Project Purchase

OBJECTIVE

The Project Purchase function is used to enter all purchases related to projects for which there is no order or to enter operating costs (rent or other) that can affect an administrative project.

PREREQUISITES

Icons

Project Purchase Icons

Icon	Title	Used to
	Create a transaction from a scanned document	Allows the creation of a transaction from a previously scanned document. NOTE: This option is available only in the version 3.05 of maestro*.
	Transfer	Used to transfer transactions.
	Print	Opens the list generator or to print the form (CTRL + P).
	Supplier Documents	Opens the Document Management window, for the current supplier. The « page » on the icon indicates that linked documents are available.
	Documents	Opens the Document Management window, for the current transaction. The « page » on the icon indicates that linked documents are available.
	Display Only Non-Transferred Entries	Allows to display only non-transferred entries in the transaction summary.
	Display Only Transferred Entries	Allows to display only transferred entries in the transaction summary.
	Pending Transactions	Display the Project Purchase Pending Transaction’s contents grid. For more information, consult the Create a Project Purchase from a Pending Transaction section.
	Supplier Invoice Inquiry	Allows the consultation of invoices of the current supplier in the Supplier Inquiry window.
	Use Accumulator by Employee	Opens the Accumulator Utilization window.
	Recalculate Table	Forces the recalculation of the totals after changes.
	Modify Total Display	Allows the display of the Holdback information in the totals section. Allows selecting the display mode of Standard and Detailed totals. There are two possible statuses (pressed or not), and they are preserved from one transaction to the other. The Detailed mode is mostly used when a holdback is applied to an invoice since it displays the totals by subtracting the holdback amount applied to the subtotal of the invoice before calculating taxes. Furthermore, with the Detailed mode, the tax amounts displayed consider the tax calculation on holdback mode (with or without tax). It is important to note that this functionality only affects the total line and does not modify the tax calculation or the amounts saved in the transaction.
	Reverse this Entry	Allows to automatically add a reverse entry in order to compensate for the the selected entry. Allows reversing the quantities and amount of the invoice currently displayed on the screen. By clicking the button, the positive amounts and quantities will become negative, and the negative quantities and amounts will become positive. The modifications apply to all “current” amounts (including taxes and holdback).
	Calculate and apply the taxes' non-recoverable percentages	Allows recalculating the expense and tax amounts on the lines where the “excluded” tax codes are used if the recoverable rate of these taxes is less than 100%. The system corrects the tax amounts to only keep the recoverable part of the taxes and add the non-recoverable part to expenses.
	Select « Regular Transactions »	Allows to display only the regular transactions in the transaction summary.
	Select « Recurring Transactions »	Allows to display only the recurring transactions in the transaction summary.
	Transfer to Regular Entries	Allows the transfer of selected recurring transaction in the regular transactions.
	Configuration	Opens the Project Purchase configurations window.

Only the icons specific to this window are defined in the table below.

Summary

Create a project purchase
Create a transaction from a scanned document
Create a project purchase from a pending transaction
Print a project purchase form
Change the totals display
Manage the approval workflow of a project purchase

Steps

maestro* > Purchasing > Purchasing > Purchasing > Project Purchase

Create a project purchase

Click on New or press F5.
Enter the required information in the Detail tab:

Fields noted with * are mandatory.

The user can enter recurring purchases by clicking the Select "Recurring Transactions" icon and entering the transaction.

It is possible to transfer a recurring transaction to regular transactions by clicking Select "Recurring Transactions", selecting the transaction and clicking Transfer to Regular Entries.

Field

Description

Supplier*

Code for the supplier linked to the purchase.

NOTES: If a lien is linked to the selected supplier, the message Warning! Liens are attached appears.

For the message not to be displayed when a lien is linked to a supplier, uncheck the Lien Monitoring checkbox in the General settings, Purchasing menu, General sub-menu.

If a miscellaneous supplier has been identified in Configuration and the supplier is selected, an address window is displayed. The user can then enter the name and address of the supplier from which the purchase was made. An immediate disbursement will also be generated automatically to the specified supplier.

The miscellaneous supplier can be specified in the Miscellaneous Supplier field, available in the Configuration of the Purchasing menu, Purchasing section.

Date*

Invoice date.

NOTE: This is considered a posting date.

Due Date

Invoice due date.

NOTES: It is possible to change the time when the due date is calculated by modifying the Due Date Calculation field in Configuration.

If a date has not been entered, maestro* calculates the due date based on the Payment Terms and Invoice Date fields.

If an invoice date has not been entered, maestro* calculates the due date based on the transaction date.

If a payment term has not been entered, maestro* posts the invoice date or the transaction date as the due date.

Invoice Date

Invoice date for the invoice if the financial period is closed.

NOTE: Maestro* calculates the due date based on the invoice date of the transaction. This date is printed on the cheque.

Invoice No.*

Purchase invoice number.

NOTES: Immediately after entering the invoice number, maestro* checks whether this number has already been entered for the supplier and displays a warning message, if applicable.

If the invoice number has already been entered for the supplier, maestro* can also block or display a warning message when the transaction is saved; depending on the value selected in the If an invoice number already exists for a supplier setting. This setting is available in Security Management, Access Restrictions tab, Purchasing – Purchasing section.

Purchase Order

Purchase order number for the purchase.

NOTE: Not to be confused with purchase orders entered in the Purchasing and Procurement module.

Work Order

Work order number for reference purposes.

NOTE: If the Work Order option is installed, it is possible to select an existing work order.

Purchase

Amount of the purchase before taxes.

NOTE: This amount is calculated based on information provided in the Breakdown grid.

Discount

Discount amount to be taken from the invoice.

Payment Terms

Payment Terms generated by the Payment Terms Management module automatically defaults in this field for invoicing.

NOTES: If a payment term is posted in Supplier Management, it is posted automatically.

Maestro* determines the due date of posted invoices according to the applicable payment terms.

Inter-co

Identifies whether the transaction is an Inter-co transaction or not. For companies that are not working in multidimensional mode and that want to monitor intercompany transactions.

NOTE: Maestro* does not enable communication between the various companies.

Instant Disb.

Used to create a disbursement immediately after transferring a project purchase if set to Yes.

For the Direct Payment option to be also displayed in the dropdown menu, the supplier’s Payment Mode must be Transfer, in the Supplier Management option, Direct Payment tab.

NOTES: If the Generate the disbursement automatically box is checked in the configurations (Projects Inter-company Purchases), the field will be set to Yes.

This disbursement is then accessible with the Selected Disbursements option and it is dated with the due date.

Cheque No.

This field displays only if the value of the Instant Disb. Is set to Yes. Sequential number of the cheque.

Holdback %

Holdback percentage or holdback amount to be taken from the invoice.

Mode

Holdback mode, with or without taxes.

Bank

Bank on which the cheque is issued if the Instant Disb. field is set to Yes.

NOTES: Maestro* enters the bank account defined in Supplier Management. If the field is empty, maestro* uses the value in Configuration.

In Inter-co mode, the bank account will be retrieved from the configurations (Projects > Inter-company > Purchases > Bank Account), if applicable. Otherwise, the bank account will be determined in the usual way.

Acceptance

If acceptance is set to Yes, the transaction can be transferred.

NOTE: If the transaction is set to No, maestro* keeps the transaction in non-transferred purchases and prohibits the transfer of the transaction until the setting is changed to Yes.

If the transaction is the subject of a workflow, as defined in the Workflow Management option, this field is read-only and can not be modified.

Acct: A/P*

General ledger accounts payable account affected by the transaction.

NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.

Hlbk*

General ledger holdback account affected by the transaction.

NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.

Disc*

General ledger discount account affected by the transaction.

NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.

Balance

Balance of unpaid purchases for the selected supplier.

Holdback

Balance of unpaid holdbacks for the selected supplier.

Applic. Amt

Advance amount for the selected supplier.

Lien Management

Lien amounts for the selected supplier through the Lien Management option. When clicking on the amount, maestro* displays its detail.

Default Values section:

The information is transferred in the Breakdown section automatically.

When an existing transaction is recalled, if the same project, activity or group is on all of the lines in the breakdown, it will also be considered the default project, activity or group and will be displayed in the corresponding field.

Field

Description

Project

Project number affected by the purchase.

NOTE: The list of available projects is displayed based on settings in Security Management.

Activity

Activity affected by the purchase.

NOTE: When entering a new transaction, after selecting the supplier, maestro* displays the activity specified in the Activity field in Supplier Management.

Group

Group affected by the purchase.

NOTE: When entering a new transaction, after selecting the supplier, maestro* displays the group specified in the Group field in Supplier Management.

Breakdown section:

The project, activity and group must not be the same as the project, activity or group for the group inventory defined in Configuration of the Purchasing menu, Inventory – Inventory section. Otherwise, it will be impossible to save the transaction.

If the Supplier Invoice Reconciliation module is installed, the project, activity and group must not be the same as the project, activity and group for reconciling supplier invoices defined in General Settings (Accrual Configuration and Reversal of accrued not invoiced, in the Projects module (Supplier Invoice Reconciliation section)). Otherwise, it will be impossible to save the transaction.

Field

Description

Description

Description of the purchase details.

NOTE: This description is displayed in List of Project Transactions and Supplier Consultation when the user drills down on the invoice.

Company

Company name.

NOTE: Available in multidimensional mode only.

Project-#

Determines the project to which the expense belongs for each breakdown line.

Activity

Determines the activity to which each breakdown line belongs.

Group

Determines the expense group to which each breakdown line belongs.

Quantity

Quantity of the expense.

Unit Price

Unit price of the expense.

Discount %

Discount percentage to be taken from the invoice.

Discount Amount

Discount amount to be taken from the invoice.

NOTE: The total of the discount amounts also appears in the summary (at the top of the window) and can be used as a variable when printing the supplier cheque form.

Amount

Amount of the expense before taxes.

Tax 1

Tax code applicable to the expense.

NOTES: This code may have been determined by default in Define Tax Code Usage if the purchase matches a defined key based on the formula in Configuration or Supplier Management or when entering the transaction.

The tax rate is read as follows:

The rate defined in Define Tax Code Usage, if the purchase matches a defined key based on the formula in Configuration.

Otherwise, uses the rate defined for the tax code in Tax Code Table.

If the user enters a tax code manually, the rate will be from Tax Code Table.

Tax Amount 1

Amount of tax 1 on the expense, if a tax code has been defined in the Tax 1 field.

NOTE: The user can change the tax amount by pressing Ctrl+F7 or by changing the amount directly in the cell.

Tax 2

Second tax code applicable to the expense.

NOTES: This code may have been determined by default in Define Tax Code Usage if the purchase matches a defined key based on the formula in Configuration or Supplier Management or when entering the transaction.

The tax rate is read as follows:

The rate defined in Define Tax Code Usage, if the purchase matches a defined key based on the formula in Configuration.

Otherwise, uses the rate defined for the tax code in Tax Code Table.

If the user enters a tax code manually, the rate will be from Tax Code Table.

Tax Amount 2

Amount of tax 2 on the expense, if a tax code has been defined in the Tax 2 field.

NOTE: The user can change the tax amount by pressing Ctrl+F7 or by changing the amount directly in the cell.

Currency

Currency for the selected company.

NOTE: Only available if the multidimensional and multicurrency functions are installed.

Transaction Status

Specifies whether the purchase has been invoiced or not.

NOTES: Depending on the configuration of the Do not allow modifications on invoiced transactions option in Configuration for Invoice Preparation (W/O) or Cost Plus Invoicing, the user can prevent changes to a purchase if it has been invoiced or is being invoiced.

Applies only to transactions invoiced using the Invoice Preparation (W/O) or Cost Plus Invoicing modules.

By default, this column is not visible. To display it, click in the breakdown grid and select the Configuration option.

It is possible to validate budget overspending if this setting is enabled in Configuration.

Field	Description
Supplier*	Code for the supplier linked to the purchase. NOTES: If a lien is linked to the selected supplier, the message Warning! Liens are attached appears. For the message not to be displayed when a lien is linked to a supplier, uncheck the Lien Monitoring checkbox in the General settings, Purchasing menu, General sub-menu. If a miscellaneous supplier has been identified in Configuration and the supplier is selected, an address window is displayed. The user can then enter the name and address of the supplier from which the purchase was made. An immediate disbursement will also be generated automatically to the specified supplier. The miscellaneous supplier can be specified in the Miscellaneous Supplier field, available in the Configuration of the Purchasing menu, Purchasing section.
Date*	Invoice date. NOTE: This is considered a posting date.
Due Date	Invoice due date. NOTES: It is possible to change the time when the due date is calculated by modifying the Due Date Calculation field in Configuration. If a date has not been entered, maestro* calculates the due date based on the Payment Terms and Invoice Date fields. If an invoice date has not been entered, maestro* calculates the due date based on the transaction date. If a payment term has not been entered, maestro* posts the invoice date or the transaction date as the due date.
Invoice Date	Invoice date for the invoice if the financial period is closed. NOTE: Maestro* calculates the due date based on the invoice date of the transaction. This date is printed on the cheque.
Invoice No.*	Purchase invoice number. NOTES: Immediately after entering the invoice number, maestro* checks whether this number has already been entered for the supplier and displays a warning message, if applicable. If the invoice number has already been entered for the supplier, maestro* can also block or display a warning message when the transaction is saved; depending on the value selected in the If an invoice number already exists for a supplier setting. This setting is available in Security Management, Access Restrictions tab, Purchasing – Purchasing section.
Purchase Order	Purchase order number for the purchase. NOTE: Not to be confused with purchase orders entered in the Purchasing and Procurement module.
Work Order	Work order number for reference purposes. NOTE: If the Work Order option is installed, it is possible to select an existing work order.
Purchase	Amount of the purchase before taxes. NOTE: This amount is calculated based on information provided in the Breakdown grid.
Discount	Discount amount to be taken from the invoice.
Payment Terms	Payment Terms generated by the Payment Terms Management module automatically defaults in this field for invoicing. NOTES: If a payment term is posted in Supplier Management, it is posted automatically. Maestro* determines the due date of posted invoices according to the applicable payment terms.
Inter-co	Identifies whether the transaction is an Inter-co transaction or not. For companies that are not working in multidimensional mode and that want to monitor intercompany transactions. NOTE: Maestro* does not enable communication between the various companies.
Instant Disb.	Used to create a disbursement immediately after transferring a project purchase if set to Yes. For the Direct Payment option to be also displayed in the dropdown menu, the supplier’s Payment Mode must be Transfer, in the Supplier Management option, Direct Payment tab. NOTES: If the Generate the disbursement automatically box is checked in the configurations (Projects Inter-company Purchases), the field will be set to Yes. This disbursement is then accessible with the Selected Disbursements option and it is dated with the due date.
Cheque No.	This field displays only if the value of the Instant Disb. Is set to Yes. Sequential number of the cheque.
Holdback %	Holdback percentage or holdback amount to be taken from the invoice.
Mode	Holdback mode, with or without taxes.
Bank	Bank on which the cheque is issued if the Instant Disb. field is set to Yes. NOTES: Maestro* enters the bank account defined in Supplier Management. If the field is empty, maestro* uses the value in Configuration. In Inter-co mode, the bank account will be retrieved from the configurations (Projects > Inter-company > Purchases > Bank Account), if applicable. Otherwise, the bank account will be determined in the usual way.
Acceptance	If acceptance is set to Yes, the transaction can be transferred. NOTE: If the transaction is set to No, maestro* keeps the transaction in non-transferred purchases and prohibits the transfer of the transaction until the setting is changed to Yes. If the transaction is the subject of a workflow, as defined in the Workflow Management option, this field is read-only and can not be modified.
Acct: A/P*	General ledger accounts payable account affected by the transaction. NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.
Hlbk*	General ledger holdback account affected by the transaction. NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.
Disc*	General ledger discount account affected by the transaction. NOTE: If Configuration in the Accounting and Purchasing and Procurement modules has been completed, the account is displayed by default.
Balance	Balance of unpaid purchases for the selected supplier.
Holdback	Balance of unpaid holdbacks for the selected supplier.
Applic. Amt	Advance amount for the selected supplier.
Lien Management	Lien amounts for the selected supplier through the Lien Management option. When clicking on the amount, maestro* displays its detail.

Field	Description
Project	Project number affected by the purchase. NOTE: The list of available projects is displayed based on settings in Security Management.
Activity	Activity affected by the purchase. NOTE: When entering a new transaction, after selecting the supplier, maestro* displays the activity specified in the Activity field in Supplier Management.
Group	Group affected by the purchase. NOTE: When entering a new transaction, after selecting the supplier, maestro* displays the group specified in the Group field in Supplier Management.

Field	Description
Description	Description of the purchase details. NOTE: This description is displayed in List of Project Transactions and Supplier Consultation when the user drills down on the invoice.
Company	Company name. NOTE: Available in multidimensional mode only.
Project-#	Determines the project to which the expense belongs for each breakdown line.
Activity	Determines the activity to which each breakdown line belongs.
Group	Determines the expense group to which each breakdown line belongs.
Quantity	Quantity of the expense.
Unit Price	Unit price of the expense.
Discount %	Discount percentage to be taken from the invoice.
Discount Amount	Discount amount to be taken from the invoice. NOTE: The total of the discount amounts also appears in the summary (at the top of the window) and can be used as a variable when printing the supplier cheque form.
Amount	Amount of the expense before taxes.
Tax 1	Tax code applicable to the expense. NOTES: This code may have been determined by default in Define Tax Code Usage if the purchase matches a defined key based on the formula in Configuration or Supplier Management or when entering the transaction. The tax rate is read as follows: The rate defined in Define Tax Code Usage, if the purchase matches a defined key based on the formula in Configuration. Otherwise, uses the rate defined for the tax code in Tax Code Table. If the user enters a tax code manually, the rate will be from Tax Code Table.
Tax Amount 1	Amount of tax 1 on the expense, if a tax code has been defined in the Tax 1 field. NOTE: The user can change the tax amount by pressing Ctrl+F7 or by changing the amount directly in the cell.
Tax 2	Second tax code applicable to the expense. NOTES: This code may have been determined by default in Define Tax Code Usage if the purchase matches a defined key based on the formula in Configuration or Supplier Management or when entering the transaction. The tax rate is read as follows: The rate defined in Define Tax Code Usage, if the purchase matches a defined key based on the formula in Configuration. Otherwise, uses the rate defined for the tax code in Tax Code Table. If the user enters a tax code manually, the rate will be from Tax Code Table.
Tax Amount 2	Amount of tax 2 on the expense, if a tax code has been defined in the Tax 2 field. NOTE: The user can change the tax amount by pressing Ctrl+F7 or by changing the amount directly in the cell.
Currency	Currency for the selected company. NOTE: Only available if the multidimensional and multicurrency functions are installed.
Transaction Status	Specifies whether the purchase has been invoiced or not. NOTES: Depending on the configuration of the Do not allow modifications on invoiced transactions option in Configuration for Invoice Preparation (W/O) or Cost Plus Invoicing, the user can prevent changes to a purchase if it has been invoiced or is being invoiced. Applies only to transactions invoiced using the Invoice Preparation (W/O) or Cost Plus Invoicing modules. By default, this column is not visible. To display it, click in the breakdown grid and select the Configuration option.

Click Save.

The user can configure the Supplier Additional Info. box, which is used to display information from Supplier Management, by clicking the icon in the upper right corner of the window.

When deleting a non-transferred project purchase, maestro* also removes any transactions linked to the Use Accumulator by Employee icon if the Human Resources module is installed.

Create a transaction from a scanned document

Click on Creation of a transaction from a scanned document. The Documents Import window appears. Pictures of the configured default directory are displayed (General Settings > Documents).
Select one or more scanned documents.

Some options are available to facilitation selection:

Navigation to display the content of other directories (Browse button).

Dynamic filter.

Zoom tool to resize icons.

A new document can also be scanned directly from this window.

Click on Accept.
Back in the principal screen, continue the project purchase’s creation process.

Create a project purchase from a pending transaction

Click on the Pending Transactions icon.
The selection grid, at the top of the screen, displays the Project Purchase’ pending transactions.
Select a pending transaction.

The pending transaction’s attached files are displayed in a new window.

If more than one file is attached, they will be displayed in the following order: PDF, Image, Excel, and Others.

The system automatically completes some entries in the options window (the user who created the transaction, the date and time of creation, etc.).

Other entries will automatically be completed if the transaction comes from the Outlook add-in.

Complete and save the transaction.

The transaction’s attached files will be available through the Document Management option upon saving.

Print a project purchase form

The form must be configured in Configuration.

Click the drop-down menu after clicking the Print icon.
Click Form.

Change the totals display

By default, maestro* displays totals without including deductions (sub-totals and taxes).

To display totals with deductions, click the Modify Total Display button.

If the user decides to display totals with deductions, this will be the default for all transactions until the display method is changed again.

The method that includes deductions only changes the display. The transaction itself is not changed.

Manage the approval workflow of a project purchase

If the project purchase is subject to an approval workflow (created in the Workflow Management option), some distinctive features applies:

When the project purchase is saved, and if workflow parameters applies, the Approval Workflow window is displayed, allowing the user to push the workflow forward to the next step:
To do so, select the action to be taken in the Next Step section and click on Apply.
Specific columns for workflow management are available in the summary table of transactions:
Current Step;
Assigned to;
Dated;
Comments.
Some icons are not available in key moments of the workflow:
In insertion mode, the Transfer icon is not available;
The Save and Delete icons are not available when the workflow has been initiated, except if the transaction is at the first step.
The Acceptance field is read-only, its value can not be modified.

Also, the Workflow Details tab is displayed as soon as at least one active Project Purchase type workflow exists.