Expenses

The expenses incurred for the project are monitored.

Individual expense

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

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.

* Required field

Section: Treatment

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.

* Required field

Fields: Planned & Real

Columns:

  • 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.

Purchase request

Allows to manage the purchase request information about the expense. (Purchase order, receipt and payment)

Planned amount

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

Section: Description

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.
Provider Provider name.
External reference External reference of the expense.
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.

* Required field

Section: Treatment

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.

* Required field

Fields: Planned & Real

Columns:

  • 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.

Expense detail lines

Section: Expense 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 Button add to add a detail line.
  • Click on Button edit to modify an existing detail line.
  • Click on Button icon delete to delete the detail line.
Dialog box - Expense detail
Fields - Expense detail dialog box
Field Description
Date Date of the detail.
Reference External reference.
Name Name of the detail.
Type Type of expense.
Amount Amount of the detail.

* Required field

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”.