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M.D.2.I. M anagement, D éveloppement I nternational & I nformatique SARA EDF PE PRESENTATION Introduction SARA: Special Account Régie d’Avance Budget accounting.

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Presentation on theme: "M.D.2.I. M anagement, D éveloppement I nternational & I nformatique SARA EDF PE PRESENTATION Introduction SARA: Special Account Régie d’Avance Budget accounting."— Presentation transcript:

1 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique SARA EDF PE PRESENTATION Introduction SARA: Special Account Régie d’Avance Budget accounting software to manage the Programme Estimates funded by the EDF. Designed in accordance with the latest Practical Guide for Programme Estimates funded by EDF Automatically producing the outputs and reports required by the Practical Guide. GENERAL DESCRIPTION

2 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique CHARACTERISTICS of SARA PE Accountancy system based on a double entry bookkeeping allowing an analytical and budget analysis. Environment : Windows XP, 7 or 8 Stand alone or internal network Compatible with SARA NAO (the same databases are readable in both SARA NAO and SARA PE). GENERAL DESCRIPTION

3 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique CHARACTERISTICS (2) Follow-up of the PE(budget commitments, disbursements and various operations). multicurrency management Data Protection : 4 levels of passwords 3 languages(French, English, Portuguese) GENERAL DESCRIPTION

4 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique CHARACTERISTICS (3) Data export /import in excel format. Printing in pdf and excel format Automatic saving of the databases. Reports of error files to the editor (via website) Support through customer link on our website. Automatic saving of the database (backup). GENERAL DESCRIPTION

5 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique ADDITIONAL CARACHTERISTICS Cheque management (even with multiple allocation) Validation &comments of the expenses and contracts (for the audit reports). Follow-up of the inventory goods; Expenses by area and staff member. Multicurrency management. GENERAL DESCRIPTION

6 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique OPTIONAL CARACHTERISTICS AT ADDITIONAL COSTS Management of VAT (even with several rates in the same invoice). VAT is automatically saved as various operation. Following up of the grants and call for proposals. Functionality on internet. GENERAL DESCRIPTION

7 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique OPTIONAL CARACHTERISTICS AT ADDITIONAL COSTS (2) Management and Evaluation (following up of the objectives, the expected and obtained results). Regional entering of PE expenses. Procurement plan and tender procedures. GENERAL DESCRIPTION

8 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique MAIN WINDOW GENERAL DESCRIPTION

9 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Project/ Identification THE PROJECT Project Identification

10 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Project / Financial plan THE PROJECT

11 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Programme estimates/ Identification IDENTIFICATION OF PROGRAMME ESTIMATES PROGRAMME ESTIMATES

12 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Programme Estimates / The Budget lines PROGRAMME ESTIMATES Entering the Budget Analytical plan and the chart of accounts. Entering the budget lines with the budgeted amount in the PE.

13 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Exemple of Programme Estimates/Budget lines PROGRAMME ESTIMATES

14 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique The contracts and purchase orders inside the PE CONTRACTS 3 rd level of commitment Always linked to a budget line of PE

15 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Structure of the Payments Payments could be: Either, directly linked to a budget line (payment without contract); Either linked to a contract; Or, directly linked to the PE (cash flow transactions). PAYMENTS

16 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Payment methods 4 payment methods: by bank by petty cash by cheque (simple or multiple allocation) by reimbursement of advance. PAYMENTS

17 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Payment methods (2) PAYMENTS

18 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Payments by cheque Payments by cheque are made in two steps: 1. Issuing the cheque (cash flow transaction) 2. Automatic payment of the cheque (just entering its N°) They may concern cash flow transactions, payments without contract or payments of contracts. PAYMENTS

19 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique PAYMENTS AND CONTRACTS VALIDATION The project may validate and/or comment their own expenses before sending a payment request to the NAO and to avoid its partial rejection). Unvalidated expenditure will be automatically added in the next record of expenditure if validated at the moment. Only the controller can validate or comment the expenses and contracts. VALIDATION

20 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Additional monitoring SARA monitors: Advances and reimbursement of the advances Inventories: ‘capital goods’ supplier’s accounts : monitoring of contracts Expenses by area and /or staff member. ADDITIONAL MONITORING

21 OUTPUT REPORTS M.D.2.I. M anagement, D éveloppement I nternational & I nformatique we have direct access to two menus of the output reports when a PE is selected.

22 SARA prepares the 4 types of payment requests (initial allocation, clearing, replenishment, reimbursement). Clearing and replenishment requests may refer to validated expenditure only or to all expenditure. Calculation of the amount of the record of expenditure is automatic, as well as printing the 19 documents constituting the file. RECORD OF EXPENDITURE PAYMENT REQUESTS AND RECORDS OF EXPENDITURE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique

23 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique RECORD OF EXPENDITURE: REPORTS Reference The practical guide. SARA produces the main outputs for the payment request. RECORD OF EXPENDITURE

24 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique ADDITIONAL OUTPUTS - Cash requirements - Following-up of the initial allocation Note: These two outputs, produced in EXCEL are automatically filled but can be freely modified. RECORD OF EXPENDITURE

25 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique The 5 main outputs Cover page 1.Summary table of expenditure by budget heading. 2. Summary table of budget consumption by budget heading 3. Detailed budget consumption by budget item 4. Detailed table of expenditure 5. Statement of reconciliation of the balance of the «programme estimate » bank account. RECORD OF EXPENDITURE

26 EXAMPLE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Summary table of expenditure by budget heading in (Currency)

27 EXAMPLE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Summary table of budget consumption by budget heading in (Currency)

28 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Detailed table of budget consumption by budget item SARA provides two different detailed tables : The first contains all the budget items (budget analytical account) The second follows additionnaly, for each budget analytical account, the budget divided along the chart of accouts. RECORD OF EXPENDITURE

29 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Summary table of budget consumption by budget heading in (Currency) In the example, budget heads don’t go further than the second position but we could go up to the sixth position.

30 RECORD OF EXPENDITURE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Detailed table of budget consumption by budget item in (Currency) Each budget item is ventilated by general account (= type of expenditure)

31 RECORD OF EXPENDITURE Detailed table of expenditure in (Currency). M.D.2.I. M anagement, D éveloppement I nternational & I nformatique

32 RECORD OF EXPENDITURE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Statement of reconciliation of the programme estimate bank account. The output report is generated in Excel format. The 2 right columns (account at the bank) should be filled manually. The formulas are preprogrammed for T2 to be equal to T1.

33 M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Additional output requested by the practical guife 1. Analytical balance sheet 2 & 3. bank ledger and cash ledger 4. Cheque issued not paid 5 & 6. Physical inventory of investment /Perpetual inventory 7. monitoring of the advances-prefinancing. Here are some examples of the most significant output report (following slides). RECORD OF EXPENDITURE

34 EXAMPLE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Bank ledger

35 EXAMPLE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Cheques issued not paid

36 RECORD OF EXPENDITURE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique List of ongoing contracts : debit = total amount of contract / credit = Payments already done.

37 RECORD OF EXPENDITURE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Statement of the monitoring of the advances-prefinancing.

38 RECORD OF EXPENDITURE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique Perpetual inventory of investments and capital goods

39 MEMOIRE DE DEPENSES M.D.2.I. M anagement, D éveloppement I nternational & I nformatique 18-Physical inventory of investment and capital goods

40 3.520 Euro per project (one financial agreement) and per geographical location, including 4 year support and maintenance and installation assistance by . Up to 5 computers. Are available at extra cost - The coding and input of the budget (300 EUR ) -The support of the accountancy up to the first memory of expenditure (300 Euros) TARIFF Price Of The License SARA FED PE M.D.2.I. M anagement, D éveloppement I nternational & I nformatique


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