Last updated
Last updated
Select Invoicing in the menu and click on the tab Invoice.
An invoice can only be created when there is a locked project report for that project. The projects that are listed under the Invoice tab are the projects that you are the Invoice manager for.
You can change the invoice date, and if necessary transaction date and choose how you want the invoice to be grouped, under invoice information.
NOTE! If the invoice is to be exported to an external accounting system, it is important that Article is included in the grouping, since this is the key between the systems.
Project Notes: This note is accessible from the project administration, the project report tab and from the invoice tab. The project note follows the whole project (as opposed to the internal invoice comment that follows the invoice).
At the bottom left corner is a link to the Invoice note.
Text can be entered in the project administration and then edited here on the invoice tab, but you can also write a new note directly on the invoice tab. This text will be visible on the invoice.
Another possibility for a note to be included on the invoice is the field Order No. This is a field in the project administration (and is not possible to edit under the invoices tab). Order No will be shown on the invoice to the customer.
There also is a quick function on the Invoice tab. Instead of creating an invoice for each project, as described in the previous section, it is possible to create several invoices for a number of projects at the same time. The invoices created this way will go directly to the Accounting tab. You should be aware of this before using this function:
If there is more than one locked project report on a project the system will create ONE invoice with all project reports.
The invoices will get today's date.
Invoice grouping: The invoice will firstly get the same grouping as previously used for the project. If itâs the first invoice for the project the system will use the standard grouping.
There will be no opportunity to make or change any notes when creating the invoice.
You will have no opportunity to check/ or get a preview. The invoice will be created, locked and sent directly to Accounting.
It is possible to unlock the invoices created using Quick invoice. Itâs done from Accounting, same as any other invoice.
The quick invoice function is best suitable if you usually use the same invoice grouping and if you rarely make manual notes on the invoices.
To quick invoice do the following:
Choose the projects you want to create invoices for by marking the checkbox in front of the project name. Click on the Quick invoice button. The invoices are created and will appear under Accounting.
When opening an invoice under the invoice tab, you will by default end up under Content (1). It is here you can work with the invoice. But in some cases it can be useful to go into Settings. If you want to add attachment to the invoice you can do that by clicking on the Appendices button.
Under Settings you can enter information about references, addresses, payment terms etc.
How to unlock a project report so that it becomes available under Project report:
NOTE! Deleting means you erase the invoice and the number. You can not delete an invoice if there is at least one project report linked to the invoice. Deleting an invoice can be needed if you for example need to change the customer. All changes done on the customer under Administration will not change information on an invoice that is already created.
Click on the icon to create a new invoice.
Select To Invoice and click Save to create the invoice rows. To preview the invoice, click on the PDF icon. When the invoice is completed, lock the invoice which means that the invoice goes further in the process and is found under Accounting after youâve saved. Learn more about all the features on the Accounting tab in a .
Internal invoice comment: This comment will not be included on the invoice to the customer and is completely in-house. The comment follows the current invoice and is visible in lists of invoices - here under the invoice tab, under the informationâs icon, under accounting and in the search results when searching for invoices under Report.
The Quick invoice buttonis visible only when at least one invoice is selected.
NOTE! These changes apply only on this particular invoice. If you want to make changes to the customer, this has to be made in the in the Administration.
Click on the Invoice tab. Pressby the project you want to unlock. Mark Unlock.
Click Save The project report is now available under Project report again.
To delete a created invoice, do the following under the tab Invoice. Click on the invoice tab. Click on Editby the invoice you want to delete (to delete an invoice that is already locked, it must first be unlocked. See the manual Accounting). Mark everything as Pend. When you are done press Save and then Close.
When you are back at the list under Invoice click on by the one you want to erase. You can also maculate it by clickingbut that is only if you have this function activated.
