Invoice plan

The invoice plan defines when, how, what and how much is to be invoiced.

In addition to ongoing order entry and invoicing, Business NXT provides the facility for fixed-price invoicing and invoicing on account with settlement at the end of the contract.

Select either 1 - On account/settlement or 2 - Fixed price in the Inv. according to plan field in the Order table for invoices according to plan.

Use the Plan type field in the Order line table to mark each line with the correct type. The Trans. date field in the Order line table decides when the order line will be invoiced.

It is possible to keep statistics for over or underinvoicing of fixed price orders. Fill in the Deviate prod. no. field in the Order table. You can select a default product for the deviation in the Fixed price deviate prod. field in the Company information table. It will be suggested in the order head for fixed price orders, but you can override the value for each individual order.

Bookkeeping voucher

If you select the Invoice date from Invoice plan option in the Advanced option in the Invoices/credit notes print dialog, then all vouchers are posted with general ledger transactions for each invoice date. This also applies when the vouchers are posted directly to the VAT accounts, and not Via VAT codes, which you select under Accounting instances in the Company information table.

Note:
If you invoice with special taxes you cannot use the invoice plan without selecting the GL trans. per invoice (Recommended) option in the Accounting processing 2 field Company information table.

Creating an invoice plan

The invoice plan is entered like a regular order, and the value in the Invoice according to plan field specifies whether the order is to be invoiced according to a fixed price or on account. Note that you cannot combine invoicing of orders according to invoice plan and batch invoicing. The following fields in the Order table (order head) are relevant when creating invoice plan orders:

  • Invoiced according to plan
  • Contract amount in foreign and domestic currency
  • Incurred costs so far in foreign and domestic currency
  • Invoice date/week
  • Settlement date/week
  • Deviate product number
  • Trans. information 1
  • Official

Explanation of the fields in the invoice plan:

Field Description
Invoiced according to plan

If you're going to invoice the order according to an invoice plan, complete the Inv. according to plan field with one of the following values:

  • On account/settlement
  • Fixed price

If you don't complete these fields, the order will be invoiced continuously. If you select Fixed price, Business NXT will simultaneously suggest Deviate prod. no. from the Company information table.
Contract amount in foreign and domestic currency You can enter a total on which agreement has been reached for the order, and the invoice plan allows for the possibility of invoicing proportions of this amount. The foreign amount in the current currency appears in the order head. This amount is converted to domestic currency using the relevant exchange rate.
Incurred costs so far in foreign and domestic currency Shows incurred costs for the order line or the order head for the part of the order that has been invoiced. You can choose to invoice proportions of the amount in the invoice plan. The costs in foreign currency are limited to the cost currency in the order head. The costs in domestic currency show the total for all cost currencies that you enter in the order lines.
Invoice date/week Settlement date/week The Invoice date and Settlement date fields are completed by Business NXT, and they keep track of the last dates on which the order was invoiced and settled respectively. The dates are retrieved from the invoice plan when invoicing takes place, and the Invoice date from invoice plan check box is selected in the Order documents dialog. Otherwise the date in the Order documents dialog is used. When the settlement invoices are approved both fields are completed. The invoice date will not be put back if you make a settlement as of an earlier date. The dates can also be shown as day number, week number or year in the dedicated columns.
Deviate product number Enter which deviate product number Business NXT is to use when entering the order in statistics. When you enter a deviate product in the Company information table, this is suggested in the order head of the invoice plan order, but you can override this. Deviate product is used to keep statistics on over and under-invoicing in connection with fixed price invoicing. Over and under-invoicing is calculated as the difference between the revenue in the invoice plan lines and the invoiceable amounts in the other order lines. This is done on the basis of the registered consumption of goods and services. If you don't enter the order's Deviate prod. no., the revenue from the invoice plan lines will be entered directly in statistics.
Official Shows who is responsible for the customer or supplier. You can override the information in the order head for one individual order line.

Each time an invoice plan order is invoiced or settled, the invoice date/week and settlement date/week fields are updated and will at all times show when the order was last invoiced/settled.

The order lines to be included in the invoice plan must have a valid value in the Plan type field. This value is automatically changed by Business NXT as the invoice plan lines are invoiced/settled. The Plan type field then also acts as a status field. The following fields are used specifically for invoice plan lines:

  • Plan date/week
  • Share
  • Processing method
  • Settlement date/week

In addition to settlement lines, you specify the product number, override the description (optional) and specify the quantity and price.

Instead of specifying the price, you can specify a share of the contract amount.

For products that will mainly be used in connection with invoice plans, you can specify Plan type as default in the Product table. Then the product's values will be suggested in the invoice plan lines. In the same way you can enter 1 in the To field for products for which the price and amount are the same. This way, you avoid having to type 1 for Quantity in the order line. Negative quantities generate a credit.

On settlements the amount that was previously used is returned. The price is multiplied by the quantity and any discounts are deducted to produce the line amount.

Invoicing according to invoice plan

Invoice plan orders are processed when printing or previewing invoices and credit notes. If the Invoice according to plan field has been filled in on the order head, Business NXT will process all unprocessed invoice plan lines with a plan date (transaction date) prior to or equal to the date you specify in the Order documents dialog.

Note:
Invoice plan lines can be invoiced without being finished. Other order lines must be finished, except for direct orders. There is one invoice per invoice date.

When printing fixed price or on account invoices, in the Order documents dialog you can specify that the invoice date should be retrieved from the plan date (transaction date) in the invoice plan lines. This will produce one invoice per plan date in the invoice plan lines, so that an order can be split into several invoices.

In the approval dialog, it is sufficient to enter one of the invoice numbers (or #order number) to exempt the order from approval, and the list in the dialog will then display + after the invoice number.

You can use several lines to obtain a more detailed printout and posting of revenue, for example rent, electricity and parking in the event of advance invoicing of rent. Settlement lines still create their own invoices if the same date occurs on both settlement lines and on account, fixed price or additional expense lines. If there are several settlement lines on the same date, only the first one is processed, as the others will be superfluous.

It can be desirable to have a different invoice form for fixed price and on account invoices than that usually used for invoices. To do this you can copy the standard invoice form to a new row in the Form table with a new form number and then make the necessary changes in the new form. You enter the form number that you want to use by selecting Home > Print > Page setup. You can save the page setup in a dedicated window layout for the invoice plan.
Note:
You can't combine invoicing of orders according to invoice plan and batch invoicing.

Accounting and statistics with invoice plans

In on account, fixed price and settlement invoices Business NXT posts to the accounts and runs statistics on costs incurred since the previous invoicing of orders. The costs can come from both standard order lines and invoice plan lines. Standard order lines are not processed before settlement on account. Business NXT only processes order lines with a planned date (transaction date) less than or equal to the invoice date on fixed price invoices (the invoice date comes from either the Order documents dialog or the invoice plan), and the settlement date on the settlement invoices. In on account and fixed price invoices revenue is posted to the accounts from the invoice plan.

In on account invoices revenue is posted to statistics from the invoice plan, in the same way as it is posted to the accounts. This is also done with fixed price invoices, unless a deviate product number appears in the order head. In this instance, revenue from the invoice plan is posted to statistics indirectly, through the amounts in the standard order lines being posted to statistics. The difference compared to the invoice plan is posted to a deviate product for over/under-invoicing, stating the person responsible, organisational units, etc. from the order head. If several currencies are included in the order, one deviate transaction is produced per currency. On account postings are carried back on settlement invoices, so that in net terms you once more have the revenue and costs from the order lines.

Revenue and costs are processed for all order lines that are not exempted from invoicing and cost allocation in the Skip and Suppress group boxes under Processing > Processing method > Print. You can override this for order lines.

Example

Employee numbers 32 and 64 work for 10 and 20 hours respectively each on product number A1024 in an order. The product has a sales price of 1200 and a cost price of 800. In the invoice plan you have defined a fixed price of 40,000 for the order. Employee number 32 is responsible, and over/under-invoicing is reported on deviate product number F4096.

The invoice and accounts will show the 40,000 from the invoice plan + VAT. In the accounts there will also be costs of 24,000. In the Product transactions table three rows will be inserted, the last of which will be the over-invoicing of 4,000:

Employee no. Product no. Income Costs DB
32 A1024 12 000 8 000 4 000
64 A1024 24 000 16 000 8 000
32 F4096 4 000 4 000

If you don't enter a deviate product, posting to statistics will be as follows:

Employee no. Product no. Income Costs DB
32 A1024 40 000 40 000
32 A1024 8 000 -8 000
64 A1024 16 000 -16 000

We can see that the contribution margins per transaction and employee (employee and official) are more informative using the first method. If instead you invoice the same amount on account, with subsequent settlement, posting to statistics will be as follows:

Employee no. Product no. Income Costs DB
32 A1024 40 000 40 000
32 A1024 -40 000 -40 000
32 A1024 12 000 8 000 4 000
32 A1024 24 000 16 000 8 000