Actuals

Actuals is where you bring the real financial records of an SPV into Tensor Cloud. You upload journal entries exported from your accounting software, map each entry to the Tensor Cloud chart of accounts, and allocate it to the SPV or to its assets. Once transactions are allocated, the AM dashboard can compare actual results with your baselines.

Open it from the side navigation under AM > Actuals. The screen is titled Actuals inbox.

note

Whether the AM section is available depends on your workspace. Contact us with the Get support button in the top navigation bar if you do not see it.

Before you start

Every transaction belongs to one SPV, so the workspace needs at least one SPV before you can upload anything. If it has none, the screen shows Register a new SPV to process transactions with a Go to SPVs button. See SPVs for how to create one.

To allocate transactions to assets rather than to the SPV as a whole, the assets must belong to that SPV.

Choosing the SPV and status

The bar at the top of the screen holds two controls:

• Select SPV: the SPV whose transactions are listed. The screen remembers your choice for each workspace. If the saved SPV no longer exists, the first SPV in the list is selected.
• Allocation status: three tabs that split the transactions by status.
  • Unreconciled: transactions that are not yet mapped and allocated. This is the default tab, and its badge shows how many unreconciled transactions the SPV has (shown as 99+ above 99).
  • Reconciled: transactions that have Tensor accounts and an allocation.
  • Ignored: transactions you have set aside. They stay in the workspace but take no part in reporting until you restore them.

The list refreshes every 30 seconds while the page is open.

Uploading transactions

Click Upload transactions to open the upload dialog. The button is also shown in the middle of the screen when the selected SPV has no transactions yet. Transactions are always imported into the SPV selected at the top.

Drop one or more files into the dialog, or click to browse. Each file must be an XLSX workbook of at most 500 MB. Files with other extensions are skipped and counted in a single line, such as "2 files skipped (not .xlsx)", which you can expand to see their names.

Tensor Cloud reads each file in your browser and lists it with the number of transactions it found, or with the reason it could not be read:

Message	Meaning
n transactions	Every row was read.
Could not process x/y transactions	Some rows could not be read and are left out of the import.
Not an Excel file. Re-save as .xlsx	The file is not a real XLSX workbook, for example an .xls or .csv file, or one renamed to .xlsx.
File is too large (max 500 MB)	The file exceeds the size limit.
Unrecognised journal format	The workbook does not match any supported layout.
No transactions could be read	The layout was recognised, but no row could be turned into a transaction.

Remove a file from the list with Remove. The badge next to Auto-allocate shows the total number of transactions that will be imported. Click Import to create them. The button stays disabled until at least one transaction has been read.

Auto-allocate is selected by default, and the dialog remembers your choice. When it is selected, the imported transactions go through the same rules as auto-allocation, so transactions whose accounts Tensor Cloud has seen before arrive already reconciled.

Supported formats

Tensor Cloud recognises the layout of the workbook automatically:

• Kanjō Bugyō: a workbook with a worksheet named 仕訳帳 (shiwakechō, journal). The first row holds the column headers. The following columns are required; other Bugyo columns are optional or ignored.

  Column header	Romanization	Meaning
  日付	hizuke	Date
  伝票No.	denpyō No.	Voucher number
  行	gyō	Line
  摘要	tekiyō	Description
  借方勘定科目名	karikata kanjō kamoku mei	Debit account name
  借方本体金額	karikata hontai kingaku	Debit amount excluding tax
  借方消費税額	karikata shōhizei gaku	Debit consumption tax amount
  借方消費税区分略称	karikata shōhizei kubun ryakushō	Debit tax category abbreviation
  借方消費税率	karikata shōhizei ritsu	Debit tax rate
  貸方勘定科目名	kashikata kanjō kamoku mei	Credit account name
  貸方本体金額	kashikata hontai kingaku	Credit amount excluding tax
  貸方消費税額	kashikata shōhizei gaku	Credit consumption tax amount
  貸方消費税区分略称	kashikata shōhizei kubun ryakushō	Credit tax category abbreviation
  貸方消費税率	kashikata shōhizei ritsu	Credit tax rate

• Yayoi Kaikei: any other workbook is read as a Yayoi journal export, using its first worksheet. The column headers must be Yayoi's own, and the data starts on row 11.

Each row becomes one transaction with a date, a description, an external debit and credit account (the account names from your accounting software), amounts including tax, tax amounts, and a tax category. Columns that Tensor Cloud does not use are kept as transaction metadata and shown on the transaction details page.

Transaction table

The table lists the transactions of the selected SPV and status. Amounts are in JPY, shown in whole yen. Dates are shown in Japan time.

Column	Content
Date	Transaction date from the journal.
Target date	The date the transaction is reported against. It falls back to the transaction date when no target date is set.
Description	Description from the journal. Always shown.
Debit amount	Debit amount in JPY.
Credit amount	Credit amount in JPY.
Tensor debit	Tensor Cloud account mapped to the debit side, with its code.
Tensor credit	Tensor Cloud account mapped to the credit side, with its code.
Debit	External debit account from your accounting software.
Credit	External credit account from your accounting software.
Last modified	When the transaction was last changed.

By default the table shows Date, Description, Debit amount, Credit amount, and Last modified. Use the view options button to show or hide the other columns. The Reconciled tab keeps its own column choice, separate from the Unreconciled and Ignored tabs. Click a column header to sort.

Select rows with the checkboxes to act on several transactions at once. A bar at the bottom of the screen shows how many are selected and the actions for the current tab (see Actions by status).

Search and filters

Search anything matches the description, the external debit account, and the external reference ID.

The filter button opens a panel on the left. The panel shows how many transactions match, for example "12/240 transactions", and offers these filters:

• Date range
• Target date range (Reconciled tab only)
• Tensor account (Reconciled tab only): matches transactions that use the account on either side.
• Debit account and Credit account: the external accounts found in the SPV's transactions.
• Minimum debit amount, Maximum debit amount, Minimum credit amount, and Maximum credit amount, in JPY.
• Tax category: matches the debit-side tax category.

The Reconciled tab keeps its own filters, separate from the Unreconciled and Ignored tabs.

Transaction summary panel

Clicking a row opens the Transaction summary panel on the right. The panel is open by default; toggle it with the button at the right end of the toolbar. With no row selected it shows No transaction selected.

The panel shows:

• Transaction ID, External reference ID, Transaction date, and Description. For reconciled transactions it also shows Target date and Allocation method.
• Debit: External debit account, Debit amount (incl. tax), Debit tax category, and Debit tax amount. For reconciled transactions it also shows the Debit account code.
• Credit: the same fields for the credit side.

Show details opens the transaction details page.

The tax categories are:

Tax category	Meaning	Journal abbreviation
No tax category	No tax category is set.
Non-taxable	Non-taxable transaction.
Purchase - purpose taxable (10%)	Purchase for taxable sales.	課対仕入 (ka-tai shiire)
Purchase - purpose non-taxable (10%)	Purchase for non-taxable sales.	非対仕入 (hi-tai shiire)
Purchase - purpose common (10%)	Purchase common to taxable and non-taxable sales.	共対仕入 (kyō-tai shiire)
Sales - purpose taxable (10%)	Sales, taxable.	課対売上 (ka-tai uriage)
Sales - purpose non-taxable (10%)	Sales, non-taxable.	非対売上 (hi-tai uriage)
Sales - purpose common (10%)	Sales, common.	共対売上 (kyō-tai uriage)

Allocating transactions

Allocating a transaction maps its debit and credit sides to accounts in the Tensor Cloud chart of accounts and assigns the amounts to the SPV or to its assets. An allocated transaction moves to the Reconciled tab.

Set allocation

Open the allocation dialog with Set allocation from the row's check icon, from its actions menu, or from the bar at the bottom after selecting several rows.

The first step, Allocate transactions, lists the selected transactions and asks for the allocation settings:

• Debit account and Credit account (required): Tensor Cloud accounts. Tensor Cloud pre-fills each with the account most often used for the same external account in the workspace's reconciled transactions, marked with a wand icon.
• Allocation target: how the amounts are assigned.
  • Distribute by asset capacity (kWp): splits each amount across the selected assets in proportion to their solar AC capacity.
  • Distribute evenly across all assets: splits each amount equally across the selected assets.
  • Allocate to SPV: books the full amount to the SPV without splitting it across assets.
• Target date (required unless Use transaction date is selected): the date the transaction is reported against, for example the month an invoice relates to.
• Comment (optional): added to the transaction's comment history.

With Allocate to SPV, click Confirm to finish. With either distribution method, click Next step to choose the assets in Associate to assets. The list shows only the assets of the transaction's SPV. When all selected transactions share one date, it starts filtered to assets connected to the grid on or before that date, and when their descriptions name the same grid area (for example 東北 (Tōhoku, the Tohoku area) or Tohoku), it starts filtered to that area. Change the filters as needed, select at least one asset, and click Confirm.

When a transaction is split, each asset's share is rounded down to whole yen and the remainder goes to the asset with the largest AC capacity, so the shares always add up to the transaction amount. Assets without a solar inverter, such as standalone batteries, do not receive a share.

When you open the dialog for reconciled transactions that share the same accounts, allocation method, target date, and assets, the dialog starts from their current settings. Saving replaces the previous allocation.

Auto-allocation

Auto-allocation is available on the Unreconciled tab, from a row's actions menu or for several selected rows. For each transaction that has both an external debit and an external credit account, Tensor Cloud looks up the Tensor account most often mapped to each external account in the workspace's reconciled transactions, using the most recent one to break ties. When it finds an account for both sides, it:

• maps the transaction to those accounts and allocates the full amount to the SPV,
• sets the target date from a date or month mentioned in the description, if there is one (a month alone gives the last day of that month), as long as it is not after the transaction's month and not more than a year before the transaction date,
• adds the comment ｢自動配分｣ (jidō haibun, auto-allocation), and
• moves the transaction to the Reconciled tab.

Transactions without a match on both sides stay unreconciled. Auto-allocation learns from transactions that are already reconciled, so it can only match external accounts you have mapped before.

Actions by status

Each row has an actions menu, and the bar at the bottom offers the same actions for several selected rows. Which actions apply depends on the tab:

Action	Unreconciled	Reconciled	Ignored	Result
See details	Yes	Yes	Yes	Opens the transaction details page (row menu only).
Set allocation	Yes	Yes	Yes	Opens the allocation dialog.
Auto-allocation	Yes			Runs auto-allocation.
Remove association		Yes		Removes the allocation and moves the transaction back to Unreconciled.
Restore to unreconciled			Yes	Moves the transaction back to Unreconciled.
Mark as ignored	Yes	Yes		Removes any allocation and moves the transaction to Ignored.
Delete			Yes	Permanently deletes the transaction.

Remove association and Mark as ignored ask for confirmation first. So does Delete, which is only possible for ignored transactions. Deleting removes the transaction from the workspace for good and cannot be undone, and it can leave your financial statements out of balance.

Transaction details

The details page opens from See details in the row menu or Show details in the summary panel. The header shows the description and a status chip (Unreconciled, Reconciled, or Ignored). The arrows in the top right step to the previous or next transaction in the order of the table you came from. The Actions menu offers Set allocation, Remove association (reconciled only), Restore to unreconciled (ignored only), and Mark as ignored, or Delete for an ignored transaction.

The page has these sections:

• Primary information: Transaction ID, External reference ID, Transaction date, Target date, Description, and Allocation method.
• Journal entry details: the debit and credit sides, each with the external account, the Tensor account code, the amount including tax, the tax category, and the tax amount.
• Metadata: the extra columns read from the uploaded journal, such as the voucher number. Shown only when there are any.
• Breakdown by asset: for transactions distributed across assets, a table of the assets with ID, Asset name, Location, Solar AC and Battery power (kW), and each asset's Debit amount and Credit amount (JPY). Search it by asset name, location, or ID.
• Comment history: comments on the transaction, oldest first, including the comments added by allocation. Write one in Add new comment and click Add comment. You can edit or delete only your own comments; edited comments are marked (Edited).

If the transaction no longer exists, the page shows Transaction not found with a Back to list button.

Opening Actuals from the AM dashboard

Some charts on the AM dashboard link to the transactions behind them. Clicking a monthly bar in the EBITDA chart, or a month of the Revenues metric in the Portfolio benchmark chart, opens Actuals on the Reconciled tab for the SPV selected on the dashboard. The filters are set to that month and to the Tensor accounts that make up the figure. The month is applied to the target date when the dashboard uses target dates, and to the transaction date otherwise.