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What is the benefit of Project registration in the system?

Anytime and anywhere on the internet online you will be able to see and monitor financial and accomplishment status of the most complex project

Invoice - the result of successful project monitoring and implementation 

 

System options

 

 

  • To prepare project (deal) from the offer coordinated with a client

  • To manage project progress 

  • To add income, expense and to control project profitability 

  • To set tasks to realize deals successfully 

  • To set  task deadlines 

  • To add comments and notes about  tasks and activities 

  • To send the information about project status to client electronically

Your benefits

  • Starting from the moment, when the Potential is registered in the system, the database of potential and real clients is developing automatically in the system. If a real cooperation with some of potential clients is not forming initially, you still have got your business gold resource - client contact information that you can use in future projects.
  • The Offer coordinated with the client (with all related information) with a single click will automatically be moved to the Project section and the information need not to be entered repeatedly
  • There is always the responsible person for every task and work, and there is no possibility to delete the responsibility. Once the responsible person has been set in the system, there is no risk that at some moment the tasks are uncontrolled or the client has not received the response (for example, if the responsible employee is ill or on holiday). Of course, at any time with a single click you can change the responsible person and you will always see which employee is working on which project.
  • You should not allow the Project to become irrelevant, therefore it is so important to start the work on its coordination as quickly as possible. Exactly at the same moment when the offer is registered in the system, the time countdown has begun for its realization. Thus, fully the risk of "work to postpone" is eliminated. The system allows you to identify and track tasks quickly which are approaching deadline
  • In the process of task realization you can post comments about their progress in a free text format. The end in itself of the system is not just to accumulate the information and to make their users to fill in massive information fields. Each deal and the process of its realization can be unique, so the free text format for comments has been created deliberately, without limiting system users with predefined and un unchangeable information fields. In our opinion, it is not decisive to count how many e-mails are sent or how many phone calls are made ​​to successfully complete the deal. The history of all comments and corrections accumulated chronologically in the system, forming a complete overview of the accomplishment of the work
  • The Project is a successive continuation of the Offer. In the system all information about the progress of deals is accessible, so it is possible to ensure the management on the basis of an accurate and reasonable information
  • The client can electronically follow to the accomplishment status of the project all time
  • Data about the responsible persons, deadlines and work progress make the statistical database about successfully realized projects. In this way, business management is provided with a valid, complete information and data for making the analysis of business efficiency
How to prepare a project in the system?

In the Project section you can register and administer projects

To add a new project, click the gray button "Add" and a new section "Project" will be created

 

Section „Project list”

 

Section „Project”

 

Read more about the ways to prepare offers  here
Read more about filling the Partner section here
Read more about filling the Responsible section here
Read more about filling the History section here

 

 

Information about project

In the Project section all relevant information is accessible both about the historical progress of the deal, as well as the actual financial flows. 

To better understand the functionality of the Project section, let's look at it on the basis of an example 

Example

The Company has registered a Potential   about a potential deal (hardware  sale) and this Potential has been turned into the Offer . This Offer has been coordinated with the client and now in system a new Project has been created   for the hardware delivery to SIA "Partneris": 1)  computers for a total sum of EUR 9500, 2)  printers for a total sum of EUR 490 and 3) photocopiers for a total sum of  EUR 400. Information about the offer which has been coordinated with the client  is automatically transferred to the project section. In this example section "Example. The project, coordinated with client" you can see that for this deal (hardware delivery) in the income section system has automatically calculated income   EUR 10 390

 

Section  „Example. Project, coordinated with client"

 

The company prepares outgoing invoice to  client SIA "Partneris" for the delivery of hardware

Section „Example. Outgoing invoice is being prepared”

 

You can view the prepared outgoing invoice in the outgoing invoice list

Section „Example. The outgoing invoice in the invoice list”

 

The company will not supply the hardware to client SIA "Partner" itself, but for this  work will hire a company that ensures transportation services. The company, which is ensuring transportation service invoices for a total sum of EUR 60.50 (EUR 50.00 without VAT). The company registers this incoming invoice in the system. You can view the incoming invoice in the incoming invoice list 

Section  „Example. The incoming invoice in the invoice list””

After invoice registration (both outgoing and incoming)  system automatically calculates the expected income and expense of the concrete deal for hardware sale. As you can see in the section  "Example. The project, after invoice registration" in this example system has calculated that the total company profit will be EUR 10,340

Section "Example. The project, after invoice registration" 

 

If any income or expense position, or incoming or outgoing invoice has not been imported automatically in the Project (such as you should count some incoming invoice in the project expenditure part which has been invoiced by a service provider / partner who is not automatically linked with the Project), then this invoiced can be added manually by clicking the red or green button "Add" in the columns "Expenses" or "Income" in the lower part

 

 

Attachments

Section „Attachment”

 

If you want to add an attachment (for example, a contract) to the Project click the text "Select a file to upload"  to upload”. If the file that you want to add as attachments is already uploaded in the system, click the gray button "Select from list". If the file that you want to add as attachments is not uploaded in the system, click the gray button "Upload"”. In the field "Name" you can write the attachment name

 

Save!

When the section "Project" is filled with information click the gray button "Save"

 

Print!

To print the section "Project" with the information filled click the gray button "Print"

 

Confirm!

If the project is prepared in its final version click the gray button "Confirm" 

After the confirmation of the project last version it will not be possible to correct it anymore

 

Congratulations, you've prepared the project! Time to invoice!

 

Project list

When projects are added in system a new section "Project list" will be created where you can view all projects 

Section  „Project list”

 

In the column "Status" the status of each project is shown. The list includes all deals that are registered in the system starting from the Project step

The project may have the following statuses: New (Project), Confirmed, Rejected, Invoice

In the column "Responsible" the responsible person for the implementation if each project is shown. If the responsible one is changed, then the current responsible person is shown in the column 

In the column "Duration" it is shown for how long each project is in the status of project since registration (in the status "New")

In the column "Sum" the current sum of the project is shown (income + expense)

In the column "Profit" the project profit is shown (income - expense)

To delete one or more projects, click the red cross "Delete" which is opposite the concrete project in the column "Actions"

To edit information about some of the projects: 

  • click the yellow color pencil symbol "Edit" in the column "'Actions" opposite the concrete project
  • place your computer's mouse on the potential's line (it will be colored dark) and double click 

In order to simplify the search of records use filter fields (Search by ..) on top of each column as well as the box "Search"

To change the number of records that displays within the same page in the box "Show [the number] records" enter the necessary number of records

 

What are big projects?

 

In Big project section you can register and administer big projects

 

Generally within the Project management, invoices are addressed to only one client, that is, the outgoing invoices are automatically transferred to the project income part. 

If the project is larger and within this project invoices are addressed to more than one client it is recommended to use Big project section.

 
Try it now
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The order has been brought

Since I started to use Orton, I have a feeling a kind of mom finally would have brought an order in my room. Everything is sorted - socks with socks, pants with pants, t-shirts with t-shirts and yet everything has been put in the wardrobe, which I can open from any location, and finally it is clear what is in my closet and what do I wear most often. And at last I understand the truth about where my money melts :)

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I am in business for 17 years and know what is really important - the promise given to your customer is important. But no less important is to realize how profitable is every deal. It is really great that finally a simple and effective business management system for small business is available, which wont allow to forget any sort of work, will help to control the cost of individual business projects. Even available in Latvian language! Keep it on, Orton!

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