Help | Invoices

About

Invoices module is designed to insert in the application all the revenues and expenses invoices and properly match them with the revenues and expenses centers (projects, contracts, business lines etc.). The module allows the definition of all the suppliers and clients and is very versatile with currencies by making conversions in real time. It allows filtering the invoices by status (paid, unpaid), issue date, client, project or entity.

Invoices > Revenues

Revenues interface displays the list of invoices and calculate the following data:

  • Total net amount;

  • Total VAT;

  • Total gross amount.

For each invoice from the list, the following data is also displayed:

  • Status;

  • Net paid;

  • VAT paid;

  • Gross paid;

  • Gross paid converted in the customized currency.

These functionalities allow the use of the application by multinational companies that are using different currencies for different entities.

There is a filter functionality that sort the invoices by:

  • Status;

  • Company;

  • Date;

  • Client;

  • Project.

Invoices > Add revenue invoice

The interface for adding invoices contains:

  • Status;

  • Entity;

  • Client;

  • Invoice number;

  • Issue date;

  • Payment due date;

  • Invoice type;

  • Currency;

  • Net amount;

  • VAT;

  • Project;

  • Documents (files).

There are some particularities meant to allocate and visualize the incomes:

  • Invoices issue date sets the month in which this revenue is displayed in project P&L;

  • Invoices payment date sets the month in which this revenue is displayed in project Cash Flow;

  • There is the option to insert partial payments that are automatically or manually split;

  • An invoice can be allocated to several projects.

Invoices > Revenues types

This functionality alloys to add multiple revenues types. Invoices will be associated with this revenue types. The types will be displayed in Profit & Loss and Cash Flow.

This functionality also allows to define sub-types. Once subtypes are defined user can further associate invoices only to sub-types for a particular type. In Profit & Loss and Cash Flow the types become sums for their sub-types.

Invoices > Other revenues types

This functionality allows to add other revenues types. These types will be displayed in Profit & Loss and Cash Flow as manual fields for inserting financial data. These types are not present in the interface where the invoices are added. The data for this types are added only in Project module.

The purpose for this types is to offer flexibility in inserting and displaying financial information in Project module on Profit & Loss and Cash Flow interfaces. An example can be the revenues from a loan or a bank credit that can be seen as revenues but cannot be considered revenue invoices.

Invoices > Expenses

Expenses interface displays the list of the expense invoices inserted in the application and sums related to:

  • Total net amount;

  • VAT;

  • Total gross amount.

For each invoice from the list, the following data is also displayed:

  • Status;

  • Net paid;

  • VAT paid;

  • Gross paid;

  • Gross paid converted in the customized currency.

These functionalities allow the use of the application by multinational companies that are using different currencies for different entities.

There is a filtering functionality that allows invoice display by:

  • Status;

  • Company;

  • Date;

  • Client;

  • Project.

Invoices > Add expenses invoices

The interface for adding invoices contains:

  • Status;

  • Entity;

  • Supplier;

  • Invoice number;

  • Issues date;

  • Invoice due date;

  • Invoice type;

  • Currency;

  • Net amount;

  • VAT;

  • Capitalization (a capitalization flag can be added to expense invoices);

  • Project;

  • Documents (add files).

There are some particularities meant to make easy the allocation and visualization of the invoices:

  • Issue date sets the month when the invoice amount is displayed on the project Profit & Loss;

  • Payment date sets the month when the invoice amount is displayed on the project Cash Flow;

  • Partial payments can be added. These will be automatically or manually split;

  • An invoice can be split on many projects.

Invoices > Expenses types

This functionality allows to add multiple expenses types. For each types invoices will be associated. These types will be displayed in Profit & Loss and Cash Flow.

The functionality allows to define also sub-types. Once a sub-type will be defined all the invoices will be associated only to sub-type relevant to that type. In Profit & Loss and Cash Flow the type represents sum of its sub-types.

Invoices > Other expenses types

This functionality allows to add other revenue types. These types will be displayed in Profit & Loss and Cash Flow as manual fields for inserting financial data. These type cannot de find in the interface dedicated to insert invoices.

The purpose of these special types is to offer flexibility in inserting and displaying the data in Project module on Profit & Loss and Cash Flow interfaces. An example of the use can be the bank rates that are expenses but cannot be inserted as invoices because are not invoices.

Three types of expenses are defined:

  • Other expenses type 1 – are expenses identical to the ones that are inserted in Invoices module but are inserted manually directly in Project module in Profit & Loss and Cash Flow interface.

  • Other expenses type 2 – are expenses that are registered after the gross profit is calculated and are used for calculate EBITDA.

  • Other expenses type 3 – are expenses that are registered after the EBITDA is calculated and are usually used to calculate Net profit.

Invoices > Clients

Clients interface displays the clients list that are inserted in the application. There is a quick find option by name and country.

The application doesn’t allow to register invoices if the clients are not yet defined in Invoices module.

Invoices > Add clients

When a client is added the following date will be inserted:

  • Name;

  • Country;

  • Certificate number;

  • Tax number;

  • Key account manager;

  • Bank details;

  • Postal address;

  • Email address;

  • Phone number.

Invoices > Suppliers

Suppliers functionality displays the list of suppliers that were inserted in the application. There is a quick find option to filter the clients by name and by county.

The application doesn’t allow to register invoices if the suppliers are not yet defined in Invoices module.

Invoices > Add suppliers

When adding a supplier the following data can be inserted:

  • Name;

  • Country;

  • Certificate number;

  • Tax number;

  • Bank details;

  • Postal address;

  • Email address;

  • Phone number.

Invoices > Currencies

Currencies functionality allows adding currencies in the application. The feature allows to add any currency and ensures the real time update. Also there is the option to set the implicit currency per instance. If the different Entities have different currencies, the consolidated views will be displayed in the implicit currency.