Supplier Invoice Import
Last updated
Last updated
The Supplier Invoices tab in the Invoicing module contains all the supplier invoice rows imported from the accounting system. The purpose of importing supplier invoices from the accounting system is to:
Get costs accurate project costs for follow-up as possible
Have the opportunity to re-invoice the invoice supplier invoice lines.
The supplier invoice tab is found under the Invoicing module. The supplier invoice tab is only available if the Supplier Invoice Import module is activated. Supplier invoice import requires an integration to an external accounting system. Supplier Invoice Import is an add-on software - please contact Milient Software's support department to activate the feature.
The supplier invoice row presented on the supplier invoice tab are the supplier invoice lines not yet re-invoiced. Each supplier invoice row must be handled in its respective project when creating the project report (first step in the invoicing process). See further in the chapter on âRe-Invoicing of Supplier Invoicesâ.
It is also possible to enter manual rows via the supplier invoice tab - see section below.
The Supplier Invoice tab becomes visible when the Supplier Invoice module is activated. However, not all users in the system have access to the Supplier Invoice tab - the visibility is controlled by permissions. You can see the supplier invoice tab if you have the right âAdministratorâ in the user card. It is also possible to access the supplier invoice tab without being an administrator by the user having the âSupplier invoicesâ permission marked under Permissions in the user card or by the user being part of a group with âSupplier invoicesâ permission.
The supplier invoice import includes the import of supplier invoice rows. The transferred information you get by the supplier invoice import is information about the date of the supplier invoice, supplier, supplier invoice number, text and amount, etc. (see details further down in the section âDetailed information per supplier invoice rowâ). At present, no image of the supplier invoice is transferred with the supplier import function.
The way the supplier invoice import function works depends on the accounting system you have. When it comes to importing supplier invoices from Fortnox, Visma eEkonomi and Hogia, the integration is built in Milient Time Flow (we call the integration âWebconnectâ) and a button for supplier invoice import is available directly on the Supplier Invoice tab.
For other integrations (e.g. Visma SPCS), supplier invoice import is done with help from an external program, e.g. Millnet Connect, see separate section below on supplier import with Millnet Connect.
This is required for a supplier invoice row to be imported:
The supplier invoice must be recorded in the accounting system.
The supplier invoice row must be recorded and allocated to a project.
Supplier invoice rows that are imported are always recorded to a project. Supplier invoice rows in the accounting system that are not recorded to projects are therefore not included in the import.
Projects in Milient Time Flow must have project numbers for supplier invoice import to be possible. The project numbers must be the same both in Milient Time Flow and in the accounting system - the project number is the identification of the project.
If Webconnect is used (Fortnox, Visma eEkonomi or Hogia), the project export is usually configured like this: when a new project is created/updated in Milient Time Flow (i. e. each time the project card in Milient Time Flow is saved) the project is exported to the accounting system. In this way, it is ensured that all projects exists in the accounting system and the supplier invoice rows can be linked to current projects without having to manually add the project in the accounting system.
Before a supplier invoice row can be re-invoiced, it must be linked to an Article. The articles are administered in the register on the the tab Administration - Settings - Invoice - Articles. Articles used in Milient Time Flow must also exist in the article register in the accounting system.
Linking a supplier invoice row to an article can be done in different ways:
The supplier invoice row is linked to an article in the accounting system before import.
The supplier invoice row is linked to an article on the Supplier invoice tab after import.
The supplier invoice row is automatically linked to an article by a configuration in Milient Time Flow. In this option all supplier invoices are linked to one and the same article number - the article specified in the configuration.
The project manager who creates the project report and includes the supplier invoice row on the project report for re-invoicing selects the article at the time of invoicing.
The columns described below are available for the supplier invoice rows on the supplier invoice tab:
Date - the supplier invoice date entered in the accounting system on the supplier invoice.
Sec. no - internal counter in the Milient Time Flow database for the supplier invoices.
Ext.nr - the number of the supplier invoice in the external accounting system.
Supplier's number - the supplier's number of the supplier in the accounting system.
Supplier - the name of the supplier in the accounting system.
Text - the text entered as the specification for the current supplier invoice row in the accounting system.
Qty. - the quantity specified on the supplier invoice row in the accounting system (if no quantity is specified, it will automatically be 1).
Cost/item- the cost entered in the accounting system for the current supplier invoice row.
Unit price - the price to be paid by the customer for the supplier invoice. Not included in the import but entered manually or automatically by the system depending on the processing.
Article - the article to which the supplier invoice is linked.
Project - the project name that the project has in Milient Time Flow t is presented in the list under the âSupplier invoice tabâ. However, it is the project's project number that is the identification when importing.
Project leader - the user who is the project leader of the project to which the supplier invoice row is linked.
It is possible to add rows manually on the supplier invoice tab. This is not usually done when an integration is set up and supplier invoice import is continuous. Examples of when it could be relevant to add a manual supplier invoice row: The supplier invoice is posted and ready in the accounting system and you have forgotten to link the supplier invoice row to the project and therefore did not get the supplier invoice row when importing or you have accidentally deleted a supplier invoice row in Milient Time Flow and need to add it back.
To add a new supplier invoice row manually:
Fill in the fields at the top of the view (at least the fields marked with a star) and select the article and project.
Click on the âPlusâ button on the far right of the row.
To search for a the supplier invoice row on the supplier invoice tab, you can enter a search term in one or more of the fields on the top row of the view and then click on the âMagnifying glassâ on the far right.
On the Supplier Invoice tab, certain adjustments can be made to imported (manually added) supplier invoice rows. Click on the pencil at the far left of the row next to the supplier invoice you want to adjust.
These fields can be adjusted:
Price - what the customer will pay when re-invoicing the supplier invoice row.
Article - you can select an article (if it is missing) or change if the article selected does not fit.
Project - you can change the project on an imported supplier invoice row. This means that the cost is moved to the project in Milient Time Flow. Nothing is affected in the accounting system when you make the change here - in the accounting system, the supplier invoice is still recorded to the project selected during registration.
Confirm the change by clicking on the green âcheck markâ at the far right of the row (if you want to undo the change, click on the âcrossâ).
You can delete an imported supplier invoice row by clicking on the âtrash canâ button.
NOTE! If you delete a supplier invoice row, it may come back the next time you import supplier invoices - if there has been a change to the supplier invoice in the accounting system after you deleted the imported row.
In some integrations, for example in the integration with Visma Administration, the Millnet Connect software is used to import supplier invoice rows. Millnet Connect is a locally installed software installed on your Windows computer. Configuration of Millnet Connect is set up together with a business consultant at Milient Software AB or someone in Milient's Support Department.
Supplier invoice rows can be imported via Millnet Connect if this is fulfilled:
The Supplier Invoice module is enabled and the integration settings in Millnet Connect are in place.
The supplier invoice contains rows that recorded to a project - the most common case. It may be possible to configure so that all entered supplier invoices are included in the import (i.e. even those that do not have a project specified - in that case you can link the rows to projects when they are transferred). However, the latter only applies to certain accounting system, check with our support if you are unsure.
The supplier invoice must be approved in the accounting system for it to be included in the import.
Make sure that there are supplier invoice rows in the accounting system are ready.
Start Millnet Connect.
Click on the button for importing supplier invoices from to Millbill ("Import av leverantörsfakturor frÄn <accounting system>").
The login box will pop up. Enter your username and password to log in (the same credentials you use to log in to time registration).
The supplier invoice rows are imported and the process can be followed in the Millnet Connect window.
The icon varies depending on the accounting system. Hover over it to get information about what the icon means.
The imported supplier invoice rows are displayed on the Invoicing - Supplier invoice tab in Milient Time Flow.
