Introduction
This document contains instructions to operate Qokoon to its full potential. Each feature from Qokoon’s left menu is explained in detail.
Once a company is selected, Qokoon has the following features in the left Menu:
My Dashboard (you can select what to include: KPIs, Trends, cost alerts, commentaries…)
Key Insights – Executive summary
KPIs – Dynamic KPI section
Analyse – P&L, BS and CF (Drill down from big picture to detail)
Anomalies – Anomalies are detected in P&L, BS and CF
Profit Centre – Suggestions to reduce costs and improve profits
Financials – See your accounts in table format and conduct variance analysis
Reports – Your monthly report ready to print, including commentary (Analysing Month, Year to Date Analysis, Last twelve months, Balance Sheet and Trends)
1. My Dashboard
You can create your own dashboard in this section. We have added a few sections we thing you may want to have in your dashboard but you can delete them and add any other charts/items from anywhere else in the app.
Delete an item from My Dashboard – Just hover over the ✔ symbol that appears in the top right of each section. The ✔ will turn into an X. Once you click the X, the section will disappear from My Dashboard. See ❶ in the screenshot below.
Add an item to My Dashboard – You can add any item from anywhere else in the app. As you navigate through Qokoon, when you hover over any chart/section, you will see a + sign appear. Just click on the + sign and the item will be automatically added to My Dashboard.
Rearrange and Resize – You can rearrange the order in which items appear in My Dashboard by dragging items to your preferred location. You can also resize items by clicking the sign at the bottom right of each item. See ❷ in the screenshot below.
Revert to Original Dashboard – If you want to revert to the original dashboard, you just need to click the “Reset to default” sign at the top right of the screen. See ❸ in the screenshot below.
Add Your Own Commentary – You can also add your own commentary by clicking the “Add text widget” sign at the top right of the screen. A text box will appear where you can write and edit your comments. See ❹ in the screenshot below.
2. Key Insights
Key insights is a pre-defined summary dashboard, like an Executive, which shows insights about profits cash and trends. It also shows the top five cost categories that have been affecting profitability in the recent past.
Key Insights has the following sections:
Snapshot of Your Profits and Your Cash – This section shows some quick financial indicators about EBITDA, Cashflow and cash and debt balances.
Key Insights for the Month and Year-to-Date – In this section Qokoon explains why EBITDA and EBITDA Margin has increased/decreased.
Potential Costs Saving Opportunities – This section shows the top five cost categories that have been affecting profitability recently. We have called this section “Potential Cost Saving Opportunities” as it might identify costs that can be reduced. See also cost heat-map section below were we sort ALL cost categories according to how they are affecting profitability.
Trend Analysis – This section shows some trend charts relating to sales, profits, cash balance and cash generation.
3. KPIs
This section shows a selection of KPIs:
Top 10 KPIs – In this section we show the 10 KPIs that we think all businesses should monitor.
Other KPIs – Below the Top 10 KPIs section, we show a range of KPIs relating to P&L, Balance Sheet and Cash generation. These KPI charts are dynamic in the sense that the user can choose which period range to consider the KPI for (e.g. sales growth of this month versus the same month last year, or sales growth of this quarter versus the same quarter this year).
4. Analyse
In this section, you can analyse your P&L, BS an CF and drill down to investigate any item within the three accounts.
Profit and Loss (P&L) – You can see a big picture summary of your P&L and drill down see summaries of your Sales, Cost of Sales and Selling, General and Administrative costs. You can also drill down to see an analysis of any sub-category within your Sales, Cost of Sales and Selling, General and Administrative costs (e.g. salaries, consultancy costs…). See ❶ in the screenshot below.
Balance Sheet (BS) – You can see a big picture summary of your BS and drill down see summaries of your BS sections (from current assets to equity). You can also drill down to see an analysis of any sub-category within your BS sections (e.g. accounts receivable, debt, retained earnings…). See ❷ in the screenshot below.
Cashflow (CF) – You can see a big picture summary of your CF statement and drill down see summaries of your CF sections (CF from Operations, CF from Investing and CF from Financing). You can also drill down to see an analysis of any sub-category within your CF sections (e.g. debt borrowings, investment in fixed assets…). See ❸ in the screenshot below.
5. Anomalies
This section shows presents anomalies that our software has identified in your P&L, BS and CF.
Anomalies are unusual movement or unusual balances when compared to past movement and balances.
The section is divided in three different sub-sections:
Profit and Loss Anomalies
Balance Sheet Anomalies
Cashflow Anomalies
Anomalies are an excellent way to spot unusual variances within your accounts. Anomalies can potentially identify bookkeeping errors, suspicious activities and even identify areas for cost reduction/profit improvement.
6. Profit Centre
This section helps identify costs that may be getting out of control and also provides recommendations to improve profits.
The Profit Center section has three sub-sections:
Cost Heatmap – All costs categories are placed in a map showing whether they are growing or declining and also showing whether they are affecting profitability positively or negatively. The results are shown in table format as well. See ❶ in the screenshot below.
The heatmap can be analysed for Different periods can be analysed for different periods, from Qokoon’s own algorithm (Trend Based), to month, quarter, etc…
Improvement Scenarios – This section shows how EBITDA would have increased if certain actions had been taken, namely (i) price increases, (ii) reduction in cost of sales and (iii) reduction in SG&A. See ❷ in the screenshot below.
The analysis is shown in table format and the tables can show increases in EBITDA or Resulting EBITDA for different periods (month, quarter, year to date…). You can choose what to see in the table an for which period by selecting from the drop down button at the top of the screen.
What Ifs – This section indicates how EBITDA could have been improved with a combination of (i) prices increases, (ii) reduction in Cost of Sales and (iii) reduction in SG&A. It also identifies the cost categories that could be targeted to be reduced. Like with other sections, the analysis can be performed for different periods (last month, last quarter, etc…) by choosing from the drop down menu at the top of the page. See ❸ in the screenshot below.
7. Financials
The Financials section shows the P&L, BS and CF in table format. For each account two periods can be selected and variance analysis is conducted automatically. The tables can be sorted in ascending or descending order by clicking on the heading of the column that want to be sorted.
You can choose:
Which account to analyse (P&L, BS or CF). See ❶❷❸ in the screenshot below.
Which two periods you want to compare. See ❹ in the screenshot below.
Which period length you want to analyse (e.g. month, quarter, year to date, last twelve months). See ❺ in the screenshot below.
The tables can be seen in the following length formats (See ❻ in the screenshot below):
Summary View – Only headers are shown
Intermediate View – A maximum of ten accounts (plus “others”) per section are shown
Full Detail View – All accounts are shown
8. Reports
The monthly financial report is ready to see and be printed in PDF. The report has the following five sections (see ❶ to ❺ in the screenshot below):
❶Month – Month P&L and CF analysis, including written commentary
❷Year to Date – Year to date P&L and CF analysis, including written commentary
❸Last Twelve Months – Last Twelve Months P&L and CF analysis, including written commentary
❹Balance Sheet – BS analysis and identification of major BS components
❺Trends – P&L and BS trend charts
Individual sections or the full report can be printed by clicking “Save as PDF” at the top right of the page (see ❻ in the screenshot below):
To print individual sections – Select “Individual Section View” at the top left of the page and select which section you want to print from the top of the page. Click on “Save as PDF” at the top right of the page. See ❼ in the screenshot below.
To print all sections – Select “Full Report View” at the top left of the page. Click on “Save as PDF” at the top right of the page. See ❼ in the screenshot below.
9. Chart of Accounts
Warning – Please, make sure you confirm that the balance sheet is correct before using Qokoon for analysis and reporting purposes.
With this section you can visualize your chart of accounts. You can either select Profit and Loss or Balance Sheet at the top left of the page to visualized how the chart of accounts is structured. See ❶ and ❷ in the screenshot below.
In case you want to reclassify accounts (or in the rear occurrence that we have misclassified an account), you can move accounts to reclassify them. Just click on an item and move it to the section you want (or to the summary chart of account table on the right of the screen). All the analysis generated by Qokoon will reflect any chart of account change. See ❸ in the screenshot below.
When you have made changes to the chart of account you need to press “Apply Changes” at the top right of the screen. You can cancel changes by clicking “Cancel Changes” or you can always revert to the original chart of accounts by clicking “Reset”.
