Configure a project in a subscription

You can save subscription invoices in a project dossier. For this, you add the Project field to the entry layout for subscriptions.

Profit puts the project number in the invoice header in the following cases:

if there is an advance note, or
if invoices are not collected (setting in the sales contact profile), or
if invoices are collected per project (setting in the sales contact profile)

To check a sales contact profile and sales contact for collecting:

In Verzamelen, check whether
- the Collect on invoice option is disabled or
- the Collect on invoice and Collect per project options are enabled.
More information: Collect invoices and packing slips per project
When automatically generating packing slips/invoices, you have the option to collect multiple packing slips/invoices for one sales contact per project. This collection method per project is only relevant if you are working with an integration of Projects and Logistics, allowing you to record cost estimate lines or actual costing lines in Profit Projecten and invoice from Profit Order management. This is also important for subscription invoices in the project dossier.

To collect invoices and packing slips per project:
1. Go to: General / Configuration / Integration settings / Sales contact profile
2. Add a new sales contact profile.
  Or open the properties of an existing sales contact profile and go to the General tab.
3. Select the Collect on invoice check box.
  Now the field for the collection per project is also active.
4. Select the Collect per project check box.
5. Click on: OK.
6. Complete the wizard if you are adding a new sales contact profile.
See also
- Set up a sales contact profile
Check whether the sales contact profile which has just been configured is linked to the sales contact.
More information: View the sales contact profile linked to a sales contact
From the sales contact you can view the sales contact profile that is applicable.

To view the sales contact profile for a sales contact/debtor:
1. Go to: Order Management / Sales / Sales contact.
2. Open the properties of the sales contact.
3. Go to the tab: General.
4. Check the value in Profile.
  If no value is entered here, the default sales contact profile (*****) applies.
5. Click on: OK.

To add a field add to an entry layout and invoice report:

Add the Project field to the header of your (new) entry layout for subscriptions. The field is already included in the default entry layout.
More information: Change an entry layout
The header and footer of an entry contain general data. When posting entries, first you complete the header, then the entry lines and then the footer.

The header in an entry layout is not mandatory; some entry layouts do not have a header. Maintain the header and the footer of an entry layout in the same way. The header and footer can each contain multiple tabs. You can insert both fields and images in a tab.

Add tab:
1. Go to: General / Management / Entry layout.
2. Open the entry layout.
3. Go to the tab: Header.
4. Click on:.
5. Enter the description.
6. Click on: OK.
7. You now have the following options:
  Change tab name:
  
  Delete tab:
8. Add field to a tab:
  - Drag the field from the field list onto the tab.
  - Double-click on the field in the field list.
Change field properties:
1. Go to the tab:.
2. Select a field.
3. If necessary enter any deviating field description. This is used in the entry layout instead of the default description.
4. If necessary enter any deviating tooltip.
  You enter a tooltip that applies to the organisation. When posting entries, the user can view the tooltip using F12 (not in AFAS Online).
Delete fields from a tab in the header or footer:
1. Select the field in the tab.
2. Press: Delete.
Move fields on a tab in the header or footer:
1. Select the field in the tab.
2. Use the mouse to drag the field to the correct location.
If applicable, add the Project field to your subscription invoice report. For this, you first need to add it to the available fields.
1. Click on:Modify.
2. Add the field.
More information: Add a field in a report
You position the fields in the report layout.

The available fields are listed in the Data fields box. If you drag a field to the report layout, you can include the field description automatically. Using the buttons below the Data fields box, you determine where Profit puts the field description when you drag a field to the report layout:

You can adjust, move, delete, etc. the field description later on. The above buttons allow you to position fields including their description in the layout as quickly as possible.

If you make a mistake, you can undo the change using Ctrl+Z.

To position fields in the report:

In this example you drag the fields to the correct position in the report. You put the field descriptions in the page header and the fields in the detail section.
1. Click on: (this means: Place field description in previous section).
2. Drag the Name field to the Detail section.
  
  If you drag a field to the Detail section, Profit automatically places the field description in the section above it, because you have activated Place field description in previous section.
  
  Fields are always between «brackets», contrary to descriptions (labels).
3. Drag the other fields to the report layout.
  You have several tools at your disposal to align and position fields.
4. Select the Name field and widen it.
5. Also widen the other fields. In practice, you make the fields as wide as possible to prevent, for example, names and description from being truncated.

To enter a project in a subscription:

Add a subscription.
Select the new entry layout.
Go to the tab:Extra.
Enter a value in: Project.
Complete the subscription.

Generate the subscription invoice:

Make sure that the invoice is also issued and included in the dossier, for example, via the Output wizard or at a later stage.

More information: Invoice subscriptions automatically

You can automatically invoice subscriptions that are eligible for invoiced.

Profit determines which subscriptions are eligible on the basis of a number of criteria, such as the reference date which you enter in the selection window. Profit also checks the Invoice sales immediately and Do not invoice fields in the subscription properties.

If a subscription contains lines which are eligible for invoicing and others which are not, you still see the subscription in the wizard. In that case, Profit only prints the lines to be invoiced on the invoice.

Note:

The Remote sales VAT duty is not possible in combination with automatic invoicing. This applies to all types of automatic invoicing: in drafts, projects, courses and subscriptions.

To invoice subscriptions automatically:

Go to:
- Subscriptions / Invoicing / Invoices
- Hours/Declarations / Claim / Subscription invoices (Accountancy)
Click on the action: Invoice automatically.
If necessary, select another Administration.
If applicable, enter another Reference date.

Leave the Reference date set to today.

If applicable, enter another Invoice date.

Leave the Invoice date set to today.
Profit adds the number of days in the payment condition, e.g., 14 days, to the date of invoice, to calculate the due date (the date by which the sales contact must have paid).

Select the Start output wizard upon completion check box if you want to e-mail or print the invoices immediately.
Note:

If you choose automatic invoicing, you generate the invoices immediately, even if you decide not to e-mail or print the invoices using the Output wizard. Because this means that the creation of the invoices has been recorded for the contacts/participants, these lines are from then on longer displayed in the Invoice automatically function. In that case, you can only e-mail or print the invoices from the Invoice view.
Click on: OK.
You now see all lines that still have to be invoiced.
Select the lines for which you want to generate an invoice. Using the Ctrl+A hotkey, you can select all lines displayed in one go. You can undo this with the Ctrl+D hotkey.
Click on: Finish.

If you do not send the invoices now, you can do so later on using the Output action in the Invoices view.

If you have selected the check box for e-mailing or printing the invoices using the Output wizard, the wizard now starts. If you start the Output wizard via automatic invoicing, you cannot select invoices.

To e-mail/print:

Select the Different issue check box if you want to e-mail or print all lines in the same way and therefore do not want to take into account the Preferred issue method set for the sales/purchase contacts.
1. Select the deviating issue method which will be the same for all selected lines, namely: Print, Print and e-mail PDF or E-mail PDF. For invoices, you also have the E-mail e-invoice + PDF option.
2. Select a deviating report (other than that set in the sales and/or purchase contact profile).
3. Select a message template if you selected one of the e-mail options as a deviating supply type.
Select the Save in client record check box if you want to store the issued reports in the dossier for the contact(s).
For Sorting, select the sorting method for printing.
Select the Descending check box to sort the reports from high to low.
Click on: Next. If you are using the queue, this step is not available and you cannot display a print preview.
You now see an overview of the lines that will be issued and how this will be done.
1. Select a line with the Print issue method and click on the Print preview action to check the report.
2. Select a line with the E-mail issue method and click on the E-mail preview action.
3. Close the preview.
Click on: Finish.
Click on: OK when the message informing you that the processing is complete is displayed.
The Printed, Dossier, Mailed, Compl. proc. and Provided using eVerbinding check boxes are selected when you have completed the corresponding procedure. These fields are only visible if you have added them to the view.

To view a dossier for a project:

You can find the subscription invoice on the Dossier tab of the project.

More information: View a project

Different views and reports are available for viewing projects.

To view a project:

Go to: Projects / Project / Project.
Go to the tab: General.
In this tab you see the general project data and, if applicable, the project profile that is linked to this project.
Go to the tab: Date/delivery.
In this tab you see the Date created, Start date, Planned completion date and Actual completion date fields.

The Completed check box is selected if the project has been completed. In that case, you can no longer enter actual costing for this project. You can still create invoices for this project.

Profit automatically selects the Completed check box, if you specify that the entire project must be reported ready when you report the work in progress ready. In that case, you can release the project again by deselecting the Completed check box on this tab.
Go to the tab: Invoicing.
On this tab, you can set and view the data for the invoicing of the project.
Go to the tab: Phase.
On this tab, you can view or add project phases.
View the Cost estimate, Actual costing, Revenue and Totals tabs if you want to view the project results.
Go to the tab: Cost estimate.
This tab shows all lines that you have entered for the project from the cost estimate and the quotations.

You can add, change or delete a new cost estimate directly from this view if you are authorised for these actions.
Go to the tab: Actual costing.
This tab displays all entries for the project that have been entered in the actual costing via the time registration or via financial entries carried forward.

If you are authorised to do so, you can open the associated actual costing line directly from within this view and change what has been entered using Actual Costing / Enter hours. The entry program only opens the actual costing line you double-clicked on. You can then only change this line (if it is allowed) and change the date and/or the project number (if this is allowed). You cannot add new lines.
Go to the tab: Revenue.
This tab displays the lines of the project invoices and the revenue entries that have been carried forward from Profit Financial to the project.
Go to the tab: Obligation or Reservation if you have recorded an obligation or reservation for this project (using Contract management in Financial or the purchase process for the construction sector).
Go to the tab: Dossier.
On this tab, you can view the project dossier and submit new dossier items.
Go to the tab: Image.
On this tab, you can view or add the image for the project.

If you want to see these images in the view then you must set the line height to 3 or 4. The view will not show the image by default because retrieving images causes delays.
Go to the tab: Purchase order lines.
On this tab, you can view the purchase order lines for a project if you work with the integration of Projects and Order management.
Go to the tab: Quotation request.
On this tab, you can view the quotation requests if you work with the integration of Projects and Order management. Double-click on the line to open the properties of the quotation request.

To view only your own projects:

An overview of all projects created is shown when opening the Projects / Project / Project function. Suppose you are the project manager and you only want to see the projects you are responsible for. You can achieve this as follows:

Go to: Projects / Project / Project.
Click on: View.
Add a new view.
Select based on an existing view and the correct view.
Click on: Next.
Enter a description (e.g. Projects per internal project manager).
Click on: Next.
Add the User field to the data collection. You can find this field by selecting Project /General / Organisation /Links / User.
Click on: Next.
Click on: Next.
After the User field, add the following filter tag: [user]
Click on: Finish.
The new view will be shown automatically. Only the projects for which the logged-on user is the project manager will be shown.

View the subscription invoice:

More information: View a subscription invoice

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