon (STAF) Jan Janke (STAF) Piotr Sliwa (FELL)

  7. Main Menu Contracts Status of book closing and extractions Transactions Summaries Information Centre Stored Reports User Preferences Virtual Units

  8. User Preferences

  9. User Preferences

  10. Column Selector Default Columns

  11. Ordering Selector

  12. Output format

  13. Drilldown

  14. Custom Query Input

  15. Custom Query Input

  16. Custom Query Input

  17. PDF in CET Reports • PDF output • preserves the layout of the report results representation, • allows browser independent printing and • is convenient for sending report results as email attachment. • Be careful: • The output is always generated on an A4 page. • I.e. the number of nicely displayable columns is limited.

  18. Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data)

  19. I would like to buy some Hardware Commitment : 3000 Payment to supplier: 600 Open Commit. : 2400 Basic Terminology Definitions…. Commitment:Amount agreed to pay H/w: CHF 3,000 Pay 20% On Order and 80% on Deliv. Payment on Budget Code:Amount charged to Budget Code Payment to Supplier:Amount paid on invoice Open Commitment:Commitment – Payment (Budget Code) 9 / 06 8 / 06

  20. Budget: Open Commit: Provision: Basic Terminology Definitions…. Commitment:Amount agreed to pay H/w: CHF 3,000 Pay 20% On Order and 80% on Deliv. Year 2006 Commitment : 3000 Payment to supplier: 600 Provision: Paid on Budget Code: Open Commit. : Payment on Budget Code:Amount charged to Budget Code - 600 1400 1400 2000 Payment to Supplier:Amount paid on invoice 1000 2000 1000 Open Commitment:Commitment – Payment(Budget Code) Provisioned next year:Money from this year’s budget set aside for next year expenses 12 / 06 9 / 05 8 / 05

  21. Budget: Open Commit: Provision: Basic Terminology Definitions…. Commitment:Amount agreed to pay H/w: CHF 3,000 Pay 20% On Order and 80% on Deliv. Year 2007 Commitment : 3000 Carry Over: Bill from supplier: Paid from Provision: Paid on Budget Code: Payment on Budget Code:Amount charged to Budget Code 1000 2400 Payment to Supplier:Amount paid on invoice 1400 1000 Open Commitment:Commitment - Payment 01 / 07 Provisioned next year:Money from this year’s budget set aside for next year expenses 12 / 05 Carry Over:Open Commitments at the end of last year 9 / 05 1000 1400 8 / 05 Paid on Provision:Amount paid on invoices using money provisioned last year

  22. Annual vs. Pluri-Annual Commitment H/w: CHF 3,000 Special Offer : Pay 20% On Order and 80% on Deliv. CHF 3000 CHF 2400 The chosen time period must not exceed one (financial) year.

  23. Annual vs. Pluri-Annual Commitment H/w: CHF 3,000 Special Offer : Pay 20% On Order and 80% on Deliv. CHF 3000 CHF 2400 CHF 5400 ?

  24. Annual vs. Pluri-Annual Commitment H/w: CHF 3,000 Special Offer : Pay 20% On Order and 80% on Deliv. Pluri-annual commitment= payment CHF 600 CET automatically switches to the pluri-annual versions of the columns, if the time period refers to a time period not matching a single (financial) year. CHF 2400 More than one year is selected.

  25. Terminology in a CET Example Summaries

  26. Terminology in a CET Example CET Pivot

  27. Terminology in a CET Example

  28. Terminology in a CET Example Paid to Supplier Open Commit. Payments Commitments Budget

  29. Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data)

  30. Paid on Budget Code vs. Paid to Supplier According to our system we have paid you the full amount of 50K But we have only received 20K…

  31. Paid to Supplier > Paid on Budget Code Invoice (partially) Paid on Provision Paid on Budget Code > Paid to Supplier Money has been provisioned Paid on Budget Code vs. Paid to Supplier

  32. Provisioning Skip provisioning excursus • Allocate money now for future expenses • Used to balance accounts towards end of year • DPOs are the experts on provisioning

  33. Provision Columns in CET Excursus Last year This year

  34. How to explain the difference? Excursus Paid on Budget Code: 257,313 Paid to Supplier: 248,633 Paid on Budget Code > Paid to Supplier

  35. How to explain the difference? Excursus Paid on Budget Code ( 257,313 )- Provisioned Next Year ( 15,000 ) + Provision Paid This Year ( 6,320 ) -------------------------------------------------Paid to Supplier ( 248, 633 ) Paid on Budget Code: 257,313 Paid to Supplier: 248,633 Paid on Budget Code > Paid to Supplier

  36. Cost Centre Activity Code Nature • WHO? • Cost Centre (Cost Accounting) • Intersection Code 92640 (LHC Controls) • Organic Unit AB-CO • Project GCH • PPA/Sub-PPA FHC-000 (LHC Machine) • or a Team Account… Main Building Blocks of a Financial Transaction

  37. Cost Centre Activity Code Nature WHAT? Nature Code (General Ledger) Posts 615 Entretien 6152220 Entretien routes 6152230 Entretien nettoyage 6152320 Entretien chauffage Category High level classificatione.g. 61 - Consumables Main Building Blocks of a Financial Transaction

  38. Cost Centre Activity Code Nature WHY? Activity Code (Analytical) • Technologie du vide et des basses temperatures • 66 Materiaux pour basses • temperatures • 667 Elements Cryogeniques Main Building Blocks of a Financial Transaction

  39. Cost Centre Activity Code Currency Amount Nature 6152290 25000 EUR 667 92640 AB-CO Entretien divers Elements Cryogeniques GCH FPC-000 Main Building Blocks of a Financial Transaction

  40. delivery Goods Reception User request workflow order Qualiac EDH CET Purchasing invoice authorise Finance monitor Budget Holder instructions Lifecycle of an Order Order EDH Pipe Paid Commit Open Status CA123 111235 0 0 3000 3000 73 Order EDH Pipe Paid Commit Open Status CA123 111235 0 2000 3000 1000 91 CET... Order EDH Pipe Paid Commit Open Status CA123 111235 3000 0 0 0 - Order EDH Pipe Paid Commit Open Status CA123 111235 0 0 3000 3000 30

  41. Pipeline & Order Status • Pipeline • Shows "committed" expenses not yet in Qualiac … • … from EDH, CFU • Amounts are estimates • Once an order is committed in Qualiac, it disappears from the pipeline • Qualiac users: When deleting DAIs from Qualiac • In order to make sure that deleted DAIs do not appear in the CET pipeline, the Qualiac function SUPDAI must be used for deletion • Order Status • Shows the financial status of a transaction

  42. Most Important Order Statuses

  43. Flashback: Terminology in a CET Example Paid to Supplier Open Commit. Payments Commitments Budget Pipeline

  44. Agenda 1 CET Overview 2 Basic Terminology 3 Financial Concepts 4 CERN Specialities 5 Advanced Features 6 CET Information Centre 7 Report Scheduling (Pushing Data)

  45. CERN Specialities in CET • Contracts • Contract data from CFU (Contract Follow-Up) and Qualiac • Draft contract expenditure is integrated into the "pipeline" • Contract life cycle: • A divisional request (DR) is made to request money • A market survey (MS) follows • Invitation to tender (IT) • Contract is concluded • Contract is put into Qualiac Data of thedraft contractavailable in CFU, but notin Qualiac!

  46. CERN Specialities in CET • Contracts • Contract data from CFU (Contract Follow-Up) and Qualiac • Draft contract expenditure is integrated into the "pipeline" • Contract life cycle: • A divisional request (DR) is made to request money • A market survey (MS) follows • Invitation to tender (IT) • Contract is concluded • Contract is put into Qualiac Data for allphases of acontract isavailable inCET.

  47. Contracts in CET

  48. Contracts in CET

  49. Contracts in CET Base Data FC Authorized Amount Paid to Supplier Breakdown by Budget Code Forecasted Expenditure

  50. Contracts in CET PDF: Available now…

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