Outlay management

How Outlay Management Creates Benefit

The outlay management module enables you to enter, plan and process third-party and supplier costs in a structured manner within the scope of your projects or cases.

• This allows cost-related tasks (e.g. supplier invoicessupplier invoices to be proactively planned before they are received.
• You use the features to budget, order and specifically charge or forward expenses to the customer.
• With margin or unit pricing models as well as multi-position support, you can efficiently optimize procurement and sales.

How outlay management works

Entering and difference to expenses

Outlays can be entered analogously to expenses, including quantities, prices or margins, and gross/net billing. Unlike expenses, however, outlays can be planned, ordered and related to supplier invoices (accounts payable) before invoicing is issued.

Charge types: Charge or forward

You use the charging type to determine whether an outlay is entered to the customer (“charging”) or is recorded only for control and forwarded for direct payment (“forwarding”). The selection is made on several levels – creditor, outlay, project phase or project.

Status management: Plan – Order – Received

With status tracking, outlays can be managed through all phases: Planned (budget value), Ordered (order accepted), Received (invoice available). This way, you can always keep control of the billing status.

Approval for billing

You can use an approval checkbox to control whether an outlay should appear on a customer invoice. This feature is deactivated by default and can be activated via system settings.

Price and margin calculation

You can either work with fixed unit prices or with margins. With margins, the purchase price is multiplied by a factor, which allows you to calculate flexibly, even with different VAT rates. Margin factors can be predefined or overridden for outlay types or project phases.

Address management

The supplier, delivery address (your own company by default) and invoice address (depending on the billing mode) can be defined for each outlay. This makes ordering and processing much easier.

Fine division by means of delivery positions

Activated delivery lines allow the entering of several partial items per outlay. Individual items can be edited with their own price or margin and moved by drag and drop, for example in the case of partial deliveries.