Articles
Last updated
Last updated
Aricels can be used to invoice things other than time, expenses, mileage and allowances. Articles can for example be licenses or physical products.
Articles can be registered in the time reporting view or directly in the project report in the invoicing process. Articles are also linked to supplier invoice rows when they are re-invoiced.
New article is added like this:
Go to Administration - Settings - Invoice - Articles.
Click on Create article.
Give the item Art. no., Description, VAT code (see your financial program), VAT % and Unit.
If desired, give the article a Price. Whether an article should have a price or not depends on the use of the article. The price of an article can optionally be entered in the pricelist or manually when creating the project report in the invoicing process. Article price in the pricelist will applies before the article price on the tab Administration - Settings - Invoice - Articles. If the item is to be used for re-invoicing of supplier invoices, the price will be set based on each supplier invoice.
If necessary, give the article a Cost/unit. Only relevant for items for which there are direct purchase costs - which needs do be added into the system.
NOTE! Each item created must have a unique Article number. Also note that the articele number must not appear on the tab Service articles or Articles to be considered a unique item number.
An important function that articles also have is to control which account number the revenue should be posted to in the financial program (in cases where the export of customer invoices is done by integration to a financial program).
Articles added here in the system also need be added in the financial program. All settings regarding the account number of the article are made in article register in the financial program.
Margin % is a configurable column which can be activated in the article register. The main purpose of this function is to be able to specify a percentage margin for articles used for re-invoicing supplier invoices. The system have the possibility to calculate the price of the re-invoiced supplier invoice by adding a percentage margin to the cost of the supplier invoice. The percentage margin applied to the supplier invoice is determined by the percentage specified for the item in the margin % column.
Example: 10% margin is applied when re-invoicing supplier invoices.
A supplier invoice row to be re-invoiced has a cost of 1000 SEK.
The supplier invoice row is linked to an article with a percentage margin of 10 % specified.
When project report is created and the supplier invoice row is added, the system automatically adds 10% to the cost - the total price will be SEK 1100.
NOTE! It is also possible to enter a percentage margin for articles in a pricelist. The percentage margin in the pricelist applies before the percentage margin specified on the article on the tab Administration - Settings - Invoice - Articles. It is not possible to enter both a price and a percentage margin for an article - you have to choose either or.
Since percentage margin for articles is an additional configuration, you need to contact Milent Software's support to activate the function.
Special function directly related to the Budget field is in a column called âExclude from budgetâ. Budget is an attribute which cab be activated in the system. It is possible to exclude income of specified articles to be deducted from the budget (in the case where âremain of budgetâ is calculated).
Please contact Milient Software support if you need help to activate the budget field and its features.
The list of articles on the tab Administration - Settings - Invoice - Articles presents all active articles in the system. To search among the articles - use the search field at the top of the tab.
The search term includes both the Articl No. and Description columns.
If you want to search for an inactive article, check the box âShow inactiveâ.
An article can only be deleted if it is never used. To delete an article, click on the trash can on the far right of the row.
If an article is no longer to be used, but cannot be deleted, you can choose to deactivate the article. This is done by clicking on the pencil at the far right of the row and selecting âDisabledâ.
An articel that has been deactivated will no longer be selectable in the selection lists where articles are presented (article registration tab in time registration view, project report, supplier invoice tab, article pricelist). Pricelist rows that already have the inactive article selected will continue to have it selected until a new selection is made in the pricelist.
Changes is possible to make on an article: article number, description, VAT code, percentage margin, price, cost, etc. NOTE! However, it is good to know that changes mad to the article number, description, VAT code and VAT rate affect all invoices already created. Therefore, in many cases, it may be a better option to create a new article instead of making such changes to an existing article.
