Procurement Items

In the Procurement module, you can create different procurements within the project and manage:

• Monitoring

• Finance

• Suppliers

• Date planning

If you use Procurement Rows, the Budget amount and Procurement amount will be retrieved from the procurement row; otherwise, you can directly enter the amounts on the Procurement item.

 

 

When adding a new procurement, you can choose a Company Category and automatically get account numbers filled in if the company category is linked to an account number in the chart of accounts.

 

 

The suppliers added to the procurement item are also displayed in the Project's Contact list as Subcontractors and then the procurement's description.

 

 

Procurement Rows

There is an option to detail the content of a procurement with different procurement rows. You can specify both budgeted and actual procurement in terms of quantity, price, and amount.

 

 

If you have created procurement rows, the Budget amount and Procurement amount will be retrieved from here.

 

Suppliers

For a procurement item, you can add one or more current Subcontractors/Suppliers. You can select from the supplier registry or enter new ones. If you choose to select from the supplier registry, the contact person selected for "Inquiries" for that supplier will be set as the Supplier Contact. This can be changed later.

 

If you have selected a Company Category for the procurement row and then use Add supplier, the list of suppliers is pre-filtered with that company category.

 

 

The Supplier Status indicates how complete the information is in the supplier registry for the specific supplier.

• Not in the supplier registry - The supplier has been added within Procurement and is not in the supplier registry.

• Needs to be completed - The supplier is in the supplier registry, but some necessary information is missing.

• Completed - The supplier is in the supplier registry with all necessary information.

If you add a supplier through the green plus sign and enter the company name and contact person yourself, this information is saved only within the Procurement module. It does not update the supplier registry, and no additional permissions are needed. You can later add this supplier to the Supplier Registry through "Save as new supplier" but special permissions for Suppliers are required. From this tab, you can change a supplier contact person and associated contact information. Changes made here also update information in the supplier registry.

 

Here, you can also enter tender amounts and make your adjustments. You have the option of up to ten custom columns for adjustments, where you can also specify your own heading instead of Text X/Adjusted X.

 

Note that the Suppliers tab is intended solely for evaluation and adjustments based on the content of the different tenders. These numbers are not linked to the amounts for each procurement item. The reason for this is to allow adjustments that may not necessarily be actual amounts in the final agreed sum.

 

When you set the status of a supplier to the status marked as "Final" (set under Admin > Settings > Statuses > Tender status, in the example below Tender Accepted), that supplier will be set on the specific procurement item.

 

 

 

 

Payment Plan

For a procurement item, you can also create a Payment Plan with Subcontractors/Suppliers.

 

If you use NEXT e-invoice, you can link individual invoices to lifts in the Payment Plan, displaying the invoiced amount and the supplier's invoice number in the respective columns.

 

 

When you want to link a supplier invoice to a lift in the payment plan in e-invoice, matching is done based on the project, account number, and supplier. This means that the procurement item must be marked with the same supplier, account, and project as the supplier invoice. If you set a tender to a final status, the procurement item is marked with that supplier, but you can also manually specify the supplier on the procurement item.

If you don't use Next E-invoice, you can link your costs to a specific procurement and its payment plan in the Booked cost/Rev module. Here again, the project, account number, and supplier must be the same for you to make the connection.

 

 

 

Monitoring Payment Plans in the Project Overview

Payment plans for procurement (costs to the supplier/Subcontractor) and related costs for procurement are displayed in the Project Overview module.

 

The procurement payment plans (shown if the Procurement module is used) display the sum of all amounts in payment plans for all procurement items on the Procurement tab for the project.

 

The reason for using the sum of all amounts from Payment plans for all procurement items instead of the sum of the Procurement amount for all procurement items is that the Procurement amount may differ from the sum of the lifts in the payment plan for a procurement. It is more likely that the sum of the amounts from the payment plan matches the outcome.

 

Send Email

If you select a Procurement item, you can send an email, including attachments, to the current suppliers.

 

Note that a supplier must have a contact person with an email address entered to be included in the list of recipients in the email box. Otherwise, they will not be shown.

 

 

Forecast

Under the Forecast module, you can see current amounts for procurement within an account in a forecast. This view is only a presentation; if you want to make adjustments, do it in the Procurement module.

 

 

If you select an account, you also have the opportunity to see a reconciliation per account where you can see the procurements and their payment plans.