Index
- Overview
- Purpose
- Key elements
- Creating and managing a profile line
- Linking a profile line to a ledger
- Recalculating profile lines
- Use in Other income and expenditure
- Setting an override per establishment
- Conditions
- Errors
- FAQ
- Glossary
- Metadata
1. Overview
In the Settings – Ledgers view, a Profiling tab is available.
From this view, you can:
- Define which profile and which years the distribution is based on
- Choose a profile based on available actuals data
- Set the selection per ledger or per consolidation level
- Set the selection for all establishments at once
In addition, this view allows you to recalculate all linked ledgers in one go, based on the configured profiles.
2. Purpose
The profile line settings make it easy to quickly apply a monthly distribution in Other income & expenditure. By choosing a profile based on actuals years, the budget aligns with historical usage.
3. Key elements
The Ledgers view tab Profiling contains the following elements:
- Profile selection – choose the desired profile line
- Year selection – set which actuals years are used as the basis
- Level – choose between breakdown per ledger or per consolidation level
The view consists of two sections displayed side by side:
- Profile lines overview – configure the various profile lines
- Link to ledgers – assign the profile line to the correct ledger or consolidation level
At the top of the view is the Calculate profiling box, which calculates all linked ledgers in one go.
4. Creating and managing a profile line
Creating a new profile line
- Go to Settings – Ledgers and open the Profiling tab.
- Click the Add profile button.
- A new profile appears in the list. Click the pencil icon to give it a name.
- Would you like the profile to be based on actuals? Select the desired year in the Actuals column. You can choose from the current year and all previous years available in the application. Both financial and academic years are available.
- If the profile is not based on actuals, manually enter the weighting per month. The weighting indicates what share of the annual amount is allocated to that month.
Deleting a profile line
Use the bin icon button to delete a profile line. Please note: first check whether the profile is still linked to any ledgers.
5. Linking a profile line to a ledger
Setting up a link
- Find the desired ledger on the right-hand side of the view.
- In the Profile column, select the desired profile for that ledger or consolidation level.
- Please note: a ledger that is calculated by a module (Funding or Staff) cannot have a profile line assigned to it.
Which ledgers can be linked?
- Ledgers at the lowest level can only be linked if they can also be entered in Other income and expenditure (entry is enabled and the Other income and expenditure – (de)centralised module is active).
- Consolidation levels are always linkable, but serve only as a tool to populate the underlying ledgers.
No profile line?
When a ledger is not linked to a profile line, or when the profile is empty, the annual amount is distributed equally across 12 months by default. If only one or a few months have an empty weighting, that month is treated as 0 and nothing is allocated to it.
6. Recalculating profile lines
Using the Calculate profiling box at the top of the view, you calculate the monthly amounts for all ledgers linked to a profile line. Tick this box, for example, when:
- you have set up new profile lines;
- you have changed the actuals year for an existing profile;
- you want all linked ledgers to immediately show the current distribution.
Only the forecast is updated. The approved budget remains unchanged.
7. Use in Other income and expenditure
Entry at annual level
When you enter an amount at annual level in Other income and expenditure for a ledger linked to a profile line, the annual amount is automatically distributed across the months based on that profile.
Entry at monthly level
If you enter an amount at monthly level, the profile line is not applied automatically. You can still enter amounts manually per month.
Actuals as basis
If a profile is based on actuals, the distribution is determined using the actuals figures for the establishment and cost centre on which the entry was made.
Rolling forecast
When entering at annual level in the rolling forecast, only the remaining open months are redistributed. Months that have already been realised are not adjusted, and the annual total remains correct.
Financial year and Academic year
If you use a profile line based on actuals from a financial year for a ledger that is entered on a school year basis (or vice versa), the annual amount is divided by 12. To avoid this, link the ledger to a profile that uses the same year type (financial or academic year) as the one you are entering on.
8. Setting an override per establishment
In Other income and expenditure, via the Settings tab in the detail view, you can set a different profile line for a specific establishment. This overrides the setting configured in Settings – Ledgers - Profiling for the entire organisation.
What do you see in this view?
- A list of ledgers with the corresponding weightings per month.
- For some ledgers, these are the manually configured weightings; for others, the actuals figures from the selected year.
- The values can only be edited for the selected establishment in this view.
- The months are displayed in the same order as in the main Other income and expenditure view.
Setting an override for a ledger
- Go to the Other income and expenditure view and click Settings.
- Go to the Profiling tab.
- Click the pencil icon next to the relevant ledger and a detail panel will appear.
- Specify how the distribution should look for that establishment.
- Save the override by clicking the cross icon.
The pencil icon turns orange when an override has actually been set for that ledger.
If the override is cleared or reset (using the "return" symbol), the pencil icon returns to its default colour.
The override column is only visible when the selected establishment is at the lowest level.
Information icon
For ledgers linked to a profile line based on actuals, an information icon is shown. The tooltip states which year the actuals are based on.
9. Conditions
- The Other income and expenditure module must be active.
- You have authorisation for Settings – Ledgers.
- To link a profile line to a ledger at the lowest level, entry must be enabled for that ledger in Other income and expenditure.
- The override function per establishment is only available when the selected establishment is at the lowest level (in Other income and expenditure).
10. Errors
Profile line has no effect on monthly amounts after linking
→ The profile is only applied to new entries at annual level. Use the Calculate profiling box to update existing ledgers immediately.
Pencil icon for override is not available
→ The selected establishment is not at the lowest level. Select an establishment at the lowest level to set an override.
Ledger cannot be linked to a profile line
→ Entry has not been enabled for the ledger in Other income and expenditure, or the module is not active. Check the ledger settings.
11. FAQ
What happens if I do not link a profile line to a ledger?
The annual amount is distributed equally across 12 months by default.
Can I create a profile based on earlier actuals figures?
Yes. When creating or editing a profile line, you can select a year in the Actuals column. The distribution will then be based on the actual figures from that year.
What happens if I manually adjust a weighting at monthly level in Other income and expenditure?
The manual entry overrides the profile distribution for that month. The profile line is not automatically reapplied afterwards. You can still enter amounts manually per month.
Do I need to take any action after changing an actuals year?
Yes. After changing the actuals year for a profile, use the Calculate profiling box to update the monthly amounts for all linked ledgers.
Can I set a different distribution for the same ledger per establishment?
Yes. Via the Settings tab in the detail view of Other income and expenditure, you can set an override per establishment.
Is a profile line also carried through when applying a scenario?
Yes. When ledgers are updated via 'Apply scenario', the profile lines are carried through as well.
12. Glossary
- Profile line – A distribution of an annual amount across the months of the year, expressed as weightings per month. A profile can be entered manually or based on actuals figures.
- Weighting – The share of a month in the total annual amount. The sum of all weightings together determines how the annual amount is distributed.
- Actuals – The amounts actually posted in a previous year, used as the basis for the monthly distribution in a profile line.
- Ledger – An account in the financial administration on which income or expenditure is recorded.
- Establishment – An organisational unit to which costs and revenues are attributed, for example a location or department.
- Cost centre – A further breakdown within an establishment used to allocate costs and revenues more specifically.
- Override – A different setting that overrides the standard setting for the entire organisation, in this case per establishment.
- Calculate profiling – The action by which all linked ledgers are calculated based on the current profile lines.
- Rolling forecast – A forecast in which the future is continuously updated based on the most recent information, with realised periods remaining fixed.
13. Metadata
- View: Settings – Ledgers (tab: Profiling)
- Module: Settings