Fakturering

Forberedelser

Kontrollér afstemningslisten i Jobs: Rapporter/Afstemning Tid, at alle har rapporteret sin tid. Opdatér Honorar, Indkøb og Øvrigt i: Jobs: Registrering, korrigering og opdatering.

Skab faktura

Faktureringsproceduren skiller sig lidt, afhængig type af faktura, du skal lave. Det er også afhængigt af, hvis De bruger fakturafanebladet i Job: Forespørgsel eller ikke (se separat afsnit). En faktura består af en fakturatekst og en omfatning (fakturaindhold); disse må balancere før fakturaen kan udskrives skarpt.

Skab faktura der fakturatekst findes

Fanen Fakturaer lyser rødt hvornår én eller flere fakturatekster findes, der er skabte i Job: Forespørgsel, eller for så vidt der findes fakturaer på et job, der ikke er blevet udskrevet.

Gå ind på fanen Fakturaer, markér en faktura og vælg Åbn.

= Indhold

Under Indhold vises under fanerne Honorar, Indkøb og Øvrigt hvad der findes i lager på jobbet. Markér de linier som skal indgå i fakturaen. Det er mulig at fordybe sig på de enkelte linier. Hele lagerbeløbet på den linien flyttes da til feltet Denne fakt. Hvis ikke alt skal faktureres, er der mulighed at delfakturere. Markér da linien og klik Ændr beløb. Udfyld det beløb som skal faktureres. Du kan fordybe dig på medarbejder, kategori, kode og periode.

Afkryds alle	Markerer alle linier og flytter beløberne til feltet Denne fakt.
Fjern kryds fra alle	Afmarkerer alle rader.
Ændre beløb	Gem beløber i lager igen ved at sænke beløbet. Angiv beløbet, der skal faktureres, resterende beløb bliver igen i lagret.
Forskudsfakturering	Anvendes kun hvis såkaldt forskudsfakturering er tilladt (parameterindstilling). Angiv koden for forskudsfakturering, hvis den ikke er indstillet i forvejen og beløb, der skal faktureres.

Justering

Mulige justeringer foretages af det oparbejdede lager for at få lagerniveauerne at stemme overens med hvad der skal faktureres.

Hvis du er inde i en faktura, klik på Justér. Hvis du står i joblisten, vælg Ny justering. Gør derefter ifølge neden; baseret på hvis der findes lager at justere eller ikke.

Ændre beløb	Markér en linie og klik på Ændre beløb. Angiv det beløb (+/-) der skal justeres eller udfyld det beløb der skal blive igen i lager på linien Lager. Markér flere linier, hvis justeringen skal gøres proportionelt mod den værdi, der findes i lager/registreret.
Ny	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.
Kommentar	Mulighed for at skrive en justeringskommentar.
Regnskabsdato	Obligatorisk oplysning.

Registreret	Hvad som er registreret på jobbet.
Justeret	Viser justeret i alt på jobbet.
Lager 1	Viser registreret og opjusteret og endnu ikke faktureret.
Faktureret	Viser hvad som er faktureret på jobbet.
Ikke opdateret	Beløber, der er med i skabte, men ikke udskrevne fakturaer.
Lager 2	Lager 1 minus Ikke opdateret.
Justering	Viser hvis der findes nogen ny justering som ikke er gemt.

Udskrift faktura

Klik på Gem, når indholdet og teksten er færdigbehandlede. Du kommer da til fanen Fakturaer. Vælg Udskrift. Markér flere fakturaer med Ctrl- tasten hvis du vil udskrive flere på én gang.

Prøveudskrift	Lav en prøveudskrift for at se, at fakturaen er OK.
Fakt. Dato	Dagens dato foreslås.
Forf. dato	Forfaldsdato hentes fra jobbet men kan skrives over.
Bogføringsdato	Dagens dato foreslås.
Generel fakturatekst	Her kan tekst skrives ind. Kommer på alle fakturaer, hvis du skriver flere ud.
Udskriftsskabelon	Vælg firmaets skabelon

Skab faktura uden færdig tekst

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.