Contents

1. Setup
2. What does an invoice basis consist of?
3. Invoicing on work orders is divided into four phases
4. Filtering/using tables
5. Transfer to financial system
   1. Rules for default posting values
6. Creating invoice basis - Suggested workflow

1. Setup

Set up under Settings inside the DV module (function must be activated by LAFT, contact support@laft.io):

Invoice basis : Overview of outstanding invoice basis (which has not yet been transferred to the financial system). Here you process these, and click the Transfer selected button when you are finished.

History : Historical basis with status of transfer on transferred invoice basis.

Previous transfers: Invoice basis that has been transferred to the financial system, with the option to download reports per transfer.

Invoice recipients : Here you add new invoice recipients. You can choose to set one as the default, or manually select an invoice recipient each time a basis is created.

Settings : Here you enter the system code and company number you have in the financial system, as well as set up Client(s), Product codes and any VAT codes.

2. What does an invoice basis consist of?

An invoice basis is a collection of bases that represent expenses. The information that must be associated with each basis may depend on the financial system used, but in principle we support that each individual basis (hour registration or cost registration) has the following information:

• Product code/item number - must exist and be identical to that in the financial system
• VAT code - must exist and be identical to that in the financial system
• Registered date
• Number
• Unit price
  • For time registration, this will be determined by the hourly rate of the user who registered the work order. This is entered per user (Employee Hourly Rates).
• Custom fields: it is possible to choose that custom fields you have created in work orders should be included in the invoice basis. This is selected in the DV module > Settings > Custom fields. Read more about custom fields here .

3. Invoicing on work orders is divided into four phases:

1. Create basis (hours and costs)
2. Create invoice based on basis
3. Check that the result is correct.
4. Transfer invoice basis to financial system

Phase 1: Establish the foundation

Here, users will need to register hours and costs as normal - this is done under “Process work orders” in the Time registration and Costs tabs.

Tip! To make it easy to navigate to cases with entered hours and/or costs, you can create custom fields on work orders . For example, you can create a field called "Entered hours" and another that retrieves "First costs", which users can enter "Yes" when they have entered something here. Then you will be able to visualize in the work order overview whether hours/costs have been entered or not.

For example, you can also create a custom field called "Finished invoiced", which the person creating the basis can fill in once they have done so.

Phase 2: Create invoice based on basis

The user selects which bases to include, and creates an invoice basis. It is not possible to create an invoice basis if no hours or costs have been selected/registered. The user can filter by registered date, both for hour registrations and costs. This can be useful, for example, in connection with invoicing routines (“invoice everything that was registered in September”). Once a basis has been included in an invoice, it is not possible to select the same basis in a new invoice. This is to prevent the same thing from being invoiced multiple times. If an invoice basis becomes incorrect or needs to be updated, the invoice can be deleted and created again. The basis that was selected in the deleted invoice can then be selected again.

Note: Invoices are not automatically transferred to the financial system as soon as they are created. This is because you should have the opportunity to check the basis before it is transferred, and because you do not necessarily want to let the same users who can create invoice basis transfer this directly into the financial system.

Phase 3: Check results

As of now, you can see the total number of hourly costs and other costs in the tables for invoice basis per work order and in the tables for outstanding invoice basis and history.

Phase 4: Transfer the invoice basis to the financial system

Here you go to the overview of outstanding invoice bases, select the invoice bases you want to transfer, and press the "Transfer selected" button.

4. Filtering/using tables

• The search field allows you to search by ID, invoice recipient, total hourly costs and other costs
• Function for deleting invoice basis
• Invoice basis without errors does not show warning triangle in the table
  • A warning triangle appears if the basis is missing information. Click on the warning triangle to fix the error, a separate modal appears where you can correct what is wrong:
    • One can fix problems related to time registrations: missing product code, missing mandatory account plans, missing VAT code when account plans are selected
    • You can fix issues related to cost registrations: missing product code, missing mandatory chart of accounts, missing VAT code when chart of accounts is selected

5. Transfer to financial system

• If you attempt to transfer a selection of invoice bases where one or more of the rows have deficiencies, you will be notified that you must correct the errors first.
• If you attempt to transfer a selection of invoice bases that do not contain any deficiencies, the bases are transferred in the background.
• Ability to download, open and inspect reports for transferred invoice bases (page for "Previous transfers").
• Email notification of completed transfer if desired.

5.1 Rules for default values of posting

Values for product code, chart of accounts values, and VAT codes are selected according to the "proximity principle" - the value that is "closest" to a given invoice line (hour registration or cost registration) is selected. That is, that:

• Product code is retrieved from construction if not registered on hour/cost
• VAT code is retrieved from product code, building, product code on building (in that order) if not registered on hour/cost
• Chart of accounts value for posting dimension is retrieved from product code, building, product code on building (in that order) if not registered on hour/cost. Chart of accounts values for different posting dimensions can be retrieved from different sections.

If the product code/VAT code/chart of accounts value is registered in one of these sections, it will not be considered "missing" in the table.

6. Create invoice basis - Suggested workflow

• After the performer has registered hours and/or costs on the work order/routine, it will be displayed in the case in the tab for this.
• Click the Invoicing tab inside the work order/routine:
  • Make sure that the Invoice Recipient and Ordering Party are correct.
• Click on Create invoice basis, and check the hours/costs you want to include:
• Go to Billing in the left menu > Invoice basis. This displays all invoice basis you have created that have not yet been transferred.
• Check the invoice bases you want to transfer > Click Transfer selected:
• It will then be listed under History in the menu (overview of historical invoice basis), and Previous transfers (you can download reports here).