The Collabox accounting module provides you with all the tools to properly manage your suppliers.

Purchase orders, disbursements, certificate of conformity and receipt, certificate of subcontractor.


Subcontractor certification

By Accounting, Digital transformation, Purchase Orders, Subcontractor certificate, Suppliers

Keep the certificate of a subcontractor in Collabox!

In Quebec, general construction contractors need to obtain from their subcontractor an attestation from Revenu Québec stating that the subcontractor is in good standing. When the contract reaches a certain amount, this certificate becomes mandatory. With Collabox, keep track of the reference number of this certificate and monitor its expiration date. This will ensure that you receive a new certificate in a timely manner, if needed.

How to keep a subcontractor’s certificate

You must first enter the certificate number and the due date in the supplier form (the supplier being your subcontractor). If the provider has already been created, you can simply update it by adding this information. Otherwise, complete a new form.

Create a supplier

Click on the icon Configuration.

Collabox horizontal menu.

Go to the Suppliers section.

Collabox vertical menu, section Configuration

Click on Add a supplier.

Page List of suppliers

Fill in the form and click on Save.

Page Adding a supplier

Update a supplier

Click on the icon Configuration .

Collabox horizontal menu

Go to the Suppliers section.

Collabox vertical menu, section Configuration

Click on the name of the provider you want to update. Add the missing information and save the changes.

Page Update a supplier

The certificate expiration date will then appear in the list of suppliers.

Page List of suppliers

Then, when you will make a purchase order, you only have to indicate the supplier in the form, and the number and the date of certification will be automatically attached to it. The expiration date will therefore also be found in a column of the list of purchase orders.

Page List of purchase orders

Finally, the yellow dots to the right of the expiration dates tell you that the supplier exceeds $ 25,000 and that a certificate is required.

Certificate of conformity and receipt

By Digital transformation, Management, Purchase Orders

In order to closely monitor the compliance of your subcontractors, there is already a field in Collabox reserved for certificate from Revenu Québec in the supplier form. We wanted to allow you to ensure even closer monitoring of the people with whom you deal by adding two new sections, this time in the order forms since they are closely linked to them: the receipt and the certificate of compliance (CCQ -CNESST).

Let’s take a closer look.

Certificate of conformity and receipt

First, go to the Management module.

Collabox horizontal menu

Then open the Purchase Order page located in the left menu.

Collabox vertical menu

Click on the order form to which you wish to add a certificate or receipt. Under the Info tab, you will find the sections that interest you.

Page Updating a purchase order

As you can see, in sections 1 and 2 there is space to write down the date the documents were requested and the date they were received. As for the boxes to be checked, they indicate whether the discharge is denounced and whether the certificate or discharge is required. Section 3 makes it possible to note that the subcontractor’s file is in order with the authorities concerned.

New pictograms

By first checking the options corresponding to the required documents (sections 1 and 2), small pictograms appear on the purchase order list page. Just like the certificate from Revenu Québec, each document has its pictogram visible in the list of purchase orders (module Management ). Its presence also indicates that the document is needed. The yellow sticker corresponds to the Revenu Québec attestation; the blue one, to the attestation of conformity (CCQ-CNESST); and finally the green one, to the receipt.

Page List of purchase orders

Would you like to refresh your memory on the dynamics between purchase orders and disbursements? Read this article !

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Documentary Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. (418) 907-9274 ext. 120

Purchase orders

By Accounting, Digital transformation, Purchase Orders, Suppliers

Working with suppliers often involves purchase orders.

This very practical tool allows you to order services or products from your supplier and agree on a price.

Don’t know how to create a purchase order? We explain how to do it.

How to create an order form?

Start by accessing the “Accounting” module by clicking on its icon in the top menu bar.

To have access to your complete list of suppliers, then click on “Suppliers” in the left navigation bar.

Find the vendor you want to add the new purchase order to. Click on its name.

Once in its file, click on the “Purchase orders” tab.

Here you can see the entire list of this supplier. To create a new one, click on “Add a purchase order”.

Enter the necessary information.
Once completed, you can send it directly by email. Finally, don’t forget to save your work!

Transformation of purchase orders into disbursements

Collabox does more than enter and send your purchase orders. It can automatically transform them into disbursements once you have received the invoice from your supplier! Gone are the days of duplicating information. This solution not only saves you time, but also avoids mistakes!

The first step is to select the desired purchase order, then on the page that opens, click on “Create a disbursement”.

Collabox page that shows where to click to turn vendor purchase orders into disbursements automatically.

Collabox automatically takes the information from the purchase order and transforms it into a disbursement. However, you must add the number of the invoice, its date and the budget item you want. No more complicated than that!

Collabox page that illustrates the important fields to fill in to associate purchase orders with disbursements and the right budget item.

Watch several videos on our Youtube channel and visit our Tips and Tricks section in the Blog to continue using the Collabox!

If you have any questions, please contact us and we will be happy to answer you. (418) 907-9274