"Organization" Section

1. Default VAT : enter the most frequently used VAT rate (20% in mainland France, 8.5% in the French overseas departments). This value will be set by default when entering amounts in Abraxio and you can override it occasionally to manage exceptions.
   
2. Capitalizable VAT : If a budget line or invoice is defined as being capitalized, this parameter indicates whether the VAT should also be capitalized.
   
1. This setting only impacts the calculation of OPEX and CAPEX indicators as well as the P&L view.
   
2. Generally, private sector companies do not capitalise VAT while local authorities capitalise VAT, but many exceptions exist.
   
3. If in doubt, contact your financial department.
   

"Budgets" Section

1. Display of costs : "Excl. VAT", "Incl. VAT" or "Excl. VAT and Incl. VAT"
   
1. Choose "Excl. VAT" if you manage your budget exclusively in "Excl. VAT", . This is the most general case for private sector companies. In this case, the amounts will also be entered in "Excl. VAT", .
   
2. Choose "Incl. VAT" if you manage your budget exclusively in "Incl. VAT" . This is generally the case for communities and companies not subject to VAT, such as in the insurance sector. In this case, the amounts entered will also be in "Incl. VAT" .
   
3. Choose "Excl. VAT and Incl. VAT" if you want to drive in "Excl. VAT", and "Incl. VAT". In this case, you must specify:
   
1. the default display which will be taken into account in the Abraxio screens: "Excl. VAT", or "Incl. VAT".
   
2. the desired input mode: excluding VAT or including VAT.
   

If you choose the "Excl. VAT and  "Incl. VAT"" mode, you will have to explicitly manage the VAT to switch from one to the other. If you do not have a strong need, opt for an exclusive display in Excl. VAT or Incl. VAT to simplify your management.

1. CAPEX (Capitalized expenditures): Indicate whether you want to manage CAPEX in your budget.
   
1. If you select Yes, enter the default values to be set when you define a budget line or invoice as being to be immobilized; if necessary, you can override these values on each of your budget lines and invoices:
   
1. Default duration : duration of immobilization in number of months
   
2. Immobilization rate : portion to be immobilized

1. Spreading: If you enable this option, Abraxio offers two spreading modes:
   
1. Cashout : you spread out your expenses in "cashout" view to reflect your commitments, even if the billing is done in one go. If this option is used, you will be able to spread out the invoices so that the consumption is aligned with your budget.
   
For example: You have an annual subscription of €1200 billed the first month, You put in the "cashout" budget €100 per month for 12 months. When you receive the invoice, you can spread out the consumption according to the same distribution. The distribution can span several financial years.
2. P&L : this option corresponds to the activation of the "CCA" option that was previously available. You only spread in P&L view, this option is the prepaid expenses. You cashout view remains strictly cashout., this option corresponds to the expenses accrued in advance. Your cashout view then remains strictly oriented towards "disbursed costs".
   
For example: You have an annual subscription of €1200 billed the first month, You put €1200 in the "cashout" budget the first month and you set up a smoothing over 12 months in P&L view (i.e. €100 per month). When you receive the invoice, it is recorded for €1200 on the first month (Start of the invoice period).

1. Financial view :
   
1. Cashout: default budget view oriented towards “costs invoiced / costs disbursed”. It takes into account all cash spent by a company over the course of a financial year, combining current and capital expenditure.
   
2. P&L (Profit&Loss): financial view of costs from an “income statement” perspective. This option becomes available if you activate fixed asset management; it is imposed if you activate the P&L smoothing mode.
   
3. The P&L view contains :
   
1. Expenses excluding deferred charges and non-capitalized items
   
2. Depreciation and amortization of capitalized expenses impacting the fiscal year
   
3. Portion of prepaid expenses impacting the year
   
2. Summary :
   

Type of expense	Cash out view	P&L view
OPEX (non-capitalized budget)	Yes	Yes If Prepaid expenses, portion impacting the fiscal year
CAPEX (capitalized budget)	Yes	No
Depreciation and amortization	No	Yes

To activate OPEX and CAPEX indicators, you need to activate CAPEX

Abraxio screens automatically adapt to your settings. Activate only what you need to simplify screens and management.

Budget line selector

The fields displayed in the budget line selector are configurable (4 fields can be chosen by the administrator in addition to the Sub-budget, Budget line label and State fields):

The selector adapts to this configuration to display the fields set

Section "Current fiscal year"

The current fiscal year is used to define the fiscal year we're working on. This definition has several effects: 

1. It defines the fiscal year selected by default on arrival at screens requiring the selection of a fiscal year.
   
2. On the Abraxio portal and the tables in the various modules, it defines the financial year on which the financial KPIs are presented.
   
3. In the portfolios' module, which lets you work on multi-year projects, it defines the fiscal year for which budget line characteristics are to be displayed. This is an advanced feature of Abraxio which, except in very specific cases, will be totally transparent to you. To illustrate this with an example for a project running from 2020 to 2021: in 2020, you had defined an analytical axis corresponding to the organization of your company in 2020. In 2021, this organization changes. In the Finance module, which works by fiscal year, if you consult your project for fiscal year 2020, you'll find your 2020 organization, and for fiscal year 2021, your new 2021 organization. In the Portfolio module, you have a global view of the project for 2020-2021. The current fiscal year will therefore enable you to define which fiscal year you will use to visualize the characteristics of the budget lines.
   

In practice, the current fiscal year must be modified and aligned with the 1st day of a new fiscal year.

As an exception, you may wish to anticipate and position the current fiscal year on the new fiscal year earlier, or conversely modify it a little later, once the previous fiscal year is up-to-date and the new fiscal year initialized.

"Consumption" Section

1. Contractors timesheet valued in €: this option concerns your external service providers, defined as collaborators whose time you monitor with Abraxio timesheets or bulk time import:
   
1. Check Yes if you wish to value time spent in € with the ADR defined at employee level,
   
2. Check No if you prefer to enter or import invoices to value the cost of the service.
   

If the Valuation of service provider time in € option is activated: it is important not to record invoices in addition to time entries, so as not to double-count the cost of the service.

1. Invoice number required : this option lets you make the invoice number field mandatory in the invoice entry mask. Activating this option facilitates invoice searches and reconciliation with accounting tools.
   
2. Automatically rename invoice : this option enables automatic renaming of invoice documents when you associate them with invoice objects. The document is then renamed with the supplier's name, date and amount, making it easier to search and consult in Abraxio EDM. This option is particularly useful if you choose to import invoice documents into Abraxio to enter consumption.
   
3. Automatic update of ADR on Time consumption : this option allows you to automatically update times when retroactive modifications (in the past) are made to an employee's ADM.
   

"Currencies" Section

This section enables you to activate foreign currency invoice entry and the creation of foreign currencies in Abraxio, in order to enter invoices in a currency other than the basic currency of your environment.

By activating foreign currency invoice entry, the option to modify the rate on entry appears, as well as the option to add a foreign currency.

1. Changing the rate on entry to Yes allows employees to enter a personalized exchange rate on invoice entry and in import files. The invoice will use this exchange rate and will never be altered by a change in the “default” exchange rate.
   
   
2. The drop-down menu for adding currencies lets you choose from a list of ISO 4217-standard currencies.
   
   

Once you have selected your currency, a subsection appears: Currencies added.

This menu will reference your different currencies with an exchange rate and a start date, to the nearest month, from which it is effective and recorded. This rate is valid for an unlimited period, until a new rate value is entered at a later date.

Additional information:

1. An exchange rate with a start date within a closed financial year cannot be modified.
2. Adding or modifying an exchange rate value will recalculate the invoices affected by these changes.
3. You can enter up to 8 decimal places for exchange rates.