SAGA v6 USER GUIDE - NGO Epiconcept · SAGAV6 Contact : [email protected] June 2012 : +33 1 53 02...

Contact : [email protected] June 2012

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User guide

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SAGA v6

USER GUIDE


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CONTENTS

Chapter 1: Introduction ............................................ 5

Introduction and historical background ................................................. 5

Installing and updating SAGA ................................................................. 6

Screen display ............................................................................................................ 7 Control and indexing files .......................................................................................... 9 General operating information ................................................................................ 10

Chapter 2: Setup ..................................................... 14

Management of the financial mission ................................................... 14

Creating a financial mission .................................................................................... 15 Select a financial mission ........................................................................................ 16 Modify a financial mission ....................................................................................... 17

General parameters ............................................................................... 19

Chart of accounts ..................................................................................................... 20

Donors ....................................................................................................................... 21 Sections ..................................................................................................................... 21

Countries ................................................................................................................... 22 Currencies ................................................................................................................. 22 Activities .................................................................................................................... 23

Contexts .................................................................................................................... 23

Functions .................................................................................................................. 23

Mission parameters ............................................................................... 24

Budgetary periods .................................................................................................... 24

The projects .............................................................................................................. 25 Donor plan ................................................................................................................. 32

Financing contract.................................................................................................... 36 Expatriate staff .......................................................................................................... 44 National staff ............................................................................................................. 49 Suppliers ................................................................................................................... 51

Exchange rate ........................................................................................................... 53 Exchange donor ....................................................................................................... 54 Books ......................................................................................................................... 57

Chapter 3: Administration ...................................... 60

Disconnexion / Connexion .................................................................... 60

Password management ......................................................................... 61

Choosing a language ............................................................................. 62

Chapter 4: Analyse ................................................. 63

Analytical axis ........................................................................................ 64

Analytical plan ........................................................................................ 72


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Chapter 5: Entry ...................................................... 76

Opening a month .................................................................................... 76

Books ...................................................................................................... 77

Accounting ............................................................................................. 78

Extra-accounting .................................................................................... 82

Lump sums ............................................................................................. 82

Simulations ............................................................................................. 83

Splitting .................................................................................................. 84

Modification and adjustment entry ....................................................... 84

Matching ................................................................................................. 87

Chapter 6: Printings ................................................ 89

Printings ................................................................................................. 89

Book ........................................................................................................ 90

Accounting and/or extra accounting balance ...................................... 94

General balance and general consolidated balance ............................ 95

Historical record ..................................................................................... 96

Financial plan ......................................................................................... 97

Cash flow report ..................................................................................... 98

Follow up ................................................................................................ 99

Financial report .................................................................................... 104

Final financial report ............................................................................ 108

Expatriate staff ..................................................................................... 109

Calculation tool of the weighted average exchange rate .................. 111

Analytical report ................................................................................... 112

Audit report .......................................................................................... 114

Selector ................................................................................................. 115

Chapter 7: Closing ................................................ 120

Monthly accounting closing ................................................................ 120

Provisional closing ................................................................................................. 120 Cancellation of provisional closing or provisional unclosing ............................ 123

Simultaneous provisional closing of all the books ............................................. 123 Definitive closing .................................................................................................... 125

Yearly accounting closing ................................................................... 129

Provisional closing ................................................................................................. 129 Cancellation of provisional yearly closing ........................................................... 129 Final closing ............................................................................................................ 130

Closing of a financial contract ............................................................ 131

Provisional closing ................................................................................................. 131 Unclosing of a financial report .............................................................................. 132 Definitive closing .................................................................................................... 133

Closing of an analytical axis ............................................................... 134


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Provisional closing ................................................................................................. 134

Unclosing of an analytical axis ............................................................................. 135 Definitive closing .................................................................................................... 136

Chapter 8: Sending and receiving files .............. 137

Sending files ......................................................................................... 137

Sending of the provisional entries ........................................................................ 137 Sending of final writings and/or mission’s parameters ...................................... 138 Sending of the general parameters ....................................................................... 141

Interfaces ................................................................................................................. 142

Receiving files ...................................................................................... 143

Reception of the provisional writings ................................................................... 143

Receiving the final entries and/or mission’s parameters (in periphery from capital) ..................................................................................................................... 145

Reception of the general parameters .................................................................... 147 Interfaces ................................................................................................................. 147

Receiving an Excel book ..................................................................... 147

Chapter 9: Saving, Restoring and Archiving accounts ................................................................ 150

Saving accounting ............................................................................... 150

Restoring accounting .......................................................................... 151

To file the bookeeping ......................................................................... 152

Chapter 10: Help ................................................... 154

Saga Handbook .................................................................................... 154

Infos ...................................................................................................... 154

Versions ................................................................................................ 154

Bug Report ........................................................................................... 154

Appendix ................................................................ 155

Level of access .................................................................................... 155

Glossary................................................................................................ 157


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Chapter 1: Introduction

Introduction and historical background At the end of 1997, the Belgian, Spanish, French, Luxembourg and Swiss operational MSF sections decided to jointly develop, at international level, a management and accounting software adapted to financial missions. The beginning of the year 1998 was devoted to the analysis of the respective requirements of sections, to the choice of the supplier and to the drafting of a specification detailing the functions of the future software. In September 1998, the first versions of SAGA, concocted by EpiConcept, arrive at the Headquarters. During 1999, a smart and buoyant, international team tested the software and planned its implementation in the first missions. Since January 2000, all the missions are using with this software. Since then, the following NGO started to use SAGA: ACF Paris, ACF Madrid, ACF New-York, ACSUR Madrid, ACTED, AMI, Croix-Rouge Française, Enfants et développements, MADERA, Medicus Mundi, MSF Belgique, MSF Luxembourg, MSF Suisse, NCCI, Penal Reform, Pharmaciens sans Frontières, RCN Bruxelles, RET Suisse, Solidarité, Solidarité Afghanistan, Terre des Hommes, Médecins du Monde Belgique, Médecins du Monde France, OXFAM Barcelone, Enfants du Monde, Care France, FGH Mozambique, , Première Urgence… The version 6 is the current version and is available since mars 2012. The aim of this manual is to offer a practical and user-friendly tool for every Saga users. Enjoy your reading!

Audience :

HQ

CAPITAL

PERIPHERY


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Installing and updating SAGA

SAGAV6 is available through an exec file named « saga6install.exe ». This file must be used with the “general paramters” file which contains the specific setup of your organization. These two files are available via the organization SAGA referent. How to install a new SAGA version?: The very first point is to save your database. If you are installing SAGA for the first time, there is of course no saving to be done. Go straight to the following point. If you already work on a previous SAGA version, make a backup via the menu “File/Save the accounting” Note: If save on the computer hard drive disk, it is advised to save your backup in a different folder as the install directory. The best way to process is to store the backup on an external hard drive disk (or USB stick). Quit SAGA. Uninstall the program. Ensure the Saga install directory has been deleted (use the window explorer to check). You may also delete the Saga icon. Via windows explorer, launch sagainst.exe. Follow the instructions displayed during the process. You may modify the default parameters if needed (or advise by the headquarters). Choose the language to use during the install process. The selected language will be used as working language during the first use of SAGA (you can switch very easily through the menu). Follow the instructions and confirm then needed. When the program displays “finished”, you must confirm to exit the installation procedure. When returning to Windows, you will note that a “SAGA Program” icon is available on your “desktop”. SAGA will be launched through this icon. To install the user manual, launch the manual install file that you have downloaded previously. Follow the instructions: you have to check that the installation of this module is correctly done on the directory \Program Files\SAGA4 where the saga program is installed.

Launching SAGA


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On the desktop, use the « SAGA v4.11 » icon to launch the program. You have to login to access the SAGA interface. The login is available at the head quarter.

SAGA is made up of six menus and nine icons. Menus File

Control/Index the files

Management of financial mission

Sending of files Sending of the provisional writings Sending of the final writings and/or the parameters missions Sending of the writings extra-accountants Sending of the general parameters Sending of all accountancy Sending of simulation/commitment entries Interfaces

Data export

Receiving files Reception of the provisional writings Reception of the final writings and the parameters mission Reception of the writings extra-accountants Reception of the general parameters Receiving of a financial mission Reception of simulation/commitment writings Interfaces

Data import Excel books Payroll files (Homere Software)

Save the accounting

Restore the accounting

Create a field

To file the bookkeeping

Exit Bookkeeping

Open a book Accounting Extra accounting Lump sum Simulations

Open a month

Matching

Screen display


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Closing Monthly closing

o Start the closing o To cancel the closing o Closing script

Yearly closing o Provisional closing o Cancel provisional o Final closing o To cancel definitively o Audit of the base

Audit of the base Parameters

General Currencies Countries Chart of accounts Sections Donors Activities Contexts functions

Missions Books Budgetary periods/amendments Projects Financing

o Donor plan o Financing contracts

Analyze o Analytical plan o Axis

Human resources* o Expatriate staff o National staff

Suppliers Exchange rate Exchange rate Donors

Administration Disconnection/connection Password management

Language French English Spanish Portuguese

Print outs

Print outs

Selector Help


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SAGA user guide

About

Other mission parameters

Release note

Bugs report

NGO wiki Icons

Open a book Selector Print outs Financing contracts Analytical axis Expatriate staff National staff Import from Excel Projects

Definition of the command. The command “Control/Index the files” controls and reorganises the databases of the software program. Aim. This command is to be used whenever a program or computer failure occurs: abnormal blocking or output, power cut, computer failure, wrong operation, or any other program failure. SAGA automatically performs a control and a re-indexing during some operations, but it is keenly recommended to regularly use this command manually. Functionality. *In the “File” menu. *Click on “Control/Index the files”. A table is displayed to sum up the following queries. By default, all the queries are selected. Press the “Launch” button to run the selected queries. Description of the control/Index process:

Rebuilding the database index

Control and indexing files

1

1 2

3

3 2 4 5 6 7 8 9

4 5 6 7

8

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Recalculation of the balances

Correction of the entries with a split number equal to zero

Checking the X entries without any “monthly closing” status

Closing date control in the accounting table

General parameters activation control

Check that the account setup in the financing contract line exists in the chart of account

Recoding the debit and credit that have more than 3 decimal digit

Recoding the entries having an invoice date setup to zero

Deletion of the double entries in the plandon and budget tables

Deletion of the unused files

Checking of the consistency of the analytic datas in the compta table

Checking of the defined length in the general parameters

checking of the IDMISSION value in every database table

Deletion of the special characters in the varchar type variable

checking of the internal transfer entries with currency exchange with a space character in the secondary label

checking of the “mois” value for every simulation entries

checking of the “tiers” value

In addition to the typical commands of the Windows environment and depending on the chosen function, a series of buttons corresponding to available commands appear on the screen. The most frequently used are briefly defined below.

General operating information


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New: button for recording a new item of data. Modify: allows one or more items of existing data to be changed. Delete: makes existing data disappear. Activated only/All: makes activated data appear or all. To validate: saves the recording in progress whether it is a new entry or a modification. Cancel: stops the operation in progress without recording it. Print: edits the data of the function currently being used. Close: quits the function or the application currently being used by clicking on the “close” button or on the cross located in the top right-hand corner of your screen. In addition to these buttons on which you click with the mouse, some keys on the keyboard allow you to open menus or “surf” more quickly from one field to another on a same screen. Simultaneously, pressing the keys ALT & first letter of one of the menus call the menu with the name that starts with that letter. For example, by pressing the keys ALT & F, the menu “File” is called.

When the scroll menu is on the screen, you can use the arrows to position yourself on

one of the commands, to select the command, press enter .

In the menu, if the command is followed by an arrow , it means that there is a submenu. Some submenus of “File” and “Bookkeeping” menus are directly accessible by the shortcuts Ctrl & a letter; the list is available on the next page, in the item “In short”. The settings functions are directly accessible by the shortcuts Ctrl + Alt & a letter, the list is available on the next page, in the item “In short”. To quit SAGA, press ALT & F4 simultaneously. The command F2 can be used to view a list of parameters activated in the form of scroll menus: accounts, third parties, projects, financing lines, sections, etc.

To move from one field to the next in an entry or settings screen, you can use the arrows

!

Or even, you can use the enter key or the tab key, which will make you move to the following field and will validate at the end of the run. By double clicking on a line of a list, projects, financing contracts, suppliers, accounting entries, etc., you activate that line.


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Shortcut list: - Alt + F: file menu. - Alt + B: bookkeeping menu. - Alt + P: parameter menu. - Alt + E: edition menu. - Alt + A: help menu. - Alt + F4: close SAGA. - Ctrl + C: sending of files/from periphery to capital. - Ctrl + P: sending of files/from capital to periphery/from capital to SAGA. - Ctrl + S: sending of files/from capital to headquarters. - Ctrl + A: sending of files/from headquarters to capital. - Ctrl + G: receiving of files/in capital from periphery/from SAGA. - Ctrl + D: receiving of files/in capital from periphery/from DOS99. - Ctrl + V: receiving of files/in periphery from capital. - Ctrl + N: receiving of files/in capital from H.Q. - Ctrl + U: receiving of files/at H.Q. from capital. - Ctrl + M: books/accounting entries. - Ctrl + X: books/extra-accounting entry. - Ctrl + F: books/lump sum entry. - Ctrl + L: books/simulation entry. - Ctrl + E: close/monthly closing/launch closing. - Ctrl + Z: closing/monthly closing/closing script. - Ctrl + Y: closing/annual closing/provisional closing. - Ctrl + Alt + D: parameters/general/currencies. - Ctrl + Alt + P: parameters/general/countries. - Ctrl + Alt + M: parameters/general/chart of account. - Ctrl + Alt + S: parameters/general/sections. - Ctrl + Alt + F: parameters/general/donors. - Ctrl + Alt + A parameters/general/activities. - Ctrl + Alt + C: parameters/general/contexts. - Ctrl + Alt + Z: parameters/general parameters - Ctrl + Alt + B: parameters/mission/books. - Ctrl + Alt + J: parameters/mission/projects. - Ctrl + Alt + L: parameters/mission/financing/donor’s plan. - Ctrl + Alt + N: parameters/mission/financing/financing contract. - Ctrl + Alt + O: parameters/mission/suppliers. - Ctrl + Alt + T: parameters/mission/exchange rate. - Ctrl + Alt + X: parameters/mission/budgetary period. - F2: scroll menu. - : down, up, left and right. - or tab: to the next and validate. - Double click: activation of a line.


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Let us now get down to the core of this manual: the use of the software program. A financial mission could be compared to a building, perpetually being built, the framework of which would be the settings and the bricks forming the walls would be the accounting data. For the building, representing the financial mission, to be solid, it is essential for the financial manager or prime contractor as it were to perfectly master the whole functionality of the software. The following chapters intend to be the practical guide to such mastery. Since those chapters intend to be mainly practical, you will therefore find the definition of the command, its aim and its functionality. In short: “what’s that”, “what is it used for” and “how is it used”. Out of concern for educational clarity, a certain redundancy in the terms is applied in this chapter.


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 2: Setup

Management of the financial mission SAGAV6 allows to manage several financial missions in the same database. The creation/change/deletion of financial mission is available through this module.


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Definition of the command. Creation of a new directory called with the same name as the financial mission. Functionality. The functionality is available in the financial mission management module via the “new” button. The set-up screen appears. Select the reference Headquarters. Select the country code followed by a figure, which will be communicated by the headquarters. Complete the field “description of the financial mission”. Select the reference currency. Currently, it is the headquarters currency. Select a location code and validate the operation.

Creating a financial mission


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Select a financial mission

Aim. SAGAV6 allow to manage several financial missions. Only one financial mission can be activated. All the process would be launch on the active financial mission.

Functionality. In the management module, you just have to double click on the selected financial mission or to simple click and press the “next” button.


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Definition of the command: The point here is to change the settings of a financial mission. Functionality. In the management module, select the financial mission you want to change. Press the “modify” button. The following screen is displayed. Make the changes and validate with the “Validate” button.

Before any use of the software, the financial “framework” of your mission must be raised and, in order to do so, a series of parameters must be activated or created by the financial manager of the financial mission. Two main categories of parameters exist in SAGA: general parameters, which are detailed in item B of this chapter, and mission parameters, which are the subject of item C. The general parameters are setup in the Headquarters by the SAGA referent. The mission parameters are setup by the financial referent of the mission. Only the active general parameters can be used during opening operations. In addition to these two categories of parameters, a series of other information, such as passwords or user language, must be entered in the program. A description of that information is accessible in items C and D of this chapter. The parameter setting will be completed or revised according to the progress of the mission. For example, the opening of a new project will automatically entail the creation of that project in the program; a new advance allowed to a new member of national staff will automatically entail a modification of mission parameters, namely the recording of the code, the name and the first name of that person in the “national staff” parameters, etc.

Modify a financial mission


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The order in which the parameters are commented and explained hereafter is the logical order in which parameters are recorded. Indeed, for example, just as it is logical to build the walls of a house before fixing the doors to them, it is logical to activate the CFA currency before being able to create the accounting books which will record the expenses in CFA. Access to some stages of settings is restricted to some users. For information, four types of users, corresponding to four access levels, work on SAGA:

• In A level, the HQ Masters (SAGA referent), who have access to the management of general parameters. They are the only users that are able to create and manage the general parameters.

• In B level, the HQ consultants, notably the financial experts of missions and assistants (B), the financial controllers (CH) or FINOCOS (SP) of headquarters, for whom it is possible to consult the settings and the captured data.

• In C level, the financial managers of financial missions, who have access to mission settings, to accounting entry, to provisional closing and unclosing and to final closing.

• In D level, the encoders of financial missions, who may capture and close provisionally.

All the users have the possibility to consult and edit the parameters or the data of a financial mission. A summary table of rights of access, according to software functionality, is available in the chapter “annex documents” of this manual. When logged as A profile, you have the possibility to change the financial mission code and the field code. Note that the books with the old codes would be changed for the new ones. While logged as A level, it is possible to change the financial mission code and the location code. Note that the location code in the books would be change automatically.


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General parameters Definition of the command. These parameters are common to all the financial missions that use this software, whatever the reference section may be. Three exceptions to this rule: the accounts linked to the expatriates to follow the specific national laws; the list of donors and the list of currencies which -beyond the shared data level- are liable to be completed by the different headquarters. There are eight kind of general parameters, they may be displayed or activated in an existing database. It is possible for you to view all the parameters by clicking on the button “all” or to restrict viewing to active parameters by clicking on the button “activated only”. It is possible to print the whole of the parameters or active parameters by clicking on the button “print”. The selection and viewing of general parameters are accessible to all SAGA users, whereas the modification, deletion or adding of parameters are prerogatives reserved for SAGA Masters at the headquarters! Note: general parameters selected for the setup of a financial mission i.e., the section of reference, the country and the reference currency are automatically activated during set up. Aim. This is the submenu used for the choice or the consultation of main parameters of the software. Functionality. Available in the “parameters/General” menu:


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Chart of accounts

Definition of the command. List of all the allocation accounts used by financial missions. Class and family group these accounts. In the SAGA software, account classes and families are referred to as “title accounts”. All the accounts are activated, by default, since all are liable to be used by the mission. Headquarters can activate or deactivate some accounts, depending on their specific requirements. « H.Q only » option : The account can be used only for extra accounting entries. If such an account is selected in an accounting book, the following message is displayed: « This code can only be used for H.Q expenses » « Third party » option : The third party linked to an account display a predefine list of third party while entering. If this option is not selected, the third party field is not displayed. Aim : It is the command that allow to access the chart of account while entering. Other available options Code for interface option : used for the import/export through the HQ accounting software. The accounting code entered in SAGA would be automatically replaced by the interface code during import/export process. This code would be usually setup by the HQ. National code option : display an extra field in the chart of account setup. It can be used to edit books and Accounting balance for this national code. Usually used for national audit to print reports with the national chart of account. PCG account : used only for SAGE (HQ accounting software) export. In the next SAGA release, it will be replaced by the code for interface. Contextual online help : SAGA allows you to define a contextual help (guideline and example in the entry screen) relate to a specific account and a type of expense (accounting, extra accounting, simulation and lump sum). This would show the user how to format the label for a specific account and a type of expense. The guideline will contain the description of the entry label format (who/when/where/amount) and the example will contain the result of the entry (Guillaume/july 2012/Paris/1200€). The setting screen is available through the “advance” button for every account code.


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Donors

Definition of the command. It is the list of institutional or private donors that finance the organization projects. As previously specified at the beginning of the chapter, the list of donors may vary from one section to another, some being international donors, i.e. common to all sections, others being typical donors of a section. Aim. This function is called on for the selection of donors who finance the projects of the chosen financial mission. Functionality. Enabling a donor: Select the donors, tick the “Activated donor” box and press the “Validate” button.

Sections

Definition of the command. List of the operational sections (example : MSF France; MSF Belgium...). Aim. This command is used to activate the MSF sections useful to the chosen financial missions. The useful sections are those that either generate income or expenses to be allocated by the financial mission, or intervene as a reference section in one of the SAGA modules. Example: human resources parameters. Functionality. Select your reference section and any other section which intervenes in the financial mission, whether at project, expatriate, financing contract, transfer level, etc. Click on “modify”, “activated section” and “to validate”.


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Countries

Definition of the command. List of all the countries identified by their name and their ISO code. « Interface code » option : used only for HQ software data export (OM and CCMX software). « Headquarter code » option : used only for HQ software data export (TOTEM software). Aim. This is where the financial mission countries with which the chosen mission is working are activated. The complete list is also used for the “nationality” field of the “Human resources/expatriate staff” parameters. Functionality. Select the useful countries. Click on “modify”, “activated country” and “to validate”.

Currencies

Definition of the command. List of all world currencies identified by their name and their ISO code (=ISO country + 1st letter of the currency). As previously specified at the beginning of the chapter, the list of currencies could vary from one section to another, since some are accounting phenomena typical to a section. Example: the Somali kilo shilling (SOK), which corresponds to 1 000 Somali shillings (SOS). « Currency number » option : used only for HQ software data export (SAGE software). It will be replaced soon by the code for interface. Aim. In this list, the aim is to activate all the currencies used by the mission for setting parameters or for recording of data. Functionality. Select the necessary currencies. Click on “modify”, “activated currency” and “to validate”.


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Activities

Definition of the command. It is the natures of projects according to a common typology defined for every country. Aim. You can view the types of activities proposed. This function will be used when the projects of the financial mission are being parameterised. Functionality. No selection to be made, they are all active.

Contexts

Definition of the command. It is the environment in which the projects take place. Aim. Having a list of every items of context. This list is displayed during the financial mission setup. Functionality. No selection to be made, all are active.

Functions

Definition of the command. List of expatriate functions identified by a code and the name of the function. Aim. You can view the types of functions proposed. This command will be used when the expatriates of the financial mission are being encoded. Functionality. No selection to be made, all are active.


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Mission parameters Definition of the command. It is all the settings that are specific to a financial mission. Aim. This is the submenu used by the financial manager for the creation of the parameters specific to the chosen financial mission. Functionality. In the “parameters” menu Select “missions” Select one of the seven existing functionalities. The order in which they are presented in this manual is the logical order of the initial parameter settings.

Budgetary periods

Definition of the command. The budgetary period are used in 3 modules :

During the setup of the budget linked to the project; the budgetary period type is EXB.

During the setup of the budget linked to the financial contract: the budgetary period is EXC (original donor budget or amendment)

During the setup of the budget linked to the analytic axis: the budgetary period is EXC (original donor budget or amendment)

The EXB budgetary period : It is the civil year corresponding to the budget planning of the projects of the financial mission. For some sections, the budgeting of a mission is revised at periodic intervals in the course of the civil year. Consequently, there could be several budgetary periods for the same civil year. In order to differentiate them, the year is followed by a dash and a figure. For example 2001-1 is the initial budgetary period, 2001-2 is the revised period at the end of the first quarter, 2001-3 corresponds to the mid-year revision and so on. The EXC original donor budget or amendment : They are used to setup financial mission and analytical axis, they must be composed of the contract or axis code followed by a dash and a figure between 0 and 9 (examples : USAID-0, UNICEF-1). During the creation of a financial contract or an analytical axis, if not exist, an EXC budgetary period is created by default. Functionality. Click on new Note: by default, a new budgetary period created is activated. Enter the code, i.e. the civil year followed by a dash and the figure corresponding to the required period. Example: 2001-1 Enter the description. Example: Initial budgetary period.


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The default dates are those of the start and the end of the civil year corresponding to the budgetary period defined by the code. Validate If a budgetary period is no more used, you can deactivate it, so, useless parameter won’t appear any more at each encoding or consultation. Click on modify and tick off the “active exercise” box to deactivate it. Caution: the deactivated date must be held at a later date that the end of budgetary period and all deactivated parameter can be filed. Note : Before filing, any deactivated parameter can be reactivated. Caution, it’s always possible to delete a budgetary period but it is impossible to delete a budgetary period used beforehand. Exporting a budgetary period list to Excel Definition: This functionality allows to export automatically a SAGA budgetary period list to Excel. SAGA will create one line for each period and one column for each data field. Functionality: Right click on the project list to access the export interface. Enter the file name before launching the process.

The projects

Definition of the command. It is a specific activity in a defined geographical area. From a financial point of view, a project is a cost centre. « Code for interface » option : used only for HQ software data export . Aim. This is where the projects are defined financially according to a series of attributes typical to each of them. Parameter setting is defined in 2 phases. The first phase is the attribution of data specific to the whole of the project, i.e. a serial number, a name, a location, start and end dates, a currency, a section, a type of context and a type of activity. The second phase is the encoding of the budget of the project relating to a chosen budgetary period. It involves entering the amounts appearing in the annual budgeting corresponding to the project. Functionality. Click on new Note : by default, a new project created is activated. First phase: project tab. Project number, this number is communicated by the headquarters. Title. Place.


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Start and end date of project. It goes without saying that the estimated end date may be modified at any time according to the progress of the project. Currency: the budgeting currency, i.e. the currency of the reference headquarters of the project. Section: the section of the reference headquarters of the project. Caution, it does not automatically concern the reference section of the mission but rather the section in charge of the project. Example: an international mission has a reference headquarters, and a section supports each project of that mission, which may be different from that of the reference headquarters. Context. Activity.


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At this stage, you do not validate; the budget of your project still has to be recorded. Second phase: budget tab Click on budgetary period and make your choice. Click on new The dialogue box appears. The possibility is offered to enter the budget by account or by family, in the latter case, click on the field located to the left of “entry by family” and accept by clicking on OK.


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The list of all the accounts or families alone will appear on the screen, as you choose. Click on the first account or the first family. The description appears in the top part of the window. Click on the field free to the right of that description and enter the amount + *enter. Move on to the following line. Validate The budget of a project is parameterised by account or by family. Whatever your choice may be, the software gives the total per family at the bottom of the window and the total budget of the chosen period, at the top. These totals correspond strictly to the totals appearing in the budget planning for the budgetary year. Note: Each budgetary period corresponds to a budget for each existing project; as such there is no need to recreate all projects at each new budgeting. If a project is no more used, you can deactivate it, so, useless parameter won’t appear any more at each encoding or consultation. Click on modify and tick off the “activated project” box to deactivate it. Caution: the deactivated date must be held at a later date that the end of project and all deactivated parameter can be filed. Note: Before filing, any deactivated parameter can be reactivated. Caution, it’s always possible to delete a project but it is impossible to delete a project previously used.


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Extra features Importing a project list from Excel Definition: This functionality allow to import automatically an excel list of project in SAGA. Functionality: Right click on the project list to access the interface. You have to enter the following parameters:

Excel sheet n° : enter the excel tab number containing the project list Starting/ending line number: enter the number of the excel project beginning line and the number of the excel project ending line. Column number setup: Warning: the “A” column relate to number 1 in SAGA (no letters allowed) Project code (compulsory) : enter the column number that contains the project number. Description (compulsory) : enter the column number that contains the project description. Locality (not compulsory) : enter the column number that contains the project town. Start date (not compulsory) : enter the column number that contains the project start date End date (not compulsory) : enter the column number that contains the project end date Currency (not compulsory) : enter the column number that contains the project currency Section (not compulsory) : enter the column number that contains the project section Context (not compulsory) : enter the column number that contains the project context Activity (not compulsory) : enter the column number that contains the project activity Exporting a project list to Excel


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Definition: This functionality allows to export automatically a SAGA list of project to Excel. SAGA will create one line for each project and one column for each data field. Functionality: Right click on the project list to access the export interface. Enter the file name before launching the process. Importing a budget project from Excel Definition: This functionality allow to import an excel budget in the budget tab of a project. Functionality: Select the project upon which you want to import the budget. Click on « Modify ». Select the budget tab Select « Importing an excel budget file » via a mouse right click. You have to enter the following parameters:

Warning: the “A” column relate to number 1 in SAGA (no letters allowed) Excel sheet nbr : enter the excel budget tab number Starting/ending line number: enter the number of the excel project beginning line and the number of the excel project ending line. Project column/line number : enter the column number and the line number of the project code excel cell. It will allow SAGA to check that the project code of the excel file match with the selected project in SAGA. Currency column/line number : enter the column number and the line number of the currency excel cell. It will allow SAGA to check that the currency in the excel file match with the selected currency in SAGA. Account code : enter the column number that contains the account number Amount: enter the Excel column number that contains the budget amount


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Exporting a budget project in Excel Definition: for a selected project, this functionality allows to export a budget in Excel. Functionality: Select a project Press the “modify” button Select the budget tab Right click on the project list to access the export interface. Enter a file name before launching the process.


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User guide

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Donor plan

Definition of the command. It is the standard model, without numbers, that can be used during the entry of a budget of financing contracts. Donor plans Models are composed of financing lines with which accounts of the international chart of account are associated. The budgets of financing contracts are recorded on the basis of one of those standard donors’ plans. Nevertheless, it is possible to capture a user plan directly in the sub-menu “financing contract” described in the following point of this chapter. Models created by headquarters are referred to as “Donors’ plans” and those created by the financial mission are referred to as “User plans”. Aim. This function allows you either to consult an existing donor’s plan or to create a new model. Two possibilities are offered by the software for creating a new donor’s plan, modify an existing donor’s plan or create one of them from scratch. Functionality. Click on one of the three options that are offered to you. Load: selection of one of the existing standard donors’ plans, with a view to consultation or modification. Click on “Load”. Choose one of the existing models. Click on “ouvrir” or “open”, the model appears.


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To consult the accounts linked to the financing lines. Click on the line’s heading. The accounts appear in the right-hand part of the window. To modify the model of the current donor’s plan. Click on the line heading that you wish to modify. Click on “modify” Move on to the right-hand window. Code Bdf (donor – “Bailleur De Fond” in french): it is the code of the line that defines the sequence of the financing lines. The “title account” line displays a sub total. For example: code 01.00 will be displayed after the code 01 and before code 01.01. In the financial budget contract, the total sum of the lines 01.00 and 01.01 would be displayed in line 01.

Donor code Line Description

01 Personnel

01.00 EXPATS Expatriates

01.01 NATION National staff

02 Logistics

02.00 SHELTER Shelter

Line code: this is the code that defines the line in the proposed list when choosing the financing line within the accounting entry. Description: name of the financing line. Accounts: select the accounts of the chart of account that you wish to associate with the current line by clicking on the square to the left of the account to be activated. When an account is active, the symbol * is displayed in the square to be ticked.

If it is a lump sum heading, click on “Lump sum” and if it is a title account, click on “Title account”, but in the latter case you do not associate “Line code” and “accounts”. Validate Move on to the modification of the following heading.


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To delete a financing line or a heading in one of the existing lines, click on “delete” When the modifications are completed, you record the new model by clicking on “Save”, enter a name in the field “File name” and click on “Save”. A new model of “user plans” is now available for the parameter setting of the financing contracts’ budget. All the donors’ plans, created by the headquarters, are in the repertory “Donors’ plans” and have an extension .pdo, whereas plans created by the financial manager of the mission are in the repertory “User plans” and have an extension .pdu. Create: creation of a new user plan. Click on “Create”. Click on “New” to create a new line financing. Move to the right-hand window. Code Bdf (donor): enter your data as explained above in the “load” section Line code: enter your data. Description: enter your data. Accounts: select the accounts from the chart of accounts that you wish to associate with the current line. Validate and repeat the operation for each line of the new donor’s plan to be created. Save: recording a new user plan or saving modifications to an existing user plan. It is possible for you to export a donor’s plan or a user plan to an EXCEL file. This possibility allows, for example, a budget to be drawn up on the basis of a standard donor’s plan. Functionality. When the user or donor’s plan is displayed, click on the “Export” button. Make the choice of the directory under which the EXCEL file has to be recorded. In the field at the top of the window, the program proposes the default directory of the financial mission in which you are working at the time of exporting. It is therefore a free choice, but you are keenly advised to create a separate directory for this type of files. Type the name of the file in the field “nom de fichier” or “file name”. The software will give the EXCEL file, the default name of the exported donor’s plan with an extension .XLS, but it is a free choice. Click on “save”. The file is now available, no longer via SAGA, but via EXCEL. Caution, when saving for the first time, it is necessary to rename the file so that it is recognized as an EXCEL file.


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Importing a donor plan from Excel Definition: This functionality allow to import an excel donor plan in SAGA. Functionality: Select « Importing a file from Excel » via a mouse right click. You have to enter the following parameters:

Warning: An Excel column relate to number 1 in SAGA (no letters allowed) N° of Excel sheet: enter the excel tab number from which you want to import datas N° of starting line/N° of the finishing line: enter the number of the excel sheet beginning line and the number of the excel sheet ending line. Donor code: enter the column number of the donor code column. Line code SAGA: enter the column number of the Line code column. Description: enter the column number of the description column. Account: enter the column number of the Account column. Administrative cost: enter the column number of the Administrative cost column. Direct cost: enter the column number of the direct cost column. Lump sum: enter the column number of the lump sum column. Title account: enter the column number of the title account column. Compulsory data have a label in bold letters: donor code, description, account.


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Financing contract

Definition of the command. Financing assigned to the chosen financial mission. Aim. The donors of the mission have been selected in the general parameters. It is now question of entering the attributes of the awarded financing given by the donors. Parameter setting takes place in three stages. The first one defines the general characteristics of the contract, the second selects the projects financed by that contract and the third stage involves encoding the budget of the contract. Functionality. Click on new Note: by default, a contract created is activated. First stage: “Contract” tab. Code: The codification of contracts being different from one section to the next, each section will give, to its financial missions, the necessary instruction for completing this field. Title: the one that appears on the draft or the signed contract. You are entitled to 30 characters; it is up to you to synthesise while keeping the main point. Donor: select the name of the signatory of the contract from the list of donors. Reference: the one indicated on the draft or the signed contract. Original donor budget or amendment to display: the displayed items are the one which have codes that correspond to the contract or axis. As an example, if the contract is “abcdef” then the budget period must be “abcdef-x” where x is a figure between 0 and 9 that correspond to the donor budget version. Then, it is possible to save 10 versions of the budget for one contract. If no budget period corresponds to the contract code then it is automatically created. Start and end dates: the ones that appear on the draft or the signed contract. Tick “Accepted” field if the donor signs the contract. Amount: do not complete this field; the total will automatically appear in it when the budget of the contract has been encoded. Currency: the one appearing on the draft or the signed contract. Overheads: percentage of the total amount of the contract, not to be justified in a financial report, and stipulated on the contract. Those costs are repaid in a lump sum.


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Reference donor reference framework: the one that corresponds to the signatory of the contract. A choice of standard donors’ plans is proposed by clicking on the icon to the right of the free field. To select a user plan, click the bottom of the field to the right of “donor plans”. Select one of them and click on “open” or “ouvrir”.

If none seems to be suitable, it is possible to create a new one of them directly in the tab “fin. lines”, in that case, no selection will be made in the contract tab. Caution nonetheless, as soon as a contract has been parameterised and validated, it is impossible to change the donor’s plan! At this stage, do not worry about the commands “prov. closing.” and “fin. closing”. Second stage: “Projects” tab. *Click on the previously parameterised project(s) financed by the contract. The list of existing projects can be seen in the left-hand window.


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*Click on >: the names of the selected projects appear in the right-hand window “contract projects”. The sign < allows you to move the projects from the right-hand window to the left-hand one, which means that those projects are not financed by the contract in the process of having their parameters set.


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Third stage: “Fin. Line” tab. a) If you have selected a donor’s plan or a user plan in the “Contract” tab, proceed as follows: Click on the first financing line. Click on “change financial line”. Click then on “modify”. Enter the amount in the free field to the right of “Amount”. This is the amount that appears in the draft or signed contract. "Overheads" has to be flagged only for the last line of the contract. This line represents the percentage of overheads accepted by the donor. The total overheads has to correspond to the percentage marked in the contract tab. Click on the field to the left of “Lump sum”, if the heading is a lump sum. The field “Lump sum” is automatically ticked if the financing line is a lump sum for the chosen donor. It is always possible to deactivate this field, for example, to examine the amount of the actual expenses of a lump sum line. Validate the operation. Select the following financing lines and follow the same procedure. Subtotals per family are calculated automatically and are displayed on the right of the accounts titles in the “amount” column. It is also displayed in the “total contract” field inside the financial line description.


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The headings of financing lines not used in the financing contract are to be deactivated by clicking on the field to the left of “Active”. Of course, all are active, by default, in the standard donors’ plans, since all are liable to be used! It is possible to add accounts associated with a financing line by clicking on the button located to the right of the field “Accounts” and by ticking the chosen accounts. But, it is not recommended to delete a previously used account. It is always possible to activate or deactivate a financing line. The amounts allocated per financing line can be modified later on. But, technically speaking, it is not possible to delete a previously used financing line. When the three stages of the parameter settings of the financing contract are finished, you validate. The window of the contract tab reappears with the total amount of the amounts entered for the headings of the financing lines. It is imperative for that total amount to correspond to that of the amount of the financing contract. b) If you have not selected a donor’s plan or a user plan in the “Contract” tab, proceed as follows: Note: the logic of use is the same as the one described in point a), for the capture of a donor’s plan or a user plan; the only difference is the capture of the budget of each of the financing lines. Click on the button “Change financial line” located at the bottom of the window. Click on the button “Create” to create a new line. Donor code: important, this is the line code, which defines the sequence of the financing lines. As regards a title account, it also defines the place of a subtotal in the future budget. Line code: this is the code defining the line from the list proposed when choosing the financing line within an accounting entry. Description: the name of the financing line. Account codes: select the accounts of the chart of account that you wish to associate with the current line by clicking on the square to the left of the account to be activated.

Account title: used to enter a section title (for example: staff, transport, supplies and material…). When selected, only « Donor code » and « description » have to be entered. Overheads: Used to define the line upon which the administrative cost is going to be calculated. The calculation would be done regarding the percentage entered in the contract tab. Lump sum: used for fixed price line Active: ticked by default. Can be used to deactivate a line. Direct cost: used for financial line relate to direct cost. These lines are used in the final financial report. If it is a heading title, click on the square to the left of “Title account” and fill in only the field “Donor code and “description”. If it is a financing line, all the fields are to be completed with the exception of “Dos Code”, the use of which is limited to certain sections. Click on the field to the left of “Lump sum”, if the heading is a lump sum.


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Repeat the operation for each new line to be created. It is possible to add accounts associated with a financing line by clicking on the button located to the right of the field “Accounts” and by ticking the chosen accounts. But, it is not recommended to delete a previously used account. It is always possible to subsequently add a financing line. The amounts allocated per financing line can be modified later on. But it is not allowed to delete a previously used financing line When the three stages of the parameter settings of the financing contract are finished, you validate. The window of the contract tab reappears with the total amount of the amounts entered for the headings of the financing lines. It is imperative for that total amount to correspond to that of the amount of the financing contract. If a contract is no more used, you can deactivate it, so, useless parameter won’t appear any more at each encoding or consultation. Click on modify and tick off the “active” box to deactivate it. Caution: the contract must be definitely closed and all deactivated parameter can be filed. Remark: Any deactivated contract can be reactivated if the contract period don’t cover, even partially, a filed period. Caution, it’s always possible to delete a contract but it is not allowed to delete a previously used contract. Warning 1: a deactivated contract can be activate again if the contract period is not part of a filled period (even partly). Warning 2: a contact can be deleted only if it is not used in any entry.

Extra features Exporting the project list toward Homere Definition: This functionality allows to export automatically the SAGA list of project to Homere (EpiConcept national staff and payslip management system). Functionality: Right click on the project list to access the export interface « Export the file towards Homere ». Enter the file name before launching the process. Exporting the project list to Excel Definition: This functionality allows to export automatically the SAGA list of project to Excel. SAGA will create one line for each contract and one column for each data field. Functionality:


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Right click on the project list to access the export interface « Export the file to Excel ». Enter the file name before launching the process. Create a financial contract template Definition: This functionality aim at creating a model that can be used later to create quickly another financial contract with the same structure. The template is saved through a pdo file (A user profile) or a pdu file (C user profile). Functionality: right click on the project list and select the « Create the model » item. Importing a budget project from Excel Definition: This functionality allow to import an excel budget in the « Fin.line » tab of a project. Functionality: Select the project upon which you want to import the budget. Click on « Modify ». Select the « Fin.line » budget tab Select « Importing an excel budget file » via a mouse right click. You have to enter the following parameters: Pre requisite: The budget must not be used in an entry and it must not be closed.

Warning: the “A” column relate to number 1 in SAGA (no letters allowed) Excel sheet nbr: enter the excel budget tab number Starting/ending line number: enter the number of the excel project beginning line and the number of the excel project ending line.


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Contract column/line number: enter the column number and the line number of the contract code excel cell. It will allow SAGA to check that the contract code of the excel file match with the selected contract in SAGA. Currency column/line number: enter the column number and the line number of the currency excel cell. It will allow SAGA to check that the currency in the excel file match with the selected currency in SAGA. Donor code: enter the column number and the line number of the donor code excel cell. Line code SAGA: enter the column number of the line code in excel. Description: enter the column number of the financial contract description in excel. Amount: enter the Excel column number that contains the budget amount Account: enter the column number that contains the account numbers Administrative cost: enter the column number that contains the Administrative cost numbers (allowed values: O, Y, VRAI, TRUE. The other values are consider as “No”) Direct cost: enter the column number that contains the direct cost numbers (allowed values: O, Y, VRAI, TRUE. The other values are consider as “No”) Lump sum: enter the column number that contains the lump sum numbers (allowed values: O, Y, VRAI, TRUE. The other values are consider as “No”) Title account: enter the column number that contains the title account numbers (allowed values: O, Y, VRAI, TRUE. The other values are consider as “No”) Exporting the financial contract budget to Excel Definition: This functionality allows to export a financial contract budget. Functionality: Right click on the project list to access the export interface « Export data to Excel ». Enter the file name before launching the process. Deleting multiple selection of Fin.Line Definition: This functionality allows to select several lines in order to delete them. Functionality: left click on the budget array of a contract and CTRL+left click to add a line.


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Expatriate staff

Definition of the command. It is the list of expatriate staff working for the financial mission. Aim. All the expatriates of the mission intervene financially in the mission: through financing contracts that cover the expenses inherent in these expatriates, when advances to third parties are entered and in annual budget planning. A permanent update is therefore compulsory. The link between the human resources parameters and the financing contracts will be made through the entry of lump sums in the book. The entry of parameters identifying the expatriates comprises four tabs. The general information of the tabs “Expatriate” and “Mission follow-up” are compulsory for the initial saving of data, while the information appearing in the other two tabs can be recorded later on. It is possible, at any time, to modify all the previously parameterised information, except for the code, of course. Functionality. Click on new. Note: by default, a new expatriate created is activated

If it concerns a new expatriate in the mission, click on “Expatriate”, if it concerns the partner of a child from an already encoded expatriate, select the concerned expatriate and choose “Partner” or “Child”. SAGA will propose a new form with, by default, the holder’s reference following by a P for the partner or a C plus an order’s number for the children. Note: The partner or child’s form presents a reduced version of the expatriate’s form “Expatriate” tab Ten-position alphanumeric code: the way in which expats are coded varies from one section to another; each section will give its financial missions the necessary instructions to complete the field.


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Name: last name First name. Birth date. Nationality Start and end of mission. N° mission. Sending section. Paying section. “N° Mission” Definition of the command. It is the number of contracts for a same expatriate in a same mission. If the expatriate comes for the first time from 01/01/2012 till 30/06/2012, we will mention 1 in “n° mission”. If he comes back from 30/10/2012 till 30/06/2013, we will mention 2 in « n° mission”.


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Aim : The N° Mission identification allows to realize the different contracts follow-up for a same person in a same mission. Functionality. Modify. Click on + of the N° Mission Update the new dates of the new mission following the new contract (remark: it concerns only the date for a new contract and not an extension of the previous one). “Mission follow-up” tab Click on new to create a new mission Function: to be selected from the list of functions of general parameters. Activity: that of the mission to be indicated in the following list 1 Work 1.1 Local leave 3 Training outside the mission 4 Headquarters work 5 Other absence outside the mission The selection of activity number 5 « Other absence outside the mission » gives you access to a complementary choice with the last choice being a free one. Begin and end: these dates are compulsorily included in the total service period within the financial mission, i.e. those defined in the “Person” tab. Any change in activity, function, project or financing contract, entails compulsorily the entry of a new mission. An expatriate, throughout the whole service period within the financial mission, must have an allocation per activity, per project and per contract.


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Project. Contract. Line. Lump sum: space to be ticked if the line of the financing contract is a lump sum. Amount: that of the monthly lump sum, if necessary. The currency of the lump sum is, of course, the contract currency. “Financial Information” tab Monthly Per Diem amount: indicate the amount and the currency. Total monthly family allowance: indicate the amount and the currency. Note: as mentioned at the start of this chapter, this information is not compulsory for the initial validation of the expatriate’s parameters. In plain language, if some information is missing, it can be added at a later date.

“Info Expat.” tab Status: chose from the following six possibilities 1. Headquarters staff 2. Field salaried 3. Emergency pool


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4. Volunteer 5. NGO co operant. 6. Other Passport: number, expires on Visa for the country: visa expiry Airline ticket: company, ticket number, expiry date and routing Free field: any pertinent comment. Same note as for the “Financial Information” tab, namely that this information is not compulsorily required for the validation of the expatriate’s parameters. If an expatriate is no more used, you can deactivate it, so, useless parameter won’t appear any more at each encoding or consultation. Click on modify and tick off the “activated person” box to deactivate it. Caution: the expatriate to deactivate must be out of the mission and don’t have an open balance. Note: Before filing, any deactivated expatriate can be reactivated but don’t forget that all deactivated parameter can be filed. Caution, it’s always possible to delete a deactivated expatriate but take care about the fact he can appear in an institutional financial report and the donor can ask a proof of a unique presentation and if you delete an expatriate, you lose his assignment’s history.


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National staff

Definition of the command. Staff working for the mission and hired locally. From a financial point of view, only the members of the national staff tributary of an advance need to figure in this module. “Interface code” (optional mode) This code is used in case of data exportation through a head quarter accounting software. Aim. Members of national staff may intervene financially when advances to third parties are entered. Functionality. Click on new. Note: by default, a new member of the national staff created is activated. Alphanumerical code: the person’s initials followed by a figure or even the first 4 letters of the person’s name. It is important to know that it is on the basis of the code that the order of the lists is established, as such it is preferable to use a standardise codification system Name. First name. Comments: the person’s function, the date he or she was hired and the name of the project for which the person is working. This field is free; any useful information may appear in it. Validate If a member of the national staff is no more used and don’t have an open advance, you can deactivate it, so, useless parameter won’t appear any more at each encoding or consultation. Click on modify and tick off the “activated person” box to deactivate it. Note: Before filing, any deactivated member of the national can be reactivated but don’t forget that all deactivated parameter can be filed. Caution, it’s always possible to delete a member of the national staff but only if his code is no more in use. Extra features Exporting the list to Excel Definition: This functionality allows to export automatically the SAGA list to Excel. Functionality: Right click on the project list to access the export interface « Export data to Excel ». Enter the file name before launching the process.


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Importing a file from Excel Definition: This functionality allow to import an excel list of staff in SAGA. Functionality: Select a staff in the national staff list. Select « Importing a file from Excel » via a mouse right click. You have to enter the following parameters:

Warning: the “A” column relate to number 1 in SAGA (no letters allowed) Excel sheet nbr : enter the excel national staff tab number Starting/ending line number: enter the number of the excel project beginning line and the number of the excel project ending line. National staff code column/line number: enter the column number of the national staff code. Name: enter the column number of name First name: enter the column number of the first name Comments: enter the column number of the comments Click on the import button and select the excel file that contains the national staff. The excel file may be open during the import but be careful of saving the datas before launching the process.


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Suppliers

Definition of the command. It is the list of suppliers of goods or services of the financial mission. “Interface code” (optional mode) This code is used in case of data exportation through a head quarter accounting software. Aim. The suppliers intervene financially when advances to third parties are entered. Functionality. Click on new Remark: by default, a new supplier created is activated. Code: the initials of the company followed by a figure, or the first letters of the supplier’s name Company: the supplier’s name. Contact: the name of the contact person of that supplier. Comments: the type of supplies or services available at that supplier’s or even price information. This field is free; any useful information may appear in it. Validate. If a supplier is no more used and don’t have any open advance, you can deactivate it, so, useless parameter won’t appear any more at each encoding or consultation. Click on modify and tick off the “active supplier” box to deactivate it. Note: Before filing, any deactivated supplier can be reactivated but don’t forget that all deactivated parameter can be filed. Caution, it’s always possible to delete a supplier but only if his code is no more in use. Extra features Exporting the list to Excel Definition: This functionality allows to export automatically the SAGA list to Excel. Functionality: Right click on the project list to access the export interface « Export data to Excel ». Enter the file name before launching the process. Importing a file from Excel Definition: This functionality allow to import an excel list of suppliers in SAGA. Functionality: Select a supplier.


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Select « Importing a file from Excel » via a mouse right click. You have to enter the following parameters:

Warning: the “A” column relate to number 1 in SAGA (no letters allowed) Excel sheet nbr: enter the excel supplier list tab number Starting/ending line number: enter the number of the excel suppliers list beginning line and the number of the excel suppliers list ending line. Supplier code column/line number: enter the column number of the supplier code. Company: enter the column number of the company name Contact: enter the column number of the contact name Comments: enter the column number of the comments Click on the import button and select the excel file that contains the suppliers. The excel file may be open during the import but be careful of saving the datas before launching the process.


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Exchange rate

Definition of the command. It is the table of exchange rates between the currencies used by the financial mission. Aim. This table is necessary for all the conversions of data encoded in the software, from one currency to another. You will receive the applicable rates monthly from your headquarters. Manual encoding The exchange rates can be encoded only if one book at least has been created. Select the month for which you wish to enter the exchange rate in the field to the right of the indication “Rate for the month of”. The central part of the window is subdivided into three. In the left-hand column, the active currencies are displayed, followed by the ISO code. In the right-hand column, the exchange rates are to be introduced manually by clicking twice on the indicated field; it concerns parity in relation to the currency in the field at the upright part of the window. Caution: the box “provisioning currency” must remain ticked if the currency is the one for which the changes are done to receive the other currency whose rate has to be encoded. Those rates or their method of calculation will be communicated by the reference HQ. In the centre column, the exchange rates, in relation to the mission reference currency, appear automatically. The exchange rates are edited via the “print” button at the bottom of the window.


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Exchange donor

Definition of the command You can setup some exchange rate table imposed by a donor. Aim: This table is only used if the donor imposes to work with exchange rates that are different from those used in the mission. In this case, this table is necessary to draw up the contract follow-up and the financial report in the currency of the financing contract. Functionality Create a file.TXF where you will store the exchange rates for the financing contract: for instance: Austrian Government.

Save


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The way to manually encode the donors rates is exactly the same as for the usual exchange rates of the mission. Once the donor rates are encoded, it will be possible, in the menu EDITION, to choose them to realize the contract follow-up or to print the financial report of the contracts linked to this donor.

Importing a file from Excel Definition: This functionality allows to import the exchange rate in SAGA. Functionality: From the Exchange rate module, Select « Import a file from Excel » via a mouse right click. You have to enter the following parameters: Importing exchange rate for one year If you need the exchange rate since the beginning of the year, you must use the « Annual » item. If the excel file contains an empty exchange rate column, the process is cancelled.

Warning: the “A” column relate to number 1 in SAGA (no letters allowed) Select the month and the year of starting for this import: Select the starting month for the import. The next month would be automatically raised until the end of the year (12 month maximum). Excel sheet nbr: enter the excel list tab number


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Starting/ending line number: enter the number of the excel list beginning line and the number of the excel suppliers list ending line. Starting column number: enter the number of the column related to the selected starting month for this import Currency code: enter the column number of the currency. SAGA will check that the currency exist and is activate before doing the import. If failed, the import is aborted. Info strong currency: enter the column number of the strong currency information. The cells must contain Y or O (meaning yes) or N (meaning No). Click on the import button and select the excel file that contains the exchange rate. The excel file may be open during the import but be careful of saving the datas before launching the process. Importing exchange rate a given month If you need the exchange rate for a given month, you must use the « Monthly » item and select the month you need to update. If the excel file contains an empty exchange rate column, the process is cancelled.

Select the month and the year for this import: Select the month to update. Excel sheet nbr: enter the excel list tab number Starting/ending line number: enter the number of the excel list beginning line and the number of the excel suppliers list ending line. Starting column number: enter the number of the column related to the selected month Currency code: enter the column number of the currency. SAGA will check that the currency exist and is activate before doing the import. If failed, the import is aborted. Info strong currency: enter the column number of the strong currency information. The cells must contain Y or O (meaning yes) or N (meaning No). Click on the import button and select the excel file that contains the exchange rate. The excel file may be open during the import but be careful of saving the datas before launching the process.


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Books

Definition of the command. Parameter setting of books accounting, extra-accounting, simulations and lump sums of the financial mission. Aim. This stage is of the utmost importance; the books are the places where financial data are encoded. A systematic update is necessary. For example, any new currency used for expenses or income by the mission will result in the creation of one or more new books of that currency in the software. Functionality. Click on new Note: by default, a new book created is activated. Type of book: to be selected from the following list.

Cashbox (C): accounting book. Bank (B): accounting book.

Correcting entries (V): accounting book. Extra-accounting (E).

Automatic extra-accounting (A) Simulation (O). Lump sum (L).

W and X books also exist. They are automatically created by Saga and are used for automatic correcting entries. H books are associated to the Homere software entries (payroll software).


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Name: to be defined in 3 letters. Currency: to be selected from the currencies activated in the general parameters. For the extra-accounting book, it is automatically the currency of the reference headquarters of the financial mission. As far as international missions are concerned, there might be several extra-accounting books, the currencies of which would be those of the different headquarters. Simulation and lump sum books are multi-currency. The currency will be defined at simulation or lump sum entry level. Description: type, locality and currency of the book. Creation date: that of the first day of the first month of capture of entries. Initial balance: only accounting books have balances. This possibility is only useful when installing SAGA in financial missions, afterwards, any new book created will automatically be a nil balance! Validate Deactivation of a book Definition of the command. The deactivation of a book blocks its access to the allocations for the accounting months subsequent to the deactivation date. Conditions for deactivate a book. The balance of the book must be equal to 0. All the periods of the book must be definitively closed. Note: the book is accessible for the months prior to the closing month and, of course, the entries posted during those months are stored. Functionality. In the menu “Parameters”/”Mission” ► “Books”. Click on the “Deactivation” button.

The day’s date appears as the default date in the field to the right of “Closing date”. Any other date later than the last day of the closed month may be selected. *Validate. The book is now deactivated. Note: Before filing, any deactivated book can be reactivated but don’t forget that all deactivated parameter can be filed. Caution, it’s always possible to delete a book but it is impossible to delete a book previously used.


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When logged with a A profile. It is allowed to change the book type, the currency and the location code. An automatic update of the entries would be launch.


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 3: Administration

Disconnexion / Connexion Definition of the command. This is a process that allows you to move from one access level to another without quitting the software. A summary table of the access rights, by functionality of the software, is available in the “annexe documents” chapter of this manual. Aim. Practically, only C and D access levels are used for missions. As a reminder, level C is that of the financial manager and level D, that of the national accountant.

Functionality Please enter your Login. See following item “Password management”. Please enter your password: type the chosen password. See following item “Password management”. Validate


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Password management Definition of the command. Setup of the login and passwords. The system of passwords is linked with a computer and not any more with a database. This means that a restoration of a database on a computer keeps the passwords as defined by the user of that computer. A modification of the passwords in the periphery does not prevent you to restore and consult that accountancy. As a result, you can modify your passwords without informing the headquarters. Aim. This function allows you to parameterise the name, login, password and access level of a SAGA user. Entry access, modification or deletion of a user is restricted by the user’s access level. A summary table of the access rights, by functionality of the software, is available in the “annexe documents” chapter of this manual. Plainly speaking, a financial manager, dependent on level C, may enter, modify or delete the data of a level D user; he or she may also modify his identity, his/her login and personal password. However, he or she cannot make any modification to the data of a user of his or her level or of a higher access level. A level D user will have access to the management of his or her personal data only.

Functionality Identity: enter your first name and name. Login: type the letter of the access level or your initials, for example. Password: type the password of your choice, as the mood takes you, bubbles or placid, the important thing is not to forget it! Level: select the access level. Only accessible levels appear. Validate.


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Choosing a language

SAGA workings: the software works in French, English, Spanish and Portuguese. To switch from one to another, click on the chosen language!


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 4: Analyse The software allows the analyse of the financial data following a key of repartition – or ANALYTICAL AXIS – priory defined. As well as an accounting writing in SAGA must be linked to a project, a contract and a financial line, those writing can be linked to an analytical axis and an analytical line.

An analytical axis is divided into different analytical lines that can be created manually or automatically with the importation of an analytical plan. We can compare:

the axis and the contract,

the analytical line and the financial line,

the analytical plan and the donor plan.


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For example, if the analytical plan is defined as « cost center », the different analytical lines will be the different cost centers of your project (health post, office, houses, ...). The following points A and B present respectively the definition and the functioning of the analytical axis and the analytical plan. The different sections describe the use of the axis in separated memos.

Analytical axis

Definition. It is a key distribution of the expenses. Aim. The aim is to give the possibility to allocate an analytical information to an accounting entry. Create an analytical axis takes place in three stages. The first one defines the general characteristics of the axis, the second selects the projects covered by the axis and the third stage involves encoding the different analytical lines of the axis. Functionality. Click on new. Note: by default, a new axis is activated. First step : analytical axis tab


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Code: a six alphanumerical code that allows users to analyze entries following the headquarter advise. Title: a 30 alphanumerical code that must be meaningful to simplify the entry. Donor: The name of the financial contract signatory. Reference: the one of the financial contract. Display axis field for input: there are 2 analytical axis that can be used for entry. You can decide to use the first one to manage the co-financing and the second one to do the follow up of a type of expense. Start date and end date: the period of the co financial contract or the period on which you plan to do the analyse Amount: disable field that will be fill automatically regarding the Analytical lines third tab. Currency: the one of the contract if it is a co-financing contract or the one that fit to the budget. Analytic reference framework (analytical plan/user plan): select the plan via the chose button. You can select a user plan in the type of file field.

The use of analytical plan is not compulsory; you may create your budget from zero in the « Ana. lines » tab


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Warning: when an axis is setuped, it is no more possible to change the analytical plan.

Prov.closing/Fin closing : see the closing section of the manual. Second step : « Project » tab Select the projects upon which you want the axis to be displayed (in the right part of the screen). The project list (contain only the active project) is on the left part of the screen. The > character is used to move the selected project in the right part of the screen. The < character is used to move project from the right part to the left part. Third step : « Ana lines » tab

a) procedure in case of use of analytical plan or user plan : Select an analytical line Select the « Modif. Ana. lines » button Select the « Modify » button Enter the amount related to the line. Select « Lump sum » if needed. This field may be automatically selected if part of the analytic plan. Select Title account if you want to create a class of account. Validate. These operations have to be done for each analytical line. The sub totals are calculate automatically and display in the title account lines. The total sum is display in the « Amount » field of the « Ana. Axis » tab.


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Each analytical axis may be activate/deactivate through the “Active” button in the “Ana. Axis” tab. By default the analytical axis is active. It is allowed to add accounts to an analytic line by using the right account field button. It is strongly advised against unselecting an account previously used. It is always possible to add, activate or deactivate an analytic line and the amount related to a line may be change at any time. But it is not possible to delete an analytic line that has been used in an entry. When the three steps are completed, you have to validate. Then,the “Ana. Axis” tab is displayed with the total amount of the analytic lines.

b) procedure if you don’t use an analytical plan or user plan : Note: The use is the same as the process describe in a) part except that you have to enter all the budget detail in the “Ana. lines” tab

Select the « Modif. Ana. lines » button In the “Ana. lines”, select the « Create » button Enter the amount related to the line. Number of line (line N°): compulsory field, it defines the sort order of the lines. In the case of title account, it defines the place of the sub total in the budget. Line code: it is the code that defines the line in the pop up menu during the entry of accounting. Description: The analytic line name, it is advise to enter clear description to simplify the entry. Accounts: select the account of the chart of account that you want to link with the analytic line. Use the right field button to select one or more accounts.


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Title account: Use to define sections in the list. When selected, only “line code” and “description” have to be entered. Lump sum: define a lump sum amount Active: when created, by default, a line is set to “active”. Unselect this option if you want the line not to be display anymore. Select « Lump sum » if needed. This field may be automatically selected if part of the analytic plan. Select Title account if you want to create a class of account. Validate. Process as above for each line

Each analytical axis may be activate/deactivate through the “Active” button in the “Ana. Axis” tab. By default the analytical axis is active. It is allowed to add accounts to an analytic line by using the right account field button. It is strongly advised against unselecting an account previously used.


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It is always possible to add, activate or deactivate an analytic line and the amount related to a line may be change at any time. But it is not possible to delete an analytic line that has been used in an entry. When the three steps are completed, you have to validate. Then, the “Ana. Axis” tab is displayed with the total amount of the analytic lines. If an analytical axis is not use any more, you can deactivate it not to display it during the entry. This can be done by using the “modify” button and to unselect the “Active” box

Warning: the axis to deactivate must be closed definitively. All the deactivate axis should be filled. Note 1: Every deactivate axis can be activate again if the period doesn’t match, even partly, to a filled period. Note 2: an axis can be deleted only if it has not been used in any entry.

Extra features Exporting the list toward Homere Definition: This functionality allows to export automatically the SAGA list of axis to Homere (EpiConcept national staff and payslip management system). Functionality: Right click on the project list to access the export interface « Export the grid towards Homere ». Enter the file name before launching the process. Exporting the axis list to Excel Definition: This functionality allows to export automatically the SAGA list of axis to Excel. SAGA will create one line for each axis and one column for each data field. Functionality: Right click on the project list to access the export interface « Export data to Excel ». Enter the file name before launching the process. Create the analytical plan related to your budget Definition: this functionality allows to create the analytical plan related to the entered budget. The created file would be a file with the pao extension (A profile) or with a pau extension (C profile). The amount for each line would not be retrieve. Functionality: right click on the budget list (Ana. lines tab) of an axis and select “create the model”


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Importing an excel budget Definition: This functionality allows to import an excel budget file Functionality: Select an axis Click the “modify” button Select the “Ana. lines” tab Right click on the list to access the popup menu Select the “Importing an excel budget file” item

Excel sheet nbr: enter the excel list tab number Starting/ending line number: enter the number of the excel list beginning line and the number of the excel list ending line. Number of the axis column/line: enter the column number and line number of the excel cell containing the axis code. SAGA will match with the code enter in the “Ana axis” tab before starting the import process. Currency column/row number: enter the column number and line number of the excel cell containing the currency code. SAGA will match with the code enter in the “Ana axis” tab before starting the import process Line nbr: enter the column number of the line number Line code SAGA: enter the column number of the line code Description: enter the column number of the description Amount: enter the column number of the amount Accounts: enter the column number of the account Lump sum: enter the column number of the lump sum Title account: enter the column number of the title account


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Exporting an axis budget to Excel Definition: This functionality allows to export automatically axis budget to Excel. SAGA will create one line for each budget line. Functionality: For a selected axis, in the “Ana. line” tab, right click on the budget list to access the export interface « Export data to Excel ». Enter the file name before launching the process. Deleting multiple selection of Analytical Axis Definition: This functionality allows to select several lines in order to delete them. Functionality : left click on the budget array of a contract and CTRL+left click to add a line.


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Analytical plan

Definition: This is a budget template containing no amount. It is used to enter a budget in an analytical axis. The budget template is called analytical plan if created by a A user profile. If created by a C user profile, it is called a user plan. These plans contain analytic lines that are related to accounts from the international chart of account. These templates are used to create analytical axis. Aim. This function allows us either to consult an existing analytical plan or to create a new one. To create a new plan, two possibilities are offered by the software: modify an existing one or create a new one. Functionality. Click on one of the three options Load: selection of one of the existing standard analytical plans, with a view to consultation or modification. Click on “Load”. Choose one of the existing models. Click on “open”, the model appears.

To consult the accounts associated with the analytical lines. Click on the line’s heading.


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The accounts appear in the right-hand part of the window. To modify the model of the current analytical plan. Click on the line heading that you wish to modify. Click on “modify” Move on to the right-hand window. Number of line (line N°): compulsory field, it defines the sort order of the lines. In the case of title account, it defines the place of the sub total in the budget. Example: the following table show us the line sort by line number. Warning, 0100 code is below 01 code.

Line number Line code Description

01 Staff

01.00 EXPAT Expatriate

01.01 NATION National

02 Supplie

02.00 SHELTER SHELTER

Line code: it is the code that defines the line in the popup menu during the entry of accounting. Description: The analytic line name, it is advise to enter clear description to simplify the entry. Accounts: select the account of the chart of account that you want to link with the analytic line. Use the right field button to select one or more accounts.

Select « Lump sum » if needed. Select “Title account” if you want to create a class of account. In this case, you just have to enter “Number of line” field and “Description” field. Validate. Process as above for each line Use « New » and « Delete » button to create and delete lines.


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Use the “save” icon to save the plan. The plans created by the A user profile are saved in a file with the pao extension. The plans created by the C user profile are saved in a file with the pau extension. Create: creating a new plan Click on the « create » icon Use the “New” button to add a new line. In the right panel enter the following fields: Number of line (line N°): compulsory field, it defines the sort order of the lines. In the case of title account, it defines the place of the sub total in the budget. Line code: it is the code that defines the line in the popup menu during the entry of accounting. Description: The analytic line name, it is advise to enter clear description to simplify the entry. Accounts: select the account of the chart of account that you want to link with the analytic line. Use the right field button to select one or more accounts. Process as above for each line Save: recording a new user plan or saving modifications to an existing user plan. It is possible for you to export an analytical plan or a user plan to an EXCEL file. This possibility allows, for example, a budget to be drawn up on the basis of a standard analytical plan. Functionality. When the user or analytical plan is displayed. Click on the “Export” button. Make the choice of the directory under which the EXCEL file has to be recorded. In the field at the top of the window, the program proposes the default directory of the financial mission in which you are working at the time of exporting. It is therefore a free choice, but you are keenly advised to create a separate directory for this type of files. Type the name of the file in the field “nom de fichier” or “file name”. The software will give the EXCEL file, the default name of the exported donor’s plan with an extension .XLS, but it is a free choice. Click on “save” The file is now available, no longer via SAGA, but via EXCEL. Caution, when saving for the first time, it is necessary to rename the file so that it is recognised as an EXCEL file. Importing an analytical plan from Excel Definition: This functionality allow to import an excel analytical plan in SAGA. Functionality: Select « Importing a file from Excel » via a mouse right click. You have to enter the following parameters:


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Excel sheet nbr: enter the excel list tab number Starting/ending line number: enter the number of the excel list beginning line and the number of the excel list ending line. Line nbr: enter the column number of the line number Line code SAGA: enter the column number of the line code Description: enter the column number of the description Account: enter the column number of the account Administrative cost: enter the column number of the administrative cost Direct cost: enter the column number of the direct cost Lump sum : enter the column number of the lump sum Title account: enter the column number of the title account


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Chapter 5: Entry The initial parameter setting of the financial mission is finished. The following item is the encoding of data or input. This is the chapter where the types of functionality are explained that allow the input period, the type of book to be used for the different types of data to be encoded and the input process for those data to be defined.

Opening a month Definition of the order. Creation of working months. It is possible to open 3 successive months maximum. The first working month is automatically that of the first book created. Except for the input, all the months created, whether closed or not, are permanently available for all functions calling for a period between the first and the last created month. Aim. The opening of the different working months allows movements to be encoded in the different books for the period covered by those months. The software therefore makes it possible to work on the three months concurrently. For example, if the three open months are January, February and March 1999, it is possible to enter expenses in the book of the capital cashbox for the month of March even though January and February are still open because a certain amount of information is missing for January and the periphery books for February have not all arrived. Functionality. In the “bookkeeping” menu. Click on open a month. The software displays the month to be open. Click on OK The new month is opened; the entry can start. Info: a message is displayed while the operation ended.

Audience :

HQ

CAPITAL

PERIPHERY


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Books The entry of movements within the different books may begin, but first of all, the type of book to be used is to be defined: - All the movements and sundry operations of cashboxes and bank accounts are recorded in the cashbox, bank or correcting entries accounting books: let us venture to state the obvious by specifying that the physical movements of cashboxes will be found in the cashbox books, movements of bank accounts in the bank books and the operations that do not generate any movements of funds, i.e. sundry operations, in the correcting entries books. As a reminder, modifications of allocations, justifications for advances, expenses made by another financial mission and adjustment entries are recorded in the correcting entries book. - All the expenses charged by the reference headquarters for the account of the financial mission or charged by another reference headquarters, in the case of missions common to several sections, are recorded in the extra-accounting book. For MSF-BE, a correcting entries Book is automatically created when the expenses imported from the headquarters are validated. - Any component of a lump sum financing line of a financing contract is recorded in the lump sum book. For example, expatriates present in the financial mission whose functions are budgeted on a lump sum basis, vehicles present in the financial mission and budgeted on a lump sum basis, or even percentages of administrative expenses allowed by some donors and calculated on the basis of subtotals of actual expenses. - All current orders and all estimates of future expenses likely to improve follow-ups, such as indemnities or expatriates’ salaries, for example, are recorded in the simulation book. Functionality. Click on the icon “book accounting entry” or in the “books”/”open a book” menu. Click on the required type of book:


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Accounting Select the required working month. The last month, previously used, is proposed as the default month. The list of the accounting books existing in this month appears, as well as the end of the month balance by book. Select the book from this list by clicking twice on the line of the chosen book. Click on “new” to create a new entry. Enter the date of the voucher to be entered. Select the account corresponding to the type of transaction to be entered. By clicking on the field “Account code”, the accounting plan appears. You search for the account, either by running the scroll menu, or by typing the account manually. The account entered manually is displayed in the little window at the bottom of the account window and the cursor is automatically positioned at the right spot in the menu. If it is an account of advances. Complete the field “description”. Click on the field “third party”. Depending on the advance account chosen, the list of expatriates, national employees or suppliers appears. Click on the name to be selected. In the “third party” field, the third party’s code appears, and in the “secondary description” field, the selected name. Indicate the amount in income or expenses. Validate the entry by clicking on the field “Validate/Close”.


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Note: for account of Advance payment institutional financing - the contract field is to be completed and the donor’s code automatically appears in the “third party” field. If it is an account of transfers. Complete the field “description”. Click on the “third party” field. Depending on the chosen transfer account, the reference headquarters, the list of the other missions, of the other sections or of the other books, appears. Click on the name to be selected. The code of the third party appears in the “third party” field and the full name of the selected third party appears in the “secondary description” field. Indicate the amount in income and expenses. Validate the entry. Note 1: if it involves an exchange operation, a dialogue box asks you for the amount and the currency of the other book as soon as account 5816 is entered. The required information appears in the secondary description field. Complete the “description” field. Click on the “third party” field. All the books of the currency indicated in the secondary description are proposed. Click on the name of the book to be selected. Indicate the amount in income or expenses. Validate the entry.


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Note 2: expenses made for the account of another mission or of another section are parts of class 58 because they are considered as transfers and not as expenses for the chosen financial mission. The only exception to this rule is the case of joint missions where, of course, everything is directly encoded as expenses. If it is a class 6 account - expenses. Complete the “description” field as well as the “third party” (access to existing Third party tables) if you find it appropriate. Complete the “secondary description” field, if necessary. The secondary description field is free but by clicking on the button to the right of the field for the “secondary description”, a screen appears proposing that you enter either an order form number or a cheque number or identify the expense as investment.

Indicate the amount in income and expenses. Click on the “project” field and select the one for the account of which the expense has to be recorded. Click on the “finance line” field, the program proposes all the lines that contain the chosen account and exist in the contracts covering the selected project. For example, an expense is recorded for account 6620 and for project 90. For this account and this project, eight financing lines attached to four financing contracts are proposed. By selecting the “ORGAN” line, the contract 070A is automatically selected. The expense is therefore automatically recorded for a contract that accepts and covers that type of expense for the chosen project.


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Click on the “analytical line” field, the program proposes all the lines that contain the chosen account and exist in an axis covering the selected project. For example, an expense is recorded for account 6620 and for project 90. For this account and this project, 4 analytical lines attached to four analytical axis are proposed. By selecting the “WORK1” line, the axe “cost centre” is automatically selected. The expense is therefore automatically recorded for an axe that accepts and covers that type of expense for the chosen project. This analytical imputation is not compulsory. Note: the reference section is the one in charge of the chosen project. Validate the entry. If it is a class 7 account - income. Complete the “description” field as well as the “third party” (access to existing Third party tables) if you find it appropriate. Complete the “secondary description” field, if necessary. Indicate the amount in income of expenses (in principle, it concerns income). Click on the field “project” and select the one for the account of which the income has to be recorded. Click on the “finance line” field, the program proposes all the lines that contain the chosen account and exist in the activated contracts covering the selected project. Validate the input.


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Extra-accounting The manual input procedure for movements within the extra-accounting book is the same as the one used for the entry of the movements of the accounting books of class 6 accounts. The “third party” field is free; the name of the supplier or of the expatriate concerned by the expense may appear on it. The “secondary description” field is also free, nevertheless by clicking on the button to the right of the field, the software offers the possibility of indicating an order form number, a cheque number or identifying the expense as capital goods. Note 1: The reference headquarters defines what must imperatively appear in the description third party and secondary description fields, each section gives its financial missions the necessary instructions to complete the fields. Note2: An automatic import procedure for the expenses of headquarters is used by some sections and the standard procedures are detailed elsewhere.

Lump sums Select the required working month. Although the lump sum book is not closed, the amounts of monthly lump sums corresponding to persons or equipment financed out of the lump sum financing lines of financing contracts have to be recorded on a monthly basis. This procedure is essential for the monthly follow-up of financing contracts. Click on the title of the book Click on “new”. Enter the date of the voucher to be entered. The date of the last day of the month for which the lump sum is recorded is the default date. If the person or the equipment is financed for a part of a month, it will be the last financed day. Complete the “description” field. It is imperative that the description contains the following items: Either, it concerns a “staff” lump sum: the name, the function and the period financed during the current month. Or, it concerns a “vehicle” lump sum: the specification (lorry, 4X4...), the MSF number or the chassis number and the period financed during the current month. Or, if it concerns an “equipment” lump sum: the specification (base H.F., e-mail...), the serial or inventory number and the period financed during the current month. Indicate the amount in expenses and select the currency. The lump sum book is multi-currency; you select the currency of the reference contract. The method of calculation of the lump sum may differ from one donor to the next, depending on his specific requirements. But in principle, if the person or the equipment financed on a lump sum basis is present for a whole calendar month, no problem, the monthly lump sum is strictly applied, regardless of the number of days of the month. By contrast, for fractions of months, the calculation will be the following:


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Amount of the monthly lump sum X 12 / 365 X number of financed days. Note: for ECHO, months always have thirty days; the calculation will be the following: Amount of the monthly lump sum / 30 X number of financed days. Click on the “project” field and select the one for the account of which the lump sum has to be recorded. Click on the “finance line” field, the program proposes all the lump sum financing lines existing in the activated contracts covering the selected project. Validate the entry.

Simulations Select the required working month. Although the simulation book is not closed, the amounts of orders or other simulations of HQ expenses, such as those relating to expatriates have to be recorded on a monthly basis. This procedure is essential for the monthly follow-up of financing contracts. Click on the title of the book. Click on “new”. Enter the date of the simulation to be entered. Select the account corresponding to the type of expense to be entered. Only class 6 accounts are active for the entry of simulations. Complete the “description” field: If the expenses are those connected with the costs of expatriates, you either detail per person, or you enter a description encompassing the nature and the period of the estimated expense. If it is an equipment order, the nature of the order and the quantity of ordered items. Complete, if necessary, the “secondary description” field: it concerns the order form number or any other useful information. Complete the “third party” field: it concerns the supplier’s or expatriate’s name. Indicate the amount estimated for expenses and the currency. It is exceptional to enter income in a simulation book, we will therefore not deal with that case in this manual. Click on the “project” field and select the one for the account of which the order has to be recorded. Click on the “financing line” field, the program proposes all the lines that contain the chosen account and exist in the activated contracts covering the selected project. Validate the entry.


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Splitting Definition of the command. Dividing up the amount of an accounting transaction allowing a different allocation to be given to each of the portions or splits of that transaction. Aim. Some vouchers concern several financing contracts, several projects or several accounts. In that case, it is advisable to split the record of those vouchers by contract code, project code or account. All those splits have the same serial number and a different and sequential secondary number. The sum of the amounts of those splits is equal to the total amount of the operation, i.e. to the amount appearing on the supporting document. Functionality. The input of the operation is done in the way described hereafter according to the type of book and account. The only variants are, on the one hand, the input of the total amount at the start of the transaction and, on the other hand, the validation of each of the splits. Type the total amount in the field located at the right of “total amount”. If the amount is an expense, the amount will be preceded automatically by a minus. If it is an income, he minus will be remove. -Complete the fields of the first split as described in the previous item according to the type of account. Validate the entry by clicking on the field “Validate/Split” and then on the “Split” key at the bottom of the screen. The program automatically proposes the serial number of the voucher accompanied by the sequential secondary number of the split. At the time of consecutive splits, the total remaining to be allocated appears in the “expense” field. Of course, if it is a receipt, the balance will be in the “receipt” field. Clicking on the “Validate/Close” field validates the last split entered.

Modification and adjustment entry Definition of the command. Change of one or more of the items of a recorded operation. If the change is made to the initial entry, it involves a modification, if the change results in the cancellation of the initial entry, it is an adjustment entry. Note: Any change of financing line and/or of contract of a registered entry in a closed month is recorded in a file. It is possible to print the list of modifications done through the closing script, option “change of imputation per contract”. All the modifications done since the installation of the version 3.00 will be printed for all the months (until end 2002 for MSF-BE). Aim.


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It may prove necessary to carry out modifications or corrections to the whole or part of a recorded operation within the books. It is tedious to list all the right reasons that justify those modifications or those corrections. The main thing is to know that all the fields of an entry, appearing in a non-closed book, can be modified; for an entry appearing in a closed book, only the “description”, “financing lines” and “contract” fields, can be modified. The adjustment entry allows the changing of everything that cannot be modified directly in the initial entry. For MSF-BE: the modification of the field “financing lines” or “contracts” creates an automatic correcting entry in a specific Book. Note: only the accounting books are closed monthly, any entry modification in the other books can therefore be made at any time as long as the financing contract or the year has not been closed. Two types of closings are possible, provisional closing and definitive closing. The “Closing” chapter details the procedures and requirements for all particular cases, as well as unclosing processes. Out of concern for clarity, the two particular cases concerning modifications or entry adjustments within closed or non-closed books are detailed hereafter. The analytical line and axis fields are not fixed after the monthly closure. They are modifiable at every moment without adjustment entries. a) Case of a non-closed accounting book. Modification procedure. Retrieve the book of the entry to be modified on the screen. Click on the chosen entry. Click on “modify”. Carry out your modifications; all the fields can be modified. Validate the entry. b) Case of a closed accounting book. Modification procedure. Retrieve the book of the entry to be modified on the screen. Click on the chosen entry. Click on “modify”. Carry out your modifications, only the “description”, “financing lines” and “contract” fields are modifiable. Validate the entry. Adjustment procedure. First stage: cancellation of the initial entry. Select the correcting entries book. Click on new. Retype all the fields of the initial entry, with the exception of the description which will be “cancellation book X, month Y, no. Z”, and of the amount which will be entered in expenses or income depending on whether the initial entry is in income or expenses. Validate the input. Second stage: enter the new entry.


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Continue in the way previously described depending on the type of account chosen. Important note: if the adjustment concerns the amount or if it involves a transfer, it is imperative that the adjustment entry appears in the same book as the initial entry. It is, of course, the same book of a month after the initial entry.


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Matching Definition of the command. The use of the matching is to mark corresponding entries to keep only the advances or transfers not balanced. This procedure is reversible and can be corrected. Aim The accounts of advances recoverable in the field and the transfers accounts can be matched to ensure a better follow-up. Functionality. In the menu “bookkeeping – matching”,

Select the period Select the accounts code(s) Select the currencie(s) Select the third party (parties) Select the type of entries.


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Go on the lines you want to letter and double-click (or enter) to select them. Caution, the balance of the selected lines must be zero. Click on matching (or Insert) The matched lines receive a matching reference. Note: The historical printouts of these accounts give the possibility to print the matched entries, the ones not matched or all the entries. Extra features View the entry Definition: allows to display the entry content via the matching module. Functionality: select an entry and select “view the entry” in the right click menu.


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 6: Printings We have seen how to set the parameters of a financial mission and how to enter data. This chapter explains how to edit or, in other words, print the result of the input work. Two tools are available for the edition of entered data and the processing of those data: printing and selector. The use of those tools is the subject of this chapter. As a reminder, general parameters and mission are edited directly within the function, via the “print” button.

Printings Definition of the command. The option “Print outs” of the “Print outs” menu allows the books, balances, historical records, follow-ups, financial reports, expatriate staff, tool of calculation of the weighted average exchange rate and analytical report to be edited, according to set criteria. When selecting a type of print option, you can choose if you want to preview your report before printing it. You can also use the donor exchange rates for the follow-up of your contracts and financial reports if necessary. Functionality. In the print outs menu or click on the Edition icon. Select the required print type.


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Book Definition of the command. Print outs of accounting, extra-accounting, lump sum and simulation books. Functionality. Printing wizard. Click on Book. Select the type of book to be printed. For selection, you click on the field to the left of the names of the types of books. Select the working month.


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Click on the right button in the field “Choice of book”.


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The list of books is displayed. Select one or several book(s). Validate via the OK button. Select the required sort order. Click on “Preview”. Each book report is displayed successively. To move from one page to the next, you click on the red arrows at the top left-hand side of the window. To print, you click on “print” icon. If you want a part print of your selection, click on the icon to the left of the “print” icon, you select the required pages and you validate via the OK button.


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Available options: Several vouchers by pages This option allows to print several vouchers on one page. This feature will help you to save energy, paper and ink. Print information date and number of bill This option allow to display the invoice date and number.


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Accounting and/or extra accounting balance Definition of the command. For a selected period, it generates a summary of accounting entries, consolidated in a currency. The valorisation can be done according to the month of bookkeeping in which the entry was booked or following the operation date encoded during the input. In SAGA, there are four types of accounting and/or extra-accounting balances: expenses and income, advances, transfers and balances by currencies. Functionality. Click on “accounting and/or extra-accounting balance”. Select the type of balance and the type of books. Select the start month and end month of selection. Select the required consolidation currency from among the active currencies. Select the required sort order. *Select the valorisation requested. If you choose the type of balance “by currency” or “advances”, select the type of balance. If you would like to have a summary detailed per entry, click on the field to the right of “DETAIL”, without that selection, you obtain a summary per accounts. Click on “Preview”. To print, you click on the icon “print”. If you would like a part print of your selection, click on FILE/PRINT.


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General balance and general consolidated balance

Definition of the command. The general balance by currency is the synthesis of all movements of a given month for all accounting transactions that are cash, advances, transfers, income and expenses…


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Historical record Definition of the command. Edition of summaries of accounting data, consolidated in a currency. There are three types of historical records, in SAGA: advances, internal transfers and other transfers. Functionality. Click on Historical record. Select the type of historical record. a) Advances. Click on “Advances”. Select the type of advance. Select the type of book. Select the consolidation currency. Select the start month and end month of selection. Select the type of the third party. Select the type of entries. Select the third party or parties for which a historical record is required. To select several third parties: click on each one of them while holding down the Ctrl key of your keyboard. Click on “Preview”. To print, you click on the icon “print”. If you would like a part print of your selection, click on FILE/PRINT. b) Internal transfers. Click on “Internal transfers”. Select the start date and end date of selection. Select the type of transfer. Select the type of entry. Click on “Preview”. To print, you click on the “print” icon. If you would like a part print of your selection, click on FILE/PRINT. c) Other transfers Click on “Other transfers”. Select the consolidation currency. Select the type of transfers. If these are transfers with other sections or other financial missions, these third parties are to be selected in the field that appears by clicking on the button to the right of the free field. Select the type of valorisation. Click on “Preview”. View. To print you click on the “print” icon. If you would like a part print of your selection, click on FILE/PRINT.


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Financial plan Definition: This printing summarize the financial covering of the mission. Functionality: Select the « Financial plan » button Select the period, the sorting order, and the project(s) and contract(s) you want to display in the printings. You can choose the type of valorization: Per accounting month: the valorization will be done regarding the exchange rate related to the month of the entry. Following the date of operation: the valorization will be done regarding the exchange rate related to the month of the operation. Extra features Include the auto and SO auto extra-accounting books: display the A books and the W books in the printing.


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Cash flow report

Definition: This report summarizes the funds available for a period of 12 months following a selected date. Functionality: Select the « Display of the treasury (cash flow) report ». Select the date from which you want to start the 12 months funds estimation period. For each active contract, SAGA will display the total expenses and the balances at the selected date. Then, the balance amount will be share all other the next 12 months or until the contract end date if include in the 12 months estimation period.


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Follow up Definition of the command. Edition of tables summarising the evolution of expenses chargeable to a project, to a financing contract or to an analytical line. There are three types of follow-ups in SAGA: the follow-up of projects, the follow-up of financing contracts and follow-up of analytical line. Functionality. Click on Follow-up. Select the type of follow-up. Click on “Following”. a) Project follow-up Click on “Projects follow-up”. Select the type of “Project follow-up”. If you choose the follow-up by accounting month, the sorting can be done per accounting month (to have a budget follow-up) or per date of operation (to have a more operational follow-up). Select the budgetary period or the accounting month. Select the consolidation currency. Select the type of budgetary follow up for the project. Select the type of the projects Select the project(s) by clicking on the right-hand button of the empty field. The list of projects appears. Click on the required project(s) and validate with the OK button. Select the type(s) of books. By choosing “Total”, all the entries of all the types of books are selected. Choose the detail level. See Chapter “mission parameters, projects, budget tabs”. Select the type of valorisation. Presentation of budget follow-ups by budgetary period. If the selected project’s budget is parameterised by account, the project follow-up by account will be as follows: •List of accounts and descriptions, •Expenses totalled by account and classified by month, •Annual totals by account, •Budget of project for budgetary period chosen, •Percentage of expenses relative to the initial budget. If family parameterises the selected project’s budget, the project follow-up by family is as follows: •List of families and their descriptions, •Expenses totalled by family and classified by month, •Annual totals by family, •Budget of project for budgetary period chosen •Percentage of expenses relative to the initial budget


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Presentation of budget follow-ups by accounting month. If the selected project’s budget is parameterised by account, the project follow-up by account will be as follows: •List of accounts and descriptions, •Expenses totalled by account and classified by month, •The total of expenses for budgetary period chosen by account. If family parameterises the selected project’s budget, the project follow-up by family is as follows: •List of families and their descriptions, •Expenses totalled by family and classified by month, •The total of expenses for budgetary period chosen by family. One may always follow-up a project by family even if the budget was parameterised by account or vice versa, but of course, in the “budget” column of the follow-up only parameterised amounts will appear. Click on “Preview” To print, you click on the “print” icon. If you would like a part print of your selection, click on FILE/PRINT. Export to Excel: It is possible to export a project follow-up in Excel. Click on “preview” Click “File” up left of the screen. Choose the menu “Export”. Select the Excel format and click OK. Specify a directory; complete the name of the file and save it. b) Follow-up of financing contracts Click on “financing contract follow-up”. Click on “Following”. Select the type of contract. Select the required contract(s) by clicking on the button to the right of the empty field and validate with the OK button. Select the consolidation currency. The contract currency is the default currency. Select the type of contract follow-up: global or detailed If you choose “detailed”, select the date of the start and the end of contract follow-up. Select the type of expenses, based on the contract or based on the real expenses only. Click on “Preview” Click the “print” button to print the report.


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Export to Excel: it is possible to export a project follow-up in Excel. Click on “preview” Click “File” up left of the screen. Choose the menu “Export”. Select the Excel format and click OK. Specify a directory; complete the name of the file and save it. Presentation of the global follow-up of a financing contract:

•Finance lines, •“lump sum” or “real” status of financing lines, •budget of the financing line, •total of simulation by line, •total of expense by line •total amount committed, that is total of expenses + total of simulations, •percentage of total amount committed relative to budget total, •available balance, that is the difference between the budget and the total committed Note: if the percentage of overheads was typed in the financing contract and the line "overheads" was flagged as such (see the financing contract parameters) the amount of overheads is automatically calculated and integrated in the contract follow-up.


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Presentation of the detailed follow-up of a financing contract:

•financing lines for each type of book and for the combined total of all types of books •“lump sum” or “real” status of financing lines, •combined total of month preceding the beginning of the selected period, •expenses totalled by line and ordered by month, •combined total of month following the end of the selected period, •total by line, •budget of financing line, •percentage of expenses for the selected period relative to the budget of the financing line Note: The exchange rate used for the follow-up of a financing contract is that of the month of the date of entry. Available options Grouping contracts in one It allows to print a single contract follow-up. The lines of the report are sort by donor code Excluding amounts with zero Doesn’t display lines with amount equal zero. Print only the titles lines


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It allows to display a sum up of the follow up. Display decimals Allow not to use rounded amount Excluding incomes writings c) Analytical axis follow-up Select “Analitycal follow-up” and click the “Following” button Select an Analytical axis Select the Consolidation currency Select the type of follow-up: the global follow-up display the total expenses on the selected period; the detailed follow-up display the expenses stratified by months Select the period (24 months maximum) Follow-up based on: From axis: every axis is displayed On the real expenses only: “Lump sum” are excluded of the report Select the type of entries you want to analyze To post it: use to display the line number or the account number in the beginning of the lines Taking into account in the available balance: Cumulation of expenses before the end date: if selected the total expenses before the end date is added to the total expenses on the period Cumulation of expenses after the end date: if selected the total expenses after the end date is added to the total expenses on the period Options: Grouping axes in one: all the axis are merged in an unique report Excluding amounts with zero: not to display the lines that are set to zero Print only the titles lines: display on the titles analytic line. Use the “Preview” button to launch the displaying of the report Export to Excel: It is possible to export a contract in Excel. Click on “preview” Click “File” up left of the screen Choose the “Export” menu Select the Excel format and click OK. Select a directory and enter the name of the file and save it. Available options (same as financing contract above) Grouping axis in one Excluding amount with zero Print only the titles lines Display of decimals Excluding income writings


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Financial report Definition of the command. Edition of a list of expenses and lump sums consolidated in a currency and relating to a financing contract, for a given period. Functionality. Click on Financial report. Click on choice of contract. Click on “choice of financing line” if you do not wish to print the report in its entirely. Click on follow-up period. By default this will be the contract period. Click on consolidation currency. The currency of the contract will be the default currency. Select the sort order. Click on the choice of the basis of the financial report, depending on whether you would like real expenditure or, as parameterised in the contract, the lump sum expenses of the financing lines and the real expenses of the non-lump sum financing lines. For MSF-BE, choose if you want to see all the entries or only the ones not cancelled by an automatic correcting entry (not matched ones).


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It is possible to save a financial report. After having defined the contract, the period, the financing lines and the consolidation currency, you click on save; the screen “save a financial report” appears, you type the chosen name in the “file “name” field and you click on “save”. Your report is recorded under a SAGA “financial report” format; this file has the extension .rap. To retrieve it afterwards, click on the “load” button, click on the name of wanted file and your report is accessible once again for viewing or editing. It is also possible to export a financial report to Excel. Click on export to Excel. Click on “preview”.


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Click on “File”.


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Click on “Export”. Select the type of format, in the event, the Excel format. Click on OK. Choose the place where the report is to be saved. The report is now available from Excel. You have, by column from left to right: •sequential numbering of selected entries, •date of entries, •identification of the book of the entry, •month of book, •number of entry, •account, •project, •description, •secondary description, •amount in income or in expenses, •currency, •amount in consolidation currency of the financial report, •exchange rate used To print, you click on the “print” icon. If you would like a part print of your selection, click on FILE/PRINT. Note: The exchange rate used for the financial report is the same as for the financial contract follow-ups. As a reminder, it is that of the month of the date of entry. Available options Print information date and number of bill Print analytical information Excluding of incomes invoices Display of the financing line This option allows to print the donor code setup in the contract budget. The sort order would be when the donor code order.


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Final financial report Definition: This report is available in spanish language in release 4.11. The used template is an ACSUR (Spanish NGO) model. This report generates an excel file which is detailed below:

Sheet n°1: a financial report that fits to the donor plan used for the financial contract

Sheet n°2: all the entries related to the financial lines Functionality : Use the “Final Financial Report” button. And fill the following field:

Choice of contract : several contracts may be chosen

Selection period for the realised : the period to considered

End date for the cumulation of expenses

Intermediate currency

Local currency

Consolidation currency This report is available for one contract.


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Expatriate staff Definition of the command. It allows to edit reports relating to the human resources/expatriate staff. Six types of editions are available in SAGA, for expatriate staff: expatriate follow-up, administrative follow-up, missions follow-up, financial report, expatriate card or family card. Functionality. Click on Expatriate staff.

a) Expatriate follow-up. Definition of the command. Edition of a list of expatriates present in the selected financial mission, for a given period. Select the sort. Select the follow-up period. Click on “Preview”. To print, click on the “print” button. If you would like a part print of your selection, click on file and printer setup. b) Administrative follow-up Definition of the command. Edition of a selection of sorted administrative data, relating to persons present in the financial mission. Select the sort order. Select the follow-up type. Select the follow-up period. Click on “Preview”. To print, click on the “print” button. If you would like a part print of your selection, click on file and printer setup. c) Mission follow-up Click on mission follow-up Definition of the command. Edition of sorted information of the mission follow-up tab of the H.R./expatriate staff parameters, for a given period. Select the type of mission follow-up. depending on the type of follow-up chosen, select the follow-up period, the project, the financing contract or the name of the person. Click on “Preview”.


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To print, click on the “print” button. If you would like a part print of your selection, click on file and printer setup. d) Financial report Click on financial report Definition of the command. Edition of an internal financial report relating to expatriate staff. Select the contract. Select the follow-up period (by default, the contract period) Click on “Preview”. Preview. To print, click on the “print” button. If you would like a part print of your selection, click on file and printer setup. e) Expatriate card Click on expatriate card Definition of the command. Edition of a card related to expatriate staff. Select an expatriate presence’s date. Select the expatriate. Click on “Preview”. To print, click on the “print” button. If you would like a partial printout of your selection, click on file and printer setup. f) Family card Click on family card Definition of the command. Edition of a card relating to partner and children of expatriate staff. Select the expatriate. Click on “Preview”. To print, click on the “print” button. If you would like a partial printout of your selection, click on file and printer setup.


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Calculation tool of the weighted average exchange rate

Definition of the command. Edition of a tool of calculation of the weighted average exchange rate The calculation is based on the balanced entries in 5816 for the selected period between the two currencies chosen. The choice of the period can be done per accounting month or per date of entry. If the chosen period is per accounting month, the Saga takes in account the balances of the books at the end of the previous month in the local currency. Select two currencies. Select the period type. Select the beginning and the end period. Click on “Preview”. Note: An automatic edition of the 5816-unbalanced transfer appears after the edition of the calculation of the weighted average exchange rate View before printing. Preview. To print, click on the “print” button. If you would like a part print of your selection, click on file and printer setup.


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Analytical report Definition of the command. Edition of a list of expenses consolidated in a currency and relating to an analytical axis, for a given period. Functionality. Click on Analytical axis. Click on choice of Axis. Click on “choice of analytical line” if you do not wish to print the report in its entirety. Click on follow-up period. Click on consolidation currency. Choose if you want to see all the entries or only the ones not cancelled by an automatic correcting entry (not matched ones).

It is possible to export an analytical report to Excel.


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Click on export to Excel. Click on “preview”. Click on “File”. Click on “Export”. Select the type of format, in the event, the Excel format. Click on OK. Choose the place where the report is to be saved. The report is now available from Excel. Available options Print information date and number of bill Excluding of incomes invoices Display of the analytical line This option allows to print the line number setup in the contract budget. The sort order would be when the line number.


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Audit report Definition It generates a report that matches the financial movements from the selected period to the same period of the previous year. The SAGA auditor can do a “cash flow” and “funds movements” assessment in order to manage his audit. This report is generated for every selected currency. Report explanation / comments: The period is usually selected from the 1 of January to the 31 of December of the year (but it can select another one). The accounting books opening balance displays the balance at the beginning of the period, that is to say the treasury position. The “advances” and “accruals” sections show the evolution of the pending accounts from period to another. A positive amount shows a raise of the liquid assets, a negative amount shows a fall of the liquid assets. Example: If the “advance” amount at the end of the period is bigger than the amount at the end of the previous period, the effect on the cash flow is negative. If the amount for the suppliers at the end of the period is bigger than the amount at the end of the previous period, the effect on the cash flow is positive. All the incomes are movements of funds that increase the liquid assets. The liquid assets are headquarters transfers or local contributions. The incomes are added for the period and for the previous year. The expenses during the period decrease the liquid assets amount. The report displays the expenses following the chart of accounts for the selected period and for the period one year before. The internal transfers are generated by currency movements. The report ended with the calculation of the whole cash flow at the end of each period. This cash flow must be the same as the closing balances of the bank and cashbox accounts at the end of the period. That is to say the final balance of the country treasury by currency.


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Selector Definition of the command. The selector allows the printing, viewing, export and saving of selections of data entered in the books. But, that is not all; it is possible for you to modify your entries by using the selector. Of course, the conditions of modifications are the same as those described in item C.2 of the chapter “entry”. Aim. The accurate selection of accounting data optimises the follow-up of some types of expenses not identified individually in printing. When the selection is defined, it is possible for you to view it and modify it, print it, export it to an EXCEL file, save it and load it afterwards or close it! The buttons connected with those functions are available at the bottom of your screen. Functionality. In the menu Editions/Selector or click on the “Selector” icon. 1. “Selection” tab All the fields of the books might be selected, except the voucher numbers. In the left part of the window, select per book, per account, - (the selection of a title account (for example 67) results in the automatic selection of all the accounts of the group (in this example, the codes from. To reverse a selection, click on the function “reverse” of the selection choice screen or on the green button located to the left of one of the selection fields.


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In the right part of the window, select by date or by accounting month. The other fields allow you to refine the selection, for example, by defining an amount as income or expenditure, an item of information contained in the description, the secondary description or the third-party field, or even by selecting non-validated entries. If no selection is made on one of the fields, all the data relating to that field are selected by default. For example, if you have chosen a project, a financing contract and a period, all the entries, regardless of the amounts, of all the books, of all the accounts, of all the financing lines of the selected financing contract, are automatically selected. Indicate the currency of consolidation and the kind of valorisation. The change in the chosen currency for every line is possible only in the function “Print”. 2. « Advanced » tab This tab allows to search in the database, the entries relate to a specific matching code. If you are looking for several matching codes, use semi coma between each codes. It is also possible to search regarding invoice number, cheque number, voucher and split number.


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3. “Sort by” tab : Select the required sort keys by clicking on the ones that concern you in the left-hand window and by clicking on > to display them in the right-hand window. To make some sort keys of the selection disappear, click on *. To modify the order of the sort keys, use the buttons * & * which will move the selected key up or down. The result of your selection will therefore be sorted according to the selected order. For example, if the first sort key is “book”, the second is “date” and the third is “financing line”, your selection will be sorted firstly by book, secondly by date and thirdly by financing line.

Click on “View” The selection appears on the screen, to modify an entry, position the cursor on it, click and proceed as explained in item C.2 of the chapter “Entry”.


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Click on “Print”... to edit the selection. The first page of the selection appears on the screen. Click on the red arrows located in the top left-hand window to move from one page to the other. To print, you click on the “print” icon. Click on “Export” to export the selection to an EXCEL file. You type the file name in the field to the right of “file name” or “nom de fichier”. Click on “Save” to save a selection. Click on “Load” to retrieve a selection saved previously.


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 7: Closing By setting the parameters and the entry, the financial building, that is the financial mission, is raised. The “Editions” chapter explains how to select and print the different parts of that building. The following stage concerns “Closing”. Closing is a process that sets a series of accounting data provisionally or definitively, for a particular period. Three types of closing operations exist in SAGA: the monthly accounting closing, yearly accounting closing and the closing of financial reports. For these three types, two closing levels are possible: provisional closing and definitive closing. The closing levels for each type are defined and explained in this chapter.

Monthly accounting closing

Provisional closing

Definition of the command. Provisional accounting closing sets provisionally some components of an accounting entry of a particular book and a particular month. The set components are: the serial number, the date, the account, the secondary description, the third party, the amount, the project and the section. Modifiable components are consequently the main description, the financing line and the financing contract related to that line. Once the book is provisionally closed, it is impossible to capture new entries or to cancel an existing entry. Provisional closing is carried out individually for each accounting book. Accounting books are closed and also the W extra accounting Book for the automatic correcting entries (MSF-B). (See here under for the simultaneous closing of books). Provisional closing is a reversible process; it is possible to close and unclose provisionally, as many times as it is necessary. Aim. This is a local protection of the entries of an accounting book. For example, when the capture of a book is completed and the entries have been checked, it is preferable to close that book provisionally so as to avoid affecting the entries. Provisional closing conditions.


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For cashbox books, the balance may not be negative. For bank books, no conditions concerning the balance, nevertheless the software will point out any negative balance to you. For various operations books, the balance must be equal to zero. If necessary, imported entries have to be validated. The provisional closing of an accounting book is possible when the closing of the previous month of the same book is done. Functionality. In the “Bookkeeping” menu or click on the “open a book” icon. Click on open a book. Click on “Accounting”. Select the required working month. The list of accounting books existing in that month appears. Select the book chosen from that list. The book appears on the screen. Click on the button “Prov. Clos.”.

The entries appear against a grey background and the buttons “Delete” and “New” disappear from the screen.


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By retrieving the chosen window of a book on the screen, the provisional closing date appears in the column “Prov. Clos.”. It is the date of the last day of the provisionally closed month.


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Cancellation of provisional closing or provisional unclosing

Definition of the command. Cancels the provisional closing process of an accounting book for a particular month. Aim. Modify or add entries to an accounting book. Provisional unclosing condition. The month following the month to be unclosed is not closed. Functionality. In the “books” menu or click on the icon “open a book”. Click on open a book. Click on “Accounting”. Select the required working month. The list of accounting books existing in that month appears. Select the book to be unclosed from that list. The book appears on the screen. Click on the button “Ann. Clot.”. The entries are displayed again in their original colour and the buttons “Delete” and “New” reappear on the screen. The previously disabled fields are available once more.

Simultaneous provisional closing of all the books

It is possible to close or unclose all the books for a given month. Definition of the command. Provisional accounting closing sets provisionally some components of all accounting entries of all books for a particular month. Aim Closing: protect of the entries of all the accounting books. Unclosing: modify or add entries to the accounting entries of books provisionally closed. Functionality In the “Bookkeeping” menu. Click on “Open a month”. Click on “Accounting” Select the required working month. The list of the accounting books existing on that month appears. The date of the last month provisionally closed is mentioned in the column “Prov. Clos.” Click on “Provisional closing” or “ Undo provisional closing”. It updates automatically the date of the last month provisionally closed for all the books.


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Definitive closing

Definition of the command. Financial position of a mission at the end of a particular month. Definitive monthly accounting closing definitively sets some components of all the accounting entries of all the books of a particular month. The set components are: the sequential number, the date, the account, the secondary description, the third party, the amount, the project and the section. The modifiable components are consequently the main description, the financing line and the financing contract connected with that line. Definitive closing is done per accounting month and only accounting books are closed. Definitive closing is an irreversible process; it is impossible to unclose later on. Aim. The definitive closing of an accounting month is the basis on which the accounting information of the mission is integrated into the accounting system of the HQ and the financial position of that mission is analysed by the HQ. Definitive closing conditions. The definitive closing of the previous month must be done. All the accounting books of the month concerned must be closed provisionally but also the W extra-accounting Book (MSF-BE). The exchange rates of the month to be closed must be entered. Caution, no exchange rates equal to zero for active currencies. Functionality. a) Launch the closing. In the “bookkeeping” menu. Select “Closing”/”Monthly closing”/”Start the closing”. The software asks you to confirm the closing of the month following the last closed month. Click on OK. If you have not provisionally closed all the accounting books of the month concerned, the program points it out to you.

Click on OK and provisionally close all the accounting books of the month as described in the item “Provisional closing” of this chapter. If everything is in order, the back-up screen appears and shows the progress of closing.


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The program records the data of the closed month on the hard disk of your computer in the SAGA directory, name of the financial mission, file .zip “closed”, mission code followed by the closed month. The software next asks you to insert 2 diskettes on which the backup of the closing of the month will also be recorded. The first is for your headquarters and the second one for you. To check whether the closing process took place correctly, click on the icon “open a book”.

The list of accounting books appears. In the column “Prov. Clos.”, the dates in red corresponds to the date of the last day of the month of the last definitive closing, those in grey are those of the last provisional closing, of course subsequent to the last closing. In the “Def. Clos.” column, it is the date of the last definitive closing. Note: if the closing file is bigger than the size of a diskette, closing is saved by the user on the hard disk only. Nevertheless, a procedure exists to save the accounting on several diskettes. This item is developed in the chapter X.A. of this manual


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b) Closing script In the “bookkeeping” menu. Click on Closing *Monthly closing * Closing script. The script screen appears. Chose the month of script to be edited

A list of editions of the closing of the month is available. All the editions are validated by default.


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Click on the “print” button. The selected editions are printed preceded by a cover page where: the name of the mission and the closing month are listed. Note 1: All these editions are also available via the “Editions” menu Note 2: any change of financing line and/or of contract of a registered entry in a closed month is recorded in a file. It is possible to print the list of modifications done through the closing script, option “change of imputation per contract”. All the modifications done since the installation of version 3.00 will be printed for all the months.


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Yearly accounting closing

Provisional closing

Definition of the command. The provisional yearly closing of the accounts provisionally sets all the fields of all the accounting entries during the closed year. All the types of books are concerned. Annual closing involves the accounting months and not the entry dates. In plain language, by closing 2002, only the entries allocated in the 12 closed months of 2002 are closed. Provisional yearly closing is reversible. Provisional yearly closing conditions. Provisional yearly closing technical conditions: the provisional closing of a year can only be done if all the accounting months of the previous year have been definitively closed (monthly closing). Functionality. In the “bookkeeping” menu. Select “Bookkepping”/”closing”/”Yearly closing” Provisional closing.

Select the year to close (click on the pad at the right of the field) and click on OK. The year is provisionally closed.

Cancellation of provisional yearly closing

Functionality. In the “bookkeeping” menu. Select “Closing”/“Yearly closing”/”Cancel provisional”.


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Final closing

Definition of the command. The final yearly closing of the accounts definitively sets all the fields of all the accounting entries during the closed year. All the types of books are concerned. Annual closing involves the accounting months and not the entry dates. In plain language, by closing 2009, only the entries allocated in the 12 closed months of 2009 are closed. Final yearly closing is NOT reversible. Final yearly closing conditions. The final closing of a year can only be done if provisional closing has been done. It must be done before the month of December of the following year is closed (monthly closing). Functionality. In the “bookkeeping” menu. Click on Closing *Yearly closing * Final closing. Select and click on OK. The year is closed definitively.


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Closing of a financial contract

Provisional closing

Definition of the command. Provisional locking of the “Financing line” and “Contract” fields of all the entries of all the types of books, except for the simulation book, having a date anterior to the provisional closing date. As a reminder, both these above-mentioned fields are modifiable after accounting closing, the provisional closing of a financing contract sets them provisionally. Provisional closing is done individually for each contract. The provisional closing of a financing contract is a reversible process; it is possible to close and unclose provisionally, as many times as necessary. Aim. This is a local protection of book entries, relating to allocation per financing contract. For example, when a financial report has been sent to the donor, it is preferable to close this report provisionally so as to avoid affecting the entries. Provisional closing conditions of a financial report. The accounting books, in which the entries relating to the contract to be closed appear, must be closed definitively. Functionality. In the menu “Parameters”/”Missions” * “Financing” * “Financing contract”. Select the contract to be closed. Click on the button “Modify”. Click on the button “Prov. Closing” which is located at the bottom of the window of the “Contract” tab. Enter the required provisional closing date.


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Validate. If the closing conditions are fulfilled, the entries of the defined financial report are provisionally closed! Within books where the entries linked to closed financial report and included in the closed period, the financing contract code and the line of financing appear in red

Unclosing of a financial report

Definition of the command. Cancels the provisional closing process of a financial report. Aim. Modify entries relating to a financing contract. Provisional unclosing condition. The report has not been closed definitively. Functionality.


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In the menu “Parameters”/”Missions” * “Financing” * “Financing contracts”. Select the contract to be unclosed. Click on the button “Modify”. Click on the button “Cancel Closing Prov.” which is located at the bottom of the window of the “Contract” tab. *Validate. The fields previously set by the closing of the financial report are available once again for any modifications.

Definitive closing

Definition of the command. Definitive locking of the “Financing line” and “Contract” fields of all the entries of all the types of books, with the exception of the simulation book, for the previous period to the definitive closing date. Definitive closing is done individually for each contract. The definitive closing of a financial report is an irreversible process. Aim. This is a definitive protection of book entries relating to allocation per financing contract. For example, when the donor has accepted a financial report, that report has to be definitively closed so as to avoid affecting the entries. Definitive closing conditions of a financial report. The financial report must be closed provisionally. Caution: if an accounting entry for a date previous to provisional closing should have been allocated after provisional closing, it will be necessary to unclose and re-close provisionally to have access to definitive closing. Functionality. In the menu “Parameters”/”Missions” * “Financing” * “Financing contract”. Select the contract to be closed. Click on the button “Modify”. Click on the button “Fin. Closing” which is located at the bottom of the window of the “Contract” tab. Type the required definitive closing date. It is imperative that the date is equal or previous to the provisional closing date. Validate. If the closing conditions are fulfilled, the entries of the defined financial report are definitively closed! In the books where the entries related to the closed financing contract and included in the closed period appear, the code of the financing contract and of the financing line are in red. The indication “Financial closing” appears in the window of the book of an entry related to a closed report.


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Note: there is no reason why one cannot close provisionally and definitely by successive periods.

Closing of an analytical axis

Provisional closing

Definition of the command. Provisional locking of the “analytical line” and “Axis” fields of all the entries of all the types of books, except for the simulation book, having a date anterior to the provisional closing date. As a reminder, both these above-mentioned fields are modifiable after accounting closing, the provisional closing of a analytical axis sets them provisionally. Provisional closing is done individually for each axis. The provisional closing of a analytical axis is a reversible process; it is possible to close and unclose provisionally, as many times as necessary. Aim. This is a local protection of book entries, relating to allocation per analytical axis. Note: After provisional closing, it is always possible to allocate new invoices to this axis, regardless of the date of those invoices. Functionality. In the menu “Analyze”/“Axes”. Select the axis to be closed. Click on the button “Modify”. Click on the button “Prov. Closing” which is located at the bottom of the window of the “Axis” tab. Type the required provisional closing date.


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Validate.

Unclosing of an analytical axis

Definition of the command. Cancels the provisional closing process of an analytical axis. Aim. Modify entries relating to an analytical line. Functionality. In the menu “Analysis” * “Axis”. Select the axis to be unclosed. Click on the button “Modify”. Click on the button “Cancel Closing Prov.” which is located at the bottom of the window of the “Axis” tab. Validate.


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Definitive closing

Definition of the command. Definitive locking of the “analytical line” and “Axis” fields of all the entries of all the types of books, with the exception of the simulation book, for a period previous to the definitive closing date. Definitive closing is done individually for each axis. The definitive closing of an analytical axis is an irreversible process. Aim. This is a definitive protection of book entries relating to allocation per analytical axis. Caution: if an accounting entry for a date previous to provisional closing should have been allocated after provisional closing, it will be necessary to unclose and re-close provisionally to have access to definitive closing. Functionality. In the menu “analysis” * “Axis”. Select the axis to be closed. Click on the button “Modify”. Click on the button “Fin. Closing” which is located at the bottom of the window of the “Axis” tab. Type the required definitive closing date. It is imperative that the date is equal or previous to the provisional closing date. Validate. Note: there is no reason why one cannot close provisionally and definitely by successive periods.


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 8: Sending and receiving files

Sending files

Sending of the provisional entries

Definition of the command. Automatic exporting of accounting data of the accounting and management software from the periphery to the capital software. Sending condition. The accounting month to be exported must be definitively closed in periphery. The closing conditions are clarified in the chapter “Closing”, of this manual. Functionality. In the “File” menu. Click on “Sending of files”/”Sending of the provisional writings”. The sending screen appears. All the closed months are available. Click on the accounting month to be sent. In principle, it is the last closed month, but nothing prevents you from selecting another one of them.

Click on the button “Launch”. The name of the file to be exported appears, it is the code of the financial mission followed by the accounting year and month and by the location code.


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Save the file on the appropriate support, a USB key for instance. Click on Save. The file is transferred to the USB key; you only have to send it to capital for your entries to be retrieved.

Sending of final writings and/or mission’s parameters

Definition of the command Automatic export of the capital SAGA parameters and the corrected entries towards peripheral SAGA. Functionality. In “file” menu Click on “sending of files”/”Sending of final writings and/or mission’s parameters”. Select the sending.type a) Entries of the selected month After verification and correction of the entries sent by the periphery and after closure of the month: it is possible to send back the entries to the periphery for an automatic importation. Entries of other chosen Books can also be sent to the periphery.


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Select the month of accountancy Select the book(s)

Click on OK Click on Sending The sending screen appears.


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The name of the file to be exported appears, this file is named “Compte + code of the financial mission + the month of the parameter up-date+location code. Save the file on the appropriate support, a USB key for instance. Click on Save. The file is transferred to the USB key. All that is left to do now is to send it to the periphery so that your writings can be retrieved there. b- Sending mission’s parameters It is possible to select between the following parameters the ones you want to send to the periphery: financing contracts, expatriate staff, national staff and suppliers. In the periphery, the existing parameters will be completed or corrected but will not be deleted anymore. For example, a third party created in the periphery will be corrected only if the code is the same that the code sent by the capital but will be kept if it is not the case. The other parameters not mentioned here above are all sent (projects, exchange rates…). Select the book(s) Select the parameters to send. Click on OK. Click on Sending. The following sending screen is displayed.


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The name of the file to be exported appears, this file is named “PARAM + code of the financial mission + the month of the parameter up-date+location code. Save the file on the appropriate support, a USB key for instance. Click on Save. The file is transferred to the USB key. All that is left to do now is to send it to the periphery so that your parameters can be retrieved there.

Sending of the general parameters

Definition of the command. This file contains all the general parameters setup in the chapter 2 “Setup” and is send by the Saga referent from the headquarters. It is a very important file that the Saga referent will save in a secure place in order to be able to identify the last version and to be able to change it easily. Functionality. In the “File” menu, select “sending of file/sending of the general parameters”. The sending screen is displayed. This screen allows to select which update method is going to be used during the receiving of the file by the field. By default the method is a classic update that allow receiver to keep local settings. For each parameter, you can select the replace method that delete local setting before receiving the parameters. The sending interface also allows to select analytical axis to include in the general parameters.

Press the “send” button. The generated file is named “PARAMSGENERAUX.ZIP” This file is ready to be spread to all the users.


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Interfaces

The interfaces are specified by the organizations that are using them. The creation of these files is available through the menu “Sending of the file/Interfaces/sending of the data”


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Receiving files

Reception of the provisional writings

Definition of the command. Automatic importing of accounting data from the periphery software into the software of the capital. Receiving condition. The books to be imported must not be closed in capital. a) Importing Functionality. In the “File” menu. Click on “Receiving files”/”Reception of the provisional writings”. The receiving screen appears. Click on the “Import” button. *Click on the name of the file to be imported, which appears at the top of the window. The file name is composed with the financial mission code followed by the accounting year and month and the location code. As an example: FRCD1_201204_LUB.zip. Click on the button “Open” or “Ouvrir”. The receiving screen displays the list of books from periphery.

Select the one(s) to be imported. Click on the “Import” button and when the operation is completed, that is when the timer disappears, click on “Close”. Importing is completed.


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Saga displays the number of entries not imported and validated according to the control done (missing third party, contract, …). b) Validation The entries of the imported book(s) are now available in capital. The entries for which the validity controls of Saga have detected problems should be corrected and validated. Functionality. Using the selector, choose the book(s) concerned and tick the box “unchecked entries”. The import process cancels the closing done in periphery. The entries are brown in colour, which means that they should be validated. Open each of those entries successively, correct the allocations and validate. When all the entries have been validated, the provisional closing of the Book is possible.


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Receiving the final entries and/or mission’s parameters (in periphery from capital)

Definition of the command The automatic import in the peripheral software of the corrected entries and the general and mission parameters coming from the capital software. Functionality Copy the receipt file on the computer. In the “file” menu. Click on “receiving files”/”Receiving the final entries and/or mission’s parameters”. The entries coming from the capital will then replace the existing ones for these Books and this month. The balances for the following months will be automatically adjusted if amounts have been modified. The existing parameters will be completed or corrected but will not be deleted anymore. For example, a third party created in the periphery will be corrected only if the code is the same that the code sent by the capital but will be kept if it is not the case. The other parameters not mentioned here above are all imported (projects, exchange rates…). Click on the button “Open”.


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Press the “Reception” button.


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Reception of the general parameters

Definition of the command. Automatic importation of the general parameters. Functionality. Introduce the HQ file in the computer. In the menu file/Receiving file/Reception of the general parameters. Select the file to be imported. Click on open. The importation is finished.

Interfaces

Interfaces between SAGA and the HQ accountancy software are available through SAGA. The use of this interface is NGO dependant and is generally describe in separated memos.

Receiving an Excel book Definition of the command. Automatic importation the accounting book writings encoded in an Excel file. Writings must be validated thereafter. Functionality. Click on « Receiving files ». Interfaces. Excel book. Select the type of the book. Select the accounting month. Select the book priory encoded in the parameters of SAGA. a) If it is the first importation of the book You must FIRST define the “links” between the Excel book and the SAGA book. Click on advanced>> Co-ordinates of the zone to be recovered = indication in the Excel file of the place of the lines to be recovered: sheet and starting and finishing lines. Co-ordinates for the control of the code book = indication of the co-ordinates of the Excel file cell where the same name of the saga book is written. Note: SAGA doesn’t recognize the letter for the identification of the column, so the column A = column 1, column B = column 2, etc. N° of column = indication of the composition of the Excel book. Example: the date of the accounting operation is in the column 1, the piece number in the column 2, etc.


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!!! The fields: date, account, description, expense amount and income amount are compulsory for the importation. b) If it is not the first importation for this book As the links between the Excel book and the Saga book are already set up, you have only to fill in the co-ordinates of the zone to be recovered.


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Once the configuration of the Excel file is done, you can click on the IMPORT button. Select the book import.xls to be imported. Click on OPEN

SAGA informs that the writings not validated have been imported. Click on OK, SAGA prints a report of importation. When you close the report, SAGA displays the following message:

For the validation of the writings. Click on accounting. Choose the appropriate accounting month. Choose the appropriate accounting book. Validate the writings.


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Audience :

HQ

CAPITAL

PERIPHERY

Chapter 9: Saving, Restoring and Archiving accounts

Saving accounting Definition of the command. It allows the make a backup of Saga. It concerns the whole databases, i.e. parameter settings and captured entries. Saving is possible at any time. Functionality. In the “File” menu. Save the accounting. The back-up screen appears and indicates that the data backup will be done in a file with the extension .ZIP. Click on the button “Launch”.

Click on “Save” or “Sauver”. A screen indicates the back-up progress, when that screen disappears, back-up is completed.


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Restoring accounting Definition of the command. Function allowing databases of the financial mission, previously saved on a diskette to be restored. Restoring is possible on any computer equipped with SAGA. Functionality. In the “File” menu. Restore the accounting. The restoring screen appears and indicates that the data come from a file with the extension .ZIP.

Warning ! Restoring the accounting involves the overwriting of the current accounting.

Click on the back-up name. Click on the “Open” or “Ouvrir” button.


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A screen indicates back-up progress, when that screen disappears, restoring is completed. The program asks you to enter your identifier and your password. This information is part of the of the parameter settings of the mission, it is therefore saved on the back-up file. See the item “Administration” of the chapter “Parameter settings” for the explanation of this function. You have to control/index the files when the process is completed. Restored data are now accessible.

To file the bookeeping Definition of the command. The function allows a part of the databases of the financial mission to be filed. Data can only be filed if the year has been finally closed. Entries with account 6xxx or 7xxx are filed if the financing contracts where they are imputed are deactivated. For the entries in 42xx, the third party must be deactivated and no imputation done after the end of the year to file. The only parameters that can be filed are the ones with a period ending before the end of the year to file. The printouts are not available any more for a filed period. Note: it means in fact the erasing of old data following certain criteria. Before any filing, you have to save the accounting to have a backup of old data and be able to consult them later if needed. You can file data concerning a year only when receiving the instruction from the headquarters. You have to send to your headquarters a copy of the back-up file before filing. Aim: This will reduce the size of the files and accelerate the work speed of SAGA. Functionality Click on the first icon up left (brown files) or go to “file – to file the bookkeeping”.

A message will request you to confirm that you deactivated the mission’s parameters that need to. You can then file the entries concerning the chosen year and the years before.


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SAGAV6

A back-up file before filing will be created by default and. You have a screen that gives you the number of entries that will be deleted and a confirmation request.

After filing the data, you see a window with the list of entries that have not been filed for the selected year.

These entries can’t be filed before next filing. Note: I advise you to index the files after the filing of a year.


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User guide

SAGAV6

Audience :

HQ

CAPITAL

PERIPHERY

Chapter 10: Help

Saga Handbook If the installation has been properly done (see point II: installation of the program). “saga handbook” item opens the user manual in the working language of the Saga interface (need Acrobat Reader).

Infos This item displays some technical information about the software (version, …) and the authors.

Versions This item lists the new features, the function improvement and changes. When updating the release, it is advised to have a look at this file.

Bug Report This function allows you to report a bug to EpiConcept via a word document. This document contains all the component we need to reproduce the issue. Indeed, to give you a good answer, we need to understand deeply your request.


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User guide

SAGAV6

Audience :

HQ

CAPITAL

PERIPHERY

Appendix

Level of access There are four types of user profile: •A profile : design for the H.Q. Masters, who have access to the management of general parameters. They are the only ones to be able to modify them. •B profile, the H.Q. consultants, for whom it is possible to consult the parameter settings and captured data. •C profile, the financial managers of financial missions, who have access to the mission parameter settings, to accounting entry, to provisional closing and unclosing and to definitive closing. •D profile, the encoders of financial missions, who may capture and close temporarily. It is possible for all the users to consult and edit the parameters or the data of a financial mission. The profiles rights are listed in the table below:

Menus Access levels

File

Control/Index the files ABCD

Sending of files

AC

AC

AC

AB

Interfaces

Receiving files

AC

AC

AC

AB

Save the accounting ABCD

Restore the accounting AC

Filing AC

Quit ABCD


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Bookkeeping

Open a book

Accounting CD

Extra accounting CD

Lump sum CD

Simulations CD

Provisional closing CD

Provisional unclosing C

Open a month C

Lettering CD

Closing

Monthly closing C

Start the closing C

Closing script C

Yearly closing C

Parameters

General

Currencies A (C for activation)

Countries A (C for activation)

Chart of accounts A (C for activation)

Sections A (C for activation)

Donors A (C for activation)

Activities A

Contexts A

MSF functions A

Missions

Book C

Project C

Financing

Donor’s plan A for donors’ plans & AC for user plans

Financing contract C

Human resources

Expatriate staff C

National staff C

Suppliers C

Exchange rates AC

Budgetary periods C

Financial mission

Create a mission A & C with agreement of headquarters

Select a mission ABCD

Set up A & C

Administration

Disconnection/connection ABCD

Password management ABCD restricted access, see chapter “Administration”

Languages ABCD

French

English

Spanish

Portuguese

Printer

Print outs

Print outs ABCD


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Selector ABCD

Help

Handbooks SAGA ABCD About ABCD Versions ABCD

Bugs report ABCD

Glossary (I) Activity & context: a classification system for MSF projects, in which each project is defined according to its nature (activity), and the environment in which it takes place (context). Example: activity within the scope of health, epidemic centres and water and sanitation activity. Example: context of intense conflict. (I) Amendment: modification to a financing contract signed with a donor, which may concern both the period and the distribution between financing lines, or even the amount. An amendment is always the result of an agreement between MSF and the donor. Example: a six-month financing contract comprises 4 financing lines, for a total of 100,000 EURO: expatriate staff (20,000), national staff (25,000), medicines (40,000) and transport (15,000). After two months, MSF requests a reallocation between financing lines; it will involve an amendment to the initial financing contract. (I) Advance: a class of accounts that contains all the operations by which MSF, either entrusts money to a third party who will repay it sooner or later, or receives money from a third party who will be repaid sooner or later. Example: advance to our forwarding agent “Transintra”: 4203/Transintra. (I) Balance: Monthly summary of accounting entries of a class of accounts, consolidated in one currency. In SAGA, there are three types of balances: expenses and income, advances and transfers. Example: balance of advances on salaries/Expatriate indemnities 4101. (I) Cashbox or bank accounting Book: accounting document in which the movements of a cashbox or a bank account are recorded. Each record is connected with a physical or bank movement of liquidities. Furthermore, a book is always defined by its place, its currency and its accounting month. There is only one book per cashbox or per bank account. Example: Ngozi bank in Burundi francs October ‘98. Ngozi cashbox in Burundi francs October ‘98. Bujumbura cashbox in Burundi francs October ‘98. Bujumbura cashbox in US dollars October ‘98. (I) Accounting Book for sundry operations (O.D.): there are several types of operations that it may be interesting to record in an O.D book: allocation changes, justifications of advances, expenses made by other financial missions, adjustment entries... These operations, composed of two or more entries, do not create movements of funds. Consequently, the balance of an O.D. book is always equal to zero.


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An O.D. book is defined by its name, its currency and its accounting month. Example: O.D. book Bujumbura Burundi francs November ‘98. (I) Extra-accounting Book: list of expenses paid and allocated by the headquarters to the financial mission. An extra-accounting book is unique and monthly. It is defined by the name of the mission and the currency of the reference headquarters. As far as international missions are concerned, there might be several extra-accounting books, the currencies of which would be those of the different headquarters. Example: expatriates’ indemnities, paid by the headquarters, but allocated to a financial mission. (I) Lump sum Book: list of equipment or persons presented for repayment to a donor, on a lump sum basis, containing the following items: description, date of beginning and end of taking into consideration, repayable monthly lump sum. This document is used by the mission for the follow-up of lump sum financing lines of some financing contracts. In actual fact, some institutional donors finance MSF on a lump sump basis. A lump sum book is unique, monthly and multi-currency. It is defined by the name of the mission. Example: Khan Hard is present in the mission in July ‘98. The financing contract stipulates that the expenses incurred for him by MSF, will be presented for repayment, on the basis of a lump sum of 3,800 EURO per month. The following entry will be posted in the lump sum book: 31/07/98 Khan Hard July ‘98 3,800 EURO. (I) Simulation Book: document, kept by the mission, in whom each current order and any other expense estimate likely to improve follow-ups appears. A simulation book is unique and multi-currency. It is defined by the name of the mission. Example: MSF Burundi orders medicines from the Paris HQ for 30,000 EURO. That order will be recorded in the simulation book until receipt of the invoice. The latter will then be recorded in the extra-accounting book. The order will therefore disappear from the simulation book. (I) Bank: see cashbox. (I) Budgeting of a mission: process according to which MSF estimates the cost of the projects of a financial mission, per budgetary period, and estimates the income of the financing contracts. The net cost of the mission is derived from that. Budgeting is always the outcome of a joint decision by the HQ and the mission. There is also a budget revision process. (I) Cashbox & bank: place where the liquidities of MSF are kept, per currency. The movements of assets of a cashbox or of a bank are recorded in an accounting book. There are as many cashbox books as there are cashboxes in the mission, there are as many bank books as there are bank accounts in the mission. Example: Gisenyi cashbox in Rwandan francs. (I) Capital: as far as MSF finance is concerned, it is the place where the coordination team of a mission has its office. Most often than not, it is the administrative capital of the country.


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(I) Expense: class of accounts, which groups all the final uses of money, made by MSF. Example: purchase of medicines. (I) Class: subdivision of the international chart of account of MSF missions. There are four classes: expenses (class 6), income (class 7), advances (class 4) and transfers (class 5). The classes are themselves divided into families. (I) Analytical codes: succession of codes related to an accounting entry. See allocation. For class 6, we use the project/contract/line/section codes. For class 7, we use project/contract/line/section codes. For class 4, we use the third party code (for the account 4301, there will be the contract code in addition). For class 5, we use the third party code. (CH)(BE) Project committee: a group that meets, at HQ, and brings together people from the operations department and from the support departments, concerned by the subject dealt with. The project committee (copro) decides on the opening, the closing, the extension or the diminution of projects according to existing constraints. At the beginning of the year, it was assigned a provision of reserve funds. It may allocate it, during the year, to different projects. Example: the copro of 2/11/98 assigns the sum of 200 000 USD to the MSF mission BE KE 1 for the project “fight against cholera in the province of Turkana”. It is specified in the copro that if an institutional donor finances the whole or part of that operation that will reduce the reserve provision by as much. (I) Account: 4-figure attribute associated with any accounting operation according to its nature. Example: account 6420 vaccines and vaccination equipment. (F) Consolidation: group of books with the same currency and the same period, it is the presentation of the whole of the entries in a same currency for a financial mission or project. (I) Context: see activity. (I) Financing contract: financing assigned by a donor covering, partly or wholly, the expenses of one or more projects, within a same financial mission. For practical reasons, an analytical code/financing contract will also be associated with the funds that MSF will assign to one or more projects, within a same financial mission. Example: ECHO covers contractually the expenses of the medical projects of Butare and Gisenyi and a part of the expenses of coordination in Kigali. Example: budgeting ‘98 assigns the sum of 200 000 USD to the MSF mission BE KE 1 for the project “fight against cholera in the province of Turkana”. (CH) Financial controller or (FR) Management controller or (BE) financial expert of missions: HQ person who is the financial and accounting reference of the financial mission. (FR) Net cost: difference between the expenditure and income of institutional donors.


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(CH)(BE) Net cost: difference between expenses and income for related funds. The donors contributing to the net cost, will be activated in the SAGA software program, according to the definition of the different sections. (I) Accounting entry: record of an operation in an accounting book. An entry is composed of a number, a date, a description, an expenditure or income amount and an allocation. Example: C. Buja USD December ‘99 048-01 25/12/98 travelling expenses Noël Lepère 100 USD 6140/17/014A/EXPAT/FR. (I) Adjustment entry: accounting entry allowing the modification of one or more of the items contained in the initial entry. Adjustment entries are never grouped. Those entries may be recorded in the OD book. Example: Initial entry: C. Buja BIF May ‘99 Expenses 035-01 10/05/99 salary P.Wake 150,000 BIF 6240/43/010A/STAFFNAT/BE. We realize that the project should have been 22 and not the 43, the initial entry must therefore firstly be cancelled and the entry comprising the new project code must next be recorded. Adjustment entry V. Buja BIF June ‘99 Income Expenses 004-01 10/05/99 cr. C.Buja 5/99 no.035-01 150,000 BIF 6240/43/010A/STAFFNAT/BE. 004-02 10/05/99 salary P.Wake 150,000 BIF 6240/22/010A/STAFFNAT/BE. In this case, only the analytical code of the project has been changed. (I) Budgetary period: period for which the budgeting of the mission is calculated. At MSF, budgeting always covers a civil year (from 1st January to 31 December). In the SAGA software program, for practical questions, there may be several budgetary periods for the same civil year. Those different periods correspond to the initial budgeting and to the budget revisions of the year. Example: 1999-1 = initial budgeting, 1999-2 = revised budgeting, etc. Both of these budgets correspond to two budgetary periods of 1999. (BE) Financial expert of missions: see financial controller. (I) Family: subdivision of a class. Families group a number of accounts according to their nature. Example: family 64: medical and nutrition. (I) Donor: a natural or artificial person who finances MSF activities. Donors may be institutional or private ones.


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(I) Institutional or private funds: exhaustive classification of MSF funds according to their origin. Funds from any State body or body accountable to the State or else from any international body such as the United Nations or the European Union are considered as being institutional funds. Private funds come from private donors. Example of institutional funds: the United Nations High Commission for Refugees supports MSF for the management of health care in refugee camps, and finances MSF for the cost of that project. Example of private funds: The Thegair Foundation pays 15,000 EURO to MSF after having read an article about the distress of the Kosovars. (BE) Linked or non-linked funds: classification of MSF funds according to their appropriation. Linked funds are those allocated by a donor on the basis of a financing contract whereas non-linked funds are given to MSF while leaving it the power to freely determine their use, in accordance with the objectives and ethics of the organisation. (I) Historic: Periodic and detailed summary of accounting data, consolidated in a currency. There are three types of historic in SAGA: for advances, for internal transfers and for other transfers. Example: historic of internal transfers = list of account movements 5815 & 5816. (I) Allocation: assignment of an account and analytical codes to an accounting entry. The aim is to be able to easily group the entries of a same allocation. See analytical codes. For class 6, we use the project/contract/line/section codes. Example: For the salary of Placide Wake, storekeeper, assigned to project 43, presentable for repayment under contract 010A, on the STAFFNAT line and paid by the Belgian section, the allocation will be: 6240/43/010A/STAFFNAT/BE. For class 7, we use the project/contract/line/section codes. Example: For the interests received on the bank account of its mission, MSF FR chooses to allocate them to project 25, contract 030A, administrative expenses line. The allocation will be: 7103/25/030A/ADM/FR. For class 4, we use the third party code (for account 4301, there will be an additional contract code). Example: For an advance to our forwarding agent “Transintra”, the allocation will be: 4203/Transintra. For class 5, we use the third party code. Example: For a transfer to the mission MSF/CH Burundi, the mission MSF/CH Kenya will use the allocation: 5813/MSF/CH BI 1 (I) Inventory: list of non-consumer goods, purchased by the mission, allocated to a financing contract, with a unit value of at least 400 EURO and a life expectancy of at least 6 months. This list is kept by the technical and logistic coordinator or manager (CoTL or RTL) on the basis of the information supplied by the financial manager (FIN). These lists are updated by the CoTL or RTL and the FIN: they must therefore consult each other on very frequent occasions. Keeping an inventory is an obligation for each financial mission. Example: the purchase of a car, a generator or a computer must appear in the inventory. (I) Financing line: group of expenses of a similar nature within a financing contract.


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Example: a financing contract is composed of 4 financing lines: expatriate staff, national staff, medicines and transport. (I) HQ Master: reference person in charge of all the problems intrinsic to the accounting and financial management software (SAGA). It centralises the suggestions for improving this software program. There is one HQ master per HQ and an international co-ordinator. (I) Financial mission: set of projects managed by one single financial manager, all the accounting and financial operations of which are centralised in a single accounting and financial management software (SAGA master version). In principle, a financial mission corresponds to a country where an operational centre carries out activities. Example: financial mission of the operational centre of Brussels in Burundi. BE BI 1. It may occur that there are several financial missions in a same country: one for northern Sudan and the other for southern Sudan, both managed by the Paris operational centre. FR SD 1 & FR SD 2. (I) Chart of account: list of all the accounts used by MSF financial missions. Those accounts are grouped by class and by family. (I) Periphery: as far as MSF finance is concerned, a generic term that designates the different places where cashboxes/banks are kept other than capital cashboxes/banks. (I) Income: class of accounts, which groups all the definitive acquisitions of money by MSF. Example: MSF receives bank interests. (I) Project: particular activity within a defined geographical space. From a financial point of view, a project is a cost centre. Example: project “medical in Butare”, project “unaccompanied children in Gisenyi”, project “central coordination in Kigali”, project “AIDS over the whole of Rwanda”. (I) Financial report: list of expenses and lump sums, related to a financing contract, presentable for repayment to a donor. It must comply with very strict forms, specific to each donor. (I) Financial manager: whatever his title may be, he/she is the person who takes responsibility for the finances of the mission, within the coordination teams. That person centralises all accounting and financial information of the mission. The financial manager or the administrator is the guarantor of “MSF finances”. (I) Section: MSF national entity. In 1999, there are 19 sections. Example: Médecins sans Frontières – Swedish section, MSF SE. (I) Headquarters or operational centre: place from where operational decisions are taken regarding missions. The missions report their activities to headquarters. (I) Follow-up: management tool allowing the progress of expenses chargeable to a project or to a financing project to be followed. Follow-up per project: a synoptic table, per family, where the budget of the project, expenses accounted for, simulations and balance appear.


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Follow-up per financing contract: a synoptic table, per financing line, where the amount stipulated in the financing contract, expenses accounted for or else lump sums, simulations and balance appear. Follow-up of the net cost: synoptic table, per family, where expenses, income, financing contracts and balance appear. (I) Transfer: class of accounts which groups all the operations of transfers of funds from one cashbox/bank to another cashbox/bank within a financial mission, with the headquarters or with another financial mission of the same section or of another section. That also includes therefore exchange operations, which are only a transfer from one cashbox/bank of one currency to a cashbox/bank of another currency. In addition, the expenses incurred in one financial mission and intended for another financial mission (5821/5822) are considered as being transfers from an accounting point of view. Example: transfer of funds from the mission MSF/CH Burundi to the mission MSF/CH Kenya: 5813/MSF/CH KE 1 (I) Split: splitting up of the amount of an accounting operation allowing a different allocation to be given to each of the fractions of that operation. In practice, there will be as many entries as fractions. All the entries will have the same serial number and will be assigned a secondary number with the aim of differentiating them. The sum of the amounts of those entries will be equal to the total amount of the operation. Example: MSF Gisenyi rents a house, which is used both as expatriate accommodation and offices. The rent is 10,000 RWF of which 7,000 RWF are allocated to the account 6310, office rent, and the balance of 3,000 RWF to account 6110, MSF accommodation rent. Entry Income Expenses 010-01 27/09/99 office rent Gisenyi - split 7 000 6310/34/065A/ADM/BE 010-02 27/09/99 accommodation rent Gisenyi - split 3 000 6110/34/065A/EXPAT/BE

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