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148 lines
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==================================================
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Track costs of purchases, expenses, subcontracting
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==================================================
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Overview
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========
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Thanks to analytical accounting we can track costs of purchases,
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expenses and subcontracting in the accounting module.
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We'll take the following example. We sold a consulting package for a
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customer. The package is all inclusive meaning no extra cost can be
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added. We would however like to follow which cost were attached to this
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transaction as we need to pay for purchases, expenses, and
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subcontracting costs related to the project.
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Configuration
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=============
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The following modules needs to be installed to track cost. Enter the app
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module and install the following apps:
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.. list-table::
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- - .. image:: purchases_expenses/purchase01.png
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- .. image:: purchases_expenses/purchase02.png
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- .. image:: purchases_expenses/purchase03.png
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Please note that the applications provided by these apps only allows us
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to **track** the costs. We won't be able to automatically re invoice
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those costs to our customers. To track and **re invoice costs** you
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should install the Sales management app as well.
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.. image:: purchases_expenses/purchase04.png
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:align: center
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Enable Analytical accounting
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----------------------------
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Next step is to activate the analytical accounting. In the accounting
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app, select :menuselection:`Configuration --> Settings` and thick the Analytic
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accounting box.
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.. image:: purchases_expenses/purchase05.png
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:align: center
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Moreover, scroll down and tick the **Analytic accounting for purchases**
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box.
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.. image:: purchases_expenses/purchase06.png
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:align: center
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Don't forget to save your changes.
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Create an Analytical account.
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=============================
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First of all you should create an Analytical account on which you can
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point all your expenses. Enter the accounting app, select
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:menuselection:`Configuration --> Analytic Accounts`. Create a new one. In this
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case we will call it "consulting pack" for our customer Smith&Co.
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.. image:: purchases_expenses/purchase07.png
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:align: center
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We will point all our costs to this account to keep track of them.
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Record an expense
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=================
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We start by booking an expense. Our
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IT technician had to take a train to go see our customer. He paid for
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his ticket himself.
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Create an expense product
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-------------------------
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We first need to create an expense product. Enter the **Expense** module,
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Click on :menuselection:`Configuration --> Expense Products`. Create a new product
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called Train ticket and set the cost price to 15.50 euros. Make sure the **Can be
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expensed** box is ticked.
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.. image:: purchases_expenses/purchase08.png
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:align: center
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Book the expense
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----------------
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Enter the Expense module, click on :menuselection:`My expenses --> Create`. Select the
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Train ticket product and link it to the analytical account discussed
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above.
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.. image:: purchases_expenses/purchase09.png
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:align: center
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Submit to manager and wait for the manager to approve and post the
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journal entries.
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Create a Purchase Order linked to the analytical account
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========================================================
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Purchase Product
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----------------
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We also need to buy a software for our customers. In the purchase app
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create a purchase order for the software product.
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Within the line we can link the product's cost with the analytical
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account. Specify the order line and select the correct analytical
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account. Confirm the sale.
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.. image:: purchases_expenses/purchase10.png
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:align: center
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Accept the delivery and enter the invoice. Once the invoice is entered the cost
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price (**Vendor Price** field) will be booked in the analytical account.
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Subcontracting
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--------------
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The purchase module can be used in the same way as seen previously to
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handle subcontracting. if we purchase a service from another company we
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can re invoice this cost by linking the purchase order line to the
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correct analytical account. We simply need to create the correct vendors
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product.
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.. note::
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You can also track cost with timesheets, see: :doc:`timesheets`
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Track costs in accounting
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=========================
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Now that everything is booked and points to the analytical account.
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Simply open it to check the costs related to that account.
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Enter the accounting module, click on :menuselection:`Advisers --> Analytic Accounts
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--> Open Charts`.
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Select "consulting pack - Smith" and click on the cost and revenue
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button to have an overview of all cost linked to the account.
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.. image:: purchases_expenses/purchase11.png
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:align: center
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.. note::
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If you would like to have the revenue as well you should
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invoice the Consulting Pack in the Invoice menu and link the invoice
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line to this same analytical account.
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