A preferred workflow in Next Project is that production and finance use their respective expertise in invoicing.

Production – Create Invoice Basis

The project manager/site manager is usually responsible for preparing the invoice basis, and therefore follows these steps:

• checks all reported (ongoing projects) or the current payment plan
• creates the invoice basis from work orders/payment plans/logs/changes/invoice module depending on the workflow.
• in the Invoice module, checks that everything looks correct in terms of content such as invoice lines, attachments, allocation of tax reduction, invoice marking.
• when everything looks correct --> mark the invoice basis as Ready for Invoicing.

To reduce the risk of mistakes, it is advisable to remove the permission to lock and send invoices for those who are only to create invoice bases. 

Finance – Lock and Send Invoice

Finance takes over for the control and sending of invoices.

To retrieve invoices that are Ready to Invoice:

• Select the correct folder in the Tree view
• activate the icon to Show underlying data,
• filter for invoices according to the following conditions:

  • Ready for Invoicing = true

  • External invoice number = missing

• sort the rows by clicking on the column Locked.

In the list, all the invoice bases that are ready to be processed by finance will now appear at the top, followed by those that are locked but not exported to the financial system. 

Finance then goes through these steps:

1. Review the invoice. What is usually checked by finance is:

   • Customer details

   • Invoice type

   • VAT

   • Revenue accounting

   • Tax reduction details

2. Lock the invoice basis, it is now that the basis becomes an invoice.

3. Integration with the financial system is run
   Once the integration with the financial system has been run, the field External invoice number should be filled in. 
   Note that it is only after this that the invoice should be sent to the customer.

4. Check that the invoice in Project has received an invoice number in the field External invoice number
   If the field contains a “! followed by text” it means that something went wrong. 
   Read the error message and resolve it, or contact Next Support for assistance.

5. Send the invoice to the customer, via c-Invoice, email, or print and envelope. 
   Filter for invoices that are ready to be sent to the customer:

   • Locked = True

   • Distribution status = Missing
     
     Tip! Don’t forget to mark the invoice as sent for easier traceability.