š Purpose
In a project, you need to handle many invoicesāoften hundreds, if not thousands. Different contractual parties and suppliers invoice at specific times and for specific amounts.
To structure incurred project costs, AIMZ can be integrated with your invoice management system, allowing approved invoices to be automatically registered to the correct account/product code.
In AIMZ, you can then ensure that each invoice is also linked to the correct Purchase or Change Order.
š„ Content
In the Invoices menu, several actions are available. Below is an overview of the most important ones, described in more detail in the following sections:
Process invoices
Add invoices manually
Edit invoices
Reject invoices
Split invoices
š¤ø Actions
Below is a detailed description of the actions available in the Invoices menu.
Process invoices
In the Unprocessed invoices sub-menu, you will find a table where each row represents an invoice that has been approved in the invoice system.
In many cases, the invoice system does not specify which contract or change order the invoice relates toāthis is handled in AIMZ.
Click the row in the Purchase/Changes column.
A dialog opens showing all relevant Purchases and Change Orders the invoice can be linked to.
Select the correct purchase or change orderāand the invoice is processed.
Once processed, the invoice is automatically moved to the Processed invoices sub-menu and included in the systemās Posted costs.
Add invoices manually
If certain invoices, for various reasons, have not been imported automatically from the invoice management system, you can create them manually in AIMZ. Manually registered invoices are processed and included in calculations in the same way as automatically imported invoices.
To add an invoice manually:
Click ā+ Invoiceā in the top-right corner above the table.
Enter the same type of information as for imported invoices, for example:
Supplier
Invoice number
Invoice date
Amount
Linked purchase or change order
Click Save to register the invoice.
Edit invoices
In some cases, you may need to edit an invoice that has already been processed. You can update which contract or change order the invoice is linked to, or adjust other information originally imported from the invoice system.
The following fields can be edited:
Account/product code
Supplier
Invoice number
Amount
Outstanding amount
Invoice date
Due date
Comments
Reject invoices
If an invoice has been imported by mistake and does not belong to the project, you can easily reject it.
Hover over the invoice row.
Click the Reject icon to the right of the invoice number.
Rejected invoices are excluded from all calculations and are not included in the final forecast or any reports.
In the Rejected invoices sub-menu, you will find a complete overview of all rejected invoices in the project.
Split invoices
In some cases, it may be necessary to split an invoice across multiple accounts/product codesāfor example, when an invoice covers several parts of the project.
Click āSplit invoiceā to the right of the invoice number.
A new dialog for splitting invoices opens.
Based on the total invoice amount, distribute the amount across two or more accounts.
Click the ā+ā icon to create a sub-invoice.
For each sub-invoice, select the account/product code and the related contract/change order.
The Remaining amount field (top left) shows how much of the original invoice is left to allocate.
When the full amount has been distributed, the new sub-invoices are saved automatically and included in the cost basis for the associated accounts/product codes.
š¬ Questions?
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