The purchases module can be used for several aims in BoondManager. One of them is to help you manage your structure purchases.

Feel free to have a look at the webinar we presented in May 2021 about purchases (please note that the content is in French) : 



Purchases configuration

By default in BoondManager, you can create purchases of two different categories : miscellaneous and delivery purchases. Delivery purchases category is meant to be used for external consultants whereas miscellaneous purchases are to be used for all of the expenses linked to your company.

To help you better manage your structure purchases, you can create several categories.

Settings on the administration side

For this part, you need to be able to access the Administration

Obviously, you can decide to use the purchases module without changing the default settings.

As far as the legal agencies are concerned 

Follow the steps below : 

Administration > Legal agency > open the legal agency of your choice > Advanced settings tab > Purchases settings section

Here, you can decide the default settings you want to apply when creating new purchases. That way you can save time when putting in the different information.


However, all of this information can still be modified on each and every new purchase which will be created.

As far as the global settings are concerned 

As mentioned above, you can create various purchases categories. This will be useful for you to easily find your purchases by filtering in a more efficient manner. Also, this will give you the possibility to analyse them more precisely in the reporting. Follow the steps below : 

Administration > Global settings > Miscellaneous > Purchases categories 


Do not forget to save. 

Caution : every modification in the administration can have an impact on your data. For instance, if you decide to rename an existing category, thus this will impact all of the purchases to which this category was already linked.


Creation of structure purchases 

Purchases > Purchases sub-tab 

Click on the + button located at the top right hand of your screen to create a new purchase.

Configure the purchase

(Tip : click on the image to zoom in!)

On the purchase card, you will need to enter  :

  • The title of your purchase
  • Its type : one-off, monthly, quarterly, yearly 
  • Its date as well as the period depending on the purchase type
  • The unit ET amount or the amount of each schedule 
  • The quantity 
  • The purchase category 

All of this information will not only enable BoondManager to calculate the global amount of the purchases but also to impact them in the right reporting.

On the right hand side, you can check the payment term and method, as well as the VAT rate to apply. 

Before saving, you can decide to automatically create the payments which will be associated to your purchase. When doing so, you can choose between different states : planned, confirmed or payed. For instance, this feature enables you to anticipate your fixed costs on the upcoming months and impact them on your reporting ("global structure cost" and "structure purchases" indicators). 


To even go further, you can also link the purchase to a provider that you would have created in the CRM beforehand (company + contact). This will enable you to add the supplier's bank details and generate an XML file to upload in your bank online access in order to make bank transfers.
To find out more about that, feel free to have a look at this tutorial SEPA


Manage the payments


Configure the payments 

From the purchase card, on the "Additional information" section, you can choose :

  • The payment term to apply : this will have an impact on the payment date which will be automatically calculated
    For instance: if the bill is received on March 31st and that you've chosen as payment term "Net 30 days", then the expected date of payment will be on April 30th.
  • Payment method : transfer, debit card, direct debit, ...
    This will enable you to filter per method payment in the payments sub tab of the purchases module. Also, this will be useful in the SEPA app to only filter the purchases for which you need to make a bank transfer.
  • The VAT rate to apply to this purchase.


Create the payments 

The payments can be created automatically or manually depending on what has been chosen when you the purchase card was saved for the first time.


Which impact ? 

  • Manual : it will be up to you to create each payment in the payments tab. 
  • Automatic in the Planned state: all the payments of your purchase will be created based on the purchase type and the number of schedules input. In the Planned state, the payment won't be impacted in the reporting. Indeed, this payment is considered as uncertain or the potential amount cannot be known for now.
  • Automatic in the Confirmed state: all the payments of your purchase will be created based on the purchase type and the number of schedules input. In the Confirmed state, the payment will be impacted in the reporting. In that case, everything is in order to make the payment as we consider that the invoice has been received and that the amount has been confirmed.
    This is quite convenient for your monthly rent for example as the amount are known beforehand and in the long run.
  • Automatic in the Payed state: all the payments of your purchase will be created based on the purchase type and the number of schedules input. In the Payed state, the payment will be impacted in the reporting. We consider the payment has already been made.
    This will be the case for the cash or debit card payments.


Following up on the payments 

To easily follow up on the payments, here is what you need to do : 

Purchases > Payments sub-tab  

(Tip : click on the image to zoom in!)

Which is interesting in the Payments vieuw is to be able to open the advanced filters and choose the following value in the period filter: date expected of payment and choose "This month".    
Then, you can filter per purchases categories and also per payment state in order to only see the ones which are "confirmed" or "planned". This will enable you to check the amounts and change all the payments into the "confirmed" state.
Please note that the "Date" column corresponds to the date input in the purchase card whereas the "date expected of payment" corresponds to the invoice date to which we add the payment term (ex. net 30 days).

Once everything has been checked, you can decide extract the payments to be made within the month in an Excel format in order to send it to your accountant. Also, the export feature will give you the possibility to download all of the receipts/invoices and any other attached documents in a zip. file.


To go further 


To go further, you can decide to use the SEPA app as mentioned before. To do so, you need to add the bank details of your provider in the CRM and generate an XML file to make your payments on your bank interface.

If you're interested in this feature, please have a look at the following tutorial : Sepa 



We hope that this tutorial has been of any help and we invite you to let us know by voting in the dedicated section below.

If you still have other questions, feel free to get in touch with our Support team :

Reach out to our support team

Tel : (+33) 03 62 27 61 05


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