BPM Admin Guide

Aging Principles Setup

This section describes the steps you need to follow to set up aging principles.

Beginning with version 2.1 (internally 16.0) you must set up aging principles in Maconomy to be able to run the various aging reports (WIP Aging, AR Aging, AP Aging, and variants). A number of BPM Reporting reports also require this setup, even though they are not-as such-aging reports. This includes the various transaction sub-reports to the aging reports and, in general, job cost, AR and AP reports that show balances.

Note: The functionality is only used and available in BPM Reporting.

What is an Aging Principle?

An aging principle is a named collection of aging periods. Each aging period marks the start and end of a period. Periods can either be backward- or forward-looking. You use backward-looking periods to display aged figures that have passed the statement date; you use forward-looking periods to display figures that are after the statement date.

Periods can also be open intervals such that it is possible to report on aged figures that are more than 90 days old. For each period you can provide a title that appears as the header for the aging column in the aging reports.

Each aging principle states whether the periods are measured in months or in days. In addition, it states whether or not aging is based on the entry date.

Changes to the Standard Reports

From Maconomy version 2.1.5 and 2.2.1, all standard reports that use an aging principle no longer prompt users for an aging principle. Maconomy assumes that certain aging principles have been set up.

Customized Reports

If you are upgrading to Maconomy 2.2, you should note that customized reports typically use the aging objects that were available before Maconomy 2.2. Those aging periods are hardcoded, and the reports prompt users to indicate whether they should use the entry date. The hard-coded aging objects are deprecated as of Maconomy 2.2.

Note: These aging objects are no longer maintained and are not included in the universes after the release of version 2.2. It is therefore important to migrate customers' reports to use aging principles instead.

Mandatory Aging Principle Setup

Beginning with version 2.1.5, standard reports do not prompt you to select an aging principle. Reports that require an aging principle assume that you have set one up, and that you can indicate it via the option list and selected value, as explained in the preceding steps.

These aging principles assume the same Aging Principles option list as described in the preceding procedure:

  • WIP Aging reports: Designated by having the value WIP Aging in the Selected List field.
  • AR Aging reports: Identified by having the value AR Aging in the Selected Value field.
  • Aging reports: Identified by having the value AP Aging in the Selected Value field.

Utilization-Specific Setup

To take full advantage of the utilization facilities in BPM Reporting (including the Utilization and Realization reports and the Utilization universe), you must set up activities and employees to comply with the assumptions that are made.

Employee Utilization Pop-Up Literals

Some utilization figures are calculated by using the employee utilization pop-up that is defined on activities. BPM Reporting complies with the PSO setup, and you should set up Pop-Up Literals accordingly.

To set up employee utilization pop-up literals:

  1. Go to Setup » System Setup » Popup Fields.
  2. Search for and double-click Employee Utilization Levels.
  3. Insert lines for employee utilization literals as needed, for example:
    • Productive Time, Billable
    • Productive Time, Non-Billable
    • Non-Productive Time
    • Absence
    • New Business/Sales Time
    • Training Time
    • Sickness
    • Holiday
  4. For each activity, select the appropriate pop-up value (Billable Time, Productive Time, Absence Time) for Employee Utilization.

Fixed Hours Setup for Employees

Fixed hours are calculated from the week calendars, from the employee revisions, or as the minimum of fixed hours that are defined on both. Therefore, you must assign a week calendar to each employee and set up fixed hours for both week calendars and employees.

Note: You must have the correct access rights to configure some of these settings.

To set up fixed hours for employees:

  1. Go to Reference Workspaces » Set-Up » Week Calendars.
  2. For each week calendar to be referenced by employees, ensure that all of the necessary days within the weeks show the appropriate fixed working hours.
  3. Go to Reference Workspaces » Set-Up » Employees.
  4. In the Fixed Working Time card, assign a week calendar number.
  5. Assign employee-specific fixed working hours.
  6. Click Save.

Derived Dimensions for Employees

In utilization and realization reports, you can drill down on employees' dimensions. This is different from other reports, where you drill down on the dimensions of transactional entries to which standard dimensions are assigned. For drilling down to be meaningful, you must assign values for all ten standard dimensions for each employee.

To set up derived dimensions for employees:

  1. Go to Reference Workspaces » Set-Up » Week Calendars.
  2. In the Derived Dimensions card, assign values to the available dimensions.