5.8 Invoices

5.8.1 Purpose

The Invoices area holds every invoice raised in the project. An invoice is created per trade and is billed against the positions of that trade’s bill of quantities. Invoices progress through a fixed four-stage workflow before they are complete.

5.8.2 The invoice list

Figure 34 — The Invoices list

The subtitle above the list states that costeo invoices are shown and that historical records are hidden, being displayed instead on their continuation invoice. See section 5.8.6.

Use Filter… to search, and the Status and Trade filters to narrow the list. View adjusts the displayed columns.

Note: Invoice amount and Measured amount are both cumulative, not per-invoice. Two separate numbering schemes run in parallel: the invoice number and the AZ sequence. Make this clear in training, as it is a common source of confusion.

5.8.3 The invoice workflow

Every invoice moves through four stages, shown as a stepper at the top of the invoice:

Note: Earlier documentation describes a workflow of Invoice, Measurement, and Supplier Info. Supplier information has not disappeared: the Supplier info button on the measurement stage opens the payment calculation, which is the subcontractor cover sheet. See section 5.10.

Stage 1 is covered in the remainder of this section, stage 2 in section 5.9, and stage 3 in section 5.10.

5.8.4 Prerequisites

Before an invoice can be created for a trade:

• The trade must exist and have a contractor assigned.
• The trade must have a bill of quantities, and that BoQ must be finalized. Trades without one are listed but cannot be selected.
• The trade must not already have an open draft invoice. Only one open draft is permitted per trade at a time.

Note: This clarifies the Finalize action in the BoQ editor described in section 5.7.7: finalising a BoQ is what makes its trade available for invoicing.

L5.8.5 Creating an invoice — step 1, Trade

• Open Invoices within the project.
• Select New invoice. The New invoice wizard opens at step 1.
• Select a trade from the list. Trades with a finalized BoQ are marked accordingly; trades without one are shown greyed out and marked No BoQ.
• Select Next.

Figure 35 — New invoice, step 1: selecting a trade

Note: The draft is not created at this point. It is created only once the details in step 3 are confirmed.

5.8.6 Creating an invoice — step 2, History

Step 2 asks whether the trade was already being billed before it was brought into costeo — in a legacy system or on paper. This step is about migrating an existing billing history, not about skipping invoices: it lets a trade start in costeo partway through its billing sequence, with the earlier progress payments recorded as a baseline so that AZ numbering and the previously-paid total continue correctly from the real position rather than from zero.

Figure 36 — New invoice, step 2: recording history

Caution: Historical capture is offered only here, on the trade’s very first record. The baseline cannot be inserted later — afterwards, only the transferred amounts can be corrected. A trade that already has costeo invoices will not show this step, so any pre-costeo history must be entered before the first costeo invoice is created for that trade.

5.8.6.1 Entering the historical invoices

Choosing Yes opens one form per historical invoice. Each historical invoice is numbered in its own AZ sequence — AZ 1, AZ 2, and so on — so that the costeo invoice you are about to create continues from the next number.

Figure 37 — Entering several historical invoices (AZ 1, AZ 2, …)

Use + another to add the next historical invoice, and Remove to delete one. The panel at the foot of the form shows which AZ number the first costeo invoice will take and the cumulative previously-paid total across all baseline entries. The wizard cannot continue until every mandatory field of every historical entry is complete.

Note: Worked example: a trade billed four times on paper before costeo. Enter those four as historical invoices — they become AZ 1 to AZ 4, each with its own amounts — and the first invoice you then create in costeo opens as AZ 5, with the previously-paid total already equal to the sum of what was transferred on the four baseline invoices. You do not re-create AZ 1 to AZ 4 as full costeo invoices; you record their headline figures once, and costeo carries them forward.

5.8.6.2 How the baseline appears afterwards

Once the first costeo invoice is created, the historical entries are not shown as ordinary rows in the invoice list. Instead the continuation invoice carries a marker summarising them, for example “Continuation · 1 historical invoices · Σ transferred 3.967,81 € already paid”. This is what the list subtitle means by “historical records hidden (shown on their continuation invoice)”.

Figure 38 — The continuation invoice and the editable baseline panel

Expanding the continuation marker, or opening the baseline panel beneath the list, shows the historical invoices with their number, date, period, invoice net, recommended amount, and transferred amount.

Note: The transferred amount on a baseline invoice stays editable at any time, and a change flows into the next invoice — the panel states this directly. So while the baseline itself cannot be re-inserted or restructured after creation, a wrong transferred figure can always be corrected, and the correction propagates forward through the previously-paid total exactly like a normal deviation (section 5.11.5).

5.8.7 Creating an invoice — step 3, Details

Figure 39 — New invoice, step 3: invoice details

The dialog confirms which AZ number the invoice will take. Select Create draft to open the invoice.

Caution: Selecting Final (Schlussrechnung) signifies completion of the work for that trade. Earlier documentation states that this prevents any further invoices being created for the trade. Confirm this on the current build before relying on it — it is not reversible by the user.

5.8.8 The invoice draft

The draft opens with the workflow stepper at the top, invoice details on the left, and the position hierarchy on the right. A banner states what still prevents the invoice from moving to the next stage.

Figure 40 — An invoice draft, with outstanding required fields

Header controls are: Back to list, Save, and Measurement, which advances the invoice to the next stage. An expand control widens the position area by collapsing the details panel. Changes are saved automatically, with the time of the last save shown in the header.

5.8.9 Invoice details and cash discount

Figure 41 — Invoice details, cash discount, and totals

The details panel repeats the invoice number, date, type, and billing period, and adds order information and the cash discount block.

Note: The cash discount block header shows the rate and term taken from the trade, for example "Skonto · 2 % / 0d". This is where the cash discount configured in section 5.6.4 is applied.

The Totals panel beneath shows the sum of positions, the VAT rate taken from Project settings, the calculated VAT, and the gross amount.

5.8.10 Entering quantities

The position area lists the trade’s bill of quantities as a hierarchy of groups, subgroups, and positions. Each position shows its OZ, description, unit, and unit price, and the LV total is shown at group level.

Figure 42 — The position hierarchy before any quantity is entered

Figure 43 — Positions with quantities entered

Caution: The quantity field is labelled New cumulative, and each position displays the prior quantity, the change against it, and the cumulative percentage of the contracted quantity. This indicates the value entered is the cumulative quantity to date, not the quantity for this invoice alone. Earlier documentation instructs users to enter the quantity being billed in the current invoice only. These two instructions are incompatible and would produce very different invoices. Confirm with the development team before this section is published or used in training.

Above the table, a summary shows how many positions have been invoiced out of the total, the cumulative value, and the net value of this invoice. Search, Status, Type, and Source filters narrow the list, and expand and collapse controls open or close the whole hierarchy.

5.8.11 Advancing to measurement

An invoice cannot advance until its required fields are complete and at least one position carries a quantity. The banner at the top of the invoice states what is outstanding, for example missing invoice arrival and cash discount dates, or that no quantity has yet been entered.

• Complete the required fields in the invoice details panel.
• Enter a quantity for at least one position.
• Select Save.
• Select Measurement to advance the invoice to the next stage.

5.8.12 Recording a rejected invoice

An invoice that was rejected outside costeo — typically a paper invoice returned to the supplier — can be logged without going through the review process, so that the invoice history remains complete and traceable. The record holds metadata only: it has no measurement and no positions.

• Open Invoices within the project.
• Select Record rejected invoice. The dialog opens.
• Select the Trade and enter the invoice Number and Date.
• Optionally enter the Net value.
• Enter the billing period, Period from and Period to.
• Enter the Rejection reason. This is mandatory and is logged.
• Select Record.

Figure 44 — The Record rejected invoice dialog

Note: A rejected invoice record does not count toward AZ numbering and is not carried forward. It exists purely as an audit trail entry, so recording one will not disturb the invoice sequence for the trade.

5.8.13 Rules and constraints

Note: The rules marked as stated in the application were read directly from on-screen text and are reliable. The two marked as carried over come from earlier documentation and still require confirmation.