Expenses

The expenses incurred for the project are monitored.

Call for tenders

Call for tenders stores information about your needs to create a submission to call for tenders.

This can for instance be used to detail all the requests and find the best answer.

You have the possibility to create some different evaluation criterias. Thereafter you can attribute them a value in Offer.

Section: Description

Field	Description
Id	Unique Id for the call for tender.
Name	Short name of the call for tender.
Type	Type of tender.
Project	Project link to call for tender.
Maximum amount	Maximum amount of the call for tender.
Expected delivery date	Date expected.

* Required field

Section: Treatment

Field	Description
Status	Actual status of the call for tender.
Responsible	Person responsible for the processing of this call for tender.
Sent date	Sent date of the call for tender.
Expected answer date	Expected answer date, meaning expected tender date.
Handled	Box checked indicates that the call for tender is handled with date when checked.
Done	Box checked indicates that the call for tender is done with date when checked.
Closed	Box checked indicates that the call for tender is archived with date when checked.
Cancelled	Box checked indicates that the call for tender is cancelled.

* Required field

Section: Submissions of tenders

Field	Description
Provider	Provider of the tender.
Contact	Contact for the tender.
Request date	Request date when tender sent with the hour.
Expected answer date	Date expected with the hour.
Tender status	Statut of the tender.

Tenders

Tenders store information about the responses to the call for tenders that you have submitted.

This can for instance be used to detail all the tenders and compare them to choose one of them.

If your call for tenders has evaluation criteria, you can attribute a rating for each criteria.

Evalutation will display a summary of your criterias with their ratings.

Global rating will then be displayed on the call for tender for all concerned tenders.

Section: Description

Field	Description
Id	Unique Id for the tender.
Name	Short name of the tender.
Type	Type of tender.
Project	Project link to tender.
Call for tender	Link to call for tender.
Tender statuts	Statut of the tender.
Provider	Provider of the tender.
External reference	External reference of the tender.

* Required field

Section: Treatment

Field	Description
Status	Actual status of the tender.
Responsible	Person responsible for the processing of this tender.
Contact	Contact of the tender.
Request date	Resquest date for tender.
Expected answer date	Expected answer date of the tender.
Date of receipt	Date of receipt of the tender with the hour.
Offer validity	Offer validity date.
Initial	Price
Negotiated	Price of negotiated.
Payment conditions	Type of payment conditions.
Delivery delay	Delivery delay of the tender.
Expected delivery date	Expected delivery date of the tender.
Handled	Box checked indicates that the tender is handled with date when checked.
Done	Box checked indicates that the tender is done with date when checked.
Closed	Box checked indicates that the tender is archived with date when checked.
Cancelled	Box checked indicates that the tender is cancelled.

* Required field

Individual expense

An individual expense stores information about individual costs, such as travel costs or else.

Individual expense has detail listing for all items of expense.

This can for instance be used to detail all the expense on one month so that each user opens only one individual expense per month (per project), or detail all the elements of a travel expense.

Planned amount

Planned amount will help to have an overview of project total costs, even before expense is realized.

Other sections

• Expense detail lines
• Linked element
• Attachments
• Notes

Section: Description

Field	Description
Id	Unique Id for the expense.
Name	Short description of the expense.
Type	Type of expense.
Project	The project concerned by the expense.
Resource	Resource concerned by the expense.
Description	Complete description of the expense.

* Required field

Section: Treatment

Field	Description
Status	Actual status of the expense.
Responsible	Person responsible for the processing of this expense.
Planned	Planned amount of the expense (Date is mandatory).
Real	Real amount of the expense (Date is mandatory).
Payment done	Box checked indicates the payment is done.
Closed	Box checked indicates that the expense is archived.
Cancelled	Box checked indicates that the expense is cancelled.

* Required field

Fields: Planned & Real

Columns:

• Full: Amount.
  • Real amount is automatically updated with the sum of the amounts of detail lines.
• Payment date:
  • For field “Planned” is the planned date.
  • For field “Real” can be the payment date or else.

Project expense

A project expense stores information about project costs that are not resource costs.

This can be used for all kinds of project cost :

• Machines (rent or buy).
• Softwares.
• Office.
• Any logistic item.

Purchase request

Allows to manage the purchase request information about the expense. (Purchase order, receipt and payment)

Planned amount

Planned amount will help to have an overview of project total costs, even before expense is realized.

Other sections

• Expense detail lines
• Linked element
• Attachments
• Notes

Section: Description

Field	Description
Id	Unique Id for the expense.
Name	Short description of the expense.
Type	Type of expense.
Project	The project concerned by the expense.
Provider	Provider name.
External reference	External reference of the expense.
Business responsible	The person who makes the purchase requisition.
Financial responsible	The person who pays the purchase.
Payment conditions	Conditions of payment.
Description	Complete description of the expense.

* Required field

Section: Treatment

Field	Description
Status	Actual status of the expense.
Order date	Date of the order.
Delivery mode	Delivery mode for the order.
Delivery delay	Delivery delay for the order.
Expected delivery date	Expected delivery date for the order.
Date of receipt	Date of receipt of the order.
Closed	Box checked indicates that the expense is archived.
Cancelled	Box checked indicates that the expense is cancelled.
Planned	Planned amount of the expense (Date is mandatory).
Real	Real amount of the expense (Date is mandatory).
Payment done	Box checked indicates the payment is done.
Result	Complete description of the treatment of the expense.

* Required field

Fields: Planned & Real

Columns:

• Ex VAT: Amount without taxes.
  • Real amount is automatically updated with the sum of the amounts of detail lines.
• Tax: Applicable tax.
• Full: Amount with taxes.
• Payment date:
  • For field “Planned” is the planned date.
  • For field “Real” can be the payment date or else.

Expense detail lines

Section: Expense detail lines

This section is common to individual and project expenses.

It allows to enter detail on expense line.

Fields: Real amount and date

• When a line is entered, expense real amount is automatically updated to sum of lines amount.
• Real date is set with the date in the firts detail line.

Field	Description
Date	Date of the detail line.
Name	Name of the detail line.
Type	Type of expense.
Detail	Detail depends on the type of expense.
Amount	Amount of the detail line.

Detail lines management

• Click on to add a detail line.
• Click on to modify an existing detail line.
• Click on to delete the detail line.

Fields - Expense detail dialog box

Field	Description
Date	Date of the detail.
Reference	External reference.
Name	Name of the detail.
Type	Type of expense.
Amount	Amount of the detail.

* Required field

Field: Date

• This allows to input several items, during several days, for the same expense, to have for instance one expense per travel or per month.

Field: Type

• Depending on type, new fields will appear to help calculate of amount.
• Available types depending on whether individual or project expense.
• See: Expenses details types.

Field: Amount

• Automatically calculated from fields depending on type.
• May also be input for type “justified expense”.