Accounting
Last updated
Last updated
Once the invoices have been approved and locked under Invoice, the next step is to reserve them under Accounting. (If you have a connection to an external accounting system, the invoices are now available for export).
Select Invoicing from the menu and click on the Accounting tab.
When the invoices are reserved, it is possible to print/export both invoices and project reports as PDF.
NOTE! Under Administration - Project it is possible to choose Project report on Attach to invoice. This helps when printing out both invoice and project report in Invoicing - Accounting. This automatically ticks the boxes for the project report, just as the invoice in the dialog when you take out a report. This function is good for projects where it varies if you want to attach the project report.
On the customer card in the administration you can choose how you want the invoices sent (Mail, e-mail or e-invoice). The selected type is presented under "Accounting" and can be used to filter out and sort your invoices.
Note! This is only used as information. It does not send the invoice in this way automatically.
When you are done with your invoices, itâs time to archive them. It makes the invoice disappear from the Accounting tab. You can still find archived invoices under the Report tab.
NOTE! You can only archive the invoices that you reserved, and has an Ext. invoice no.
To archive an invoice, do as following:
If you reserve an invoice that shouldnât have been reserved, itâs possible to unreserve it. The invoice will then be moved back down to the list All invoices.
If you find something wrong with any invoice under the "Accounting" tab (either reserved or not), you can always unlock it by doing the following:
If you need to unlock a released invoice, a user with administrator rights can unlock the invoice in the database. Do the following:
Click on the Report tab in invoicing.
Click on Invoice report.
Find the invoice you want to re-open by using the search terms that are available.
Once you find the invoice: Tick the box by the invoice number and click on the Unlock invoices button.
You receive a message that the invoice is unlocked, and it can be found under the Invoice tab.
NOTE! The link to what was entered in the field Ext. Invoice No. remains. You will notice this when you reserve the invoice again under Accounting.
Scroll down to All Invoices. Tick the box on the far left of the invoices you wish to export. You can select all invoices by ticking the box above the heading. Press Reserve. Your invoice will now appear higher up under Reserved Invoices.
If you find that an invoice has an incorrect invoice date, you can easily change it from the Accounting tab when you have reserved the invoice. Delete the existing invoice date and enter the new date in the following format: yyyy-mm-dd, or yymmdd, or use the calendar function next to the text box. Click the save buttonto save the new information. You can change the date for several invoices at once by entering the new invoice date in the field on the first row, just above the Invoice Date heading. Then tick the boxes to the left of the invoice date for the invoices you want to update and click save
To print a single invoice: Click onby a project under the heading Invoice.
To print a single project report: Click onunder the heading Report.
To print several invoices and/or project reports: Tick the boxes next to each project you want to include in the report and press Report. Then choose which invoices and project reports you want to include, in the dialog that opens.
In order for an invoice to be archived, it is required that the field Ext. Invoice no. is filled. (If you have an automatic link via Millnet Connect to an external accounting system, it will return the Ext. Invoice no. automatically to this field). Tick the box at the left side for the invoices you want to archive and press Archive in the menu. Use the checkbox at the top to select all at once. Invoices can thereafter only be found under Report.
First make sure the field Ext. Invoice No. is empty. Tick the box at the far left, by the invoice, and press Unreserve.
Check the box at the far left, next to the invoice you want to unlock. Then press Unlock. The invoice has now been moved back to the Invoice tab, where it can be changed or unlocked to Project report. Note! Any ext. invoice no. that the invoice has when it is unlocked will reappear when it is reserved again.
