Purchase Orders
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Navigation: |
Projects > Project Expenses > Project Purchase Orders |
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Access Right: |
Project Expenses Related Functions > Administer Project Purchases |
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Additional Access Rights: |
The following access right are also applicable.
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Purpose
Purchase Orders are used to record expected expenditure on a project for items such as non-internal labour i.e. outsourced fees
Outsourced fees are part of the fees that you charge your clients but which have been sub-contracted to an external consultant. By creating a purchase order for the estimated outsourced fee these can be deducted from your expected income to calculate the predicted profit.
Please be aware that the purpose of purchase orders isn't specifically limited to recording outsourced fees. It can also be used to record project purchases such as printing, machinery hire etc.
Data Entry
Item |
Description |
Project ID |
The project the purchase order is allocated to |
Service |
The service within the project the purchase order is allocated to |
Default Task |
The default task to be displayed when entering new payments. This would normally be left blank. |
Order No |
An order number if available and relevant. A default order number of Project No/Next No will be allocated |
Order Date |
The date of the purchase order |
Reference |
A spare field |
Supplier Code |
The supplier code looks up the company name from the suppliers table. If left blank, the supplier company name may be manually entered. |
Supplier Name |
Looked up from the supplier code or can be entered if the code is left blank |
Contact and Tel No |
Additional optional information |
Role |
The role identifies the company as fulfilling a specific role on the project. Roles are used within Workflow to populate documents with the names of suppliers linked to a specific role and need not be used outside workflow. Alternatively they allow you to search and filter by role to see which companies have been used in the past. |
Part of an Outsourced Fee? |
Check this check-box if the cost of the purchase order is part of your chargeable fees. ie. the purchase order is being used to quantify the outsourced fees to this sub-consultant - Refer to the Spread Over Tasks section below. |
Expense Code |
Enter a valid expense code that describes the type of expense |
Description |
Enter a description of the purchase order to distinguish it from others. e.g. Structural Consultants |
Notes |
Spare text to enter some notes |
Order Value |
The value of the order. This equates to the full estimate of outsourced fees. If some of the tasks are speculative, enter the full value (including speculative tasks). Later the value will be apportioned over the tasks which will calculate the confirmed and speculative values. |
Spread over tasks |
This section is only shown if the purchase order is for outsourced fees. The value of the purchase order is spread over tasks in the same proportion as the service fees. The purpose of this is to calculate the speculative and confirmed amounts for the purchase order using the confirmed/speculative flag on each task. It also provides a mechanism to calculate when the outsourced payments will be made by following the invoicing profile for each task. If the task fees are scheduled, then the outsourced fees will follow the same profile as the scheduled fees. If the task fees are not scheduled, then the outsource fee payments will follow the same profile as the task start and finish dates. |
Spread Over Tasks
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Edit Tasks Button
The Edit Tasks button allows the percentages or values attributed to each task for this purchase order to be changed. By default, the amounts attributed to each task are in the same proportions as the total fee for each task, but if a different spread is required, the individual amounts may be changed using this button.
Payment Schedules Button
The Payment Schedules button allows you to schedule the amount due to the sub-contractor under this purchase order. Without scheduling, Timemaster calculates the cost profile of outsourced fees by following the income profile for each task.
For example, the total fee for a task is £10,000 and £2,000 is sub-contracted out. The profile for the £2,000 sub-consultant is 20% of the monthly income profile. If this is not required, then the only way to alter the profile is to enter a monthly schedule by clicking the Payment Schedules button.
To create a schedule, click in one of the cells. This gives you options to Enter the Monthly Schedule or Slip the schedule if the task has slipped.