FastTrack360 Version 12 Online Help
Enabling Automatic Invoicing of Services
- Max Ciereszko
Description
FastTrack360 supports the ability to assign services to job orders so that tasks performed by an agency to fill a job placement can be billed to the agency’s client. In this release, enhancements have been made to allow services, which have been added to a job order, to be invoiced automatically without the need for back office staff to raise manual invoices.
To facilitate the ability to auto invoice services, Services Maintenance has been moved from Recruitment Manager > Maintenance to Maintenance > Global and enhancements have been made to Services Maintenance so that invoicing options can enabled and defined for services that are to be auto invoiced.
A new section labelled Auto Invoicing Options has been added to the Services Maintenance > Add/Edit Services screen, as highlighted in the example below.
Under the Auto Invoicing Options section, you define one set of invoice options per billing company (legal entity that issues invoices on behalf of your business). When a service is added to a job order an invoice can be raised automatically for that service, without the intervention of back office staff, if a set of auto invoice details have been defined for that service and the invoice details are linked to the billing company to which the job order is linked.
The auto invoicing options for a service are required to define the following:
Country – this defines the country within the country/brand/region hierarchy to which the set of invoice details apply. For example, a set of invoicing options where the country is set to United Kingdom will be applicable only when the service is assigned to a job order that belongs to United Kingdom.
Bill Code – this defines the bill code against which the service is billed on an invoice.
Billing Company – this defines the legal entity within your business structure that is to issue invoices for the service. A service can have one set of invoicing options per billing company only.
Invoice Type Account Group – this is a set of financial details on the billing company that determine the type of invoice to be issued (invoice or credit note) and the financial accounts to which the billed or credited amounts are to be posted when the service is invoiced.
It is important that the invoice type account group that is selected is linked to an invoice type of Non Timesheet Based Invoice - Perm/Service or Non Timesheet Based Credit Note - Perm/Service only.
A flag can be set on the auto invoicing options to enforce that the invoice creation date determines the invoice date. If this flag is set, when a user raises an invoice the invoice date will default to the date on which the invoice is created and cannot be changed to another date. Otherwise, the user raising the invoice can set the invoice date to a date other than the invoice creation date.
Benefits
These enhancements facilitate the invoicing of billable services, which have been provided by your business as part of filling a job order, without the need for back office staff to manually raise invoices to bill for the service.
For more information about how services on a job order are auto invoiced, see Automatic Invoicing of Service Fees.
Configuration
To configure auto invoicing for a service, follow the procedure below:
How to configure auto invoicing of a service | |
|---|---|
| Navigate to Maintenance > Global Maintenance > Services Maintenance and add a new service or search for and open an existing service for editing. The Add/Edit Service screen is displayed. |
2. | If you are editing an existing service record, click Edit at the top of the screen to enable edit mode. Skip this step if you are adding a new service record. |
3. | Navigate to the Auto Invoicing Options section of the screen and tick Enable Auto Invoicing. The Auto Invoicing section and the Add Auto Invoice Option button are enabled. |
4. | In the Auto Invoicing Options section, tick Creation Date Determines Invoice Date if whenever an invoice is automatically created for this service the invoice date must default to the date on which the invoice was created by the auto invoice service. Otherwise, skip this step if users are to have the ability to set the invoice date to a date other than the date on which the invoice is created. |
5. | Click Add Auto Invoice Option. The Add Invoicing Option dialog box is displayed. |
6. | In the Country field, select the country to which the invoicing options will apply. For example, if this service is to be auto invoiced when applied to job orders that belong to the country of United Kingdom, select United Kingdom in this field. |
7. | In the Bill Code field, select the bill code against which the service will be invoiced. |
8. | In the Billing Company field, select the name of the billing company that will issue the invoice for this service. |
9. | In the Invoice Type Account Group field, select the invoice type account group that determines the type of document to be created and the financial accounts to which the sales transactions associated with billing this service will be posted. It is important that the invoice type account group that is selected is linked to an invoice type of Non Timesheet Based Invoice - Perm/Service or Non Timesheet Based Credit Note - Perm/Service only. |
10. | Click Save. The Add Invoicing Option dialog box closes and the set of invoice options that you have created are added to the list within the Auto Invoicing Options section of the screen. |
11. | Click Save Changes. The service record is saved. |
Note the following when configuring auto invoicing options for a service:
There can only be one set of invoicing options defined on a service record for a given billing company.
Each set of invoicing options is linked to an invoice type account group, which determines the type of invoice or credit note that is to be raised. Therefore, if both invoices and credit notes are to be raised via the auto invoicing process, two separate service records must be created and each record must be linked to a different invoice type account group that references the relevant invoice type (Non Timesheet Based Invoice - Perm/Service and Non Timesheet Based Credit Note - Perm Service respectively).
Related pages
Classification-Public