Several functions and possibilities have been added to the work budget to group the extensive details to make it simpler to analyse them.
‘Within purchase’ is the part of the work budget that has already been purchased via a purchase order and 'outside purchase' is that which has not been purchased via a purchase order. You can now easily view the 'within purchase' and 'outside purchase' results.
Eight new fields have been added and a number of fields have changed with regard to their name and calculation to ensure that that which falls within and outside a purchase is displayed correctly. An extensive list of the new and changed fields can be found at the AFAS Help Centre.
The changes with regard to content have a retroactive effect in the results. This mainly concerns changed calculations with regard to the following fields:
The adjusted amount from the status assessment is now displayed as 'more costs' instead of 'more expected result'! This field now counts negatively in the calculations instead of positively.
This results in a changed calculation at the Expected result:
At costs: Allowed + Release cost price – Adjustment - Order - Reservation + Output result (total)
At labour: ((Budgeted – Release cost price ) * % Ready) – Spent amount - Adjustment
This has also changed at End of work forecast based on production take-up:
Budgeted – Purchase result – Output result (total) – Adjustment
The new calculation of this field is: Forecast based on production take-up - Spent
The results of this field may, moreover, deviate because the calculation of the Expected result has changed.
The new calculation of this field is: End of work forecast - Budgeted
Please note:
Be aware of this and tell your colleagues when analysing results.
Monitoring codes help you to maintain your grip on components of the work budget. You will determine faster where action is required with the new functions below.
You will now find all data of a monitoring code together shown in a clear manner both in Profit and in InSite. This is linked to, for example, the contracts, purchase quotation and orders, actual costing, status assessment, reconciliation, etc. The work planner and project leader can now also consult these details per monitoring code via InSite anywhere. Up to now, all the information was spread over the purchase orders, invoices and actual costing.
You, for example, open in Profit the monitoring code from the work budget via the Details action in the Work budget cockpit for this.
Every monitoring code has the new Chapter and Section fields. You can group the monitoring codes with this per chapter and section.
This ensures that you can easily continue quickly to what is important per monitoring code chapter and section in the views of the work budget via filtering based on the total line.
Profit counts the section totals to produce chapter totals.
Now you will also have insight into data on which you want to monitor your project in the work budget in InSite.
A work budget total overview is now, for example, available per project with the total line:
The History and Actual costing actions in the work budget no longer apply. You will now find this data via the Details action for each monitoring code.
You can now go directly from the project properties to the related (existing) work budget via the new Work budget action.
If an entry is made in a purchase order with regard to a monitoring code that does not yet appear in the work budget, it will be placed in the work budget with a total line.
Now, you add a Status assessment in InSite via the 'Status assessment via project' page component. Adding via the work budget is now not possible any more. Authorise the new page component and add it to the show page of projects.
Notify and communicate now directly with the buyer about the residence that you are building for him or her via your Buyer guidance portal. Will he go for the different kitchen option? Does he want annex B?
Via OutSite, the buyer can view all information including deadlines, invoicing instalments, photos, progress, etc. The buyer can also specify his or her choice, ask questions and you can process this via the workflow. The buyer will see his/her entire file in OutSite.
In the meantime, the builder will continue having an overview: which buyer wants what, where are the tasks that are still open and what can be invoiced? And all of this with regard to all your construction projects.
This process is now available to you in Profit including all options for checking and control that you also have elsewhere in Profit: signing digitally the selected option, processing via the workflow, automatic invoicing via instalments, etc.
The buyer guidance via OutSite and Profit offers the buyer the maximum user experience throughout the entire purchasing process. In turn, it offers you time saving, a reduction of error and the overview that you need!
You can now add instalment schedules as templates. You can, for example, split cost estimate lines with this into invoice instalments in accordance with the selected instalment schedule. Subsequently, Profit will calculate the instalment amount based on the percentages in the instalment schedule. In addition, you can also add a period for additional work.
Especially for the Construction sector, you also link instalment schedule lines to monitoring codes and project costs.
This must be authorised first.
Now, you can make project forecasts with Profit with which you will be recording a snapshot of the current work budget.
This can be used, for example, when you regularly discuss which milestone the project has achieved with the project team. You can view together the project forecast and you can decide together whether to make adjustments or not via the status assessment.
The succession of the project forecasts subsequently gives a good picture of the project progress and the financial result to be expected.
The new functionality has been implemented in the Construction dashboard:
The work budget has new automatic total lines so they now come automatically from Profit.
You can now see the chapters and sections that you configured in the dashboard.
The dashboard offers you the right data and insights to manage within and outside purchasing.
You can now still change purchase orders that have been made final. This is, for example, meant for the prefab sector where they use a different order in the purchase process. First, the purchase order is added and subsequently they link it to the work budget.
You can now still do the following after making it final:
Copy work budget lines to the purchase order.
Add lines to a purchase order even when realisation has already taken place with regard to the linked obligation.
You can now delete detail lines (purchase order lines linked to work budget lines).
Profit regards the detail lines as the budget ('allowed') and the instalments as an actually given order. The difference between allowed and order is the 'Purchase result on the purchase order'.
Profit reduces the budget ('allowed') for the purchase order after deleting the detail lines. The lines that have again become available in the work budget can then be used, for example, to buy on another purchase order.
The check on whether the total sum of the detail lines and the total sum of the instalment lines match no longer applies. Previously, you needed to add an extra line or reduce the amount of the lines before you could create the instalment lines.
You can now add fields in the view and entry layout (footer) of the purchase orders that give the buyer insight in the still available budget and the purchase result.