efusin Cst Centers, Partner Funding, VAT/GST and ERP Link Table f Cntents Cst Centers... 2 Admin Setup... 2 Cst Center Step in Create Prgram... 2 Allcatin Types... 3 Assciate Payments with Cst Centers... 3 Partner Funding... 4 Admin Setup... 4 Partner Funding Step in Create Prgram... 4 Allcatin Types... 5 VAT/GST and ERP-PO Link... 5 Admin Settings... 5 ERP and VAT/GST in Create Prgram... 7 Tracking ERP Inf in Search Tables... 8 Settings fr VAT/GST in Cst Center Allcatin and Partner Funding... 9 Page 1 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link Cst Centers The Cst Centers feature allws yu t allcate yur prgram budget in efusin acrss internal cst centers. Admin Setup T turn n Cst Centers, users with admin permissins shuld navigate t Admin > Settings and check the bx next t Cst Centers. This will create a new Cst Centers tab n the admin Settings page. Frm the Cst Centers tab, enter as many Cst Centers as yu wuld like by entering in a Cst Center ID and Name. Bth fields are required. Click Add Anther Cst Center t add additinal cst centers, and click Save when yu are dne t save the cst centers yu ve added. T edit a Cst Center yu added, type int the fields and click Save t save yur changes. T remve a Cst center yu added, click Remve. When yu remve a cst center, it will nt autmatically be deleted frm any existing prgram where it was selected as a partner. They will nt be available t add as a cst center in new prgrams. Cst Center Step in Create Prgram Once Cst Centers have been set up, yu ll have a new Cst Centers tab in each prgram. T add a Cst Center, use the Cst Center ID drp dwn menu t select the Cst Center and click Add. Once Cst Centers are set up in yur accunt, it will change the appearance f Step 3 Cst Centers & Budget: Depending n the admin settings fr Cst Centers and Budget in the user s Eved accunt, this sectin may display ne f the fllwing cnfiguratins: N Cst Centers, N Detailed Budget Required, VAT/GST Nt Separate frm Prgram Budget: The step will nly include the Budget and Revised Budget fields and the step will be called Budget. N Cst Centers, N Detailed Budget Required, VAT/GST Separate frm Prgram Budget: In additin t the Budget and Revised Budget fields the step will include a VAT Budget sectin. The step will be called Budget. N Cst Centers, Detailed Budget Required, VAT/GST is Nt Separate frm Prgram Budget: Belw the Budget and Revised Budget fields, the user will be able t set up a Categry Budget t allcate the budget entered acrss categries. The step will be called Budget. Cst Centers, Detailed Budget Required, VAT/GST is Nt Separate frm Prgram Budget: Belw the Budget and Revised Budget fields will be the Cst Centers sectin as it appears tday. Belw the Cst Centers sectin, the user will be able t set up a Categry Budget t allcate the budget entered acrss categries. The step will be called Cst Centers & Budget. Page 2 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link Cst Centers, Detailed Budget Required, VAT/GST is Separate frm Prgram Budget: Belw the Budget and Revised Budget fields will be the Cst Centers sectin as it appears tday. Belw the Cst Centers sectin will be the VAT Budget sectin. Lastly, the user will be able t set up a Categry Budget t allcate the budget entered acrss categries. The step will be called Cst Centers & Budget. Allcatin Types Using the Allcatin Type radi buttns at the tp f the page, yu can allcate yur Revised Prgram Budget acrss Cst Centers tw ways: By Percentage: Using the percentage clumn, enter in the percentage amunt t allcate t that Cst Center. The dllar amunt clumn will autmatically ppulate based n that percentage. If yu update yur Revised Prgram Budget field in the future, the allcatin dllar amunts will autmatically update fr each Cst Center based n the percentage entered in the Cst Centers tab. By Ttal Amunt: Using the ttal amunt clumn, enter in the dllar amunt t allcate t that Partner. The percentage clumn will autmatically calculate based n the dllar amunt yu entered. If the Revised Prgram Budget field is updated, the allcatin dllar amunts will stay the same but the percentages will be recalculated accrdingly. Yur Revised Prgram Budget must be allcated at exactly 100% acrss Cst Centers. Assciate Payments with Cst Centers If Cst Centers are set up in yur accunt, yu will be required t tie any payment made r psted via credit card t a specific Cst Center. Frm the Make a Payment r Pst a Payment screens in Eved, use the Cst Center drp dwn Page 3 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link menu available after selecting a Payment Methd f credit card t specify the Cst Center this payment is assciated with. Partner Funding The Partner Funding feature allws users t track budget spend with partners wh are cntributing financially t yur event within yur existing efusin prgrams. Admin Setup T turn n Partner Funding, users with admin permissins shuld navigate t Admin > Settings and check the bx next t Partners. This will create a new Partners tab n the admin Settings page. Frm the Partners tab, enter as many partners as yu wuld like by adding a Partner Name, Cntact Name, Phne Number, and Email. Partner Name is the nly field required t add a partner. T add additinal partners, click Add Anther Partner. Click Save when yu are dne t save the partner infrmatin yu have added. T edit a Partner yu added, type int the fields and click Save t save yur changes. T remve a partner yu added, click Remve. When yu remve a partner, they will nt autmatically be deleted frm any existing prgram where it was selected as a partner. They will nt be available t add as a partner in new prgrams. Partner Funding Step in Create Prgram Once Partners are set up in yur accunt, each Prgram will have a new Step 4 Partner Funding step in the Create Prgram prcess. T add a Partner t yur prgram, use the Partner Name drp dwn menu t select the partner and click Add. Once all f yur Partners have been added, yu ll be able t use the Allcatin clumns t allcate the current Revised Prgram Budget acrss yur partners. Page 4 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link Allcatin Types Yu can allcate yur Revised Prgram Budget acrss Partners tw ways: By Percentage: Using the percentage clumn, enter in the percentage amunt t allcate t that Partner. The dllar amunt clumn will autmatically ppulate based n that percentage. If yu update yur Revised Prgram Budget field in the future, the allcatin dllar amunts will autmatically update fr each partner based n the percentage entered in the Partners tab. By Ttal Amunt: Using the ttal amunt clumn, enter in the dllar amunt t allcate t that Partner. The percentage clumn will autmatically calculate based n the dllar amunt yu entered. If the Revised Prgram Budget field is updated, the allcatin dllar amunts will stay the same but the percentages will be recalculated accrdingly. Yu are nt required t allcate yur prgram budget at exactly 100% fr Partners in Eved. VAT/GST and ERP-PO Link Admin Settings Cmpanies can nw integrate their existing Enterprise Resurce Planning (ERP) systems int Eved and cntrl hw funding is driven fr supplier payments. Admin users will be able t turn n the ERP link under Admin > Settings > ERP. Here they will be able t specify the fllwing infrmatin abut their cmpany s ERP needs: 1. Which Funding Methd is needed current nly Prgram Based (funds are prvided fr supplier payments per prgram) is available as an ptin. a. If the member selects Invice Based as their funding methd, the ERP Prcess radi buttns and the VAT/GST checkbx described belw will be disabled. These additinal fields are nly applicable when the member selects Prgram Based funding. 2. Which ERP Prcess is needed: a. Allw the prgram t be created befre the ERP-PO number(s) are entered. N RFPs can be created befre the ERP-PO number(s) are entered. i. If this methd is chsen, if a user tries t create RFPs within the prgram befre an ERP-PO has been entered they will the fllwing message: This prgram des nt have an assciated ERP- PO Number, s RFPs cannt yet be created. Yu will be able t create and send RFPs when an ERP-PO Number is added t the Prgram Details. Page 5 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link b. Allw RFPs t be created befre the ERP-PO number(s) are entered. N RFPs can be awarded until the ERP-PO number(s) are entered. i. If this methd is chsen, if a user tries t award an RFP within the prgram befre an ERP-PO has been entered they will get the fllwing message: This prgram des nt have an assciated ERP-PO Number, s RFPs cannt yet be awarded. Yu will be able t award RFPs t suppliers when an ERP-PO Number is added t the Prgram Details. c. Allw RFPs t be awarded, but d nt allw apprved purchase rder t be sent back t suppliers until the ERP-PO number(s) are entered. i. If this methd is chsen, nce a PO ges thrugh all internal apprvals, the fllwing message will be displayed: This prgram des nt have an assciated ERP-PO Number, s apprved purchase rders cannt be sent t suppliers. Apprved POs will be autmatically sent t suppliers when an ERP-PO Number is added t the Prgram Details. 1. With this setting, POs will have a sub-status f Purchase Order Pending Funding nce all internal apprvals have been cmpleted. It will change t the Purchase Order Pending status and be sent t the supplier nce the ERP-PO is entered. a. If a prgram has multiple currencies, when an ERP-PO is entered, nly pending POs in that currency are sent t suppliers. POs in ther currencies will nt be sent until funding is requested and received in that currency. 3. Whether r nt VAT/GST is being funded separately frm the prgram budget: a. If VAT/GST is funded separately, users can cnfigure additinal admin settings fr VAT/GST under Admin > Settings > VAT. In the new VAT Settings tab admin users can click Add Anther VAT/GST Identificatin Number t enter in a Cuntry, VAT ID #, and Bill T address fr each cuntry as needed. This infrmatin will then display n the VAT Invice when users request VAT/GST Funding in Step 5 Request Funds when creating a prgram. A new Update ERP-PO Number permissin will als be created under Admin > Users > Rles t help cntrl which users can enter, edit and delete ERP-PO numbers within prgrams. The Update ERP-PO Number permissin will nly be available in the user Rles when ERP settings have been turned n. This permissin will appear in the Finance sectin f permissins, which is a renaming f the ld Accunts Payable sectin. The Pst and Prcess Payments permissins have als been mved under the Finance sectin in this release. Users will be able t request funds, generate Scpes f Wrk, and enter ERP-PO Numbers within any prgram in Step 5 Request Funds within the new Create Prgram functinality. Please refer t that sectin f this dcument fr mre infrmatin. Page 6 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link Setting up r changing yur Funding Methd nly affects new prgrams created after the Funding Methd is changed. ERP and VAT/GST in Create Prgram Step 5 Request Funds: If the admin settings have ERP Funding turned n this step will allw users with ERP- PO permissins t request funds and enter in ERP-PO #s fr the prgram. T request and secure funding users will g thrugh the fllwing steps: Using the Select Funding Type drp dwn menu, the user will select whether the funding is frm a Cst Center r Other surce. If the user selects Cst Center an additinal Select Cst Center drp dwn menu will appear, allwing the user t select frm their cmpany s cst centers. If the user selects Other, Enter a reference number and Enter a name fields will appear that allw the user t add an internal reference number and name fr the surce f funding. There is n validatin between Cst Center budget allcatin in Step 2 - Cst Centers & Budget and the amunt f funds that can be requested fr each Cst Center in this step. When the user is dne entering the Type details, they will click Add and the funding type will be added t the list belw. The list f requested funds will include the fllwing clumns: Reference: The entered reference number r cst center s number frm the Type fields. Name: The entered name r cst center s name frm the Type fields. Currency: Select the currency fr these funds. Only the currencies set up fr the regin fr which the prgram is in will be available in the drp dwn menu. Once selected, the currency will display as the three letter currency cde. Requested: Amunt f funding requested fr this currency and type. SOW: A link t the Statement f Wrk (SOW) PDF generated fr each currency. ERP PO: The ERP-PO # entered by the user nce the funding has been apprved by their cmpany s nrmal ERP prcess. Page 7 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link Funded: The amunt funded based n the amunt Eved has received frm the ERP system. This is updated autmatically nce Eved has received their funds. Paid: The amunt paid n invices t date frm these funds. Scpes f Wrk will be generated fr use in ERP systems by entering in a Requested amunt and setting a Currency fr the request Type added and clicking Save at the bttm f the page. Once all required infrmatin has been entered and saved, a SOW PDF will be available fr dwnlad in the SOW clumn. Once a SOW has been apprved and funding released, a user with ERP-PO permissins will be able t enter the ERP-PO number. When Eved receives funds frm the ERP-PO, the Funded clumn will autmatically ppulate with the funded amunt. As invices are paid frm the funded amunt, the Paid clumn will autmatically update t shw hw much has been paid t suppliers t date. Checking the bx next t ne r mre request type lines will activate the fllwing actin buttns: Delete: Request types can nly be deleted if an ERP-PO # has nt yet been entered. Exprt PDF: All f the SOW PDFs selected will be dwnladed in a single PDF dcument. If VAT/GST is funded separately than the prgram budget accrding t the cmpany s admin settings, then the VAT/GST Funding sectin will be available. Using the Select Cuntry drp dwn menu, the user will be able t add a cuntry where VAT/GST will need funding and click Add t add it t the VAT/GST funding sectin. The VAT/GST Funding sectin will include the fllwing clumns: Cuntry: The selected Cuntry. Currency: Select the currency fr these VAT/GST funds. Only the currencies set up fr the regin fr which the prgram is in will be available in the drp dwn menu. Once selected, the currency will display as the three letter currency cde. Requested: Amunt f VAT/GST funding requested fr this currency and type. VAT Invice: A link t the VAT Invice PDF generated fr each cuntry. Funded: The amunt funded based n the amunt Eved has received frm the ERP system. This is updated autmatically nce Eved has received their funds. Paid: The amunt paid n invices t date frm these funds. SOWs cannt be generated until all detailed budget steps have been cmpleted and allcated t 100% f the Revised Budget. If a user tries t save a request fr funds in Step 5 withut cmpleting these tasks, they will receive a pp up message that says: Please g t the <Cst Centers & Budget> step and cmplete yur budget befre entering a request fr funds. Tracking ERP Inf in Search Tables Users trying t run reprts and view aggregate data related t ERP funding can quickly access key ERP funding infrmatin in each prgram search table in Eved. The search tables fr Prgrams, RFPs, POs and Invices include key ERP-PO funding fields t help users run reprts and quickly see funding status and infrmatin. These fields include: ERP-PO #: All ERP-PO#s entered int the prgram s Funding step. If mre than ne ERP-PO # is entered ERP Requested Amunt: The amunt requested t date fr prgram s funding, cnverted t USD acrss currencies. ERP Funded Amunt: The amunt funded t date fr the prgram s funding, cnverted t USD acrss currencies. ERP Paid Amunt: The amunt paid t date frm the prgram s funding, cnverted t USD acrss currencies. Page 8 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link
efusin Cst Centers, Partner Funding, VAT/GST and ERP Link These fields will be available t all users with access t the search tables and wrk as all ther additinal search fields thrughut the site. Settings fr VAT/GST in Cst Center Allcatin and Partner Funding Under Admin > Cst Centers, we have added a Cst center allcatin includes VAT/GST checkbx that will affect whether r nt VAT/GST is included in Cst Center allcatin in Step 3 Cst Center & Budget when creating a prgram. Under Admin > Partner Funding, we have added a Partner Funding allcatin includes VAT/GST checkbx that will affect whether r nt VAT/GST is included in Partner Funding allcatin in Step 4 Partner Funding when creating a prgram. Page 9 5.4.2015 Cst Centers, Partner Funding, VAT/GST and ERP Link