Mifumo

FTTx projects

Track fibre roll-out purchase orders from your clients, the work you pass to subcontractors, and the money in and out on each PO.

Getting started

The FTTx Projects pages are part of the FTTx Projects module. Each client purchase order (PO) is one project.

  1. Add your clients as customers, and your subcontractors as suppliers, in your contact list.
  2. On Regions & FTTx Items, add each region you work in (for example Dar es Salaam).
  3. Open each region and add its priced items, or import them from a CSV file.
  4. On FTTx Projects, click New PO Project to enter your first client PO.

This module keeps track of POs, margins and payments. It does not post anything to your books. Raise the client invoice and record bank receipts and supplier payments in Sales, Purchases and Banking as usual.

How to

Set up a region and its price list

  1. Open Regions & FTTx Items.
  2. Under Add Region, type the Region name and click Add Region.
  3. Click the region's name to open it.
  4. Click + Add Item and fill in Code (optional), Name, UoM (for example m, km or pcs) and Rate (TZS). Click Add Item.
  5. To add many items at once, open Import CSV into this region, choose the file and click Import CSV. The file needs columns headed Code, Name, UoM and Rate.

Each region has its own rates. A PO uses the price list of the region it belongs to. Use Edit on an item row to change its rate, or Rename region and Delete region at the top of the region page.

Enter a new client PO

  1. Open FTTx Projects and click New PO Project.
  2. Fill in the PO Number, choose the Client and the Region, and check the Date Received.
  3. Add the PO items. Pick an item from the price list to fill in its description and rate, or choose Custom Item... and type your own. Enter the Qty on each line.
  4. Click Create FTTx Project.

You can save a PO with only its header and add the items later, once the bill of quantities is ready.

Add items to an existing PO

  1. Open the PO from the FTTx Projects list.
  2. Under Purchase Order Items, click + Add Item, choose the item and quantity, and click Save Item.
  3. To add many lines, open Import CSV (Item/Description + Qty), choose the file and click Import CSV. Each row is matched against the region's price list, so the rate comes from there. Use Download a template for the right columns.

Click View Items to see every line on the PO.

Issue the work to a subcontractor

  1. Open the client PO, or one of its variations.
  2. Under Subcontracts, open Issue to Subcontractor.
  3. Check the PO Number (it is filled in with your PO number plus -SUB).
  4. Choose the Supplier, or pick + New supplier... and type the new supplier's name and TIN.
  5. Set the Date Issued and the Markup %. This is the share of the client rate the subcontractor is paid. It starts at 65%.
  6. Click Issue PO.

The subcontract PO gets every item from the client PO at that percentage of the client rate, so the margin is fixed from the start. The client PO's Dashboard then shows the subcontract cost, profit and margin.

Start a variation

Use a variation for extra work that has to start before the client's PO for it arrives.

  1. Open the client PO and click Add Variation, or open + Add Variation under Variations.
  2. Check the PO Number (it is filled in with your PO number plus -VAR1, -VAR2 and so on), the Date Received and add a note on what changed.
  3. Click Start Variation.
  4. Add the variation's items, and issue it to a subcontractor if needed.

The variation's value is added to the client PO's total value on its dashboard.

Record a payment on one PO

  1. Open the PO.
  2. Click + Record Payment.
  3. Choose Advance or Payment under Type. The amount is filled in with a suggested 30% advance.
  4. Check the Amount (TZS) and Date, then click Save Payment.

On a client PO this is money received from the client. On a subcontract PO it is money paid to the subcontractor.

Record one payment that covers several POs

  1. Open any PO and click Receipts & Payments.
  2. Click + Record Receipt or Payment.
  3. Choose the Contact, the Type (Advance or Normal), the Amount (TZS) and Date, then click Save.
  4. On the receipt's page, click + Allocate to PO(s). Choose each PO and the amount for it, and click Allocate.

The list shows how much of each receipt is still unallocated.

Update a PO's status

  1. Open the PO.
  2. Under Status, choose Pending, In Progress, Completed or Invoiced.

Completed and invoiced POs drop out of the active figures at the top of the FTTx Projects list. They still count in the year-to-date (YTD) figures.

See what each subcontractor is owed

  1. Open Subcontractors.
  2. Choose a supplier, or leave All suppliers selected.

The list shows every subcontract PO with its value, what has been paid and whether an advance was paid.

Settings

This module has no settings of its own. Regions and their price lists on Regions & FTTx Items are the only setup.

Questions

Does recording a payment here post to my books?

No. Payments in this module track money against each PO. Record the actual receipt or supplier payment in Banking as well.

Why can't I pick an item when I add a line to a PO?

The item list on a PO shows only items priced for that PO's region. Add the item to the region on Regions & FTTx Items first, or use a custom item.

What do the figures at the top of the FTTx Projects list mean?

They cover active POs (not completed or invoiced). Need a Client Advance counts POs with no money received yet. Subcontractor Unpaid counts POs issued to a subcontractor who has not been paid an advance.

Can a subcontract PO be issued to another subcontractor?

No. Only a client PO or a variation can be issued to a subcontractor.

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