Step 1 - complete your forecast
This feature has been designed to track what actually happens after you have already created your forecast. It is not a good starting point if you have not yet created a forecast. If you are just getting started with Brixx - begin here.
Step 2 - Go to the actuals page
You'll find this page in the top menu of any plan.
The actuals page is split into 3 further tabs - Cash flow data entry, Profit & Loss data entry & Balance sheet data entry.
Step 3 - Choose your method of data entry
To get the benefits of actuals vs forecast, you don't have to enter your data into all the tabs.
Many Brixx users are only interested in Cash Flow, some are only interested in Profit & Loss, others want all reports for the complete picture. What works for you will depend on your business, how you record historical data and what you are looking to get out of performance tracking.
Cash flow is often easiest as you can simply read your actual results straight off your business bank statement each month. Profit & Loss generally excludes some cash items or reports them at different times to your cash flow. Choose which ever method is easiest to fulfil based on how you store your data. You can always add more in later if you want further detail.
Step 4 - Enter your data for the current month
At the top of the page you'll see a date range selector. Data entry is split into 6 month periods.
Each data entry tab is split down by the report account and then by component.
The report accounts are the large underlined headings - they are exactly what you see on your forecast reports.
Components from your that report numbers to that account are then displayed underneath. Finally, you'll see the section and group that the component is part of in lighter coloured text underneath the component name.
Every cell will show a light grey value initially - this is the value you forecast in your plan and is identical to what you see on your forecast statements.
If you double click a cell this forecast value will automatically appear as a selected number. You can either press 'Enter' (moves down the column) or 'Tab' (moves across the row) to accept this value and go to the next cell. If you click off without making a change, it will revert to no value.
Copy and paste from a spreadsheet
Of course, you can also simply type over to replace this value completely. Having the default actual value be your forecast is useful when it comes to fixed costs that are likely the same each month.
You can also copy and paste data from a spreadsheet or similar data source. Select a column from a spreadsheet and press CTRL+C then place the cursor in the first equivalent cell in Brixx and press CTRL+P to paste.
Step 5 - go the variance report
Once you have completed the entire month for a report, you can go and analyse the results in the variance report.
Click on the Report tab in the top of the menu. Choose the report you entered data for and click 'Show actuals' on that report.