Managing costs

A cost represents an expense that the company must bear to produce a good or provide a service to its customers.

In a quotation, a cost can be created and linked to a quotation line.

There are three types of costs:

  • Purchase if the quotation line implies a purchase to make to a supplier.
  • Labor if the quotation line implies a cost to do by an employee.
  • Other for any other type of cost.

To display costs of the quotation, you can:

  • Either display all costs of the quotation, by clicking on Costs at the top of the quotation.
  • Or display costs in a quotation title and the inferior titles, by clicking on the desired title in the Tree structure pane > icon > View costs.
  • Or display costs associated to only one quotation line, from the details of the line > Costs tab.

At the top right of the screen, the following information are displayed:

  • Recurring pre-tax total: Pre-tax recurring and non-recurring total amount of the title selected and inferior titles.
  • Costs: Total amount of costs existing in the selected title and inferior titles.
  • Margin: Percentage and amount of the margin. The amount of the margin corresponds to the Pre-tax pre-tax total minus Costs.
1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the root of the quotation in the Tree structure pane > icon > View costs.
2 Click on + Cost.
3 Specify the cost Type:
  • Purchase if the quotation line implies a purchase to make to a supplier.
  • Labor if the quotation line implies a cost to do by an employee.
  • Other for any other type of cost (for example general expenses such as electricity, occupancy of offices, etc.).
4 Specify the information of the Quotation line section:
  • If you want to link the cost to a quotation line, specify the relevant Hierarchy level and the Quotation line. The Quotation line help list displays lines contained in the selected level in the Hierarchy field.
  • If you do not want to link the cost to a line, leave the Hierarchy field empty.

Note

If the cost is created from the details of a line > Costs tab, the corresponding quotation line is specified by default and cannot be modified.

5 Specify the information of the General information section:
Field Description
Resource

This field is only displayed when the Type is Labor.

Specify the resource associated to the cost.

By default, the cost of the quotation line is specified (only if the cost is created from a quotation line).

The help list displays employees and generic resources active at the expected date, either in the company of the quotation or with the Multi-company box checked.
Supplier

The field is only displayed if the Type is Purchase.

Specify the supplier associated to the cost.

The help list displays suppliers open on the current date in the company of the quotation and in the ***** company. Supplier employees are not available.
Action

This field is only displayed when the Type is Labor.

Specify the action code of the cost.

The help list displays the action codes currently valid on the company.
Product

The field is only displayed if the Type is Purchase or Other.

Specify the purchased item linked to the cost.

The help list displays purchased items currently active on the date of the object on the company of the quotation and the ***** company.
Label Specify the label of the cost.
Text

Specify the text linked to the cost.

This free-form field is used to indicate additional information.
Quantity

Specify the quantity of the cost.

If the Type is Labor, the quotation cost input mode is taken into account (Desktop Application > Tools > Setup > General setup > Project > Project options > Choice of quotation cost input mode):

  • If the cost input mode for quotations is set to Days, the default Quantity for the cost matches the Quantity of the quotation line and can include up to 3 decimal places.
  • If the cost input mode for quotations is set to Hours hundredths, the default Quantity for the cost matches the Quantity of the quotation line converted into hours hundredths and can include up to 2 decimal places.

To use mathematical formulas, specify the = character followed by the desired formula, for example =123*456+78/9. Then press Tab to calculate and specify the result.
Unit cost

Specify a unit cost of the cost.

If the Type is Labor, the Unit cost cannot be modified and is calculated based on the valuation method defined in the project options (Desktop Application > Tools > Setup > General setup > Project > Project options > Method of valuation of timesheets and schedules (Costs)).

Note

If no valuation is found on the expected date of the cost, the Unit cost is set to 0.

To use mathematical formulas, specify the = character followed by the desired formula, for example =123*456+78/9. Then press Tab to calculate and specify the result.
Coeff.

Specify the coefficient of the cost.

By default, the coefficient is set to 1.

This field allows you to multiply the Unit cost of the cost by the value specified in the field (new cost = former cost * coefficient). This coefficient is not a percentage. For example, if 2 is specified, cost will be multiplied by 2 (without dividing by 100).
Expected date

Specify the expected date of the cost.

By default, the expected delivery date of the linked quotation line is specified.
Period start and Period end

These fields is only displayed if the Type is Purchase.

Specify the realization period of the cost.
6 Specify the information of the Additional information section:
Field Description
Pricing method

Specify the pricing method of the cost.

By default, the pricing method specified is the one of the quotation.

The help list displays the pricing method on the company of the quotation.
Currency and Exchange rate

Specify the currency of the cost.

By default, the currency of the quotation is specified.

The help list displays currencies currently valid.

The Exchange rate displays the exchange rate between the company currency and the cost currency. This field cannot be modified.
Project, Phase, Sub-phase and Task

Specify the assignment of the cost.

By default:

  • If the cost is created from a quotation line, the line assignment is specified (only if the assignment is authorized).
  • Otherwise, the assignment of the quotation is specified (only if the assignment is authorized).

Projects/phases/sub-phases displayed in the help lists depend on the type of cost:

  • When the cost is Purchase or Other, the help lists only display projects/phases/sub-phases/tasks whose status code allows the Quote object type.
  • When the cost is Labor, the help lists only display projects/phases/sub-phases/tasks whose status code allows the Schedule object type.
7 Click on Validate and save the quotation.

The cost is added to the quotation.

Prerequisites:

  • The sold product must be linked to a resource or a purchased product.
  • On-going modifications on the quotation must be saved.
  • The Schedule generation started column must be unchecked on all costs of the quotation (see Generating schedules items for the Labor costs).

The Labor and Purchase costs matching the quotation lines can be generated easily without having to create it manually. Each generated cost retrieves automatically the information of the quotation line associated.

Important

When you use this feature, all existing lines on the quotation are erased by the new costs generated.

The cost of the labor cost is determined according to the valuation method set up in the Desktop Application > Tools > Setup > General setup > Project > Project options > Method valuation for timesheets and schedules (Costs) section.

From the quotation, click on at the top right of the screen then on Generate costs.

Costs are generated.

1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Click on from the Actions column of the desired cost.
3 Modify the desired information.
4 Validate the cost and the quotation line then save the quotation.

The cost is modified.

DMF 020222 SALES QUOTATIONS GENERATE SCHEDULES

Prerequisites:

  • On-going modifications on the quotation must be saved.
  • The status code of the quotation project must authorize the input of scheduled items.
  • The Schedule generation started column must be unchecked on all cost lines of the quotation.

The scheduled items matching the costs of type Labor of the quotation can be quickly generated.

Each scheduled item generated retrieves automatically costs information (employee, start date, duration, etc).

Note

It is impossible to generate scheduled items for:

  • Purchase and Other type costs.
  • costs associated to quotation lines for which the billing type is Service, except if the PLG_PRESTA_GENERE management rule is enabled.
1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Check the Labor type costs lines for which a scheduled item must be generated.
3 Click on at the top right of the screen then on Generate schedule for selected lines.

Generation of schedule for selected lines is launched for the selected costs.

The Schedule generation started column is checked for the costs selected. If needed, this column can be unchecked on the desired lines in order to generate schedule again for those lines. This feature can be used by selecting the lines desired and by going in > Uncheck "Schedule generation started" on selected lines.

On the form of a line, the duration in days of the scheduled items linked to the line is displayed at the top of the form.

Important

If scheduled items could not be generated, no message indicates it and the Schedule generation started column is still checked for the matching costs.

1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Click on from the Actions line of the cost to delete and confirm the deletion.
3 Save the quotation.

The cost is deleted.

1 Open the costs tab:
  • Either from the top of the screen by clicking on Costs.
  • Or from the details of a line > Costs tab.
  • Or from the relevant title in the Tree structure pane > icon > View costs.
2 Check one or several costs to delete.
3 Click on at the top right of the table then confirm deletion.
4 Save the quotation.

Selected costs are deleted.