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Orders / Invoices

Marco De Tullio
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Orders

Managing orders is an essential part of successful construction cost management. smenso provides a comprehensive solution for managing and controlling orders and invoices. Here are the main features and benefits of our order management:

 

Overview and management of orders

  1. Access to orders and invoices: Via the views, users can quickly access an overview of orders and invoices.
  2. Order creation: When creating a new order, a custom label can be assigned. An automated order title is generated based on the order ID and the label. This title is important for later linking to invoices.
  3. Flexible order naming: The order title can be freely defined to include additional information such as vendors or customer-specific data.

Allocation to Cost Control Units (CCU)

  1. Assigning CCU: Users can allocate the order to a specific Cost Control Unit (CCU). The remaining budget of the CCU is displayed.
  2. Service catalog: Services can be freely defined or selected from the standard service book, which is integrated into the project service catalog.

Basic data and costs

  1. Entering basic data: Important basic data such as internal numbers, order numbers, trades, cost groups, procurement types, and vendors can be captured. Vendor information can be synchronized and imported from ERP or CRM systems.
  2. Cost entry: Costs can be entered net, and VAT is calculated automatically. The payment status and the remaining budget of the cost groups are also displayed.
  3. Change order management: Change orders are created as sub-records and can be managed separately. There are special templates for change orders.

Guarantees and special conditions

  1. Guarantees and deductions: Users can record various types of guarantees and deductions, such as performance bonds, defects, site power deductions, etc.
  2. Additional settings: Automated cash discounts and remarks can be added. It is possible to set follow-ups for reminders.

Workflow and approval

  1. Order workflows: Orders pass through various workflow steps such as Draft, Approval for dispatch, Processing, and Completion. Each step can be equipped with an approval workflow to ensure all necessary approvals are obtained before the order is awarded or created in the ERP system.

Additional features

  1. Order cover sheet: An order cover sheet can be generated that summarizes all relevant information (not available in the test system).
  2. Integration with ERP systems: Order management is compatible with ERP systems such as SAP to ensure seamless integration and data transfer.

smenso’s order management for construction provides a comprehensive, flexible, and user-friendly platform for efficiently managing and controlling orders and invoices. Through integration with existing systems and the ability to accommodate specific user requirements, we ensure your projects are executed smoothly and successfully.

 

Invoices

 

The functions for recording, editing, and managing invoices are based on previously created orders. Here are the main features and benefits of our invoice management:

 

Integration and inheritance of order information

  1. Linking to orders: When creating a new invoice, the corresponding order is selected. Information such as vendor, cost group, order number, and deductions, etc. is automatically inherited from the order.
  2. Automatic data transfer: This feature ensures that no important details are missed and reduces manual effort. Users can adjust the transferred data if needed.

Recording and editing invoices

  1. Invoice basic data: Capture invoice date, receipt date, invoice number, and internal ID. This ensures complete and precise documentation.
  2. Cost details: Enter net amount, VAT, discounts, and deductions. Automatic calculation of cash discount and other deductions based on the order information.
  3. Payment status: Mark the invoice as a final payment and optionally print payment instructions.

Workflow and approval

  1. Individual workflows: Invoices pass through various approval stages such as technical review, commercial review, approval for payment, and payment. These workflows are individually configurable and can be tailored to specific customer requirements.
  2. Workflow configuration: A user-friendly settings menu allows workflows to be adjusted and optimized as needed.

Overview and control

  1. Tabular overview: All orders and invoices are displayed in a clear table. Information such as remaining CCU budget, order gross, order plus change order gross, invoices gross, payment status, and commitments is visible at a glance.
  2. Detailed information: In addition to the standard information, further custom columns can be added to keep all relevant data in view.

Adaptability and flexibility

  1. Column customization: Users can add new columns and adjust existing ones as needed to create a personalized view.
  2. Planning integration: The overview facilitates planning and replanning by showing which budgets have already been allocated and which are still available.

Through seamless integration with order management and the ability to customize workflows, we ensure that your projects are executed smoothly and efficiently.

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