Contents
1. What is the cockpit for?2. Where does each card come from?3. The ten tabs of the Management window4. Cash flow: the most important screen5. Approvals: anything over the threshold reaches you6. Audit trail: "who did this?"7. FX, budget, consolidation and MT9408. When you say "this figure is wrong"Question the timing firstGo to the card's sourceCheck the audit trail9. The manager's routine10. Frequently asked questions11. GlossaryHelp › Cockpit & Management
Cockpit — A Guide from Scratch for Managers
This guide is for the person who has to look at numbers and decide. Its purpose is not to teach you how to read a report but to show where every number on the screen comes from. As a manager your first question will not be "what is this figure?" but "is this figure right?" — and this guide answers exactly that.
Sections 1–3 (where the cards come from): 12 minutes. Read the rest as you need it — this guide does not have to be read end to end; treat it as a reference.
1. What is the cockpit for?
The dials in an aircraft cockpit do not run the engine; they show what the engine is doing. The HNR cockpit is the same: it creates no records — other people do. The warehouse receives goods, the cashier cuts a voucher, sales issues an invoice. The cockpit gathers all of it onto one screen.
If a number in the cockpit is wrong, the fault is not in the cockpit. Something in the source record is missing or wrong. That is why Section 2 lists, card by card, which screen feeds it: when you see a bad figure you go straight there.
The cockpit is read live on every open — there is no cache in between. Refresh the screen and what you see is the truth as of that second. There is no such thing as "last night's report"; the report is always now.
2. Where does each card come from?
This section is the heart of the guide. For every card on the Cockpit tab: what it says, which screen feeds it, and where to look when it seems wrong.
🗺 What each field does Figure 1 — The card on the left is fed by the screen on the right. If a figure surprises you, follow the arrow.
| Card | What it says | If it looks wrong, look here |
|---|---|---|
| Cash + Bank (live) | The real money you hold today | Unposted vouchers. If the cashier batches them until evening, the figure reads low all day. |
| Today's sales | Total of sales invoices issued today | An order is not an invoice. Goods shipped without an invoice do not appear here. |
| Total receivable / payable | The sum of all account balances | Old entries never closed. Check the oldest open line on the account statement. |
| Overdue receivables | Past-due invoices still open | If money came in but no voucher was cut, the invoice stays open and the list inflates. |
| Cheques 7 / 30 days (net) | Net effect of upcoming cheques (in − out) | A cheque with a mistyped due date. Sort by due date in the Cheques window. |
| Target ↔ Actual | This month's sales target and actual | If it says "no target defined for this month", nobody entered one in CRM → Targets. |
| Open work orders | Production started but not confirmed | The operator finished but never confirmed; materials still appear unconsumed. |
| Maintenance due | Machines due for periodic maintenance | If the service was done, close the record in Production → Machines. |
| Top 5 products by margin (30 days) | Products that left the most margin in 30 days | A product with no purchase cost looks more profitable than it is. Check the purchase price on the stock card. |
3. The ten tabs of the Management window
The cockpit is the first tab of the Management window. The other nine are not daily screens; you open them when a specific need arises. This grouping helps:
| Tab | Which question it answers | How often |
|---|---|---|
| Cockpit | How are things going today? | daily |
| Cash flow | Will there be enough money in the coming weeks? | weekly |
| Approvals | What is waiting for my signature? | daily |
| Cost centre / Budget | Which department is over budget? | monthly |
| FX difference | What are my FX accounts worth in local currency? | month-end |
| Consolidation | How do all companies look combined? | monthly |
| e-Invoice | Are any invoices waiting to be sent? | daily |
| Exchange rates | What is today's central-bank rate? | as needed |
| Audit trail | Who changed this record, and when? | when in doubt |
| MT940 | Does the bank statement match my records? | monthly |
4. Cash flow: the most important screen
The cockpit tells you what happened today; Cash flow tells you what will happen in the coming weeks. Businesses are usually killed not by losses but by running out of cash, so as a manager this is the tab to watch most.
🗺 What each field does Figure 2 — The forecast is built from known due dates; it excludes surprise orders. So it errs pessimistic — which is healthy.
Enter the weekly fixed cost — wages, rent, utilities — once. If you leave it empty the screen shows more money than you will have every single week, you conclude "we look fine", and then payday arrives on the 15th of the month.
5. Approvals: anything over the threshold reaches you
A manager does not need to see every purchase request — waiting for a signature on 200 worth of stationery only slows things down. So you define a threshold: requests below it flow on their own, requests above it land in the Approvals tab.
🗺 What each field does Figure 3 — Too low a threshold drowns you; too high loses control. About 5% of your average monthly spend is a good start.
6. Audit trail: "who did this?"
Sooner or later somebody asks: "who changed this invoice?" The Audit tab keeps two lists: document movements (who, what, when) and a write audit (every write attempt made against the program). The second one also shows failed attempts — so you can see when somebody tried something they were not allowed to do.
Most entries answer "what happened", not "who is guilty". When stock does not add up, the trail usually shows that somebody saved twice in good faith. Use it to fix the process, not to find a culprit.
7. FX, budget, consolidation and MT940
Rates and FX difference
The Rates tab shows the central bank's daily bulletin. The FX difference tab values your foreign-currency cash and bank accounts at today's rate and gives the local-currency equivalent. With no FX accounts it says "no foreign-currency account" — that is not an error.
Cost centres and budget
Split expenses into departments (cost centres) and give each an annual budget. As spending approaches the limit a budget warning appears. With no budget there is no warning — the screen stays quiet, but so does the protection.
Consolidation
With several companies each keeps its own books. Consolidation merges them into a single TOTAL line: only here do you see the true size of the group.
MT940 statement
Paste the statement text you downloaded from the bank; the program parses the lines and suggests an account from the description. Important: this screen writes nothing — it is for comparison only. Post anything missing by hand in the relevant window.
8. When you say "this figure is wrong"
As a manager your most valuable skill is looking for a wrong figure in the right place. The order is:
-
Question the timing first
The figure may not be wrong — it may simply not be entered yet. Cash looks low: were today's collections posted? Sales look low: was a delivery note issued but not the invoice? The cockpit is live, and live data can also be incomplete.
-
Go to the card's source
Use the table in Section 2 to find which screen feeds the card and look there with the same filter. If the numbers agree, the problem is not the cockpit but the expectation — perhaps "sales" means something different to you.
-
Check the audit trail
If the figure was right yesterday and wrong today, somebody changed something in between. The Audit tab lists everyone who touched that document, in order. The answer is usually "saved twice" or "posted to the wrong account".
9. The manager's routine
Every morning — 3 minutes
Cockpit tab: Cash + Bank, Overdue receivables, Approvals. If anything unusual happened yesterday, one of the three will tell you.
Every Monday — 15 minutes
Cash flow tab: the four-week projection. If a week turns red, act this week — accelerate collections or push a payment out.
Every month-end — 30 minutes
Budget (any department over?), FX difference (local value of FX accounts), MT940 (reconcile with the bank), and Consolidation if you have more than one company.
10. Frequently asked questions
Can I edit a number in the cockpit?
No — deliberately. The cockpit only reads. If a figure is wrong you fix its source, not the dial. If you could edit the dial by hand, the dial would be worthless.
Why is there no profit figure in the cockpit?
Profit only means something when costs are complete: purchase price, production cost, allocated overheads. Instead the cockpit shows partial but reliable measures such as top 5 products by margin. For full profit use the Profit window and cost allocation.
The Approvals tab is empty — does nobody need approval?
Two possibilities: either nothing exceeded the threshold, or no rule was ever defined. If the screen says "no rule defined", it is the second one — until you set a threshold every expense flows silently.
The e-Invoice tab says "no integrator configured".
The plumbing is ready but the integrator credentials (user/password/address) have not been entered yet. Meanwhile your invoices wait as drafts in the box and you can still download the UBL file. The moment the credentials are entered, sending switches on by itself; nothing else is needed.
11. Glossary
| Türkçe | English | Bahasa Indonesia |
|---|---|---|
| Kokpit | Cockpit / dashboard | Kokpit / dasbor |
| Nakit akış | Cash flow | Arus kas |
| Tahmini seviye | Projected level | Level perkiraan |
| Sabit gider | Fixed cost | Biaya tetap |
| Geciken alacak | Overdue receivable | Piutang lewat tempo |
| Toplam alacak / borç | Total receivable / payable | Total piutang / utang |
| Hedef ↔ Gerçekleşen | Target ↔ Actual | Target ↔ Realisasi |
| Onay eşiği | Approval threshold | Ambang persetujuan |
| Masraf merkezi | Cost centre | Pusat biaya |
| Bütçe uyarısı | Budget warning | Peringatan anggaran |
| Konsolidasyon | Consolidation | Konsolidasi |
| Kur farkı | FX difference | Selisih kurs |
| Denetim izi | Audit trail | Jejak audit |
| MT940 | MT940 statement | Rekening koran MT940 |
| e-Fatura | e-Invoice | e-Faktur |
| UBL | UBL file | Berkas UBL |
To see how cash, bank and cheque records are born read the Finance guide; to define sales targets see the CRM guide.