Job Order - Service Fee List Enhancements

Description

Changes have been made to the Billing > Service Fee section on the Job Order screen in the Recruitment Manager module to cater for automatic invoicing of services.

The following new buttons have been added to the Billing > Service Fee section on the Job Order screen to allow users to trigger actions for managing auto invoicing of service fees:

Raise Invoice

Displays the Raise Invoice screen, which prompts for information that is required to auto invoice the selected service. For more information, see Job Order - Raise Invoice Screen.

Clear Auto Invoice Creation Date

Clears the invoice creation date that has been set for the selected service(s) thereby preventing them from being automatically invoiced. This action is only enabled if an invoice creation date has already been set for the selected services via the Rise Invoice screen but no invoice has been generated yet.

If the automatic invoice creation date that had been set for a service is cleared, an invoice will not be automatically generated for that service unless a new invoice creation date is set by using the Raise Invoice action (for more information, see above).

Email Invoice

Allows invoices for the selected service fee(s) to be emailed to the debtor. This action is only enabled if invoices have already been created for the selected service fee(s) and the status of the invoices is Closed.

When an invoice is emailed it is automatically flagged as Delivered to indicate that it has been sent. This does not prevent the invoice from being delivered again if necessary.

Preview Invoice

Displays a preview of the selected invoice or invoices. This action is only enabled if an invoice has already been generated for the service fee(s) that are currently selected in the Service Fee list.

Close Invoice

Changes the status of the selected invoice(s) from Open to Closed so that the invoice(s) can be delivered to the debtor. This action is only enabled if:

an invoice has been created for all of the selected services and the status of the invoice is Open
your security role permissions include the Job Order > Close Auto Invoice permission.

The new buttons are highlighted in the example below.

The following new columns have been added to the Billing > Service Fee section on the Job Order screen to allow users to see if services that have been added to a job order are subject to auto invoicing and whether an invoice has already been generated for each service fee where applicable.

These new columns are as follows:

Auto Invoice

Displays Yes if the listed service fee has been flagged for auto invoicing or display No if auto invoicing is not enabled for that service.

Invoice Date

Displays the invoice date of the invoice on which the listed service has been invoiced, if applicable.

Invoice No

Displays the invoice number on which the listed service has been invoiced, if applicable.

Invoice Creation Date

Displays the date on which an invoice will be or has been automatically created for the listed service, if applicable.

Invoice Delivered

Display Yes if the invoice for the listed service has been delivered to the debtor, No if the invoice for the listed service is yet to be delivered to the debtor or is blank if no invoice has been generated for the auto invoice service.

Invoice Grouping ID

Displays a unique ID that links the listed service to other services on the job order that will be or have been invoiced on the same invoice, if applicable.

Invoice Error

Display Yes if the system attempted to create an invoice for the listed service the last time that the auto invoice service ran but an invoice could not be created due to an error. If this column displays Yes, you can select Action > Edit next to where the service fee is listed to display the Edit Service Fee screen, which will display the reason for the error (for more information, see Job Order - Add/Edit Service Fee Screen Enhancements).

Benefits

This enhancement facilitates the ability to automatically invoice services associated with a job order by allowing front office staff to set the parameters that are required to invoice services.

For more information, see also Automatic Invoicing of Service Fees.

Configuration

For information on how to configure FastTrack360 to enable automatic invoicing of services, see Enabling Automatic Invoicing of Service Fees and Job Order - Raise Invoice Screen.

For more information about assigning service fees to a job order, see Billing