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Frequently Asked Questions

How to show or compile changes from the previous month or a previous report?

With the difference reports from PROBIS, all changes (e.g. the increase) in a selected period are shown, e.g. budget shifts, changes in the order status, payment, or forecast.

Can documents such as orders or invoices be stored in PROBIS?

It is possible to store a hyperlink to a document that is stored on a cloud or in a document management system.

Can key figures be stored in a project?

Yes, you can store any number of key performance indicators (KPIs) in a project. It is possible to make calculations with the stored key figures.

Is it possible to plan the use of funds in PROBIS across projects (e.g. at group level)?

Yes, the Multi-Cash-Flow tool can be used to create a cross-project cash flow plan / cash outflow planning.

Can the projects be grouped according to certain criteria?

Yes, it is possible to store the most important attributes in each project, e.g. location, use, financing, etc., and to use these as filter criteria in a cross-project cost report.

Can several projects be compared with each other?

Yes, PROBIS is a multi-project controlling software. In a cross-project cost report, several projects can be evaluated together and comparisons can be made via difference reports.

Can user permissions be adjusted according to the user role in the project?

The authorisation concept can be edited individually. It is possible to set user-specific and user group-specific authorisations. Certain editing areas or functions can be activated for certain users or user groups.

What is the test value in PROBIS?

The test value is the contract remuneration with which the contract was signed.

Does the forecast have to be equal to the order value?

No, the forecast can be both above and below the contract value, for example if the contract has already been finally invoiced at a lower value. The forecast can exceed the order value if supplements or additional cost applications exist or are to be expected.

Can the forecast be below or above the payment status?

The forecast can be above the payment status, but never the other way round. If the payment status exceeds the forecast, the forecast is automatically adjusted to the payment status. When the final invoice for an item is issued, the forecast is set equal to the payment status.

Can the forecast be under or over budget?

Yes, if these options are allowed by the admin, then the difference was shown as a reserve.

What is the difference between budget and forecast?

The budget is the budget calculation stored for the project or the initial budget from calculate. The forecast results from the interaction of budget management, order management and accounting and shows how much money is actually needed to complete the project.

Language - How can I customise the language of PROBIS?

To change the language, open the tab "Edit -> Settings" in the menu bar on the multi-project view (not within a project). There you can change the language of PROBIS under "General -> Language".

Invoice total - I have created an invoice but nothing changes in my payment total, why?

Please check whether the "Invoice checked" checkbox has been set in the Invoices tab. Only then is the invoice checked and can influence the payment amount. In the second step, you can also check the retentions in the final invoice sheet of the respective invoice. It is possible that a deduction has been made here, which is why your payment total is not the same as the invoice total.

Catalogues - What are catalogues?

You can understand catalogues as filter criteria. You want to filter a data set? Then this data record must have criteria according to which you can filter. For example, you can expand the data record "Cost elements" with the filter criterion DIN 276 or subobject (location w. e. g. component 1). You can then filter for elements of this data record. (For example, all elements with cost group 300 or all elements with the assignment component 1). The assignment of filter criteria is done in PROBIS in the cost calculation, here cost elements are linked with filter criteria, the so-called catalogue elements, during the import.

Code editor - What is the code editor?

The code editor helps to create code structures and thus outlines of data sets. As the code editor is a helpful support but also an important basis for definition, we recommend the help video: The Code Editor.

Code/Code Structure - What is a Code?

A code defines a record element. For example, if you create a new order, you define it uniquely by assigning a code to it. A code must always be unique. It can be chosen arbitrarily, but must be followed consistently.

Titles - How can I structure my titles in a meaningful way?

A sensible outline of the order titles depends on the respective order and its structure. It is important to have a sensible and well thought-out structure ("codes") for the outline titles. We recommend 01 Main order, 02 Supplement, 03 Expected additional costs, 09 Reserve.

Supplements - I would like to create a supplement, how does that work?

Creating a supplement works in the same way as creating an order title. Create a new title as a supplement under the Order tab in the relevant order. There is a help video for this: Orders and Titles. The only thing to note is that the title type of the order title is changed to type = supplement through the drop-down menu. When editing, please also consider the status of the supplement.

Data validity - My values are not correct, how can this be?

Due to some occurrences, valid data can appear as if an error has crept in. Try updating the project first (F5). Recalculating (F9) a project sometimes also brings light into the darkness. Otherwise, it is helpful to use the history function of the individual tabs to make certain changes to the project visible.

Establishing a server connection - How can I create a server connection?

To create the server connection you need the exact address of your access server, please ask your system administrator. You will find a detailed description of the procedure for creating the server connection in the help file (F1 in PROBIS) or in our help video: Establishing a server connection.

Help - I need help beyond the FAQ, the help file and the help videos. Where can I find this?

Please feel free to contact us at the support addresses tel. no. +49 (0) 30 610822 777 or e-mail: probis@emproc.de.

Import cost calculation - How can I import a cost calculation into PROBIS?

The help video: Import Cost Determination shows you in detail how you can import cost determinations into PROBIS. Please note the exact assignment of the individual import rules. The cost calculation can be found in the Cost calculation view in the Budget tab.

Total payment amount - Where can I find my total payment amount?

You can read the total payment amount in the Project tab under the heading: Project Totals in the last row of the table. Please also remember your cash discount.

Cost report - I want to print a cost report, how does it work?

The preparation of the cost report is explained in our help video: The Cost Report. The report can be printed via the "Create Cost Report View" in the Reports tab by clicking on the "Print Preview" button.

Colour design - How do I change the colour of PROBIS?

To change the colour, open the tab "Edit -> Settings" in the menu bar on the multi-project view (not within a project). There you can change the surface colour under "General -> Colour scheme".

User control - A staff member is supposed to help me edit a project, how can I release him?

To do this, please contact your system administrator. If you are the system administrator yourself, you can add users to the project by clicking on the plus button in the project in the higher-level menu bar under "Edit -> User control". If you cannot find a user, please contact the support.

Budget availability - Why don't I see "my" projects?

In order to see all projects for which you have authorisation, you must establish a server connection. How this works is explained in one of our help videos: Connection manager. If you have established a server connection and still cannot see "your" project, this may also be due to the authorisation structure. In this case, please contact your system administrator.

Budget availability - Where can I see how much budget I have?

There are various ways to view the budget availability. The total budget can be seen in the Budget tab and the Cost Calculation view of PROBIS, if a cost calculation has been created in PROBIS. Furthermore, it is possible to view the budget and its distribution through a report, various reports / filter options / individual evaluations. The creation of the report is explained in one of our help videos: The Cost Report.

How do I export a report?

After the report has been created (tab Report/ Select Report, Print), it can be exported as an Excel file, among other things. To do this, the first step is to save the report on the virtual drive level (this is not the local desktop level). This means that your reports are saved virtually and are available independently of the computer. In the second step, the report is saved to the desktop level via the PROBIS task bar and can be further edited from there.

Where can I find training videos on PROBIS?

After successful login, the user manual can be called up via the F1 key or in the higher-level menu band "Help"; the videos can be found under item 16. In addition, technical support can be reached via probis@emproc.de or by phone +49 (0) 30 610822 777.

Can customer-specific information be stored?

Yes. Customer-specific attributes (e.g. internal project number and KPIs) can be included and evaluated in the superordinate project. User-defined columns can be created and managed within the project (e.g. permanent document link for invoices).

How many projects can I work on with one licence?

With a full licence you can have insight into all your projects (n-projects in parallel via MultiProjectControlling). Depending on the allocation of user rights.

Can I create a liquidity plan?

Yes, you can use the cash flow module in PROBIS to create your liquidity planning down to the order item on a monthly basis. If you wish, your manual input can also be supported by automatically generated distribution curves.

Can I represent an invoice verification process with PROBIS?

Individual invoice workflows can be designed via the workflow module. Whether automatically via email or manually uploaded, the invoice is read via OCR and can be processed in sequence based on your group requirements.

Can users edit the database at the same time?

Unlike a simple Excel spreadsheet, the database offers the possibility that several users can work in parallel in the database at the same time and without delay.

According to how many dimensions (catalogues) can a project be evaluated?

PROBIS depends on your requirements and the generated data cube with regard to the evaluation. You can build your project according to only one dimension (catalogue) for uncomplicated construction projects, or with up to n dimensions for complex infrastructure projects, or entire neighbourhood developments. A dimension (catalogue) is, for example, the DIN 276, the component, the cost unit, the company, the standard service book etc..

Does PROBIS have an appointment interface?

Yes, PROBIS can import csv files from MS Project or other scheduling software programmes. With the Project Clock module, milestones and Gant Charts can be generated and evaluated in the milestone trend analysis.

Bautenstand - What does Bautenstand prey on?

The state of construction on the reference date of the structural progress in the construction, renovation or also modernisation of the structure.

How long does it take to install or boot up the PROBIS system?

In principle, the system can be authorised for a customer within hours. If data interfaces and individual processes are necessary, these topics are discussed in a kick-off meeting.

Who needs a PROBIS full licence?

Users who want to change or release data with PROBIS need a full licence. A read licence is sufficient for users who only want to evaluate data.

What is the PROBIS cost database?

The cost database from PROBIS gives you access to benchmarks according to DIN first level, asset class, component, location and quality. This means that if the characteristic values from your parallel projects are not sufficient, you can purchase these benchmarks from the database.

How many projects can users work on simultaneously in PROBIS?

Full licence users can create any number of projects in PROBIS and work on them in parallel.

What is the difference between a full licence and a reading licence?

Full licence: The user has the right to use, revise and adapt all features (e.g. create project, change forecast) of the software / Read licence: The user has the right to analyse a project and draw reports without being able to make adaptations.

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