AIMZ integrates with several ERP and accounting systems and automatically imports invoices and internal postings, such as payroll. Both incoming and outgoing. Updates happen roughly every 15 minutes, or less frequently depending on which system you are connected to.
What is imported automatically
Invoice number
Supplier
Ledger account number
Production code number
Posted date
Invoice date
Due date
Comments
Invoice amount
Withheld amount (an amount held back from the invoice amount, typically as security until the work has been approved) — imported automatically from some systems
Where the invoices end up
You find the invoices in the Invoice menu in the left margin, or in the detailed view of each account or production code (prod. code).
Invoices are automatically placed on the right account or prod. code. If an invoice has an account or prod. code that is not registered on the project, it is collected under the fallback code «Without prod. code».
Whether follow-up happens by account or by prod. code is decided by a setting under project settings, where you choose whether the budget is structured by account or by production code. The choice applies to the project you are editing and determines which level the invoices are grouped at. Read more in Account and production code.
The important choice: link or not
You can choose between two approaches for each invoice:
Leave the invoice on the account/prod. code. No further action needed.
Actively link the invoice to a cost object — a Purchasing item, an Index regulation (LPS), a Change Order Sub or a Counter Claim.
If you link actively, you get more detailed follow-up, and you can keep an eye on whether the planned cost for the specific cost object is being exceeded.
If you follow up the project by prod. code, there is also a way to have part of the linking happen automatically — see «Automatic linking via ledger accounts» further down.
Forecast leakage
If you do not link the invoice to a specific cost, you risk invoices arriving for costs that are not registered in the project. You then get «leakage» in the forecast: posted costs that are not accounted for in the final forecast.
The consequence is that the final forecast gives a false picture of the real situation. This is the main reason linking is worth the effort.
Automatic linking via ledger accounts
Not all linking has to be done manually. On each expense item in Setup and Operation you can specify which ledger accounts should be linked automatically. Invoices posted to those ledger accounts are then linked to the right expense item based on the prod. code — without you doing anything per invoice.
This is only relevant if you follow up the project by production code, not by account.
The automation works best together with the setting in the Setup and Operation menu to track only one expense item per account/prod. code. Then there is only one option to link to, and the link is unambiguous.
When the amount exceeds the planned cost
AIMZ keeps track of whether the amount on an invoice exceeds the planned cost. If it does, you are notified and can choose to update the cost to the posted amount after clicking the selected link.
If you know that more costs will still be incurred on the same cost object, it is important to set the amount you expect the final outcome to be — not just what has been posted so far. Otherwise the forecast gives too optimistic a picture.
Four statuses
Status | Meaning |
 Received | The invoice has arrived and been given the project number, but is not yet fully posted. It is «in flow», meaning it is still awaiting approval in the accounting system. You can already link it to the right planned cost at this stage. |
 Not linked | Fully posted in the accounting system, but not linked to a planned cost. Ready to be linked. |
 Linked | Fully posted and linked to a planned cost. |
 Rejected | Actively rejected by a user. |
Payment status
In the invoice amount column, an icon is shown in the cell to the left of the amount:
Warning icon — the invoice is parked or not paid on time. The icon remains as long as the invoice is not fully paid and the due date has passed.
Rejecting and splitting
Tick the invoice in the invoice table – a menu for actions on the selected rows appears, where you can reject the invoice. To split the invoice, open Link on the invoice and choose the split option in the ⋮ menu inside the dialog. See also Why does an invoice appear twice, and how do I check it? and Can I change the posted period for part of an invoice?
Splitting is typically used when an invoice covers two or more planned costs — for example when part of the amount should be linked to a Change Order Sub and the rest to the contract work.
Invoice image and attachments
The image of the invoice is shown together with any attachments, if the accounting system allows it. The attachment can be downloaded as a PDF at the bottom of the view.
