Fresh Projects

00:00: This article explains how to create and manage purchase orders and expenses in Fresh

00:04: Projects.

00:06: You will learn how to capture orders,

00:08: select projects and suppliers, enter details, and submit for approval.

00:14: Let's take a look at how to generate a Purchase Order

00:19: In the Main Menu, click "Capture"

00:22: Then,

00:23: click the "Purchase Order" tab.

00:26: Click "New Purchase Order" to start creating a new purchase order.

00:32: The first options you will see is the currency selection as well as the date

00:36: selection.

00:38: Next, you can proceed to select the project allocation area.

00:43: Then,

00:44: you can proceed to select the project and sub-project to which the purchase order

00:48: will be allocated.

00:50: After you have allocated the right project and sub-project, click "Save selections".

00:56: You can also attach your supplier's quotation to the purchase order.

01:00: To do this,

01:01: drag and drop the file into the Quotation field, or click the upload icon to find it

01:06: on your computer.

01:08: Uploading a quotation is optional,

01:10: but it keeps your supporting document with the purchase order.

01:15: Next,

01:16: in the PO Reference box,

01:17: enter the reference number for your purchase order.

01:21: In the PO Notes box,

01:22: you can also add any notes about the purchase order,

01:26: such as delivery notes.

01:29: In the Supplier field,

01:30: start by typing the name of your supplier and then select your supplier from the

01:34: dropdown.

01:36: Please note that you need to have a contact already set up in Fresh Projects as a

01:40: "Supplier" type.

01:43: This can be set up under Contacts.

01:46: Using the dropdown icon,

01:48: specify the Expense Type for your Purchase Order.

01:52: Under the Breakdown section,

01:54: you can choose how detailed your purchase order should be.

01:58: To break the purchase order down into individual items, click "Detailed".

02:03: Select "None" instead if you only want to enter a single amount.

02:08: With "Detailed" selected, an item table appears,

02:11: where each line has an item name, a quantity, a rate and a total.

02:17: To start, click the item name field and type the name of the item or service you are

02:22: purchasing.

02:24: Next, enter the quantity and the rate for the item,

02:27: then click "Add item" if you need another line.

02:31: The Total column calculates automatically.

02:35: The Amounts at the top update as you add items.

02:40: If you added an item by mistake, click the red bin icon at the end of that row to

02:44: remove it.

02:46: A purchase order can hold more than one expense.

02:50: To add a further expense, click "Add Expense".

02:54: In the new Expense section,

02:56: open the Expense Type dropdown and select the correct expense type.

03:01: Next,

03:02: click the "Amount Excluding VAT" field and enter the amount excluding VAT.

03:07: The top listed amounts are calculated for you.

03:12: Before saving,

03:13: you can add some extra information to your expense using the Description and

03:16: Internal Note boxes.

03:20: Use the Description box for text you want to appear on the purchase order document.

03:25: Use the Internal Note box for notes that only your team will see.

03:30: When you are happy with the details,

03:32: click "Save purchase order" to save it as a draft.

03:36: Next we will look at how to submit and approve a purchase order.

03:41: Your purchase order now appears in the Drafts list,

03:44: showing the project,

03:45: supplier,

03:46: expense type and amount.

03:49: To see more options,

03:50: click the three dots under "More" at the end of the line.

03:54: From this menu, you can duplicate or delete the draft purchase order.

03:59: If you need to change the purchase order before submitting,

04:02: click "Edit" under Detail.

04:05: When you are ready,

04:06: click "Submit" on the purchase order to send it for approval.

04:10: To send all of your drafts at once,

04:12: click "Submit all purchase orders" at the top of the dashboard.

04:17: Now,

04:18: the approver clicks "Approvals" in the Main Menu.

04:22: The submitted purchase order no longer shows under Drafts.

04:27: Then,

04:28: click the "Purchase Orders" tab to see the purchase orders waiting for approval.

04:33: The number on each tab shows how many items are waiting.

04:38: Your purchase order is listed here.

04:41: To preview it,

04:42: click the purchase order icon on the line.

04:46: A summary opens,

04:48: showing the project,

04:49: supplier,

04:50: date and who created the purchase order.

04:54: The status is shown at the top,

04:55: which is Draft until the purchase order is approved.

05:00: Below that, the items are listed with their amounts and the amount allocated so far.

05:06: To see everything on the purchase order,

05:08: click the "View details" or "i" icon.

05:12: Review the purchase order.

05:15: To close this window without making any changes,

05:18: click the X in the top right corner.

05:22: The top section shows the expense type and the amount excluding and including VAT.

05:28: The Overview shows the date, approver,

05:31: project,

05:32: sub-project, supplier and any note.

05:36: Any quotation uploaded to the purchase order shows under Attachment.

05:41: To approve,

05:42: click "Approve",

05:43: or click "Reject with note" to reject it with a reason.

05:48: Back on the list,

05:49: click the tick icon on the purchase order row to approve it.

05:53: Click the cross icon instead if you need to reject it.

05:57: Next, click "Submit" in the top right corner to finalise the approval.

06:03: Alternatively, "Approve all" lets you approve everything on the tab in one go.

06:09: Now we will look at reviewing and revising the purchase order.

06:14: Click "Insight" in the Main Menu.

06:17: On the Insight page,

06:19: click "Time & Expense Explorer".

06:21: This lets you explore time and expense costs across all projects and employees,

06:26: compared to planned.

06:29: Then,

06:29: click the "Purchase Orders" tab to manage and review all of your purchase orders.

06:35: Use the date range at the top to show the purchase orders captured in that period.

06:41: Here you can view all the details for each purchase order.

06:45: To unsubmit or revise the amount of a purchase order,

06:48: click the three dots under "Actions" at the end of the line.

06:53: Each row displays the date,

06:55: PO number,

06:56: project,

06:56: supplier,

06:57: expense type,

06:58: and status.

07:01: The amounts are presented both excluding and including tax.

07:06: The Allocated and Allocated % columns indicate how much of the purchase order

07:11: has been utilized by expenses.

07:14: If the amount of an approved purchase order changes,

07:17: click "Revise amount".

07:20: In the Revise Purchase Order window, update the amount in the "New amount" row.

07:25: The current amount is shown above it for reference.

07:29: Then, in the Reason box, explain why the amount is changing,

07:33: for example "Price increase".

07:36: The reason is required.

07:39: Finally,

07:40: click "Revise" to apply the new amount.

07:44: The purchase order now reflects the updated amount.

07:47: The PO number has been assigned a "dash 1" revision suffix.

07:52: Next,

07:53: you can view your purchase order and see how it integrates with your project

07:56: dashboard.

07:58: To access the project,

07:59: simply click on the project name.

08:03: The project opens on its Dashboard.

08:06: Now,

08:07: click the "Budget & Fee" tab.

08:10: Under the Purchase Orders column,

08:12: you can see the amount raised in purchase orders for each sub-project.

08:18: Let's now take a look at how to allocate an expense to a purchase order.

08:23: Click "Capture" in the Main Menu.

08:26: Then, click the "Expenses" tab.

08:30: Click "New Expense" to start capturing a new expense.

08:35: Open the Expense Type dropdown and select the expense type.

08:40: The expense type must match the expense type on your purchase order.

08:45: Next,

08:46: click the Project field,

08:48: then select your project and sub-project.

08:52: Use the filters on the left or the search bar to find your project.

08:56: The Recent, Favourites,

08:58: Planned and All buttons help you narrow the list.

09:02: Then, open the Supplier list and select your supplier.

09:06: The supplier must match the supplier on your purchase order.

09:11: Click the "Amount Excluding VAT" field and enter the amount of the expense excluding

09:16: VAT.

09:17: The VAT and Totals are calculated for you.

09:21: A Purchase Order field now appears on the right.

09:25: Open the Purchase Order dropdown and select the purchase order this expense should

09:30: be allocated against.

09:33: Each purchase order is listed with its PO number and amount.

09:38: Your purchase order is now linked to the expense.

09:42: To see its details,

09:43: click the purchase order icon next to the field.

09:48: A pop-up shows your original purchase order for your reference.

09:53: The project,

09:54: supplier, date, created by and approved by details are shown at the top.

10:00: The Allocated column shows how much of each item has already been used.

10:05: Before saving, you can drag and drop a receipt or supporting document.

10:11: Enter your supplier's invoice number in the Reference field.

10:16: Use Notes to add comments for your approver.

10:20: Leave "This expense is billable" ticked if the expense should be billed to the client.

10:26: Finally, when you are happy,

10:28: select "Save expense" to save the expense as a draft.

10:33: The draft expense will now appear in the dashboard.

10:36: The three dot icon menu lets you duplicate or delete a draft expense.

10:41: Once happy,

10:42: click "Submit" to send the expense for approval.

10:46: Next, we will examine the process of approving an expense and tracking the spending

10:51: against the purchase order.

10:54: Head to the "Approvals" dashboard.

10:57: Then, click the "Expenses" tab to see the expenses waiting for approval.

11:03: Find your expense in the list and click the tick icon to approve it.

11:08: Each row shows the project, who captured it, the date, the expense type, the supplier

11:14: and the amount.

11:16: Next, click "Submit" in the top right corner to finalise the approval.

11:22: Now,

11:22: click "Insight" in the Main Menu.

11:26: Click "Time and Expense Explorer" again.

11:29: Then,

11:30: click the "Purchase Orders" tab to focus on your purchase order data.

11:35: Locate your purchase order.

11:38: You can now see how much of it has been allocated to actual expenses.

11:44: The status changes to "Partially Allocated" until the full amount has been used.

11:50: The remaining portion is how much your supplier can still invoice you.

11:55: The Actions menu is still available after expenses have been allocated.

12:00: Click the three dots at the end of the row.

12:04: You can still use "Revise amount" if the purchase order amount needs changing.

12:10: Otherwise, click the project name to go back to your project.

12:15: Now,

12:15: click the "Budget & Fee" tab.

12:19: You can now track your spend against the purchase order.

12:23: The Purchase Orders column shows the amount raised on the purchase order.

12:29: The Actual Cost column shows the amount that has been allocated to expenses.

12:34: This article has now guided you through creating,

12:37: submitting, and managing purchase orders and expenses within Fresh Projects.