Internal User Training - Costs

Welcome to the Alasco Training for internal users

In the following videos, we will explain the basics to work efficiently in Alasco. To learn how to set up your user account, see our first steps training.

Note:

This training contains colour-coded links to articles in our Help Center that provide more information about the features shown.

Master data

How do I add contractors?

Contract Units

As Internal User you are not able to create or change contract units. In this section you learn how the hierarchy in Alasco works and how budgets and contract units work together.

In principle, the budget in Alasco is distributed from cost groups to contract units (trades, service packages, etc.). The corresponding contracts are then created within these contract units.

Contracts

How can I create and edit contracts?


In our Help Center, information regarding how to use user-defined custom fields, mentioned in the video, can be found.

 

How can I include additional contract data?

Within a contract, all relevant documents can be uploaded and the contract terms defined so they are applied to uploaded invoices.

 

How do I define cash outflow?


In our Help Centre you will find Further articles on managing retentions and guarantees mentioned in the video. 

 

How do I create reserves, financial risks and receivables, and report contract progress?

 

How do I create recurring invoicing or a multipart contract?

Change orders

How do I create change orders?

Change orders can either be approved using a change order workflow or inputted directly into Alasco.

 

How do I approve a change order using a change order workflow?

If you use a standardized change order workflow to approve change orders within your company, please reach out to your administrator to set up a change order worflow within Alasco.

Invoice workflow

Invoices are checked and approved in Alasco using previously created invoice workflows. Invoice workflows should be defined by an admin before or during the setup of a project.

The following steps comprise an invoice workflow:

Step 1: complete details

 

Step 2: formal check (optional)

 

Step 3: approval

 

Step 4: payment (optional)


In the last step of the invoice workflow, you have the option of transferring the document to DATEV Unternehmen via our interface.

Digression: DATEV-Invoice-Exchange

After setting up your DATEV account and preparing it to receive information from other systems, you are able to use the Alasco DATEV interface. First you have to activate the interface within your user settings. After setting this up you can easily exchange approved invoices from Alasco to DATEV.

Digression: SEPA-Export

To easily exchange all relevant payment information you can use the Alasco SEPA export function. This XML-file can be used in software such as StarMoney or SFirm to import and starting the payment process.

Lists in Alasco

Most of the data processed in Alasco is displayed in lists. All lists have a standardised structure and the same functions. The video uses the invoice list to show how to use lists in Alasco.

Cost controlling

The cost controlling is the core of Alasco. This is where all the data entered comes together in a table that provides an overview of an individual project or of the entire account (multi-project cost controlling).

Tip:

If you want to delve deeper into Alasco, you can explore other topics in the Help Center.

LEGAL

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