How to create and pay your subcontracting purchases

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Creating and qualifying a delivery

Let's start by creating a classic project, and assign a resource on it. It creates a delivery and allows the resource to seize it's times, and also managers to follow the project profitability.

Qualifying a delivery

It is really important to properly qualify your delivery because some information will be used when you create the purchase card. Therefore, you have to verify that the delivery corresponds to the purchase you want to create by checking the following information:

• The dates of the delivery ; 
• The number of days sold ;
• The average daily cost (ADC) of the collaborator, which is also his cost price ;
• The daily sales charge ;

Once everything has been verified, you just have to click on the + button to turn your delivery into a purchase, and click "yes" at the pop-up opening. 

The pop-up will warn you that : 

• The delivery datas will be used for the purchase
• You can follow the payments from the provider through the purchase card
• This delivery costs will not be included in your production costs anymore. It means that the real cost of the delivery will not be calculated on the collaborator timesheet, but with the purchase's confirmed payments 

Creating a purchase

Well done, you just created a purchase card ! The tool will make you automatically switch to the purchase module, and you can now configure your purchase.

Information tab

1. When creating your purchase, the payment schedules are by default set to the 'Planned' state.
   You can choose to create these payment schedules in advance by keeping this setting (which will allow you to track the invoices to be issued by your providers and remind them if necessary), or opt for the 'Manual' payment creation option (Boond will not create the payment schedules; they will be created when validating the provider invoices you receive each month). 
2. Delivery purchases are always of a monthly type.
   You cannot modify this field.
3. The category is also imposed as an 'external delivery'.
   However, you can change the term if it does not suit you by going to Administration > Global Settings > Miscellaneous tab > Purchases section.
4. The start and end dates are copied from your delivery and cannot be modified.
   These dates define a certain number of schedules, which cannot be modified either.
5. You will find the estimated amount of each schedule excluding tax (ET) and including tax (IT).
   These amounts cannot be modified either at this stage; you can modify them each month when processing your providers' invoices in the payment schedules.
6. You are free to specify your payment terms and a VAT rate.
   The VAT rate chosen here will determine the total amount including tax (IT) of your purchase.

Payments tab

If you have chosen to create payments with the state 'Planned', the tool has created as many payment schedules for you as there are months covered by the dates of delivery and thus the purchase. However, you are free to add or delete schedules and modify the dates and amounts excluding tax (ET).

In the payment tab, you will also find a financial summary that includes your already completed payments and your planned payments. This allows you to see the Delta.

You can also find a summary of your payment states.

Return to the delivery

Delivery tab

You can now see that :

• The "delivery purchase" mention has been added to your external consultant's delivery
• A purchase tab has appeared in your delivery card

Consumption tab

In order to calculate the real cost of the delivery, purchases will be incremented in the "Purchases & details" line and the "Cost ET" column.

The tool no longer bases the calculation of production costs on the time entered in the timesheets by your external consultant, but rather on the validated payment schedules (with the state 'Confirmed' or 'Paid') as you process your consultant's invoices.

Invoice submission by the freelance consultant from their intranet account

Invoice submission can be done by freelancers themselves through their intranet accounts, via the "My Invoices" module.

1. "Draft" or "To Be Validated" states
   The invoice will be visible on your side as soon as it is saved by the freelancer, with the state "Draft" or "To Be Validated". The "To Be Validated" state locks the invoice on the freelancer's intranet side (so they will no longer be able to modify it once it has switched to this state), awaiting processing by their client through their BoondManager interface (validation or rejection).
2. Reference, Invoice date, Amount Excluding Tax (ET) and Amount Including Tax (IT)
   These fields will be automatically pre-filled when the invoice is submitted in BoondManager (OCR).
3. Billing period (start and end date)
   The billing period must be updated manually.
4. Discussion threads
   Once the invoice is submitted and saved, the freelance consultant can access the discussion threads to communicate with their client about this invoice.

Invoice submission by your Purchase Manager

If you have not enabled the "My Invoices" module in the intranet role of your subcontractors, or if you wish to submit an invoice on behalf of your freelance consultant, your provider invoice manager can submit them directly:

• In the Purchases module > Providers invoices section
• In the external Resource card > Invoices tab

1. Available states: Draft, To Be Validated, Validated, Rejected, Paid
   Switching to the "Validated" state automatically generates the creation of a payment in the associated delivery purchase.
2. Reference, Invoice date, Amount Excluding Tax (ET) and Amount Including Tax (IT)
   These fields will be automatically pre-filled when the invoice is submitted in BoondManager (OCR).
3. Billing period (start and end date)
   The billing period must be updated manually.

Now that you know everything about creating subcontracting purchases and how to process your providers invoices, let's see how we can efficiently track your purchases and payment schedules. 

Generating a payment schedule from the provider invoice

When you change a provider invoice to the "Validated" state, this automatically triggers the creation of a payment in the related delivery purchase (if the invoice covers multiple deliveries, multiple payments will be created in each purchase).

The payment amount will be defined based on the entry made by the delivery provider in their timesheet/expense reports. However, if this amount does not match the amount on the provider invoice, you can modify it by going directly to the payment schedule.

You can find the generated payment from the Provider Invoice card or from the Purchases > Payments section.

You can then manage your payments from the Payments section in the Purchases module:

• To track your upcoming payments (invoices to be issued not yet received from your providers) and remind your providers if necessary, use the filters: Purchase Category "External Delivery" / State "Planned" / Period "Payment Date" > Dynamic Period "Last Month". 
• To track your payments to be made (received and processed provider invoices), use the filters: Purchase Category "External Delivery" / State "Confirmed" / Period "Planned Payment Date" > Dynamic Period "This Month".

 When the payment is made, you can change the payment state to "Paid," either in bulk from the Payments view or one by one from each Payment card.

Extract/Export

To facilitate checking or analyzing the payment of your schedules, you can:

• Extract payments in CSV format using the "Extract" button in the Payments view.
• Export all associated provider invoices using the "Export" button in the Providers Invoices view (you can find your export by clicking on your name at the top right > Download Center).

To optimise your daily usage, you can save into Boondmanager your provider's bank details and generate a SEPA file to later pay all of your invoices by transfer. 

To do this, you just have to download the SEPA app with your administrator's help. 
(Administration  > MarketPlace > Sepa > Install the app, then enable it for the concerned managers on their manager profile).

You can watch this tutorial how to use SEPA for more informations !