Difference between revisions of "Invoicing/sv"

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= Invoicing =
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Denna manual beskriver olika moment i projektfakturering. Allt från förberedelser och justering till utsktift av färdig faktura. Här beskrivs även hur man skapar en aconto, dvs en förskottsfaktura a-conto, en kreditfaktura, hur man slår samman fakturor till samlingsfaktura och hur man fakturerar i utländsk valuta. Här visas också några av de vanligaste parametrarna som rör fakturering.
  
  +
This section describes the various steps involved in project invoicing. Everything from preparations and adjustments to printing invoices for clients. Among other things, it explains how to create a pre-invoice or a collective invoice, an invoice in another currency, and how to reverse or credit an invoice. It also describes some of the most common parameters related to invoicing.
   
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== Förberedelser ==
 +
== Preparations ==
  +
* Check that everyone has reported their hours in the list Reconciliation Time in Projects | Reports.
  +
* Update Fees, Purchases and Other in Projects | Backoffice | Transactions, unless automatic update is enabled.
   
  +
== Invoice text and content ==
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Kontrollera i avprickningslistan i Projekt: Rapporter/Avprickning tid att alla har tidrapporterat. Uppdatera Arvode, Inköp och Övrigt i Projekt: registrering, korrigering och uppdatering, om inte automatisk uppdatering är påslagen.
  
  +
An invoice consists of invoice text and invoice content. Content is the amounts from either WIP or pre-invoice that has been marked to be invoiced. The text and content must match in order for the invoice to be printed out.
  +
The procedure for preparing an invoice varies slightly depending on the type of invoice and whether the invoice tab within the project is used. See separate sections below.
   
  +
== Create invoice when invoice text exists ==
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== Skapa faktura ==
  
  +
* Go to Projects | Invoicing, tab Invoices. There you can see invoices that have been started but not printed.
  +
* Select an invoice and press Open.
  +
  +
{{ExpandImage|PRO-INV-EN-Bild1.png}}
   
  +
== Select invoice content ==
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En faktura består av en fakturatext och en omfattning. Omfattningen är det belopp från lager eller aconto som är ifyllt att faktureras. Fakturatext och omfattning måste stämma överens för att fakturan ska kunna skrivas ut.
  
  +
* Go to tabs Fees, Purchases, Other and | or Pre-invoice, depending on what shall be invoiced.
  +
* If needed, change Deepening. In Fees you can deepen on Employee, Category, Code or Period. Double click on a row to see details about it.
  +
* Tick in the rows that you want to include in the invoice. The selected WIP amount will be moved to the column This inv.
  +
* If not everything is to be invoiced, partial invoicing is possible by selecting one or more lines and pressing the Change amount button. Enter the amount to be invoiced. The remaining amount remains in WIP.
   
  +
{{ExpandImage|PRO-INV-EN-Bild2.png}}
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Faktureringsproceduren ser lite olika ut beroende på vilken typ av faktura som avses och om fakturafliken i Projekt: Frågor/Projekt används eller inte (se separata avsnitt).
  
  +
  +
== Adjust the WIP ==
  +
* An adjustment is an upward or downward write-down of the sales WIP to bring WIP levels in line with what is to be invoiced. There are two ways to make an adjustment: either from the Project tab using the New adjustment button, or from within an invoice.
  +
* Click on the Adjust button on the invoice or on the New adjustment button in the project list.
  +
* Go to the Fees, Purchases or Other tab, depending on what shall be adjusted.
  +
* If needed, change Deepening. In Fees you can deepen on Employee, Category, Code or Period. Double click on a row to see details about it.
  +
* Select the rows to be adjusted and press the Change amount button. When selecting more than one row, the adjustment will be made proportionally against WIP or Registered.
  +
* Enter the amount (+ | -) that shall be adjusted, alternatively enter the amount that shall be remaining in the WIP field.
  +
* By checking the box on the left, the entire row is adjusted to zero.
  +
* To make a new adjustment without WIP or registered on the project, press New. Enter Employee, Code, Period and Amount.
  +
* Write optional adjustment comment
  +
* Enter accounting date and Save
   
  +
{{ExpandImage|PRO-INV-EN-Bild3.png}}
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  +
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==Skapa faktura där fakturatext finns==
  
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== Columns in the adjustment view ==
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Faktureringen sker i Projekt: Fakturering och justering. Fliken Fakturor lyser rött när det finns en eller flera fakturatexter skapade i Projekt: Frågor, och om det finns outskrivna fakturor på ett projekt.
  
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Gå in på fliken Fakturor, markera en faktura och välj Öppna.
  
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{{ExpandImage|PRO-IN-SV-Bild1.png}}
  
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=== Omfattning ===
  
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Omfattningen är uppdelad på Arvode, Inköp, Övrigt och A-conto. Kryssa i de rader som ska ingå i fakturan. Hela lagerbeloppet på den raden flyttas då till rutan Denna fakt. Om inte allt ska faktureras finns det möjlighet att delfakturera genom att markera raden och trycka på Ändra belopp. Fyll i det belopp som ska faktureras. Möjlighet att fördjupa sig på medarbetare, kategori, kod och period finns.
  
   
 
{| class=mandeflist
  
{| class=mandeflist
−
|'''Kryssa i alla'''
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|'''Registered'''
  +
|The registered amount
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|Kryssar i alla fakturarader, och flyttar beloppen till rutan Denna fakt
  
 
|-
  
|-
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|'''Kryssa ur alla'''
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|'''Adjusted'''
  +
|Total adjusted
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|Kryssar ur alla fakturarader
  
 
|-
  
|-
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|'''Ändra belopp'''
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|'''WIP 1'''
  +
|Everything registered and adjusted but not invoiced
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|Spara kvar belopp i lager genom att sänka beloppet. Ange det belopp som ska faktureras, återstående belopp ligger kvar i lager.
  
 
|-
  
|-
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|'''Förfakturering'''
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|'''Invoiced'''
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|The invoiced amount
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|Används enbart om s.k. förfakturering tillåts (parameterinställning). Ange förfaktureringskoden (om den inte är förinställd) och belopp som ska faktureras.
  
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|}
 +
|-
  +
|'''Not updat.'''
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  +
|Amount in created but not printed invoices
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{{ExpandImage|PRO-IN-SV-Bild2.png}}
  
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=== Justering ===
  
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En justering är en nedskrivning alternativt uppskrivning av lagret för att få lagernivåerna att stämma med det som ska faktureras.
  
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Om fakturan är öppen, tryck på Justera. I projektlistan görs en justering genom att trycka på knappen Ny Justering. Gör därefter enligt nedan beroende på om det finns ett lager att justera mot eller inte.
  
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=== Fördjupning ===
  
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Summeringen kan ändras och man kan fördjupa sig på en enskild rad genom att dubbelklicka på en rad. På så sätt kan man välja vad som ska justeras om man inte vill göra en proportionell justering.
  
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−
{| class=mandeflist
  
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|'''Ändra belopp'''
  
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|Markera en rad och klicka på Ändra belopp. Ange det belopp (+/-) som ska justeras alternativt fyll i det belopp som ska bli kvar i rutan Lager. Markera flera rader om justeringen ska göras proportionellt mot lager/registrerat.Valet avgör hur beloppet som justeras ska proportioneras på underliggande nivåer
  
−
|}
  
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===Justering utan lager eller registrerat===
  
−  
−
{|class= mandeflist
  
−
!Ny
 
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|Om det inte finns något i lager eller registrerat på projektet, eller om en justering ska riktas mot något annat än lager/registrerat, används Ny för att göra en justering. Fyll i Medarbetare, Kod, Period och Belopp.
 
 
|-
  
|-
  +
|'''WIP 2'''
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!Kryssrutan till vänster
  
  +
|Columns WIP 1 minus Not updated
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|När en justering gjorts markeras kryssrutan till vänster på raden med antingen ett kryss eller en halvfylld ruta.
 
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'''Ikryssad''': Om rutan är ikryssad betyder det att hela raden är justerad till 0.
  
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Genom att sätta ett kryss i rutan så justeras hela raden till noll. Det är samma sak som att markera raden, trycka på ÄNDRA BELOPP och justera till 0.
  
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'''Halvfylld''': Om delar av beloppet på raden är justerat markeras det med en halvt ifylld ruta.
  
 
|-
  
|-
  +
|'''Adjustment'''
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!Kommentar
  
  +
|A new adjustment that hasn’t been saved
−
|Möjlighet att skriva en justeringskommentar.
  
−
|-
 
−
!Bokföringsdatum
  
−
|Obligatoriskt datum för justeringar.
 
 
|}
  
|}
   
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{{ExpandImage|PRO-IN-SV-Bild3.png}}
  
   
  +
== Print invoice ==
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{| class=mandeflist
  
−
|'''Registrerat'''
  
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|Belopp som registrerats in på projektet.
  
−
|-
  
−
|'''Justerat'''
  
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|Visar vad som totalt är justerat på projektet.
  
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|-
  
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|'''Lager 1'''
  
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|Visar allt som registrerats och justerats, men inte fakturerats.
  
−
|-
  
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|'''Fakturerat'''
  
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|Visar vad som fakturerats på projektet.
  
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|-
  
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|'''Ej uppdaterat'''
  
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|Visar de belopp som finns med i skapade men ej utskrivna fakturor.
  
−
|-
  
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|'''Lager 2'''
 
−
|Visar Lager 1 minus Ej uppdaterat.
  
−
|-
  
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|'''Justering'''
  
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|Visar om det finns någon ny justering som inte sparats.
  
−
|}
  
   
  +
* When invoice content and text are ready, press Save to get to the Invoices tab.
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=== Utskrift faktura ===
  
  +
* Select the invoice and press Printout. If you wat to print out several invoices, keep the Ctrl key pressed while selecting invoices.
   
  +
{{ExpandImage|PRO-INV-EN-Bild4.png}}
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När omfattningen och texten är färdigställda väljs Spara för att komma till fliken Fakturor. Markera fakturan och välj Utskrift.
  
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Flera fakturor kan markeras (med hjälp av Ctrl-tangenten) och skrivas ut samtidigt.
  
   
  +
{|class=mandeflist
−
{{ExpandImage|PRO-IN-SV-Bild4.png}}
  
  +
|'''Test print'''
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  +
|You can print a test print to see how the invoice looks like
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{| class=mandeflist
  
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|'''Provutskrift'''
  
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|Gör en provutskrift för att se att fakturan blir som tänkt.
  
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|-
  
−
|'''Fakt. datum'''
  
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|Dagens datum föreslås.Föregående fakturas datum föreslås om man skriver flera efter varandra.
 
 
|-
  
|-
−
|'''Förf. datum'''
 +
|'''Inv. date'''
  +
|Today’s date is suggested. If you print out several invoices, the invoice date of the previous invoice is suggested.
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|Hämtas från projektets betalningsvillkor men kan skrivas över.
  
 
|-
  
|-
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|'''Bokföringsdatum'''
 +
|'''Due date'''
  +
|Due date is fetched from the project’s terms of payments but can be changed.
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|Dagens datum föreslås.Föregående fakturas datum föreslås om man skriver flera efter varandra.
 
 
|-
  
|-
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|'''Allmän fakturatext'''
 +
|'''Accounting date'''
  +
|Today’s date is suggested. If you print out several invoices, the invoice date of the previous invoice is suggested.
−
|Här kan en textsträng fyllas i. Om flera fakturor skrivs ut samtidigt används denna text på samtliga fakturor.
  
 
|-
  
|-
−
|'''Utskriftsmall'''
 +
|'''General inv. text'''
  +
|Field for optional text. If you print out several invoices, it will be printed on all of them.
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|Välj bolagets utskriftsmall för fakturor
  
 
|}
  
|}
   
  +
== Create invoice without invoice text ready ==
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== Skapa faktura utan fakturatext ==
  
  +
* Go to Projects | Invoicing. Find the project either from the Projects tab and press New invoice or from the Invoices tab, press New and search for the project there.
  +
* Follow the instructions Select invoice content and Adjust WIP in this manual (page 2 and 3)
  +
* Create an invoice text. Write an own text or use text suggestions. The suggestions are editable. You can add own rows, make subtotals and write new text and amounts.
  +
* Use the Create text button to fetch the WIP on the project or to invoice from estimated or invoice content.
   
  +
{{ExpandImage|PRO-INV-EN-Bild5.png}}
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Faktureringen sker i Projekt:Fakturering och justering. Gå antingen till fliken Fakturor och välj Ny för att skapa en ny faktura, eller gör ett urval i fliken Projekt. För att begränsa projektlistan kan följande urval göras:
  
  +
  +
=== Invoice text suggestions ===
   
−
{| class=mandeflist
 +
{|class=mandeflist
−
|'''Minsta lagerbelopp'''
 +
|'''Create text'''
  +
|With the Create text button, a ready-made text and amount from the project budget can be used. You can also fetch amounts from the invoice content or amounts that are actuals in WIP.
−
|Lagret kan avgränsas till ett minsta lagerbelopp.
  
 
|-
  
|-
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|'''Lager 2'''
 +
|'''Detail level'''
  +
|You can select detail level of fees, purchases and other.
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|Visar det totala lagret minus det belopp som är initierat i andra fakturor.
  
 
|-
  
|-
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|'''Status'''
 +
|'''Subtotals'''
  +
|Determine whether the amounts shall be subtotalled.
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|Projektets status - välj bland alla, aktiva, faktura initierad, aconto initierad, samlingsfaktura initierad.
  
 
|-
  
|-
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|'''Fakturor finns'''
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|'''Import text'''
  +
|If there is a previous invoice that is similar, you can import text from it and edit it to the current one.
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|Välj mellan inga, påbörjade och klara.
  
 
|-
  
|-
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|'''Stoppas'''
 +
|'''Instruction '''
  +
|The project manager can write instructions to Backoffice regarding the invoice. The instructions are shown in the analysis view, but not in the invoice to the client.
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|Visar projekt som är markerade med Stoppas i Projekt: Frågor. (Stoppas används av projektledare som vill meddela backoffice om att ett projekt är färdigt att stoppas.)
  
 
|}
  
|}
   
  +
== Excess invoicing ==
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Ställ i ordning vilka kolumner som ska visas i projektlistan genom att klicka på > längst till höger (sparas på användaren).
  
  +
Excess invoicing is only available if it has been set in the parameters. It is used for invoicing purchases, where the purchase invoice for it hasn’t come yet.
  +
* Enter excess invoicing code, if it’s not shown as default, and amount to invoice.
  +
* It is possible to both excess invoice and invoice from existing WIP on the same invoice.
  +
* The excess invoiced amount is shown as a minus WIP on the project, until it is settled.
  +
* The settlement is made by creating an invoice with content, where the excess invoiced amount is cleared against a real WIP .
   
  +
{{ExpandImage|PRO-INV-EN-Bild6.png}}
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{| class=mandeflist
  
  +
−
|'''Visa projekt'''
  
  +
== Pre-invoice ==
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|Länk till analysbilden Projekt: Frågor. Under fliken Grunduppgifter kan projektuppgifterna ändras.
  
  +
* Go to the Pre-invoice tab.
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|-
  
  +
* Enter the amount to be invoiced in the This inv. field. If the parameter is set to separate fees, purchases and other, they will be divided. The division can be shown in reports.
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|'''Provfaktura'''
  
  +
* It is possible to pre-invoice and use amount from WIP in one invoice
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|Visar det som ligger i lager på projektet på en fakturautskrift.
  
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|-
  
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|'''Ny justering'''
  
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|Eventuella justeringar görs av det upparbetade lagret för att få lager- nivåerna att stämma med det som ska faktureras. En nedskrivning alternativt uppskrivning av lagret görs (se vidare beskrivning under rubriken Justering).
  
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|-
  
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|'''Ny faktura'''
  
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|Här påbörjas arbetet med en ny faktura om fakturatexten inte är skapad i Kund & projekt.
  
−
|-
  
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|'''Ändra status'''
  
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|Stoppa, vila eller aktivera projekt. För att projekt ska kunna stoppas måste lagernivån vara 0, det får inte heller ligga oavräknat aconto, ouppdaterad tid eller inköp som ska belasta projektet.
  
−
|}
  
   
  +
{{ExpandImage|PRO-INV-EN-Bild7.png}}
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Välj Ny faktura för att skapa en ny faktura, följ beskrivningen om Omfattning
  
  +
−
och Justering,
  
  +
=== Pre-invoice deduction ===
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och skapa en fakturatext med hjälp av beskrivningen Text nedan.
  
  +
* Go to the Pre-invoice tab.
  +
* Enter the amount to be deducted in the Deduction field. Use the Deduct all button if you want to deduct the whole amount.
  +
* Under the tabs Fee, Purchases and Other, you can specify what the pre-invoice should be deducted against using the same procedure as when creating a regular invoice.
   
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=== Text ===
 +
== Collective invoice ==
  +
Collective invoicing means that several projects are invoiced in one invoice. The requirements are:
  +
* Same client code
  +
* Same client number
  +
* Same invoicing currency
  +
* Parameter Allow collective invoicing is activated
  +
There are two ways to create collective invoices. Either the invoice is created from scratch, or separate invoices are created for each project and then merged.
   
  +
=== Create collective invoice from scratch ===
−
Fyll antingen i egen text och belopp eller använd ett textförslag.
  
  +
* Begin with adjusting possible WIP amounts in the projects. The projects must be adjusted before they are merged to a collective invoice.
−
Textförslaget kan ändras. Egna rader kan läggas till, delsummeringar kan göras och en ny text och belopp kan skrivas i.
  
  +
* Go to one of the invoices, to the Collective invoice tab and tick the Collective invoice field.
  +
* Fetch all other projects that shall be included in the merge, also the one you are creating the invoice in.
  +
* The Fees, Purchases and Other tabs now show the WIP of all included projects. You can enter the amount that shall be invoiced.
  +
* Select deepening: Project to see the invoice content of each project.
   
−
{{ExpandImage|PRO-IN-SV-Bild5.png}}
 +
{{ExpandImage|PRO-INV-EN-Bild8.png}}
   
  +
=== Create collective invoice by merging invoices ===
−
{| class=mandeflist
  
  +
* Prepare the invoices with text and content on each project
−
|'''Skapa text'''
  
  +
* If you use excess invoicing or if invoice text exists, use the Merge button.
−
|För att fånga upp det lager som finns på projektet eller för att fakturera från budget eller omfattning, väljs Skapa text.
  
  +
* When all invoices are prepared, select them and use the Merge button.
−
|}
  
  +
* Select the project to which the invoices should be merged.
  +
* In the Text tab, a section has now been created for each project, with the project code and name as the heading for each section.
   
−
I menyn väljs först om beloppen ska bygga på budgeterade värden (och i sådana fall på vilken budget), omfattningen eller på de belopp som är upparbetade och ligger i lager.
  
   
  +
== Invoices in foreign currency ==
−
{| class=mandeflist
  
  +
* Make sure that the currency rate is up to date in the currency register.
−
|'''Detaljeringsnivå'''
  
  +
* The invoice currency setting is in Projects | Backoffice | Base registers |Clients and projects, in the Invoicing tab on the project.
−
|Här väljs hur detaljerad fakturan ska vara gällande arvode, inköp och övrigt. Vidare bestäms om beloppen ska delsummeras. Välj Ok för att se resultatet.
  
  +
* Only the invoice text can have foreign currency. The invoice content is always in your company’s base currency. Marathon recalculates the amounts according to today’s rate.
−
|-
  
  +
* The invoice shows the amounts in different currencies depending on the tab. The text tab shows the amounts in the summary table in the upper right corner in the invoice currency.
−
|'''Delsummor'''
  
−
|Här bestäms om beloppen ska delsummeras.
  
−
|-
  
−
|'''Hämta text'''
  
−
|Om fakturan ska vara lik en tidigare faktura kan text från gammal faktura hämtas in och därefter eventuellt korrigeras.
  
−
|-
  
−
|'''Anvisning'''
  
−
|Anvisningar kan skrivas av projektledarna i Projekt: Frågor som ett komplement till fakturatexten, för att beskriva för backoffice vad fakturan avser. Anvisningen syns inte på fakturan men visas i Kund & Projekt under analysfliken per faktura.
  
−
|-
  
−
|'''Faktureringsavgift'''
  
−
|Om faktureringsavgift finns inställt kryssas faktureringsavgift i om det ska gälla fakturan.
  
−
|}
  
   
  +
{{ExpandImage|PRO-INV-EN-Bild9.png}}
−
== Skapa acontofaktura ==
  
   
  +
In the tabs Fees, Purchase and Other or Pre-invoice, all amounts, including the text, are converted to the base currency.
−
Under fliken A-conto kan ett belopp som ska förskottsfaktureras registreras som omfattning. Fyll i det belopp som ska faktureras i fältet Denna fakt. Aconto kan faktureras tillsammans med belopp ur lager i en och samma faktura.
  
  +
Since the currency rate can vary from one day to another, a minor discrepancy is allowed. Enter allowed discrepancy percentage in Projects | Backoffice | Base registers | Parameters, Invoicing tab, field “Max. currency discr on foreign invoice text”.
  +
The invoice list shows amount in base currency and invoicing currency.
  +
   
  +
== Parameters on the invoice ==
−
{{ExpandImage|PRO-IN-SV-Bild6.png}}
  
   
  +
{{ExpandImage|PRO-INV-EN-Bild10.png}}
−
Om aconto uppdelat på arvode, inköp och övrigt är inställt i parametrarna delas det upp. Uppdelningen kan sedan visas i rapporter.
  
   
−
{| class=mandeflist
 +
{|class=mandeflist
−
|'''Acontoavräkning'''
 +
|'''Credits'''
  +
|Reference for credit invoices. Enter number of the invoice that this one credits.
−
|I fliken A-conto fylls det belopp i som ska avräknas i fältet Avräkning, eller om allt ska avräknas används knappen Avräkna allt. Under flikarna Arvode, Inköp och Övrigt anges vad acontot ska avräknas mot med samma tillvägagångssätt som när en vanlig faktura skapas.
  
  +
|-
  +
|'''Invoice client'''
  +
|If the invoice is to have a different billing address than the one listed on the project, you can enter an invoicing client here.
  +
Register an invoice client in Projects | Backoffice | Base registers, Invoice clients. It will be assigned a client number in the sales ledger. You can enter the invoice client number both here and on the project.
  +
|-
  +
|'''Period'''
  +
|If the revenue shall be periodically allocated (accrued). Account for periodical allocations mut be stated Projects | Backoffice | Base registers | Parameters, Invoicing tab.
  +
|-
  +
|'''Invoicing fee'''
  +
|Tick the box if an invoicing fee applies to this invoice. This requires an Other-code, which is set in Projects | Backoffice | Base registers| Other-codes. The code must also be specified in the project.
  +
|-
  +
|'''Reference number'''
  +
|The reference number is always fetched from the project, but you can change it here for a single invoice.
 
|}
  
|}
   
−
== Skapa samlingsfaktura ==
 +
== Reprint invoice ==
  +
If you need to reprint an invoice, go to Printed Invoices tab and print out again.
   
  +
== Credit or reverse invoice ==
−
Samlingsfakturering innebär att flera projekt faktureras i en och samma faktura. För att detta ska fungera krävs:
  
  +
Invoices are credited in full under the Printed Invoices tab.
  +
* Go to the Printed Invoices tab.
  +
* Find the invoice and press the Reverse button.
  +
* A new invoice is created, similar to the original but as a credit note.
   
  +
{{ExpandImage|PRO-INV-EN-Bild11.png}}
−
* Att projekten har samma kundkod.
  
   
  +
=== Credit or reverse part of invoice ===
−
* Att projekten har samma kundnummer.
  
  +
The easiest way is to reverse the invoice in its entirety and create a new invoice with the correct amount.
  +
It is possible to make a negative adjustment to the amount to be credited.
  +
* Make a new adjustment and enter employee code, the job code that shall be credited, period for the actual time and negative amount.
  +
* After the adjustment has been made, the project has a negative entry that can be invoiced.
  +
* After the invoice has been printed, the amount can be adjusted back and will then be in the project’s WIP.
   
  +
== Invoice client ==
−
* Att samlingsfakturering tillåts på projekten.
  
  +
If a project is to be invoiced to a different billing address, an invoice client must be used. T will be assigned its own client number in the sales ledger.
  +
Register Invoice client in in Projects | Backoffice | Base registers, Invoice clients. You can use Invoice client in two ways.
  +
# All the project’s invoices
  +
* If the project always shall be invoiced to a different billing address, the invoice client should be connected to the project.
  +
* Connect the invoice client in the project in Projects | Backoffice | Base registers | Clients and projects, in the Contacts tab, field Client no.
  +
* You get access to the Clien no. field when the synchronisation between client and project is off. Turn it off in the Parameters 2 tab.
  +
# Single invoice
  +
* If a specific invoice has a different billing address, enter the Invoice client in the invoice, Parameters tab, field Invoice client.
   
  +
== Delimit WIP ==
−
* Att projekten har samma faktureringsvaluta vid utskriftstillfället.
  
  +
It is possible to delimit the WIP so that nothing from later periods is included. The delimitation is based on the accounting date and not the execution date. Pre-invoiced will not be included. Activate delimitation in Projects | Backoffice | Base registers, Parameters, the Invoicing tab.
   
  +
{{ExpandImage|PRO-INV-EN-Bild12.png}}
−
Gå in på ett av projekten som ska ingå i samlingsfakturan och Kryssa i Samlingsfaktura under fliken Samlingsfaktura. Hämta därefter upp de projekt som ska ingå i fakturan, inklusive projektet du är inne på.
 
  +
−
Under Omfattning finns nu alla ingående projekts lager, och vad som ska faktureras kan anges. Kryssa i fördjupning Projekt för att se de olika projektens omfattning.
  
  +
== Details Fees ==
−  
  +
In the Details Fees tab an invoice specification is made regarding fees, with comments from the time report. This will automatically be sent with the invoice in the same Pdf.
−
{{ExpandImage|PRO-IN-SV-Bild7.png}}
  
  +
The function requires a setting in Projects | Backoffice | Base registers, Parameters, Invoicing tab. Also, you need a special print template. Then you see the Details Fee tab in the invoice.
−  
−
Observera att eventuella justeringar på de i samlingsfakturan ingående projekten måste göras innan de läggs in som samlingsfaktura. För att göra en justering markera projektet i söklistan i fliken Projekt och välj Ny justering (se vidare under rubriken Justering).
  
−  
−
== Slå ihop fakturor ==
  
−  
−
Ett alternativ till samlingsfakturor är att fakturorna ställs i ordning var för sig, och sedan slås ihop. Denna metod används med fördel t ex när förfakturering är påslagen, eller när projektledarna skapar fakturatexten i Projekt: Frågor, då samlingsfakturering inte kan användas.
  
−
Tillvägagångssättet är samma som när vanlig faktura skapas (se tidigare avsnitt). När fakturorna är färdigställda markeras de, och knappen Slå ihop används. Ange vilket projekt som fakturorna ska slås ihop till. I fliken Text har nu en sektion per projekt skapats, med projektkod och benämning som rubrik för varje sektion.
  
−
Möjlighet finns att redigera texten.
  
−  
−
== Fakturor i utländsk valuta ==
  
−
Fakturavalutan ställs in på projektet i Basregister: PRO/Kunder och projekt fliken Fakturering. Valutakursen uppdateras i Basregister: Allmänt/Valutor.
 
−
På fakturan är det endast texten som anges i utländsk valuta. Omfattningen är alltid i företagets basvaluta. Marathon räknar om beloppen utefter dagens valutakurs. Inne på fakturan visas beloppen i olika valutor beroende på i vilken flik man befinner sig i. I textfliken visas beloppen i summatabellen uppe i högra hörnet i fakturavalutan.
 
−
I flikarna för omfattning /arvode, inköp, övrigt eller aconto räknas alla belopp, inklusive texten om till basvalutan.
 
−
En mindre differens tillåts mellan omfattning och text i utländsk valuta då valutakursen kan ändras dag till dag. Hur stor differens som tillåts ställs in vid Max valutadiff på utl. Fakturor i Basregister: Pro/Parametrar fliken fakturering.
 
−  
−  
−
== Parametrar ==
  
−  
−  
−
{{ExpandImage|PRO-IN-SV-Bild8.png}}
  
−  
−  
−  
−
=== Krediterar ===
  
−
Här kan fakturanumret vid en kreditfaktura skrivas som hänvisning på fakturan.
  
−  
−
=== Fakturakund ===
  
−
Om projektet har en annan faktureringsadress än den som finns på kunden, så anges en fakturakund på projektet. I fliken Parametrar på fakturan kan en fakturakund för fakturan hämtas upp.
 
−
Fakturakunder registreras i Basregister: PRO/Fakturakunder och blir ett eget kundnummer i kundreskontran.
  
−  
−  
−
=== Period ===
  
−
Om arvode, inköp och övrigt ska periodiseras, anges en period i fliken Parametrar. Observera att ett periodiseringskonto måste finnas ifyllt i System: Basregister/Pro/Parametrar, fliken Fakturering.
 
−  
−
=== Faktureringsavgift ===
  
−
Om faktureringsavgift finns inställt kryssas faktureringsavgift i om det ska gälla fakturan
  
−  
−
=== Referensnummer ===
  
−
Referensnummer hämtas från projektet men kan ändras här för en enskild faktura.
  
−  
−  
−
== Omutskrift faktura ==
  
−  
−
I fliken Utskrivna fakturor kan omutskrift av fakturor göras
  
−  
−
{| class=mandeflist
  
−
|'''Endast egna'''
  
−
|Visar fakturor som den inloggade användaren har skrivit ut.
  
−
|-
  
−
|'''Grupp'''
  
−
|Välj grupp om endast en viss grupps fakturor önskas visas.
  
−
|-
  
−
|'''Utskrift'''
  
−
|Gör omutskrift på markerad faktura.
  
−
|}
  
   
  +
{{ExpandImage|PRO-INV-EN-Bild13.png}}
−
Välj i drop-downmenyn vilka fakturor som ska visas beroende på när de har skrivits ut. Fältet Snabbsök används för fritextsökning.
  
  +
  +
You can use Details fees in two ways.
  +
# Fetch time reports According to content
  +
According to content means letting the system try to fetch the transactions selected under the Fees tab. If there has been adjustments or time corrections, the invoice specification might not be accurate. In that case an error message is shown.
  +
All fields are editable and there is no requirements that the specification should have the same amounts as the invoice content.
   
  +
#Fetch time reports Period
−
== Kreditera faktura ==
  
  +
This method fetches all transactions during a selected period regardless of whether entries have been invoiced or not.
  +
Approval of project invoices
  +
The setting for this function is in Projects | Backoffice | Base registers, Parameters under the Invoicing tab. Tick the Approval box.
  +
Authorisations for approval is set in the authorisation matrix under Project accounting | Client and project | Invoices to approve.
  +
Not all invoices need approval; invoices marked with “Not to be sent “, credit notes and zero invoices are not shown in the list.
  +
Project managers approve in Projects | Projects, Approval tab. They can only see external invoices that belong to their group in the tab.
  +
The accounting department can approve in Projects | Invoicing, in the Invoicing tab.
   
  +
== Zero invoicing ==
−
Fakturor krediteras i sin helhet under fliken Utskrivna fakturor. Sök upp fakturan och klicka på Vänd. En ny faktura, likadan som den ursprungliga men i kredit skapas.
  
  +
Zero invoicing should be done once in a month. It is on Projects | Invoicing, Zero invoicing tab.
  +
The reason is that adjusted entries with only a purchase price WIP left are invoiced. This affects the WIP list and invoicing statistics for purchase price.
  +
If you use a balance sheet account for purchases, the zero invoicing posts the cost for purchases with purchase price WIP 0.
  +
Zero invoices are not sent to clients, but it is important for statistics and for the accounting that you use correct invoicing- and accounting dates.
  +
It is not possible to select certain projects for zero invoicing which makes it difficult to select a date in the past. Example: If there are purchases registered in July, that have been adjusted down and the zero invoicing is done with accounting date in June, the cost of the purchase in July will be booked before the purchase actually existed.
   
  +
'''Invoice zero entries on active projects'''
−
{{ExpandImage|PRO-IN-SV-Bild9.png}}
  
  +
This concerns entries with 0 in sales price WIP.
  +
Example: A purchase is registered with a purchase price of 10 000 and has a sales price of 12 000. The WIP 12 000 is adjusted down, and the purchase price is still 10 000.
  +
When zero invoicing, this purchase price entry will have status invoiced and is no longer in the WIP list. If balance sheet for purchases is used, the invoicing makes the cost posting.
   
  +
{{ExpandImage|PRO-INV-EN-Bild14.png}}
   
  +
'''Invoice active projects with sales price WIP = 0'''
−
Välj Provutskrift eller inte. Dagens datum föreslås som datum för kreditfakturan, men det kan skrivas över med valfritt datum. Ange Utskriftsmall och Ok.
  
  +
The project will be zero invoiced if the total sales price WIP is 0.
  +
Example: There is 10 000 in WIP, fees.
  +
There is - 10 000 in WIP, purchases.
  +
If you select “Invoice active projects with sales price WIP = 0”, the invoice will be zero invoiced. The fee will be posted as revenue and the purchase as cost, provided that a balance sheet account for purchases is used.
  +
The same applies if there is positive WIP on a purchase code and a negative WIP on another, but the total purchase WIP is 0.
  +
Select project type on all the projects that shall be zero invoiced. All should be selected.
  +
You can choose group, if only one group shall be zero invoiced. Normally the company uses shared project accounting
  +
The invoice number for zero invoices will either be one in the ordinary invoice number series or a deviating number series, depending on settings in the parameters.
   
−
[[Category:PRO-IN-SV]] [[Category:Manuals]] [[Category:Projekt]]
 +
[[Category: Manuals]]
  +
[[Category: Projects]]
  +
[[Category: PRO-INV-EN]]

Revision as of 11:54, 14 August 2025


Invoicing

This section describes the various steps involved in project invoicing. Everything from preparations and adjustments to printing invoices for clients. Among other things, it explains how to create a pre-invoice or a collective invoice, an invoice in another currency, and how to reverse or credit an invoice. It also describes some of the most common parameters related to invoicing.

Preparations

  • Check that everyone has reported their hours in the list Reconciliation Time in Projects | Reports.
  • Update Fees, Purchases and Other in Projects | Backoffice | Transactions, unless automatic update is enabled.

Invoice text and content

An invoice consists of invoice text and invoice content. Content is the amounts from either WIP or pre-invoice that has been marked to be invoiced. The text and content must match in order for the invoice to be printed out. The procedure for preparing an invoice varies slightly depending on the type of invoice and whether the invoice tab within the project is used. See separate sections below.

Create invoice when invoice text exists

  • Go to Projects | Invoicing, tab Invoices. There you can see invoices that have been started but not printed.
  • Select an invoice and press Open.

Select invoice content

  • Go to tabs Fees, Purchases, Other and | or Pre-invoice, depending on what shall be invoiced.
  • If needed, change Deepening. In Fees you can deepen on Employee, Category, Code or Period. Double click on a row to see details about it.
  • Tick in the rows that you want to include in the invoice. The selected WIP amount will be moved to the column This inv.
  • If not everything is to be invoiced, partial invoicing is possible by selecting one or more lines and pressing the Change amount button. Enter the amount to be invoiced. The remaining amount remains in WIP.

Adjust the WIP

  • An adjustment is an upward or downward write-down of the sales WIP to bring WIP levels in line with what is to be invoiced. There are two ways to make an adjustment: either from the Project tab using the New adjustment button, or from within an invoice.
  • Click on the Adjust button on the invoice or on the New adjustment button in the project list.
  • Go to the Fees, Purchases or Other tab, depending on what shall be adjusted.
  • If needed, change Deepening. In Fees you can deepen on Employee, Category, Code or Period. Double click on a row to see details about it.
  • Select the rows to be adjusted and press the Change amount button. When selecting more than one row, the adjustment will be made proportionally against WIP or Registered.
  • Enter the amount (+ | -) that shall be adjusted, alternatively enter the amount that shall be remaining in the WIP field.
  • By checking the box on the left, the entire row is adjusted to zero.
  • To make a new adjustment without WIP or registered on the project, press New. Enter Employee, Code, Period and Amount.
  • Write optional adjustment comment
  • Enter accounting date and Save

Columns in the adjustment view

Registered The registered amount
Adjusted Total adjusted
WIP 1 Everything registered and adjusted but not invoiced
Invoiced The invoiced amount
Not updat. Amount in created but not printed invoices
WIP 2 Columns WIP 1 minus Not updated
Adjustment A new adjustment that hasn’t been saved


Print invoice

  • When invoice content and text are ready, press Save to get to the Invoices tab.
  • Select the invoice and press Printout. If you wat to print out several invoices, keep the Ctrl key pressed while selecting invoices.

Test print You can print a test print to see how the invoice looks like
Inv. date Today’s date is suggested. If you print out several invoices, the invoice date of the previous invoice is suggested.
Due date Due date is fetched from the project’s terms of payments but can be changed.
Accounting date Today’s date is suggested. If you print out several invoices, the invoice date of the previous invoice is suggested.
General inv. text Field for optional text. If you print out several invoices, it will be printed on all of them.

Create invoice without invoice text ready

  • Go to Projects | Invoicing. Find the project either from the Projects tab and press New invoice or from the Invoices tab, press New and search for the project there.
  • Follow the instructions Select invoice content and Adjust WIP in this manual (page 2 and 3)
  • Create an invoice text. Write an own text or use text suggestions. The suggestions are editable. You can add own rows, make subtotals and write new text and amounts.
  • Use the Create text button to fetch the WIP on the project or to invoice from estimated or invoice content.

Invoice text suggestions

Create text With the Create text button, a ready-made text and amount from the project budget can be used. You can also fetch amounts from the invoice content or amounts that are actuals in WIP.
Detail level You can select detail level of fees, purchases and other.
Subtotals Determine whether the amounts shall be subtotalled.
Import text If there is a previous invoice that is similar, you can import text from it and edit it to the current one.
Instruction The project manager can write instructions to Backoffice regarding the invoice. The instructions are shown in the analysis view, but not in the invoice to the client.

Excess invoicing

Excess invoicing is only available if it has been set in the parameters. It is used for invoicing purchases, where the purchase invoice for it hasn’t come yet.

  • Enter excess invoicing code, if it’s not shown as default, and amount to invoice.
  • It is possible to both excess invoice and invoice from existing WIP on the same invoice.
  • The excess invoiced amount is shown as a minus WIP on the project, until it is settled.
  • The settlement is made by creating an invoice with content, where the excess invoiced amount is cleared against a real WIP .

Pre-invoice

  • Go to the Pre-invoice tab.
  • Enter the amount to be invoiced in the This inv. field. If the parameter is set to separate fees, purchases and other, they will be divided. The division can be shown in reports.
  • It is possible to pre-invoice and use amount from WIP in one invoice

Pre-invoice deduction

  • Go to the Pre-invoice tab.
  • Enter the amount to be deducted in the Deduction field. Use the Deduct all button if you want to deduct the whole amount.
  • Under the tabs Fee, Purchases and Other, you can specify what the pre-invoice should be deducted against using the same procedure as when creating a regular invoice.

Collective invoice

Collective invoicing means that several projects are invoiced in one invoice. The requirements are:

  • Same client code
  • Same client number
  • Same invoicing currency
  • Parameter Allow collective invoicing is activated

There are two ways to create collective invoices. Either the invoice is created from scratch, or separate invoices are created for each project and then merged.

Create collective invoice from scratch

  • Begin with adjusting possible WIP amounts in the projects. The projects must be adjusted before they are merged to a collective invoice.
  • Go to one of the invoices, to the Collective invoice tab and tick the Collective invoice field.
  • Fetch all other projects that shall be included in the merge, also the one you are creating the invoice in.
  • The Fees, Purchases and Other tabs now show the WIP of all included projects. You can enter the amount that shall be invoiced.
  • Select deepening: Project to see the invoice content of each project.

Create collective invoice by merging invoices

  • Prepare the invoices with text and content on each project
  • If you use excess invoicing or if invoice text exists, use the Merge button.
  • When all invoices are prepared, select them and use the Merge button.
  • Select the project to which the invoices should be merged.
  • In the Text tab, a section has now been created for each project, with the project code and name as the heading for each section.


Invoices in foreign currency

  • Make sure that the currency rate is up to date in the currency register.
  • The invoice currency setting is in Projects | Backoffice | Base registers |Clients and projects, in the Invoicing tab on the project.
  • Only the invoice text can have foreign currency. The invoice content is always in your company’s base currency. Marathon recalculates the amounts according to today’s rate.
  • The invoice shows the amounts in different currencies depending on the tab. The text tab shows the amounts in the summary table in the upper right corner in the invoice currency.

In the tabs Fees, Purchase and Other or Pre-invoice, all amounts, including the text, are converted to the base currency. Since the currency rate can vary from one day to another, a minor discrepancy is allowed. Enter allowed discrepancy percentage in Projects | Backoffice | Base registers | Parameters, Invoicing tab, field “Max. currency discr on foreign invoice text”. The invoice list shows amount in base currency and invoicing currency.


Parameters on the invoice

Credits Reference for credit invoices. Enter number of the invoice that this one credits.
Invoice client If the invoice is to have a different billing address than the one listed on the project, you can enter an invoicing client here.

Register an invoice client in Projects | Backoffice | Base registers, Invoice clients. It will be assigned a client number in the sales ledger. You can enter the invoice client number both here and on the project.

Period Backoffice | Base registers | Parameters, Invoicing tab.
Invoicing fee Backoffice | Base registers| Other-codes. The code must also be specified in the project.
Reference number The reference number is always fetched from the project, but you can change it here for a single invoice.

Reprint invoice

If you need to reprint an invoice, go to Printed Invoices tab and print out again.

Credit or reverse invoice

Invoices are credited in full under the Printed Invoices tab.

  • Go to the Printed Invoices tab.
  • Find the invoice and press the Reverse button.
  • A new invoice is created, similar to the original but as a credit note.

Credit or reverse part of invoice

The easiest way is to reverse the invoice in its entirety and create a new invoice with the correct amount. It is possible to make a negative adjustment to the amount to be credited.

  • Make a new adjustment and enter employee code, the job code that shall be credited, period for the actual time and negative amount.
  • After the adjustment has been made, the project has a negative entry that can be invoiced.
  • After the invoice has been printed, the amount can be adjusted back and will then be in the project’s WIP.

Invoice client

If a project is to be invoiced to a different billing address, an invoice client must be used. T will be assigned its own client number in the sales ledger. Register Invoice client in in Projects | Backoffice | Base registers, Invoice clients. You can use Invoice client in two ways.

  1. All the project’s invoices
  • If the project always shall be invoiced to a different billing address, the invoice client should be connected to the project.
  • Connect the invoice client in the project in Projects | Backoffice | Base registers | Clients and projects, in the Contacts tab, field Client no.
  • You get access to the Clien no. field when the synchronisation between client and project is off. Turn it off in the Parameters 2 tab.
  1. Single invoice
  • If a specific invoice has a different billing address, enter the Invoice client in the invoice, Parameters tab, field Invoice client.

Delimit WIP

It is possible to delimit the WIP so that nothing from later periods is included. The delimitation is based on the accounting date and not the execution date. Pre-invoiced will not be included. Activate delimitation in Projects | Backoffice | Base registers, Parameters, the Invoicing tab.

Details Fees

In the Details Fees tab an invoice specification is made regarding fees, with comments from the time report. This will automatically be sent with the invoice in the same Pdf. The function requires a setting in Projects | Backoffice | Base registers, Parameters, Invoicing tab. Also, you need a special print template. Then you see the Details Fee tab in the invoice.

You can use Details fees in two ways.

  1. Fetch time reports According to content

According to content means letting the system try to fetch the transactions selected under the Fees tab. If there has been adjustments or time corrections, the invoice specification might not be accurate. In that case an error message is shown. All fields are editable and there is no requirements that the specification should have the same amounts as the invoice content.

  1. Fetch time reports Period

This method fetches all transactions during a selected period regardless of whether entries have been invoiced or not. Approval of project invoices The setting for this function is in Projects | Backoffice | Base registers, Parameters under the Invoicing tab. Tick the Approval box. Authorisations for approval is set in the authorisation matrix under Project accounting | Client and project | Invoices to approve. Not all invoices need approval; invoices marked with “Not to be sent “, credit notes and zero invoices are not shown in the list. Project managers approve in Projects | Projects, Approval tab. They can only see external invoices that belong to their group in the tab. The accounting department can approve in Projects | Invoicing, in the Invoicing tab.

Zero invoicing

Zero invoicing should be done once in a month. It is on Projects | Invoicing, Zero invoicing tab. The reason is that adjusted entries with only a purchase price WIP left are invoiced. This affects the WIP list and invoicing statistics for purchase price. If you use a balance sheet account for purchases, the zero invoicing posts the cost for purchases with purchase price WIP 0. Zero invoices are not sent to clients, but it is important for statistics and for the accounting that you use correct invoicing- and accounting dates. It is not possible to select certain projects for zero invoicing which makes it difficult to select a date in the past. Example: If there are purchases registered in July, that have been adjusted down and the zero invoicing is done with accounting date in June, the cost of the purchase in July will be booked before the purchase actually existed.

Invoice zero entries on active projects This concerns entries with 0 in sales price WIP. Example: A purchase is registered with a purchase price of 10 000 and has a sales price of 12 000. The WIP 12 000 is adjusted down, and the purchase price is still 10 000. When zero invoicing, this purchase price entry will have status invoiced and is no longer in the WIP list. If balance sheet for purchases is used, the invoicing makes the cost posting.

Invoice active projects with sales price WIP = 0 The project will be zero invoiced if the total sales price WIP is 0. Example: There is 10 000 in WIP, fees. There is - 10 000 in WIP, purchases. If you select “Invoice active projects with sales price WIP = 0”, the invoice will be zero invoiced. The fee will be posted as revenue and the purchase as cost, provided that a balance sheet account for purchases is used. The same applies if there is positive WIP on a purchase code and a negative WIP on another, but the total purchase WIP is 0. Select project type on all the projects that shall be zero invoiced. All should be selected. You can choose group, if only one group shall be zero invoiced. Normally the company uses shared project accounting The invoice number for zero invoices will either be one in the ordinary invoice number series or a deviating number series, depending on settings in the parameters.

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