How to Register and Invoice Advance Payment (A-conto) and Final Invoice in Next Project

This article describes how to register and invoice advance payments (a-conto) and final invoices in Next Project.

Register an Advance Payment (A-conto) Invoice:

Click on the project for which you want to create an advance payment (a-conto) invoice.
Go to the Invoice module.
Click on New.
In the displayed dialog, enter a descriptive invoice title, such as "Advance Payment No. 1 - Cooling Room 45 Main Street," and choose "Manual invoice." Click Save.
You will receive a message that a new invoice basis has been created. Click Ok.
Create an empty invoice line by clicking on New row.
Register your invoice line by specifying:
- Description: This text should be descriptive but relatively short. If you want to include a longer text describing the performed work, enter it on the "Invoice – Overview" tab.
- Account number: Specify a relevant expense account from the list. By entering an account, the VAT is automatically calculated.
- Unit: ea (each)
- Quantity: 1
- Price/unit: The agreed-upon amount.
Click Save.
If you want to provide a more explanatory text, enter it on the "Invoice – Overview" tab. Save.
Review your invoice using the "Print" button.
If you do not want surcharges to appear on the invoice sent to the customer, hide the surcharges (see "Hide Surcharges on Invoice").
When you are finished with the invoice basis, lock it by clicking "Locked."
Save. When the invoice is locked, the prefix "FU" will disappear from the Invoice number, and it is no longer editable.
Invoice Basis or Invoice:
1. If you manually handle your customer invoices, this is an invoice basis in Next Project that should be sent together with the invoice from the accounting system. Print the invoice basis and attach it as an appendix to the invoice. In the invoice, state "According to the attached documentation." Alternatively, save it as a PDF and email it to your customer (see "Print/Preview Invoice").
2. If your company has a customer invoice integration with the accounting system, this is the invoice in Next Project that you print or email to the customer. In Next Connect, the customer invoice integration runs, transferring relevant information to the accounting system.
Repeat steps 1–14 for each advance payment (a-conto) invoice you want to create until you are ready to create the final invoice. You can also choose to use this first advance payment (a-conto) invoice as a template and copy it during the next advance payment invoicing (see "Copy Advance Payment Invoice"). When you are ready to issue the final invoice, refer to the section "Register a Final Invoice."

Copy Advance Payment Invoice:

You can choose to use already registered advance payment (a-conto) invoices as templates and thereby copy the content to a new advance payment invoice.

Select the advance payment invoice you want to copy.
Click on Copy Invoice.
A dialog will appear where you need to enter a project number. Enter the project number to which you want to copy the invoice (in this example, we are copying it to the same project). Click Copy.
You will receive a message that 1 invoice has been copied. To view it, click on Show.
Make any necessary changes for the current basis, e.g., the invoice title, the amount on the detail line, and if you have written anything on the "Invoice – Overview" tab. Save.
When you are finished with the invoice basis, lock it by checking "Locked."
Save. When the invoice is locked, the prefix "FU" will disappear from the Invoice number, and it is no longer editable.

Invoice Basis or Invoice:

1. If you manually handle your customer invoices, this is an invoice basis in Next Project that should be sent together with the invoice from the accounting system. Print the invoice basis and attach it as an appendix to the invoice. In the invoice, state "According to the attached documentation." Alternatively, save it as a PDF and email it to your customer (see "Print/Preview Invoice").
2. If your company has a customer invoice integration with the accounting system, this is the invoice in Next Project that you print or email to the customer. In Next Connect, the customer invoice integration runs, transferring relevant information to the accounting system when the invoice gets an external invoice number; it is ready to be sent.

Register a Final Invoice:

Click on New.
In the dialog that appears, enter a descriptive invoice title, such as "Final Invoice - Cooling Room 45 Main Street." Choose "Final Invoice."
Now, choose how you want to group supplier invoices.
- Group per account creates an invoice line for each cost account registered on the supplier invoices in Booked Costs/Revenue, e.g.,
- Do not group presents all supplier invoices as individual invoice lines grouped by account, e.g.,
- Total creates only one invoice line with the text "Total."
You can also choose how you want to group the hours.
- Show details per person presents all reported hours grouped by person, e.g.,
- Group per job role sums up the time per job role and creates an invoice line for each role, e.g.,
When you are done with your selections, click Save.
Review the invoice lines that have been created and change any texts you are not satisfied with. If you want a longer descriptive text on the invoice, enter it on the "Invoice – Overview" tab. Note that you have received an invoice line for each previously invoiced advance payment invoice. Save.
Review your final invoice (see "Print/Preview Invoice").
If you do not want surcharges to appear on the invoice sent to the customer, hide the surcharges (see "Hide Surcharges on Invoice").
When you are finished with the invoice basis, lock it by checking "Locked."
Save. When the invoice is locked, the prefix "FU" will disappear from the Invoice number, and it is no longer editable.
Invoice Basis or Invoice:
1. If you manually handle your customer invoices, this is an invoice basis in Next Project that should be sent together with the invoice from the accounting system. Print the invoice basis and attach it as an appendix to the invoice. In the invoice, state "According to the attached documentation." Alternatively, save it as a PDF and email it to your customer (see "Print/Preview Invoice").
2. If your company has a customer invoice integration with the accounting system, this is the invoice in Next Project that you send via c-invoice (invoice distribution) or print or email to the customer. In Next Connect, the customer invoice integration runs, transferring relevant information to the accounting system.