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Produced by Virage Group

Project Monitor v7.7 Knowledge Center
Project Monitor v7.7 Knowledge Center
/Budget management
Budget management
/Financial documents
Financial documents
Financial documents

Financial documents

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Table of contents
  • List of financial documents
  • Creating and modifying a financial document
  • Attachment
  • Bulk modification of financial documents
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financial document In a budget category (estimate, expense report, invoice), detailed object justifying an expense.

Financial documents are used to detail the content of entries on a budget line.

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Project financial documents can be found in financial monitoringfinancial monitoring

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Depending on its type, a financial document feeds one of the following representation :

target estimated completed committed for public budgets) Invoiced for public budgets) forecast total 1 forecast total 2 forecast total 3

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Financial documents can come from external software or be created manually in the application. They can also be imported.

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Before creating financial documents, it is necessary to create Types of financial documentsTypes of financial documents

List of financial documents

The list shows, by default, the TypeTypethe categorycategorythe CodeCodethe WordingWordingthe DescriptionDescriptionthe DateDatethe AmountAmountthe statusstatus the WordingWording envelope linked to the financial document, the PhasePhase and the ProjectProject financial document.

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Rights required : Consultation of a financial documentConsultation of a financial document

Screen listing financial documents for all projects
Screen listing financial documents for all projects

FilterFilter

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We can have a filter All projects or a filter that works with criteria.

This button makes it easy to find the items you're looking for. You can use an already saved filter (private or public) or specify specific filter criteria.

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Once selected, a filter remains active until deselected by the user. When logged out, if a filter was active at logout, it will still be active the next time the user logs in.
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This list of financial documents can be filtered by a number of criteria. Here is the list of default criteria:
  • ContainsContains financial document)
  • Let the rootsLet the roots financial document)
  • TypeType financial document)
  • category linecategory line financial document)
  • envelopeenvelope financial document)
  • DateDate financial document)
  • Contract numberContract number financial document)
  • Beneficiary companyBeneficiary company financial document)
  • Third-party identifierThird-party identifier financial document)
  • Parent financial documentsParent financial documents financial document)
  • RepresentationsRepresentations financial document)
  • No projectNo project financial document)
  • ContainsContains (project related to financial document)
  • AttachmentsAttachments (project related to financial document)
  • themetheme (project related to financial document)
  • user role(s)user role(s) (project related to financial document)
  • With late milestonesWith late milestones (project related to financial document)
  • Father projectFather project (project related to financial document)
  • project templateproject template (project related to financial document)
  • project managerproject manager (project related to financial document)
  • statusstatus (project related to financial document)
  • Start dateStart date (project related to financial document)
  • End dateEnd date (project related to financial document)
  • WeatherWeather (project related to financial document)
  • ContainsContains (budget to the financial document)
  • TypeType (budget to the financial document)
  • categorycategory (budget to the financial document)
  • That assetsThat assets (budget to the financial document)
  • Analytical axisAnalytical axis (budget to the financial document)
  • AttachmentsAttachments (budget to the financial document)
  • Generic BudgetGeneric Budget (budget to the financial document)

Click on RegisterRegister to apply the filter and CloseClose to return to the list.

Add

Allows you to add a financial document. Financial documents - Creating and modifying a financial documentFinancial documents - Creating and modifying a financial document

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Rights required : Creating a financial documentCreating a financial document

EditEdit

Allows you to modify a financial document.

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Rights required : Modifying a financial documentModifying a financial document

Remove the financial document from the project

This button is accessible when hovering over a financial document, to the right of it. By clicking on this button, the financial document loses its link with the project. Click on RegisterRegister to confirm deletion. If no project is linked to the financial document, then this button does not appear.

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If the date appears in bold, then on the financial calendar, the date is entered as a day not worked. CalendarsCalendars You can change the project linked to the financial document by clicking on the financial document project in question. Selectable projects appear in a list. It is possible to add financial documentfinancial document to financial documents. If they have ticked the search criteria box, then it will be possible to filter the list of financial documents with these attributes.

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If the status of a financial document is set status Validated, then it will no longer be possible to change the project linked to the financial document from the list.

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La view List of financial documentsList of financial documents can be set for this screen.

Modify en masse

Allows you to modify various information on financial documents.

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Rights required : Modifying a financial documentModifying a financial document

Mass deletionMass deletion

Allows you to delete multiple financial documents at once by selecting them.

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Rights required : Deleting a financial documentDeleting a financial document

SortSort

This button is used to sort :

  • in ascending order on first click (down arrow)
  • in descending order on second click (arrow up) A third click on this button removes the sorting.

Sorting is performed on the header of a list in the application: list of views, users, projects, etc.

Purge financial documents

This button can be accessed via the contextual menucontextual menu at the top right of the list, when no financial document is financial document .

This button allows you to delete all financial documents at once.

After confirming the deletion of financial documents, the message Purge of financial documents taken into account - the report will be sent to you by email appears.

If no financial document , then this button does not appear.

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Rights required :

  • Deleting a financial documentDeleting a financial document
  • Purge financial documentsPurge financial documents

Consult the project

This button is accessible when hovering over a financial document, to the right of it. Clicking on this button redirects you to the financial monitoringfinancial monitoring of theBudget theme of the project linked to the financial document . If no project is linked to the financial document, then this button does not appear.

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Non-exhaustive list of error/information messages

Financial document purge completed - the report will be sent to you by email ➡️ once the financial document purge is complete.

Creating and modifying a financial document

The screens for creating and modifying a financial document are similar.

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Rights required :

  • Consultation of a financial documentConsultation of a financial document
  • Creating a financial documentCreating a financial document (creation)
  • Modifying a financial documentModifying a financial document (change)
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financial document modification screen
financial document modification screen

Here are the actions that can be performed on a financial document

Here are the fields found in this screen:

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WordingWording

Enter a description for the financial document Invoice, License, etc.)

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CodeCode

Codes are generally entered in uppercase letters and with underscores _ It is important to enter them because they can be helpful in case of an error. The code must be unique.

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You can configure automatic coding for financial documents. The code will appear after the financial document is saved.

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Long labelLong label

Enter a label that is longer than the character limit for the Label field.

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DescriptionDescription

Enter additional information in this field to describe your financial document

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statusstatus

A financial document now be locked against editing if status is “Approved”

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Rights required :

  • Changing the status of a financial documentChanging the status of a financial document
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TypeType

In this field, you must select a type of financial document from those already created on the platform. Types of financial documentsTypes of financial documents

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ParentParent

You can select a parent document. This parent document must be of a financial document type financial document the "Parent Document Type" field must be set to another financial document type. You will then be able to view all financial documents of that type that are also linked to the same phase or phase.

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This field appears only if the type selected for this financial document have a parent document.

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categorycategory

In this field, you must select the CategoriesCategories to which the financial document attached.

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ProjectProject

Select from the list of projects ProjectsProjects that use the "Budget " theme , which is related to financial document. The document lines are automatically populated with the BudgetBudget and the representationrepresentation

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This field appears or does not appear depending on what was selected for the category assignment level category project level, phase level, phase both.

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PhasePhase

Select from the list of phases PhasesPhases the one related to the financial document

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This field appears or does not appear depending on what was selected for the category assignment level category project level, phase level, phase both.

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envelopeenvelope

This field appears when a project is linked to a financial document budgets whose parameter structure is managed by envelope envelope. You can therefore select a envelope from the list of envelopes already created on the platform Budget envelopesBudget envelopes

  • If I have aproject manager role project manager general level, then I can see the budgets associated with my project’s management as well as the overall management
  • If no pilot department is assigned, then my envelope is envelope displayed
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Rights required :

  • Using a budget envelopeUsing a budget envelope
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DateDate

You cannot select a date period . This is the date the financial document was approved.

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When creating an entry, the next available date is automatically entered. When editing an entry, if the date is no longer available in the calendar, it appears in red with an underline.

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Contract numberContract number

This field is particularly useful to fill out when you're re-billing or dealing with references, partners, etc.

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Third-party identifierThird-party identifier

This field is particularly useful to fill out when you're re-billing or dealing with references, partners, etc.

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Beneficiary companyBeneficiary company

This field is particularly useful to fill out when you're re-billing or dealing with references, partners, etc.

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Attachment(s)Attachment(s)

You can upload a PDF of an invoice, quote, or any other financial document.

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BudgetBudget

The budget automatically added when a project is linked to the financial document. You can also assign a different one. This field is part of the " Lines" section of the financial document.

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This field appears regardless of the representationrepresentation the type of financial document to this financial document.

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DateDate

This field is part of the " Lines" section of the financial document.

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This field appears if the financial document type financial document has representation following representation completed, estimated, target, committed and Invoiced

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ValueValue

This field is part of the "Lines" section of the financial document. The value should be entered based on the amount of the financial document the budget (of aphase).

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Example: I have a $500 invoice for the budget .

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This field appears if the financial document type financial document has representation following representation completed, estimated, target, committed and Invoiced

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representationrepresentation

This field is part of the section Lines of the financial document. The representation automatically populated based on the financial document type: this is the representation when the financial document type was created Types of financial documentsTypes of financial documents The representation in the Types of financial documentsTypes of financial documents can be target, completed, planned, estimated, committed, Invoiced or forecast total.

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This field appears if the financial document type financial document has representation following representation completed, estimated, target, Engagé and Invoiced

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DistributionDistribution

The selected allocation method divides the total amount and allocates it to different fiscal years. There are six different methods.

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This field appears if the representationrepresentation is planned or forecast total

Choose from:

  • Manual : The total amount is to be allocated between the start date and the end date of the phase. The TotalTotal must be entered, along with the amounts for other fiscal years. An amount DeviationDeviation may appear. Example: If TotalTotal = 1,000.00 and 2020 = 9,999.00, then DeviationDeviation = 1,00
  • Linear/working days : The total amount is automatically prorated over the number of business days. The TotalTotal must be entered, and the amounts for other fiscal years are automatically allocated based on the number of business days in each fiscal year (taking into account the start and end dates of phase) Example: TotalTotal = 100,00 2017 = 7,55 2018 = 25,57 2019 = 25,47 2020 = 25.57 and 2021 = 15,84 because the phase during the fiscal year 2017 and ends as the exercise 2021 is not over. The number of business days varies from year to year.
  • Linear/calendar : The total amount is automatically prorated over the calendar days. The TotalTotal must be entered, and the amounts for other fiscal years are automatically allocated based on the number of calendar days in each fiscal year (taking into account the start and end dates of phase) Example: TotalTotal = 100,00 2017 = 7,55 2018 = 25,52 2019 = 25,52 2020 = 25.59 and 2021 = 15,82 because the project begins during the fiscal year 2017 and ends as the exercise 2021 is not complete. The number of business days varies from year to year: 2020 Since it is a leap year, the amount is higher.
  • Manual - Last period : The entire amount is recorded in the last period. The TotalTotal must be entered, and this amount is automatically added to the most recent fiscal year only. Example: TotalTotal = 100,00 2017 = 0 2018 = 0 2019 = 0 2021 = 100,00
  • Manual - Linear: Past Due: Replace " planned " planned " completed " completed past periods. The remaining work planned amount TotalTotal - ( completed ) is allocated on a straight-line basis over future periods and the period . Example: TotalTotal = 100,00 2017 = 0 2018 = 0 2019 = 0 2020 = 61.82 and 2021 = 38,18 Since myphase in 2017, it is now November 2020, and myphase end in August 2021.
  • Manual - period Linear period : Replace " planned " planned " completed past periods and the period . The remaining work planned amount TotalTotal - completed ) is allocated on a straight-line basis over future periods. Example: TotalTotal = 100,00 2017 = 0 2018 = 0 2019 = 02020 = 14.06 and 2021 = 85,94 Since myphase in 2017, it is now November 2020, and myphase end in August 2021.
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TotalTotal

Enter the total budget amount in this field, and it will be allocated across the fiscal years corresponding to the project's duration.

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This field appears if the financial document type financial document has representation following representation planned, forecast total.

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DeviationDeviation

It appears in red, and disappears as soon as the TotalTotal is equal to the amounts entered in the various fiscal years. Example: If TotalTotal = 1,000.00 and 2020 = 9,999.00, then DeviationDeviation = 1.00 (manual allocation)

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IIt is necessary that the DistributionDistribution be based on Manual, Manual - Last period, Manual - Linear: Past Due or Manual - period Linear period so that this field is filled in and appears.

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This field appears if an amount is entered in TotalTotal and a different amount is entered in a fiscal year.

Apply

This feature is useful for applying your modifications while continuing to change information on the same page. This button is available when you are modifying an element that has already been created.

DeleteDelete

Allows you to delete a financial document.

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Rights required : Deleting a financial documentDeleting a financial document

Attributes

Provides access to the list of financial document attributes financial documentfinancial document and add it to the financial document created/modified.

RegisterRegister

Validates your changes. This may redirect you to the previous page on some screens.

SeehistorySeehistory

Displays the list of changes made to this financial document by all users.

Stocks are sorted from the most recent to the oldest date.

Assign

This button is grayed out when the project assigned to the financial document the theme. Budget activated, that no project or phase been assigned: no budget included in the list. A pop-up window appears.

Delete a budget

When at least one budget been assigned to the financial document, it appears in the Lines of the financial document. Each line represents a budget. To the right of this line, a button DeleteDelete exists and allows you to deallocate this budget to the financial document. (no deletion rights required)

Attachment

Window for editing an attachment attached to a financial document.
Window for editing an attachment attached to a financial document.

This pop-up appears when you click on the Edit attachment field Attachment(s)Attachment(s) .

You can therefore modify three fields concerning the attachment:

  • WordingWording
  • statusstatus
  • VersionVersion

Add a file

This action concerns the Attachment(s)Attachment(s) You can add a document to this attachment. For example, if the attachment is labelledDocument 123", you can upload a file entitled .pdf, .html, .docx, .png, .bmp, .gif, .xls, .xlsx, .txt...

Add an attachment

This action concerns the Attachment(s)Attachment(s) This button allows you to add a new line to the list of attachments, and therefore add a new file.

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A maximum size is imposed for security reasons: 10MB for each document added. Error Message displayed: The file "XXX.xxx" (x GB) exceeds the maximum size allowed (10.00 MB) DD/MM/YY HH:MM. This is a server configuration setting, default: 10MB.

Delete attachment

This action concerns the Attachment(s)Attachment(s) This button allows you to instantly delete the attachment.

Edit attachment

This action concerns the Attachment(s)Attachment(s) This button allows you to change information about an attachment that has already been added.

This window will then appear:

Attachment editing window.
Attachment editing window.

You can therefore modify three fields concerning the attachment:

  • WordingWording
  • statusstatus
  • VersionVersion
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Non-exhaustive list of error/information messages

Cannot be modified because the financial document date financial document a period ➡️ when the date selected for the financial document within a period

Bulk modification of financial documents

form de batch edit de deux pièces financières
form de batch edit de deux pièces financières

It is possible to modify several financial documents at the same time by selecting several financial documents and clicking on Modify en masse.

Only the ProjectProject and the statusstatus are modifiable.

Click on RegisterRegister to apply the batch edit and return to Financial documents - List of financial documentsFinancial documents - List of financial documents

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Rights required :

  • Consultation of a financial documentConsultation of a financial document
  • Modifying a financial documentModifying a financial document