Temps de lecture | 5 min |
Temps de mise en place | 10 min |
🔒 Required permissions:
Team: Create projects, view all projects, view invoices, manage invoices
Project: View fees, manage fees, view invoices, manage invoices
I/ Add an amendment by creating an annex
1) Add the amendment
If you want to isolate an amendment without impacting the allocation of your base fees, you can create an annex.
It works as a separate billable item that you can link to the initial project.
To do this, click on Annexes and then on + Annex.
You can name your annex “Amendment”, link it (or not) to phases of the base mission, add an amount, and define dates.
That’s it! 🎉
You’ve added an amendment in the form of an annex.
2) Invoice the annex
In the Progress tab of your project, enter the progress of the annex you want to invoice.
When creating an invoice, select the Production type.
In the invoice, go to the Items tab.
You will find the “Amendment” annex, which you can select.
Your invoice will then include the “Amendment” item to be billed.
3) Enter time on an annex
You can also log time on an annex.
For the time entered on an annex to be included in its budget, you must check the options Included in budget and Enter hours.
annex budget
The entered time will then be counted in the annex budget.
4) Enter time on a phase linked to an annex
To include an annex budget within a phase budget, uncheck Included in budget and Enter hours, then link the annex to the relevant phase.
This way, the overall budget of the phase will also include the annex budget.
II/ Manage a retention guarantee with an annex
1) Add a retention guarantee via an annex
Here are the steps to manage an advance payment and its repayment on a project:
Create two annexes in the project:
One positive annex with the amount of the advance
One negative annex with the same amount as a negative value
2) Invoice the retention guarantee
Invoice the positive annex by selecting it in Invoice > Items.
⚠️ Make sure to uncheck the negative annex.
Then, schedule the invoicing of the negative annex using a Custom or Dynamic Custom forecast from Invoicing > Schedule > Forecast type, in order to add the monthly amounts to be repaid over time.
Invoice the negative annex in Invoice > Items to indicate the repayment to your client.
That’s it! 🎉 You’ve successfully managed a retention guarantee.
III/ Perform a VAT adjustment
Your agency invoiced a phase for €1,000 excl. VAT with 10% VAT, whereas 20% VAT should have been applied.
To correct this without impacting already invoiced amounts or distorting your financial tracking, you can perform a VAT adjustment using annexes.
Here’s how to do a VAT adjustment on your project, step by step.
1) Determine the excl. VAT amount
Determine the excl. VAT amount concerned by the VAT adjustment.
It can apply to one phase or several phases.
Then, in the Fees tab of your project, click on Annexes.
2) Create annexes in the project
You will create two annexes:
The first with the negative excl. VAT amount to adjust, associated with the old VAT rate. Save.
The second with the positive excl. VAT amount to adjust, associated with the correct VAT rate. Save.
In this example, we adjust an excl. VAT amount of €1,000, initially invoiced at 10% VAT, to 20% VAT.
3) Activate the module
Go to Project settings > Invoicing, and activate the module Tax rate per phase enabled by clicking on the small green cogwheel.
You will see all project phases, and at the very bottom, the annexes.
Assign the old VAT rate to the negative annex, and the correct VAT rate to the positive annex.
4) Invoice the VAT adjustment
Once this is done, you can invoice both annexes on the next invoice.
In Invoice > Items, make sure to select both annexes by clicking on x selected so they appear on the invoice, and set their progress to 100% if this hasn’t already been done in the project Progress tab.
That’s it! 🎉 You’ve successfully performed a VAT adjustment on OOTI.
🎉 Congratulations!
You now know how to use annexes on OOTI to manage amendments, retention guarantees, and VAT adjustments in a clear, structured, and reliable way.