Re-Invoicing of Supplier Invoices

Supplier Invoice Rows to be Re-Invoiced

If supplier invoice import function is activated in the system, supplier invoice rows from the accounting system will presented as billable items in the Project report view together with other billable items such as time registrations, expenses, etc. from the time reporting.

All supplier invoice rows not yet processed end up at the top of the project report view of the current project.

To re-invoice a supplier invoice in the project report view, proceed as follows:

1. Check the “Debit” box.

2. Click on Save.

3. The supplier invoice will appear as a row among the other rows in the project report view (time transactions, expenses, drivelog registrations, etc.) and will now have the status “Debit”.

4. The price will be the same as the cost of the supplier invoice item - if no other price has been entered on the supplier invoice on the supplier invoice tab or if some other pricing variant has been used. See further in the section on “Pricing for re-invoiced supplier invoice lines”.

5. Adjust the price - if necessary.

6. Process the other items in the project report view which will also be included in the same project report and invoice as the supplier invoice line.

7. (If you change your mind and do not want to include the supplier invoice on the project report you are currently creating, find the line, set the line to “Pending” and save).

8. When you're done with the project report, save and lock to proceed to the next step in the invoicing process: the Invoice tab.

Pricing for Re-Invoiced Supplier Invoice Rows

These different ways are available to set the price when re-invoicing supplier invoices:

• The price is entered manually on the Supplier Invoice tab. Click on the pencil at the far left of the supplier invoice row and fill in the box for "Unit price":

  

• The supplier invoice row is linked to an article with a percentage mark-up. The item has, in this case, a percentage mark-up in the article register (Administration - Settings - Invoice - Articles). When the supplier invoice line is added to the project report, the system automatically calculates the price taking the margin % into account and fill it in the price field.

  

  

  The “Margin %” column in the article register is a configuration. Please contact Milient Software's support department if you want to activate this feature. The percentage margin will be an addition to the cost. So if the 10% markup is set, the price will be 10% higher than the cost of the imported supplier invoice line.

• The project price list ensures that the article the supplier invoice is linked to has a margin %.

  

  This possibility also requires configuration. There needs to be both configuration that enables article price list and margin % for articles. Contact Milient Software's support department for help with activation.

Supplier Invoice Rows not to be Re-Invoiced

The recommendation is to process all imported supplier invoices - even those supplier invoices not to be re-invoiced. This is to avoid a large number of supplier invoice rows remaining on the Supplier Invoice tab, so that the project no longer appears on the Project report tab when everything else is already invoiced.

Management of supplier invoice rows not to be re-invoiced is made when you create the project report for the project on the tab "Project Report" in the invoicing module.

To manage supplier invoice rows that are not to be re-invoiced, proceed as follows:

1. Create a project report for the project on the project report tab and click in “Debit” (in the same way as if you were to re-invoice).

2. Check the “Debit” box on the supplier invoice row at the top of the project report view and click Save.

3. The supplier invoice appears as a row among the other rows in the project report view (time registrations, expenses, mileage log, etc.) and now has the status “Debit”. Change to "Hide" status.

4. Save.

The supplier invoice will be included in the project report but will not be visible to the customer - neither on the project report PDF (if this is attached to the invoice) nor on the invoice itself.