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Financial Analysis & Operational Balancing for Back Office Personnel

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Financial Analysis & Operational Balancing for Back Office Personnel

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  1. Financial Analysis & Operational Balancing for Back Office Personnel Cindy Bishop 205-879-3282 cbishop@commandalkon.com

  2. This session will focus on the tools Back Office personnel running COMMANDseries can use to measure and analyze the day-to-day performance of your business. Topics include: tools and routines for operational balancing; examining the financial health of your Receivables; and using Credit Codes and COMMANDcredit to control customers over their credit limit. (Intermediate/Advanced)

  3. Operational Balancing Topics include Balancing via: Dispatch Reports Batching Reports Invoicing Reports

  4. Yardage/Meters in COMMANDconcrete • Different “kinds” of yardage/meters • Sold – Concrete that has been billed. • Produced – Concrete that has been batched. • Reused - Concrete that is batched on one ticket, returned to the plant, and then sent out on another ticket on the same truck. • Dumped - Concrete that has been batched but no one will be charged for it. Considered as discarded without revenues. • Cannot balance “Sold” with “Produced” because of “Dumped/Reused” • Produced = Sold + (Dumped – Reused) • All of these quantities are available on the Product Sales and Usage Report BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  5. Sold/Dumped/Reused Ticket C Ticket A Ticket B Ticket D Totals Produced = Sold + (Dumped – Reused) 33 = 35+(5-7) 33 = 35+(-2) 33 = 33 BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  6. Balancing Your Operational Metrics • COMMANDconcrete Reports • COMMANDaggregate Reports • Batch System Reports • COMMANDinvoicing/prep Reports BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  7. Product Sales & Usage Report • Product Sales & Usage Report • Dispatching>Dispatching Reports>Product Sales & Usage Report • Provides volume of ready-mix, associated, and extra products sold/batched at each plant and the amount of constituents used to make the products • Provides volume of weighed products and constituents used for aggregate, blended aggregate or asphalt • Run at the end of the day to: • Check against actual plant usages • Review target quantities for constituents • Account for dumped and reused concrete BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  8. Product Sales and Usage Report COMMANDconcrete Date dd-mm-yyyy Command Alkon Inc. Page 1 Time 14:09 Product Sales/Usage Report (dd-mm-yyyy Tuesday) Product Code Description Product Total Plant Quantities ============================================================================================================================================ Mix Products Sales 25324 25000#,1-1/2 96.00 1: 8.00 2: 0.00 3: 88.00 4: 0.00 5: 0.00 30410 3000#, 3/4 6% AE 9.00 1: 9.00 2: 0.00 3: 0.00 4: 0.00 5: 0.00 35770 3500#, 3/4 5% FA 76.00 1: 34.00 2: 34.00 3: 0.00 4: 0.00 5: 0.00 40211 4000#, 3/8 51.00 1: 24.00 2: 9.00 3: 18.00 4: 0.00 5: 0.00 Total Sold 232.00 1: 75.00 2: 43.00 3: 106.00 4: 0.00 5: 0.00 Produced 230.00 1: 73.00 2: 43.00 3: 106.00 4: 0.00 5: 0.00 Reused 2.00 1: 2.00 2: 0.00 3: 0.00 4: 0.00 5: 0.00 Dumped 0.00 1: 0.00 2: 0.00 3: 0.00 4: 0.00 5: 0.00 Constituent Products 1 Cement, type 1A 120,064.00 1: 37,960.00 2: 22,360.00 3: 82,104.00 4: .00 5: .00 10 Sand 299,120.00 1: 94,900.00 2: 55,900.00 3: 148,320.00 4: .00 5: .00 21 3/8” gravel 96,880.00 1: 45,640.00 2: 17,100.00 3: 34,140.00 4: .00 5: .00 23 3/4” gravel 153,120.00 1: 79,550.00 2: 73,570.00 3: 0.00 4: .00 5: .00 25 1-1/2” Gravel 182,140.00 1: 14,940.00 2: 0.00 3: 167,200.00 4: .00 5: .00 41 20 mm gravel 7,890.00 1: 2,336.00 2: 1,462.00 3: 4,092.00 4: .00 5: .00 55 38 mm gravel 17,820.00 1: 17,820.00 2: 0.00 3: .00 4: .00 5: .00 151 AEA 7,200.00 1: 2,010.00 2: 1,242.00 3: 3,948.00 4: .00 5: .00 BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  9. Breakout by plant Total sales Product Sales and Usage Report Mixes Mix Products Sales 25324 25000#,1-1/2 96.00 1: 8.00 2: 0.00 30410 3000#, 3/4 6% AE 9.00 1: 9.00 2: 0.00 35770 3500#, 3/4 5% FA 76.00 1: 34.00 2: 34.00 40211 4000#, 3/8 51.00 1: 24.00 2: 9.00 Total Sold 232.00 1: 75.00 2: 43.00 Produced 230.00 1: 73.00 2: 43.00 Reused 2.00 1: 2.00 2: 0.00 Dumped 0.00 1: 0.00 2: 0.00 Quantity produced, sold, dumped and reused Produced = Sold+ (Dumped – Reused) 230.00 = 232.00+ (0.00 - 2.00) BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  10. Product Sales and Usage Report Date dd-mm-yyyy Command Alkon Inc. Page 1 Time 14:09 Product Sales/Usage Report (dd-mm-yyyy Tuesday) Product Code Description Product Total Plant Quantities ============================================================================================================================================ Mix Products Sales 25324 25000#,1-1/2 96.00 1: 8.00 2: 0.00 3: 88.00 4: 0.00 5: 0.00 30410 3000#, 3/4 6% AE 9.00 1: 9.00 2: 0.00 3: 0.00 4: 0.00 5: 0.00 35770 3500#, 3/4 5% FA 76.00 1: 34.00 2: 34.00 3: 0.00 4: 0.00 5: 0.00 40211 4000#, 3/8 51.00 1: 24.00 2: 9.00 3: 18.00 4: 0.00 5: 0.00 Total Sold 232.00 1: 75.00 2: 43.00 3: 106.00 4: 0.00 5: 0.00 Produced 230.00 1: 73.00 2: 43.00 3: 106.00 4: 0.00 5: 0.00 Resold 2.00 1: 2.00 2: 0.00 3: 0.00 4: 0.00 5: 0.00 Dumped 0.00 1: 0.00 2: 0.00 3: 0.00 4: 0.00 5: 0.00 Constituent Products 1 Cement, type 1A 120,064.00 1: 37,960.00 2: 22,360.00 3: 82,104.00 4: .00 5: .00 10 Sand 299,120.00 1: 94,900.00 2: 55,900.00 3: 148,320.00 4: .00 5: .00 21 3/8” gravel 96,880.00 1: 45,640.00 2: 17,100.00 3: 34,140.00 4: .00 5: .00 23 3/4” gravel 153,120.00 1: 79,550.00 2: 73,570.00 3: 0.00 4: .00 5: .00 25 1-1/2” Gravel 182,140.00 1: 14,940.00 2: 0.00 3: 167,200.00 4: .00 5: .00 41 20 mm gravel 7,890.00 1: 2,336.00 2: 1,462.00 3: 4,092.00 4: .00 5: .00 55 38 mm gravel 17,820.00 1: 17,820.00 2: 0.00 3: .00 4: .00 5: .00 151 AEA 7,200.00 1: 2,010.00 2: 1,242.00 3: 3,948.00 4: .00 5: .00 BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  11. Product Sales and Usage Report Constituent usage in Lbs/Kgs or Tons/Tonnes as desired Breakout by Plant Constituents Total Usages Constituent Products 1 Cement, type 1A 120,064.00 1: 37,960.00 2: 22,360.00 10 Sand 299,120.00 1: 94,900.00 2: 55,900.00 21 3/8” gravel 96,880.00 1: 45,640.00 2: 17,100.00 23 3/4” gravel 153,120.00 1: 79,550.00 2: 73,570.00 25 1-1/2” Gravel 182,140.00 1: 14,940.00 2: 0.00 41 20 mm gravel 7,890.00 1: 2,336.00 2: 1,462.00 55 38 mm gravel 17,820.00 1: 17,820.00 2: 0.00 151 AEA 7,200.00 1: 2,010.00 2: 1,242.00 BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  12. Product Sales and Usage Report COMMANDaggregate Aggregate Sales Total Usages Blended Agg Sales Breakout by Plant Constituents Date mm-dd-yyyy Page 2 Time 10:24 Product Sales/Usage Report (mm-dd-yyyy) Item Code Description Product Total Plant Quantities =============================================================================== Constituent Products 10 Sand (US) 14.72 Tons 6: 14.72 26 3/8" Stone 4.82 Tons 6: 4.82 31 Recycled Rubber 7.45 Tons 6: 7.45 Aggregate Products Sales 20 20 mm River Grav 137.23 Tons 6: 137.23 28 1 1/4" Stone 86.10 Tons 6: 86.10 Blended Aggregate Products Sales BL48393 Equestrian Footing 58.86 Tons 6: 58.86 ------------------------------------------------------------------------------ Totals by Reporting Unit of Measures Tons 309.18 Tons 6: 309.18 BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  13. Recommendations for Operational Balancing • Daily balancing of yardage/meters from COMMANDconcrete with yardage/meters from your Batching System • Product Sales and Usage Reports • Batching System Reports . • COMMANDbatch Reports • Eagle Reports • Spectrum Reports BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  14. Recommendations for Operational Balancing • What information are we looking for? BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  15. COMMANDseries and COMMANDbatch • COMMANDconcrete and COMMANDbatch System BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  16. Recommendations for Operational Balancing BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  17. Recommendations for Operational Balancing BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  18. Recommendations for Operational Balancing BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  19. Recommendations for Operational Balancing BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  20. COMMANDseries and Spectrum • COMMANDconcrete and Spectrum Batching System BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  21. COMMANDseries and Eagle • COMMANDconcrete and Eagle Batching System BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  22. Recommendations for Operational Balancing • Daily balancing of materials using COMMANDconcrete/COMMANDaggregate reports and COMMANDinvoicing or prep reports • Product Sales and Usage Report • Ticket Report . • Priced Orders Report • Preliminary or Final Invoice Register BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  23. Recommendations for Operational Balancing • Ticket Report - COMMANDconcrete • Last page shows total quantities • Can be run in detail or summary • Can be run with Dumped/Reused information • Can be sorted by Ticket, Plant, Plant Code/Order Code or Plant Code/Ticket Code • Can be run for Active or Removed tickets only • Converts Metric information to U.S. Customary • Ticket Report - COMMANDaggregate • Last page shows total quantities • Can be sorted by Ticket, Plant, Plant Code/Order Code, Plant Code/Ticket Code, or Scale Code • Can be run for Active or Removed tickets only • Converts Metric information to U.S. Customary BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  24. Recommendations for Operational Balancing Ticket Report - COMMANDconcrete BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  25. Recommendations for Operational Balancing Ticket Report - COMMANDaggregate BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  26. Recommendations for Operational Balancing • Priced Orders Report/Preliminary Invoice Register • Converts Metric information to U.S. Customary • Pages near end of report show Report Total Quantities and Quantities by Shipping Plant BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  27. Balancing Your Operational Metrics • When trying to balance between COMMANDconcrete or COMMANDaggregate reports and COMMANDexecutive reports remember: • COMMANDexecutive only looks at “Sold” concrete • The Product Sales & Usage Report in dispatch breaks out “Sold” concrete separately from “Produced”, “Dumped” or “Reused” BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  28. Financial Analysis • Topics include: • Receivables Information • Credit Tools • COMMANDcredit

  29. Receivables Reports • Aged Trial Balance • Adjustment Recap • Finance Charge Trial Balance BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  30. Available Reports • Detail Aged Trial Balance • Summary Aged Trial Balance • Over 120 Days; $7500 Minimum Balance • Summarized Detail Line Item Aging • With Reference Information • With Lien Timing • Finance Charge Balance • Adjustment Recap Report BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  31. Aged Trial Balance • Identifies customer balances and how each balance is aged. • Can be run in Detail or Summary • Can be run for specific minimum aging amounts, aging buckets or run with reference information. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  32. Detail Aged Trial Balance MGT-012 Financial Analysis for Executives and Managers

  33. Summary Aged Trial Balance Can be run to include Last Payment, Contact Person, and Phone Number information. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  34. System configuration allows for spaces between the entries for hand written notes. Summary Aged Trial Balance Last payment & contact info. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  35. Enter report name if needed Run Report in Summary Format Click on “Other Options” Over 120 Days with $7500 Min. Balance BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  36. Choose desired Aging Category for report. Enter Minimum Aging Amount. Over 120 Days with $7500 Min. Balance • Choose appropriate options for the report BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  37. Only two customers in the Over 120 Day Aging Category with a Minimum Aging of $7500.00. Over 120 Days with $7500 Min. Balance BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  38. Enter report name if needed Run Report using Summarized Detail Line Item Aging Click on “Other Options” Summarized Detail Line Item Aging With Reference Information BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  39. Choose reference information to print on the report – one option or all three can be chosen. Summarized Detail Line Item Aging With Reference Information • Choose Appropriate Options for the Report BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  40. Corresponding reference information for invoice item Each line item aged in corresponding aging category Summarized Detail Line Item Aging With Reference Information BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  41. Enter report name if needed Run Report using Summarized Detail Line Item Aging (Lien) Summarized Detail Line Item Aging With Lien Timing BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  42. PreLien and Lien Timing Shown Lien location tracking number Summarized Detail Line Item Aging With Lien Timing BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  43. Finance Charge Trial Balance • Summarizes finance charge activity and balance amounts. • Useful in analyzing finance charge activity for the current month based on current charges or payments made to various customer accounts. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  44. Transactions against finance charges Grand Totals Finance Charge Trial Balance BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  45. Adjustment Recap • Prints a report of adjustment transactions that have been entered against customer balances. • Pulls adjustments made in payment batches and adjustment batches together into one report. • Can be sorted and totaled by customer, adjustment code, salesman, etc. • Useful for reviewing specific write-offs and credits over a period of time. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  46. Adjustment Recap Report Can set specific adjustment codes to track monies being credited to customer’s accounts. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  47. Adjustment Recap Report Can set specific adjustment codes to track monies being credited to customer’s accounts. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  48. Credit Setup & Credit Options • Credit Limit Report • Credit Status Change Report • COMMANDcredit • Credit Code Options (Time Permitting) BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  49. Credit Limit Report • Displays information regarding credit limits, work in progress and total exposure whether over or under the defined credit limit. • Provides credit managers with a means of identifying potential credit problems before they occur. • Can be run for a percentage of credit limit such as for customers who are at or above their credit limit. BKO-004 Financial Analysis & Operational Balancing for Back Office Personnel

  50. Entered but not shipped Shipped but not invoiced Current A/R Balance Credit limit Total exposure and amount over or under the limit Credit Limit Report MGT-012 Financial Analysis for Executives and Managers