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accrual_process

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accrual_process [2024/08/20 19:12] – tina.roblesaccrual_process [2024/08/20 19:55] (current) – tina.robles
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-**__ Old Accrual Process__** (if not transitioned to the new process, this will be your guide. New accrual process guide is below this section)+**__ OLD ACCRUAL PROCESS__** (if not transitioned to the new process, this will be your guide. New accrual process guide is below this section)
  
 Accruals are a record of the expenses that have been incurred as a result of a contract in TPM.   The methods for calculating these values can differ by program type.  The client can choose to pre-define the calculation method in TPM at the Template level or allow the contract creator to select a method from more than one option.  Accruals are a record of the expenses that have been incurred as a result of a contract in TPM.   The methods for calculating these values can differ by program type.  The client can choose to pre-define the calculation method in TPM at the Template level or allow the contract creator to select a method from more than one option. 
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 Our standard reporting source has those terminated contract’s accruals available, but a given client could filter it out of their totals if they desired. Our standard reporting source has those terminated contract’s accruals available, but a given client could filter it out of their totals if they desired.
 +-----
  
 **__NEW ACCRUAL PROCESS__** **__NEW ACCRUAL PROCESS__**
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 (**ability to perform these actions is limited to users with access to these setting only**) (**ability to perform these actions is limited to users with access to these setting only**)
 +
 +-----
  
  
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 There are 3 different types of settings – Estimates (Forecast), Product Accruals and Lumpsum.   There are 3 different types of settings – Estimates (Forecast), Product Accruals and Lumpsum.  
  
-__ESTIMATE SOURCES__+**__ESTIMATE SOURCES__** 
  
 **CONTRACT ESTIMATE** – Uses the estimates defined on the contract as the quantity to estimate for. Allocates the estimate evenly over the entire time frame of the contract to determine estimated dollars per period. Estimates are associated to the contractee company (if there is only one) or to the contract in general if the contractee is a group.       **CONTRACT ESTIMATE** – Uses the estimates defined on the contract as the quantity to estimate for. Allocates the estimate evenly over the entire time frame of the contract to determine estimated dollars per period. Estimates are associated to the contractee company (if there is only one) or to the contract in general if the contractee is a group.      
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 **NONE** – Do not pull in any quantity to estimate, so nothing will be estimated for this contract.  **NONE** – Do not pull in any quantity to estimate, so nothing will be estimated for this contract. 
  
-__PRODUCT SOURCES__+**__PRODUCT SOURCES__** 
  
 **CLAIM** – This would use the actual volume from the claims processed against the contract to determine the accrual volume.   **CLAIM** – This would use the actual volume from the claims processed against the contract to determine the accrual volume.  
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 **NONE** – Do not pull in any quantity to accrue, so nothing will be accrued for this contract.  **NONE** – Do not pull in any quantity to accrue, so nothing will be accrued for this contract. 
  
-__LUMPSUM SOURCES__+**__LUMPSUM SOURCES__** 
  
 Lumpsum estimates and accruals tie to the contract version they are created under without rolling up to a specific company as they are a bucket of spend which can be claimed by any of the participants under the contract. Lumpsum estimates and accruals tie to the contract version they are created under without rolling up to a specific company as they are a bucket of spend which can be claimed by any of the participants under the contract.
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 **NONE** – This would not accrue any value for any lumpsum event on the contract.   **NONE** – This would not accrue any value for any lumpsum event on the contract.  
 +
 +-----
  
  
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 {{:pasted:20240820-183310.png}} {{:pasted:20240820-183310.png}}
 +
 +-----
  
  
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 The order in which the above are selected drives the order in which we look for the data to use.   If you chose SALE, LIST and COMPANY – we would first look for a sale value for the time frame, product and customer.  If none could be found, we would then look for a LIST value for that item and time frame.   If none could be found, we would look for a COMPANY value for that item and time frame. The order in which the above are selected drives the order in which we look for the data to use.   If you chose SALE, LIST and COMPANY – we would first look for a sale value for the time frame, product and customer.  If none could be found, we would then look for a LIST value for that item and time frame.   If none could be found, we would look for a COMPANY value for that item and time frame.
 +
 +-----
  
  
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 **1069_accrual_sale** is a supplemental file that the client can use to validate the values in the detail file where a sales invoice was the source used to generate the accrual amount.   **1069_accrual_sale** is a supplemental file that the client can use to validate the values in the detail file where a sales invoice was the source used to generate the accrual amount.  
 +
 +-----
  
 **REPORTING IN TABLEAU** **REPORTING IN TABLEAU**
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 {{:pasted:20240820-184409.png}} {{:pasted:20240820-184409.png}}
  
-__THREE CATEGORIES-TOTAL ESTIMATES, ACCRUALS AND ACTUALS__+**__THREE CATEGORIES-TOTAL ESTIMATES, ACCRUALS AND ACTUALS__** 
  
 This report shows everything at the highest level by Run Date.   The Run Date is the date that our system generated the accruals.     This report shows everything at the highest level by Run Date.   The Run Date is the date that our system generated the accruals.    
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 The report is defaulted to include Prior Year and Current Year for comparison.  Additional filters may be added at the clients’ request as long as the data is available in the datasource.   The report is defaulted to include Prior Year and Current Year for comparison.  Additional filters may be added at the clients’ request as long as the data is available in the datasource.  
  
-__ESTIMATES, ACCRUALS AND ACTUALS BY CONTRACT__+**__ESTIMATES, ACCRUALS AND ACTUALS BY CONTRACT__** 
  
 This report breaks the numbers from the previous tab down to the contract level.  There is a base set of filters at the top of the report, but others can potentially be added at the clients’ request.  This report breaks the numbers from the previous tab down to the contract level.  There is a base set of filters at the top of the report, but others can potentially be added at the clients’ request. 
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-__ESTIMATES, ACCRUALS AND ACTUALS BY CONTRACT ITEM__+**__ESTIMATES, ACCRUALS AND ACTUALS BY CONTRACT ITEM__** 
  
 This report breaks the numbers down to the contract item level.  There are a base set filters at the top of the report, but others can potentially be added at the clients’ request.  This report breaks the numbers down to the contract item level.  There are a base set filters at the top of the report, but others can potentially be added at the clients’ request. 
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-//__ACCRUALS AND ACTUALS__//+**__ACCRUALS AND ACTUALS__** 
  
 This report shows the difference in what was calculated based on the contract settings (Accruals) and what actually happened based on paid claims (Actuals) received from the customer.  This difference is displayed in the Balance column.   This report shows the difference in what was calculated based on the contract settings (Accruals) and what actually happened based on paid claims (Actuals) received from the customer.  This difference is displayed in the Balance column.  
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 Dates are also expandable in the report as previously detailed above.   Dates are also expandable in the report as previously detailed above.  
 +
 +
 +**__SALES DETAIL__**
 +
 +
 +This report shows by contract – the sales invoice details that were used to calculate an accrual amount on contracts where Sale Earning is the accrual method.  This gives the user the ability to see the invoice details that were specifically used to generate an accrual amount.
 +
 +{{:pasted:20240820-191421.png}}
 +
 +The default filters on this report are: Accrual Run Selection, Accrual Run Date, Contract ID, Contract Status, Contractee Name, Sale Product Number.   Other filters or columns can be added at clients’ request as long as the data is in the datasource.   
 +
 +The //**Accrual Run Selection**// is a drop down from oldest date at the top to newest date at the bottom.   This is the date our system ran the accruals.  You can only select a single date.  If the user has selected a date on the prior tab, that selection will carry over to this tab.  The user still has the option to select a different date in this view.  
 +
 +The //**Accrual Date**// is the date associated with the activity period from the source of the accrual/estimate/actual value.  This is a slider and allows the user to limit the range of performance dates displayed.  Reporting is pre-defined as either Fiscal or Gregorian via a client setting in TPM.  The dates in these reports respects that calendar. 
 +
 +//**Contract ID**// is a dropdown that allows the user to select one or more specific contracts to review.  
 +
 +//**Contract Status**// allows the user to select or filter out one or more contract status. 
 +
 +//**Contractee Name**// allows the user the ability to select one or more contracts by name.  
 +
 +//**Sale Product Number**// allows the user to select one or more specific products.  
 +
 +This report displays Estimates, Accruals and Actuals values.  
 +
 +Dates are also expandable in the report as previously detailed above.
 +
 +
 +**__CLAIMS DETAIL__**
 +
 +
 +This reports shows by contract the claim id and details that were used to calculate an accrual amount where Claim is the accrual method.   This report provides the user all of the information needed to research the details of a specific accrual amount that used Claim to calculate the value.  
 +
 +The default filters on this report are: Accrual Run Selection, Accrual Run Date, Contract ID, Contract Status, Contractee Name, Contract Name, Claim Item Number and Claim Item Name.   Other filters or columns can be added at clients’ request as long as the data is in the datasource.   
 +
 +{{:pasted:20240820-191902.png}}
 +
 +The //**Accrual Run Selection**// is a drop down from oldest date at the top to newest date at the bottom.   This is the date our system ran the accruals.  You can only select a single date.  If the user has selected a date on the prior tab, that selection will carry over to this tab.  The user still has the option to select a different date in this view.  
 +
 +The //**Accrual Date**// is the date associated with the activity period from the source of the accrual/estimate/actual value.  This is a slider and allows the user to limit the range of performance dates displayed.  Reporting is pre-defined as either Fiscal or Gregorian via a client setting in TPM.  The dates in these reports respects that calendar. 
 +
 +//**Contract ID**// is a dropdown that allows the user to select one or more specific contracts to review.  
 +
 +//**Contract Status**// allows the user to select or filter out one or more contract status. 
 +
 +//**Contractee Name**// allows the user the ability to select one or more contracts by the name of the customer that is the Contractee on the contract.  
 +
 +//**Contract Name**// allows the user to select one or more contracts by the Contract Name. 
 +
 +//**Claim Item Number**// allows the user to filter to one or more specific item numbers that were captured on a claim.  
 +
 +//**Claim Item Name**// allows the user to filter to one or more specific items based on the product name.  
 +
 +This report displays Estimates, Accruals and Actuals values.  
 +
 +Dates are also expandable in the report as previously detailed above. 
 +
 +**__COMPARISON TOTAL__**
 +
 +
 +This report allows a user to select two specific accrual run dates to compare to get a difference.  This is high level total date periods.  You can drill down from year to another period set up in your calendar. (i.e. quarter, month, week) 
 +
 +{{:pasted:20240820-192206.png}}
 +
 +//**Accrual Run Selection FIRST**// should be the oldest date you want to compare to.  
 +
 +//**Accrual Run Selection SECOND**// should be the newest date you want to compare from.  
 +
 +The //**Accrual Date**// is the date associated with the activity period from the source of the accrual/estimate/actual value.  This is a slider and allows the user to limit the range of performance dates displayed.  Reporting is pre-defined as either Fiscal or Gregorian via a client setting in TPM.  The dates in these reports respects that calendar.  This is displayed as a slider that allows the user to limit the delivery periods in each accrual run.  
 +
 +
 +**__COMPARISON BY CONTRACT__**
 +
 +
 +This reports allows a user to select two specific accrual run dates – but also one or more  specific contract IDs so they can see the accrual differences between two periods.  
 +
 +{{:pasted:20240820-192359.png}}
 +
 +//**Accrual Run Selection FIRST**// should be the oldest date you want to compare to.  
 +
 +//**Accrual Run Selection SECOND**// should be the newest date you want to compare from.  
 +
 +The //**Accrual Date**// is the date associated with the activity period from the source of the accrual/estimate/actual value.  This is a slider and allows the user to limit the range of performance dates displayed.  Reporting is pre-defined as either Fiscal or Gregorian via a client setting in TPM.  The dates in these reports respects that calendar.  This is displayed as a slider that allows the user to limit the delivery periods in each accrual run.  
 +
 +//**Contract ID**// allows a user to select one or more specific contract IDs to compare.
 +
 +
 +**__LUMPSUM SPECIFICS__**
 +
 +
 +Lumpsum Estimates - calculated based on the total lumpsum amount for the entire period of the contract/event no matter when that falls (past or future). 
 +
 +  * If I have a $10,000.00 event on a contract set to accrue event range spread, and the event runs 7/4 through 7/13,  
 +
 +  * Prior to 7/4 there will be a lumpsum estimate created for the event for the month of July for the full $10k. 
 +
 +  * After 7/4 there will be a lumpsum estimate created for the event for the month of July for the full $10k (no change) 
 +
 +  * After 7/13 there will be a lumpsum estimate created for the event for the month of July for the full $10k no change. 
 +
 +**//Lumpsum Accruals//** - calculate based on the current date when accruals are running
 +
 +  - If accruing by end date and the end date of the event hasn't happened yet = accrual will be 0.
 +  - If accruing by start date, and start date has happened, full lumpsum amount will be accrued. 
 +  - If accruing by event range spread, accrual will be prorated based on the percentage of the event dates that have already occurred.
 +
 +  * If I have a $10,000.00 event on a contract set to accrue event range spread, and the event runs 7/4 through 7/13,  
 +
 +  * Prior to 7/4 there will be no accrual for the event. 
 +
 +  * On 7/4 it will accrue $1000, reported under the month of July. 
 +
 +  * From 7/5 to 7/13 the accrual will increase by $1000 a day until it reaches the full $10k on the last day of the event. 
 +
 +  * After 7/13 there will be a lumpsum accrual for the event reported under the month of July for the full $10k (no change once it has accrued the full amount). 
 +
 +Lumpsum Actuals - always match the claim actuals paid against the contract lumpsum. 
 +
 +-----
 +
 +
 +**__OFF INVOICE CONTRACTS__**
 +
 +
 +If we create claims for these contracts automatically, they will be included in the actuals as they are claims that were created in TPM. 
 +
 +-----
 +
 +
 +**__WHY WOULD ACCRUALS BE A DIFFERENT VALUE THAN THE ACTUALS?__**
 +
 +
 +If you short pay or override and pay more than allowed on a claim this will cause these amounts to be different.   
 +
 +If you are accruing based off sales data a customer may not submit rebates against all the volume purchased.  This will cause a difference also.  
 +
 +-----
 +
 +
 +**__WHEN SHOULD I SETUP CONTRACTS NOT TO ACCRUE?__**
 +
 +
 +Contracts setup with all products, all customers, and a fake rate/price.  Example:  Samples and Damages.   
 +
 +When you setup a contract both at sku level and lump for the same spend make sure both are not setup to accrue or you will overstate your accruals.
 +
 +-----
 +
 +
 +__**1069 REPORTING**__
 +
 +Outside of Tableau – we provide the ability to receive accrual data in a flat file that can be placed on the ftp for transmission to the client.  The purpose of the flat file is to give the client the ability to import the data into their ERP or Data Warehouse internally for reporting on the client side.  These files are available in an incremental (difference between last file sent and current file) or full file format (everything through the current date).  These files are called 1069_accrual_detail files.  **We allow up to a maximum of 10 additional fields to be added to the end of the file.**   Data must be values stored in the system.  Additional calculated fields are not permitted.  
 +
 +Part of the 1069 files are two supplemental files that are not meant to be loaded into the clients’ system – they are meant to be used for research.  If the source of a record in the detail file was a SALE record – we provide a 1069_accrual_sale file that would reference the detail record and contain all of the sale invoices that were used to calculate the value in the 1069_accrual_detail file.   If the source of the record in the detail files was a CLAM record – we provide a 1069_accrual_claim file that would reference the detail record and the specific claim id that was used to calculate the value in the 1069_accrual_detail.   There are no calculations of data within these supplemental files – they are just the sources of the values in the detail file.  
accrual_process.1724181173.txt.gz · Last modified: 2024/08/20 19:12 by tina.robles

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