This article explains how to use the row-level data processing add-on service in Next e-Invoice, which enables installation companies and similar businesses to list purchased materials at the item level on customer invoices and apply row-level mark-ups. It covers the requirements for activating and using the service, including EDI supplier requirements and price list configuration, as well as the step-by-step procedure for creating order lines from supplier invoices. The article also clarifies how costs are allocated within Next Project to ensure accurate tracking and avoid duplicate revenue entries.
Background
Row-level data interpretation is an add-on service to Next e-Invoice. It's designed for customers who want to list purchased materials at the item level on their customer invoice — without needing to reference the supplier invoice — or who need different mark-ups at the row level in their procurements. This service is mainly used by installation companies.
Requirements
To use this service, you'll need Next Project with the additional services Next e-Invoice (as a Supplier Invoice System) and Row-Level Data Interpretation. Your supplier must send their invoices via EDI — postal or email invoices won't work with this function. If you're already using Next e-Invoice, you can check which distribution method your suppliers use by going to the Archive in Next e-Invoice and looking at the Origin column.
Archive module showing invoice list; note the highlighted Origin column filter.
If there are units on the supplier invoice that aren't already in Next Project, the user who creates the order lines will need full access to the admin permission Units.
If you'd like Next e-Invoice to price items automatically, the item number shown on the supplier invoice must exist in a price list and be unique — meaning the same item number can't appear in multiple price lists. As a Next customer, you're responsible for keeping your price lists up to date whenever your suppliers adjust their prices.
Procedure in Next e-Invoice
Once the service is activated in Next e-Invoice and you receive a supplier invoice sent by EDI, a dialogue box will appear after Approval 1 is completed. If the item number from the supplier invoice exists in a Price List in Next Project, a suggested price will be shown. You can always adjust the price manually, use the % Set price function to enter a percentage, or use Select cost/unit as price to match the pricing to the cost on the supplier invoice. If you don't want to create order lines from a supplier invoice, simply close the dialogue box.
Order lines will be created in Next Project as soon as you press OK in the dialogue about creating order lines.
The full supplier invoice, including its PDF, will appear in Next Project under Booked Cost/Revenue once the supplier invoice is exported from Next e-Invoice, booked in your financial system, and then imported back into Next Project. At this point, the project will be booked with the cost from the supplier invoice.
To make sure costs are tracked correctly in the project, supplier invoices where order lines have been created should not be set as chargeable in the Economy section in e-Invoice. This prevents expected revenue from appearing on both the supplier invoice and the order lines.
Invoice entry screen — note the highlighted Chargeable checkbox in the Economy section.
Cost allocation and pricing
Your project will always have costs allocated through the supplier invoice only — not through order lines created via the row-level data interpretation function. Because of this, it's important that both the supplier invoice is booked and the order lines are created in the same project to ensure accurate financial follow-up. If you enter your supplier's price list in Next Project's Price List, you have the option of entering a cost — not just a price — which is useful if, for example, you're taking material from a vehicle for which you previously received a supplier invoice that isn't associated with the current project.
As mentioned, a suggested price will appear in the dialogue when you create order lines in e-Invoice, provided the item number on the supplier invoice exists in a price list in Next Project. The item number in Next Project's price lists must be unique. If you need alternative pricing — for example, for a specific project — there are several ways to do this in Next. One example is setting customer-specific prices for all or part of a price list from a wholesaler. If there are multiple pricing options applicable to the current project or customer, pricing will be applied in the following order:
Project-specific price
Framework price
Customer-specific price
Standard price
Price List dialog showing tabs and Articles panel; note the highlighted Unit price column.
Pricing can also be handled through the Mark-up (%) function, which is available at the customer level in the customer register as well as in the Project Information. The mark-up can be positive or negative, and it will only appear when invoicing the customer — so it won't be visible in the dialogue where you create order lines in Next e-Invoice.
The mark-up (%) will be applied to all order lines, including service vehicles reported from Mobile, with the exception of order lines in the ÄTA module. The mark-up or deduction is always based on the current price.
Project Information tab showing KPI and Invoicing fields, with Mark up (%) highlighted.
The Mark-up template function in Project Information in Next Project does not affect order lines — and therefore does not affect the row-level data interpretation function — but only applies to supplier invoices. The Mark-up template in the Variation order module affects both order lines and supplier invoices.
If you want to check in Next Project whether order lines were created through regular reporting or via the row-level data interpretation function, go to the relevant project, then navigate to Work/Variation order. Under order lines, look at the Supplier invoice no. column. If an order line was created via row-level data interpretation, the supplier invoice number it was created from will appear in that field.
Order Lines tab showing the 'Supplier's Invoice No' column highlighted for user attention.
Another option is to go to the Archive, select the relevant invoice, and press Create order lines. Any lines that have already been exported will appear greyed out (locked) and can't be adjusted. Lines that haven't been exported will have a check mark in the Export column — these can be updated if needed (for example, to add or adjust a price) and then exported by pressing OK. If you need to re-export from the beginning, go to Next Project, find the relevant project and its order lines, and delete them. After that, you can return to the Archive in Next e-Invoice and re-export the supplier invoice.