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titleHow to correct a spelling error on document notes prior to invoicing a CE

It is recommended that when compiling notes for financial documents you check for any errors and fix them before sending to a client. 

Once a Cost Sheet has been invoiced all fields, except for the Status field, become inactive. This means that you cannot edit the document fields or any cost on the CE.

To edit document notes on non-editable financial documents, you need production rights (Config > Lookup codes > Production Rights), or certain user rights associated with a specific production right.

In the example below, only Finance users will be able to make any changes to non-editable financial documents, however if a production user has the F user right then they will be able to edit non-editable financial document notes. Please note that this setup varies from agency to agency.

Another way to edit these document notes would be to ask a user with the correct user rights (Finance or Administrator) to change the CE status back to draft. It is not advisable to change any information on a CE once an invoice has been issued against it.

As a production user, you need to speak to your administrator if an error has been made to the CE so that it can be fixed before it is sent to the client.

Please keep in mind the implications of changing or editing financial documents once invoiced.

titleHow to differentiate between markup and margin

Margin is sales minus the cost of goods sold.

Markup is the amount by which the cost of a product is increased in order to derive the selling price.

A mistake in the use of these terms can lead to price setting that is substantially too high or low, resulting in lost sales or lost profits, respectively.

Below is an example that can be used to highlight the difference between markup and margin:

  • If the printing is costing the agency R50,000 and we are charging the client R60,000, the agencies margin amount will be R10,000.
  • Markup% will be the % added to the R50,000, which will be 20% in the example above.  Markup = Cost x Mark-up% (i.e. R50,000 x 20% = R10,000)
  • Margin% calculates in the opposite direction, where the margin is reviewed in relation to the total amount billed.  (Margin/Amount) x100 = Margin% (i.e. (R10,000/R60,000) x100 = 16.67%)
titleHow to easily view unbilled POs and CEs

Every document in Chase has a Status and you can use it to search for documents. If you know the status of the documents you are looking for, and the document type that you want to view, you can use the Search function from the Ribbon.

  1. Click the type of item you want to search for in the Search section of the Ribbon.

    The Search screen appears. 

  2. To limit the search results to a specific category of the searched item type, click the drop down arrow on the Search field.

  3. Select Unbilled Cost Estimates or Uninvoiced Purchase Orders from the list that appears.

    The search results will display all unbilled CEs or uninvoiced POs.
titleHow to know when the Currency Rate is effective

Foreign currency values in documents such as Supplier Invoices and Tax Invoices will always be calculated against the Exchange Rate in effect on the creation date of the document. For this to work, you need to have your exchange rates updated or added.

To learn more about the edit exchange rate and currency please see introduction to Edit Exchange Rate.

titleHow to make sense of the CE Status

Every document that you create in Chase, has a status. The status indicates the current state of the document.  The Status will indicate at which point the document is at.  Status options will include the following by default but additional options may be added to Chase Configuration > Lookup Codes.

DraftAt creation, the Cost Sheet is automatically in a Draft status. This status allows editing.  In the image above, Draft is the blank option.  Should this document be printed, the status will display clearly that the document is in Draft.  Please also note that the Job recon will not include a Draft CE in the summary calculation.
FinalWhen a producer is satisfied with the Cost Sheet, they will change the status to Final and then send the CE (printed version) to the Client AE or Client.
Awaiting Client ApprovalWhen the document is sent to the client, the status can be changed to this option.
ApprovedWhen approval is received, this status can indicate to finance that billing can take place.
Billed / Billed X%To indicate whether the CE has been billed or part-billed.
CancelledShould the client not approve the costing, the document will be cancelled and the values will no longer display on the Job Recon cost summary.
titleHow to update Actual Costs against internal line items manually?

How to update Actual Costs against internal line items manually and when do the values populate?

An Actual Cost is an amount that has been spent on a line item or has been spent to pay the supplier for the work done. The Actual Cost column automatically populates with the amounts from the Supplier Invoices related to that line item. One is able to manually capture the Actual Cost for internal line items on the CE.

  1. Open the CE that you want to update the Actual Costs on. 
  2. Click the Edit Actual Costs button in the Design line item.
  3. Enter the new Actual Cost.
  4. Click the OK button to update the Actual Cost.
  5. Click the Save button to save changes made to the CE.
titleHow to view the history of the workflow

The Workflow history allows you to monitor workflows to ensure they are carried out promptly and creates a record of the entire process. On the Workflow History window you will be able to see information such as document name, document number, document creation date, workflow initiator, user who must take actions required and user to acknowledge. You will also be able to see if the document has been declined or accepted.  

  1. Open the document that you want to view the Workflow History for.
  2. Click the drop down arrow on theWorkflow Action field.

  3. Select Workflow History from the list that appears.

    The Historical workflows dialog appears.

  4. Click on any line to view the history for that line.

    The Approve / Decline dialog appears. You are able to see the document name, number and the date of document creation. You can also see who initiated the workflow, the user who needs to action the workflow and the user who will acknowledge the workflow.

titleHow to ordering above the CE budget

In Chase, a budget can be defined as a plan for the agency's outgoing expenses and incoming revenue for a specific time period.

The purpose of budgeting is to ensure that spending follows a plan, stays within preset limits, and does not exceed available funds. The problem with ordering above the CE budget can be avoided with a credible, reliable, and accurate cost estimate.  In Chase you are able to order above the CE, however, there are production rights which control this.

In Chase Config > Lookup codes > Production Rights, you may find that the only person who can order more than what you estimated is a Finance User or Administrator. 

  1. Open the Cost Sheet that you want to raise a PO for. Click the Shortcut Menu drop down, and select Purchase Order.

  2. On the Create Purchase Order dialog, click the drop down arrow in the first field and select how these items will be ordered. 

  3. Enter the amount you want to order in the To Be Ordered column against the relevant line item.

  4. Click the Create button to order above the CE budget.

  5. The Purchase Order screen is opened for you to complete the document. Enter the remaining information to complete the PO, and send it to the supplier. See Copy Adding a PO for more information.

titleWhat is the character limit on the CE Details Block or on Line items?

A character limit is a numerical limit on how many letters, numbers, symbols, spaces, digits, etc. that you can type into a single text field. The Details and line item notes fields are used to type notes that will be seen by the client or internal staff.

The character limit that can be entered in the details field or line item notes field is 2000.

titleSplitting a PO between suppliers

From time to time, you may need to order part of some line items from one supplier, and the rest from another supplier. Chase allows you to achieve this by creating multiple POs for the same line item.

  1. To split a PO, on the Create Purchase Order dialog, select all line items that you want to create the first PO on and enter an amount to be ordered from the first Supplier.
  2. Click the Create button.

  3. The Purchase Order screen is opened for you to complete the document. Enter the remaining information to complete the PO, and send it to the first supplier.

  4. Navigate back to the CE where the first PO was created and create the second PO again.

  5. On the Create Purchase Order dialog enter the remaining amount to be ordered and click the Create button.

  6. The Purchase Order screen is opened for you to complete the document. Enter the remaining information to complete the PO, and send it to the second supplier.