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Purchase management

Purchases (also known as expenses, external costs, etc.) can include anything from goods to services. Along with work hours, they form part of the overall cost of a project.

MANAGEMENT > Projects > [Project] > Purchases

In the Purchases tab of a project, you will find two sections:

  1. Budget account
    Here, you can view and manage the project’s budget accounts. You can set the amount available for each budget account.

  2. Purchases
    This section shows a list of existing purchases. You can:

  3. Create new purchases
  4. Create recurring purchases
  5. Import purchases from a CSV file

Purchase creation

When creating a new purchase, you can: - Set the name and description - Select the budget account it will draw from - Choose the purchase type - Specify the provider - Select the status

If the status is one that indicates an “actual value” you can enter the purchase’s actual amount. You can also attach documents and view the status history.

Purchase projection section

You can link the purchase to a task. In doing so, the purchase’s due date will align with the task’s start or end date, and you can set a gap (offset). You can also specify the projected amount here.

Purchase actual amount section

This becomes available if the purchase status is of an “actual value” type. Enter the confirmed amount in this section.

Custom fields section

If you have created any custom fields, they will appear here.

After you create a purchase, the projected and actual amounts will be reflected in the corresponding budget account.

Project Task Purchases tab

MANAGEMENT > Projects > [Project] > Tasks > [Task] > Purchases

This tab displays purchases that were created in or assigned to a specific task. It serves as a quick reference to see all purchases related to that task.

How purchases affect the project budget

In the Budget section of the project, you’ll typically see three main blocks: 1. Top-Down Budget
This is manually set at the beginning of the project, indicating the total amount available. 2. Bottom-Up Estimated
This reflects the sum of all amounts of the budget accounts, including projected purchases. 3. Actual Values
This shows the sum of all purchases that have an “actual value” status.

Purchase parameters

Main menu navigation: CONFIGURATION > Parameters

Under Purchase Parameters, you can define: - Purchase types - Purchase statuses

In the Purchase Status tab, you can specify which statuses count as “actual value.” Once marked, these purchases will be included in the project’s actual cost.

Purchase invoicing

ORGANIZATION > Cost Management

The Purchase Invoicing option displays all purchases across all projects and services. You can filter the list based on different criteria. This feature is especially useful for users who need to manage and review purchases without requiring access to individual projects.