# Expenses

The expenses incurred for the project are monitored.

## 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

- in the same way as the project selector, you can filter, thanks to the “Budget Parent” filter, a budget and “his family” on the list poster.

Note

The parent budget

- The parent budget exists only to consolidate budget line items

- You can’t change spending in the Progress field of a parent budget

- Only the target amount can be changed

The budget item

- The budget items are the finer element of the budget analysis.

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

Budget Screen

Description

Required field
Field | Description
--- | ---
Id | Unique Id for the payment
Name | Short description of the payment
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

Progress

Progress Section

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

The target amount is the only amount you can save on a parent budget.

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.

Note

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 brings and displays the Project expense lines in the details

Details lines

Treatment

Required field
Field | Description
--- | ---
Status | change of states according to the Workflows 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.

## 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

Required field
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

Section Treatment

Required field
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 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.

Section Submissions of tenders

Submission of tender

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

Required field
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.

Section 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 | 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.

## Orders to provider

Section Description

Order to provider - Description section

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
Project | The project concerned by the order
Sent date | date of sending to the supplier
Origin | Element which is the origin of the quotation
Provider | Name of the provider
External Reference | supplier’s reference

Section Treatment

Order to provider - Treatment section

Required field
Field | Description
--- | ---
Status | Defines the progress of the element’s treatment
Responsible | Name of the person in charge of the order
Contact | Name of the contact related to the order at the supplier
payment conditions | description of payment terms
Delivery delay | from the validation of the order, duration of treatment and preparation of products/services
Delivery date : Planned date | Delivery date planned by the supplier
Delivery date : Real date | Actual delivery date of the supplier
Delivery date : Validated date | Delivery date validated with the supplier
Handled status | Defines whether ‘handled’ 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

Note

you can attach many documents related to your order: The general conditions of sale, the quotation, the order form …

## 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

In this screen, you can save, organize, track and edit your payment dates to your supplier

Section 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 supplier’s invoice
Responsible | Name of the person in charge of the payment

Section 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 billed
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 bill 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 bills

Section Description

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

Section Treatment

Required field
Field | Description
--- | ---
status | Actual status of the expense.
Responsible | person placing the order
Contact | name of the person at the supplier related to this bill
Payment conditions | the payment terms of the supplier
Payment due date | expected payment date
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.

## Payements to provider

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

Section 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

Section Treament

Payment modes

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 bill
Payment fee | Fee generated by payment or otherwise
payment credit | Amount of credit if there is
Provider payment term | selection of the payment deadline to the supplier
Provider bill | selection of the provider bill
Provider bill reference | The reference is automatically fill in when selecting the provider bill
Provider | The name of the provider is automatically fill when selecting the provider bill
Provider bill amount | The amount of the bill is automatically fill when selecting the provider bill
Closed | Box checked indicates that the tender is archived with date when checked.

## Individual expenses

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

Required field
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.

Section Treatment

Required field
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

Fields Planned & Real

- 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.

Planned amount

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

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.

Fields Planned & Real

- 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.

### Expenses detail lines

Section Expenses 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.

Expense detail dialog box

Fields - Expense detail dialog box - Required field
Field | Description
--- | ---
Date | Date of the detail.
Reference | External reference.
Name | Name of the detail.
Type | Type of expense.
Amount | Amount of the detail.

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”.