How to add third-party costs to your project in VOGSY

Third-party costs on a project are expenses incurred by someone other than the primary parties involved (e.g., the client and the main contractor). These costs cover services or goods provided by external vendors or suppliers.

In VOGSY, these costs can be part of the overall project budget. The actual costs are tracked through employee expenses and purchase invoices.

When creating a project calculation in VOGSY,
you can plan for third-party costs by:

1. Selecting one or more expense or third-party cost types
2. Adding the appropriate cost and sales rates for each

This ensures external costs are properly scoped and included in your project’s financial plan.

You can add a new expense from the VOGSY menu.

When creating a new expense, you’ll need to provide the following details:

• date of the expense claim

• currency

• amount of the expense (including VAT)

• expense type (you can configure what expense types can be charged to a project)

• project

• deliverable

• description

• optional VAT type and VAT amount (depending on the settings)

• invoice or receipt

You can attach receipts by uploading a file or snapping a photo directly from your phone. You can also upload a file to your expense and submit it with the expense claim.

Every expense claim is checked in the back office, and once verified, it is approved by either a project manager or the person in charge of approving the expenses. Approver permissions can be configured in VOGSY's back office.

To create a purchase invoice record, do the following:

1. Navigate to the Purchase Invoices in the back office application and click the plus button to open the new purchase invoice screen.

2. Select the supplier from the Creditor search field.

3. Fill out the other fields. The Creditor invoice number field is optional.

   With the multicurrency feature, the cost distribution of a purchase invoice can be done in the local currency of the associated project.

4. To attach a copy of the invoice, click "Upload Invoice."

5. If this invoice is part of an automatic payment arrangement with the supplier, select the "Collected" checkbox.

6. To post the invoice in a different period or to break the posting down into multiple periods, select the "Post in a different period or breakdown in multiple periods" checkbox and then fill out the three additional fields that appear.

7. Click Save, and a cost distribution section will be generated and displayed.

8. Click "Add" to distribute the cost.

9. Fill out the invoice distribution entry form that displays, and then click Save.

10. When "Still left to distribute" equals 0, click "Done" to begin the approval process.

11. Select the approver of the purchase invoice. As the creator of the purchase invoice, you cannot also be the approver.

VOGSY will suggest a list of approvers who are the project managers of the projects associated with the cost distribution or who have been assigned the Manager role.

The approver will receive an approval request in their VOGSY feed.