Settings for receiving invoices and tracking costs

In order to receive invoices from suppliers and subcontractors, referred to below as resources, and to be able to track their costs properly, you may need to customise resource prices, configure resource settings and add blank cost price items to your price lists. You can find details of how to configure these settings in this guide.

Step 1. Create and customise resource price collections

Start by making sure you have a suitable resource price, or create one. Proceed as follows:

1. Click on Register > Ressursi hinnakujunduse seaded.

2. Select a resource pricing from the list on the left or create a new one by clicking on and entering the basic data that will apply to it.

3. If you have a price list for the supplier or subcontractor, select it from the Hinnakiri drop-down list. If you do not want to use a price list, select [puudub].

   The resource pricing must be able to generate a cost, by having a price list or generating a fee factor (commission).

4. Make sure the Kliendihinna ressursi väärtuse osakaal, kui hinda ei arvutata checkbox is deselected.

   Two instances when the Kliendihinna ressursi väärtuse osakaal, kui hinda ei arvutata checkbox should be selected are:

   • if your supplier/subcontractor should receive a percentage share of your customer price resource value. In that case, give Tasude tegur the value of the percentage share you want the supplier/subcontractor to receive,

   • if you want to create “empty” cost price items where you enter the price of the order yourself. In that case, give Tasude tegur the value 0%.

5. Click on Salvesta to save all changes.

Step 2. Settings for suppliers and subcontractors

To set up tracking of costs for a resource that sends an invoice, proceed as follows:

1. Click on Register > Hankijad or Register > Alltöövõtjad.

2. Select the resource you want to work on from the list on the left or click on to create a new one.

3. Go to the Hinnakujundus ja arveldamine tab.

4. Select the required price collection from the Ressursi hinnakujundus drop-down list.

5. Select the Saadab arvet checkbox.

6. If you want the expected cost of the resource’s invoice to be automatically entered on orders and shipments, select the Loo sisseostuhinnaga üksused automaatselt checkbox.

   Please check that you do not to have both manual and automatic cost price items on an order. This produces double the costs in the resource invoice.

7. Click on Salvesta to save all changes.

Step 3. Settings in price lists

To prepare your price lists to enable resources to send invoices, you need to make sure that there is an empty price item such as Maksumus used to show the expected and actual cost of resources. Proceed as follows:

1. Click on Majandus > Hinnakirjad.

2. Open the Price lists folder by clicking on .

3. Select a price list that will serve as the master price list for all the price lists that can be used with the supplier or subcontractor and create a cost price item with a 0 price in that price list. This is done as follows:

   1. Open the master price list, by clicking on to the left of the folder, and open the Price items folder in the same way.

   2. If the folder contains price items, click on each price item folder and check whether any of them have Maksumus selected in the Hinnaartikli tüüp drop-down list and a price of 0.

      There should be only one cost price item in each price list. If there are several, it can cause errors in the tracking of resource costs.

   3. If the price list does not contain a cost price item, click on to create a new one. Select Maksumus from the Hinnaartikli tüüp drop-down list and give the price item a price of 0.

      Maksumus price items should always have a price of 0. Work on the price collection in resource pricing instead of doing it directly on the cost price item.

   4. Click on Salvesta to save all changes.

4. Go to each price list that it should be possible to use with the supplier or subcontractor and select the master price list from the Peamine hinnakiri drop-down list. Don’t forget to save the change in each price list.

See also