You can invoice reports in the Construction module or through the Logistics and Treasury module, and, if necessary, correct a report that has already been invoiced. Please note that to invoice a report, it must be set to Authorized in the report settings.

To handle deductions and withholdings on sales documents for a report, you must configure the ERP system and the applicable withholdings and then perform the necessary calculations and processing. To reverse invoices for reports, you must ensure that the appropriate permissions are set up in the ERP system.

Authorize Reports

The report file includes a set of statuses that allow the report to be billed: Authorized and Not Authorized. Changes to the report’s status are restricted to those responsible for billing, meaning that statuses can only be changed by users with the appropriate permissions.

Therefore, you can only invoice a report if it has the Authorized status.

To approve reports, follow these steps:

Step 1: Configure the authorization

Access the Administrator;
Select the Profiles option;
Select the Construction module;
Access the Subcontract reports tree;
Confirm that reports are authorized for the respective profile.

Step 2: Set the measurement report authorization

Go to Construction | Works;
Select the option that applies to the type of report:
- Execution | Measurement Reports;
- Subcontracts | Measurement Reports;
- Additional Contracts | Measurement Reports;
Edit the desired report;
For each status, select the Authorize or Do Not Authorize option;
Click Save.

The report is then available for billing.

You cannot associate a report if the various statuses are not properly authorized.

Invoice Reports

Before invoicing a report, you must verify that the connection to Logistics and Treasury is correctly configured; that is, in Administrator | [Company] | Construction | Company Parameters | General | Reports | Connection to Sales, the Connection to Sales option is enabled and the remaining fields contain the correct values.

You can invoice a report through the Construction module or through the Logistics and Treasury module. Invoicing construction reports on a cumulative basis (Source Certification) is only possible through the Construction module.

When integrating reports with the ERP, the report invoice is created in the currency configured for the customer when it matches the currency defined in the Company Parameters of the Construction module. Otherwise, the base currency defined in the Administrator’s company properties is used.

To invoice a report, follow these steps:

Invoice a report using the Construction module

Go to Construction | Works;
Select the work corresponding to the invoice(s) to be issued;
Select the option Execution | Measurement Reports or Subcontracts | Measurement Reports or Additional Contracts | Measurement Reports, depending on the report you want to invoice;
Select the Invoice option from the Context menu;
Click Update;
Indicate the invoice reference date;
Select an invoicing group;
Select the report(s) you want to invoice;
Click the Invoice option on the toolbar
Select the document, the series, and, optionally, the flow where the invoice will be recorded. The values defined in the Company Parameters are suggested;
Finally, click Confirm.

Invoice a report through Logistics and Treasury

When invoicing reports from logistics, you can use any service-type item, and you can split the amount across one or more lines on the document, provided that the total amount matches the total amount of the report.

On each line of the document, in the lookup for the “Reports” column, you must select the Normal Report or Unbilled Additional Work for the work/subcontract associated with that line.

To invoice a report through Logistics and Treasury, follow these steps:

Go to the Purchase/Sales document;
Create a document;
Add a Services-type item, since it is used internally to link to the Construction module;
In the “Project/Work” column, press the F4 key and select the work associated with the report to be invoiced.;
In the “Report” column, click F4 and select the report to be invoiced.
In the “Report Type” column, select the auto type:
- AUT: Normal report;
- ATM: Additional work report;
- REV: Price revision (this report type is for informational purposes only and is used only when the invoice is generated based on a price revision);
Modify the remaining columns (optional);
Click Save.

When invoicing follows the Source Certification method, it is not possible to invoice more recent reports without the older ones having already been invoiced, since this method uses cumulative values. In this method, the sales document must have the Allow negative lines option enabled.

You must ensure that the purchase report is authorized before you can link it. You cannot modify purchase reports that are already linked to an invoice.

When a work is linked to a line item in a sales document, various VAT-related details for the work are displayed: Rate, Deductible Percentage, and Calculation Rule.

In purchase documents, the Deductible Percentage is only loaded when the Not applicable to purchases option is disabled.

Cancel Invoicing

Sometimes it is necessary to correct a report that has already been invoiced. To do so, you must cancel/reverse the invoice, make the desired changes, and re-invoice the report.

To cancel/reverse invoices for measurement reports, you must ensure the following requirements are met:

Have the necessary permissions in the Sales/Purchases module;
In the invoicing document, the Allows Reversal/Credit Documents option must be enabled
A reversal/credit document must be linked to the invoicing document;
The ERP Report item must have the Subject to Return option enabled.

To cancel or reverse an invoice for a measurement report, follow these steps:

Go to Construction | Works;
Select the desired work;
Select the applicable option:
- Execution | Measurement Reports;
- Subcontracts | Measurement Reports;
- Additional Contracts | Measurement Reports;
Click Cancel Invoice;
Select the report(s) you want to reverse;
Click Cancel on the toolbar;
Fill in the fields Reason for Reversal, Date, Entry Date, and, optionally, the Remarks field;
Finally, click Reverse.

Once a measurement report has been invoiced, you cannot remove or change its reference number on the invoice line.

You should cancel/reverse the existing invoice and generate a new one.

Handling Deductions and Withholdings

Guarantee withholdings in report invoicing are fully integrated with the Current Accounts module. Thus, when creating invoices for the Sales module, pending guarantee withholdings are generated and are then handled by the Current Accounts module, when configured to do so.

To handle deductions and withholdings in the sales documents for a report, follow these steps:

Step 1: Configuration in the Administrator

In the Administrator, go to Business Application Foundation | Company Parameters | Withholdings;
Enable the option The company performs a guarantee retention.

Step 2: Configuration in the ERP

Go to Finance | Payables and Receivables | Tables | Account Types;
Create an account type for current accounts applicable to customers with a status of Pending for Guarantee withholdings;
Go to Finance | Payables and Receivables | Tables | Current Account Documents;
Create the following documents:
- A pending document (RG) of the receivable type, for customer-type entities, to be used with the account type created in the previous step;
- A pending document (ERG) of the payable type, for customer-type entities, to be used with the account type created in the previous step;
- A settlement document (LRG), of the receivable nature, for customer-type entities and other debtors, and used in customer account pending items
Go to Marketing & Sales | Sales | Tables | Sales Documents;
Edit the sales document to be used for invoicing reports, such as: FA – n/Invoice;
On the Current Accounts tab, enable the Subject to guarantee retention option;
Indicate that the withholding tax is being settled in the document entry, using the settlement document created in the previous steps (LRG).

Step 3: Configuring applicable withholdings in the work sheet

Go to Construction;
In the work sheet, record the deductions/withholdings;
In Invoicing Data, record the deductions/withholdings to be made;
Select the type of report to which they apply: Autos normais (AUT) e Standard Reports (AUT) and Additional Work (TM). For advance payment deductions, the application automatically suggests the amount, representing the percentage of the total advance payments recorded for the work relative to the value of the work yet to be performed;
For guarantee withholdings, specify that the document configured above is pending generation, as well as the document to be used for reversal transactions; you must also specify the duration of the withholding;

The following points should be noted:

You can only create one line for each type of deduction/withholding for each type of report;
After selecting the Advance Payment type, the application automatically suggests an amount, which corresponds to the percentage that the total outstanding advance payments represents in the total work to be performed;
There cannot be any deductions or withholdings with a value of 0, as these will not be recorded. The value entered here is not mandatory, since it can be changed when the deductions or withholdings are calculated, before the sales document is issued;
The fields Pending Generation, Pending Reversal, Term, and Term Type are only available for Guarantee type lines and are required fields;
The Pending Generation and Pending Reversal columns display all Current Account documents that handle account types in pending status and are associated with the Customer entity type.
The Includes VAT column is available only to companies based in Spain and exclusively for Guarantee type lines. When enabled, it indicates that the guarantee withholding tax is calculated on the amount including VAT.

Step 4: Calculation and processing of the deductions/withholdings to be applied to the respective invoice

In the work dossier, open the Measurement Reports folder;
Select the report to be invoiced from the list;
Select the Deductions option to access the screen for calculating the deductions/withholdings to be included on the invoice;
Click Calculate to verify that the application calculates the deductions/withholdings configured in the invoicing data of the work sheet. For guarantee withholdings with the Includes VAT option enabled, the calculation is based on the amount including VAT;
Note: You can change the calculated values;
Save the calculations and exit the screen;
Select the Invoice option to generate the invoice in the Sales module;
Go to the Sales module and check the generated invoice;
Go to Payables and Receivables | Reports | Account Statement;
Check the customer's current account.

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