e-Invoice Manual

Introduction

Next e-Invoice is the component of Next Project that manages supplier invoices before they enter the financial system. Next Project can then import supplier invoices from the financial system to be included in cost tracking on projects in Next Project.

Only supplier invoices are handled by e-Invoice, which means that reminders and any other documents will be sent outside the system to the specified contact address. Manage reminder invoices directly in the financial system, remembering to project-account for the cost to be reflected in Next Project.

Scanning Times

Invoices are handled by our scanning partner, which has the following cut-off times for managing invoices.

If an invoice arrives before 09:00, it should be visible in e-Invoice by 00:00 the same day.
If an invoice arrives at your email address for invoices at 07:10, it will be forwarded according to the settings you have made in your mailbox for forwarding to your Next scanning address. The invoice is processed and should be in your e-Invoice by 00:00 the same working day.
If an invoice arrives after 09:00, it should be visible in e-Invoice by 00:00 the next day.
If an invoice arrives at your email address for invoices at 10:02, it will be forwarded according to the settings you have made in your mailbox for forwarding to your Next scanning address (scanning partner). The invoice is processed and should be in your e-Invoice by 00:00 the next working day.

Next e-Invoice has the ability to approve an invoice in two steps after it has been cleared by the financial administrator. Approval 1 (usually project manager) and Approval 2 (Final Approver). More approval steps are currently not possible.

You can find Next e-Invoice by clicking on the green button when you log in to Next Project.

Permissions - Roles/Groups

There are three different groups that determine the authorisation a user has to handle invoices in Next e-Invoice.

e-Invoice finance admin: Users who account for invoices, manage suppliers, and prepare invoices for approval.
e-Invoice users (Approval 1): Users who should approve invoices in the first stage (Approval 1). Individuals designated as project managers on respective projects.
e-Invoice approvers (Approval 2): Users who should approve invoices in the second stage (Approval 2).

Administrators in Next Project have full freedom to move people between these groups and assign permissions. This is done by selecting which people should belong to which group. The ability to see the people in the different groups or edit this can be found under Administration - Users/Permissions - Groups/Rights in Next Project.

e-Invoice finance admin

The role/permissions of e-Invoice finance admins are to check, account for, manage supplier registers, and finalize invoices that come to the people who will approve them in the next step. Users in this group see all invoices coming in Next e-Invoice. Next e-Invoice can be set up so that financial administrators must check and approve the accounting of incoming supplier invoices before they can be approved by e-Invoice users (project managers on respective projects). Whether users should be members of this group or not is something that should have been discussed during the implementation of Next e-Invoice or during training.

e-Invoice users

e-Invoice users verify/check that the content of supplier invoices belongs to their project and that they are accounted for in the correct project. E-Invoice users can also change accounting and, for example, divide the amount into several projects if desired. An e-Invoice user has the right to approve invoices that belong to his/her project. There is an option to specify a certain invoice amount where e-Invoice users can fully approve below this amount. For invoice amounts above this limit, e-Invoice users can only approve at level one.

e-Invoice approvers

E-Invoice approvers have the highest approval rights and can therefore approve an invoice regardless of whether approval 1 has been approved by the project manager or not. If that person presses the Approve button, in the case where no approval is set, both Approval 1 and Approval 2 will be filled in directly because the person belongs to the highest group in the approval hierarchy. It is also possible to control who finally approves the invoices based on the cost centre on the project. For questions about this, contact your project administrator when setting up e-Invoice, or contact Next support via support@next-tech.com.

Invoice Flow

Paper Invoices

Scanning of Paper Invoices

The invoice is sent directly to the scanning centre by the supplier.
The invoice is scanned and interpreted by the scanning centre.

Self-Handling of Paper Invoices

The supplier sends the invoice to your regular postal address.
You scan the invoice and email it to your invoice scanning address. This can be your own email address for supplier invoices, set up for automatic forwarding, or directly to the address issued by the scanning centre.
- Please note that the invoice must be scanned in PDF format for the scanning centre to handle it.

PDF Invoices

The invoice file is sent by the supplier via email to your own email address for supplier invoices, either automatically forwarded or directly to the address issued by the scanning centre.
The invoice file is interpreted by the scanning centre.
- Note: Due to a limitation with the scanning provider, the email sent should not exceed 9 MB, with a maximum of 10 invoice pages at a time. Invoices should be sent in separate PDF files.
- Invoices must be scanned in PDF format for the scanning centre to handle them.

EDI Invoices

The invoice is electronically sent directly by the supplier to be converted into the correct format ("Svefaktura") readable by Next e-Invoice.
The information in the invoice, including the invoice image, is sent to Next e-Invoice.

Workflow

e-Invoice Finance Admin verifies that the invoice is correctly accounted for, makes any necessary adjustments, and marks the invoice as "Ready for Approval" to proceed to the approval stage.

The checkbox "Ready for Approval" is optional and is often discussed during implementation or training.

e-Invoice Users (Approval 1) (project manager on the project card) handle invoices for their respective projects.

Verify/check
Ability to dispute incorrect invoices or correct specific information
Any amount limits determine whether only Approval 1 is allowed at this stage or if both stages are approved by the project manager.

e-Invoice Approver (Approval 2) checks and approves in the next stage (Approval 2).

The person with access to Next Connect exports invoices to the financial system via the "Export of supplier invoices from Next to [your financial system]" button in Next Connect (or alternatively, automatically scheduled import into the financial system). The invoices then receive an external invoice number obtained from the financial system, taking the next available number in the number series from the supplier ledger.

When the invoice is exported, it disappears from the "Incoming not processed" view and is now only visible in the Archive. There, you can see that it has received an external invoice number from the financial system, the date the invoice was exported, and a checkmark in the "Exported" column as shown below:

The invoices are then processed in the financial system for accounting and payment. The person with access to Next Connect then imports accounted costs from the financial system to Next Project via Supplier Invoice Import or Voucher Import, depending on the financial system (or alternatively, automatically scheduled import from the financial system).

The supplier invoice then appears under the "Booked costs/int" tab in Next Project on the correct project and work order. If the invoice is divided among several projects or accounts, these are distributed across multiple lines. The image is then included on all lines (viewed by clicking on the icon with a paperclip). It is possible to set up accounting at the Work Order/ETA level and/or cost centre in e-Invoice. Contact Next support for more information.

Views

Arrived Not Completed

Here, all incoming invoices that have not been fully approved are displayed, as well as those that are fully approved but have not yet been exported to the financial system with Next Connect. Also shown are invoices that you attempted to export via Next Connect to the financial system but received some type of error signal. To get more information about why the export failed, hover the mouse over the invoice or activate the "Message" column. When the error is corrected, the invoice will be included in the next export to the financial system. Contact Next support if you need help interpreting the error message.

For e-Invoice users (project managers), invoices marked as "Ready for Approval" are displayed. If the system is not set up so that a user in the e-Invoice finance admin group must check and approve the accounting of incoming supplier invoices before they can be approved, all incoming invoices are automatically marked as ready for approval when they enter e-Invoice. See the image below.

Complaints

Here, all invoices that have been complained about via email from e-Invoice to the supplier or marked as complained about are displayed. An invoice is complained about by clicking on "Complaint" in one of the views Incorrect/Missing accounting or Incoming not processed. If you click directly on "Complaint," an email dialog opens with a suggested text for the complaint email. You can also mark the invoice as complained about via the small black arrow to the right of the complaint button, see below.

You don't need to send an email to the supplier for it to appear under the Complaints view.

Feel free to write a comment on the invoice you complained about, for example, when it was complained about and for what reason.

When/if a credit is imported into e-Invoice with a matching amount from the same supplier as the debit that is complained about, a dialog will appear asking if you want to match the credit and debit. If you then mark both lines and click OK, both entries will be voided and archived.

Invalid/Missing Accounting

Here, invoices are displayed that either lack correct project accounting, lack an invoice number, or whose supplier is not known to the system. The invoices then lack information in one of the following fields.

When the details are added, the invoice is automatically moved to Incoming not processed.

Invoice Handling

Project managers have the authority to approve invoices that are accounted for in the person's own project up to a certain amount. This limit has a default value of £0, meaning that all invoices must be approved in step 2 by a user in the e-Invoice approvers group. If a limit is set, for example, £100,000, only invoices above this limit must be approved by a user in the e-Invoice approvers group.

This works as follows: Next Project has a register of cost centres, and this register must contain at least one cost centre. Each project in Next Project must be linked to a cost centre. Each cost centre has an approval group that approves invoices related to projects with their cost centre.

This is discussed with your project manager during the setup of e-Invoice. If needs arise afterwards, Next Support should be contacted first.

Invoices must be fully approved to be exported to the financial system.

If you wish to undo an approval, this can be done by pressing the following:

For each time you press here, an approval is undone. To undo both, you need to press twice.

Filtering and Column Display

Various filters can be applied to all column categories. To choose which columns you want to view in your e-invoice, hover over any column, click on the black arrow, and select "Columns." There, you can activate the columns you find relevant.

If you want to set a filter, press the filter button found at the top right of each view or at the far left in the row of column headers.

Then, click on the green field in the column you want to filter and enter the filtering value.

You can also combine filters on different columns to retrieve more specific invoices from selected projects or periods.

Supplier

When starting Next e-Invoice, we import the supplier register from the financial system to Next Project. Adding new suppliers and updating existing ones should be done in Next Project, which is now the master for the supplier register. The supplier register in the financial system is updated when an invoice is transferred linked to a changed or new supplier.

All invoices from previously known suppliers are displayed with information about the supplier. Firstly, the VAT registration number/organizational number and BG/PG/IBAN are checked. If any of these do not match, a match cannot occur. Contact Next Support for questions.

Note that the editable columns on existing suppliers in the Supplier Information tab are as follows (marked with a red box):

If you want to correct some of the other fields, it must be done via the Supplier Register in Next Project.

If you want to add a new supplier, you can do it in both Next e-Invoice and Next Project. In the client, there are more opportunities to add more information, such as a contact person. If a customer has a bank account instead of BG/PG, enter the account number in the IBAN field without hyphens and spaces.

Accounting

Incoming supplier invoices are automatically accounted for in the project specified on the invoice with the prefix "AO" followed by numbers. AO numbers are recommended to be specified in the invoice header for the best interpretation result. It is important that it is preceded by the prefix "AO."

The account used is primarily the one specified on the supplier, and secondarily the one specified as the default account during implementation. The default account for a supplier can be specified in the supplier register.

You can change the accounting that has been done. You can change the project directly on the invoice, modify the accounting lines, alter details on the line, and split the invoice into multiple accounts. To split into multiple accounts, change the amount on the existing line. The system will then create a new line with the remaining amount to be accounted for. You can also delete accounting lines, except for the one created by the system.

The system has a function for adding contractor VAT. When you press the contractor VAT button,

two accounting lines are created with 20% of the total amount, one for debit and one for credit. If the supplier is listed as a contract company, this will have happened automatically when an invoice linked to the supplier comes in with £0 in VAT. This assumes that a supplier has been found when the invoice arrived.

The balance amount button

controls the amount displayed when you choose to create a new accounting line. If you have chosen to have the button enabled, the line will contain the remaining amount of the total invoice amount.

If you have chosen not to have the button enabled,

a new line will be empty in terms of amount, and in the Diff field, you will see the remaining amount.

Internal Reminders

There is an option to automatically send emails to project managers and approvers who have invoices to approve. There is also an option to automatically send reminder emails for invoices that are not approved and are approaching the due date. We assist in setting up how many days in advance this reminder should be sent.

Search

Next Helpdesk