TABLE OF CONTENTS

• What is a COD Purchase in FCX
• How to create COD
  • COD Purchase Approvals Reference
    • Create a COD request through the reference
    • COD Card
  • COD Approval Process 
• Transform COD to VIM invoice

What is a COD Purchase in FCX

One kind of job expense that is difficult to capture and allocate is small purchases made on company credit cards or made by employees in the field and submitted for reimbursement.

In FCX we can keep account of such expenses and charge them to the particular Build Plans in real time. The AP COD Module lets us capture COD Receipts from the field at the moment of purchase. 

Generally, the COD Process looks like:

• The user creates a COD request in the mobile app, photographs the receipt and submits it.
• After submittal, the system generates a COD Purchase record with the entered date.
• The COD can be transformed into a Vendor Invoice and then processed in the FCX VIM Approval Interface. 
• VIM Invoices transformed from COD Purchases are validated and approved like other Vendor Bills.
• Validated COD Expenses reflects against BP Budgets.
• After approval, COD Purchases push to QB, where an AP manager can pay them with a CC account or cut a check for Employee reimbursement.

How to create COD

There are two ways of how to create a COD request:

1. Create a COD request in the mobile app.

To get access to Requests module, you should be assigned to the "Allow COD requests" Employee role.

Read about how to send a COD request through the app here.

2. Create a COD Purchase record in the corresponding reference — "COD Purchase Approvals".

COD Purchase Approvals Reference

The FSMFinancial user group has view only access.

The Accountants and Bookkeepers user group have full access.

Create a COD request through the reference

First, we recommend reading about COD module configuration setting. Here we write about purchase categories and what they do. How to specify COD transformation to Bill, where to set up credit card charges sync, and so on.

1. Open the required Build Plan → click to COD in the BP Financial part. 

2. Create a new record. 

Once you have created the request through the Build Plan card, it automatically fills in the Build Plan in the COD card.

3. Fill in COD details, save the record and submit the request.

If the Purchase Category requires transformation to VIM Invoice, the Invoice is generated when you click on the Submit button.

COD Card

Name is filled automatically. It includes Purchase Date + Build Plan Name + Total Amount + Purchase Category + Requester. When you create a COD via the reference, the name will display after saving and reopening the record. You can also manually enter the desired name of COD.

Build Plan can be populated from the BP card, mobile request or selected manually. Also, it used for financial allocation if the COD provides for transformation to Vendor Invoice.

Project — automatically from Build Plan.

Purchase Category is derived from mobile request or can be selected manually as well. The category stores COD settings: default FA and GL Codes values, whether COD requires media attachments, transformation to VIM Invoice, and creation of financial distribution. Read more here.

Financial Account — default value comes from COD's purchase category and available for editing. COD's transaction is recorded to this financial account in financial distribution.

Stage represents the stage of the life cycle of the COD. This field can be editable by Employees with full access to COD. However, we recommend using the special actions on the COD card ribbon to change COD stage. Scroll down to read more about COD approval process. 

Purchase Date affects on the date of financial distribution and invoice if the purchase category stipulate it.

Total Amount ($) — the receipt amount. There again it may represent Invoice amount and the total of financial distribution.

Requester is an Employee who created the COD Purchase request: via mobile app or reference.

Vendor — an additional field, which is used to identify potential COD duplicates. Please note that the Vendor isn't pulled into the VIM Invoice card. For Invoices based on CODs, we use the Vendor from the Card Issuer field. The Vendor can be changed in the VIM Invoice.

Card Type field classifies Cards and Account by purchase and invoice category. A particular type can sync as a Credit Card Charge to an accounting system. Read about QB sync here.

Card and Account charge cards that Employees use to purchase good and services.

Store  — a note of purchase place. It's a mandatory field in mobile COD request and additional in the COD card.

Region, Market, Site is taken from Build Plan Card.

Description — purchase details. It is also an essential part of COD request, however you create a request.

Comments — an extra field to provide more information about the COD Purchase during its creation, approval, etc.

Approved shows the date when the COD request was approved.

COD Approval Process 

The COD approval process is pretty simple. All work takes place in the COD card. There are no approval tasks. Let's look at the schemes.

The system does not create a COD type of Financial Distribution if the COD has already an Invoice, despite the corresponding setting in the Purchase Category.

Transform COD to VIM invoice

If needed, you can configure COD Purchase Categories to transform a COD to the Vendor Invoice. The invoice will be created when the COD request for the determined category is submitted, or more specifically, when the COD moves from the draft to the pending stage.

Furthermore, we can sync such purchases to the accounting system as credit card charges. The generated VIM Invoice will be mark as paid just when you approve it and sync to the accounting system.

Read more here about sync VIM Invoices to Quickbooks.