Pronto Xi 740 Solutions Overview 3 Financials

Financials
A system you can count on

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740 Solutions Overview: Financials
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constitute forward-looking statements. They are
subject to change and may be available in a 740
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Financials
Contents
4 Accountability is the bottom line 24 Pronto Xi Fixed Assets 42 Pronto Xi Accounts Payable
4 An integrated system you can count on 24 Multiple depreciation regimes 42 Supplier master
for each asset 42 Supplier enquiries
6 Pronto Xi General Ledger 24 Efficiency with bulk transactions 42 Supplier Type
6 Master Chart structure and interaction with Excel 43 Easy options for payments
6 Account features 25 Acquisitions 44 Pay-to account
7 Adaptable General Ledger accounts 26 Asset Maintenance 46 Invoice transactions
8 A common approach to budgeting 26 Fixed Assets interface with 47 Invoice authorisation tracking
10 General Ledger Hierarchies General Ledger 47 Periodic payments
13 General Ledger Hierarchy Views 27 Improvements and revaluations 47 Current and forward commitments
14 Cash flow forecasting 27 Asset registration expiry date 48 Payments
15 Multiple Reporting Currencies 27 Asset usage bulk update 49 AP Automation integration
15 General Ledger Consolidation 28 Depreciation 50 Supplier journals
16 Foreign currency 28 Disposals 50 Transaction history
16 Flexible tax system 29 Pronto Xi Business Intelligence 50 Account conversions
16 Tax analysis for Fixed Assets 51 Bank statement entries
16 Commitment accounting 29 More features and reconciliation
16 Unearned income 53 Pronto Xi Business Intelligence
17 Multi-company environments 30 Pronto Xi Accounts Receivable for Accounts Payable
17 General Ledger user masking 30 Customer Maintenance
17 Inter-company postings 32 Full enquiry functions 54 Pronto Xi Resource Management
18 Integration with other 32 Account conversions 56 Rosters, awards and Resource
Pronto Xi modules 33 Customer pricing, discounts, Management timesheets
18 Comprehensive audit and tracking promotions and rebates
tools make compliance easier 33 Maintain your budgets and forecasts 58 Pronto Xi Payroll
18 Excel import and export 34 Invoices and credit notes 58 Employee details
19 Normal and prior period journals 35 Cash receipting 61 Single Touch Payroll
19 Standing and self-reversing journals 36 Accounts Receivable journals 62 Pay run workflow
20 General Ledger cash payments 36 End of Periods 64 Fringe benefits tax
21 Financial year calendar 37 Special sales features 64 Payment summary
21 Date-based transactions 38 Admin/credit officer function 64 End of year
21 End of period and end of year functions 38 Sales representative commissions 65 Human Resource Management
21 Pronto Xi Emissions Tracking 39 Retail Promotions 65 Reports
22 Pronto Xi Business Intelligence 41 Pronto Xi Business Intelligence
66 Pronto Xi Employee Portal
for General Ledger for Accounts Receivable
67 Flexibility as well as control
Financials 3
Accountability is the bottom line
Maintaining tight financial control is a fundamental part of any business.
Pronto Xi Financials consists of four core modules that allow you to
consolidate all of your financial activities into a seamlessly integrated whole.
This ensures you have the right information at the right levels to manage your
business’s financial needs.
Take control of accounts receivable and payable, manage Pronto Xi General Ledger is a powerful and flexible solution
assets and understand your financial position at any moment. to manage the financial requirements of a wide range
Monitor Key Performance Indicators (KPIs) and the outcomes of industries. It presents the financial outcome of your
of business operations to optimise your bottom line. organisation’s activities, delivering key business information to
provide solid strategic decision support.
You can also choose to add Pronto Xi Payroll to manage the
often-complex demands of employee entitlements, payments Pronto Xi Fixed Assets is a dynamic, robust tool for managing
and accruals. assets from acquisition through to disposal. The Fixed Asset
suite is perfect for companies dealing with multi-national
compliance and reporting.
An integrated system you can count on
With Pronto Xi Financials, you can have complete confidence Pronto Xi Accounts Receivable manages accounts
in the financial position of your business. receivable in a wide variety of environments, including
wholesale, retail, service, project management and
The four core modules – along with an optional additional manufacturing. All sales transactions are automatically
payroll module – form the basis of your Enterprise Resource processed to Accounts Receivable with real-time postings to
Planning (ERP) system, delivering key business information to the general ledger information flow within your system.
provide solid strategic decision support.
Pronto Xi Accounts Payable allows you to effectively control
your supplier accounts. Fully integrated with Pronto Xi
General Ledger and Purchasing, it gives you a full view of
supplier arrangements, transactions and approval levels.
4 Pronto Xi Solutions Overview

Resource Management is a planning and management
tool for human and non-human resources. Complete with a
thorough work roster and employee award system, it allows
you to ensure resources are utilised to their capacity and
Service
Management appropriate awards and allowances are allocated to payroll.
Pronto Xi Payroll is specifically designed for Australian

organisations. Fully integrated with the core Financials
modules, it allows you to easily and accurately process
and monitor an employee’s pay, including entitlements,
Resource Project
Payroll benefits and accruals. This solution enables businesses
Management Management
to comply with SuperStream and Single Touch Payroll
legislation requirements.
Pronto Xi Employee Portal is a web application designed
for all staff that reduces paper-based processes and allows
Employee
Timesheets users direct access to employee-related information such
Portal
as personal, banking and pay details, as well as entry of
timesheets and leave requests.
Financials 5
Pronto Xi General Ledger
Keep a tight rein on your finances
Pronto Xi General Ledger is at the heart of your Enterprise
Resource Planning system, reflecting all the financial
transactions processed in other Pronto Xi modules.
Features include: Account features

• Multiple companies, divisions and cost centres
Pronto Xi General Ledger automates the flow of postings to
• High degree of automation the general ledger according to your requirements (using
• Designed to process high transaction volumes special accounts to specify how Pronto Xi will map each
• Integrated audit and tracking to help with transaction onto the General Ledger). This means that your
regulatory compliance data entry staff requires only minimal knowledge of general
ledger postings.
• Multiple budgets and forecasts
• Consolidation including foreign subsidiaries For management and statutory reporting, you can maintain
multiple budgets and forecasts for each account code, and
• Extensive reporting capabilities utilising various
generate a variety of management reports, creating different
reporting hierarchies
views based on any number of Hierarchies (in base or
foreign currencies).
Master Chart structure
To meet your organisation’s specific reporting requirements,
Pronto Xi has a Master Chart structure that allows you
to specify what each character within an account
code represents.
For example, the first two characters of an account code

may represent the company, the next four characters a cost
centre, characters 7 and 8 a department, and characters 9 to
12 the natural account code.
Having defined which codes are valid for each component

of the Master Chart, you can generate all, or a selection, of
the general ledger accounts. This has the added benefit of
reducing the chance of posting to incorrect accounts.

Adaptable General Ledger accounts
Your chart of accounts can change as your business changes.
As you grow, your account structure can grow with you.
Consolidated If your company uses one character for a region code and the
number of regions increases, you can expand the account
code to handle a larger range. Pronto Xi will maintain data
integrity on the live general ledger, including all archived
Company Company
history and related sub-ledgers.
Statistical accounts
Department Department Department To simplify reporting on non-financial KPIs, such as cost
per unit produced, revenue per employee and cost per
kilowatt, Statistical Accounts collates relevant non-financial
operational data.
Account Account Account Account Account Account
Expense accounts
Additional details, based on user-defined tables, can be
captured for expense accounts. This is particularly useful for
expenses such as entertainment, telephone and travel by
employee, as well as advertising by campaign.
Financials: General Ledger 7

A common approach to budgeting
Flexible and intuitive budgeting capabilities are provided
across the General Ledger, Configurable Budgets and the
Reporting Hierarchies Budgets.
This common approach delivers:

• Seamless interaction with MS Excel
• Budget collaboration processes
• Spreading and automated budget adjustments
• Combine actuals with budgets to create
adjusted budgets/forecasts
• Sophisticated budget notes & auditing functionality
Budget maintenance and reporting

The GL Budgets provide a powerful, simple, flexible and
intuitive approach to meet the most demanding financial
budgeting requirements.
The GL Budgets have been optimised for easy data

manipulation meaning users can utilise a set of in-solution
tools or leverage the power of MS Excel. These tools allow
users to create adjusted forecasts by combining actuals
and budgets, apply spread factors and export and import
seamlessly with Excel.
The GL budgets allow everyone to contribute to the

budgeting process using a structured contributor budgeting
system which maintains flexibility and simplicity. The Budget
Contributor Management function allows individualised
and recipient specific sub-budgets to be distributed. These
separate contribution budgets can then be aggregated into
the master budget.
Sales and inventory budgets can be pushed up to specified

general ledger account budgets, meaning the important
information within the operational budgets can be leveraged
into the GL budgets.
Hierarchy views allow users to intuitively view and interact

with their budgets based on their GL hierarchy budgets. Your
budgets roll-up or expand based on the same structure as
your P&L or Balance sheet.

Configurable Budgets
Configurable budgets allow users to create sales based
budgets using any combination of attributes on the customer
or inventory master records. The budgets can be created
either daily, weekly or per period and based on a range of
measures including: value, quantity, gross profit, gross profit
percentage and quantity.
So for instance, you could create a three-level budget based

on a mixture of: Brand, Class, Category, Group, Territory,
Warehouse, Industry, or any combination of the attributes on
the Item or Customer Master.
A valuable and popular function of configurable budgets is

to create quantity based item by customer budgets which
roll up to warehouses. These budgets can then publish a
forecast which, because it aggregates to warehouse, can be
used to drive both Material Requirements Planning (MRP) and
Distribution Requirements Planning (DRP).
These configurable budgets can be constructed to leverage

special account structures to push the sales budget values
up the relevant GL budgets to provide simple yet practical
bottom up budgeting.
Configurable budgets have been optimised to export to and

import from excel. This capability has been further developed
to allow stakeholders from across the business to contribute
to the budgeting process using the budget contributor
management function.
Hierarchy Budgets
Reporting Hierarchies have been used to structure
unstructured data or restructure structured data. Hierarchy
Budgets now allow users to create budgets based on any
existing Reporting Hierarchies.
The Hierarchy Budgets are quick & simple to create.

Importantly they provide the flexibility to budget at any
level of granularity and the budget will then roll-up to the
higher levels.

General Ledger Hierarchies
General Ledger (GL) Hierarchies provide flexibility in how Element:
Company A
the GL accounts are structured for reporting purposes. The
reporting hierarchies allow GL accounts to be structured
differently depending on the desired reporting outcome. Element: Element:
Territory 1 Territory n
Because an organisation isn’t limited to a single view of
the world, everyone can get the reporting they need,
without compromise. Reporting Class Reporting Class: Reporting Class: Reporting Class
Reporting
ReportingClass
Class Reporting
ReportingClass
Class
EBITDA EBITDA
Hierarchies based on simple parent-child relationships

Anyone with a knowledge of accounting can easily produce
Reporting
Reporting Class Reporting Class: Reporting Class: Reporting Class
ReportingClass
Class Reporting
ReportingClass
Class
financial reports using GL Hierarchies. It lets you define the Expenses Expenses
structure as a series of simple parent-child relationships in

line with fundamental accounting principles. For example,
‘Current Assets’ may sit under ‘Assets’ and so on. Once the Reporting
Reporting Class
ReportingClass
Class
Reporting Class:
General Expense
Reporting Class:
General Expense
Reporting
Reporting Class
ReportingClass
Class
structure is defined, all users need do is determine where their

natural accounts should attach to the hierarchy. So what is
simple in concept is now simple in practice. GL account 2010 GL
GL Account 2020
GLAccount
Account2030
2040
GL account 2010 GL
GL Account 2020
GLAccount
Account2030
2040
Out-of-the-box financial reports

A selection of predefined, compatible financial reports and GL
Hierarchies is available. Simply attach your natural accounts
to the appropriate spot within the hierarchy for out-of-the-box
reporting with an easy, intuitive process. Reports include P&L,
Balance Sheets and a Statement of Cash Flows, with varying
levels of detail available.

Customised financial reporting
Create your own hierarchy structures and reports. Begin with
predefined hierarchies and make any necessary changes, or
create hierarchies from scratch to get completely bespoke
reporting outcomes. From there, you can assign a single
natural account to report in different places within a report
(e.g. a transport company may have a natural account for fuel,
but the logistics department wants it to appear as a Cost of
Sales account while the marketing department wants it as an
expense). You can set accounts like Cash at Bank to appear as
an asset when it has a positive balance, and as a liability when
it has a negative balance. Use this to build hierarchies based
A small subset of the General Ledger hierarchies available in Pronto Xi
on natural accounts or full GL accounts
Delivering complex outcomes from simplicity

Being built on simple parent-child relationships, the GL
Hierarchies are intuitive and easy to understand. While
generally populated with natural accounts, they can also
be combined with separate hierarchies based on the
various elements of the master chart to deliver complex
reporting outcomes.

Analyse your financial performance using inbuilt hierarchy views

General Ledger Hierarchy Views Drill down to the data you need
GL Hierarchy Views allow users to create a view of their Because GL Hierarchy views are built using staged
financial data within a Pronto Xi screen. Present financial data, drilling up and down through the various levels
information in a similar structure to your traditional financial is instantaneous. The GL Hierarchy View can be set to
reports within a Pronto Xi screen, making it easy to validate automatically refresh overnight or users can do it ‘on the fly’.
figures from your financial reports and reconcile back to Users can also determine how many versions of the snapshot
source transactions within Pronto Xi. data they want to keep to compare with current data.
Out-of-the-box views or design your own Hierarchy views add options to the Pronto Xi reporting
As soon as the GL Hierarchy is populated, you can start using GL Hierarchy Views use the same hierarchies as standard
your default P&L View. If non-standard or more complex views Pronto Xi financial reports, enabling users to validate figures
are required, you can use the GL Hierarchy View Designer and in their financial reports. It’s also easy to drill through to
create a view exactly the way you want it. the underlying transactions that contribute to the period
balances. In addition, the views can be pushed out to excel
View options include: for further manipulation or presentation.
• A wide range of pre-defined views that mirror your default
financial reports Other features and benefits
• Views can be personalised for an individual and built into
• Bringing in actual to budget, then calculating and
their Pronto Xi menu
displaying the variance
• Views obey masking so users will only receive
• Having separate columns for different companies,
appropriate information
territories or divisions
• Very fast performance.
• Building ratios between the rows so you can see things like
cost of sales as a percentage of sales

Cash flow forecasting
Cash flow is the lifeblood of business, and being able to
accurately model projected cash flow is a fundamental
element of managing any business’s continued liquidity.
Pronto Xi General Ledger facilitates the creation of effective
and flexible cash flow projections.
You can choose exactly what will be included in your

projections, reflecting assumptions that are specific to your
business. This means information that isn’t currently available
in the underlying database (such as upcoming capital
expenditure) can be reflected in cash flow projections.
Designed to work with Pronto Xi Business Intelligence, cash

flow reporting leverages the power of Pronto Xi with the
simplicity of IBM Cognos, to deliver an outstanding solution.

Multiple Reporting Currencies
Multiple Reporting Currencies (MRC) helps you meet
demanding International Financial Reporting Standards
(IFRS), which require transactions to be recorded in a local
as well as a ‘functional’ currency. MRC has been designed to
allow transactions to be recorded in an unlimited number of
Dataset 1 functional currencies, providing complete flexibility.
Local (AUD) GBP £
AU$
The MRC capability has been extended to the General Ledger,
Consolidated Accounts Receivable and Accounts Payable modules. It also
dataset supports the ‘temporal method’ of translation for fixed assets
GBP £ across each of the functional currencies.
Dataset 2 Local (NZD) GBP £
NZ$ To facilitate compliance with both local and international
reporting, MRC assists complex corporate structures to
transact and report in a variety of currencies and jurisdictions.
General Ledger Consolidation

With a robust and flexible consolidation engine, General
Ledger Consolidation meets the needs of straightforward
consolidations through to the most complex corporate
structures. In short, it is a flexible, intuitive and powerful tool
to assist with all sorts of financial consolidations.
Designed to work with Pronto Xi’s Multiple Reporting

Currencies, General Ledger Consolidation is ideal for entities
with operations in different regions and different local
currencies. It is also flexible enough to consolidate datasets
with different financial periods and years, regular and irregular
periods, and non-uniform charts of accounts.

Foreign currency Tax analysis
Foreign currency transactions are supported in Accounts There is a range tools to analyse and reconcile tax for
Receivable, Accounts Payable and Purchasing, with values reporting purposes.
maintained in foreign currency and the local currency
Tax analysis is presented in a data grid, so you can easily
equivalent in the general ledger.
apply filters and export information, as well as identify and
Pronto Xi Foreign Currency can be used to maintain customer isolate the data you need to reconcile tax activities.
and supplier accounts, raise sales and purchase orders,
To ensure the integrity of the reporting requirements in the
process cash receipts, make cash payments, maintain bank
preparation of returns, records are collated into a date-based
accounts, and transfer funds to and from foreign bank
grouping and marked with a user-defined description to
accounts. Currency revaluations of foreign customer and
allow multiple work streams to be undertaken without risk of
supplier balances can also be performed.
duplicated accounting.
Flexible tax system Commitment accounting

Pronto Xi General Ledger has a globally compatible tax
By raising a purchase order for an item, you can use
architecture to underpin tax reporting. With a low-level,
commitment accounting to track the value of outstanding
data-driven method of tax setup, it caters for a broad
orders against a general ledger account. This provides you
range of international tax regimes and their dynamic
with better control of expenditure performance against
compliance requirements.
budget, and better information to plan cash flow.
Unearned income
Pronto Xi Service and Rental modules allow you to post
unearned income (ie. income earned on a contract that
relates to a future accounting period) to a balance sheet
holding account and take it up as income in the period to
which it applies.

MCH
Mitsui Coal Holdings
Consolidated dataset Eliminations
MKCI MBI MMI MGCI MMNI MDI
Moranbah North
Kestrel Mine Dawson Mine
Mine
Drayton Mine,
Bengalla Mine Capcoal Mine
Saddlers Creek
Multi-company environments
Multi-company environments General Ledger user masking

You can use masking to prevent individual users from viewing
There are four ways to manage multi-company setups:
selected components of the general ledger. For example,
• Maintain multiple companies in one data set
you can restrict access to a specific department, company
• Use separate data sets for each company, and consolidate or region.
to a holding company
• Use separate data sets for each company’s subsidiary
ledger, and share a common general ledger
Inter-company postings
In a multiple company environment with a single data set
• Foreign currency consolidation
or common general ledger, Pronto Xi General Ledger can
automatically raise inter-company balancing entries to ensure
that each company remains in balance within itself and within
the general ledger.

Integration with other Pronto Xi modules Financials Supply Chain
General Ledger & Fixed Assets Warehouse Management System
Most Pronto Xi General Ledger transactions are automatically Accounts Receivable Distribution Requirements Planning
posted from operational transactions processed through Accounts Payable Advanced Forecasting
other Pronto Xi modules. Resource Management Electronic Data Interchange
Payroll & Employee Portal Radio Frequency
The update of the general ledger and subsidiary ledgers is Scanpack
synchronised in real-time and controlled by mapping tables or Distribution Catalogue
special accounts. Inventory

Sales Asset & Facility
Mapping tables are simple to set up and allow the Purchasing Project
customisation of postings based on your organisation’s Service
requirements. If the mapping is not fully defined, Pronto Xi Sales & Marketing Service Scheduler
Mobile Service
uses predefined accounts to avoid operational discontinuity. Point of Sale Service Connect
eCommerce Maintenance Management
Repairs Rental
Comprehensive audit and tracking tools make CRM
compliance easier Mobile Sales & CRM Manufacturing

Shopfloor
An integrated audit will register changes to key data – who, Planning
what and when is captured automatically. Tools are provided Scheduler
to view and manage the audit data. Laboratory
Quality Management
The major transaction processes assign a tracking ID
to events – key enquiries provide the ability to drill back
or forward through the various sub-ledgers to view
related postings.
A sales order can be traced through ‘Inventory’, ‘Customer’ or

the general ledger and all of its transactions viewed.
Excel import and export

Files can be imported from a spreadsheet or a flat file into
the general ledger or other modules such as Pronto Xi
Accounts Receivable, Accounts Payable or Inventory – and
likewise exported.
Bank statements, cash receipts and other bank information

can also be imported.

Normal and prior period journals
Transactions can be posted directly into the general ledger
without affecting any other ledger. Journals are normally
posted to the accounting relevant to the transaction date,
however they can be posted to an earlier period, or the
last period in the previous financial year, by using a prior
period journal.
Users with the right access can post transactions to closed

periods. These remain identifiable as being posted after
closure of the accounting period.
Standing and self-reversing journals

Automatic journals can be set up as templates for general
journals that repeat, eliminating repetitive data entry.
Recurring journal types include:
Standing journals
to create a batch of entries for posting each month for a
nominated number of months.
Distribution journals
to distribute the total period movement of one account
across a range of accounts (e.g. allocating costs across cost
centres) by percentage or set amount.
Masking journals
to distribute the total period movement of multiple accounts
across a range of accounts (e.g. allocating pooled cost
centres across other cost centres).
Self-reversing journals
to post in the current period and reverse with a future posting
in the next period.
Periodic standing journals
which are similar to standing journals and are used when
the amount to be posted changes each month, while the
accounts remain static.

General Ledger cash payments
Cash Payments records payments from the bank for sundry
expenses. It can also be used to post bank charges and other
deductions from the bank account. Cash payments can be
made through the general ledger, either via accounts payable
or directly from the general ledger, and details of a manually
raised cheque can be included in the cheque register
for reconciling.
Applicable tax for these payments may also be entered, for

inclusion in tax analysis.
Transaction detail history is kept for as long as necessary.

In summary mode, Pronto Xi General Ledger holds data
by period for an indefinite number of years. Previous years’
transactions are archived.

Financial year calendar Pronto Xi Emissions Tracking
Pronto Xi General Ledger uses 12 or 13 user-defined periods. To help improve sustainability, Emissions Tracking is now
The length of each period is defined by the period start dates. accessible to every organisation running Pronto Xi Financials.
Both regular and irregular periods are supported. Irregular
Emissions Tracking includes capture of activity data,
accounting periods are utilised in financial calendars, for
calculation of emissions and presentation of results. It records
example, each month ends on the last Friday or 4/4/5-week
activity data during normal business operations (business-
period quarters.
specific operations can be easily integrated by using
infrastructure tools).
Date-based transactions Business users can assemble, personalise, analyse and
The date of each transaction determines the period into interact with carbon data through a dashboard.
which it is posted. The year and period number, relative to
the financial calendar, is also stamped on each transaction. Once an organisation has mobilised management and set
This feature facilitates reporting and exporting to third-party emission targets, Pronto Xi Emissions Tracking lets them
analytic tools. It also makes it easier to sort/filter transactions identify and quantify options, establish a strategy and
by accounting period and year. implement a practical plan to achieve real results.
End of period and end of year functions

Many of the tasks involved in closing the current period
are automatically performed by the Pronto Xi Period End
Processing function. At year-end, the profit and loss accounts
are closed out to the appropriation accounts, and YTD
balances updated. Each of the main ledgers (Accounts
Receivable, Accounts Payable, Inventory and General Ledger)
can be rolled independently.

Pronto Xi Business Intelligence KPI Library General Ledger metrics
for General Ledger Pronto Xi’s new KPI Library have a range of pre-configured
KPI’s that allow you analyse your business and get the insights
Pronto Xi includes ready-to-go financial reports for the
you need to make effective and informed decisions.
General Ledger, which include:
• Balance Sheet All these metrics can be snapshot providing the ability to
• Profit and Loss analyse trends over time.
• Trial Balance These KPI’s include:
• Transactions • Current Ratio
• Expense Analysis - Summary & Detail • Quick Ratio
• Projected Cash Flow • Cash Ratio
• Account Movement Analysis • Working Capital
• Goods Received Not Invoiced (GRNI) • Debt/Equity
• Statement of Cash Flow • Return on Asset

• EBITDA to Sales
• Return on Equity
• Return on Capital Employed
• Revenue
• Cost of Sales (COGS)
• Gross Profit
• Operating Expenses
• EBIT
• EBITDA
• Net Income
• GL Accounts Receivable Values
• GL Accounts Payable Values
• Inventory Value
• GL Cash Value
• GL Investments

Pronto Xi Fixed Assets
Make the most of your assets
Fully manage all your fixed asset transactions, including acquisition,
disposal, transfer, depreciation, revaluation and reporting, with
Pronto Xi Fixed Assets.
Pronto Xi Fixed Assets module is a dynamic, robust and Efficiency with bulk transactions
flexible suite designed to efficiently manage assets all the way
from acquisition to disposal. The Fixed Asset suite is perfect
and interaction with Excel
for multinational companies dealing with multi-jurisdictional All the usual tasks associated with managing your fixed assets
asset management and reporting. can be performed on an asset by asset basis or in bulk using
the new bulk transaction functionality. Efficiency is further
enhanced because these bulk transactions can be easily
Multiple depreciation regimes for each asset exported to or imported from Excel.
Each regime (e.g., book or tax) can have its own acquisition
Other features include:
cost, depreciation method and depreciation rate — as well as
• post depreciation into next year – even when general
retain a full transaction history. Attach unlimited alternative
ledger hasn’t been rolled
depreciation regimes to each asset.
• retain full transaction history for book, tax or any other
depreciation regime, for as many years as you like
• enter transactions in bulk or on an asset by asset basis
• easily copy and paste from Excel to bulk
transaction screens
• set default control accounts and only override
the exception
• split depreciation expense across multiple accounts
at the asset level
• set depreciation expense posting at an individual
asset level
• revalue classes of assets using the new Asset Class field
• set separate user definable calendars against each
depreciation regime

Acquisitions
Purchase Supplier
order invoice There are five methods of processing an asset acquisition:
Manually
Inventory Bulk Create the asset profile from within the asset register, which
item entry posts amounts to a clearing account in the general ledger.
From inventory
Create an asset from an inventory item, automatically
Manual Bulk transferring the item from the inventory ledger.
entry Create new import
From a purchase order
asset Create the asset profile while raising the purchase order or
post directly to a specific general ledger account, making it
easy to keep your asset register updated.
From a supplier’s invoice
Create an asset profile while processing a supplier’s invoice
without the need to raise a purchase order.
Bulk asset entry
Acquire multiple assets In a single screen. This process also
allows bulk asset acquisition by importing from Excel, of
course the system provides all the necessary validations.
Financials: Fixed Assets 25

Asset Maintenance
Pronto Xi Fixed Assets uses a unique asset number or label
for each asset, which can be manually or automatically
generated. Additional numbers or labels can also be entered
against an asset to aid identification (e.g. a motor vehicle
registration number).
Associated assets may be linked in a parent-child relationship

– for example, a ‘parent’ computer may have a keyboard and
screen as ‘child’ assets.
Asset Maintenance allows you to view additional details

(attachments, service maintenance or schedules)
You can also decide how to structure your assets for reporting
purposes and easier management.
Fixed Assets interface with General Ledger

Pronto Xi Fixed Assets posts asset transactions directly to the
relevant general ledger accounts.
Assets can be assigned to a group/location combination.

These groupings allow things like depreciation and revaluation
to be performed on a range of assets.
These groupings also determine general ledger posting and

allow users to:
• set default control accounts and only override
the exception
• split depreciation expense across multiple accounts
• set depreciation expense posting at an individual
asset level

Improvements and revaluations
Use Pronto Xi Fixed Assets to record improvements to an
asset. The improvement is an integral part of the asset
– added to the book capital cost and included in the
depreciable cost of the asset.
Pronto Xi also allows asset revaluations. The amount of the

revaluation is offset to a general ledger account specified in
the interface record and allows subsequent revaluations to be
handled in accordance with the relevant standards.
Asset registration expiry date

The Asset Vehicle Maintenance screen tracks the vehicle’s
registration expiry, allowing Pronto Xi Alert Intelligence to
notify users of impending expiry dates across relevant assets.
Asset usage bulk update

Assets can be grouped to simplify usage depreciation. For
example, you can enter a figure for units consumed and
apply it to an asset group. All assets in the group will be
automatically updated with the new data.

Depreciation
There are four depreciation methods: straight line, diminishing
value, units of use and variable depreciation.
Traditionally each asset has had book depreciation and

tax depreciation, now users can have as many additional
depreciation regimes as they like. Each regime can have a
different depreciation method and rate. Each depreciation
regime can be adjusted independently and each retains a full
transaction history.
Where diminishing value depreciation is used, the amount of

depreciation for each period can be weighted by applying
spread factors
The variable depreciation can be used to meet the Modified

Accelerated Cost Recovery System (MACRS) accounting
requirements in the United States. The variable depreciation
can also be used to assist with low-value pooling under
Australian tax rules.
A detailed depreciation schedule can be reviewed before

depreciation is posted and the asset register and general
ledger are updated.
Disposals
Assets can be depreciated either individually or in bulk. When
disposing of an asset, Pronto Xi Fixed Assets can calculate
book depreciation up to the disposal date or for the full year
in the year of disposal.
Once the disposal has been posted, no further transactions

may be processed against the asset.
Balancing charges can be processed to allow a tax profit on

disposal of an asset to be apportioned against the cost of a
replacement asset.

Pronto Xi Business Intelligence
for Fixed Assets
Pronto Xi delivers a complete set of ready-to-go operational
reports for finance and accounts staff to help run the day to
day operation of their as well as provide real-time insight into
its performance. Operational reports are provided with in-built
filters and summary headers meaning users also have greater
control and selection of the information that is reported.
Operational reports provided out of the box include:

Acquisition
Displays values of all fixed assets by selected acquisition
date. This report can also be used for reconciliation purposes.
Activity
View movements in value for any asset transacted between
selected dates. Can also be used for reconciliation to
GL accounts.
Disposal
Displays values of disposed assets by selected acquisition
and/or disposal date ranges, including capital gain or loss
on disposal.
Reconciliation
Allows Fixed Assets to be reconciled to the GL for a selected
GL period.
Fixed Assets Transactions
View selected transactions by asset and transaction date, for
reconciliation, investigation and data verification.
More features
Recording options:
• Asset history recording
• Recording of finance, land/property and motor
vehicle details
• Maintenance of service history
• Expense recording
• Revenue recording for rental assets

Pronto Xi Accounts Receivable
Know what’s coming to you
Fully integrated with Pronto Xi General Ledger and Sales, Pronto Xi
Accounts Receivable automatically processes all sales transactions
to Accounts Receivable with real-time postings to the general ledger.
Pronto Xi Accounts Receivable features include: Customer Maintenance

• Ageing by 7-day, 14-day, monthly or user-defined categories Customer Maintenance provides centralised control of
• Flexible invoicing, tax options and charges your customer data, for operational efficiency and sound
• Powerful sales analysis: enquiries, reports and budgeting financial management.
• Comprehensive cash receipting for both local and Customer information is captured and used as default data in
foreign values Pronto Xi Accounts Receivable and other modules. You can
• Automatic or manual cash allocation and full banking slips maintain very detailed information about your customers,
including contacts, email addresses, banking information,
• Part payments, retentions and credit claims
currency, licensing details, warranty administration, multiple
• Foreign currency, including loss/gain handling delivery addresses, delivery instructions and much more.
• Support for foreign currency customer accounts
• Extensive bank reconciliation functionality Ship to and bill to
• Debt ageing, analysis and credit management You can use Pronto Xi Accounts Receivable to set up and
maintain head office and branch accounts. Sales may be held
• Head office and branch accounts
against, and shipped to, a branch account, while being billed
to a head office account. You can define special pricing for
the head office account, or for branch accounts.
Credit limit
Credit limits can be defined for each customer. New orders
over the limit automatically go on credit hold. Orders on hold
can only be released by an authorised credit officer.
A customer’s credit can also be controlled by the age of

outstanding invoices. For example, if the customer is under
the specified credit limit but has unpaid accounts greater
than 60 days, new orders can automatically be placed on
credit hold.
Accounts can be placed on credit hold by changing the

status to ‘No Supply’. Additional holds can be placed on
sales orders if the gross margin of the order is below a
defined percentage.

Settlement discount
You can define a settlement discount for each customer. A
user-defined table sets out the percentage discount allowed
based on the number of days from the invoice date, number
Sales Orders
of days from the end of month, or on a specified cut-off date.
Issue invoice
POS
Project
Service Security functions
Rental Receive payment Credit request
Plant Maintenance Pronto Xi Accounts Receivable can mask users so they only
Manual Invoice
Apply invoices & Approve request have access to customers in specified territories. For example,
Reject claim
credit notes for credit
you can give a state manager access to all territories, but limit
the sales representatives to their respective territories.
Send statements
Review accounts
Follow up overdue
on hold
More customer information
accounts
Send reminder Default sales order information such as despatch warehouse,
letters
sales representative, territory, applicable tax and price level is
defined by the customer master file. You can override these
data during sales order entry. The defaults also define the
reporting structure.
Additionally, the customer master file captures all the

customer preferences or rules, such as:
• Send invoice with goods
• No statement required
• Purchase order required
• Charge interest on overdue accounts
• Allow part shipments
• Backorder handling instructions
• Backorder release priority
• Customised layouts for invoices, statements, etc
Financials: Accounts Receivable 31

Full enquiry functions
As well as viewing the full details of the customer master file
and current transactions, you can interrogate the customer’s
file for ageing analysis, product sales history, sales orders,
outstanding invoices, current inventory exposure, historical
transactions, licenses or permits, complaints, delivery
addresses, instructions etc.
Pronto Xi allows immediate access to current and historical

sales orders and transactions through enquiry screens
and reports.
Account conversions
You can change a customer’s account code, which is useful
if the account code is based on a name which changes. If a
customer’s business is taken over by another customer, you
can merge the accounts.
All customers of a sales representative can be transferred to

another representative, or all customers of one territory can
be transferred to another territory.

Customer pricing, discounts,
promotions and rebates
Pronto Xi pricing structures can be adapted for each Multibuy
customer account or bill-to. The sell price is determined
by a combination of customer and item attributes such as Dollars off BOGO
pricing levels, contract, territory, warehouse, customer group,
product class, product type and item group.
The same flexibility is available for discounts, promotions

and rebates.
Percent off Threshold
Maintain your budgets and forecasts
Configurable budgets allows users to create sales based
budgets using any combination of attributes on the customer
or inventory master records. The budgets can be created
either daily, weekly or per period and based on a range of Promotional
measures including: value, quantity, gross profit, gross profit % price
and quantity.

Create Automatic
Phone order
quotation sales order
Invoices and credit notes

Pronto Xi Accounts Receivable can simplify straightforward
sales order processing. For example, if you can take an order, Convert
Sales order
quotation
create an invoice and post it to the customer, inventory items
do not need to be created – instead, you can use a special
descriptive line to record the sales information. Credit Credit
Lost check controller
Where you are invoicing a customer for a non-stock item (e.g. quotation
recovery of expenses or miscellaneous revenue), the manual
invoice is allocated to the appropriate general ledger account
or accounts. Complete Issue work
work order order
Print picking Credit Credit

slip check controller
Despatch
goods
Invoice Update GL

Cash receipting
There are a variety of allocation methods for cash receipts:
they can be automatically or manually marked off against
invoices; you can use one receipt to pay invoices from more
than one customer account; or you can leave a receipt
unallocated and mark it off against another invoice at a
future date.
Pronto Xi Accounts Receivable allows the processing of

foreign currency values, including associated bank charges.
Any exchange gain or loss associated with the transaction is
automatically calculated and posted.
Based on a user-defined global tolerance, any short payments

can be automatically written off to a predefined general
ledger account.
Similarly, processes are in place for dishonoured cheques

and the automatic write-back of related transactions. Bank
charges may be taken up in the general ledger or charged
back to the customer, and a bank audit report produced. You
can also print and reprint bank deposit (pay-in) slips.
Customer receipting, matching to invoices and other

transactions can also be undertaken in the bank
reconciliation programs.

Accounts Receivable journals
Pronto Xi Accounts Receivable supports the transfer of
transactions via journal from one customer account to
another. If you are using multiple control accounts, these
transactions are only reflected in the general ledger if they
represent activity in different control accounts. The net overall
value of the accounts receivable ledger is not changed for
these journals.
When a company is both a customer and a supplier, values

held against the customer account may have contra
transactions posted against the supplier account.
Specific transactions can be written off as bad debts when

required, with automatic adjustments of consumer taxes.
Customer general ledger journals allow direct allocation

of general ledger amounts to customers. This function is
typically used for recharge of expenses.
End of Periods
A process to manage period-end rollovers minimises
downtime and offline maintenance. This is particularly
important for businesses operating in a 24/7 environment.
Each sub-ledger record has a period flag, allowing for a

record-by-record period roll. It negates the need to log users
out during the period rollover. A status screen provides
detailed information on the rollover progress.

Special sales features
A number of features for specialised industries and sales
order processing are available, including:
• Licenses or permits to purchase certain products (e.g.
tobacco or liquor)
• Printing a customer’s item number on the invoice if their
item number is different from yours
• Allowing only specified customers to buy certain products
(e.g. if you have exclusivity arrangements)
• Customer partial shipment policy – indicates whether
or not a customer accepts backorders and how these
backorders are handled
• Different form layouts where required by customers (e.g.
invoices or statements)
• Order surcharge (fixed percentage or dollar amount for
orders below minimum value)
• Mandatory input of customer purchase order number
(reference) in order entry
• Defining a ‘use by date’ (minimum acceptable shelf-life of
a product)

Admin/credit officer function
Credit officers may be responsible for debt collection, as
well as controlling the level of credit to be extended to
individual customers. The credit officer can place a customer
on ‘No Supply’ until the customer pays their account, and
subsequently override the ‘No Supply’ flag to release all or
specific suspended orders.
The credit officer functions of Pronto Xi Accounts Receivable

include sending overdue letters to customers and charging
interest on overdue accounts.
Orders that exceed credit limits for a customer can

automatically be placed on hold until a credit officer releases
them. Each credit officer has value limits to control the
amount they are able to release for a customer, and the value
of individual credit notes they can authorise.
Sales representative commissions

Commissions to sales representatives, including bonuses
and penalties, can be paid based on sliding scales. Special
commission rates can also be set for specific item groups,
with up to five sales commission breaks.
Bonuses and penalties can be used to encourage sales

representatives to collect on outstanding debts and
discourage them from offering discounts to customers.

Retail Promotions
Retail Promotions is a feature of Pronto Xi Accounts
Receivable that helps you manage and track promotions,
related expenses and claims in dealing with retailers.
Promotion history is captured at the transaction level for full
reporting and powerful summary analysis.
The functionality of Retail Promotions includes:
• User-defined promotions and expenses (e.g. deferred or
off invoice)
• Integration with Pronto Xi Sales, General Ledger and
Customer Rebates
• Accrual of deferred expenses and rebates in Pronto Xi
General Ledger, and review of these against the promotion
and customer
• Options for how the promotion affects sales history and
cost of goods sold
• Promotion status – active, on-hold, closed etc.
• Promotion start and end date
• Promotions established by customer and product, or
customer and item group
• Use of rebate rules

Pronto Xi Business Intelligence KPI Library Accounts Receivable metrics
for Accounts Receivable Pronto Xi’s new KPI Library have a range of pre-configured
reports and business dashboards for finance and accounts
staff to help run the day to day operation of the Accounts All these metrics can be snapshot providing the ability to
Receivable function as well as provide real-time insight into its analyse trends over time.
performance. Operational reports are provided with in-built
These Accounts Receivable KPI’s include:
• Balance and Ageing by Invoice Date
• Balance and Ageing by Due Date
The KPI Library provides a wealth of important metrics
• Customer Statistics
allowing you to analyse and understand all aspects of your AR
function. Importantly this data can be trended over time so • New and Closed Customers
you can analyse trends and proactively manage operations. • Invoices – Value/Count
This information can viewed via Cognos or • Accounts Receivable Days

Pronto Xi Workspaces. • Customer Zero Sales
Operational reports included as standard:

Aged Trial Balance
Designed to display, per customer, the transactional values in
historical ageing buckets by invoice or due date. When run as
a summary, the report displays a value for each bucket with a
percentage of the total. Users can drill on each bucket’s value
for any given customer to see a detailed view of that data.
Customer Transactions
View transactions by customer, by transaction date to
allow reconciliation and issue investigation or for data
verification purposes.

Pronto Xi Accounts Payable
Manage debt, minimise liability
Pronto Xi Accounts Payable allows you to drill down into your
supplier accounts, giving you a full view of supplier arrangements,
transactions and approval levels.
Fully integrated with Pronto Xi General Ledger and Supplier master

Purchasing, Pronto Xi Accounts Payable features include:
You can maintain detailed information about your suppliers
• Separate purchase and pay-to accounts
with the supplier maintenance screen. This information is
• Customised cheque and remittance generation used as default data in all other modules, giving you central
• Automated payments processing by cheque, EFT and control over your supplier data for increased operational
other formats efficiency and sound financial management.
• Full purchase/payment history
• Multi-currency support (foreign and local bank accounts) Supplier enquiries
• Withholding Tax PAYG/1099 Pronto Xi Accounts Payable supports a range of enquiries and
• Bank reconciliation for multiple banks analysis, including:
• Full transaction history
• Current and forward commitment tracking
• Ageing analysis
• Recharging expenses back to customer account
• Commitment analysis
• Easy purchase order, invoice and shipment matching
• Supplier and transaction notes
• Purchase order details and general ledger transactions
• Foreign and local invoice amounts
• Outstanding purchase orders
Supplier Type
Pronto Xi Accounts Payable uses the ‘Supplier Type’ field,
which holds a user-definable code, to group suppliers into
categories such as ‘General’, ‘Contractor’ or ‘Trade’.
‘Supplier Type’ can be used to split accounts payable control

accounts within the general ledger, while payment runs
or user access can also be limited to particular accounts.
This field is also a selection criterion for most accounts
payable reports.

Easy options for payments
Pronto Xi Accounts Payable is easy to use and creates many
options for payments:
• Draw a payment manually and enter its details against the
supplier account or direct to a general ledger account, in
local or foreign currencies
• Draw from foreign bank accounts and use a variety
of currencies
• Automatically create a single payment
• Build, review and refine a file based on suppliers, minimum/
maximum amounts, due dates and other selection criteria
• Automatically perform payment runs by selecting ranges of
suppliers, due dates, amount limits and more
Financials: Accounts Payable 43

Pay-to account
Purchase goods from one supplier, but specify that the
invoice should be paid to a different supplier account (ie. for
head office/branch accounts).
This type of transaction can be set up using a supplier’s ‘pay-

to’ account to specify the parent account for payment. When
using this functionality, the purchase history is stored against
the branch account, while the amount owed is held against
the head office or pay‑to account.
Payment terms
Pronto Xi Accounts Payable uses smart payment terms to
calculate due dates for invoices. Options include the number
of days from the invoice date or from the end of the month, or
a specified cut‑off date.
During invoice entry, the system automatically calculate the

invoice due date based on the payment terms assigned to the
supplier. This due date can be manually changed at any time
before the invoice is paid.
Payment type
Pronto Xi Accounts Payable allows you to determine how a
supplier is paid – by cheque, draft, Electronic Funds Transfer
(EFT) or letter of credit.

Settlement discount code
You can automate the processing of discounts given by
suppliers to encourage faster settlements, using the discount
terms offered by each supplier.
Payment selection
A payment selection flag allows you to select suppliers for
payment runs or reports. Suppliers are designated as:
• Local
• Foreign
• A priority code between 1 and 9
• A selection code between A and Z
Priority payment levels can be assigned to certain suppliers

so that, for example, those that need to be paid promptly are
given the highest priority.
Default General Ledger account

To simplify the processing of invoices, each supplier can be
assigned a Default General Ledger account. For example,
invoices from the local service station may default to a
particular motor vehicle expense account.

Invoice transactions Shipment extra charge invoice
Pronto Xi Accounts Payable incorporates a variety of invoice These invoices link costs to shipments. Accounts Payable
and credit note options, such as purchase order invoice, automates the costing of these charges across the
purchase return, credit note, shipment extra charge invoice, shipment’s inventory.
non-purchase-order invoice, asset invoice and recharge
invoice. Each transaction can be processed in local or Non-purchase-order invoice
foreign currency. For invoices where a purchase-order is not raised, the invoice
itself is directly allocated to a general ledger codes. This is
For all invoice types, you can specify whether the sales order
typically done for utility invoices, telephone accounts and
lines are consolidated or printed as individual lines.
other indirect costs.
Purchase order invoice

Asset invoice
Invoices are linked to purchase orders. If the system identifies
Asset invoices allow accounts payable staff to create a
a variance, it must be accounted for during invoice entry.
fixed asset record within Pronto Xi Fixed Assets. The person
The system can be tailored to handle variances in a number
managing the asset register can then add more information,
of ways.
such as depreciation rates.
All invoices can be authorised for payment, regardless of the
purchase order variance. The costing of authorised variances Recharge invoicing
is automatically sent back to inventory, a project or a general Recharge invoicing allows a supplier’s invoice to be recharged
ledger code. directly to a customer.
Purchase return Consumer taxes

If goods on a purchase order are returned when the invoice Taxes are automatically calculated, however this can be over-
has been processed and not paid, the authorised payment ridden if the calculated amounts are different to the invoice’s
amount will automatically be reduced by the value of tax amounts.
the return.

Invoice authorisation tracking
An approval and authority process can be configured to
accurately track a supplier’s invoice from the moment it
is received, allowing you to see its status at any time and
identify where delays are occurring or have occurred.
You can use invoice approval and payment approval both

simultaneously or independently. You can also specify
the approval conditions depending on the type of goods
supplied, the value of the goods or even the supplier.
Periodic payments
Pronto Xi Accounts Payable can be set up to automatically
process invoices for supplier accounts that need to be paid
periodically, such as leases and insurances. Only those
invoices that have a ‘Next Run Date’ equal to or less than the
specified date will be processed.
The value and date of any periodic payment can be amended

as required.
Current and forward commitments

The Payment Commitment by Supplier Report will keep you
abreast of amounts that will become due in the coming
months. Calculations are based on the value of purchase
orders and shipments within the system that have not yet
been invoiced.

Payments
There are four main methods available to pay supplier
accounts, and payments may be made against local or
foreign banks:
1. Draw a payment manually and enter its details against the
supplier account
Any supplier invoice can be paid manually. If the payment
was made in a foreign currency, bank charges and any
exchange gain or loss (depending on currency fluctuations)
will be posted to the general ledger.
2. Have payments automatically generated in a payment run
There is a great deal of flexibility in how and when payment
runs can be automated for individual suppliers and groups
of suppliers. Prior to completing the payment run, the
user can reject payments, change due dates or part pay
an invoice. Automatic payment options accommodate
EFT payment, cheque printing or even a customised file
for payment by a third party. Remittance advices may be
printed as part of any payment run. Payment processing
can be restricted to authorised personnel, and the payment
register is automatically updated on completion.
3. Build a review file to fine-tune and selectively
release payments
Multiple criteria can be used to build a file of supplier
transactions. This can then be reviewed and refined using
‘Mark’ and ‘Un-mark’ for individual or multiple transactions.
Listings of the currently selected transactions and
suppliers may be produced at any time during the review
process. On completion of the review, payments can be
automatically created and processed in the same manner
as the Automatic Payment function.
4. Use a letter of credit
You can raise a letter of credit, record drawings against a
letter of credit and maintain letter of credit details.

AP Automation integration
It is now easy to integrate third-party Accounts Payable (AP)
automation solutions with Pronto Xi via a suite of APIs. You
can reap the productivity and cost benefits of scanning and
then processing supplier invoices electronically.
Purchase Orders
If any supplier invoices cannot be reconciled automatically,
Pronto Connect they are displayed so that they can be reviewed and validated
before being posted to the sub-ledger and General Ledger.
Supplier Data
Purchase Order Data
Invoice Data GL Codes
Cost Centres
Tax Codes
AP Automation Invoices Suppliers

Software

Supplier journals
Inter-supplier journals can be used to transfer transactions
from one supplier account to another. If you are using
multiple accounts payable control accounts, these
transactions are only reflected in the general ledger if they
represent activity in different control accounts.
Supplier journals allow transactions to be entered directly

between a supplier account and a nominated general ledger
account. Pronto Xi also supports contra journals between
accounts payable and accounts receivable accounts where a
supplier is also a customer.
Transaction history
At month-end, all invoices that have been paid in full are
transferred to an archive file. Transactions in the archive are
fully accessible from standard enquiries and reports.
Account conversions
It is easy to change a supplier’s account code. This is useful
if the account code is based on a name which changes.
Similarly, if a supplier’s business is taken over by another
supplier, you can merge the two accounts.

Bank statement entries and reconciliation
Pronto Xi Accounts Payable allows you to print payment
registers by bank, showing presented payments, un-
presented payments, or both. The register allows for
maintenance requirements and will always display the current
status of the payment.
Bank statement details, including electronic transfers,

deposits and various bank and government charges, can be
entered manually, or alternatively you can download bank
statements directly from the bank and edit them as required.

Pronto Xi Business Intelligence KPI Library Accounts Payable metrics
for Accounts Payable Pronto Xi’s new KPI Library have a range of pre-configured
reports and business dashboards for finance and accounts
staff to help run the day to day operation of the Accounts All these metrics can be snapshot providing the ability to
Payable function as well as provide real-time insight into its analyse trends over time.
performance. Operational reports are provided with in-built
These Accounts Payable KPI’s include:
• Balance and Ageing by Invoice Date
• Balance and Ageing by Due Date
The KPI Library provides a wealth of important metrics
• Supplier Statistics
allowing you to analyse and understand all aspects of your AP
function. Importantly this data can be trended over time so • New Suppliers
you can analyse trends and proactively manage operations. • Invoices – Value/Count
This information can viewed via Cognos or • Accounts Payable Days

Pronto Xi Workspaces.
Operational reports out of the box include:

Aged Trial Balance
Designed to display, per customer, the transactional values in
historical ageing buckets by invoice or due date. When run as
a summary, the report displays a value for each bucket with a
percentage of the total. Users can drill on each bucket’s value
for any given customer to see a detailed view of that data.
Supplier Transactions
View transactions by supplier, by transaction date to
allow reconciliation and issue investigation or for data
verification purposes.
Payment Commitments by Supplier
Forecast future payable amounts based upon due date to
assist cash flow forecasting.
Foreign Currency Exposure
Provides details of foreign currency that is owed by supplier
and invoice.

Pronto Xi Resource Management
Maximise your greatest assets
Make sure you have the right people in the right
place at the right time with the right equipment.
Resource Management is a significant new module in Resource Management allows businesses to plan and manage
Pronto Xi 740. Resources Management allows businesses their work requirements across large groups of human and
to plan and manage both human and non-human (asset) non-human resources within a single central module.
resources in a single module.
Link Resource Master Records to other data such as
Where the resource is a human there will be a link between Employees, Engineers, Suppliers, Assets or Serial items to
an employee master and a resource master. Resource manage resources within the centralised Resource Schedule
Management has additional features and functionality which view. Identify any over - or under- utilisation of resources with
will be available only to employees linked to a resource. ease and use the screen to facilitate any re-allocations.
This new functionality within Resource Management that Benefit from more efficient work allocation to Project Tasks or
affects employees includes: Service Calls with user-defined Resource Attributes, like skill
• Time Based Timesheets codes or position details. Invoke attribute filters to isolate the
• Basic Awards most appropriate resource for the job.
• Rostering

Financials: Resource Management 55
Rosters, awards and Resource Management
timesheets
Underpinning Resource Management is a thorough work
roster and employee award system.
Set up work cycles so you understand when people are

available and expected to works. Resource Management
allows you to determine who has the right qualifications or
competencies and also what physical locations/s they are
available to work.
Rosters can then be created to ensure your operations are

fully resources but the right people at the right time.
Budgets can be set for each roster and compared to actual

rostered costs to ensure you have full visibility and control.
Timesheets can be entered using total hours or start/stop

times. These hours are then translated using Pronto Xi’s
integrated awards interpreter, ensuring everyone gets paid
exactly what they are owed. Pronto Xi awards are user
defined and flexible enough to handle the most demanding
employment conditions.

Awards apply automatically to timesheets entered by staff,
with normal and overtime hours apportioned in accordance
with the award definition. Award-specific allowances
are also taken into account to ensure employees are
compensated appropriately.
Financials: Resource Management 57

Pronto Xi Payroll
Role control
Designed specifically for Australian organisations, Pronto Xi Payroll
makes managing employee wages, entitlements, payments and
accruals straightforward.
Pronto Xi’s fully integrated Payroll module gives you control Employee details
over employee pay requirements and the flexibility needed to
A broad range of employee details can be entered to make
manage multiple pay frequencies.
your company’s payroll as automatic as possible:
Numerous allowances and deductions can be created, along • Full remuneration details, including information about
with leave types, lump sum payments and salary sacrifice tax rebates and allowances, tax declarations, Medicare
deductions. Overtime payments and shift penalties are exemptions and any HELP debt
easily handled by multiplying the normal pay rate and a • Superannuation details, including payments by both
scaling factor. employer and employee, and for multiple superannuation
The hours worked by an employee can be defined as a funds, as either a percentage or fixed value
permanent transaction, entered on an ad hoc basis each pay • Leave details, including any special entitlements
run, or recorded using timesheets. Employees with payment • Banking details, with the ability to make payments to
frequencies from weekly to monthly can be paid in a single multiple banks and to pay a percentage or fixed value
pay run. in cash
Pronto Xi Payroll calculates and deducts the correct amount You can also register permanent transactions to be made for
of income tax from each employee’s pay according to a tax an employee such as normal hour’s deductions, allowances,
rate table, which can be updated if tax law changes. Provision garnishee debts, child support, superannuation contributions
is also made for before-tax and after-tax additions and and advance loans, as well as set the tax deduction to
deductions, as well as tax adjustments. a certain percentage if the employee has an income
Personal leave, annual leave, long service leave and rostered tax variation.
days off are automatically accrued according to awards or Year-to-date (YTD) transactions for each employee can be
individual requirements. viewed, with a drill‑down to full details of each pay run.
There is a high degree of flexibility in defining leave
conditions. You can differentiate between accrued and
entitled leave, and set different accrual rates before and after
a prescribed qualifying period. Transactions can be posted
in any pay run representing leave taken, leave loading or
payments in lieu of leave.
Leave conditions can be defined with great flexibility. You

can differentiate between accrued and entitled leave, and set
different accrual rates before and after a qualifying period.
Transactions representing leave taken, leave loading or
payments in lieu of leave can be posted in any pay run.
You can maintain separate general ledger accounts, which are

automatically posted, for salary and wages, leave payments,
and provisions for leave and superannuation.
Pronto Xi Payroll handles Electronic Funds Transfer payments.

Financials: Payroll 59
Single Touch Payroll
From 1 July 2018, Australian employers with 20 or more
employees, are required to comply with Single Touch Payroll
(STP) legislation. If your business has 19 or less employees,
you will need to comply from 1 July 2019, subject to that
legislation being passed in parliament – or you may opt in
from 1 July 2018.
Employers need to report payments such as salaries and

wages, pay as you go (PAYG) withholding and superannuation
information to the Australian Taxation Office (ATO) when their
employees are paid.
Pronto Xi is STP compliant and enables businesses to

complete seamless reporting to the ATO.
The STP menu offers the following functions:

• STP console to help manage your STP submissions with
the ATO
• STP Pay Event to submit pay run batches to the ATO
• STP Finalisation to send confirmation that employee year to
date (YTD) information is final to the ATO
• STP Update Event to submit corrections to employee YTD
to the ATO
• STP Gateway Provider Configuration to setup the link to the
ATO via the third party gateway
Check the pay run
Pay run workflow status
The steps to prepare and perform a pay run are simple
and logical.
Select the payroll
Start pay run number
This operation clears the previous pay run and allows you to
set the pay run date.
Begin the pay run
Select employees for this run Enter leave
Pronto Xi Payroll includes permanent pay transactions for requests
employees selected in the pay run. Employees who have
a next pay date after the date being processed will not be Terminate Add permanent
included; neither will employees whose pay is stopped for the employees transactions
current pay period (such as employees on leave without pay
or suspended).
Timesheet entry Enter timesheets Post timesheets

This allows you to add, modify or delete timesheets before
processing the pay run.
Pronto Xi Payroll can generate the pay transaction for the Process
employee for the period using: adjustments
• The hours for each day keyed into the timesheet
• A table of pay scales for different types of day (ie. normal,
weekend, overtime, public holiday) Run calculations,
check reports
• A calendar of public holidays
Variations to the timesheet entry screen cater for the needs of

recruitment agencies and users of Pronto Xi Project. Generate payslips,
reports, ABA file
Calculate Earnings for This Pay Run
Based on permanent transactions and timesheet entries,
Pronto Xi Payroll will calculate the PAYG tax to be deducted, Finalise, update
as well as any allowances and deductions, to arrive at the net ledgers
value to be paid to each employee in the pay run.
Report STP

Four reports will be produced:
• Errors and Warnings – Errors are shown and the pay
run is suspended until they are corrected. Warnings of
discrepancies (e.g. a person who has taken more leave than
their entitlement allows) do not stop the pay run
• Full details of the amounts being paid to each employee in
this pay run, including tax and other deductions
• Summary for each employee displaying leave accruals
as well as gross and net tax, and all other allowances
and deductions
• Comparisons of an employee’s current pay and previous
pays, showing any variances
Print pay slips and other advices

This function exports a file to order electronic
transfers of funds from the company bank account to
employees’ accounts.
It also creates the employee’s pay slip, with details of all

amounts paid and deducted. Leave accrued, used and
outstanding, such as annual leave,personal/carer’s leave,
rostered days off (RDO), and other forms of leave recognised
by your organisation, can be included.
The General Ledger Postings Report is also created at this

point, displaying full general ledger details to be posted.
Update employees
As the final step in the pay run, Pronto Xi Payroll and General
Ledger are updated. In particular, Pronto Xi will:
• Update the employee’s earnings history
• Write the pay transactions to the employee
• Update the employee’s entitlements for any leave accrued,
entitled and/or taken
• Update the YTD history by pay code
• Update the general ledger accounts that are affected by
Payroll processing
There is also the option to restore the previous pay run,

should the need arise.
Fringe benefits tax
Pronto Xi Payroll allows for entry of an employee’s ‘grossed-up’
annual fringe benefit tax (FBT) amount. This amount should
be entered prior to processing the payment summary, where
the FBT must be included.
Payment summary
A payment summary can be printed:
• For one or more employees
• For all employees
• By ABN
• For a range of locations
• For current employees only, or terminated employees
• On blank office paper or pre‑printed stationery
Information required by the Australian Taxation Office is

available on magnetic media, electronic transfer, or paper.
End of year
Pronto Xi Payroll prepares for the start of a new financial
year by:
• Clearing all earnings history records
• Clearing all previous year totals from employee and pay
code records
• Setting payment summary flags to ‘not printed’
• Setting the new payroll financial year
This process is done after payment summaries have been run,

and before the first pay is run in the new financial year.

Human Resource Management
Human Resource Management (HRM) allows you to control
the detailed information you need to meet the personnel
management requirements of a large organisation. HRM
is fully integrated with Pronto Xi Payroll and includes the
following features:
• A user-definable organisation structure
• Recording of internal and external training
• Position vacancy tracking
• Employee position and salary summary
• Easy-to-maintain leave administration
• Human resource planning
• Ability to review all applicant details for each vacancy
• Statistical analysis of all employment categories
Reports
Pronto Xi Business Intelligence with IBM Cognos provides an
extensive range of reports and report authoring solutions to
meet your organisation’s payroll information needs. Reports
available in Pronto Xi Payroll include:
• Earnings by Pay Code
• Leave Liability
• Payroll Tax
• Superannuation Remittance Advice
• Superannuation History
Pronto Xi Employee Portal
Leave it to me
Empowering your employees
and managers increases their
satisfaction and efficiency.
Managing human resources places a large administrative

burden on many companies. By reducing paper-based
processes and streamlining tasks, Pronto Xi will help reduce
this burden.
Built as a fully responsive web application, Employee

Portal gives managers direct access to employee-related
information, while employees can quickly perform day-to-day
tasks on the go using a PC, tablet or phone.
Wherever your staff are, they can:

• Enter standard timesheets, project timesheets
and allowances
• If users are using Resource Management Timesheets in
the Employee Portal they’ll be able to enter Total Hours or
Start/Stop times and benefit from the award translation and
automatic assignment of allowances.
• View and update personal details such as name, address
and banking details
• Submit leave requests and attach digital paperwork such as
medical certificates
• View and reprint payslips
Managers have access to extended capabilities:

• View leave requests and submitted timesheets
• Manage their to-do list such as leave request and
timesheet approvals
• Estimate future leave balances

Flexibility as well as control
Tightly integrated with Pronto Xi Payroll functionality, the
Employee Portal uses the organisation chart to ensure
managers can only view information for staff within their
management structure.
Administrators can determine the functionality available

to users within the portal to ensure alignment to existing
HR policy and processes. This control can even be set at
the individual employee level, for example an administrator
can selectively determine which employees can view
personal/carers (sick) leave entitlement. Administrators can
also customise the portal colour scheme and apply their
company logo.
End users can personalise their home page as well as other
Quickly enter leave requests and timesheets, and access employee information anywhere
view settings, allowing them quick access to their own key
tasks and information.
Financials: Employee Portal 67

The right call
We’re always ready to adapt Pronto Xi
to perfectly fit your unique requirements.
For more information on what we can do

for your business, contact us at 1300 PRONTO
(1300 77 66 86) or find us at: www.pronto.net
[email protected]
1300 PRONTO (1300 77 66 86)
Tailor-made business software solutions.
Find your moment: www.pronto.net Pronto Software has been developing award-winning business management software
for 40 years. With in-built intelligence, flexibility and an easy-to-use interface,
Connect with us its flagship product, Pronto Xi, enables users to discover rich business insights.
@ProntoSoftware Pronto believes in the power of actively listening to clients, adapting our product
pronto-software to meet their needs and finally revealing the best solution. It’s how we continually
youtube.com/ProntoSoftware surpass client expectations, delivering moments of utter surprise and delight.

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Financials

A system you can count on

740 Solutions Overview: Financials

IBM® and Cognos® are trademarks of International

Microsoft, Excel and PowerPoint are registered

4 Pronto Xi Solutions Overview

Pronto Xi Payroll is specifically designed for Australian

Features include: Account features

For example, the first two characters of an account code

Having defined which codes are valid for each component

6 Pronto Xi Solutions Overview

Financials: General Ledger 7

This common approach delivers:

Budget maintenance and reporting

The GL Budgets have been optimised for easy data

The GL budgets allow everyone to contribute to the

Sales and inventory budgets can be pushed up to specified

Hierarchy views allow users to intuitively view and interact

8 Pronto Xi Solutions Overview

So for instance, you could create a three-level budget based

A valuable and popular function of configurable budgets is

These configurable budgets can be constructed to leverage

Configurable budgets have been optimised to export to and

The Hierarchy Budgets are quick & simple to create.

Financials: General Ledger 9

Hierarchies based on simple parent-child relationships

structure as a series of simple parent-child relationships in

structure is defined, all users need do is determine where their

Out-of-the-box financial reports

10 Pronto Xi Solutions Overview

Delivering complex outcomes from simplicity

Financials: General Ledger 11

12 Pronto Xi Solutions Overview

Financials: General Ledger 13

You can choose exactly what will be included in your

Designed to work with Pronto Xi Business Intelligence, cash

14 Pronto Xi Solutions Overview

General Ledger Consolidation

Designed to work with Pronto Xi’s Multiple Reporting

Financials: General Ledger 15

Flexible tax system Commitment accounting

16 Pronto Xi Solutions Overview

Consolidated dataset Eliminations

MKCI MBI MMI MGCI MMNI MDI

Multi-company environments General Ledger user masking

Financials: General Ledger 17

special accounts. Inventory

compliance easier Mobile Sales & CRM Manufacturing

A sales order can be traced through ‘Inventory’, ‘Customer’ or

Excel import and export

Bank statements, cash receipts and other bank information

18 Pronto Xi Solutions Overview

Users with the right access can post transactions to closed

Standing and self-reversing journals

Financials: General Ledger 19

Applicable tax for these payments may also be entered, for

Transaction detail history is kept for as long as necessary.

20 Pronto Xi Solutions Overview

End of period and end of year functions