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Post-calculation

Know where an order lost money.

Compare target and actual costs for each production order and explain significant variances.

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  • Comes in viaSchedule, API
  • You decide onSignificant variance
  • Lands inControlling
Before → After · Post-calculation

Today: lots of manual work.

  • Actual costs are painstakingly compiled after the order closes.
  • Variances are reviewed inconsistently – or not at all.
  • Insights fizzle out before the next quote goes out.
  1. The “Later” pileOrder done – the post-calculation lands on the “Later” pile by hand
  2. Gathering actualsHours from job tickets, material from the ERP, the rest from exports by hand
  3. Plan vs. actual via VLOOKUPVariances calculated by hand in ‘Postcalc_new_final.xlsx’ manual
  4. Anything odd? Look laterBig variances get flagged – and postponed to next quarter by hand
  5. Report into the binderPrinted, filed – nobody looks at it for the next quote by hand

Example: Order completion NK-2026-0077 for Order PA-1488 – waiting to be processed

Custom

Describe it, don’t code it.

This is how the XFLOWLY Agent builds the “Post-calculation” flow – in conversation, tested with a sample document. Your rules, your systems.

Post-calculationDraftOverviewSpecial cases
Instructions
The flow takes shape as you describe it.

Example with synthetic data – on a call, we’ll show it with your own document.

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Your systems

Works with what you already have.

From SAP to the Excel sheet: XFLOWLY connects to your systems and replaces none of them. Highlighted are the ones typically involved in post-calculation.

S/4HANAECC / R/3Business OneBusiness CentralDynamics 365Navisionabas ERPproALPHAInforOracleOdooweclappXentralWawiSage
DATEVNTCSLexwareRZLDiamantSalesforceHubSpotPipedriveShopwareShopifyMagentoDocuWared.velopELOM-Files
SharePointOneDriveOutlookExchangeTeamsGmailExcelGoogle SheetsServiceNowJiraZendeskFreshdeskPersonioSuccessFactors

And everything without a big name:CAQ systemMESTime trackingPayroll softwareREST & ODataSQL databaseSFTP & network drivePortal without an APIIn-house software

Your system isn’t listed? XFLOWLY still connects – via API, database, file or directly through the user interface. Nothing gets replaced.

Check the connection on a call
Experience built in

Typical challenges – planned for from day one.

We know from experience what tends to go wrong with post-calculation day to day. The flow catches it.

Ownership & deadlines

Production confirmations are still missing.

How the flow handles it

The calculation only runs once all times and material postings are in.

What the flow covers

  • Start when an order is completed or at period end
  • Collect target and actual values for material, labor time, machine time, subcontracting and overhead
  • Calculate quantity and price variances by your rules
  • Explain significant variances and pass them on
  • Document review decisions and follow-up actions
Practical example · Contract manufacturing

Post-calculation for every order – explaining where the margin went.

  • Contract manufacturing
  • Contract machining shop
  • ≈ 160 employees
  • 1 plant, 2 shifts
  • ≈ 400 orders per month

  1. 1Starting point

    Lots of small batches with tight pricing. Controlling only did post-calculations once a quarter, and only for the largest orders – losses on repeat parts went unnoticed for a long time.

  2. 2Implementation

    • After every order is closed, the flow collects planned and actual values for material, machine time, setup and outsourced work.
    • Calculation only starts once all confirmations and material postings are in.
    • Deviations above 10% are broken down by material, time and machine – and explained.
    • Controlling reviews only what matters; results and actions go into the monthly report and onto the part.

    ConnectedInforMESExcel

  3. 3Outcome

    • ≈ 80%of orders post-calculated without questions to controlling
    • ≈ 130 hrsless manual work per month
    • Every weekinstead of once a quarter

    Time saved calculated with 25 min of manual work per transaction before.

Project timelineLive after 5 weeks

  1. Week 1WorkshopCalculation rules and materiality thresholds defined with controlling.
  2. Weeks 2–4Test with real ordersRecalculated the previous quarter’s orders and compared them with the existing analysis.
  3. From week 5LiveLive for all completed orders.
Good to know

Common questions about post-calculation.

Rainer GruberAlexander TraxlerReinhard SchnetzingerCan’t find your question?

Ask the founding team directly – on a call or with a quick email.

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office@xflowly.com

From your ERP and MES: material withdrawals, labor and machine time confirmations, and overhead at your rates.

Only what matters: you set the limits, for example from 10% or a fixed amount. Everything below is documented without bothering anyone.

In the target vs. actual cost comparison, the flow separates by variance category: material price and material quantity variance or input price and input quantity variance, time and setup time variance, scrap and lot size variance. Then come subcontracting matching, the check of overhead surcharges and the assignment of rework costs. At the end is the contribution margin variance per order – which categories exist depends on your cost model and ERP.

A plan vs. actual comparison measures against the original plan; a target vs. actual comparison measures against the target costs of the quantity actually produced – the more meaningful basis. The flow uses the target cost version from your ERP cost accounting and keeps planned, target and actual costs apart so the variance calculation is right.

Then a low variance is no success: missing actual postings are not savings. The flow reports costs not yet posted, a missing confirmation, a material withdrawal without order reference, rework not assigned or a subcontractor invoice that arrives after order completion. Setup time allocated to the wrong lot size is caught as well. Only once the cost postings are complete is the post-calculation status final.

Yes, as concurrent costing: in project business, the flow projects the remaining effort and creates a cost-to-complete forecast before the order is closed. After order settlement, the order result with its contribution margin is final.

That's exactly what the flow is built for. Every value it reads stays linked to the original document, and check rules match it against your ERP. Discrepancies, missing data or unclear matches create a task for the person responsible – with the document, the comparison and decision options. The case then continues right where it left off. Values that aren't in the document are never made up.

You decide: in the XFLOWLY Cloud on a dedicated virtual machine at Google Cloud in Frankfurt – or on your own server (on-premises) running Windows or Linux. Stored data is encrypted with AES-256, and credentials for your systems are additionally kept in a separate secret vault. You'll find all the details in the security factsheet on the platform page.

Easily: after a three-month minimum term, you can cancel XFLOWLY monthly with 14 days' notice. When your subscription ends, we provide a full export – documents, results and your flow definitions in machine-readable formats, available for 30 days at no extra cost. After that, your environment is deleted.

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More Use Cases

Production ordersTurn released demand into complete production orders – bill of materials, routing and material checked.Incoming invoicesCapture invoices, match them against the purchase order and goods receipt, approve and post.Order confirmationsCompare supplier order confirmations with purchase orders – prices, quantities and dates.

Processes that run themselves.

One call, your real process, no prep work. Afterwards, you’ll know what XFLOWLY can do for your business.

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