Purchase process in Projects/Order Management

You can use the cost estimate created in Profit Projecten in the Profit Order management purchase process. This also allows you to run processes such as reserving stock, generating order proposals, creating purchase quotations and creating purchase orders based on a cost estimate.

You can also integrate the purchase process with the cost estimate, contracts and purchasing. This allows you to link a purchase order to a contract and you have insight into the linked purchase orders from the contract.

Advantages:

• Integration between cost estimates, purchasing and contracts.
• You record a purchase quotation, purchase order or goods receipt for a project, project phase and contract.
• You have insight into the financial status and project progress.
• You have a grip on the budget and the costs.
• You have good records and can easily find back information in the digital dossier for the purchasing process.

Description

The purchase process in Profit looks as follows in a diagram:

In Profit, you can add purchase orders automatically or manually. The most efficient way of purchasing is by using order proposals. In the order proposals, Profit suggests quantities of items based on stock levels, for example. You can also manually create purchase orders directly or using a basic purchase order that functions as a template.

You issue the purchase order to the purchase contact, for example by e-mail or in writing.

As soon as your purchase contact delivers the items to your warehouse, you create a goods receipt from the purchase order.

You can compare ('reconcile') the purchase invoice that you receive from your purchase contact with the goods receipt in Order management. If, for example, the purchase contact charges for more on the invoice than he has delivered, you can query this. Reconciliation can also be done from Profit Financial.

Finally, the goods receipt is journalised in Profit Financial.

Procedure

• Add a purchase order (manually)
• Generate purchase orders from an order proposal
• Add a goods receipt (Projects/Order management)
• View a purchase order for a project
• View a linked purchase order
• View and change a purchase order assigned to a sales order

Also see

• Purchase process in Order management
• Purchase process for the Construction sector

Change the entry layout for purchases for projects

If you use the purchase process via Profit Order management, you can record the Project number and/or the Project phase in the entry layouts for purchase quotations, purchase orders and goods receipts. These fields are not mandatory but if you want to be able to complete them, you must add them to the entry layout in advance.

Depending on your procedure, you can add these fields to the header or the lines of the purchase quotation, purchase order or goods receipt:

• If you add the Project and/or Project phase field to the header, the value(s) is/are copied to the lines. This means you record purchase orders and goods receipts per project.
• You can also add the Project and Project phase fields as line fields. If you do not enter the project and/or project phase in the header, you can enter them at the line level. That way, you can record purchase orders or goods receipts for multiple projects.

If you use the integration between purchase orders and contracts in Financial, add the Contract field to the header of the entry layout for purchase orders. This allows you to assign a purchase order to a contract. That way, at the contract level you have insight in the purchase order(s) linked to the contract.

See also:

• Add a field to the entry layout