Incomes

Follow with the “Incomes” menu, incoming financial movements and your customers and all the elements revolving around them, such as contracts, quotations, bills, catalogs …

Client contract

ProjeQtOr gives you the possibility to precisely manage and monitor your customer contracts.

The customer contract is necessarily linked to a customer.

Client contract screen

Section Description

Complete the description of the contract.

Other sections

• Contract Gantt client

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
Customer	Customer concerned by the quotation
Contact	Customer contacts only. Contacts must be registered in advance on the customer’s screen. Change customer, the contacts list is suitable.
Client reference	Reference of the client
Phone number	The field is of alphanumeric type. You can enter a telephone number with precision. Example:XXXXXXXXXX ext XX
Origin	Allows to link the document defining the SLA
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 client.

Required field

Field	Description
Contact	Name of the client contact
Phone Number	Phone number of the client 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) with the client for this contract. This check box is an indication.
Intervention time	Periods during which services, contacts and interventions with the client 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	Exact date of notice
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

Management of ordered ticket

You can manage token orders on your customer’s contract.

For more information on defining tokens see: ref:Management of tokens on ticket. You will be able :

• Define tokens (duration, cost, markup, …)

• Record token orders on a customer contract

• When entering work on ticket, select the token used

• Summarize tokens ordered, used and left on customer contract

Add work token command

• Click on to add tokens to the order

• Select the token type from those defined on the project or its parent projects.

• Entering the ordered quantity of tokens

• Added a descriptive comment

When you have entered the order, the table will indicate:

• Calculation of the total duration ordered (in hours or days depending on the unit of time entry)

• Calculation of the total amount ordered

• Display of the total number of tokens used (without taking into account markups)

• Display of the increase in the total number of tokens used (taking increases into account)

• Display of the total duration of tokens used (taking into account markups)

• Display of the total cost of tokens used (taking into account markups)

• Display of the remaining duration of the tokens (duration ordered minus duration used)

• Display of the remaining amount of tokens (amount ordered minus amount used)

• Total line, summing the numbers, amounts and durations (ordered, completed, remaining) for all types of tokens in the contract

Management of ordered tokens

Client Quotation

A quotation is a proposal estimate sent to customer to get approval of what’s to be done, and how must the customer will pay for it.

On the quotation form, you can record all the information about the sent proposal, including attaching some file completely describing the proposal with details terms and conditions.

Transform quotation to order

A quotation can be copied into an order when corresponding document is received as customer agreement.

Bill lines section

This section allows to detail the quotation modality.

Section Description

Other sections

• Bill lines

• Linked element

• Attachments

• Notes

required field

Field	Description
Id	Unique Id for the bill.
Name	Short description of the bill.
Client quotation type	Type of the quotation to define the way the concerned activity should be billed
Project	The project concerned by the quotation
Origin	Element which is the origin of the quotation
Recipient	Name of entity receiving the quotation
Customer	Customer concerned by the quotation.
Contact	Contact in customer organization to whom you sent the quotation.
Request	Request description.
Additional info.	Any additional information about the quotation.

Note

Field “Customer”

Automatically updated from project field.

Section Treatment

required field

Field	Description
Status	Actual status of the quotation.
Responsible	Resource who is responsible for the quotation.
Sent date	Date when quotation is sent to customer contact.
Send mode	Delivery mode.
Offer validity	Limit date of the validity of the proposal.
Likelihood	The probability that the proposal will be accepted.
In progress	Box checked indicates that the quotation is taken in charge.
Done	Box checked indicates that the quotation is processed.
Closed	Box checked indicates that the quotation is archived.
Cancelled	Box checked indicates that the quotation is cancelled.
Planned end date	Target end date of the activity object of the quotation.
Activity type	Type of the activity object of the quotation.
Payment deadline	The payment deadline is stated on the quotation.
Amount	Total amount of the quotation.
Estimated work	Work days corresponding to the quotation.
Comments	Comment about the treatment of the quotation.

Client Orders

An order (also called command) is the trigger to start work.

On the order form, you can record all the information of the received order.

Scheduled work and budgeted cost of project

• The scheduled work (field: “validated work”) of the project will be initialized with the sum of total work from all orders.

• The budgeted cost (field: “validated cost”) of the project will be initialized with the sum of the total amount before taxes for all orders.

• See: Progress section

Bill lines section

This section allows to detail the order modality.

Section Description

Other sections

• Bill lines

• Linked element

• Attachments

• Notes

required field

Field	Description
Id	Unique Id for the order.
Name	Short description of the order.
Order type	Type of order.
Project	The project concerned by the order.
Customer	Customer concerned by the order.
Contact	Contact in customer organization to whom you sent the order.
External reference	External reference of the order (as received).
Date of receipt	Receipt date.
Receive mode	Delivery mode.
Origin	Element which is the origin of the order.
Description	Complete description of the order.
Additional info.	Any additional information about the order.

Note

Field Customer

Automatically updated from project field.

Section Treatment

required field

Field	Description
Status	Actual status of the order.
Responsible	Resource who is responsible for the order.
In progress	Box checked indicates that the order is taken in charge.
Done	Box checked indicates that the order is processed.
Closed	Box checked indicates that the order is archived.
Cancelled	Box checked indicates that the order is cancelled.
Activity type	Type of the activity object of the order.
Linked activity	Activity representing the execution of the order.
Initial	Initial values.
Amendment	Additional values.
Total	Sum of the initial values and amendment.
Start date	Initial start date of the execution of the order.
End date	Initial and validated end date of the execution of the order.
Comments	Comment about the treatment of the order.

Note

Fields behavior

• Fields Initial, Amendment and Total

  • Ex VAT: Amount before taxes.

    • The column value is automatically updated with the sum of bill line amounts.

  • Tax: Applicable tax.

    • If the applicable tax isn’t set, the tax defined for the selected customer is used.

  • Full: Amount with taxes.

  • Work: Work days corresponding to the order.

    • The column value is automatically updated with the sum of bill lines quantities.

    • When the measure unit is “day”.

• Field Amendment

• The columns values “Ex VAT” and “Work” are automatically updated with the sum of billing lines with selected amendment checkboxes.

• Fields Start and end date

• Initial : Initial dates

• Validated : Validated dates

Warning

Activity type

• The activity should be created only after approval.

Client invoicing terms

A term is a planned trigger for billing.

You can define as many terms as you wish, to define the billing calendar.

Note

Terms are mandatory to bill “Fixed price” project.

A term can be used just one time. The bill name will be displayed.

A term has triggers

• You can link the activities that should be billed at this term.

• A summary of activities is displayed for validated and planned amount and end date.

• Validated and planned values play the role of reminder.

• You can use these values to set real amount and date.

Description

Other sections

• Notes

Field	Description
Id	Unique Id for the term.
Name	Short description of the term.
Project	The project concerned with the term.
Bill	Bill name that uses this term.
Closed	Flag to indicate that term is archived

Fixed price for term

Field	Description
Real amount	Defined amount for the term.
Real date	Defined date for the term.
Validated amount	Sum of validated amounts of activities defined as triggers (Read only).
Validated date	Max of validated end dates of activities defined as triggers (Read only).
Planned amount	Sum of planned amounts of activities defined as triggers (Read only).
Planned date	Max of validated end dates of activities defined as triggers (Read only).

Fields Amount and Date (Planned & Validated)

• When a trigger is entered, the values of planned and validated are automatically updated with the sum and the max of triggered amounts.

Trigger elements for the term

This section allows to manage element trigger.

Trigger element management

• Click on to add an element trigger.

• Click on to delete an element trigger.

Field	Description
Linked element type	Type of element to be selected (Activity, Meeting, Milestone, Project, Test session).
Linked element	Item to be selected.

Client invoices

A bill is a request for payment for delivered work.

Billing will depend on billing type defined for the project through project type.

Clients Bills

Invoice Type

Schema bill

• Each bill is linked to project, a project has a project type, and a project type is linked to a billing type.

• So the billing type is automatically defined for the selected project.

• Billing type will influence bill line format.

  At terms

  • A term must be defined to generate the bill, generally following a billing calendar.

  • Used for instance for: Fixed price projects.

  On produced work

  • No term is needed.

  • The billing will be calculated based on produced work by resources on selected activities and on a selected period.

  • Used for instance for Time & Materials projects.

  On capped produced work

  • No term is needed.

  • The billing will be calculated based on produced work by resources on selected activities and on a selected period.

  • Taking into account that total billing cannot be more than project validated work.

  • Used for instance for Capped Time & Materials projects.

  Manual

  • Billing is defined manually, with no link to the project activity.

  • Used, for instance for Any kind of project where no link to activity is needed.

  Not billed

  • No billing is possible for these kinds of projects.

  • Used, for instance for Internal projects & Administrative projects.

Warning

Billing report

Only bill with at least status “done” will be available for reporting.

Before this status, they are considered as a draft.

Description section

Other sections

• Linked element

• Attachments

• Notes

required field

Field	Description
Id	Unique Id for the bill.
Name	Short description of the bill.
Bill type	Type of bill.
Project	The project concerned by the bill.
Date	Date of the bill.
Payment deadline	Payment deadline.
Payment due date	Due date for payment (read only). The value is calculated with date of bill + payment deadline
Customer	Customer who will pay for the bill.
Bill contact	Contact who will receive the bill. Automatically updated from project fields
Recipient	Recipient who will receive the payment for the bill.
Origin	Element which is the origin of the bill.
Billing type	Project billing type.

Treatment Zone

required field

Field	Description
Status	Actual status of the bill.
Responsible	Resource who is responsible for the bill.
Sent date	Date when bill is sent to customer contact.
Send mode	Delivery mode.
Done	Flag to indicate that the bill has been treated.
Closed	Flag to indicate that the bill is archived.
Cancelled	Flag to indicate that the bill is cancelled.
Amount	Total amount of the bill.
% of order	Percentage of the bill balance over order amount.
Payment	Payment of bill.
Comments	Comments for the bill.

Fields Amount

• Ex VAT: Amount without taxes.

  • The value is automatically updated with the sum of bill line amounts.

• Tax: Applicable tax.

  • Automatically updated from customer field.

• Full: Amount with taxes.

Fields Payment

• Date: Date of payment.

• Amount: Payment amount.

• Complete: Flag to indicate that complete payment.

Invoice lines

bill lines treatment

Input for each bill line depends on billing type.

Field	Description
Id	Unique Id for the bill line.
N°	Number of the line for the bill.
Description	Description of the line.
Detail	Detail of the line.
Unit price	Unitary price of billed element.
Quantity	Quantity of billed element.
Sum	Total price for the line (Price x Quantity).

Bill lines management

• Click on to add a bill line. A different “Bill line” dialog box will be displayed depends on billing type.

• Click on to add a formated line depending on billing mode

• Click on to modify an existing bill line.

• Click on to delete the bill line.

Bill line “At terms”

required field

Field	Description
N°	Number of the line for the bill.
Term	Project terms to be selected.
Description	Description of line.
Detail	Detail of the line Can be set on update.
Price	Real amount of term.

Field Description

• Automatically set with the term name.

• Can be modified on update.

Bill line On produced work & On capped produced work

required field

Field	Description
N°	Number of the line for the bill.
Resource	Project resources to be selected.
Activity price	Project activities price to be selected.
Start date	Start date of the period to take into account.
End date	End date of the period to take into account.
Description	Description of line.
Detail	Detail of the line Can be set on update.
Price	Price of the activity.
Quantity	Quantity of element.
Amount	Amount for the line (Price x Quantity).

Field “Description”

• Automatically set with selected resource, activity price name and dates.

• Can be modified on update.

Bill line “Manual billing”

Field	Description
N°	Number of the line.
Amendment	Flag to indicate this is an amendment line.
Description	Description of the line.
Detail	Detail of the line.
Price	Unitary price of element / measure unit.
Quantity	Quantity of element.
Amount	Amount for the line (Price x Quantity).

Field “Amendment”

• This field is used for amendment values in order detail.

Client Payments

Allow to define payment of bills.

The bill keeps track of payment.

Description

required field

Field	Description
Id	Unique Id for the payment.
Name	Short description of the payment.
Payment type	Type of payment.
Description	Description of the payment.

Treatment

required field

Field	Description
Payment mode	The mode of payment.
Payment date**	Date of payment.
Payment amount**	Amount of the payment.
Payment fee	Payment of the fee.
Payment credit	Balance of payment amount less payment fee.
Bill	Bill concerned with the payment.
Bill reference	Reference of bill.
Customer	Customer of bill.
Recipient	Recipient of bill.
Bill amount	Amount of bill.
Closed	Flag to indicate that payment is archived.

Activities prices

Activity price defines daily price for activities of a given activity type and a given project.

This is used to calculate a billing amount for billing type On produced work and On capped produced work.

Description

required field

Field	Description
Id	Unique Id for the activity price.
Name	Short description of the activity price.
Project	The project concerned with the activity price.
Activity type	Type of activities concerned with the activity price.
Price of the activity	Daily price of the activities of the given activity type and the given project.
Sort order	Number to define order of display in lists.
Closed	Flag to indicate that activity price is archived.

Financial Gallery

the financial gallery allows you to display in list form and by elements, the different client quotation, invoices and orders recorded in ProjeQtOr, per date, client or per type, partial, final and complete bill.

Attachments are displayed grouped by element.

Click on to display attachment list.

Financial gallery

Filters

Filters can be applied to the list.

Element

• Displays attachments for this element.

Start and end date

• Displays attachments for this period.

• Attachments will be displayed according a date defined in the element.

  Quotation

  • Done date

  Order

  • Validated start date

  Bill

  • Bill date

Customer

• Displays attachments for this customer name.

Type

• Displays attachments for this element type.

Financial catalog

Catalog defines items (products or services) that can be obects of a quotation, an order or a bill.

This is used on the quotation lines, order lines and invoice lines.

See: Invoice lines.

Section Description

required field

Field	Description
Id	Unique Id for the payment.
Name	Name of the catalog.
Catalog type	Type of catalog.
Description	Description of the catalog.
Detail	Detail of the catalog.
Nomenclature	Nomenclature of the catalog.
Specification	Specification of the catalog.

Treatment

Field	Treatment
Unit price	Type of unit.
Quantity	Quantity of catalog.
Product	Type of product.
Product version	Version of the product.

Revenue Managment

You can manage the turnover of the project at completion, and its consistency with the orders and invoices on the project.

A “Revenue management” section is visible on the projects screen in the Progress section after activation of the “Revenue management” module under the financial section.

The following information is then accessible:

• The turnover at completion corresponds to the total amount that will be invoiced for this project.

• Display of the sum of the project’s customer orders

• Display of the sum of customer invoices for the project

• Method of valuation of turnover

Method of valuation of turnover fixed

The turnover is fixed and is entered manually

Method of valuation of turnover variable

Variable over time depending on the activities

The turnover will then be calculated from the turnover of all the activities (not canceled) of the project and possibly of the sub-projects. In this case the activities will also have a turnover field to feed.

Projects with sub-projects will systematically have a “Variable” valuation mode, this mode will automatically consolidate the turnover of the sub-projects on the parent project.

Consistency with project orders and invoices

For projects with sub-projects, the sum of orders and invoices will consolidate the data of the sub-projects, that is to say, it will integrate the orders and invoices of the sub-projects in addition to the orders and invoices possibly on the project itself.

The sum of the orders is in red if it is lower than the turnover. The sum of the invoices is in red if it is greater than the turnover.

Raise alerts

You can create definable alerts for projects in the “unit indicators” section:

• Revenue upper than command’s sums

• Revenue less than invoices sums

In order to integrate this evolution into the community version, without disturbing the users who do not need this functionality, we will condition the behavior:

In order to transcribe the current use of the validated cost, a global parameter will determine whether the turnover is automatically reported as validated cost on activities and projects.

Note

This functionality is only visible if the Revenue Management module is activated via the access rights menu in Modules management.

The Revenue Managment is a sub-module of the financial module.

This new module will activate / desactivate the management of OUs and everything related to the management of OUs (see below).

This module will be disabled by default.

Work units catalog

You can define catalogs of work units, made up of work units, themselves broken down into several complexities.

This functionality will only be accessible if the Revenue management module is activated.

Work units Catalog screen

You can assign any catalog to a project, whatever its position in the structure, while maintaining the notion of inheritance on the sub-projects.

• A “catalog used” field on the projects screen is available.

• The OUs proposed on the activities of the project will systematically be the OUs of this catalogue.

• When the “catalog used” field is populated (entered or edited) for a project, all subprojects (recursively) that had the same initial catalog value (or no value) are assigned the new catalog value.

• The level of recursion stops at the first project that does not respect this rule.

• When a catalog is created or modified to be attached to a project then the “catalog used” field of the project is updated, and the update is passed on to the sub-projects.

Important

Only profiles who have the right to modify the project catalog will be able to modify it, regardless of the project on which it is used.

Create a catalog

In the Finance menu Incomes section Catalog of work unit screen.

• Click on to create a new catalog

Field	Treatment
Name	Name of the catalog.
Nomenclature	Code usually a reference shared with the customer.
Project	Project on which to use the catalog
Number of complexities	Maximum number of complexities, set in global parameters.
Complexities	Text fields to fill in the complexities of the catalog

Warning

If the number of complexity isn’t filled then the default number set in the global parameters is applied.

Then fill in the fields with the name of the complexities managed by this catalog.

Click on to open the pop-up windows and complete the complexity details.

You can fill in the following fields for each OU:

• Reference

• Description

• Incomes

• Deliverable

• validity date

The description, incoming and deliverable fields are text editors in inline mode. Edit buttons appear when the cursor is in the field.

Pop-up of the complexities details

For each complexity of the OU, we can define:

• Validated workload - 0 is allowed

• Price (CA) of complexity

• Duration in working days - optional

It is not mandatory to fill in all the complexities for an OU.

Revenue section on the activity screen

Use of a catalog of work units

You can select an OU on an activity, only if the project has a Variable CA valuation mode.

We will inform the OU, its complexity and the number of units:

• Entering the OU in the list of OUs in the catalog linked to the project. This will dynamically populate the list of OU complexities by displaying only those that have a charge and a price that is not zero but may be equal to zero.

• Entering complexity

• Entering the quantity number of work units

An activity will only be associated with a single OU / Complexity pair.

If OU is selected, complexity and quantity are mandatory, otherwise they are prohibited, i.e. not enterable.

The UO / Complexity / Quantity data will make it possible to value:

• The validated load = load of the OU / Complexity x Quantity

• The turnover of the activity = price of the OU / Complexity x Quantity

• The validated duration = duration of the OU / Complexity x Quantity

Entering the validated duration will automatically calculate the validated end date if the validated start date is entered.

Note

This will only determine the planned duration of the activity if it is in “fixed duration” planning mode.

Otherwise, the schedule will determine the planned duration from the assigned load and the availability of assigned resources.

These 3 data (validated load, validated duration, CA) will then go into read-only since they are calculated.

• If the OU’s expiry date has passed, an alert will be displayed on the activity, without this blocking the recording of the activity.

• If the global parameter “Report of turnover on the validated cost of activities” is activated, the turnover entered or entered through the OU is recopied in the validated cost of the activity.

Exportation

You can export the data of the OUs used on the export of Activities.

There are as many columns as there are reference/complexity pairs defined in the OU catalog. This is only viable if you only export activities that only use the same catalog.

A mechanism ensures that exported activities all use the same catalog.

Modification of data

You can modify the catalog on the data of an OU, a Complexity or a Quantity however it is not possible to modify a unit of work from the catalog, if it is already used on an activity.

• Re-calculation of validated data: validated load, validated duration and turnover

• If resources are assigned, application of the variation in the assigned load, in proportion to the load assigned to each resource and updating of the “still to do” accordingly (without ever being able to become negative).

Tip

For example:

In the case of an OU whose complexity generates 5 days of load with a quantity of 1, if A is assigned for 2 days and B assigned for 3 days, if we double the quantity (and therefore the validated load) A is then assigned 4 days and B is assigned 6 days.

Habilitations

The concept of Project on the catalog is not essential, it is present to guarantee the management of rights: only profiles who have the right to modify the catalog of the project will be able to modify it, regardless of the project on which it is used.

A resource with a profile allowing him to instantiate a OU but who does not have the visibility of the costs can continue to instantiate an OU, the value of the turnover will not be displayed, nor the “price” column of the table units of work, regardless of whether the OU carries a charge or a duration (0 included).

Deletion of data

You can delete the catalog on the data of an OU, a Complexity or a Quantity however it is not possible to delete a unit of work from the catalog, if it is already used on an activity.

• The validated load data, validated duration and CA become manually modifiable again

• The calculated data is kept

The project turnover will be updated from the sum of the turnover of the project activities, whether this data is entered from an OU or entered manually.

The turnover of the activities and the UO, Complexity and Quantity data will only be accessible for “basic” activities (which do not have sub-activities). For “parent” activities, the turnover will be consolidated from the turnover of the sub-activities.

You can close an unit of work directly in the OU’s window.

If closed, the OU is no longer selectable.

Management of ordered work

The services ordered use the work unit catalog functionality.

You must “activate ordered services” in the global parameters

On the activities

In the Turnover section in Progress of the details area, the drop-down menu of the services ordered offers you the list of orders,

only if the project is an activity project, where the unit of work ordered is the same unit of work on the activity and where the complexity is consistent with that of the order.

Ordered work on activities

Select the order corresponding to the setting up of your activity in order to follow the realization and the invoicing of these units of works.

Be careful though, some rules apply:

• the quantity must not be less than the quantity already invoiced,

• the quantity must not be less than the quantity already carried out

• if there is a quantity performed or invoiced, the unit of work and the complexity cannot be changed

On the commands

On the order that you have linked from your activity, you have a summary table indicating the type of units ordered,

those that have been carried out, since the monitoring of your activity,

as well as the number of units and their corresponding amount, already charged.

Ordered work on activities

In the case of invoicing, a table for the invoiced work order will be available.

When copying your order to an invoice, the table of services ordered is also done taking into account the quantity already invoiced.

Please note, some rules apply:

• The sum for the entire invoiced quantity (including current and already invoiced) must not exceed the ordered quantity

• Selecting a work order displays the work unit, complexity, unit quantity and quantities (stored on the work order line)

• The amount is calculated = quantity invoiced x unit amount

• During the update, the reference of the work order cannot be changed

• When data is inserted / updated, the sum of the data on the work order is updated