Business with purchasing budgets

To better manage the profitability of your assignments, would you like to keep detailed track of the costs associated with each job?

Activating this app adds : 

• A new business block, for entering purchasing budgets by product, employee and period.
• A new page for statistical analysis of purchasing budgets for each deal
• New fields on purchases and expense reports to allocate expenses to a case's purchasing budget

1. Enter purchasing budgets on the case

The "Purchasing budgets attached to this deal" block on each deal allows you to :  

• Define the type of expense for which you are allocating a budget: an expense claim or a purchase
• Call up products/services from your catalog if it's a budget for purchased products
• Designate an employee to be associated with the purchase or expense claim for which you are programming the expenditure.
• Select the month
• Add a comment 
• Automatic summary of planned and actual budgets

In the Purchase budget block, enter the breakdown of purchasing budgets by product and by expense account.
This is how you create the forecast.

Actual income is calculated automatically on the basis of expense and purchase entries recorded in the software and assigned to the case.

2. Allocate expenses and purchases to the purchasing budget for the case.

Actual results are generated by entering expenses or purchases.

To ensure that an expense or expense claim is linked to a purchase budget, the app's activation adds new fields to purchase and expense claim documents.

For an expense line, entered by an employee in an expense claim, to be linked to the case and taken into account in the case's purchasing budget, it must meet the following two conditions

• The expense line added must be related to the case
• The added expense line must be marked "YES" for the new "allocate to purchasing budget" field.

For a purchase, entered in the application's "purchase" menu, to be linked to the case and taken into account in the case's product purchase budget, the purchase must meet the following two conditions: 

• The added purchase must be related to the business
• The added purchase must be linked to a product in the business

Note that if the purchase is linked to the case and to a product for which no budget has been set aside in the case, the case's purchasing budget analsye table will take this information into account, in a separate, isolated line, indicating an amount spent on an "other" product.

By linking purchases and expense reports to the business, consumption reports are automatically generated.

3. Analysis of purchasing budgets

The statistics page is accessible :

• From a "case", via a "Purchasing budget analysis" link in the "Purchasing budgets attached to this case" block, to access the purchasing analysis table for the case.
• From the "business & opportunities" page, use the "View purchasing budget analysis" link in the shortcuts block to access the purchasing budget analysis table for all business activities.

On this analysis table, select: 

• The month to be displayed and the contents of the period displayed (the month's data or the month's data + previous months for a cumulative view).
• A specific case (if clicked since the case), or all current cases or cases with a specific % of progress.
• An employee

For each case, the table displays :

• General purchasing budget (= Sum of purchasing budgets for the case)
• Budget details including :               

-> List of products (one line per product)
-> Expense claim line
-> "No product" line (line for other purchases linked to the case without attachment to a product budget)
-> "Other product" line (line for other purchases linked to the case with attachment to an unbudgeted product)

The analysis presents for each of the above items :

• Estimated budget: excl. and incl. VAT
• Actual budget: excl. and incl. VAT and % achieved
• Remaining budget : HT

4. Export

The app lets you export your time analysis tables.

An export link on the table allows you to export your data for analysis and further processing.