This article outlines how to get started with invoicing using tax deduction in Next Project.

​To be able to create and transfer invoices regarding tax reduction to the financial system, the settings in Next Project must be filled in according to the instructions below. The settings are found under the "Administration" button in the upper right corner of Next Project.

Permissions

Ensure that the person(s) who will have the authority to correct the settings for tax reduction have the "Tax Reduction" permission found under Administrative rights.

NOTE: Don't forget to refresh Next Project so that the settings take effect.

Reduction Types and Type of Work

Basic settings for Reduction Types and Type of Work are managed under the "Tax Reduction" tab (replacing the "Subsidies" tab that existed previously).

Reduction Types

Under "Default," specify which reduction type should be default when creating a new invoice. No tax reduction will be set as default in all databases, but you can specify which type should be default in your database.

If you use Next Connect, leave the external code empty. If you use another type of integration solution, use the field to enter the correct code for the respective financial system.

The maximum amount is used to calculate the distribution of tax reduction on the invoice. In the background, there is also logic to ensure that the maximum amount for ROT + RUT together does not exceed SEK 75,000. The levels cannot be corrected but will be updated centrally by Next Project in case new rules are decided by the Swedish Tax Agency.

Type of Work

It is possible to edit, add, or remove rows under Type of Work, but this should be done with caution to avoid problems in the transfer to the financial system.

Name indicates the name that will be displayed in NEXT.

Percentage indicates the percentage that applies to the current row. For ROT and RUT, the percentage within each type according to current regulations will always be 30% and 50%, respectively. However, for Green Technology, the percentage varies depending on the Type of Work (15% or 50%).

External code is used to map to the correct value in the financial system and must be filled in by you as a customer. You can find the codes to be filled in a separate article, divided by financial system.

The checkboxes for Material + Own Work are used to indicate which types of costs are reduction-based. For ROT and RUT, only labor is reduction-based, while for Green Technology, both material and labor are.

In the Standard column, specify which Type of Work should be default when creating a new invoice. You can specify which type should be standard in your database.

Chart of Accounts

To ensure the correct distribution of amounts on the invoice, it is important to verify that the accounts related to labor and materials are correctly labeled in the chart of accounts.

For ROT/RUT, all accounts marked "Arbete" (Labor) will be the basis for calculating tax reduction.

For Green Technology, all accounts marked "Arbete" or "Material" will be the basis for calculating tax reduction.

NOTE: Only the account(s) marked as "Arbete" will be included in the calculation of hours worked.

Ensure that the contact person for whom you will distribute tax reduction is checked as a Property Owner.

Income Accounting

If you have income accounting enabled and want to separate the lines related to material and labor on the invoice lines in the Underlag till ekonomisystemet (Basis for the financial system), you need to create rules that map cost accounts for material and labor to different income accounts in Next Project. This is done under the "Accounting Rules" tab by specifying which cost accounts (e.g., 4010, 7010) should be mapped to which income and balance accounts. See the example below where rules have been set up to map material (4010), labor (7010), and other costs (all other accounts) to their respective income accounts.

By mapping as described above, you will get a breakdown between service, material, and other costs on the Faktura - Intäktskontering - Underlag till ekonomisystemet as shown in the image below.

This can be compared to the example below, where only one basic rule has been set up, meaning that all cost accounts are mapped to the same income account (3001).

Rows that concern reduction-based amounts and are marked with Type of Work will result in a separate row, but other costs will be grouped on the top row. This means that in the financial system, you cannot distinguish which costs relate to material, other costs, and any labor costs that have not been marked with the type of work.

Note that the income accounts specified for material and labor under the income accounting rules must have an article specified in the "Invoice Article Number" field in the chart of accounts. If you want to split the income into multiple accounts in the financial system, this can be done by specifying different articles for, for example, service sales and goods sales. This assumes that the articles are set up in the financial system with different income accounts.

Create Invoice

Choose Tax Reduction Type and Type of Work when creating the invoice.

1. Check that Type of Work has been marked correctly under Select Type of Work.

2. Distribute the tax reduction.

3. If no customer contact is displayed, click on Manage Contacts and check Property Owner.

4. If income accounting: Check resulting accounting + basis for the financial system.

   

5. Lock the invoice.

6. Open Next Connect and start the customer invoice integration.

7. Open the invoice in the financial system and correct any marking of materials if necessary.

Known Issues

Visma eEkonomi – Green Technology

There is a known issue with Visma when importing invoices related to Green Technology into Visma eEkonomi. This manifests as Apartment No. and Housing Association Org. No. not being filled in correctly when the invoice is created in Visma eEkonomi, which in turn leads to the Tax Reduction deduction being set to 0 in certain cases (but not always). See the image below. Until the bug is fixed in Visma eEkonomi, these fields must be filled in manually by you as a customer after the invoice has been transferred from Next Project.

The error has been reported to Visma and awaits correction on their end. Until the problem is resolved, for invoices related to Green Technology, you need to fill in the following fields in Visma eEkonomi:

• Apartment No.

• Housing Association Org. No.

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