Fakturering

Forberedelser

Kontroller i avstemmingslisten i Prosjekter: Rapporter, Avstemming tid at alle har ført inn timene sine. Oppdater Honorar, Innkjøp og Øvrigt i Prosjekter: Registrering, korrigering og oppdatering.

Skap faktura

Faktureringsprosedyren ser litt forskjellig ut avhengig av hvilken type fakturaen er og dersom fakturafliken i Prosjekt: Spørsmål anvendes eller ikke (se separate avsnitt). En faktura består av en fakturatekst og et fakturainnhold som må stemme overens før fakturaen kan skrives ut.

Skap faktura der fakturatekst finnes

Fliken Fakturaer er rød da det finnes en eller flere skapte fakturatekster i Prosjekter: Spørsmålog hvis det finns fakturaer på et prosjekt som ikke er utskrevne

Gå inn på fliken Fakturaer, marker en faktura og velg Åpne.

Innhold

I fliken Innhold vises hva som ligger i lager. Innholdet er inndelt i Honorar, Innkjøp, Øvrigt og Akonto. Avkryss de rader som skal inngå i fakturaen. Hele lagerbeløpet på den raden blir da flyttet til kolonnen Denne fakt. Dersom ikke alt skal faktureres, er det mulig å delfakturere ved å markere raden og klikke på Endre beløp. Angi det beløp som skal faktureres.Du kan fordype deg på medarbeidere, kategori, kode og periode.

Avkryss alle	Krysser av alle fakturarader og flytter beløpene til Denne fakt
Fjern kryss fra alle	Fjerner kryss fra alle fakturarader.
Endre beløp	Lagre beløp igjen i lager ved å minske beløpet. Angi hva som ska faktureres, resterende beløp blir igjen i lager.
Forfakturering	Anvendes bare dersom s.k forfakturering er tillatt (parameterinnstilling). Angi forfaktureringskoden (hvis den ikke er forinnstilt) og beløp som må faktureres.

Justering

Eventuelle justeringer lages av det opparbeidede lagret for at få balanse mellom lagernivåene og hva som ska faktureres. Justeringa innebærer en opp- eller nedskrivning av lagret.

Dersom fakturaen er åpen, klikk på Juster. I prosjektlisten lages justering ved å klikke på Ny justering. Gjør deretter i følge et av alternativene neden.

Endre beløp	Marker en rad og klikk på Endre beløp. Angi det beløp (+/-) som skal justeres, eller skriv inn det beløp som skal bli igjen i feltet Lager. Marker flere rader dersom justeringa skal lages i proporsjon mot lager/registrert.
Ny	Dersom det ikke finnes noe lager eller registrert på prosjektet, eller hvis en justering skal peke på annet enn lager/registrert, må du anvende denne funksjon for å gjøre en justering. Angi medarbeider, kode, periode og beløp.
Kommentar	Mulighet for å skrive en justeringskommentar.
Bokføringsdato	Obligatorisk dato for justeringer.

Registered	Registered on the project
Adjusted	Adjusted on the project, total.
WIP 1	Registered and adjusted but not invoiced.
Invoiced	Invoiced on the project.
Not updated	Amounts in invoices created but not printed.
WIP 2	WIP 1 minus Not updated.
Adjusted	Shows possible new adjustments that have not been saved.

Print invoices

Save the invoice when the text and the invoice content are ready. Saving takes you to the Invoice tab. Select Printout. You can select several invoices (by pressing down the Ctrl key while selecting and print them out at one time

Create invoice without invoice text

Test print	Make a test print to check how the invoice looks.
Invoice date	Today’s date is suggested.
Due date	Fetched from the project, but can be overwritten
Accounting date	Today’s date is suggested.
General invoice text	An optional text to be printed out on all invoices.
Printout template	Select your company’s template

Go to Project:Invoicing-Adjusting. You can either open the tab Invoices and select New for a new invoice or open the tab Project and make a selection in the list:

Smallest WIP amt	The WIP can be limited to a smallest WIP amount.
WIP 2	Shows the total WIP minus the amounts released in other
Status	Choose between all, active, invoice released, pre-invoice released, collective invoice released.
Invoices exist	Choose between none, started and ready.
To be closed	Choose if you want to see projects that have been marked with “To be closed” in Project: Queries. (This is a message from project managers to the accounting department that a project is ready for closing.)

Use the > at the far right in the heading row to select the columns that you want to see in the project list. The columns you have selected will be saved on your user name.

Show project	Link to the analysis view in Project: Queries. Edit general project information under the tab General.
Test invoice	Shows what there is in the project’s WIP on an invoice printout.
New adjustment	Possible adjustments of the WIP in order for the values to agree with what shall be invoiced (read more in the chapter Adjustment).
New invoice	Start working with the new invoice if the invoice text not is created in Project: Queries.
Change status	Close, deactivate or activate project. Before a project can be closed, WIP has to be zero; there may not be any not deducted pre-invoices or not updated time or purchases on it.

Select New invoice to create a new invoice. Follow the instructions about Invoice content and Adjustment, and create an invoice text with help of the following chapter

Text

You can either write own text and amount or use a text suggestion. You can edit the suggested text. You can also add own rows and subtotals and write new text and amounts.

Create text

Choose this if you want to catch up the WIP on the project or to invoice from the cost estimate.

Select first if the amounts shall be based on estimated values ( and in that case which estimate) or on the amounts that are actual in WIP. You can also select amounts based on Invoice content.

Detail level	Select level of details in the invoice concerning fees, purchases and other.
Subtotal	Select subtotal levels.
Import text	If the invoice shall be similar to a previous invoice, you can import text from it. Then you can edit the text and amounts to fit in the new invoice.
Instruction	The project managers can write instructions as complement to the invoice text. The instruction is not shown on the invoice, only in the analysis tab in Client and Project for each invoice respectively.
Invoicing fee	If an invoicing fee has been set and shall be charged in this invoice, check the box.

Create pre-invoice

Under the pre-invoiced tab, you can register the amounts that shall be pre-invoiced as invoice content. State the amount to be invoices in the column “This invoice”. It is possible to invoice pre-invoice amounts together with amounts from WIP in the same invoice.

If pre-invoicing has been set to be divided in fees, purchases and other (in the parameters), they are separated. This can be of interest in different reports

Pre-invoice deduction

Open the tab Pre-invoice and fill in the amount to be deducted or select “Deduct all”. The amounts to be deducted are shown in the tabs Fees, Purchases and Other. The process is the same as in standard invoicing.

Create collective invoice

Collective invoicing means that you invoice several projects on the same client on one invoice. The requirements are::

That the projects have the same client code

That all the projects have the same client number.

That collective invoicing I s allowed on the project.

That the projects have the same invoicing currency at the time of printout.

Go to one of the projects that shall be in the invoice and select Invoice type “Collective Invoice”. Open the tab Collective invoice. Then fetch the other projects that shall be in the same invoice. Select also the one that you currently have opened. In Invoice content you can now see all the WIP: s of the projects together. Select what to invoice.

Note, that possible adjustments on the projects involved have to be made before they are put together to a collective invoice. To make an adjustment, mark the project in the search list in the Project tab and select “New adjustment” (read more in Adjusting).

Merge invoices

An alternative for collective invoices is that you prepare all invoices separately, and then merge them. This method is usable for example when you use excess invoicing, or when the project managers are writing invoice text in Frontoffice, when collective invoicing is not possible. The invoicing process is the same as when making standard invoices. When the invoices are ready, , select them and click on the button Merge. Select project. In the text tab you have now a section per project, with project name and code as heading for each section. The text is editable.

Parameters

If the project has another invoicing address then what is stated on the client, use an “invoicing client”. Invoice clients can be fetched in the tab Parameters on the project.

If you wish to allocate fees, purchases and other tyou can select a period in the Parameters tab. Note, that the function “Automatic transfer to S/L” has to be checked in System: Base registers/PRO/Parameters, under the tab Invoicing. Otherwise period cannot be chosen here. Also state an account for periodical allocation in the same tab.

Reprint invoice

It is possible to reprint invoices under the tab Printout

Only mine	Shows the invoices you have been printing out.
Group	You can select to see a list with only invoices for a certain group.
Printout	Reprints selected invoice.

Select which invoices to show in the dropdown menu according to printout time. Use the quick search field for free text search

Credit invoice

To credit an invoice, go to the tab Printed invoices. Find the invoice and click on ”Credit”. A similar invoice is created, but in credit.

Select possible test print. Today's date is suggested as credit invoice date, but it can be overwritten. Select printing template and then OK.