Billing company records are created using the Billing Company Entry screen within the Billing Maintenance area of the Billing system.
To open the Billing Company Entry screen once you are in the Billing Maintenance area, follow the procedure below.
How to Open the Billing Company Entry Screen | |
In the menu on the left-hand side of the Billing Maintenance area, click Billing Company. | |
 Click . The Billing Company Entry screen opens. | |
Once you have opened the Billing Company Entry screen, you must define the following in order to create the billing company record:
general billing company details
contact details
handling of adjustments and taxation number(s)
office links
rounding rules
invoice type and account groups
custom fields (if applicable).
To define the general details of the billing company, use the Billing Company Entry screen and follow the procedure below.
How to Define the General Details | |
In the Name field, type the name of the billing company. Note that the billing company name must be unique within the country to which the billing company will be assigned. | |
In the Country field, select the relevant country to which the billing company is to belong if it is not the default country. Otherwise, leave the default country selected. | |
In the Organisation No field, type the corporate identity number that is to appear on invoices/credit notes issued by this billing company. | |
 Next to the Validity Start Date field, click and use the calendar control to select the start date of the validity period for the billing company. | |
Next to the Validity End Date field, click and use the calendar control to select the end date of the validity period for the billing company. Skip this step if the billing company is to have an indefinite validity period. | |
The next step in creating a billing company record is to define the company contact details. This is done via the Contact Details tab of the Billing Company Entry screen.
To define the company contact details, select the Contact Details tab and follow the procedure below.
How to Define the Contact Details | |
In the First Name field, type the first name of the staff member who is the contact person regarding billing matters at the company. | |
In the Surname field, type the surname of the staff member who is the contact person regarding billing matters at the company. | |
In the Phone field, type the telephone number of the staff member who is the contact person regarding billing matters at the company. | |
In the Email field, type the email address of the staff member who is the contact person regarding billing matters at the company. | |
In the Address Format Country field, select the country that determines the format in which the address of the billing company will be displayed on invoices/credit notes. | |
In the fields below the Address Format Country field, type the relevant address details of the billing company. Note that the exact fields that are available will depend on the country you select in the Address Format Country field. | |
The next step in creating a billing company record is to define how timesheet adjustments are to be handled for the billing company and to define the relevant taxation numbers for each type of tax the billing company is liable to pay in relation to invoices it issues. This is done via the Additional Details tab of the Billing Company Entry screen.
To define the additional items details, select the Additional Details tab and follow the procedure below.
How to Define the Additional Details | |
In the Negative Adjustment Type field, select Tax Invoice if timesheet adjustments that result in a negative value are to be consolidated into a single invoice along with new invoice items. Alternatively, select Credit Note if such timesheet adjustments are to generate a separate credit note. | |
In the Positive Adjustment Type field, select Tax Invoice if timesheet adjustments that result in a positive value are to be consolidated into a single invoice along with new invoice items. Alternatively, select Credit Note if such timesheet adjustments are to generate a separate credit note. | |
In the Taxation Numbers field grouping, type the relevant taxation number in the Taxation Number field for each taxation item that is listed. | |
Next, the office links have to be defined in order to determine which agency office(s) correspond to the billing company. This is done via the Office Link tab of the Billing Company Entry screen.
To define the office links, select the Office Link tab and follow the procedure below.
How to Define Office Links | |
In the Office Code field, select the relevant office that is to correspond to the billing company. | |
Next to the Validity Start Date field, click and use the calendar control to select the start date of the period for which the office link is to be valid. | |
Next to the Validity End Date field, click and use the calendar control to select the end date of the period for which the office link is to be valid. Alternatively, if the office link is to remain valid indefinitely, do not set a date in this field. | |
 To add another office link, click to add another row and repeat steps 1-3 to select the relevant office and validity dates. Repeat this step as many times as required until you have defined all relevant office links. | |
Note that if you add an office link erroneously when defining office links, you delete the office link by clicking in the relevant row in the Office Link tab.The next step in creating a billing company is to define the rounding rules that will apply to monetary invoice values. This is done via the Rounding tab of the Billing Company Entry screen.To define the rounding rules, select the Rounding tab and follow the procedure below.
How to Define Rounding Rules | |
Next to the Validity Start Date field, click and use the calendar control to select the start date of the period for which the rounding rule is to be valid. | |
Next to the Validity End Date field, click and use the calendar control to select the end date of the period for which the rounding rule is to be valid. Alternatively, if the rounding rule is to remain valid indefinitely, do not set a date in this field. | |
 Click . The Edit Billing Company Rounding dialog box opens. | |
In the Rounding Type and Decimal Places fields for each invoice item type, select the rounding type and enter a value for the required number of decimal places respectively. | |
Click . The rounding rules are saved and the Edit Billing Company Rounding dialog box closes. | |
If you want to define another set of rounding rules, click to add a new row and repeat steps 1-5. Note that each set of rounding rules cannot have an overlapping validity period. | |
Note that if you add a set of rounding rules erroneously when defining rounding rules, you delete the rounding rules by clicking in the relevant row in the Rounding tab.The next stage of creating a billing company is to define the invoice type account groups. This is done via the Invoice Type Account Groups tab of the Billing Company Entry screen.To define an invoice type account group, select the Invoice Type Account Groups tab and follow the procedure below.
How to Define an Invoice Type Account Group | |
In the Name field within the first available field grouping, type a descriptive name for the invoice type account group (for example: Invoice – Blue Collar). | |
In the Invoice Type field, select the type of invoice that applies to the group. | |
In the Accounts Receivable field, type the account code of the debtor account from which invoice payments will be made. | |
In the Income Account field, type the account code of the account to which payments made by the debtor will be paid. | |
In the list of taxation items on the right-hand side of the screen, type the account code for each taxation item that is listed in the corresponding Taxation Account fields. | |
If your system is integrated to a third-party financial system, key in the profit/loss account number in the financial system to which un-invoiced sales will be posted in the P/L Export Account field. Un-invoiced sales occur when payees' earnings have been paid but are yet to be invoiced due to different pay and bill cycles. Where the pay and bill cycles do not align, the un-invoiced sales account can be used to track amounts that are yet to be invoiced. Once invoiced, the corresponding un-invoiced amounts are automatically reversed within the financial integration. | |
If your system is integrated to a third-party financial system, key in the balance sheet account number in the financial system to which un-invoiced sales will be posted in the B/S Export Account field. Un-invoiced sales occur when payees' earnings have been paid but are yet to be invoiced due to different pay and bill cycles. Where the pay and bill cycles do not align, the un-invoiced sales account can be used to track amounts that are yet to be invoiced. Once invoiced, the corresponding un-invoiced amounts are automatically reversed within the financial integration. | |
Repeat steps 1-7 to define more invoice type account groups as required. Note that you may need to click to add a new empty group if an empty group is not already available. Repeat this step as many times as required until you have defined all of the relevant invoice account groups for the billing company. | |
There must not be any blank invoice type account groups in the Invoice Type Account Groups tab when you attempt to save the billing company record. You must make sure that each field grouping within the Invoice Type Account Groups tab has information defined or if a grouping is not required, delete it by clicking .
If custom billing company fields have been configured on your system, you may need to define the relevant or mandatory custom fields before you save the billing company record. What you type in a custom field will be output as additional, company-specific information on invoices and credit notes, if the format on which the invoices/credit notes are based uses that custom field.
Custom fields are defined via the Custom Fields tab of the Billing Company Entry screen. To define custom fields, select the Custom Fields tab and follow the procedure below.
How to Define Custom Fields | |
In any of the fields listed in the Custom Fields tab, type the text to be printed on an invoice or credit note on which that custom field is used. | |
Repeat step 1 for each available custom field that is to print information on an invoice or credit note issued by the billing company. | |
Once you have completed the procedure above, the billing company record will be ready to be saved.
To save the record, follow the procedure below.
How to Save the Billing Company Record | |
 Near the top of the Billing Company Entry screen, click . A message is displayed, prompting you to add a set of invoice details for this billing company to each existing debtor that belongs to the same country. | |
 To automatically add a set of invoice details for this billing company to all existing debtors that belong to the same country, click . If you do not want to automatically add a set of invoice details for this billing company, click . A confirmation message opens to indicate the billing company record has been created. | |
 Inside the confirmation message, click . The confirmation message closes. | |