P&L by Division and Department



You must have the Budgeting & Forecasting module enabled. This module allows you to define your company structure by allocating Sage-imported Departments to Divisions, which is crucial for creating your Divisional P&L reports.


In ProudNumbers, the same Wizard (called Budgeting Wizard) is used for both Budgeting and P&L Reporting. Even if you're not actively budgeting, you'll still set up the company structure via the Budgeting Wizard. 



1. Create or Select a Chart of Accounts
To generate a Divisional P&L report in ProudNumbers, you need a Chart of Accounts created in ProudNumbers-these are identified by their blue colour in the interface.

Creating and Editing Charts of Accounts

2. Create Company Structure Structure 

Go to File/ Budgeting Setup/ New Setup

Set up company structure by assigning Sage 50 departments to divisions created in ProudNumbers
A setup wizard will guide you through the process.


In 'Enter and Description for Company Structure Type' screen make the below selection:

Tick the "Departments" option.
Tick "Use Divisions for reporting" (this enables grouping departments under divisions for reporting purposes).

Enable advanced reporting by grouping Sage 50 departments under divisions in ProudNumbers


Give Company Structure a Name

Enter a name for the Company Structure (e.g. "FY25 Reporting Structure").
Select the Chart of Accounts created/selected in Step 1.

Form to define details for newly created company structure in ProudNumbers

Note: The chart selected here is used only for budgeting purposes within the structure setup. When generating P&L reports, you can choose any Chart of Accounts available in ProudNumbers-you're not restricted to the one selected during structure setup.

Create Divisions
Click Add to create a new division, represented by a name and a description.

Create new division in ProudNumbers by entering division name and description

Allocate Departments to Divisions

Allocate Sage 50 imported departments to divisions created in ProudNumbers


Departments will match those already set up in Sage.

Select the Departments you want to use and assign each one to a Division using the Division drop-down box.

In financial Year screen, If you are not budgeting, keep the entries on the Financial Year screen as default.

ProudNumbers budget settings for company structure including year selection and duration

You can create multiple structures if needed (e.g. different structures for internal and external reporting).

3. Generate the P&L Report
Go to File/Departmental/Divisional Analysis / New

Click the Departments button.

 

Choose the "Company Structure" option using the radio button


ProudNumbers screen with radio button to choose company structure for departmental and divisional analysis

Select the company structure displayed and click [OK]
Set Report Criteria

ProudNumbers screen to choose date range, chart of accounts, and reporting period for divisional management reports


Choose:
Date range
Chart of Accounts
Period
Any other relevant criteria
Click [OK]
Your Profit & Loss report will be generated, reflecting the Divisions and Departments as structured.

ProudNumbers report showing financial results by division, department, and entire company