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How do you handle client POs in XTRF?

mark 5 months ago updated 5 months ago 3

We have a few clients that asks us to give them quotes for projects over a 6-12 month timeline. So we create a large quote, they use that to create an internal PO. Then they start sending up small projects. 

We want to track the client spend against the quote to make sure they don't go over.

Issues...

1) We can't "accept" the quote because that's not really a project. So we end up rejecting it - although it's actually been approved.

2) This isn't a pre-pay situation, rather it's authorization, so pre-payment doesn't make sense.

3) Other than opening up a spreadsheet, we don't know how to track this spend. Is there a way to create credits of some type credits in XTRF?

Any thoughts on how others handle this situation?

Thanks!

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Once you have the PO assigned to each project, you can create a smart view at project or task level with the PO number as a filter and generate a report - perhaps you could even set up a periodic job to deliver a report weekly to your/their inbox?

Alternatively, you could use the XTRF add-on in Google sheets to pull in the raw data and then create a customised PO burn dashboard.

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Unfortunately, there's no way to this within XTRF only. We have a similar situation here. This is what we do:

  • We create the “PO Quote” In XTRF for the total amount, which the customer will use to get the PO number. We leave the quote in the system as is. (Probably we’ll cancel them in the future)
  • We start creating projects as they come, making sure the PO number appears in both project and task level (Task level is important as the number will appear in the invoice)
  • Tracking: Smart View: We created a view containing the relevant data for tracking:

Project ID, Project name, Languages, Client PO number, Total Agreed, Close Date, Status, Amount invoiced, etc

  • Tracking: Google Sheets + XTRF Add on: The view gets refreshed in a google sheet. Then we have a Pivot Table sorting projects per PO number, including the sales value, project status, and invoiced amount. When all projects are set to “closed” and the total amount under closed equals the PO amount, then we proceed to invoice.

I'm sure there are ways to even build on this and make it even better. 

All in all it's pretty easy. The main issue for us is for the customer to track the budget, as there's no function in XTRF for this, let alone the Client Portal. We share the Google sheet with the customer, but then you depend on them having a google account and their willingness to create a shortcut...

It would be great if XTRF would have a function allowing to track down container POs within the system though.

These are helpful ideas. Thanks! I'll try to report back when I figure out what workaround we'd going to try.

Thanks!