The post How to Create Invoice Approval Workflows in Minutes appeared first on Comidor Low-code Automation Platform.

Resource Budgeting

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Click on the Resource Budgeting tab.
4. To add a new Resource Budget, press + icon to create a new Budget for a Resource. Select the Work Package (Process) you wish to budget the Resource for, select the Resource (Job Titles) or left it blank, the Service, one from the existing Sales Rate(s) you wish, adjust the Sales Rate and Quantity (usage/workload). Press on Save to proceed, on Save and New to save this and start creating another one. Alternatively, click Cancel to cancel the procedure.

Note that the Budget Cost of the Job Title Workload will be calculated based on the Sales Rate that will be added here. Existing Sales Rates are provided from the (Job Title’s) Service, which has a specific Sales Rate(s). Also, in case you have selected a Service or Product you wish to budget from another Division of the Project’s one, you may use the intercompany Sales Cost.

5. To edit information of already added Resource Budgeting entities, press an entity and then click on the pencil button to open the edit form. Click on Save to apply changes. Alternatively, click Cancel to cancel the procedure.

6. To manage already added Resource Budgeting entities, (multi-)check them and select:
   • Delete, to delete the related resource budgeting information
   • Convert to Expense, to add this Budgeting of Resource straight to Budget Expenses of the Project. A confirmation message will appear.

Highlighted in green, you may see the already converted to Budget Income and Budget Expenses entities. In grey are the ones that have not been converted, yet.

Budget Income & Expenses

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.

Regarding Budget Income:

1. Click on the Budget Income tab.

Here you may see all the converted budgets from Resource Budgeting, but you still may add extra ones.

2. To add new Budget Income (which may be an extra sale or a Service), press + icon to create a new entity.
   • Fill in the Basic Info, such as the Work-Package and the expected Date to be received.
   • Continue with the Financial data, such as Budget Income.
   • Give a short Description and relate a Service, if needed.
   • Press on Save to proceed, on Save and New to save this and start creating another one. Alternatively, click Cancel to cancel the procedure.
3. To view already added Budget Income, you simply need to click on the Budget Income tab.
4. To edit already added Income, you simply need to click on the Budget Income tab and then press the pencil button. Press Save to make changes or Save and Notify, so as to send Note–Notification   upon its edit not only to users, but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
5. To manage already added Budget Expense, you simply need to have clicked on the Budget Income tab.
   • Multi-check entities to Delete them.
   • Export entities into .xls file.

Regarding Budget Expenses:

1. Click on the Budget Expenses tab.

In the Budget Expenses tab, you may see entities that have been added either manually or from the Resource Budgeting tab, but you may still add extra ones.

2. To add new Budget Expense, press + icon to create a new entity.
   1. Fill in the Basic Info, such as the Work-Package and the Date.
   2. Continue with the Financial data, such as Budget Expenses.
   3. Give a short Description and relate a Service.
   4. Press on Save to proceed, on Save and New to save this and start creating another one. Alternatively, click Cancel to cancel the procedure.
3. To view already added Budget Expense, you simply need to click on the Budget Income tab.
4. To edit already added Budget Expense, you simply need to click on the Budget Expense tab and then press the pencil Press Save to make changes. Alternatively, click Cancel to cancel the procedure.
5. To manage already added Budget Expense, you simply need to have clicked on the Budget Expenses tab.
   • Multi-check entities to Delete them.
   • Export entities into .xls file.

Invoicing Model Setup

1. Go to Packages > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Click on the Invoicing Model tab.

Here you may see all the Work-Packages that when created, you had already set an Invoicing method. There, you had Set the Amount of money that should be invoiced upon this Work-Package completion or the Percentage of money that should be invoiced by then. If not added, check how to add them in Gantt Chart section.

4. Click on the blue + icon to add Completion % for Invoicing of this Work-Package. When the progress reaches this %, Financial Department should invoice.
   • In the pop-up that opens, you may see the Invoicing Model information you have added for this Work-Package, calculated with the Amount of total money that will be Invoiced for this Project. Fill in the % of Work-Package Progress when Project Manager will be notified to trigger invoicing. Also, add the amount of money in the Project’s Currency and adjust, if needed, the % of Work-Package total.
   • Set the Notification plan, which is how often Project Manager will be notified to trigger invoicing, when % of Work-Package progress is reached.
   • Press Save to proceed.

You will see that in the updated table you can see the Amount of money and % of money that will be invoiced, when % of Work-Package is reached.

5. Continue adding all Invoicing-Progress plans to fill-in the table. In case you would like to make any change just click on pencil button or X to delete an Invoicing-Progress plan. If for some reason you need to invoice extra amount of money, you may press  in the related Work-Package to add Invoicing-Progress plans.

In the Projects Monitoring phase, you may see how to manage Work-Packages progress and inform responsible Invoicing team.

The post 2. Project Cost Management appeared first on Comidor Low-code Automation Platform.

Monitoring Dashboard

You can review charts and analyze results of Projects, get Project Reporting in a specific timescale, but also you can take important information about Project and Work Packages completion and get advised on costs measurement of workload and accounting.

1. Go to Modules Menu Icon > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. In the Dashboard tab, you get a Project Overview. Check Remaining Time, Task Count and Workload, see the percentage of Project completion, how many Deliverables are added and remaining and how many Schedules (Work Packages) are still pending.

Task Count refers to # of Tasks of this Project that are completed and approved, Tasks Workload (in hours) is the # of actual Task(s) duration divided by the scheduled Project duration and the Completed percentage is the aforementioned field of the Project that is managed by the Project Manager.

4. Also, take a look at the Burndown Chart and Milestones Chart below.

In the Burndown Chart, it is displayed the Scheduled duration (in hours) that the Project will last with the blue line and how these hours should be minimized as the days are passing by. With the red line, we see the Tasks that have been set and how smoothly they have reduced the remaining workload in hours.

5. Finally, you can check the pie-chart that gives the number of hours spent by Division (Hours per Division). Also, a pie-chart that gives the amount of Income earned by Division (Income per Division).

Hours per Division are calculated based on the Approved Hours of People working in your Project and are members of different Divisions. Whether these Hours were chargeable or not, Income is populated inside the Project’s Income tab.

Project Status Monitoring

1. Go to Modules Menu Icon > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Then, select the Project Status tab.
4. You may select a Mode (Day, Week, Month) for the Dates you wish. Press Fetch Report to get results.
5. You may select or de-select the information you wish to show to the Report by pressing.
6. In the Report displayed, you may check Hours spent in each Service and the Value (actual Income gained in this Project) added in the Project from these Hours/Uses. You may Print the report by following your browser default printing procedure. To return back in the Project, press Close.

Invoicing Model Monitoring

In Invoicing Model of the Project, you may have linked Invoicing for some or all Work-Packages, as explained in Invoicing Model Setup. When it’s time, you may trigger Invoicing in a specific Work-Package (phase of the Project) from Invoicing Model tab of the Project. 

1. Go to Modules Menu Icon > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. Then, select the Invoicing Model tab.

4. In the table that is provided, you may check the information you have added in Invoicing Model Setup regarding percentages of completion for this Work-Package, so as to enable the Invoicing button. When Estimated or Calculated Completion % is higher than the “Invoice at %” number, the Invoicing button is enabled (green).

5. If clicked, the button will change and a new Task will have been added to the Divisional Department, which is responsible for Invoicing.

Practically, this group’s members of the Organizational Chart will be notified to invoice on a Project. This group was set in the Business Setup, in Division creation.

6. Team Leader(s) in the group of Organizational Group which is responsible for Invoicing, will receive a new Task in their Calendar, which will refer to Invoicing. This Group has been set in Division creation in Business Setup. Project’s selected Division defines the Group’s Division which will Invoice on this Project.

7. Team Leader(s) of the notified Group, will enter the Task by pressing on it. They may also find the Task in the related Unit, Tasks. They can get informed on who has requested the Invoicing (Project Manager), read the Description and navigate to the Work-Package (Process), which is related to this Invoicing.

8. When Work-Package is invoiced, Task can be set as complete from the top right.
9. Person triggered Invoicing (Project Manager) will be notified upon this Task’s completion.
10. Finally, in Invoicing Model tab of Project, Invoicing Status for this Work-Package will change to Checked.

Set Progress of a work package or the whole Project

1. Go to Modules Menu Icon > Project Management > Projects.
2. Enter the Project you wish from the list of Projects.
3. From Project’s inside:
   • Either, go to Gantt Chart tab and then select the Project and press Set Progress to change the Progress % for the whole Project.
   • Or, select the WorkPackage and press Set Progress to change the Progress % for the respective WorkPackage.
4. A pop-up window opens which refers to the Project Progress % or Workpackage Progress %, respectively.
   • For the Project Progress, fill in the Completion %, the Project budget at completion and press Save.
   • For the WorkPackage Progress, fill in the Completion % and press Save.

Alternatively,

In order to change Project completion %, you may:

1. Go to Summary tab, so as to change Project Progress.
2. Navigate to Execution information and press the icon next to Completion % (+).
3. A pop-up window opens which refers to the Project Progress %.
4. Fill in the Completion %, the Project budget at completion and press Save.

In order to change Workpackage completion %, you may:

1. Go to Invoicing Model tab, so as to change an Invoicable Workpackage Progress.
2. Click on the (+) icon under the Estimated Completion %.
3. A pop-up window opens which refers to the Project Progress %.
4. Fill in the Completion % and press Save.

You may adjust multiple Projects’ Progress % completion in Projects Progress Management, too.

Projects Progress Monitoring

You may adjust a specific Work-Package/Project Progress % completion, as explained extensively in Set Progress in a Project or Work-Package. You may adjust a specific Project/WorkPackage Progress % completion either from Project’s Gantt Chart or from Project’s Summary/Invoicing Model tab. (Read above section)

If you wish to manage % completion in multiple Projects and progress % completion in Work-Packages of different Projects:

1. To set Projects Progress, you should go to Application Menu Icon > Projects> Progress Management, or Application Menu Icon > Projects> Projects and then click on the Actions button on top, to select Project Progress Management.
2. To add a new one, press to add new information:
   • Fill in the Project you wish to adjust its completion %. In case, you would like to specify a Work-Package of this Project, you may select it, too.
   • Set the Date that the adjustment is made.
   • Fill-in Completion %. If the only Project is selected, this will adjust the Project’s Execution information, especially % Project completion. If A Work-Package is selected this will adjust the Progress % completion for this Work-Package.
   • Finally, if applied, add the Project budget at completion. (This field applies when you have not selected a Work-Package and you are about to set Progress in the whole Project).
   • Click on Save or Save and New to save the new Progress information, on Save and New to save this and start creating another one. Choosing to Save and Notify, this will be saved and you could send Note-Notification upon its creation not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
3. To view/edit an already added, press one to enter it.
   • In the Summary tab, you will see information added and in case this refers to Project % completion, you can access the Earned Value, too.
   • Click on the pencil button to edit this entity.
   • Adjust details, such as the Project, Work-Package of this Project, Date, Completion % and Budget at completion.
   • Click on Save to save the changes. Choosing to Save and Notify, the information will be saved and you could send Note-Notification upon its edit not only to users but also to external recipients via email. Alternatively, click Cancel to cancel the procedure.
     • Click on the Actions button to perform the following:
     • Delete specific entity. A confirmation box will appear.
     • Print current entity details. A new tab will open to your browser, where you should follow the relevant printing procedure. Print can also be performed by pressing the Printer button.
     • Notify, to send Notes-Notification to specific Comidor groups or Comidor users or external recipients via email (provided that you have already connected your email in the system) regarding this
   • Click on Tags tab to add a new Tag on that entity that it may be a private, group, internal or public. From this point, you can also manage old tags that have been added on that Progress entity. Putting Tags in Progress entities may help you in grouping them, filtering and finally find them easier.
4. Multi-check entities from the list, so as to:
   • Delete – A confirmation box will appear.
5. Check an entity from the list, so as to:
   • Change % Completion quickly in the pop-up that will appear.

The post 6 – Projects (Progress & Invoicing Plan Monitoring) appeared first on Comidor Low-code Automation Platform.