CampControl Cost Tracking & Suppliers
You've hired good people, delegated responsibility and now they must
get on with the job. However, one complaint you're often
hearing is the amount of time they spend doing admin! While
your geo's and drillers are out in the field, back at the office
you're on the hook for the bills:
- What invoices do we still need to pay?
- What have we bought that we don't yet have an invoice for?
- Are the invoices that we're paying correct?
- Who approved the purchasing?
CFO's need to ensure that these questions can be answered while
keeping costs under control and the admin burden on field staff as
light as possible.
A major problem with keeping costs under control is the
delay
between what's been purchased and what is recorded in the accounting system.
This delay can be as long as 2 or 3 months, depending on how well
organised both your suppliers and accountants are or merely as a
result of invoicing cycles.
A typical exploration program has many
people purchasing items (Geo's and camp
support staff) and many people paying for items (accountants
and pay clerks), where these groups are often not in the same
place. Without a system in place, keeping track of this can
prove very costly.
We've extended the Cost Controls in
CampControl and added
Cost Tracking, Suppliers, and
formal Purchase Orders, so now you'll be in a better
position to answer these questions:
- How much money have we spent this month on each project?
- How much do we have in unpaid invoices?
- How much have we paid Supplier X?
- Our office in Mongolia is spending in local currency - what
did they spend last month in US dollars?
Being online, this information is available from anywhere that
has an internet connection - whether you're at an airport between flights, a coffee
shop, your office or your accountant's office. At any time in
the season you can print out a report that is completely up-to-date, detailing your expenses.
Authorisation and payment responsibilities can easily be delegated
to the right staff for efficient operation of the company with
minimal emailing and telephone communication.
In short, CampControl enables your good
people to be even better!
How it works
CampControl enables the following purchase-pay workflow:
- A CampControl user enters a purchase order (or purchase
request) and includes the estimated cost of
the item(s) being purchased. Foreign currencies are
automatically converted to a common currency, configured in your
account, thus making it suitable for reporting.
- A manager authorises the purchase request, checking the cost as well
as ensuring the purchase is coded to the correct project(s) and cost code(s) (authorisation is optional
or mandatory, depending on the configuration of the CampControl
account)
- You (or a subordinate) print out the
Purchase Order
or email it directly
to the supplier.
- The items are purchased and sent to camp.
- A manager prints off a report showing what has been spent as
well as what is still payable.
- Some time later (perhaps 2 or 3 months) the invoice arrives, a manager checks
it against the records in CampControl with what was actually
delivered and authorises it for
payment if it is acceptable.
- The accounting staff pay the invoice and mark it as "Paid" on
CampControl.
Note that the estimated cost is
entered at the time a request-to-purchase is made and is
built into the workflow, ensuring that
both paid and unpaid orders are tracked and always up-to-date. With this kind of cost
control, you are in a good position to avoid expenditure overruns.
As Company Manager you maintain
oversight of the purchasing process with access to all the
information you need for responsible management, while at the same time keeping
your involvement to a minimum and allowing your staff to work
efficiently.
With the CampControl Cost Control workflow, budgeting for the following year
is far easier as historical purchasing records are readily at hand for cost-estimation purposes.
List of CampControl Modules
For first-time readers of our newsletter, here
is a summary list of modules provided by CampControl:
| Work Logs |
Staff Schedules |
Inventory Control |
Sample Custody |
| Drill Progress Logs |
Calendar |
General Orders Control |
Photo Management |
| Vehicle Logs |
Helicopter Logs |
Travel Orders Control |
Document Management |
| Custom Logs |
Tasks |
Air Charter Control |
Standard Reports |
Test Drive CampControl
There are two quick ways to try out
CampControl and see how it can improve your efficiency:
(1) Click around inside our Exploration Manager Demo Account -
interesting
to do because it's full of real exploration data (see top left of our Home Page);
(2) Create a 14-day Free Trial account, configure it to the
locations you operate in and the users who will use it, and
customise it to your company's existing accounting standards. [Contact
us if you need free assistance with this trial setup stage.]
Click here for Sign Up Options
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