Last updated for the Summer 20 (1.31) release
What’s New in Summer 20 (1.31)
The following new features have been added in the Summer 20 release:
- You can create Supplier Invoices for Time and Expenses without raising a Supplier Requisition first. If your business process for contracting third parties does not require a formal Purchase Order, you can now skip this part of Supplier Requisitioning in Kimble.
- You can now create, dispatch, and email Supplier Invoices in bulk.
- Resources belonging to an “Is Supplier” Resource Type are now flagged as Suppliers at the Resource level, meaning that you can remove the “Is Supplier” flag for a Resource without needing to delete and recreate it in a non-Supplier Resource Type.
- New charms appear in the Resource Home page to indicate if they are Suppliers, if they Self-Bill, and if they are missing an Approval Rule.
- The Supplier Dashboard now features a Self-Billing card where the Supplier can opt in and out of Self-Billing and Self-Billing emails. You can also update the Supplier’s Invoicing currency here.
- Kimble now supports multi-currency Supplier Invoicing for Time and Expense Invoice Items.
- You can dispatch Supplier Invoices directly from the Supplier Invoice Home page. You can also download a PDF copy here. Charms indicate when the Invoice has been emailed and downloaded.
- You can have different shipping and billing addresses on Supplier Requisitions.
- Custom fields can be added to the Supplier Requisition Line field set for inclusion in Supplier Requisition Lines.
- You can change Supplier Invoicing Currencies on the Supplier Dashboard or on individual Activity Assignments.
Introduction to Supplier Requisitions
The Supplier Requisition feature enables you to plan and record work with external contractors (“Associates”) who are acting as part of your project team instead of or alongside regular employees.
In this guide, we refer to contractors as “Associates” and distinguish them from employees appending (C) to their Resource names in screenshots.
Using Supplier Requisitions, you can forecast cost and record the purchase of materials or services as part of the Project Delivery. You can forecast costs as part of your Element forecasts, raise Purchase Orders against Suppliers, and actualize costs for external services with a Goods Receipt Note or by actualizing cost items within Kimble, for example by approving an Associate’s Timesheet. This enables you to account for direct costs that you incur to third parties while completing a project, such as Associate services, licence resales, or equipment and materials needed for delivery.
If you have Associates on your project teams, you can include them as Resources and forecast them on projects alongside your employees.
Because Associates are set up in Kimble as Suppliers, you can raise Supplier Purchase Orders using the cost and effort forecasts linked to the Associate. When this has been approved, it provides commercial cover for Associate services contextualized within a project with all the associated details, including start dates, cost rates, and effort. This can be transferred to Accounts Payable.
Because the Associate can be included as a Resource on the project team, they can enter time directly into Kimble for approval and actualization by the project owners. At the end of the Tracking or Forecasting Period, you can upload a Supplier Invoice for the actualized time for automated reconciliation and future payment. You can also set Kimble up to automatically raise Self-Bill Invoices based on the actualized time and expenses and match it to the Supplier Purchase Order that will pay it, offering reductions in the time and cost spent reconciling Invoices submitted by Associates.
Kimble’s Contractor Self-Billing functionality enables you to forecast costs and buy services as part of Project Delivery. Kimble enables you to forecast the cost as part of the Element forecasting, raise Supplier Purchase Orders to cover Associate Time and Expense, and then Actualize those costs by approving Timesheets and Expense Claims, before generating a Self-Bill invoice raised for external services.
If you want to configure Supplier Requisitioning features, your Kimble System Administrator should contact your Customer Success Manager.