# Incomes

## 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

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.
Handled | 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: Resources (Work & Cost)

Bill lines section

- This section allows to detail the order modality.

Section Description

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.
Handled | 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 billing 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

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 Bills

A bill is a request for payment for delivered work.

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

### Billing Type

Note

> - 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 Zone

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.

### Bill lines

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”

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.
Price | Real amount of term.

Field “Description”

- Automatically set with the term name.
- Can be modified on update.

“Field Detail”

- Can be set on update.

Bill line “On produced work & On capped produced work”

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.
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.

Field “Detail”

- Can be set on update.

Bill line “Manual billing”

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.

## 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.

### 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.

## 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.

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.

## 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: Bill 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.