Invoicing in the project module

This article describes the options for invoicing sales orders via the project module in Uncionta.

Note: It is essential that the project is set up according to the guidelines in the project set up article above. If this is not done then the following invoicing process will not work.

Options under the Project/Invoices button:

If the Invoices/Sales order option is selected:

• The sales order card will automatically aquire a category with type ‘On-account invoicing’. (Requires project category set up)
  • No lines are created on the sales order
  • The sales order lines can be entered with or without an item number and category on the lines. Note that the items must have an item type ‘Service’ and a cost price of zero.
  • When the sales order with this ‘On-account invoicing’ category is invoiced, then one line will be entered on the project.
  • See video.
• If the category is changed manually on the sales order card to a category with a ‘Revenues’ type then the user must be aware of the following:
  • All lines must have an inventory item number. A project category must be set up on the inventory item.  (Requires project category set up)
  • When the sales order is invoiced, one line will be created with the ‘Revenues’ category and the total amount and one line will be created per the invoice lines with the category selected on each line together with the line amount.
  • Upon invoicing, the sales value of the project total zero.
  • See video.

If the Invoices/Create order option is selected:

• The sales order card will automatically aquire a category with type ‘Revenues’. (Requires project category set up)
  • Order lines will automatically be generated on the sales order according to the auto-generation set up on the project category.
  • Lines can be edited, added and deleted. Lines with item numbers that have item types ‘Item’ or ‘Service’ with a cost price must not be added here.
  • Upon invoicing one line is created on the project with the ‘Revenues’ category.
  • All project transactions that were created as the basis for the invoice lines are set to ‘Invoiced’.
  • If any ‘On-account invoicing’ has been performed then this will be reversed.
  • The ‘Sales value’ of the total order will now show a total of zero on the project. If the price on the order has been changed then the zero sales value will be acheived via an adjustment.
  • See video with and without on account adjustments video.

Options when selecting Customer/Sales/Sales orders:

• If a project number and category ‘On-account invoicing’ (requires set up) is selected on the sales order card then:
  • No lines will be created on the sales order
  • Lines can be filled out with or without item numbers and categories on the order lines. The items must have an item type ‘Service’ and a cost price of zero.
  • One line is created on the project upon invoicing with the ‘On account’ category.
  • See video
• If a project number and category of ‘Revenues’ (requires set up) is selected on the sales order card then:
  • If transactions are aquired via the ‘Transaction origin’ button then:
    • • Order lines will be created on the sales order based on the auto generation selected on the project set up.
      • Lines can be edited, added and deleted. Lines must not be added with item. numbers that have item types ‘Item’ or items with item type ‘Service’ with a cost price.
      • Upon invoicing, one line will be created on the project with a ‘Revenues’ category.
      • All project transactions that were created as the basis for the invoice lines are set to ‘Invoiced’.
      • If any ‘On-account invoicing’ has been performed then this will be reversed.
      • The ‘Sales value’ of the total order will now show a total of zero on the project. If the price on the order has been changed then the zero sales value will be acheived via an adjustment.
      • See video with and without on account adjustments video.
  • otherwise, if there are no pre-existing lines on the order:
    • All lines must have an item number. There must be an category selected on the item number.
    • Upon invoicing, one line will be created with the category ‘Revenues’ and one line will be created per invoice line with the line’s category on the project.
    • The invoice sales value will be zero on the project.
    • See video.