Overview

We’re glad you’re here!

Thanks for visiting the Ducharme Knowledge Base. This is the first port of call for those frequently asked questions on how to get around and utilise the Dynamic AFS: GRAP edition.

What is the purpose of this Knowledge Base?

• Quick overview of functionalities and steps to follow for system usage.

• Allow for searchable system for self-help instead of direct question submission to the Administration team

• Details of new functionalities and updates added to the system.

Introduction

Dynamic AFS is an online e-solution developed by Ducharme which allows for the automation of annual financial statements (AFS), which amongst others, are prepared on the GRAP Standards.

 Weblink to the application:

URL. https://www.dynamicAFS.com

It allows for the automation of the trial balance for the conversion and population of AFS sections the specific accounting reporting framework tailored to entity. 

The system automates the data into the mapped elements within AFS structures such as the Statement of Financial Position, Statement of Financial Performance, Statement of Net Assets, Cash flow Statement and various disclosure Notes. 

In addition to the AFS automation into the AFS template, it also allows for system drill down functionality within the system to allow AFS preparers to access various levels of the data uploaded.

Where specific AFS notes and disclosures still make use of unstructured data, manual input field have been provided to capture this on the AFS as well.

1.1  Pre-mapped COA data for automated import into AFS

The mapped structure and composition links the respective accounts to the disclosure line items for the Financial Performance (revenue, expenditure, appropriations) or Financial Position Votes (non-current assets & liabilities, community wealth, etc.) per the automated AFS.  Each transaction and balance category will be further allocated to a sub-category item, item type, movement, etc. It also provides for the rollover of balances from the previous years for comparative information.

The AFS details are populated directly from the Trial balance , via a direct upload

1.2  Audit log functionality for uploaded TB

1.3  Dashboard

The Dynamic AFS Dashboard is the landing page that welcomes users.

This provides some colourful graphs of important budget and actual items such as

• Programme Expenditure

• Expenditure by Item

• Funding Sources

• Receipts by Type

The Dashboard also indicates the relevant periods that has been activated within the platform, as well as the active entity that is currently being displayed and worked on.

From here, all other sections and functionalities are accessible via a user friendly menu on the left of the screen.

1.4  Clickable Reports to scrutinise source of amounts

A key goal of Dynamic AFS is to capacitate users in always understanding their data, and where specific figures on the AFS comes from.

User friendly reports such as the Financial Summary allow the users to drill into the origin of an amount by clicking on the relevant classifications and sub-classifications in order to drill into the details and scrutinise the make-up thereof.

1.5  Journals

Our AFS Journals module allows for pro-forma adjustments for controlled transactional / balance adjustments on the AFS for any account within the Chart of Accounts. Multiple controls ensure balancing, an audit trail of journals posted and by who they were posted as well as an option for exporting all journals posted.

1.6  Multiple users approach

Our online system provides for a multi-user approach.  Given our entity-wide approach, no additional charge is levied for the number of users on the system.  The system was developed to allow multiple users to simultaneously edit various parts of the AFS, allowing users to work faster and update separate sections concurrently. Our aim is to capacitate and involve as many individuals within the organisation as possible, and to continuously promote collaboration.

1.7  Lead Schedule Automation

Lead Schedule can be automated and exported to XLS format for inclusion in audit file to provide detail of AFS disclosures and TB data matching.

1.8  AFS Compilation and Audit Management:

The system provides for a centralised point-of-reference for the practical AFS management processes and to help improve the audit outcome over time.  This includes elements such as:

• Audit outcome repository with details of the key findings, the submitted AFS, detailed audit management report and centralised audit action plan, to allow users insight and focus to the AFS elements which require attention ; and

•  AFS Year End Plan which can be accessed and updated by users as a shared action-list for AFS related tasks.

1.9  Collaboration & Team sharing in real time: Review comments

Team Functional includes online AFS Review comments on the AFS itself (with master tracking section to reply, mark as resolved or to make as re-opened) as well as a live chat function (with the other users on the system at that time, which provides for general comments / discussions during this specific session the user is logged into) be it for progress allocations or real-time review notes.

1.10  Printing module

The core AFS Printing module allows for printing setups for individuals sections of the AFS.  Various elements or settings may be set up and managed for printing purposes, such as orientation, page breaks, fit-to-page alignments, headers, etc.

The Printing module also hosts the functionality to convert any pdf version of the Financials into a MS Word document.

1.11  Remote Access

Our system can be access via the cloud. 

Chromium based web browsers are recommended for functionality and security (such as Google Chrome).