Welcome to Next
Updated over a week ago

Welcome to Next!

This article serves as a guide and checklist for you as a new user in Next Project. Here, you'll find information on how to quickly set up your Next Project with the most important configurations.

By following the steps below and using the recommended documentation, you'll be able to start working in Next in no time!

Start by logging into Next Project with the login credentials provided.

Step 1: Activation and Basic Administration

  • Next Project: Verify and complete company information in Administration → Settings → Office/Company.

  • Upload your logo for it to appear on invoices and reports in Administration → Settings → Office/Company. The logo file can be in jpg, png, or gif format. If it's too large, you may need to compress it first.

  • Add additional users for the onboarding process in Administration → Users. Learn more here.

Integration Next Project - Your Financial System

Activate the integration between Next and your financial system and perform basic imports of customer and supplier registers, as well as the chart of accounts. These registers are needed for the upcoming steps in this guide.

Refer to the instructions for your financial system here:

  • Xero

For other financial systems, please contact us.

Registers and Settings

Start by entering your company's basic information in Next Project. Since there are dependencies between different registers, we recommend entering the information in the following order: (Customer Register, Chart of Accounts, Supplier Register, Hourly Rates, Price List, Wage Supplements, Absence, Users, Payment Terms, and Projects)

Prepare for Payroll File When hourly rates and wage supplements are added, these can be complemented with time codes or wage item numbers so that you can generate a payroll file when reporting your first payroll period.

The process varies depending on the payroll system used in your company:

  • Xero

At this point, you have the basic prerequisites needed to start working in Next Project. For more tips before you launch, read Step 2 below!

Step 2: Customize Next for Your Business

After importing all basic information and activating integration according to the above steps, it's time for you to make Next more personalized with choices and options that fit your business.

Project Tree

Your project list is found in the left menu, and how projects are mapped in the project tree can be customized to your needs. The goal is for you to easily find projects, but this also provides an opportunity for monitoring at the folder level.

💡 Tips! Some common ways to build your folder structure are:

  • By Project Manager: Name folders after project managers with projects they are responsible for. This does not automatically control permissions, but there is an option to limit permissions at the folder level so that project managers only see their projects going forward.

  • By Location: If your organization is geographically spread, you can build a folder structure based on location or region.

  • By Client: If you have a few major clients, their projects can be placed under respective folders.

Follow-up Criteria

In Next Project, there are many ways to mark and follow up on your projects, besides cost and revenue. Most criteria are found on the project card and can be changed if the suggested options do not fit. If each project is tagged with information in these fields, you have good opportunities to extract statistics in the Project Overview module!

These fields include: Compensation Form, Project Type, Project Category, Type of Assignment, and Status.

Status

Statuses are found in several places in Next Project, including projects, work orders, change orders, deviations, and customer invoices. In some cases, they are only for monitoring and control, but in some cases, they serve more functions. The statuses can be found under Administration → Settings → Statuses.

If you want to add more statuses, it's good to consider the following:

  • The status code must be unique.

  • Choose a color by writing the color in English or find a six-digit color code (#000000). Example colors can be found here.

More information on project status management can be found here.

Project Status

Statuses with code 40 and above are sent to the financial system. This means it's possible to book costs and revenue on projects with a status higher than 40.

Statuses with code 90 conclude a project in Next and in the financial system. Information about the project's end date is sent to the financial system.

Statuses with code 39-89 are visible in Next Mobile and are open for reporting for mobile users. This range can be configured; contact us if you need assistance!

Work Order/Change Order Status

All work order and change order statuses are visible in Next Mobile if the project is shown in Next Mobile.

If you have work order/change order export to your financial system enabled, all work orders and change orders are exported if the project is exported.

💡 Tips and Good to Know!

  • Status changes are generally a manual process.

  • Project status should primarily be changed by client users.

  • Work order status can be changed by both client and mobile users. If you have a business with many service orders, a good routine is to let the responsible performer mark the work order as completed.

Step 3: Go Live!

When you have reached this point and completed all the steps, you're ready to start using Next Project for real!

💡 Tips! The absolutely necessary steps to get started with Next quickly are those shown under Step 1.

Begin with the most basic to get started; then, you can build in several steps and start working in more modules.

Review previously recorded webinars.

Determine a date for when time reporting should be done in Next, usually at the beginning of a new payroll period.

If you have any questions or need further assistance, feel free to reach out.


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