Mapping project-based purchasing processes in Vertec

Do you need materials or hardware in the context of one or more projects that are to be entered, approved and invoiced on a project-based basis? Do you also want to keep an eye on everything and receive clear evaluations such as contribution margins on services, expenses and outlays? This is possible with our additional feature “Procurement,” which expands the functional scope of your Vertec free of charge.

With the installation, the folder “Procurement” is created and the following subfolders are created:

• Open outlays
• Outlays for approval
• Released outlays
• accounts payable
• Outlays cleared
• Evaluations

An order, called outlay in Vertec, passes through the above-mentioned folders from approval, through approval to invoicing, so that the process is displayed transparently and easily traceable. After importing the additional feature, the first step is to create the required delivery types.

How to enter orders

Subsequently, a outlay or order is created. Orders can be entered directly on the project or in the “Open outlays” folder. A new outlay can be created by right-clicking on the named folder. In the next step, assign the respective project and the type, e.g. “HARD” for hardware, and enter the respective purchase order value.

It is also possible to enter outlays, similar to services and expenses, directly to a project or from the user. These outlays then also appear in the “Open outlays” folder.

Optional information such as a project phase, a description text, margin or discount can be added on the same page. Here, the status of the respective order is also defined: planned, ordered or received. The outlay can already be approved by means of a checkbox at this point. If this is not checked yet, the outlay automatically appears in the subfolder “Outlays for approval,” in which all outlays with this status are listed.

If the respective outlay is approved using the checkbox, it will then appear in the “Approve Outlays” folder. Once the order has been placed, the status can be set to “Order”.

How to assign outlays to a supplier

The supplier can be assigned when the order is ordered or even beforehand. If the supplier does not yet exist in the system, it is entered. In the next step, the corresponding outlay is assigned. In order to entered the incoming invoices, one account payable in Vertec. This is done by right-clicking on the “Accounts payable in processing” folder. The assignoutlays” button is used to select the outlay from the open outlays to be assigned to the account payable or the incoming invoice. Before that, the company from which the goods were ordered is selected in the field “Supplier”.

Create invoices for outlays

In the same way as expenses and services, open outlays are automatically taken into account in the invoicing process. If only a single outlay is to be invoiced, double-click the desired outlay in the “Approve Outlays” folder and right-click on the project to create a new invoice. To ensure that only the respective outlay is charged, without, for example, any services still incurred on the project, all other objects are separated from the invoice by right-clicking. The invoice is charged by clicking on the button “Charge” and then appears in the folder “Accounted Outlays”.

View evaluations

In the “Reporting” folder, all outlays in projects can be shown in addition to creditors without outlays and suppliers. This shows an overview of which project still has orders planned, ordered or received. Other columns provide information about the budget for outlays per project or show the values of outlays still open or already invoiced.

Download in the Knowledge Base

The additional feature is available for Download from the Knowledge Base. An accompanying article explains further details. If you have any questions, our Support Team will be happy to answer them.

Prerequisites

The prerequisite is the module “Procurement & Purchases” in the two operating modes offered by us “On-Premises” and “Cloud Suite”.

What are additional features?

With additional features, you can add more functionality to your Vertec installation with just a few clicks, and it’s completely free of charge. Technically speaking, these are XML files that are imported to set up specific folder structures, including user rights, evaluations, report templates, scripts, and process automation.