Batch Project Purchase

objective

The Batch Project Purchase option is used to enter a batch of invoices received from one or more suppliers. It is usually used to enter a statement with multiple invoices. Furthermore, it is possible to import batch project purchases from an Excel file.

The Batch Project Purchase option should not be used if an order was entered in relation to an invoice. The Invoicing option should be used in such cases. Furthermore, accounting transfers do not apply to batch project purchase transactions. Transaction transfers are used to transfer these transactions using the Project Purchase option. Any changes to transaction must be performed with this option after the transfer.

 

prerequisites

• Project Management
• Supplier Management
• Define Cost Groups

 

summary

• Create a batch project purchase
• Create a batch project purchase by importing an Excel file

 

steps

maestro* > Purchasing > Purchasing > Purchasing > Batch Project Purchase

 

Create a batch project purchase

1. Enter the required information in the Detail section.

Field	Description
Supplier	Supplier code to which the purchases will be linked.
Payment Terms This field is only displayed once the supplier has been selected.	Payment Terms generated by the Payment Terms Management module. Automatically defaults in the Payment Terms field for invoicing. Note: If a payment term is posted in Supplier Management, it is displayed automatically in the field. Maestro* determines the due date of posted invoices according to the applicable payment terms.
Disc Rate % This field is only displayed once the supplier has been selected.	Disbursement discount rate from Supplier Management. Note: This rate only applies if the Instant Disb. field is set to Yes.
Holdback % This field is only displayed once the supplier has been selected.	Holdback percentage to be taken from the invoice.
Balance	Total amount of the supplier’s payable invoices. Note: This field cannot be modified manually. The Balance is also displayed in the Supplier Inquiry option.
Holdback	Total amount of the supplier’s payable holdbacks. Note: This field cannot be modified manually. The Balance is also displayed in the Supplier Inquiry option.
Advance	Advance payments made to the supplier. Note: This field cannot be modified manually. The Balance is also displayed in the Supplier Inquiry option.
Group	Expense group affected by default in the breakdown.
Mode	Holdback mode. It is possible to choose with or without tax.
Instant Disb.	Used to create a cheque immediately after transferring a project purchase if set to Yes. Note: This cheque is then accessible with the Selected Disbursements option and it is dated with the due date.
Accounts	Accounts affected by the transaction. Available values. AP General ledger accounts payable account affected by the transaction. Holdback General ledger holdback account affected by the transaction. Discount General ledger discount account affected by the transaction. Note: If Configuration in the Accounting and Purchasing modules has been completed, the account is displayed by default.
Bank This field is only displayed if the Instant Disb. parameter has been set to Yes.	Bank account on which the cheque is issued if the Instant Disb. field is set to Yes. Note: Maestro* displays the bank account defined in Supplier Management. If the field is empty, maestro* uses the value in Configuration.
Cheque No. This field is only displayed if the Instant Disb. parameter has been set to Yes.	Cheque number to be created for an immediate disbursement if the Instant Disb. field is set to Yes.

2. Enter all invoices in the Invoices tab:

Column Description Date Invoice date, processed as an accounting date by maestro*. Accounting Date Date processed as an accounting date by maestro*. Invoice Date Invoice actual date. Note: The transaction invoice dates coming from the Batch Project Purchase option are transferred in the Invoice Date column of the Project Purchase option. Invoice No. Purchase invoice number. Description Description of the purchase details. Note: This description is displayed in the List of Project Transactions and Supplier Inquiry options when drilling down in an invoice. Work Order Work order number for reference purposes. Note: If the Work Orders option is installed, an existing maestro* work order can be selected; the project to which it is linked will automatically be displayed in the Project column. Project Determines the project to which the expense belongs for each breakdown line. Note: The list of available projects’ content depends on a user’s settings defined under the Access to Projects tab in the Security Management option. Activity Determines the activity to which each breakdown line belongs. Group Determines the expense group to which each breakdown line belongs. Note: The group is validated upon saving in accordance with both the settings defined for group access in the Security Management option and for the selected project Quantity Quantity of the expense. U.P. Unit price of the expense. Amount Amount of the expense before taxes. Discount Discount amount applied to the invoice. Tax 1 Tax code applicable. Note: To identify the source of the code and the applicable tax rate, refer to How-to Reading Tax Codes in maestro*. Tax Amount 1 Amount of tax 1 on the expense, if a tax code has been defined in the Tax 1 field. Note: The tax amount can be modified by pressing the CTRL+F7 keys. Tax 2 Tax code applicable. Note: To identify the source of the code and the applicable tax rate, refer to How-to Reading Tax Codes in maestro*. Tax Amount 2 Amount of tax 2 on the expense, if a tax code has been defined in the Tax 2 field. Note: The tax amount can be modified by pressing the CTRL+F7 keys. Total Amount The value displayed in this column is the sum of the Amount, Tax Amount 1 and Tax Amount 2 columns. It can not be modified. Warning: the total must be calculated the same way that it is performed in the Project Purchase option: if an “included” tax code is used, that amount must not be added to the field in the Amount column. Supplier Code Enables users to determine the supplier code to which the purchase must be linked. It ensures that a transaction is created for every specified supplier during the transfer to the Project Purchase option. If the column is empty, the invoice is linked to the supplier identified in the Detail section.   If a budget is entered for the projects, activities and groups entered, maestro* checks for budget overspending when saving if this function has been enabled in Configuration. Furthermore, if the Group Same Invoices parameter is checked from the Configuration icon, maestro* creates a project purchase by grouping the lines with the same invoice and work order numbers. Otherwise, the system creates a project purchase for each line.

3. Click the Apply icon.
4. Finally, click the Quit icon to exit the Batch Project Purchase option.

 

Create a batch project purchase by importing an Excel file

1. Complete the Detail section.
2. Get the file format to import:
   1. Click the Import an Excel File icon.
   2. In the file selection window, click the Cancel button to close the window in which you select the file to be imported.

   On the other hand, the importation window must remain open.

   3. In the Import an Excel File window, click in the grid with the right mouse button.
   4. Click the Transfer to Excel icon. An Excel file will open with the columns to be completed for the importation.
   5. Complete this Excel file according to your needs, save and close the file.
   6. Then, close the Import an Excel File window.
3. Import the Excel file:
   1. From the Batch Project Purchase option, click the Import an Excel File icon.
   2. Select the file to be imported. Its content will be displayed in the grid of the Import an Excel File window.
   3. In this same window, click the Validate the Table icon.

   Maestro* displays any errors found in red. It is possible to make corrections as necessary and to click again the Validate the Table icon until all data are accurate.

   4. In the Import an Excel File window, click the Transferred to the grid icon to transfer the data of the file to the Batch Project Purchase option.
   5. The message Data transferred displays. Click OK to continue.
   6. Quit the Import an Excel File window.
   7. From the Batch Project Purchase window, click the Apply icon to transfer the information to the Project Purchase option.
   8. Finally, click the Quit icon to exit the Batch Project Purchase option.

 

See also

• Configuration
• Project Purchase
• List of Project Transactions
• Payment Terms Management
• How To: Reading tax codes in maestro*

 

Last modification: September 20, 2024