Cashflow Calculation - Actual Amounts

Actual amounts in the Cashflow - Worksheet page are taken from Proliance invoices, which were created in situations where you know approximately when they will be paid. This differs from forecast amounts, where invoicing has not yet occurred and you are predicting when they might be paid. For example, you have received the first month of invoices—these are actual amounts. The forecast amounts are the amounts that haven't been paid yet.

Proliance displays up to two actual amounts for every included cost account on the Cashflow - Worksheet page: Invoice (Actual) and Retainage (Actual). The retainage amounts are shown only if retainage is being included. For more information, see Default Settings on the Cashflow - Main page.

Normally, the workspace cost period used to calculate the actual amounts is the invoice's Cost Period. However, if a period offset has been specified, then the cost period is incremented by the offset amount. If the offset exceeds the last workspace cost period, then Proliance uses the last cost period in the calculations, regardless of the offset amount.

Proliance calculates the Invoice (Actual) amount by adding all the line items that have the ACR columns Pending Invoiced or Certified Invoiced from the included cost accounts, for each workspace cost period. For more information, see Cost ACR columns in "About the ACR Columns".

The sum of the Invoiced (Actual) amounts per cost period on the cashflow worksheet always equals the Sum of Invoiced amount on the Anticipated Cost Report (ACR).

Note: The Invoice (Actual) amounts may appear in a different cost period a period offsets are used.

Proliance calculates the Retainage (Actual) amount by adding all the line items that have the ACR column Retainage Invoiced from the included cost accounts, for each workspace cost period.

The sum of the Retainage (Actual) amounts per cost period for a given cost account always equals the Retainage Invoiced amount (in the Cost Summary section) on the ACR.

This example illustrates how Proliance calculates the actual amounts in a cashflow worksheet.

Create two workspace cost periods: #1 - Jan, #2 - Feb.
Create two cost accounts: CA01 and CA02.
Create a new expense pre-commit contract CONT01 and then add a new Schedule of Value (SOV) line item, with Scheduled Amount = $10,000.
Allocate this line item as follows: $2,000 to CA01; $8,000 to CA02.
On the Settings page of the contract, set the following: Summary Retainage = 10%, Invoicing Option = No Invoicing Limit.
Change the state of the contract to Pending.
Create invoice INV01 for contract CONT01.
On the Main page of the invoice, in the Details section, set Cost Period = #1 (Jan).
On the Settings page of the invoice, set Pending Invoice ACR Column = Invoice Certified.
On the Line Items page of the invoice, set To Date General Pct = 25.

This indicates that you are invoicing 25% of the SOV line item Scheduled Amount value. Proliance will invoice 25% of the $2,000 allocated to CA01 (=$500), and 25% of the $8,000 allocated to CA02 (=$2,000).

Save the invoice.
Create a new cashflow document CASH01.
On the Main page, set Include Retainage = On, Retainage % = 10.
On the Cost Accounts page, click Update Cost Accounts. Select the check boxes to include both CA01 and CA02 in the calculation.
On the same page, set the following for both cost accounts:

Start Period = #1 (Jan)
End Period = #2 (Feb)
Retainage Start Period = #1 (Jan)
Retainage End Period = #2 (Feb)

Set Period Offset = 1 for CA02.
On the Worksheet page, click Calculate Worksheet.

Invoice INV01 has the following impact on the actual calculations:

Cost Account	Type	#1 (Jan)	#2 (Feb)	Comment
CA01	Invoice (Actual)	500	0	This is the amount invoiced in step 10.
CA01	Retainage (Actual)	-50	0	This is 10% of $500.
Calculations for CA02 start from period #2, because of the offset defined in step 16. Start Period for this cost account is #1 (Jan) + 1 (offset) = #2 (Feb)
CA02	Invoice (Actual)	0	2000	This is the amount invoiced in step 10
CA02	Retainage (Actual)	0	-200	This is 10% of $2,000.