Enter a purchase invoice on a project with an attachment in the project dossier

You enter a purchase invoice on a project in Profit Financieel with the file for the invoice (.pdf or .jpeg) attached, and then Profit also puts this attachment in the project dossier. You enter the purchase invoice or costs in the usual way, but you also enter the project on the purchase invoice line (the first entry line) and add the attachment.

If you attach the file for the invoice (.pdf or .jpeg) directly when making an entry, this also automatically submits a dossier item to the purchase contact, the purchase invoice and in the project dossier. This Purchase invoice workflow also starts up if this is configured for you. In this case, for instance, the project manager in question can evaluate the invoice with the work flow.

Note:

If you want to add the project and the invoice file (PDF) as an attachment, you must have configured this in the entry layout for the purchase journal.

On the invoice line, if you enter a project in the Project field, then entry of the purchase invoice goes as follows:

  • Profit copies the project over to the underlying journal entry lines.
  • If you have entered a project number in the first entry line, you have to make a project entry. Profit checks this when you complete the entry. Starting from the second journal entry line (cost line), you can make a project entry if this is permitted on the relevant ledger account. However, you can also make a project entry on the third journal entry line, for instance.
  • Profit adds the attachment as a dossier item to the purchase contact, the purchase invoice and the project and starts the Purchase invoice workflow. Profit uses the project number from the creditor line in the destination of the dossier item if projects is a permitted destination in the dossier item type used.
  • In the sub-entry window for project entries, you can no longer deviate from the project that was selected in the main line. This way, you can only enter the costs of the invoice on a single project: the one that you entered on the invoice line.

If you do not enter a project on the invoice line, then the functioning follows the standard procedure. See the description of the procedure for this under Enter a purchase invoice on a project. This works as follows:

  • You can select any projects you like in the sub-entry program for project entries.
  • Profit does in fact add the attachment as a dossier item to the purchase contact and the purchase invoice, but not to the project dossier.

To enter a purchase invoice on a project with an attachment in the project dossier:

  1. Go to: Financial / Enter / Journal.
  2. Check Financial year and Period.

    These are the financial year and the period to which you post the entry.

  3. Select the purchase journal in which you want to enter the purchase invoice.
  4. Click on: OK.
  5. Enter the first entry line.
    • Select the creditor. If necessary, change the entry description. Enter the complete invoice amount (including VAT).
    • In Project, select the project to which the entry pertains.
    • Select the file (PDF) of the purchase invoice if you want to add it as an attachment. You can only select an attachment on the creditor’s first entry line.

      If you add the invoice as an attachment directly, then you link the dossier item and the Purchase invoice workflow starts automatically. If you do not add an attachment, the workflow does not start. The attachment can be changed after the fact.

  6. Complete the second entry line.
    • Select the expense account if it is not displayed automatically.
    • Profit copies the project number from the invoice line to the cost line.
    • Select the VAT code if Profit does not suggest it automatically.
  7. Profit asks if you want to create a project entry.Click on: Yes.

    Pro_Inkoopfactuur boeken op project met bijlage in projectdossier

  8. Enter the line(s) in the sub-entry program for project entries.

    When specifying the costs for a project entry, Profit automatically enters the project number. You cannot change these.

    For further information on the other fields of a project entry, please refer to the description under Enter a purchase invoice on a project.

  9. Click on: Finish.
  10. Now complete the entry.
  11. Click on: Finish.

See also

Directly to

  1. Carry forward purchase invoices and cost entries to a project
  2. Set a ledger account for a project entry
  3. Configure the carrying forward of purchase invoices with VAT duty by project
  4. Set a ledger account for a project entry
  5. Enter a purchase invoice on a project
  6. Enter a purchase invoice on a project with an attachment in the project dossier
  7. Enter a purchase invoice on a project with VAT duty of project
  8. View and change a journal entry for a purchase invoice with a project entry
  9. Delete a journal entry for a purchase invoice with a project entry
  10. Enter a purchase invoice on a project (project entry) with an employee wage entry
  11. Enter costs