Financial documents

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Table of contents

Pièce financière Dans une catégorie de budget (devis, note de frais, facture), objet de détail justifiant une dépense.

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

💡Financial documents for projects can be found in monitoring financial

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

🚩Les pièces financières peuvent provenir d’un logiciel extérieur ou être créées manuellement dans l’application. On peut également les importer.

🚦Before creating financial documents, you need to create Types of financial documents

List of financial documents

The list shows, by default, the Typethe categorythe Codethe Wordingthe Descriptionthe Datethe Amountthe Status the Wording of theenvelope linked to financial document, the Phase and the Project financial document.

Screen listing financial documents for all projects

Rights required

Consultation of a financial document

Filter the list of financial documents

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This list of financial documents can be filtered by a number of criteria. Here is the list of default criteria:

Click on Save to apply the filter and Close to return to the list.

💡 It is possible to add financial document financial documents. If they have ticked the search criteriathen it will be possible to filter the list of financial documents with these attributes.

💡If the date appears in bold, then on the financial document calendar, the date is entered as a day not worked. Calendars

💡The project linked to financial document can be changed by clicking on the financial document project in question. Selectable projects appear in a list. Modification of a financial document)

🚩 If the status of a financial document bears the meta-status Validated, then it will no longer be possible to change the project linked to financial document from the list.

Actions

Add ➡️ Creating and modifying a financial document

Edit ➡️ Creating and modifying a financial document

Filter ➡️ Filter the list of financial documents

Modify en masse ➡️ Bulk modification of financial documents

Mass deletion ➡️ Deletes several financial documents (right required : Deleting a financial document)

Sort

🚩La ‣ List of financial documents can be set for this screen.

Button name	Description
Purge financial documents	🚩This button can be accessed via contextual menu at the top right of the list, when no financial document is selected. This button is used to delete all financial documents at once. After confirming the deletion of the financial documents, this message appears. If no financial document exists, then this button does not appear. Rights required to make this action : Deleting a financial document and Purge financial documents
Consult the project	🚩 This button can be accessed by hovering over a financial document, to the right of it. Clicking on this button redirects you to the monitoring financial of the theme Budget project linked to financial document . If no project is linked to financial document, then this button does not appear.
Remove financial document from the project	🚩 This button can be accessed by hovering over a financial document, to the right of it. By clicking on this button, financial document loses its link with the project. Click on Save to confirm deletion. If no project is linked to financial document, then this button does not appear.

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Non-exhaustive list of error/information messages

Creating and modifying a financial document

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

Edit screen financial document

Button name	Description
Attributes	It is possible to add financial document attributes to a financial document (on creation or modification). financial document
Add a file	🚩 This action concerns the field Attachment(s) You can add a document to this attachment. For example, if the attachment is labelled "Invoice 123", you can upload a file called `.pdf`, `.html`, `.docx`, `.png`, `.bmp`, `.gif`.xls, .xlsx, .txt... 🚨 A maximum size is imposed for security reasons: 500MB for each document added Message error message displayed: file "XXX.xxx" (x GB) exceeds maximum size allowed (500.00 MB) DD/MM/AY HH:MM
Add an attachment	🚩 This action concerns the field Attachment(s) This button is used to add a new line to the list of attachments at financial document, and therefore to add a new file. 🚨 A maximum size is imposed for security reasons: 10MB for each document added Message error message displayed: file "XXX.xxx" (x GB) exceeds maximum size allowed (10.00 MB) DD/MM/YY HH:MM This is a server configuration setting, default: 10MB
Edit attachment	🚩 This action concerns the field Attachment(s) This button is used to change information on the attachment already added
Delete attachment	🚩 This action concerns the field Attachment(s) This button instantly deletes the attachment to financial document.
Assign	This button is grayed out when the project assigned to financial document does not have theme Budget activated, or when no project or phase has been assigned: no budget is included in the list. A pop-up window appears.
Delete a budget	When at least one budget has been assigned to financial document, it appears in the Lines section of financial document. Each line represents a budget. To the right of this line, a `Delete` exists and allows you to de-allocate this budget to financial document(no deletion rights required).

Field name	Functional information
Wording	Enter a name for the financial document (Invoice License PM...)
Code	Codes are generally entered in uppercase and with underscores _. It's important to enter them, as they can be useful in the event of an error. The code must be unique. 💡 It is possible to set automatic automatic coding for financial documents. The code will appear after financial document has been saved.
Long label	Enter a label longer than the character limit imposed on the Label field.
Description	Enter additional information in this field to describe your financial document
Status	A financial document can now be blocked for modification if its status is "Validated". Modification of the status of a financial document is possible if the right to Modify status of financial documents has been acquired.
Type	In this field, select a type of financial document from those already created on the platform. Types of financial documents
Parent	It is possible to choose a parent part. 🚩This field only appears if the type chosen for this financial document can have a parent part. This parent document must be of a type from financial document with the parent document type code field filled in with another type from financial document. It will then be possible to see all the financial documents of this type which are also attached to the same project/to the same phase.
category	In this field, select the Catégories to which financial document will be attached.
Project	Select from the list of projects Projects (list) which have the theme Budget active the one concerned by the financial document. The lines in the room are automatically filled with the Budget and the representation 🚩This field appears or does not appear depending on what has been chosen for the assignment level from category : project level, phase level or both.
Phase	Select from the list of phases Phases (list) the one concerned by the financial document 🚩This field appears or does not appear depending on what has been chosen for the assignment level from category : project level, phase level or both.
envelope	This field appears when a project attached to financial document contains budgets whose associated parameter structure is managed by envelope. It is therefore possible to select a envelope budget from the list of envelopes already created on the platform. Budget envelopes → If I have a role project manager at general level, then I see the envelopes attached to the direction of my project as well as the general direction → If I don't have a pilot department attached, then my envelope is not proposed to me. Rights required : Use of envelope
Date	🚩 On creation, the next available date is automatically entered. 🚩 On modification, if the date is no longer available in the calendar, it is highlighted in red. It is not possible to select a date from a future period . This is the date of the financial document validation.
Contract number	This field is particularly useful when you are doing rebilling or have references or partners...
Third-party identifier	This field is particularly useful when you are doing rebilling or have references or partners...
Beneficiary company	This field is particularly useful when you are doing rebilling or have references or partners...
Attachment(s)	You can load the PDF of the invoice, quote or any other financial document file. See possible actions on an attachment
Budget	budget is automatically added when a project is attached to financial document. You can also assign another project. 🚩This field appears regardless of the representation the type of financial document applied to this financial document. This field is part of the Lines from financial document.
Date	This field is part of the Lines from financial document. 🚩This field appears if the type of financial document applied is for representation `completed`, `estimated`, `target`, `committed` and `Invoiced`
Value	This field is part of the Lines from financial document. 🚩This field appears if the type of financial document applied is for representation `completed`, `estimated`, `target`, `committed` and `Invoiced` The value is to be filled in according to the amount of the said financial document for the budget concerned (of a project/phase) Example: I have a 500€ invoice for budget Maintenance.
representation	This field is part of the Lines from financial document. 🚩This field appears if the type of financial document applied is for representation `completed`, `estimated`, `target`, `committed` and `Invoiced` The representation is automatically filled in according to the type of financial document chosen: it is the representation chosen when creating the type of financial document Types of financial documents The representation chosen in the Types of financial documents can be `target`, `completed`, `planned`, `estimated`, `committed`, `Invoiced` or `forecast total`.
Distribution	The breakdown chosen divides the total amount and allocates it to different years. There are 6 different types. 🚩This field appears if the representation is `planned` or `forecast total` Choice of : - `Manual` The entire amount is to be split between the start and end dates of the project / phase. Visit Total must be entered, as well as the amounts for other years. An amount Deviation may appear. Example: If Total = 1000.00 and `2020` = 9999.00 then Deviation = 1,00 - `Linear/ working days` The total amount is automatically prorated over the working days. Visit Total must be entered, and the amounts for the other financial years are automatically distributed according to the number of working days in each financial year (taking into account the start and end dates of the project/ phase). Example: Total = 100,00 `2017` = 7,55 `2018` = 25,57 `2019` = 25,47 `2020` = 25.57 and `2021` = 15,84 because the phase project starts during the year `2017` and ends while the `2021` is not finished. Working days are not identical from one year to the next. - `Linear/ calendar days` The total amount is automatically prorated over the calendar days. Visit Total must be entered, and the amounts for the other financial years are automatically distributed according to the number of calendar days in each financial year (taking into account the start and end dates of the project/ phase). Example: Total = 100,00 `2017` = 7,55 `2018` = 25,52 `2019` = 25,52 `2020` = 25.59 and `2021` = 15,82 as the project begins during the year `2017` and ends while the `2021` is not over. Working days are not identical from one year to the next: `2020` is a leap year, the amount is higher. - `Manual - Last period` The full amount is shown on the last period. Visit Total must be entered, and this amount is automatically added to the last fiscal year only. Example: Total = 100,00 `2017` = 0 `2018` = 0 `2019` = 0 `2021` = 100,00 - `Manual - Linear due periods`planned is replaced by completed for past periods. The remaining work (total amount planned Total - completed linearly over future periods and the current period . Example: Total = 100,00 `2017` = 0 `2018` = 0 `2019` = 0 `2020` = 61.82 and `2021` = 38,18 because my project/phase starts in 2017, we are in November 2020 and my project/phase ends in August 2021. - `Manual - Linear period current` planned is replaced by completed for past periods and period for current periods. The remaining work (global planned amount Total - completed is amortized on a straight-line basis over future periods. Example: Total = 100,00 `2017` = 0 `2018` = 0 `2019` = 0`2020` = 14.06 and `2021` = 85,94 because my project/phase starts in 2017, we are in November 2020 and my project/phase ends in August 2021.
Total	🚩This field appears if the type of financial document applied is for representation `planned`, `forecast total`. A total amount for budget must be entered in this field, and will be divided between the financial years corresponding to the duration of the project.
Deviation	🚩This field appears if an amount is entered in Total and a different amount is entered in a fiscal year. It appears in redand disappears as soon as the Total is equal to the amounts entered in the different years. 🚦It is necessary that the Distribution is based on `Manual`, `Manual - Last period`, `Manual - Linear due periods` or `Manual - Linear period current` so that this field is filled in and appears. Example: If Total = 1000.00 and `2020` = 9999.00 then Deviation = 1.00 (manual distribution)