News in Activities and Expenses

We have introduced new features for Activities and Expenses in the Project Home.

The updates include:

1. Ability to reorder activity and expense line items  
2. Ability to add descriptions to purchases and activities in quotes  
3. Ability to add quantity to expenses  
4. Ability for administrators to configure columns for expenses in Basics  
5. New expense columns: *Registered* and *Not Registered*  
6. Updated design for allocation, with the option to collapse purchases

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See guide below explaining what has changed and how to use the new functionality.

1. Change Order of Rows

You can now change the order of rows under Activities and Expenses.

• Hold the pointer on the dots on the end of the row and drag and drop the row to the desired position.

2. Add a Description

You can add a description to each activity and expense row.

• Click on the "comment icon" beside the name of the activity/expense
• Enter a description explaining what the activity/expense refers to

The descriptions can then be added to the Offer for the customer to see.

• Go to Offers > New offer > Click on "Description"

3. Add Quantity in Expenses

You can now add Quantity to Expenses. When the column Quantity is added, the Estimated cost is for each quantity (unit price). The total cost is automatically calculated (Quantity × Estimated cost).

4. Quantity Setting in Basics

• The Admin decides whether the quantity and unit price feature should be enabled for the company. Go to Basics > Project Expenses > Columns and click on Quantity

• If enabled, each user can choose to:
  • Use quantity and unit price or remove the quantity field and enter a total amount only. This allows flexibility based on individual preferences and company needs.

5. New Purchase Columns: Registered Cost and Not Registered

To clarify which costs have been recorded in the accounting system and which are still outstanding, two new columns have been added:

Registered Costs:
Displays the total amount of all invoices/vouchers that have been linked to the purchase line.

Not Registered:
Shows how much of the estimated budget has not yet been registered, i.e. the remaining amount expected based on the budget.

Outcome Cost

‍The field is based on the estimated cost until an actual value has been set. The field can be set automatically when linked, or manually if the budget has changed.

6. Updated Design in the Allocations Table

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The table under Allocations has received a minor design update. The purpose is to:

• Allow collapsing of purchases, as this section can become lengthy
• Clarify which purchases are manual forecasts versus linked to the accounting system  
• Adjust the colors for Remaining Cost and Remaining Revenue to better indicate if there is insufficient revenue left to cover upcoming costs
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