Set up the integration type for journalising project invoices

You add an integration type to record settings for journalising the integration type (invoicing method) to Profit Financieel. If you work with multiple administrations, you need to add the integration types per administration.

You specify a journal per integration type (among other things) for journalising invoices and credit invoices. In an integration type, you can also specify how Profit must compose the journal entry description and whether an invoice discount and/or payment discount can be used.

Within a journal, you can set the 'invoice numbering'. To do this, you must have already added the journal in Profit Financial.

This journal should have the Sales type and you must have entered the Last invoice number in it. This invoice number serves as the basis for numbering the invoices that you will generate in Profit Projects. You cannot invoice in Profit Projects if you have not selected a journal for the integration, because in that case Profit will not be able to determine the invoice number.

Note:

Profit can generate invoice numbers in various places: during the entry in Profit Financieel and during the invoicing in Profit Order management, Profit Projecten and Profit Subscriptions. Profit determines the invoice numbers automatically in all these places using the field with the last used invoice number in the financial journal which you have configured for invoice integration in the environment settings. In Profit, invoice numbers must be unique: an invoice number may occur only once. Furthermore, the sales invoice and the purchase invoice numbers must not overlap. A few tips on how to avoid numbering problems:

• If possible, use the same integration journal for the integration of sales invoices from Profit Logistics, Profit Projects and Profit Subscriptions.
• If you do use different journals, ensure that the number series for these journals do not overlap each other.
• Also check that the numbering of the journals in which you enter invoices manually in Profit Financieel (purchase entries and sales entries) cannot overlap with the numbers that Profit automatically issues in Profit Logistics, Profit Projects and Profit Subscriptions.

To add an integration type for project invoices (per administration):

1. Go to: General / Configuration / Integration settings / Integration type.
2. Click on: New.
3. Select an administration.

   If you use multiple administrations in a single environment in Profit Financieel and you have indicated in the integration settings that you want to work with multiple administrations in Profit Projects, then in this field you can select an administration in which you designate a journal as the integration journal.

4. In Integration type select the invoicing method. For Projects these are:
   • Automatic project invoices: invoices that are created automatically based on cost plus.
   • Manual project invoices: invoices that you can create manually.
   • Project instalment invoices: invoices that are created for instalments.
   • If you use work in progress, you also configure the integration types WIP Integration and Cancel WIP.
5. Select the journal to which you want the invoices to be journalised.

   Depending on the integration type selected, you must select a journal of the Verkoopboek, Inkoopboek or Day book type.

   The choice of journal also determines the numbering of the invoices in question. You are also allowed to choose the same journal for the integration types used and thus use the same numbering for all invoices.

6. Select the journal to which you want credit notes to be journalised.

   You can select the same journal here as in Journal for journalising invoices, but you can also choose a separate journal.

7. In Financial description select the description for the journal entry that Profit should use for entries in Profit Financieel. Profit determines the description during the journalising. In this case you have the following options:

   The values you can select here depend on the integration type selected. You have the following options:

   • Source + description source
   • Source + invoice contact name
   • Source + invoice contact number + invoice contact name
   • Source + description project
   • Source + project number + description project
   • Delivery source + week

   Example:

   You journalise an automatic project invoice for invoice contact (debtor) Koninklijke Exhibitions Benelux B.V., invoice contact number 10032.

   Source + invoice contact name enters the following description for the journal entry: [pro] Koninklijke Exhibitions Benelux B.V.

   Source + invoice contact number + invoice contact name enters the following description for the journal entry: [pro] 10032-Koninklijke Exhibitions Benelux B.V.

   If you invoice by sales contact and you have set the integration type to Source + description project, Profit cannot retrieve the description of the project(s). In this case, Profit falls back to the debtor as a description of the entry, i.e. Source + invoice contact name.

8. Select the Use invoice discount check box if you want to use invoice discounts for this integration type.
9. Select the current account ledger account to which stock is to be journalised. This field is only available if you have activated the Stock in multiple administrations functionality.
10. Click on: Finish.

See also

• Add an integration type