Manual Invoicing

The Billing Module supports the ability to create invoices and credit notes manually. Manual invoicing is used mainly to create the following types of invoices and credit notes:

• Permanent/Services invoices and credit notes

• Vendor/Supplier invoices and credit notes.

Permanent/Service invoices and credit notes are used for invoicing of services and permanent candidate placements, where services may include advertising, candidate testing, reference checks and placement fees.
Vendor/Supplier invoices and credit notes are used for invoicing services rendered in relation to payees sourced by the customer through a third-party agency and therefore there is no direct relationship between the agency and the payee.

Permanent/Service and vendor/supplier invoices and credit notes are generated based on job orders created via the Recruitment Manager application, whereby the position type is Permanent.

It is also possible to invoice job orders that have a position type of Temporary and Contract manually by creating manual invoices or credit notes. For such job orders, timesheet-based invoices are created automatically via the invoice batch process but manual invoices or credit notes can also be created for such job orders on an ad-hoc basis. For example, where a client has been overcharged and requires immediate reimbursement, rather than waiting until a credit note is processed in the next invoice batch, a manual credit note can be created and delivered to the client of necessary.

To create a manual invoice you must specify the following information:

• debtor

• billing company

• invoice type account group

• invoice terms

• billing contact invoice items invoice message

• tax message.
  
  

The debtor identifies the legal entity responsible for paying invoices for candidates and services provided by the agency. For example, if the client belongs to a parent company and the parent company pays all labour hire costs for companies that it owns, the debtor could be the client's parent company.

A billing company defines the legal entity within a recruitment agency that issues an invoice. For example, if the agency belongs to a parent company and the parent company issues and processes invoices on behalf of the agencies it owns, the billing company may be the parent company to which the agency belongs.

The invoice type account group determines the general ledger account that will be affected when the invoice is paid. For example, for accounting and reporting purposes the agency may maintain different accounts for supply of white collar and blue collar labour respectively. Depending on which group is selected, the relevant account will be credited when the invoice is paid.

The invoice terms determine the payment terms that will apply to the invoice (for example: 14 day payment) and how the payment terms are displayed on the invoice.

The billing contact identifies the agency staff member who acts as the client contact in case the client needs to contact the agency regarding payment of the invoice.

The invoice items are one or more items for which the client is being billed. The invoice items that can be added to an invoice are determined by the manual bill codes that are configured in the Rates and Rules module. Each invoice/credit note can include multiple invoice items, with each invoice item referencing one or more job orders. Alternatively, if you are invoicing for services that are not specifically related to a job order, invoice items can be added to a manual invoice without linking the items to a job order.

The invoice message determines the billing company or client specific communication to be printed at the bottom of the invoice/credit note. The invoice messages are predefined and you can choose the relevant message from a list of options.

The tax message determines which tax exemption or non-exemption message will be printed on the invoice/credit note, if any. If tax messages have been configured and the job order being invoiced has been flagged as being tax exempt, you can select a tax exemption message that is to be printed on the invoice/credit note. If the job order is not tax exempt, you can select a tax non-exemption that is to be printed on the invoice/credit note.

Once a manual invoice/credit note is created it can be saved or closed. Saving a manual invoice/credit note allows it to be edited or deleted at a later stage if necessary. Closing an invoice/credit note flags it as ready to be distributed to the client and allows it to be selected in the Delivery screen . However, an invoice/credit note cannot be edited or deleted once it is closed.