Expenses¶

Hierarchical budget¶

The hierarchical view of budgets allows you to display an overview of budgets in a graphic way with an indent system for better reading.

You can filter the list of budgets using the parent budget filter.

You can display a particular budget family.

You can move budgets by “drag and drop”.

Budget¶

A budget is a list of all products and different expenses to plan. It is a plan that allows to define in advance the expenses, the incomes and the possible savings to be realized during a definite period.

It allows to anticipate the resources that the company will have at a specific moment.

You can create as much budget and sub budget as you want.
An expense is related to a base budget, ie a budget item
A budget item is linked to a parent budget
Only the current budget items will be displayed in the lists.
Current, under construction and closed budgets will not appear in the lists. To view the closed items, check the “closed” box.

Budget parent filter

Filerts on budget¶

With the filter, you can display in the list area, only a budget and its family (sub-budget).

An indentation of these to the right shows that they are sub-budgets.

To see the closed items in this list, check the “closed” box.

If you change the name of a budget, remember to refresh the page so that the lists take into account the changes.

The parent budget exists only to consolidate the data of the underlying budget items.

You cannot modify the expenses in the Progress field of a parent budget.

Only the target amount can be changed if the budget treatment is still under construction.

The budget item

The budget item is the finer element of the budget analysis.

These posts or budget destinations will allow you to detail your budget, categorizing it at your convenience.

When you create a project expenses or an individual expenses, you can link them to a specific budget item.

Description

This section allows to identify items of the element.

Required field ¶
Field	Description
Id	Unique Id for the budget
Name	Short description of the budget
Budget type	Type of budget: initial or additional
Budget orientation	The orientation of the budget: operation or transformation
Budget category	subdivision of budget orientation into category
Article number	The number of the article
Organisation	Name of the organisation
Customer Code	the code you attribute to your client
is sub-budget of	if your budget is part of another budget
Sponsor	from the budget. If your budget comes from grant for example

Treatment

This area allow you to change the macro state of the budget.

A budget may be under construction
A budget under construction does not allow to see the fields “target amount” and prevents the modification of the estimated amount
The “approved” macro-state changes and automatically cancels the “under construction” macro state. The date is then displayed in the fields of the macro-state concerned.
Each sub-budget is then impacted and the “approved” state will then be propagated on all of his family.
Each macro state “under construction”, “approved”, “closed” and “canceled” modified from the parent budget screen propagates in cascade over the entire budget hierarchy.

Required field ¶
Field	Description
Status	Change of states according to the Workflow selected for the type of your budget
Is a budget item	Self-checked box when the budget becomes a sub-budget
Under construction	When the budget is validated. The box is unchecked
Approved	When the box is checked, the target amount is blocked
Closed	Flag to indicate that profile is archived.
Cancelled	Flag to indicate that profile is cancelled.

Progress

This section allows to follow the consolidation of all the expenses.

The target amount is the only amount that you can change on a parent budget if it is still under construction.

The other amounts are recovered from the sub-budgets and consolidated on the parent budget.

Transferred Amount allows to release a sum of an amount planned for a budget item in order to redistribute it to another item.

This amount is visible on all budget items.

Transfered Amount

Enter a negative amount on a budget line to transfer an amount

Enter a positive amount on a budget line to recover this amount

Only the parent budget and its sub budget will see this amount.

Another parent budget can not recover this amount.

Budget expense detail

This section displays lines in detail This section, available at the first level of the parent budget, displays in detail the expense lines of the project that have been linked to the defined budget items.

Details lines¶

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.

Section Description

Required field ¶
Field	Description
Id	Unique Id for the expense.
Name	Short description of the expense
Type	Type of expense: machine or office expense
Project	The project concerned by the expense
Provider	Provider name
External reference	External reference of the expense
Origin	Element which is the origin of the quotation
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

Section Treatment

Required field ¶
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.

Activity expenses¶

An activity expense is directly linked to an activity and therefore consolidated up to the project.

One stores cost information directly on the activity and adds to the stored project and resource information.

Treatment

Required field ¶
Field	Description
Status	Actual status of the expense.
Responsible	Person responsible for the processing of this expense
Planned amount	Planned amount of the expense (Date is mandatory)
Real amount	Real amount of the expense (Date is mandatory)
Budget item	Budget item related to expense
Payment done	Box checked indicates the payment is done.
Closed	The box is checked automatically when the invoice linked to this expense is paid
Cancelled	Box checked indicates that the expense is cancelled

Individual expenses¶

An individual expense stores information about individual costs, such, for example, as travel costs.

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.

Treatment

Required field ¶
Field	Description
Status	Actual status of the expense.
Responsible	Person responsible for the processing of this expense
Planned amount	Planned amount of the expense (Date is mandatory)
Real amount	Real amount of the expense (Date is mandatory)
Budget item	Budget item related to expense
Payment done	Box checked indicates the payment is done.
Closed	The box is checked automatically when the invoice linked to this expense is paid
Cancelled	Box checked indicates that the expense is cancelled

Expenses detail lines¶

Section Expenses detail lines

This section is common to individual, activity and project expenses.

It allows to enter detail on expense line.

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

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”.

Financial expenses synthesis

When your financial elements have been linked and attached to a project expense (detailed or not), you will find the summary of these elements.

Financial expenses synthesis with details lines¶

Call for tenders¶

This screen allows you to record information on your needs for any request for tenders from your providers.

This can be used to detail all requests and find the best proposal.

To help you do this, you have the option of creating different evaluation criteria. You can then assign a value to them in the offer.

The call for tenders, once saved, automatically creates a provider offer for each of the selected providers.

Description

Required field ¶
Field	Description
Id	Unique Id for the call for tender
Name	Short name of the call for tender
Type	Type of tender. See: List of type
Project	Project link to call for tender
Maximum amount	Maximum amount of the call for tender
Expected delivery date	Date expected
Description	Description of the tender
Business requirements	Description of the requirements
Technical requirements	Description of the technical requirements
Other requirements	Description of the others requirements (organization, financial…)

Treatment

Required field ¶
Field	Description
Status	Actual status of the item according to the workflow you have selected.
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.
In progress	Box checked indicates that the tender is In progress 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.
Result	Description or analysis of the desired result.

Submissions of tenders

This section contains the list of providers to whom the invitation to tender is sent.

Click on to add a provider to the list.
Click on to edit informations.
Click on to delete a provider to the list.

A pop up is displayed. Fill in the different fields necessary for your needs.

You can choose a specific supplier contact.
The contacts available in the list are linked to the selected supplier.
These contacts must be registered in advance on the provider’s screen.
Change supplier, the contact list will adapt
The dates of the request and the expected response.
The status of the submission to tender. Several statuses are available.
They are fully configurable and customizable. Each status has a color code.
See: List of values

Field	Description
Provider	Name of the provider to which the offer was sent as well as the color code corresponding to the provider’s status in relation to the offer.
Requested	Request date when tender sent with the hour.
Expected	Answer date expected with the hour.
Received	Date of receipt of the provider’s offer
Evaluation amount	Evaluation note given to the provider upon receipt of the offer according to the selected criteria and the total amount of the offer made by the provider. See: Provider Tenders.

You can access to each offer by clicking on the name of the provider or by visiting the provider offers screen.

Evaluation Criteria

This section allows you to add evaluation criteria to rate your providers based on your requests.

Click on to add a criteria
Click on to modify a criteria
Click on to delete a criteria

Evaluation criteria pop-up — Add an evaluation criteria¶

Name your evaluation criteria.
Assign a maximum rating value.
Assign a coefficient according to the importance of the criteria.
The score is calculated based on the values assigned and reported in the “submission of tenders” table.

Tip

Click on to logically switch from one financial item to another:

Call for tenders -> Provider tenders -> Order to provider -> Terms/Bills -> Payments to providers

Each time you copy a financial item, the most logical financial item for the rest of the order process will be displayed automatically.

The amount of expense of these elements will be recovered, passed on and linked to each of the others and will allow you more precise monitoring.

You can prevent the carry forward of amounts or the generation of expenses in the global parameters

Provider Tenders¶

Provider tenders store information about responses to tenders you have submitted.

This can be used to detail all the offers, compare them, evaluate them to choose the most suitable for your needs.

An offer can be created manually or generated automatically following a call for tenders.

Each provider added to the invitation to tender will generate an offer.

Description

Required field ¶
Field	Description
Id	Unique Id for the tender.
Name	Short name of the tender.
Type	Type of tender. See: List of type
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.

Treatment

Required field ¶
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	Initial amount not taxed - Amount of tax applicable by the provider and the type of product - Total amount
Discount	Negotiated price - Enter a numerical value and the percentage is calculated automatically. And conversely, enter a percentage, the numerical value is generated automatically.
Total	Total amount with discount taken into account.
Project expense	Connect your provider’s offer to an existing project expense.
Generate expense	Automatically create expenses from the current item. The name of the project expenditure generated will be the same as that of the offer.
Payment conditions	Type of payment conditions.
Delivery delay	Delivery delay of the tender.
Expected delivery date	Expected delivery date of the tender.
In progress	Box checked indicates that the tender is In progress 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.
Result	Description or analysis of the expected result from this provider.

project expenses and generate expense

You can attach a specific expense to your order.

Select a manually created expense from the project expense list.

If you have not created an expense upstream, check the generate expense box, a line will then be created in the project expenses.

Evaluation

The Evaluation section is only available when the offer is linked to a call for tenders.

If the offer is created manually, the evaluation section does not offer criteria.

When the link is made then:

You can assign evaluation criteria
You can assign a rating with a coefficient system.
The evaluation will display a summary of your criteria with their scores.
The overall score will then be displayed on the invitation to tender for all the offers concerned.
See: the criteria evaluations in the Call for tenders chapter

Orders to provider¶

This screen allow to manage the orders to provider.

Description

Required field ¶
Field	Description
Id	Unique Id for the expense
Name	Short description of the expense
Order to provider type.	Type of order product and/or Service. See: Order to Provider types
Project	The project concerned by the order
Sent date	Date of sending to the provider
Origin	Element which is the origin of the quotation
Provider	Name of the provider
External Reference	Provider reference

Treatment

Required field ¶
Field	Description
Status	Defines the progress of the processing of the element according to the workflow used
Responsible	Name of the person in charge of the order
Contact	Name of the contact related to the order at the provider
payment conditions	Description of payment terms
Delivery delay	From the validation of the order, processing time and preparation of the order
Delivery date: Planned date	Delivery date planned by the provider
Delivery date: Real date	Date of receipt of delivery
Delivery date: Validated date	Date of validation of delivery to the service provider
In progress status	Defines whether ‘In progress’ flag is automatically set for this status
Done status	Defines whether ‘done’ flag is automatically set for this status
Closed status	Defines whether ‘closed’ flag is automatically set for this status
Cancelled status	Defines whether ‘cancelled’ flag is automatically set for this status
Untaxed amount	Amount of the order without taxes
Tax rate	Applicable tax rates in your country/region
Tax Amount	Total amount of taxes calculated based on Taxe rate
Full amount	Total amount of the order including taxes
Project expense	Connect your provider’s offer to an existing project expense
Generate expense	Automatically create expenses from the current item. The name of the project expenditure generated will be the same as that of the order.
Comment	Leave your comments here

List of terms orders

This section allows you to create one or more terms for your invoices.

Click on to add a term. A pop-up opens.
Click on to add an existing term.

The name and the date are mandatory.
Enter the number of installments you want to pay your invoice.
If 1 then it is a cash payment.

When you enter several terms, the calculation on the total amount is done automatically.
When you copy your order as an invoice, the terms are automatically added to it.
You can add due dates from the provider invoices screen if you have not done so on this screen.

calculation after number of deadlines entered — Calculation after number of deadlines entered¶

When you transform your order into an invoice, the terms recorded in the offer are automatically transferred to the invoices.

See: List of terms

In the order, these will be filled in as invoiceed with a link to the latter.

Terms of payments to providers¶

In France, inter-company payment periods are regulated and set at maximum 60 calendar days or 45 days end of month from the date of issue of the invoice.

Failing to mention the payment period in the contract or the invoice, it is legally fixed to 30 days after receipt of the goods or performance of the service.

Depending on the sector, deadlines are modifiable
you can save, organize, track and edit your payment dates to your provider
You can record one or more payment delays on each invoice to the service provider.
A invoice can therefore be paid either in cash or in several installments.
Each recorded due date, whether on the supplier orders screen or on the supplier invoices screen, generates a line on the terms screen.

Description

Required field ¶
Field	Description
Id	Unique Id for the term of payment
Name	Short description of the term
Project	project attached to the term of payment
Order to provider	Name of the order atatched to the term of payment
Provider Bill	the provider’s invoice
Responsible	Name of the person in charge of the payment

Fixed price for term

Required field ¶
Field	Description
Initial ex VAT	Amount before taxes
Tax	Applicable tax
Full	Amount with taxes
Date	date of expiry
Billed status	If payment has been invoiceed
Paid status	If payment has been paid
Closed status	Defines whether ‘closed’ flag is automatically set for this status.

Note

Ex VAT: The column value is automatically updated with the sum of invoice line amounts.
Tax: If the tax is not defined, nothing is applied in this field and the amount will remain without tax
Full: If the total amount exclusive of tax and the tax rate have been entered, the total amount will be calculated automatically
On the project, the sum of the expenses must be carried out in including taxes if the entry of expenses is in including taxes

Provider invoices¶

This screen is used to manage invoices generated manually or linked to provider offers.

Description

Required field ¶
Field	Description
Id	Unique Id for the term of payment
Name	Short description of the term
Provider	The way to define common behavior on group of invoices
Project	project attached to the invoice
Date	Date of the invoice
Origin	Element which is the origin of the quotation
Provider	Provider name.
External reference	External reference of the provider’s invoice
Description	Complete description of the expense.

Treatment

Required field ¶
Field	Description
status	Actual status of the expense.
Responsible	person placing the order
Contact	name of the person at the provider related to this invoice
Payment conditions	the payment terms of the provider
Payment due date	expected payment date
In progress	Box checked indicates that the tender is In progress 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.

List of terms

This section allows you to create one or more terms for your invoices.

If your invoice was created from an order, then the terms recorded on the offer will be automatically recovered on the invoice.

Click on to add a term. A pop-up opens.
Click on to add an existing term.
Click on to remove a term.
The name and the date are mandatory.
Enter the number of installments you want to pay your invoice.
If 1 then it is a cash payment.

When you transform your order into an invoice, the deadlines recorded in the order are automatically transferred to the invoices.

In the orders, in the deadlines section, these will be indicated as invoiced

Each line provides a link to the item screen.

Payments to provider¶

Follow the payment of your provider invoices to better organize your general cash flow or your working capital.

Description

Required field ¶
Field	Description
Id	Unique Id for the term of payment
Name	Short description of the payment
Payment to Providers types	The way to define common behavior on payments to provider

Treament

Required field ¶
Field	Description
Payment mode	Groups different payment methods.
Payment date	The date on which the payment method chosen above will be made.
payment amount	Amount of the invoice.
Payment fee	Fee generated by payment or otherwise.
payment credit	Amount of credit if there is.
Provider payment term	Selection of the payment term to the provider. if the exchanges were created on the offers or on the invoice, they will be available in the list.
Provider invoice	Selection of the provider invoice. The invoice is automatically choose if the provider payment term is existing.
Provider invoice reference	The reference is automatically fill in when selecting the provider invoice.
Provider	The name of the provider is automatically fill when selecting the provider invoice.
Provider invoice amount	The amount of the invoice is automatically fill when selecting the provider invoice.
Closed	Box checked indicates that the tender is archived with date when checked.

When the payment to the supplier has been completed and recorded, on the screen of provider invoice in the treatment section, you will find a record of these payments.

In the list of terms section, you can see in the table, the terms for which the settlement has been made.

When all the due dates have been paid:

on the invoice screen the “full” box is automatically checked
The date of the last installment is recorded
A summary is displayed with the name of each payment made
Each line is clickable.

Provider Contract¶

ProjeQtOr gives you the possibility to manage and precisely follow your supplier contracts

The supplier contract is necessarily linked to a project and a supplier.

Section Description

Complete the description of the contract.

Required field ¶
Field	Description
Name	Name of the contract
Number	Reference number of the contract
Client contract type	List of types of the contracts
Project	Project to which this contract will be attached
Supplier	Supplier concerned by the contract
Contact	List of provider contact only. Contacts must be registered in advance on the supplier’s screen. Change supplier, the contacts list is suitable.
Supplier reference	Reference of the provider
Phone number	The field is of alphanumeric type. You can enter a telephone number with precision. Example with a number phone and his ext.
Origin	Used to enter the origin of the agreement Example the name of the seller or the advertisement which brought the customer
Description	Descriptive text of the contract

Section Treatment

Follow the state, the progress of your contract in this section.

Responsible

Choose a responsible

Its initials are displayed on the Gantt chart of contracts

Workflow

The workflow is based on the default workflow.

You can change or modify the current workflow.

See: Workflow

Renewal

Defines the behavior of the renewal of a contract at the end of the initially planned duration

Never: the contract will never be renewed

Tacit: the contract will be renewed if there is no termination

Express: the contract is renewed and is the subject of a written or verbal act

States

In progress: Date on which the contract is taken over. Effective. This date can be entered manually or by going to the Assigned state of the workflow

Done: Date the contract ends.

Closed: Date on which the contract was closed.

Cancelled: Cancellation Date

Section contact

This section allows you to fill in the information relating to your contact with the provider

Required field ¶
Field	Description
Contact	Name of the provider contact
Phone Number	Phone number of the provider contact.The field is not numeric and lets you add textual information such as the extension number.
Levels of service agreements	Determines if you have levels of service agreements (SLA) for this contract. This check box is an indication.
Intervention time	Periods during which services, contacts and interventions with the provider will be possible. You can choose a time slot for weeks, Saturdays, as well as Sundays and holidays.

Section Progress

In the Progress section, determine the different dates and deadlines for the contract, notice, deadlines, payments …

Required field ¶
Field	Description
Contract dates	Start and end date of the contract
Initial contract term	Contract duration displayed according to the chosen unit: day, month, year
Notice period	Duration displayed according to the chosen unit: day, month, year
Notice date	Free reminder of a scheduled deadline
Due date	End of contract validity
Periodicity of the contract (Month)	Duration of the renewal of the contract is possible. Example 24-month subscription renewable after 12 months
Billing frequency (Month)	Billing frequency during the term of the contract

Expenses¶

Hierarchical budget¶

Budget¶

Project expense¶

Activity expenses¶

Individual expenses¶

Expenses detail lines¶

Call for tenders¶

Provider Tenders¶

Orders to provider¶

Terms of payments to providers¶

Provider invoices¶

Payments to provider¶

Provider Contract¶

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