Self Billing

Settings

Before you can create a self-invoice you need to create a supplier and you need to add necessary settings on the consultant user and on the project to activate the functionality.

Create Supplier

Suppliers are created on the tab Administration - User - Supplier.

A new supplier is created by clicking Create supplier in the top left. Then fill in the supplier card. You should at least enter:

1. Name: So that you can easily identify the supplier

2. Email for invoices: The email to which self-invoices will be sent. You can write multiple email addresses by separating the addresses with a comma.

3. Supplier number: This number should be the same in the financial system. Especially important if there is an integration with the financial program.

   
4. Account details: The amount on the self-invoice will be paid into the account specified here. To register an account, click on one of the choices below. Some fields may be pre-filled to assist with registration.

   

Other fields on the supplier card:

• Contact: Fill in the contact person who will be "Your reference" on the Self-invoice.

• VAT mode: Choose how VAT should be handled.

• Currency: Changes the currency for the supplier. The currency selection controls which currency the self-invoices will receive. The cost in the price list is the basis for the supplier's price on the self-invoice. In the event that the pricing on the customer invoice has a different currency than the supplier, the specified cost in the price list is converted to the supplier's currency based on the current exchange rate in the system.

• Expected payment date: Expected payment is displayed on the self-invoice pdf and is calculated based on the payment terms on the customer invoice + X number of days. The content of the drop-down list and which selection should be pre-selected when new suppliers are created can be configured.

• Language: Changes the language on the self-invoice pdf. .

Connect User to Supplier

You need to connect the user who will use self-invoicing to a supplier. You do this in the user card. You can find it on the tab Administration - User - Users.

Then select the user from the list. The supplier field is only displayed after you have turned on the function under the heading Self-Billing. If you want to connect an existing supplier, you can select it from the list. You can also choose to create a new one by clicking on the plus sign. More on how to do create a supplier can be found in the previous section. A user can only be connected to one supplier.

If you want to check or adjust something on the selected supplier, you can click on the pencil on the right to open the supplier card. This is only visible if you have a supplier selected.

NOTE: Keep in mind that the adjustments here affect all projects that the supplier, via users, is linked to.

Project settings

When you create your project, you do it as usual, except for the “Project Members” and “Pricelist” sections. Read more about the differences below.

Project members

In the section "Users" in the project card (where you select the project members) you need to select the user or users from which the self-billing is to be created. To get it right, you need to select people who are linked to a supplier. This is shown by the user being listed with their name followed by the supplier's name in the list for members. You add them as usual members in the project by selecting one or more users in the list and clicking on the arrow to the right, or by dragging them from the left to the right field.

Pricelist settings

In the project pricelist (whether linked or local) you need to enter the amount in the “Cost/hour” field. It is the cost that forms the basis for calculating the price on the supplier invoice. The prices/costs can be set per activity and/or user or generally for all activities and users. The same logic as in the pricelist for prices on the customer invoice, but in addition to the customer's prices, you must fill in what the price/hour of the self-invoice should contain in the field for “Cost/hour”. If the cost per hour is missing in the pricelist for the project, the cost indicated in the user card of the sub-consultant is used. If the cost is also missing there, the price will be 0 on the self-bill.

Create Supplier Invoice

If you have done all the previous steps to connect suppliers, users and projects, the sub-consultant has registered time and locked it - everything is ready. When it's time to invoice, you need to think about a few things before proceeding:

• The self-billing is based on what was entered in the time registration view. So if something needs to be adjusted, it is in the user's time registration view that the change needs to be made (switch to the user in the menu or by clicking on the name in the approval view).

• Changes made in the first invoicing step, Project Report do not affect the self-invoice. All rows added on the "Project Report" will appear on the self-invoice - no matter if the row is set to "debit", "free", "hide" or changed. "Pending" rows will not be added on the self-invoice.

• You cannot adjust the self-invoice after it has been sent

• When it is time to invoice, go to Invoicing - Self-Billing.

The self-invoice is created when you create an invoice in the “Invoice tab” and the project report is added to an “Invoice” (on the tab Invoice). The self-invoice will then be found on the tab Self-billing. The button Self-Billing is only visible when the self-billing function is turned on in the system, and you have the right “Accounting manager” and/or “Administrator”.

Check the Supplier Invoice

On the tab Self-Billing you will find all created self-invoices. You can filter to see “Preliminary”, “Not sent” and “Sent”. You can also select the period you want to see using the date selectors and search for fields containing text.

In addition to the filters, you can also group on a type in a column to get a clearer overview. For example, if you want to see everything that belongs to a certain supplier or is on a certain status. You make a grouping by clicking on the arrow to the right of the heading that becomes visible if you hover the mouse pointer on the header row.

A selection box appears and you can select “Group by”.

A summary of the amount of the grouping is also displayed under its group. All selections are retained and saved in the browser you are using, so that you can easily continue working in the view from the same starting point.

You can follow the status of your self-invocies in the “Status” column with both color and text. You can also hover over any error messages to get additional information.

• Preliminary (gray): Displayed until the customer invoice receives an external invoice number.

• Not sent (yellow): The customer invoice has received an external invoice number and the self-invoice is ready to send to the supplier.

• Sent (green): The self-invoice has been sent. A sent self-invoice cannot be resent or corrected.

• Error (red): Displayed if there is an error when the self-invoice is sent by e-mail. Example: Wrong email recipient or an error in the self-invoice report.

In this view you can also preview the self-invoices before it is sent. To do so, click on the PDF icon of the invoice in the No. in the column Self-invoice. You can also check the customer invoice with the same icon in the column Customer invoice. If you want to create a PDF report for several self-invoices at the same time, click on the PDF icon at the top right.

A new selection box will appear where you can choose which self-invoices you want to include in the selection. Click on Show to create the PDF.

Send the Self-Invoice to the Supplier

When the customer invoice has been given an external invoice number in the Accounting tab, it becomes possible to send the self-invoice. You send the self-invoice by e-mail directly from the system. You do this by clicking on the "letter" at the top right of the view. Then all self-invoices are displayed in a pop-up within the selected range with the status “Not sent” that are possible to send.

NOTE! Filtering in the list affects which invoices will be sent. See more about the statuses in the sections above.

You have now completed the self-billing process. The payment term (Expected Payment) for the self-invoice will be the same as that of the customer invoice + the number of days indicated on the supplier card.

NOTE! Once the self-invoice is sent, it is NOT possible to change or resend the self-invoice. If you need to credit a customer invoice, it is done without affecting the self-invoice as it cannot be credited.

Self-Invoice Number

Each self-invoice created in the system is given a unique invoice number. The self-billing invoice number is created automatically when the self-billing invoice is sent to the supplier. Each supplier has its own number series for the self-invoices, consisting of the supplier number (from the supplier invoice register) + a serial number series.

Correct an Incorrect Price per Hour on a Self-Invoice

It is possible to correct an incorrect hourly price (the cost/hour in the pricelist) before the self-invoice has been sent to the supplier.

To correct the error, follow these steps:

1. Go to the pricelist for the project in question.

2. Change the cost/hour to the correct amount.

3. Unlock the sub-consultant's times via the Approve view and then lock/approve them again.

4. If you do this, the preliminary/unsent self-invoice will be updated with the updated hourly price.

If the incorrect hourly price (the cost per hour in the pricelist) on the self-invoice is discovered after the self-invoice has been sent, it is unfortunately not possible to correct it on this self-invoice. Correction must instead be done manually by adding new rows in the time registration view, for example by adding it as an expense registration with the amount to be added. The amount can be included on the next self-invoice.

Crediting

There is no credit invoice function for crediting self-invoices. However, you have this possibility described bellow if you still need to make a "credit self-invoice":

• You can create an expense registration with a minus amount via the time registration view. The expense amount must be created in the relevant subconsultant's time registration view on the project that is subject to credit.

• After locking the expense registration, the minus expense registration will appear as an invoiceable item in the project report view in the invoicing module.

• Even if the credit only concerns the self-invoice, a "customer invoice" must be created (as self-invoices are created automatically by the system when the customer invoice is created). Create a "zero invoice" - if no invoice is to be sent to the customer (i.e. you set the expense to "hide" or "free" in the project report view and proceed with the invoicing process - except that the customer invoice is not sent to the customer).