WKnowledge base

Procee Wiki

Every concept, process and principle behind Procee — in one place.

66 entries

Getting started & settings

Update a Saved Search

Saved searches can be found after clicking the magnifying glass on the relevant screen

Advanced Search

Saving search queries and creating scheduled reports from the advanced search screen.

Events

You can create an event and link all relevant purchase orders, purchase invoices, documents, and files to it, and correspond with the person in charge about the event's cost.

Document VAT Calculation

The VAT calculation in documents generated by the system is based on the principal amounts.

Install as a Mobile App

On your smartphone, access the system from the Google Chrome browser at app.procee.com and install it as an app.

Installing Procee on a smartphone

Open the Chrome browser app and go to app.procee.com to install Procee on a smartphone.

Quantitative Management and Inventory Management of Items

There are two ways to manage item quantities in the system: quantitative management and inventory management; inventory management is intended for those who need (or are legally required to have) full inventory management.

Purchase Inventory Management

In order to manage the list of items purchased through purchase orders in the system, you can use the inventory module

Projects

A project is an internal system entity designed to contain purchase orders, supplier invoices, and customer charges while tracking the budget

Opening a support ticket

Opening a support ticket in the Procee system

Baskets

A basket is the system's way of defining a group of entities of the same type. You can create or edit a basket under "Budget" in the right sidebar

Uploading Multiple Files to the System

You can upload multiple files to the system at once by dragging them into the system.

Status Widget

On our home page you can find the status widget - a component containing user-specific preset reports.

Creating an event on an entity

You can create events on various entities in the system (orders, invoices, etc.).

Importing Documents

We will download the Excel template, fill it in, and then upload it to the system to import documents.

Budget & allocations

Budget update for a purchase order

A purchase order can be moved from budget X to budget Y provided that all order items exist in both budgets

Accounting Index and Budget Index

The procee system supports working in two budget structures — unified and separate: Unified index — the accounting index and the budget index are identical.

Editing a Work Budget

Editing a work budget in the Procee system

Section Tree

The section tree serves as the reporting mechanism in the system. From here, you can generate, save, and export relevant reports

Report on accounts that exceeded budget

To generate this report, go to the budget tree. In the search, click the + next to the "Filter" field at the bottom of the search. Select "Available balance"

Adding / removing an item from the basket

This article describes how to add or remove an item within the Procee system. You can manage baskets and add/remove items as needed.

Prepaid Expenses and Accrued Expenses

During year transitions, a situation may arise where the budget year of the order and the invoice are different. To handle this issue, the system can be configured

Building Keys for an Organizational Index – Segmentation

A properly structured accounting/budgetary index enables the easy production of meaningful reports without the need for manual processing, provided that the index keys and their classification are built correctly

Budget Category

Leading zeros are automatically added to all values based on the longest segment.

Cost Codes

Cost codes (also called profit centers) let you add an additional dimension to accounting entries

Accounting Structure of a Budget Transaction

Creating an expense budget: Debit - offsetting budget item (balance sheet), Credit - expense item

Transaction Structure

Transaction structure in the Procee system

Reservation Reset Mechanism

Purchase orders in the system create a reservation that is reflected in the budget balance and in the financial reports in the system

Offset item

An offset item is intended to "correct" the amounts in the document so that they come out properly and accurately

Default accounts in the system

If there is synchronization, autocomplete. If there isn't, always create automatically: Input VAT 450000, Fixed Assets VAT 450001, Supplier withholding tax 420000

New Annual Budget

A new 'copy budget' button in the budget actions

Year-End Transition

Preparing for year-end transition in the system with single-year or multi-year accounting, including handling open purchase orders.

Purchase invoices

Automation for Processing Purchase Invoices

Purchase invoice intake: manual invoice upload to the system, sending by email to the system, supplier portal. Assigning an invoice to an expense and approval workflow.

Uploading a purchase invoice with more than one expense account

Step A – Select one of the expense accounts on the purchase invoice upload screen and save the invoice.

Purchase Credit Invoice

When a credit invoice is linked to a purchase order, it actually increases the order amount.

Closing a Purchase Invoice

If an overage amount is defined for the user, the invoice can be closed against the order

Sending purchase invoices by email to the system

If we received a purchase invoice from the supplier by email, we can send it directly to the system

Payments

Making Payments to Suppliers

This is where purchase invoices and purchase transaction invoices that have completed the approval workflow arrive (only those without a preselected payment method such as credit card).

Purchase orders

Blocking the creation of a new purchase order if there are unprocessed purchase orders

You can configure an automatic block on creating a new purchase order if there are other older purchase orders that have not been processed.

Supply Reporting

On the home page, click Outstanding for Supply to open a screen listing all items not yet supplied, then check the items that were received.

Purchase Order with Monthly Distribution

Example: At the beginning of the year, we will issue the mobile phone company a purchase order for the monthly invoice that will arrive at the end of each month during the year. The system will distribute the amount

Automatic Month and Amount Distribution According to a Month Range on the Purchase Order Creation Screen

After clicking Save, the line items will be distributed according to the selected range

Sending a Purchase Order

When a purchase order workflow is completed, an automatic notification is sent to the order creator that the order has been approved

Purchase Order Validity

Setting a validity period for purchase orders allows the organization to prevent old, irrelevant open orders

General

Billing subscriptions in the system

Charges in the system are generated for customers automatically based on the monthly active user count.

Users, permissions & security

Email notifications from the system

How to enable or disable email notifications from the system and how this setting affects users.

Access to the information stored in the system

This article describes the ways to access the information stored in the Procee system. The information can be accessed through the system's main interface and to

Replacing or deactivating a user in the system

A user in the system is associated with one person. It is not recommended to allow several different people to log in with the same permissions, so that we can perform proper tracking.

System Administrator

The System Administrator is a single user in the system who works within the organization and maintains ongoing contact with the Customer Manager on behalf of Procee

SSO

To connect to the system using SSO, create a new record for the customer under Membership Providers in the Procee system.

Types of User Permissions in the System

For each user in the system, three types of permissions can be defined: viewing, execution, approval

Suppliers & vendor portal

Uploading a Purchase Invoice to the Supplier Portal

To access the portal, you'll need an email with the login details from the company you're uploading the invoice to. Click the portal login link.

Reminder to the supplier to send a receipt for a transaction

Creating new suppliers/customers in the system

Using the system, you can easily create new suppliers/customers in the organization

Approval routes

Replacing an Assignment Approver

This article describes how to replace an assignment approver in the Procee system. You can change the approver relevant to document assignments through the system settings.

Document Associations

Association definition structure in the company: Accounting: Customer-Order > Tax-Invoice / Tax-Invoice-Receipt

Approval route validity

The route of the purchase order and the purchase invoice received for it is determined according to the basket(s) selected when creating the purchase order