The purchase module can be used for several purposes in Boond, including managing your structure purchases and thus your provider invoices (for subcontracting purchases, it's here).
Feel free to watch the webinar on purchases presented in May 2021:
Purchase Configuration
By default in Boond, you can create a purchase of miscellaneous type or a service purchase. The service purchase is reserved for external collaborators on assignment, whereas miscellaneous purchases correspond to expenses related to your company.
To improve your management of structure purchases, you can create several categories.
Configuration in Administration
For this part, you need access to Administration.
You can absolutely use the purchase module without changing the default settings offered by Boond.
At the Legal Agency Level
Follow the path below:
Administration > Legal agency > click on the desired agency > Advanced Configuration tab > Purchase Settings section
Here you can specify the default configuration you want to find when creating a purchase, with the aim of saving time during entry.
You can customize these elements directly on your purchase record if needed.
At the Global Settings Level
As mentioned above, you can create several purchase categories. This will help you use filters more efficiently to find your purchases, but also categorize and analyze them thanks to reporting. Here is the path to follow:
Administration > Global settings > Miscellaneous > Purchase categories
Remember to save.
Warning
Any change in configuration impacts your tool. Thus, if an existing category is renamed, all affected records will have the information modified as well.
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Creating Structure Purchases
Purchases > Purchase view
Press the + button at the top right to create a purchase. You will then access the purchase record.
Configure the purchase
On your purchase record, you just need to specify:
The title of your purchase
Its type: unit, monthly, quarterly, annual
Its date and its duration according to its type
The unit amount excluding VAT or the amount for each installment
The quantity
The purchase category
All this information will allow Boond to calculate the overall amount of the purchase but also allocate it to the right place in your reporting.
On the right, you can then check the payment terms and method as well as the VAT to apply.
Before saving, you can choose to automatically create the payments that will be associated with the purchase and set them to planned, confirmed, or settled status. This feature allows you, for example, to anticipate your rent costs for all upcoming months and thus highlight them in reporting ("operating cost" and "structure purchases" indicators).
To go further, you can also link the purchase to a provider previously created in your CRM (company + associated contact) and thus easily find your purchases. This will also allow you to assign them an IBAN and directly generate an XML file to integrate into your banking interface to carry out your transfer orders.
To learn more, feel free to watch the tutorial on the App SEPA.
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Manage Payments
Configure Payments
From your purchase record, in the "Additional information" section, you can choose:
Payment terms to apply: this will then determine the payment date
For example, if the invoice is received on March 31 and you indicated in the payment terms "30 days net," then the scheduled payment date will be April 30.Payment method: transfer, credit card, direct debit, ...
This will allow you to filter by payment method in the payment view of the Purchase module but also use Sepa to pay only purchases by transfer, for example.VAT to apply to your purchase.
Create Payments
Payments can be created automatically or manually depending on the option chosen when saving your purchase record for the first time.
What impact?
Manual: you will have to manually create each payment line in the relevant tab.
Automatic in Planned status: all payments for your purchases will be created based on the selected type and number of installments. In Planned status, the payment will not be taken into account in reporting; here we assume you have not received the final invoice and are therefore potentially not yet certain of the amount.
Automatic in Confirmed status: all payments for your purchases will be created based on the selected type and number of installments. In Confirmed status, the payment will be included in reporting. In this case, everything is in order to launch the payment; we assume you have received the invoice and confirmed the amount.
This is useful for rent, for example, as amounts are known in advance and you thus have a more precise view of your reporting over time.Automatic in Settled status: all payments for your purchase will be created based on the selected type and number of installments. In Settled status, the payment will be included in reporting. We assume the purchase has already been paid.
This will be the case, for example, for cash payments by credit card.
Track Payments
To easily track payments, here is the path to follow:
Purchases > Payments view
What is interesting in the Payments view is to open the advanced filters and choose in period: scheduled payment date and select "this month."
You can then filter on the purchase categories you are interested in, but also the state of payments to see only those in "confirmed" or "planned" status. This allows you to check the amounts and set all your payments to "confirmed" and thus prepare the payment of expenses for the month.
Note that the "Date" column corresponds to the date indicated in the purchase record, whereas the "scheduled payment" column corresponds to the invoice receipt date to which the scheduled payment terms are added (e.g., 30 days net).
Once the verification is done, you can choose to export to Excel the list of your scheduled payments for the month to send to your accountant. The export function allows you to download all supporting attachments in a zip file.
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Go Further
To go further with payment processing, you can use the SEPA App as mentioned above to integrate your providers' IBANs and thus generate an XML file that will allow you to carry out your transfer orders.
If you are interested in this feature, you can check out the tutorial: Sepa