Questionnaire
Products & chargeback
Which orderable products and services do you offer — catering, print, IT hardware, AV packages — and how is the financial side handled? Who pays, in which currency, with which VAT and which link to your accounting?
Updated May 18, 2026
Questionnaire · 4.8
Why this now
In Gfacility catering and bookable services share the same product engine: product details + constraints + availability. A sandwich package and an AV set are technically treated the same. What differs are the rules — delivery times, who can order, how you charge back. You record those rules here, not ad hoc later per product.
What do you deliver?
Product catalogue per category
Catering, print, IT, AV, mobility — with supplier, price, VAT and delivery rules.
Ordering rules per category
Cutoff time, min/max quantity, approval step, audience.
Chargeback model
Which cost centre pays, in which currency, with which VAT codes — and what counts as "internal" vs "external".
Financial integration
Export to accounting/ERP — file, API or manual delivery?
Key questions — Products side
- 1Which product categories do you offer via Gfacility? Catering, print, IT hardware, AV packages, mobility (bike, parking), event add-ons, cleaning extras, anything else?
- 2Who is the supplier per category — internal department (own canteen, own printshop) or external supplier (Sodexo, Albelli, Dell)?
- 3Who can order — everyone, specific departments, event budget holders, external parties? Do you constrain by user group, location or organisation?
- 4Delivery and ordering rules per category — cutoff time (latest moment to order), min/max quantities, pre-order window, delivery zone.
- 5One-off orders (custom item in basket) — allow without polluting the catalogue, or always via request?
- 6Bundles — meeting package (lunch + AV + room setup), event package (room + catering + parking vouchers) — offer as a single product or always separate?
- 7Approval workflow — orders above a threshold, or from externals, first approved by manager? Who sees the request, with which SLA?
- 8Cancellation and changes — until when can an order be cancelled? What are the costs after the cutoff time?
- 9Catalogue management — who keeps prices current, adds new products, does the yearly indexation? One owner per category.
Key questions — Chargeback side
- 1Who pays per category — the orderer personally, their department, an event cost centre, or the organisation centrally (overhead)?
- 2Which cost centre code attaches to which product category? Examples: lunch = orderer's department, executive lunch = exec budget, print = communication overhead.
- 3Currency and VAT — do you work multi-currency (multi-country)? Which VAT codes (21%, 9%, 0%) per product type?
- 4Indexation & price change — yearly fixed moment, on supplier contract, or free? Who approves price increases?
- 5Internal vs external — different prices for external parties (customers, suppliers eating along)? Separate VAT flow?
- 6Chargeback frequency — directly per order, or monthly/quarterly bundled?
- 7Export to accounting — which format (CSV, UBL, JSON), which integration (Exact, AFAS, SAP, Twinfield, Dynamics)? Push or pull, daily or monthly?
- 8Discrepancies — what if an order is cancelled after export? Reversal flow defined?
- 9Reporting — which monthly/quarterly reports does Finance need? Per cost centre, per supplier, per product category?
Template — Product categories
| Category | Example | Supplier | Audience | Cutoff | Approval | VAT |
|---|---|---|---|---|---|---|
| Catering — lunch | Sandwich menu, salad | Internal (canteen) | Everyone | Day-1, 13:00 | None (≤ €15 pp) | 9% |
| Catering — event | Walking dinner | External (Sodexo) | Manager+ | 7d ahead | > €500 budget owner | 9%/21% |
| Brochures, banners | External (Drukland) | Communication | 3d ahead | Marketing lead | 21% | |
| IT hardware | Laptop, monitor | External (Dell) | Everyone via mgr | 10d ahead | Line manager | 21% |
| AV package | Projector + mic + camera | Internal (FM) | Everyone | 1d ahead | None | 21% |
| Mobility | Bike, EV charger, parking | Internal | Everyone | Real-time | None | 21% |
| … | … | … | … | … | … | … |
Template — Chargeback rule
| Category | Who pays | Cost centre | VAT code | Chargeback moment | External price? |
|---|---|---|---|---|---|
| Catering — lunch | Orderer's department | Derived from user | B9 (Food & drink 9%) | Monthly bundled | Yes, +30% |
| Communication | 3300 | B21 | Direct | No | |
| IT hardware | IT budget | 2200 | B21 | Direct | N/A |
| AV package | Orderer's department | Derived | B21 | Monthly | Yes |
| … | … | … | … | … | … |