AnsweredAssumed Answered

How to process invoices for projects?

Question asked by TomVerkooijen on Feb 23, 2011
Latest reply on Feb 24, 2011 by Chris_Hackett
We are recording 3rd party vendor invoices against projects in Clarity. These are expense resources, since there are no hrs associated with the invoices (e.g., HW/SW). We set the vendor up in the rate matrix with a cost of $1/unit. We enter the invoices via transaction entry and use the dollar amount for units and enter cost $1.

We run our cost plans by charge code (copy from assignments). The cost plan does not reflect the invoices well:
1) Cost for Actuals shows invoice amount
2) Total Cost does not
3) Unit for Actuals shows invoice amount (this makes sense, given how we're entering the transaction)
4) Total Units show 1 for each invoice entered

If we enter the transaction with unit 1 and use the invoice amount for the cost, then we see the following:
1) Cost for Actuals shows invoice amount
2) Total Cost does not
3) Unit for Actuals shows 1 for each transaction entry
4) Total Units show 1 for each invoice entered

I was hoping to this second scenario by adding the resource to a task in the WBS with an ETC for the inovice amount. However, this does not change the Total Cost or the Total Units.

How can we process vendor invoices, which are not hourly type invoices? Outside of HW/SW, think about vendors delivering a fixed-fee service.

Outcomes