Invoice proposals are used to create a project invoice based on project records. An invoice proposal summarizes the actual spend on a project into an invoice proposal.
Invoice proposal videos
Video / Create invoice proposal
Video / Create invoice on account
Video / Create project credit note
Create invoice proposals
Invoice proposals can be created in the following locations:
- Project/Project and the Invoices/Create invoice proposal button
- Project/Reports/Work in Progress and the Create invoice proposal button
- Project/Invoice proposal/Invoice proposal
It is recommended to create invoice proposals either from the project file or via the work in progress report, as some information is already filled in automatically on the invoice proposal.
When the invoice proposal is created, you can limit which items from the project you want to invoice.
If you enter a date in the
Date field, this is considered the invoice date and only project items up to and including this date will be invoiced.
Type: The "Revenue type" to be invoiced on must be selected here. If no type is selected, the first billing type (Revenue) that is set up is used. Read more under project types
here. Under project types, you can set up how the project types should be summed up on the invoice.
It is possible to invoice only the items related to a task. There are two options. If one task is selected in the Task dropdown box, all items on that task are selected for invoicing. If no task is selected in the Task dropdown box, all items are selected for invoicing. Items can always be selected or deselected under Basis of posting. Read further down in this document.
You can choose to invoice everything in a workspace. There are two options. If you select a Workspace in the dropdown box, all items in that Workspace are selected for invoicing. If no Workspace is selected in the dropdown box, all items are selected for invoicing. Items can always be selected or deselected under Basis of posting. Read further down in this document.
An Invoice proposal is now created related to the project items.
Invoices on account can also be created from projects. Read more about on-account invoice proposals
here.
Watch video about
"Create order / Final invoice / Invoice by consumption"
Read more about Project invoicing in currency
here.
Any correction in the price will be transferred to the project as an adjustment to the "Expected Sales Price". Adjustment must be set up under Project types. Read more
here.
Description of buttons (Invoice proposal)
| Button |
Button description |
| Create |
Creates a new Invoice proposal. It is recommended that these are created from Project or Work in Progress. |
| Edit |
Edit the invoice proposal |
| Invoice proposal lines |
Shows the lines that will be invoiced |
| Create Invoice |
Creates invoices based on the invoice lines. An invoice can be simulated and displayed even if the user does not have invoicing rights. The function can be turned on/off under profiles.
 |
| Create Delivery Note |
Not active |
| Posted invoices |
Shows the invoices posted to the project |
| Contacts |
Edit the contacts associated with the customer |
| Edit debtor |
Edit the debtor associated with the invoice |
| Adjustments |
Read below |
| Posting basis |
Read below |
| Approved |
If it is set under Preferences to approve sales order, the invoice can be approved here. Approval is stamped. |
Description of fields (Invoice proposal)
Below is a description of selected fields on the invoice proposal, i.e. on the "invoice header".
| Field name |
Field Description |
| Delivery address |
In this field you can select a delivery address.
If the field is filled in, the delivery address from the delivery address file is printed as the default delivery address.You can select the arrow button to the right of the field to have the information from the delivery address file copied to the delivery address fields so that you can change it. In this case, you only need to remove the value from the Delivery address field afterwards, otherwise the information from the underlying table will still be printed.read about which delivery addresses are printed on invoices here. |
| Delivery name, Delivery address 1 etc. |
In these fields you can manually enter a delivery address.
Note! If you have selected a delivery address in the Delivery address field, the information from here will be used on the printouts. |
| Final discount % |
If a discount is to be applied to the entire order, the rate can be entered here.
NOTE: Version-91 If the order is invoiced as a Project invoice with a Revenue type, it is not possible to invoice with a final discount. If this is attempted, this message will appear.
 |
| Type |
The field is automatically filled with the Aconto or Revenue type, depending on whether it is an Aconto invoice proposal or a regular invoice proposal that has been created, if the invoice proposal is created from the project file or work in progress report.
Note! It is not possible to change to an Aconto invoice type if project items are displayed under the Basis of posting button, i.e. if the invoice proposal is created as a regular invoice proposal, you cannot change it to an aconto invoice. In that case, you should delete your invoice proposal and create an on-account invoice proposal instead. |
| Approves, Approved and Approved on |
These fields are used to specify which employee must approve the invoice proposal before it can be posted.
If the invoice proposal is approved, you will be able to see who approved the proposal and when.
Note! These fields only appear if the Approve sales orders box is checked under Company/Maintenance/Preferences. |
Description of buttons (Invoice lines)
Below is a selection of the buttons on the ribbon under the invoice proposal lines.
| Button |
Button description |
| Add line |
Adds an extra line. |
| To items |
Adding a list of items |
| Copy invoice |
Used to copy invoice lines from a previously posted invoice to this invoice proposal. Read more about this in a separate section in this article. |
| Copy quote lines |
Used to copy lines from a quote to this invoice proposal. Read more about this in a separate section in this article. |
| Copy budget |
Used to copy lines from the budget to this invoice proposal. Read more about this in a separate section in this article. |
| Posting basis |
Used to select/deselect which project entries to mark as invoiced when invoicing this invoice proposal. It is also the selected project entries that form the basis for the invoice proposal lines that the system automatically creates. Read more about this in a separate section in this article. |
| Adjustments |
Used to split any over/under coverages, also known as adjustments per employee or on multiple adjustment types. Read more about this in a separate section in this article. |
| Templates |
You can create lines on the screen and save them as a template that you can retrieve, so you don't have to enter the same invoice proposal lines over and over again.
Read how the templates are created and used here.
Note! If you use dimensions, you should create templates without dimensions so that you do not copy the dimensions from the template to the invoice proposals you create based on the template. |
Deselect or retrieve new items in invoicing (Itemization basis)
Items can be deselected and/or new ones can be retrieved in invoicing. The function is only available as long as there are no corrections in the 'Order' screen.
Tap 'Posting basis' to deselect and/or retrieve project entries.
Tap [Add Project Entries] to retrieve any project entries posted since the invoice was created.
If there are items that should not be invoiced, uncheck the items that should not be invoiced.
Tap 'Restore order' to transfer records to the Order.
Regulation and routing
In this screen you can fill in how to regulate.
Should it be done on the Project with the adjustment, as shown above and/or should part of the adjustment be carried forward to the same or another Project - also as shown above.
You can also decide whether the adjustment should be posted with e.g. employee and/or dimension(s)
Note! If a Control type is not set by default, an error message will appear stating that 'Type' is missing. If this happens, the screen below must be filled in. If a default species is set, the user does not need to fill in the screen. Read more under project types
here.
On-account invoice proposal
To ensure correct posting and reversal of the Aconto items in Finance, it can be set up under
Company/Maintenance/Preferences that the Aconto number is forced. This also means that if there are Aconto lines created on the Invoice proposal, these must be invoiced. An error message will be displayed if you try to delete or change the account line(s) in the amount field. If you want to remove the account lines, this must be done via the posting basis. See below.
Copy invoice
Here it is possible to copy "old" invoices to the current one. This makes it possible to standardize invoicing to customers.
OBS. It is not recommended to use Credit Note here unless the rules described
here are followed.
You can choose whether the lines generated by Uniconta Project should be deleted when copying or retained.
Copy quote lines
Here it is possible to copy saved quotes to the current invoice. This makes it easy to invoice exactly what has been quoted for.
You can choose whether the lines generated by Uniconta Project should be deleted when copying or retained. For example, hours can be invoiced according to consumption and the rest according to the offer.
Copy Budget
Here it is possible to copy pre-calculations/project budgets to the current invoice. This makes it easy to invoice what has been quoted for.
You can choose whether to retrieve only total lines created in the pre-calculation or all lines in the pre-calculation/project budget.
If the original project budget is saved as the
"Anchor budget", it is possible to create invoice lines based on the
"Anchor budget" and thereby have the option to operate with an "operating budget" that can be changed continuously without affecting the invoice. Select the Budget marked as "Anchor budget".
You can choose whether the lines generated by Uniconta Project should be deleted when copying or retained. For example, hours can be invoiced according to consumption and the rest according to the quote.
