This article addresses frequently asked questions about Next E-invoice, covering common issues users may encounter such as missing invoices, export errors, duplicate invoice warnings, and credit invoice handling. Readers will also learn about practical tips for managing invoices, including bulk approval, project name searches, and handling foreign supplier invoices.
Credit invoice has a positive amount despite being a credit?
That's correct! Amounts in Next e-Invoice are always shown as positive. A checkmark in the designated column (see image below) indicates that the invoice has been interpreted as a credit invoice. You can also manage this field manually if needed.
Inkomna ej färdigbehandlade — notice the highlighted status icon in the toolbar.
I'm missing an invoice in e-Invoice — what should I do?
Start by checking the Archive to see if someone else has already moved the invoice. Search for the invoice number and/or supplier name. If you can't find it there, check that the supplier sent it to the correct address and that the invoice is in PDF format or was sent as EDI.
Keep in mind that scanning times can vary. Also, make sure no filters are currently active in e-Invoice. If your company uses an email address to receive invoices and forwards them, verify that the email was actually forwarded. If you still can't locate the invoice, send an email to support@Next-tech.com with the invoice number and the date it should have been sent to you, and the team will look into it.
A supplier invoice isn't being exported when I press the button in Next Connect — why?
If you hover over the row for the invoice in the "Incoming not processed" view, a message will appear explaining why it isn't being exported. Some common reasons include:
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The project does not exist in the financial system.
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The start/end date is outside the period for the invoice date in the financial system.
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The account number allows for project accounting in the financial system.
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The period is locked in the accounting program.
Once you've corrected the error, make a new transfer using Next Connect (EFH) to try sending the invoice again.
An invoice has a warning in the column — what should I do?
Alert icon — user should notice a warning or validation message.
This warning means that an invoice from the same supplier with the same invoice number has already been received. The easiest way to find it is to go to the Archive and filter by the invoice number. Check whether it's exactly the same invoice and, if so, void the duplicate. Note that some companies use customer numbers as invoice numbers, so it isn't always a duplicate. If it turns out not to be a duplicate, you can correct the invoice number.
Can I approve multiple invoices at once?
Yes! Hold down Ctrl and click each invoice you want to select. If you'd like to select several invoices in a row, hold down Shift, click the first invoice, and then click the last one.
Can I type project names in the project box instead of project numbers?
Yes, you can search by typing project names, account numbers, or cost center names instead of numbers.
I have a foreign supplier invoice — how should I handle it?
Go to the supplier in the supplier register and update the country code for that supplier. This allows for a different formatting of the organization number. Also, make sure you've enabled the IBAN & Swift/BIC columns, as foreign suppliers require these fields to be filled in. Currency exchange for foreign currencies is handled in the financial system.
We accidentally voided an invoice — what do we do?
Users in the e-Invoice Finance admin group can recover a voided supplier invoice. Go to the Archive, select the invoice you want to recover, and click the Restore Invoice button.
Invoice Archive view; note the highlighted 'Återställ faktura' (Restore Invoice) button.
I'm receiving my reminder invoice by email — what am I doing wrong?
e-Invoice doesn't process reminder invoices or other documents that aren't interpreted as an original invoice. These documents are forwarded to the contact person or email address set up under Administration – Office/Company in Next Project. To handle the payment, make it directly in your financial system — and remember to project-account the invoice so it can be retrieved as an expense in the project through Next Connect.
Projects aren't being interpreted even though the project number is preceded by "AO" — why?
For interpretation to work, the project number needs to consist of numbers only. If the project number contains letters, the supplier invoice won't be interpreted.
I'm having issues scanning an invoice — what could be causing this?
Scanning issues are often caused by poor document resolution. The recommended minimum is 300dpi, and the document should be in black and white.
Can Next e-Invoice handle supplier invoices in foreign currencies?
Yes, supplier invoices will be imported as usual with the currency specified on the invoice. If the currency doesn't already exist in the system, Next Project will automatically add it to the Currency tab in Admin (Admin - Accounting - Currencies). No additional adjustments or settings are needed in Next Project.
If you receive an error message when exporting the supplier invoice, check that the currency code and name in Next Project match exactly what's in your financial system.
The amount on the supplier invoice will be converted to GBP by your financial system and will then appear in GBP once it's imported back into Next Project under Booked Cost/revenue.
How do I manage leasing invoices that have 50% VAT?
In Admin - Accounting - Chart of accounts, go to the relevant cost account and mark it as Leasing. When this account is selected on a supplier invoice (under Economy in e-Invoice), half VAT will automatically be applied to the accounting lines posted to that account.