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Invoicing - Production and Financial Workflow

Production – Create Invoice Basis

The project manager/site manager creates the invoice basis, ensures that the content is correct, and concludes by marking the invoice basis as "Ready for Invoicing." For them, it is advisable to remove the authorisation to lock and send invoices to reduce the risk of errors.

Finance – Lock and Send Invoice

Finance takes over by selecting the correct folder in the Tree View, activating the icon for Show Underlying Data, and filtering invoices based on the following conditions:

  • Ready for Invoicing = true

  • External Invoice No. = missing

Additionally, sort the rows by clicking on the Locked column. The result will be the invoice bases that are ready to be processed by finance, appearing first in the list. These can be checked/adjusted and then locked, sent to the customer, and integrated into the financial system. This group is given the authority to lock/unlock and send invoices. When the invoice basis is locked, it becomes an invoice.

What finance typically checks includes:

  • Customer details

  • VAT

  • Revenue recognition

  • Information for tax reduction (applies for Swedish customers)

Here are some important considerations when sending the invoice to the financial system and the customer:

  1. Review the invoice as mentioned above.

  2. Lock the invoice.

  3. Run the integration with the financial system.

  4. After the integration with the financial system, the field "External Invoice Number" should be filled. Only then can the invoice be sent to the customer.

  5. Exceptions to the above exist, depending on the integration solution.

  6. If Next's c-Invoice service for customer invoice distribution is used, option a above regarding the External Invoice Number applies, regardless of the integration solution.

  7. Verify that the invoice in Next Project has received an invoice number in the field External Invoice No.

  8. If the field contains an "!" with subsequent text, something has gone wrong. Read the error message and take corrective action, or contact Next Support for assistance.

  9. Send the invoice to the customer via email or print and envelop.


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