Expense Management in OFBiz

[Tejas Khanna]

Dear All,
We would like to propose the idea of introducing support for Expense
Management within any kind of business. Many a time a variety of expense
type(consumable) item & services like stationery, office supplies, computer
accessories, monthly services etc. are supplied to multiple locations of
the company by different vendors. But they don't necessarily follow the
same procure to pay process as that of regular saleable merchandise
supplied by other vendors.

A typical business case could be that a vendor of stationary items or a
vendor responsible for delivering hardware maintenance services sends
consolidated invoice to Corporate office against multiple
shipments/delivery of such items/services at different company locations
without necessarily having a systemic Purchase Order in place. but still,
it all requires to be tracked and reconciled against receipts at each
location and properly vouched for accounting purposes to release the timely
payment to vendors.

In order to support the AP processing, such kind of invoices need to be
vouched with respect to each vendor and payment needs to be processed by
accounting for such multiple vouchers within any given accounting period
for the corresponding vendor.

We are planning to implement this voucher based invoice processing feature
in Ofbiz soon and would welcome any kind of early inputs/feedback/past
experiences.

Thanks
Tejas Khanna
HotWax Systems

[Arun Patidar-2]

Hi Tejas,

Managing company expenses separately using voucher is a good idea. Looks
like you are going to use existing Invoice data model for creating voucher.

--
Thanks & Regards
---
Arun Patidar


On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <
[hidden email]> wrote:

> Dear All,
> We would like to propose the idea of introducing support for Expense
> Management within any kind of business. Many a time a variety of expense
> type(consumable) item & services like stationery, office supplies, computer
> accessories, monthly services etc. are supplied to multiple locations of
> the company by different vendors. But they don't necessarily follow the
> same procure to pay process as that of regular saleable merchandise
> supplied by other vendors.
>
> A typical business case could be that a vendor of stationary items or a
> vendor responsible for delivering hardware maintenance services sends
> consolidated invoice to Corporate office against multiple
> shipments/delivery of such items/services at different company locations
> without necessarily having a systemic Purchase Order in place. but still,
> it all requires to be tracked and reconciled against receipts at each
> location and properly vouched for accounting purposes to release the timely
> payment to vendors.
>
> In order to support the AP processing, such kind of invoices need to be
> vouched with respect to each vendor and payment needs to be processed by
> accounting for such multiple vouchers within any given accounting period
> for the corresponding vendor.
>
> We are planning to implement this voucher based invoice processing feature
> in Ofbiz soon and would welcome any kind of early inputs/feedback/past
> experiences.
>
> Thanks
> Tejas Khanna
> HotWax Systems
>

[Sanjay Yadav]

Nice idea, Tejas!

On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <[hidden email]> wrote:

Dear All,
We would like to propose the idea of introducing support for Expense
Management within any kind of business. Many a time a variety of expense
type(consumable) item & services like stationery, office supplies, computer
accessories, monthly services etc. are supplied to multiple locations of
the company by different vendors. But they don't necessarily follow the
same procure to pay process as that of regular saleable merchandise
supplied by other vendors.

A typical business case could be that a vendor of stationary items or a
vendor responsible for delivering hardware maintenance services sends
consolidated invoice to Corporate office against multiple
shipments/delivery of such items/services at different company locations
without necessarily having a systemic Purchase Order in place. but still,
it all requires to be tracked and reconciled against receipts at each
location and properly vouched for accounting purposes to release the timely
payment to vendors.

In order to support the AP processing, such kind of invoices need to be
vouched with respect to each vendor and payment needs to be processed by
accounting for such multiple vouchers within any given accounting period
for the corresponding vendor.

We are planning to implement this voucher based invoice processing feature
in Ofbiz soon and would welcome any kind of early inputs/feedback/past
experiences.

Thanks
Tejas Khanna
HotWax Systems

[Tejas Khanna]

Hello Arun,
Thanks for appreciating the idea.
Yes, We will use the existing Invoice data model for implementing the
Expense management.

Thanks
Tejas Khanna
HotWax Systems

On Tue, Aug 1, 2017 at 2:21 PM, Arun Patidar <[hidden email]
> wrote:

> Hi Tejas,
>
> Managing company expenses separately using voucher is a good idea. Looks
> like you are going to use existing Invoice data model for creating voucher.
>
> --
> Thanks & Regards
> ---
> Arun Patidar
>
>
> On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <
> [hidden email]> wrote:
>
> > Dear All,
> > We would like to propose the idea of introducing support for Expense
> > Management within any kind of business. Many a time a variety of expense
> > type(consumable) item & services like stationery, office supplies,
> computer
> > accessories, monthly services etc. are supplied to multiple locations of
> > the company by different vendors. But they don't necessarily follow the
> > same procure to pay process as that of regular saleable merchandise
> > supplied by other vendors.
> >
> > A typical business case could be that a vendor of stationary items or a
> > vendor responsible for delivering hardware maintenance services sends
> > consolidated invoice to Corporate office against multiple
> > shipments/delivery of such items/services at different company locations
> > without necessarily having a systemic Purchase Order in place. but still,
> > it all requires to be tracked and reconciled against receipts at each
> > location and properly vouched for accounting purposes to release the
> timely
> > payment to vendors.
> >
> > In order to support the AP processing, such kind of invoices need to be
> > vouched with respect to each vendor and payment needs to be processed by
> > accounting for such multiple vouchers within any given accounting period
> > for the corresponding vendor.
> >
> > We are planning to implement this voucher based invoice processing
> feature
> > in Ofbiz soon and would welcome any kind of early inputs/feedback/past
> > experiences.
> >
> > Thanks
> > Tejas Khanna
> > HotWax Systems
> >
>

[Pierre Smits]

Hi all,

I like the idea. This is certainly part of the procurement/delivery
processes that can be quite complex.

We need to consider this:

   - does this need to tie in with an agreement? Deliveries should not be
   processed if no contract is in place (SLA, etc)
   - the deliveries that go directly to cost centers should go to a sub
   ledger to be able to track the expenses (and the appropriate gl
   transactions should be generated) and reconciliation
   - a purchase order can be generated periodically and automatically
   (based on the agreement id of the deliveries) to link all the deliveries of
   a given vendor/supplier for a given period
   - the invoice needs to be linked to agreement and purchase order

We need to keep aware that registrations may be disjunct in time. A
registration of a delivery of expense goods or services may happen later
than the invoice for the cost. Or even after a booking (fiscal) period has
been closed. Correction should be possible.

Best regards,


Pierre Smits

ORRTIZ.COM <http://www.orrtiz.com>
OFBiz based solutions & services

OEM - the independent OFBiz Extensions Marketplace
http://oem.ofbizci.net/oci-2/

On Wed, Aug 2, 2017 at 6:54 AM, Tejas Khanna <[hidden email]
> wrote:

> Hello Arun,
> Thanks for appreciating the idea.
> Yes, We will use the existing Invoice data model for implementing the
> Expense management.
>
> Thanks
> Tejas Khanna
> HotWax Systems
>
> On Tue, Aug 1, 2017 at 2:21 PM, Arun Patidar <arun.patidar@hotwaxsystems.
> com
> > wrote:
>
> > Hi Tejas,
> >
> > Managing company expenses separately using voucher is a good idea. Looks
> > like you are going to use existing Invoice data model for creating
> voucher.
> >
> > --
> > Thanks & Regards
> > ---
> > Arun Patidar
> >
> >
> > On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <
> > [hidden email]> wrote:
> >
> > > Dear All,
> > > We would like to propose the idea of introducing support for Expense
> > > Management within any kind of business. Many a time a variety of
> expense
> > > type(consumable) item & services like stationery, office supplies,
> > computer
> > > accessories, monthly services etc. are supplied to multiple locations
> of
> > > the company by different vendors. But they don't necessarily follow the
> > > same procure to pay process as that of regular saleable merchandise
> > > supplied by other vendors.
> > >
> > > A typical business case could be that a vendor of stationary items or a
> > > vendor responsible for delivering hardware maintenance services sends
> > > consolidated invoice to Corporate office against multiple
> > > shipments/delivery of such items/services at different company
> locations
> > > without necessarily having a systemic Purchase Order in place. but
> still,
> > > it all requires to be tracked and reconciled against receipts at each
> > > location and properly vouched for accounting purposes to release the
> > timely
> > > payment to vendors.
> > >
> > > In order to support the AP processing, such kind of invoices need to be
> > > vouched with respect to each vendor and payment needs to be processed
> by
> > > accounting for such multiple vouchers within any given accounting
> period
> > > for the corresponding vendor.
> > >
> > > We are planning to implement this voucher based invoice processing
> > feature
> > > in Ofbiz soon and would welcome any kind of early inputs/feedback/past
> > > experiences.
> > >
> > > Thanks
> > > Tejas Khanna
> > > HotWax Systems
> > >
> >
>

[Deepak Nigam]

+1 Tejas.

Thanks & Regards
--
Deepak Nigam
Technical Consultant/Team Lead
Hotwax Systems
www.hotwaxsystems.com

On Wed, Aug 2, 2017 at 12:07 PM, Pierre Smits <[hidden email]>
wrote:

> Hi all,
>
> I like the idea. This is certainly part of the procurement/delivery
> processes that can be quite complex.
>
> We need to consider this:
>
>    - does this need to tie in with an agreement? Deliveries should not be
>    processed if no contract is in place (SLA, etc)
>    - the deliveries that go directly to cost centers should go to a sub
>    ledger to be able to track the expenses (and the appropriate gl
>    transactions should be generated) and reconciliation
>    - a purchase order can be generated periodically and automatically
>    (based on the agreement id of the deliveries) to link all the
> deliveries of
>    a given vendor/supplier for a given period
>    - the invoice needs to be linked to agreement and purchase order
>
> We need to keep aware that registrations may be disjunct in time. A
> registration of a delivery of expense goods or services may happen later
> than the invoice for the cost. Or even after a booking (fiscal) period has
> been closed. Correction should be possible.
>
> Best regards,
>
>
> Pierre Smits
>
> ORRTIZ.COM <http://www.orrtiz.com>
> OFBiz based solutions & services
>
> OEM - the independent OFBiz Extensions Marketplace
> http://oem.ofbizci.net/oci-2/
>
> On Wed, Aug 2, 2017 at 6:54 AM, Tejas Khanna <tejas.khanna@hotwaxsystems.
> com
> > wrote:
>
> > Hello Arun,
> > Thanks for appreciating the idea.
> > Yes, We will use the existing Invoice data model for implementing the
> > Expense management.
> >
> > Thanks
> > Tejas Khanna
> > HotWax Systems
> >
> > On Tue, Aug 1, 2017 at 2:21 PM, Arun Patidar <arun.patidar@hotwaxsystems.
> > com
> > > wrote:
> >
> > > Hi Tejas,
> > >
> > > Managing company expenses separately using voucher is a good idea.
> Looks
> > > like you are going to use existing Invoice data model for creating
> > voucher.
> > >
> > > --
> > > Thanks & Regards
> > > ---
> > > Arun Patidar
> > >
> > >
> > > On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <
> > > [hidden email]> wrote:
> > >
> > > > Dear All,
> > > > We would like to propose the idea of introducing support for Expense
> > > > Management within any kind of business. Many a time a variety of
> > expense
> > > > type(consumable) item & services like stationery, office supplies,
> > > computer
> > > > accessories, monthly services etc. are supplied to multiple locations
> > of
> > > > the company by different vendors. But they don't necessarily follow
> the
> > > > same procure to pay process as that of regular saleable merchandise
> > > > supplied by other vendors.
> > > >
> > > > A typical business case could be that a vendor of stationary items
> or a
> > > > vendor responsible for delivering hardware maintenance services sends
> > > > consolidated invoice to Corporate office against multiple
> > > > shipments/delivery of such items/services at different company
> > locations
> > > > without necessarily having a systemic Purchase Order in place. but
> > still,
> > > > it all requires to be tracked and reconciled against receipts at each
> > > > location and properly vouched for accounting purposes to release the
> > > timely
> > > > payment to vendors.
> > > >
> > > > In order to support the AP processing, such kind of invoices need to
> be
> > > > vouched with respect to each vendor and payment needs to be processed
> > by
> > > > accounting for such multiple vouchers within any given accounting
> > period
> > > > for the corresponding vendor.
> > > >
> > > > We are planning to implement this voucher based invoice processing
> > > feature
> > > > in Ofbiz soon and would welcome any kind of early
> inputs/feedback/past
> > > > experiences.
> > > >
> > > > Thanks
> > > > Tejas Khanna
> > > > HotWax Systems
> > > >
> > >
> >
>

[Tejas Khanna]

Hello All,
Here is the ticket id to track the status and updates.
https://issues.apache.org/jira/browse/OFBIZ-9547
<https://www.google.com/url?q=https%3A%2F%2Fissues.apache.org%2Fjira%2Fbrowse%2FOFBIZ-9547&sa=D&sntz=1&usg=AFQjCNFziwBbPTg6WnEodZay3aGSYhXMwQ>

Thanks
Tejas Khanna
HotWax Systems

On Wed, Aug 2, 2017 at 6:16 PM, Deepak Nigam <[hidden email]
> wrote:

> +1 Tejas.
>
> Thanks & Regards
> --
> Deepak Nigam
> Technical Consultant/Team Lead
> Hotwax Systems
> www.hotwaxsystems.com
>
> On Wed, Aug 2, 2017 at 12:07 PM, Pierre Smits <[hidden email]>
> wrote:
>
> > Hi all,
> >
> > I like the idea. This is certainly part of the procurement/delivery
> > processes that can be quite complex.
> >
> > We need to consider this:
> >
> >    - does this need to tie in with an agreement? Deliveries should not be
> >    processed if no contract is in place (SLA, etc)
> >    - the deliveries that go directly to cost centers should go to a sub
> >    ledger to be able to track the expenses (and the appropriate gl
> >    transactions should be generated) and reconciliation
> >    - a purchase order can be generated periodically and automatically
> >    (based on the agreement id of the deliveries) to link all the
> > deliveries of
> >    a given vendor/supplier for a given period
> >    - the invoice needs to be linked to agreement and purchase order
> >
> > We need to keep aware that registrations may be disjunct in time. A
> > registration of a delivery of expense goods or services may happen later
> > than the invoice for the cost. Or even after a booking (fiscal) period
> has
> > been closed. Correction should be possible.
> >
> > Best regards,
> >
> >
> > Pierre Smits
> >
> > ORRTIZ.COM <http://www.orrtiz.com>
> > OFBiz based solutions & services
> >
> > OEM - the independent OFBiz Extensions Marketplace
> > http://oem.ofbizci.net/oci-2/
> >
> > On Wed, Aug 2, 2017 at 6:54 AM, Tejas Khanna <tejas.khanna@hotwaxsystems.
> > com
> > > wrote:
> >
> > > Hello Arun,
> > > Thanks for appreciating the idea.
> > > Yes, We will use the existing Invoice data model for implementing the
> > > Expense management.
> > >
> > > Thanks
> > > Tejas Khanna
> > > HotWax Systems
> > >
> > > On Tue, Aug 1, 2017 at 2:21 PM, Arun Patidar
> <arun.patidar@hotwaxsystems.
> > > com
> > > > wrote:
> > >
> > > > Hi Tejas,
> > > >
> > > > Managing company expenses separately using voucher is a good idea.
> > Looks
> > > > like you are going to use existing Invoice data model for creating
> > > voucher.
> > > >
> > > > --
> > > > Thanks & Regards
> > > > ---
> > > > Arun Patidar
> > > >
> > > >
> > > > On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <
> > > > [hidden email]> wrote:
> > > >
> > > > > Dear All,
> > > > > We would like to propose the idea of introducing support for
> Expense
> > > > > Management within any kind of business. Many a time a variety of
> > > expense
> > > > > type(consumable) item & services like stationery, office supplies,
> > > > computer
> > > > > accessories, monthly services etc. are supplied to multiple
> locations
> > > of
> > > > > the company by different vendors. But they don't necessarily follow
> > the
> > > > > same procure to pay process as that of regular saleable merchandise
> > > > > supplied by other vendors.
> > > > >
> > > > > A typical business case could be that a vendor of stationary items
> > or a
> > > > > vendor responsible for delivering hardware maintenance services
> sends
> > > > > consolidated invoice to Corporate office against multiple
> > > > > shipments/delivery of such items/services at different company
> > > locations
> > > > > without necessarily having a systemic Purchase Order in place. but
> > > still,
> > > > > it all requires to be tracked and reconciled against receipts at
> each
> > > > > location and properly vouched for accounting purposes to release
> the
> > > > timely
> > > > > payment to vendors.
> > > > >
> > > > > In order to support the AP processing, such kind of invoices need
> to
> > be
> > > > > vouched with respect to each vendor and payment needs to be
> processed
> > > by
> > > > > accounting for such multiple vouchers within any given accounting
> > > period
> > > > > for the corresponding vendor.
> > > > >
> > > > > We are planning to implement this voucher based invoice processing
> > > > feature
> > > > > in Ofbiz soon and would welcome any kind of early
> > inputs/feedback/past
> > > > > experiences.
> > > > >
> > > > > Thanks
> > > > > Tejas Khanna
> > > > > HotWax Systems
> > > > >
> > > >
> > >
> >
>

--
Thanks and Regards
*Tejas Khanna**|* Senior Enterprise Business Analyst
HotWax Commerce <http://www.hotwax.co/> by HotWax Systems
<http://www.hotwaxsystems.com/>
Plot no. 80, Scheme no. 78 Part 2, Near Brilliant Convention Center, Indore,
M.P 452010
Cell Phone: [phone]

HotWax Systems recently received 8 mentions in *The Gartner Digital
Commerce Vendor Guide, 2016 *by Gartner, Inc., the world's leading IT
research and advisory company. Learn more about our research here
<https://www.gartner.com/technology/media-products/newsletters/HotWax/1-2UVLP6M/index.html>
.
<http://www.hotwax.co/>

[Tejas Khanna]

Hi Pierre,
Thank you for liking the idea and providing the suggestions.
We will consider the points while implementing the functionality.

Thanks
Tejas Khanna
HotWax Systems

On Wed, Aug 2, 2017 at 6:19 PM, Tejas Khanna <[hidden email]
> wrote:

> Hello All,
> Here is the ticket id to track the status and updates.
> https://issues.apache.org/jira/browse/OFBIZ-9547
>
> Thanks
> Tejas Khanna
> HotWax Systems
>
> On Wed, Aug 2, 2017 at 6:16 PM, Deepak Nigam <deepak.nigam@hotwaxsystems.
> com> wrote:
>
>> +1 Tejas.
>>
>> Thanks & Regards
>> --
>> Deepak Nigam
>> Technical Consultant/Team Lead
>> Hotwax Systems
>> www.hotwaxsystems.com
>>
>> On Wed, Aug 2, 2017 at 12:07 PM, Pierre Smits <[hidden email]>
>> wrote:
>>
>> > Hi all,
>> >
>> > I like the idea. This is certainly part of the procurement/delivery
>> > processes that can be quite complex.
>> >
>> > We need to consider this:
>> >
>> >    - does this need to tie in with an agreement? Deliveries should not
>> be
>> >    processed if no contract is in place (SLA, etc)
>> >    - the deliveries that go directly to cost centers should go to a sub
>> >    ledger to be able to track the expenses (and the appropriate gl
>> >    transactions should be generated) and reconciliation
>> >    - a purchase order can be generated periodically and automatically
>> >    (based on the agreement id of the deliveries) to link all the
>> > deliveries of
>> >    a given vendor/supplier for a given period
>> >    - the invoice needs to be linked to agreement and purchase order
>> >
>> > We need to keep aware that registrations may be disjunct in time. A
>> > registration of a delivery of expense goods or services may happen later
>> > than the invoice for the cost. Or even after a booking (fiscal) period
>> has
>> > been closed. Correction should be possible.
>> >
>> > Best regards,
>> >
>> >
>> > Pierre Smits
>> >
>> > ORRTIZ.COM <http://www.orrtiz.com>
>> > OFBiz based solutions & services
>> >
>> > OEM - the independent OFBiz Extensions Marketplace
>> > http://oem.ofbizci.net/oci-2/
>> >
>> > On Wed, Aug 2, 2017 at 6:54 AM, Tejas Khanna
>> <tejas.khanna@hotwaxsystems.
>> > com
>> > > wrote:
>> >
>> > > Hello Arun,
>> > > Thanks for appreciating the idea.
>> > > Yes, We will use the existing Invoice data model for implementing the
>> > > Expense management.
>> > >
>> > > Thanks
>> > > Tejas Khanna
>> > > HotWax Systems
>> > >
>> > > On Tue, Aug 1, 2017 at 2:21 PM, Arun Patidar
>> <arun.patidar@hotwaxsystems.
>> > > com
>> > > > wrote:
>> > >
>> > > > Hi Tejas,
>> > > >
>> > > > Managing company expenses separately using voucher is a good idea.
>> > Looks
>> > > > like you are going to use existing Invoice data model for creating
>> > > voucher.
>> > > >
>> > > > --
>> > > > Thanks & Regards
>> > > > ---
>> > > > Arun Patidar
>> > > >
>> > > >
>> > > > On Thu, Jul 27, 2017 at 6:29 PM, Tejas Khanna <
>> > > > [hidden email]> wrote:
>> > > >
>> > > > > Dear All,
>> > > > > We would like to propose the idea of introducing support for
>> Expense
>> > > > > Management within any kind of business. Many a time a variety of
>> > > expense
>> > > > > type(consumable) item & services like stationery, office supplies,
>> > > > computer
>> > > > > accessories, monthly services etc. are supplied to multiple
>> locations
>> > > of
>> > > > > the company by different vendors. But they don't necessarily
>> follow
>> > the
>> > > > > same procure to pay process as that of regular saleable
>> merchandise
>> > > > > supplied by other vendors.
>> > > > >
>> > > > > A typical business case could be that a vendor of stationary items
>> > or a
>> > > > > vendor responsible for delivering hardware maintenance services
>> sends
>> > > > > consolidated invoice to Corporate office against multiple
>> > > > > shipments/delivery of such items/services at different company
>> > > locations
>> > > > > without necessarily having a systemic Purchase Order in place. but
>> > > still,
>> > > > > it all requires to be tracked and reconciled against receipts at
>> each
>> > > > > location and properly vouched for accounting purposes to release
>> the
>> > > > timely
>> > > > > payment to vendors.
>> > > > >
>> > > > > In order to support the AP processing, such kind of invoices need
>> to
>> > be
>> > > > > vouched with respect to each vendor and payment needs to be
>> processed
>> > > by
>> > > > > accounting for such multiple vouchers within any given accounting
>> > > period
>> > > > > for the corresponding vendor.
>> > > > >
>> > > > > We are planning to implement this voucher based invoice processing
>> > > > feature
>> > > > > in Ofbiz soon and would welcome any kind of early
>> > inputs/feedback/past
>> > > > > experiences.
>> > > > >
>> > > > > Thanks
>> > > > > Tejas Khanna
>> > > > > HotWax Systems
>> > > > >
>> > > >
>> > >
>> >
>>
>
>
>
>