Expenses (under construction)

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.

Provider 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.

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.

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 Button add to add a detail line.

  • Click on Button edit to modify an existing detail line.

  • Click on Button icon delete to delete the detail line.

Dialog box - Expense detail
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”.