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
Posting date
Invoice date
Due date
Comments
Invoice amount
Retention amount — imported automatically from some systems
Where the invoices end up
You find the invoices in the “Faktura” (Invoice) menu in the left margin, or in the detail view of each account or production code.
Invoices are automatically placed on the right account or production code. If an invoice has an account or production code that is not registered on the project, it is collected under an account called “without account/production code”.
Whether follow-up happens by account or by production 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 invoices are grouped at. Only admin of the project can edit this.
The important choice: match or not
You can choose between two approaches for each invoice:
Leave the invoice on the account/production code. No further action needed.
Actively match the invoice to a cost object — a Purchase, an Index regulation (LPS), a Subcontractor change order or a Back charge.
If you match 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 production code, there is also a way to have part of the matching happen automatically — see “Automatic matching via ledger accounts” further down.
Forecast leakage
If you do not match 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 matching is worth the effort.
Automatic matching via ledger accounts
Not all matching has to be done manually. On each expense item in Setup and Operation you can specify which ledger accounts should be matched automatically. Invoices posted to those ledger accounts are then linked to the right expense item based on the production 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/production code. Then there is only one option to match to, and the match 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 match.
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”. You can already match it to the right planned cost at this stage. |
 Unmatched | Fully posted in the accounting system, but not matched to a planned cost. Ready to be matched. |
 Matched | Fully posted and matched 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.
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
In the invoice table you find three dots in the left margin. That is where you find the options to reject an invoice, and to split it.
Splitting is typically used when an invoice covers two or more planned costs — for example when part of the amount should be matched to a change notice and the rest to contract works.
Invoice image and attachments
The image of the invoice is shown together with any attachments, if the accounting system allows it. Attachments can be downloaded as PDF at the bottom of the view.
