Integration of Projects and Order management

You can use the cost estimate created in Profit Projecten in the Order management process.

Video

Description

If you use articles in a project, you can only arrange this in Profit Projects, but you can also use the integration between Profit Projects and Profit Order management. Using the integration, you can reserve stock of the articles and/or generate order proposals, register the receipt of the articles and collect the articles for a project (phase) on a packing slip.

Pro_Inrichting projecten (10)

If your cost estimate includes articles, you can deliver them using a project packing slip. A project slip is a packing slip with a project number. You can invoice these articles from Profit Projects (using a project invoice) or from Profit Order management (using an Order management sales invoice).

Using the Packing slips to actual costing setting in the properties of the project, you specify whether the packing slip lines created on the basis of cost estimate lines are charged via an Order management invoice or that you invoice these lines via the actual costing using a project invoice.

You can transfer a project slip from the cost estimate to the actual costing, and from the actual costing you can create a project invoice. If you transfer the project slip from the cost estimate to the actual costing, the lines are immediately approved if you have set this up on the Hours tab in the project settings. It is then no longer possible to change the actual costing lines.

We recommend that you do not undo the reporting ready of the actual costing lines. If necessary, create a credit packing slip for the project so that Profit can process the stock entries correctly.

If you use articles in projects, you can choose to work with Profit Order management or with Profit Projects. Some guidelines to help you choose which one to work with:

  1. What kind of insight do you need?
    • Order management provides insight into the process (customer approval, goods receipts, packing slips created automatically as soon as the article is delivered).
    • Projects provides insight at the project level (status of the totals, the invoices, the progress, purchased/already delivered in the properties of the project).
  2. Do you track the stock of articles that you also trade in outside the context of projects?
    • If yes, use Order management.
    • If not, meaning you use ad hoc stock or track stock for projects only, use Projects.
  3. Who is responsible for purchasing? If a purchaser from the Purchase department is responsible for purchases, you typically use Profit Order management. If a project manager is responsible, you typically use Projects.
  4. Do you apply rates per employee? This can only be done in Projects.

    Note: 

    Order proposals only work for items for which the stock is tracked. You cannot create a purchase order for purchased hours (work types) using the order proposal. You can only supplement the purchase orders originating from the order proposal with work types.

Preparation

  • Set up the integration of Projects and Order management

    For the integration between Profit Projecten and Profit Order management, you select the Packing slips to actual costing check box in the project properties.

  • Set up not invoicing and charging

    If you use the integration between Projects and Order management, for each project and/or item, you have to specify if you want to charge (invoice) this to the customer. In Projects, you can use the Charge field to indicate that you want to charge (invoice) a specific line from the cost estimate or actual costing to the customer. Order management uses the Do not invoice field in the sales order process (quotation, order, packing slip) for this purpose.

Procedure