Aimz

Contracts and purchases with subcontractors and suppliers, with payment plans and options.

Purchasing

What purchasing is in AIMZ, the difference between a purchase and a contract, and how purchasing takes over the budget's role in the final forecast.

Under More information you enter a description of what the contract covers, from and to dates, contract type and contract manager.

Which fields are under "More information" on a contract?

Planned is not ordered yet, Purchased is signed or completed, and Ongoing is used when start, end and total are not defined, for example for hourly work.

What do the statuses Planned, Ongoing and Purchased mean on a purchase?

About options in the Purchasing module and how to activate them

What are options and how do I trigger them?

What the module is and how it connects to the rest of AIMZ.

Overview

How do I see a complete purchasing overview for the project?

Check the contract in Purchasing and choose Delete in the menu. First check that no invoices are linked to it.

How do I delete a contract or a purchase?

No. You enter purchases in Purchasing or under the General tab on the production code. Then you link the change order to the contract.

Can I create a purchase from the change order window?

Open the contract in Purchasing, click edit and set the actual signed value. This value goes into the final forecast.

How do I change the contract value on a purchase?

Enter the cost on a separate production code. If the code doesn't exist, create it manually in Prod. codes with a budget equal to cost price.

How do I enter a transferred contract that was not in the estimate?

Select New contract, enter name, type and supplier, add a cost line with status, production code and amount, upload the contract and save.

How do I register a new contract in Purchasing?

Open the contract or purchase in Purchasing, go to the Attachments tab and click Upload.

How do I upload the contract document for a purchase?

Give the contract a name that describes the work, and put the supplier in its own field. Then you can group by supplier and code.

How should I name contracts and purchases in Purchasing?

The Purchasing table can be customized like other tables. Set up the columns as in the procurement plan you use in Excel, and save the layout as a shared profile.

How do I customize the purchasing overview to resemble our procurement plan?

Click the contract inside the production code to see the figures for that contract only: posted, change orders, index regulation (LPS) and counter claims.

How do I track one contract when several contracts are on the same production code?

Create a separate purchase of the type Purchase for the own production, alongside the subcontractor contract, and link the vouchers to it.

How do I track own production on a production code that also has a subcontractor contract?

Create a purchase of the type Purchase for materials and link the material invoices to it, or split labour hours and materials into two production codes in the estimate.

How do I separate materials from labour hours on a production code for own production?

Enter planned purchases with the estimated amount (status Planned). The final forecast then matches the estimate until the contracts are signed.

How do I keep the final forecast at estimate level before the contracts are signed?

The final settlement is on the contract under Summaries. It is correct as long as invoices are linked to the contract and the right change orders.

Where do I find the final settlement with a subcontractor?

How to

How changes affect the purchasing overview

What happens to the purchase when I register a change?

Only people who have a user in AIMZ can be selected as contract manager. The person must therefore be given access before you can select them.

Who can be selected as contract manager?

One sum is enough, and that is what most people do. If you need item level on the contract, AIMZ can help you import the items from Excel.

Do I have to enter the purchase per item, or is one sum enough?

Yes. Add several cost lines to the contract, each on its own production code. We still recommend one production code per contract.

Can one contract be split across several production codes?

It happens when production codes are deleted afterwards, for example with a new estimate. Edit the contracts in Purchasing and enter the production code again.

Why do some contracts have no production code, and how do I link them to one?

Tick the incorrectly registered purchases in Purchasing and choose Delete, and link the invoices to the existing contract instead.

I entered installments as separate purchases. How do I clean up?

AIMZ also shows invoices that are received or in workflow in the accounting system. You can process them in advance, or wait until they are posted.

Why do I see unprocessed invoices on the contract?

Why posted can exceed the Final Forecast on a contract, and three ways to sort it out.

What do I do when the posted amount on a contract is higher than the contract amount?

The difference between linking an invoice to a purchase and linking it directly to the production code — and where the invoice is then shown.

Should I link the invoice to the purchase or to the production code?

Invoices linked to a purchase with status Planned are not shown under Produced. Set the purchase to Purchased once it has been ordered.

Why aren't invoices shown as posted on a purchase with status Planned?

Answers to common questions and what to do when something looks wrong.

FAQ and troubleshooting

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