How to calculate the payment calendar. Payment calendar: how to quickly manage finances in 1C: Accounting. When designing a business process, you must follow certain principles

Introduction

It is assumed that the reader already knows what a payment calendar is and why it is needed; therefore, only practical issues of organizing a payment calendar will be discussed further. In principle, if you have at least a small budget for automating the payment calendar in 1C, you can boldly skip the next article and go here . In addition, it is desirable to have a minimum knowledge of budgeting terminology (understanding of terms such as “budget”, “limiting”, “CFD”). If all of the above is clear to you, I suggest you decide whether the approach that involves maintaining a payment calendar in MS Excel is generally correct? There are different directly opposite opinions, because... It's not that simple here. Let's try to be objective. If you have a software product in which you maintain operational or accounting records, then most likely it is better for you to maintain a payment calendar in this product, even if its functionality does not fully satisfy you. If we are talking about 1C, then perhaps it makes sense to modify it in order to maintain a payment calendar in the database. But, as always, there are exceptions to the rules, which you can find out about at the end of the next block of the article.

Pros and cons of using MS Excel as a platform for organizing a payment calendar

Before talking about organizing a payment calendar in MS Excel, I want to list the main disadvantages of this approach.

Lack of referential integrity control - MS Excel does not control users if they want to delete the value of a cell. You can indirectly combat this by installing cell protection, or using macros, but the problem can appear at any time;

The problem with the multi-user operating mode is that you can organize some kind of multi-user mode in MS Excel if we are talking about two or three users, but if there are more users, it is better to think about the database;
Access control and confidentiality - all passwords in MS Excel are very easy to break; if desired, even a person far from the IT industry can easily find several such methods in open sources. Thus, access to the file should only be given to trusted people;
Re-entering data - unlike 1C, there are no ready-made exchange processing between MS Excel and the bank client, of course it can be done, but it will be cheaper to modify the database you are using in order to maintain a payment calendar in it. However, for small volumes of operations, the use of processing does not provide significant savings in labor costs;
Limitation on the size of the database - MS Excel will not handle a large data array, although MS Excel is sufficient for a medium-sized company.

From all of the above, we can draw the following conclusion: using MS Excel to organize a payment calendar is permissible if the following conditions are simultaneously met:

The volume of payment transactions per day does not exceed 20-30 documents;
No more than three trusted persons work with the file;
You do not have payment calendar functionality in your accounting or operational accounting software product.

I hope it is clear that the above conditions are not a dogma, but allow us to “feel” the acceptable limits.

Now a few words about the nuances that can outweigh the disadvantages of organizing a payment calendar in MS Excell. The fact is that in addition to the payment register itself and the payment calendar, this file can also perform additional useful functions - for example, drawing up budgets and limiting payments relative to budgets, and the shortcomings of MS Excel in re-entering data can be compensated for by organizing a two-way exchange with the 1C payment subsystem. The fact is that if you are going to work closely with budgeting, then the relative effectiveness of MS Excel in comparison with specialized budgeting software products can easily outweigh the disadvantages of using MS Excel as a payment calendar platform. Therefore, the example discussed in this article immediately contains elements of budgeting, namely limiting payments (without this I see no practical point in using MS Excel to organize a payment calendar). If you have a budget system in MS Excel, then by setting up the translation of payment limits into the payment calendar using fairly simple formulas, you will receive a cheap, simple and effective budgeting tool. Now, having clarified the pros and cons of the MS Excel payment calendar, you can decide for yourself whether to use MS Excel for the payment calendar or not.

I also want to immediately warn you that the purpose of the article is not to describe the process of developing a ready-made payment calendar that you can take and start using, because in this case the article would not be needed, it would be enough to take the attached file. And this would no longer be an article, but a book. Therefore, the purpose of the article is to show the methodology and principles of creating a payment calendar, taking into account the practical nuances of setting up tables and formulas in MS Excel. In the example under consideration, several simplifications have been made so that you can understand the example more easily and quickly, but I promise that if you have minimal knowledge of MS Excel and some time to carefully study, then you can customize the given example for yourself and it will work .

Concept of setting up a payment calendar in MS Excel

The concept is as follows:

We create key classifiers on separate sheets of the MS Excel book (cash flow items and financial statements; for a working example, you may also need, for example, counterparties, organizations, bank accounts/cash desks);
We set the correspondence between the articles of the DDS and the Central Federal District;
We create a sheet with a cash flow budget (CFB);
We create a sheet with a register of payments (this sheet will be the main workplace);
We create a sheet with a register of increasing limits (for extra-budgetary requests for cash expenditures);
We create a sheet with a data table that will collect all the data necessary for the payment calendar;
We create a summary table “Payment calendar” - this, in fact, is your goal.

For a complete system, it is still good to create a report showing the implementation of the cash flow budget; it is not necessary, but I recommend it.

I will also add that you can additionally configure the uploading of payment orders into 1C, and the loading from 1C of the fact of payments and account/cash balances. In addition, you can set up the exchange of directories with 1C, especially such large ones as counterparties. The process is creative - but if you have an excess of time and resources, the main thing is not to get carried away with the polishing process, because MS Excel still has a lot of shortcomings, and it may be better to direct your creative energy in this case to transferring the payment calendar into a normal database.

We create classifiers

For each classifier we create a separate sheet, in our case these are the sheets “Central Federal District Classifier” and “DDS Article Classifier”.

There is another nuance with the directory of DDS articles - in many cases the full version of the classifier is not needed; the full version understands the presence of groups and income items. Sometimes you just need a list of DDS items for payments. For these purposes, create an additional sheet “Items DDS_Payments”

Let the full version of the directory of DDS articles “live” on the sheet “Classifier of DDS articles”.

After filling out the payment items, create a named range-list (the “formulas” tab - “Assign a name”).

Values in the range DDS_Payment Items can be specified using links from the full classifier of DDS articles.

An important step is linking DDS articles with the Central Federal District. In addition to the fact that this is the right step from the point of view of the methodology for managing an enterprise through budgets, it will also greatly facilitate the entry of payment data and will reduce the number of errors. Technically, this opportunity is organized quite simply - a table is created on a separate sheet, the columns of which are named by the names of the CFO, and the DDS articles corresponding to the CFO are entered in the rows.

After this, in the previously shown way (by assigning a name to a range), its own named list is created for each CFD.

In addition to the listed classifiers, it is also necessary to create a list of planning periods, which will serve as a separator for budget periods. In particular, this list is useful when entering a cash flow budget, increasing limits and adding requests for spending funds.

Budget (limits) management

In order to control current payments for compliance with the budget, you will need two tables - “DDS Budget” and “Increase in Limits”. Let's create sheets of the same name and place these tables on them.

To ensure that the CFD and planning periods do not need to be typed in each time, you can add functionality for selecting values from the list. Let's show this using the example of the “CFD” column - highlight a obviously large range of CFD (for a training example, 20 lines are enough, for a working example, you need to provide at least ten thousand rows). After selecting the range on the “Data” tab in the “Working with Data” button block, click on the “Data Validation” button, in the dialog box that opens, in the “Data Type” field, select “List”, and in the “Source” field enter = and the name of the named list, in our example it will look like this: = CFO.

After these manipulations, the CFO field will be filled in with a selection from the list, which is undoubtedly very convenient.

The selection in the “Planning period” column should be configured in the same way.

However, with DDS articles everything is a little more complicated. Selecting from a complete list is inappropriate, and here we will need the ability to select values from a subordinate list.

By specifying in the source field not the name of the list, but the function INDIRECT(), which returns a list by name, we will be able to display for selection only those articles that relate to this Central Federal District!

If you want to control payments for their compliance with the budget (limiting payments), then you will inevitably face the task of reflecting the fact of increasing limits. For these purposes, on the sheet “Increasing limits”, create a table that will contain registration fields (number and date), as well as meaningful fields (CF, DDS item, Planning period and amount). In addition, you can add custom terms, such as “Reason for increasing the limit.” Setting up the selection of the Central Federal District, Planning Period and DDS Items is done in the same way as we did when developing the DDS Budget table.

Payment register

The payment register is a table in which planned, completed and canceled payments should be recorded. If there are payment limits, you will be able to see your budget balances, as well as set up a filter that will provide you with a payment approval tool for a specific date.

You should take the most responsible approach to the design (convenience) of this particular table, because... you have to work with her every day. In order to at least a little demonstrate the capabilities of MS Excel in terms of user-friendliness of the interface, the example includes a macro that helps simplify the selection of dates, below the functionality of the macro will be shown in action, but you can see the text of the code itself in the example, the article will go into detail on this makes no sense - especially since dates can easily be entered manually.

In order to register transactions, create columns “Application number”, “Application date”, “Payment number” and “Actual payment date”. From the point of view of limiting payments (budgeting), the key columns are “CFA”, “DDS Item”, “Planning Period” and, of course, “Amount”. The column “Budget balance if we pay” should be calculated - i.e. calculated automatically to inform the user about the current state of the budget.

The “Desired payment date” column is necessary for the convenience of approving payments (in the working version, it would be advisable to add another “Payment deadline” column). To record the fact of payment approval, add the columns “Approved” and “Planned payment date”. By filtering the table by the parameters “Paid”=FALSE, “Approved”=TRUE, you get a table in which you can create a payment calendar by changing the planned payment date. By adding the filter “Planned payment date” = current date, you will receive a list of payments for today.

Let's discuss technical aspects. Using macros, as mentioned above, you can simplify entering dates by making it possible to select them from the calendar by double-clicking on a cell.

Set up the CFO and Planning Periods by selecting from ranges of the same name, set up the selection of DDS items from subordinate lists in the same way as was shown in the section on BDDS. Probably the most difficult moment is calculating the budget balance after the application. To do this, you should use the excellent SUMIFS() function.

The formula should “pull out” the DDS budget (the main limit from the “DDS Budget” sheet) using the link CFO-DDS-Item-Planning Period, add to it an additional limit from the “Increase in Limits” sheet and subtract all previously approved amounts in the “Register of Payments” table according to the data CFO-Article DDS-Planning period, including the current line. You can read exactly how to use this formula in the MS Excel help - everything is explained there quite clearly.

Payment schedule

A payment calendar implies a schedule of cash receipts, payments, and balances by period (usually days). In MS Excel, the “pivot table” tool is ideal for a graphical representation of the payment calendar; below is an example of what we should get as an “output”.

However, in order for a pivot table to be generated, a table with data must be prepared. In our case, for these purposes we will need a four-dimensional data table with the “Sum” resource.

The measurements are as follows:

Date – columns will be grouped by this date
Type – four possible values – initial balance, income, expense and final balance.
Indicator – for the “Expense” type this is a DDS item; for other types the indicator duplicates the type itself (initial balance, income and final balance).
Counterparty – counterparties for planned expenses will be displayed here.

The proposed example assumes that the initial opening balance and planned receipts will be entered manually by the user (the fields are highlighted in yellow). The remaining fields will be calculated. Before you start constructing the table, decide on what time horizon for cash flow planning in terms of days you will rely on. I chose 9 calendar days. The first lines corresponding to the planning horizon must be fixed. For each day I create three lines, with the initial balance, receipt and final balance, then the same lines for the next date and so on until the end of the planning horizon.

Place the consumable part under the fixed blocks. This data will change dynamically depending on what you have entered into the “Payment Register” table.

Now a little about formulas. The first two lines, relating to the first planning day, are filled in manually. This is the initial balance and the planned income. In the working version, it is advisable to configure the incoming balance so that it is calculated based on real cash balances, taking into account money in transit (a table periodically loaded from the same 1C will do). The receipt field contains the projected amount of funds that you expect to arrive on the first date. In terms of income, the same applies to the remaining fixed lines - the question of what to put in the forecasted income is decided for each enterprise separately. The specifics of retail chains make it possible to create calendar profiles of projected revenues; for design organizations, a revenue schedule is drawn up individually for each act/stage, etc.

The principle of the formula for calculating the final balance is simple - we take the initial balance of the calculated date (equal to the final balance of the previous day), add the forecasted income and subtract all the expense amounts that were selected by the SUMIFS() function by the current date in the block containing the expense part.

How to use the developed payment calendar.

Working with the payment register, you indicate the planned payment dates. In the payment calendar data table, enter the planned cash balance and projected receipts. After that, go to the “PC” sheet and click “Update” on the “Payment Calendar” summary table. After this, you will receive a payment calendar in a visual form.

Let’s say you are not satisfied with the current schedule, for example, you want to avoid a cash gap on October 16 - go to the “Register of Payments” table, change the planned date of payment for the application (which is 600 thousand rubles) to, say, October 18.

You update the pivot table with the payment calendar again and it moves the payment of 600 thousand rubles. on 18.10 and recalculates the beginning and ending cash balances!

Everything is simple and effective!

P.S.:
The picture for the announcement is the famous Mayan calendar, which either ends or does not end in 2012. But what is noteworthy is that its very presence makes it clear that ancient people were already dealing with the topic of calendars. The Mayans definitely didn’t have payment calendars, because they had war communism and didn’t have money, but I’m sure that if they had capitalism, now we would find clay payment calendars during excavations :)

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In order to make all payments within the allotted period and fulfill financial obligations, a payment calendar is prepared. This document collects and groups information about all receipts and expenses of an enterprise or bank. The use of a payment calendar simplifies the control of cash flow. At the end of the article, you can download a free sample in Excel and familiarize yourself with the design features in 1C.

A payment calendar is drawn up to plan the movement of funds of a bank or company over a certain period of time - from several working days to a month. It allows you to make payments on time and prevent a negative balance.

Maintaining a calendar in Excel or 1C is necessary to perform a number of budgetary tasks:

planning of income and expenses in connection with a specific operation;
synchronization of costs and revenues to increase the income of an enterprise or bank;
determining the order of payments according to how they will affect the results of the work;
supporting the solvency of the enterprise in the near future;
inclusion of financial planning in the overall company management system.

Thanks to maintaining a calendar in 1C or Excel, it is possible to plan changes in financial indicators. Automation simplifies the creation of a cash flow management system for a bank or company. If the situation changes, with a well-designed payment calendar it is easier to find the optimal solution. When a company's budget is well organized, its reliability increases.

What information is needed to compile

As the example at the end of the article shows, the schedule will reflect all income and expenses of an enterprise or bank, both in cash and non-cash form. It consists of two main sections. The first reflects all planned transfers, the second indicates cash receipts.

To prepare a payment calendar, you will need to complete the following steps.

Determine the time period for planning funds. Usually the schedule is short-term (for example, a month, 2 weeks, 10 days). Depends on how often financial transactions are made. A payment calendar for one month, divided into intervals of 10 days, is considered to be the most convenient.
Calculation of volumes of goods, works, and services sold. This takes into account the volume of production and movement of balances in the period under review.
An approximate calculation of the income that can be received.
Calculation of cash costs.
Calculate the difference between expected income and expenses, also called the cash balance.
Getting the result. Based on the data considered, we can draw a conclusion about the balance of funds of the enterprise.

The cash balance, which is determined during planning, is compared in size with the safety stock. This is the name given to the minimum amount of funds that is stored in the company’s current account. If a comparison reveals an excess, this is an indicator of solvency and development. When expected expenses exceed revenues plus safety stock, this indicates that the company is unable to meet them. This fact may indicate a deterioration in the financial situation.

To level out the situation, you can do the following:

identify less important expenses and transfer them to the next period;
increase the rate of sales of products or services;
try to find new sources of financing.

As you can see, the payment calendar helps control the movement of funds and maintain the solvency of the company.

Important! The payment calendar has no strict boundaries. It rather resembles an example of the movement of funds, which is adjusted as the period progresses.

Features of the payment calendar in Excel

You can develop a financial schedule for a small enterprise in Excel (example below). The program is suitable if:

the system used for accounting does not have functionality for maintaining a payment calendar;
no more than 30 payment documents need to be processed per day;
no more than three authorized employees will participate in the work.

In Excel, you can additionally connect two-way data exchange with the payment subsystem, which is included in the 1C program. Such automation will allow you to simultaneously plan your budget and set payment limits, which will be reflected in the calendar.

The Excel system also has a number of disadvantages compared to 1C that need to be taken into account. As an example, Excel does not have referential integrity checked. To prevent unwanted deletion of cell contents, protection is installed. Also, using Excel is difficult with a large number of users. It will not accommodate the bank’s extensive database, so it is recommended only for small enterprises.

Advantages of maintaining a financial chart in 1C

A payment calendar prepared in 1C is a detailed example of the movement of financial flows of a bank or company. Using this functionality, it is easier to select cash flow management solutions. As an example, chart automation through 1C has the following advantages:

presents information in an orderly and clear manner;
helps to forecast the flow of funds and thus prevent a cash gap;
interactive presentation;
customizable payment detail level;
Availability of information about the minimum balance.

Important! Automation and customization of the payment calendar allows you to get a clear forecast of financial flows without cash gaps.

How an accounting system is introduced at an enterprise

The payment calendar is entered in several stages.

Preparation of planning data. This procedure is always carried out at the initial stage. When assessing the possibility of payment, it is planned data that is used.
Preparing a list of analysts. When choosing specific analytics (for example, a source of funds, a counterparty, an agreement, a project), one should be guided by considerations of expediency. If the list turns out to be too large, working with it will be laborious. When determining, you need to understand the objectives that the accounting system must achieve and select the minimum required list of analytics.
Formation of tools for making payments and receiving funds.
Developing interaction between enterprise employees, which ultimately affects overall discipline.
Documentation of the functioning of the payment calendar system. The responsibilities of employees and the order of their actions are prescribed.

The payment calendar is an important tool for forecasting cash flow and preventing cash gaps. Next, you can download the example in Excel for free.

Today, the occurrence of cash gaps in a company largely depends on how accurately the company’s financial director can draw up a payment calendar. There are several practice-tested recipes. We will tell you in the article which sections of the company’s payment calendar it is important to provide for and provide a sample payment calendar.

Register of payments in the payment calendar

An important component of the worker payment calendar– register of planned payments. As a rule, this document is given to the financial or general director for signature. Moreover, ideally, the payment register contains not only such standard columns as the date of the payment request, account and agreement numbers, name of the counterparty and amount to be paid, but also a number of additional fields that will help the head of the treasury department (or the financial director, if so such a treasury function is not allocated) to generate a payment calendar, namely:

name of budget item , within which the payment will be made. One of the classic procedures performed when approving payment requests is checking for compliance with the budget. It will be much easier to carry out such a check not based on a separate application, but based on the payment register. To do this, for each declared payment it will be justified to indicate the name of the budget item;
source of payment – indicates from which current account (from which cash desk) the money is planned to be paid according to the application. Without this, when drawing up a payment calendar, it will be difficult to plan balances at the beginning and end of the day in the context of the company’s current accounts;
authorization – an additional sign reflecting the status of the application: agreed or not agreed. By the way, this field can be divided into several components, for example, by the positions of the responsible persons taking part in the approval. As a result, the financial director, who received the payment register for signature at the beginning of the week (or at the end of the previous one), will clearly see which applications were approved at the previous stages, and which are still being approved and by whom;
fact of execution of the application – a field that will contain a note indicating whether the application has been paid or not, as well as the date of payment. If necessary, the initiator will be able to quickly obtain information about the status of his application, and the financial director will be able to quickly update the payment calendar by entering into it those payments that have already been made this week.

Rules for collecting and processing applications

We can safely say that drawing up a payment calendar, anything reliable will not work for the next week if the company does not have payment regulations. There will always be heads of departments who will demand immediate payment of this or that invoice. And this despite the fact that in practice, situations extremely rarely arise when it is impossible to foresee the need for certain payments at least a week in advance. Most often, “urgency” is the reason for the forgetfulness and negligence of individual employees, which is simply unacceptable in relation to money today. The payment regulations determine the rules for filling out applications, the approval procedure, as well as the deadlines within which an application can be submitted and the time when it will be executed. For example, the formation of an application by the payment initiator and its acceptance by the head of the department - every Monday before 16.00, issuance of cash according to agreed applications - Wednesday, Thursday, Friday after 11.00; non-cash payment for first priority applications - every Thursday until 14.00, etc.

Regulations for making payments approved by order of the general director of the enterprise and brought to the attention of all employees. By the way, the most important thing in the payment regulations is to pay special attention to how the application will be processed if the deadline for its submission is violated or the limit on the budget item is exceeded. This will not only determine the course of action in an unforeseen situation, but will also motivate people to follow the regulations more strictly. For example, if the deadline for submitting an application is missed, and the regulations for this case provide for communication with the financial or general director, for the vast majority of employees this is a serious incentive to continue to inform the financial service about any payments in advance. You can download the payment regulations at the bottom of the article.

We plan the receipt of funds when drawing up a payment calendar

Paradoxically, the most difficult thing is to plan the amount of incoming funds per day in the payment calendar. Most often they act as follows. Receipts planned in the cash flow budget are divided by the number of working days in the month and the resulting figure is entered into payment schedule as the incoming cash flow of one day. Actually, there is no other solution, especially if we are talking about a company working with retail customers without concluding preliminary contracts. But this must be taken into account when planning payments. For example, a company has account balances at the beginning of the day of 150 thousand rubles, and 300 thousand rubles are expected to be received. Based on these data, it is planned to pay bills in the amount of 450 thousand rubles. As a result, it turns out that out of the planned 300 thousand rubles, only 200 thousand rubles were received by the end of the banking day. And the entire payment calendar needs to be redone. Moreover, the balances on the current accounts were planned to be zero, and the company has an agreement with the bank, according to which it undertakes to maintain a minimum balance on the account - 10 thousand rubles. Below we have provided payment calendar example.

It is better to determine in advance what share of the funds planned for receipt can be used to pay certain bills. Most often, this is done expertly, based on the company’s experience or based on an analysis of the flow of funds. Moreover, in the payment regulations it is better to determine in advance the size of the insurance balance at the end of each working day, which will be taken into account when drawing up the payment calendar.

And in addition to everything, it would not be amiss to include in the payment calendar data on the company’s existing undrawn limits within the framework of credit lines. For example, this information can be indicated in the same place as information about incoming balances. In this case, information about the financial capabilities of the enterprise in the payment calendar will be presented as completely as possible, and the financial director will be able to more effectively manage available resources.

Determining priorities if there is no money to pay all bills

Today, for many companies, it is quite typical that the available funds are not enough to pay for all accepted applications. Typically, this leads to a meeting with all department heads to discuss which payments can be deferred. A lot of time and effort is spent on such a procedure. You can manage money more quickly if each application indicates the priority of payment and the payment deadline under the contract. Having this data, the financial director will be able to independently make decisions about postponing certain payments to a later date. As a rule, wage arrears to the budget and banks are repaid first. The second priority is key counterparties, the rupture of relationships with which threatens the company with a stop in production or significant penalties. The third priority is all other payments.

By the way, in order to make it more convenient to track unpaid requests, it is better not only to indicate the fact of execution (or non-execution of the request), but also to provide in the payment calendar, in addition to the classic division of payments by cost items, also analytics by counterparties. The easiest way is to create a payment calendar in Excel. If created payment calendar in Excel, it will be enough to enter an additional column in which to indicate the recipient. As a result, it will be possible to quickly display a list of debtors who need to be paid in the near future.

Execution of the payment calendar

Once the payment calendar has been compiled, all that remains is to update it. As a rule, this is done at the end of the day based on an extract from the bank-client system. Instead of planned data, information about actually made payments, receipts and, most importantly, balances is entered into the payment calendar. If necessary, it is possible to provide the possibility of daily analysis of deviations of planned values from actual ones. But, as a rule, such an analysis is justified based on the results of the week.

Another nuance that is worth considering when drawing up a payment calendar for an enterprise is to make an enlarged plan of receipts and payments, divided by weeks (not by days) for the coming month. This will help you better navigate upcoming payments, especially if some of them have already been postponed due to lack of funds.

For more information on how to create a payment calendar and how to work with it, watch the video. Elena Mitrofanova, head of OFER projects at IBS, tells the story. She also provided a sample payment calendar.

Video

Controlling cash flow is the main task facing the financial department of any enterprise. At the same time, a tool that allows you to manage cash flows in a visual form is the payment calendar of the enterprise or the payment schedule of the organization.

Drawing up a payment calendar

The payment calendar is the most useful and frequently used tool of the treasurer in terms of operational financial planning, which allows you to obtain comprehensively detailed information on the balances and movement of cash resources in the future for an arbitrarily set period of time.

It can be developed both in terms of individual cash flows and for the company as a whole.

Historically, in many enterprises, the preparation and maintenance of a payment calendar is carried out using spreadsheets in Excel (download an example of a payment calendar in Excel). This method, which has proven itself over many years, allows for basic financial planning, since it strongly depends on the “human factor”. An advanced option that allows you to unlock the full potential of such a tool as a payment calendar is to compile and maintain it using an automated financial system.

The company's payment calendar compiled in a specialized program developed on the basis of "1C: Enterprise" is essentially a cash flow plan for a certain period with the necessary level of detail sufficient for making decisions on cash flow management (CFM).

Preventing cash gaps

The main purpose of using a payment calendar is to combat cash gaps. Presenting the payment schedule in a simple, visual form allows you to more clearly see the picture of cash flows formed by operational planning data based on information about planned cash receipts and write-offs.

Figure 1. An example of a payment calendar in the professionally specialized program “WA: Financier”.

Information about the forecast cash flow with possible cash gaps facilitates the prompt adoption of measures to prevent this situation.

Very important for using this cash flow management tool is its interactivity and the ability to customize analytics of any depth in a useful context.

The ability to transfer a planned payment directly in the form with a prompt change in the situation according to the plan for receipts and expenditure of funds gives the user a clear picture of the situation regarding changes in the cash flows of the enterprise.

Customizable tool groupings provide the user with the level of detail that he really needs (from summary turnover for each application to detailed ones).

Using information about the minimum balance can be an effective mechanism for accumulating amounts in an account by a certain date (for example, to pay taxes or pay wages).

The result of optimizing the payment calendar is an orderly cash flow plan (forecast) in which there are no cash gaps.

Payment order

Based on this data, a payment register and a payment schedule are formed, with the help of which payment orders are created to the bank.

All these requirements are met by the payment calendar implemented in the 1C-based software product - “WA: Financier. Cash management."

The payment calendar in the system is an interactive tool with which the treasurer manages the cash flows of the enterprise.

Figure 2. An example of a payment calendar in the program “WA: Financier. Cash management."

The payment calendar form consists of the following areas

Figure 3. Report settings area in the “WA: Financier” program. Cash management."

In the payment calendar settings you can:

All these functions give the user the opportunity not only to manage the output of data, but also to customize the structure of the payment calendar “for themselves,” set selections, and create a register of payments. System settings created by the user once can be either saved and used by the user himself or copied for others.

In accordance with the user’s settings, the company’s payment calendar is generated with varying degrees of detail.

Figure 7. An example of payment calendar detail in the “WA: Financier” program. Cash management."

The data area displays information about the planned cash flow or payment schedule; areas within which the treasurer can move the payment date for applications without violating the terms of the contract are visually displayed. Moving an application to another date does not require editing the document. The user simply “drags” the application to another date. In this case, the cash flow plan is automatically recalculated by date. The user can drag and drop orders both between date intervals and between places where funds are stored.

If information about minimum account balances is required for planning, the user can enable the display of this information by selecting the appropriate item in the payment calendar settings.

Figure 8. Entering information about the minimum balance of DS in the “WA: Financier” program. Cash management."

To enter data on the minimum balance of funds, a special assistant is used, called by the button

Once cash flows are “normalized,” the user can apply changes to the system. After the changes are accepted, the schedule of scheduled payment dates will be recorded in the applications.

Based on applications, you can create a register of payments or directly generate payment orders to send them to the system for interacting with the Client-Bank program.

Payment schedule- this is one of the types of operational financial plan of an enterprise, developed for individual types of cash flow (tax payment calendar, payment calendar for payments to suppliers, payment calendar for loan servicing, etc.) and for the enterprise as a whole (in this case it details the current financial plan for the receipt and expenditure of funds).

Drawing up a payment calendar

The payment calendar is usually drawn up for the coming month (broken down by day, week and decade). Consists of the following two sections:

schedule for spending funds (or schedule for upcoming payments);
cash receipt schedule.

The cash expenditure schedule reflects the timing and amount of payments of the enterprise in the coming period for all (or specific) types of financial obligations.

The cash receipt schedule is developed according to those types of movement of these funds for which there is a return flow; it fixes the timing and amount of upcoming payments to the enterprise.

The payment calendar is developed with the aim of timely repayment of urgent financial obligations of the enterprise and ensuring constant solvency in the current period.

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