Job Order - Raise Invoice Screen (AIS & v12.15P2)

Description

A Raise Invoice screen is now available to set the parameters required to automatically invoice services that have been added to the list of services in the Billing > Service Fee section of the Job Order screen in the Recruitment Manager module.

The Raise Invoice screen is displayed by selecting one or more services that are listed in the Billing > Service Fee section on the Job Order screen and clicking Raise Invoice, as shown in the example below.

If you select multiple service fees and click the Raise Invoice button, the selected service fees will be grouped onto a single invoice. However, the Raise Invoice button is only enabled if the following conditions apply:

none of the selected service fees have been invoiced already
the Auto Invoice option is ticked on all the selected service fees (for more information, see Job Order - Add/Edit Service Fee Screen)
all the selected service fees are linked to the same invoice type account group (for more information, see Enabling Automatic Invoicing of Service Fees)
the Creation Date Determines Invoice Date option is either ticked on for all the selected service fees or is turned off for all the selected service fees (for more information, see Enabling Automatic Invoicing of Service Fees).

The Raise Invoice screen is shown below.

The fields on the Raise Invoice screen are as follows:

Creation Date

Date when the auto invoice service is to generate an invoice for the selected service fees.

Invoice Date

Issue date of the invoice on which the selected service fees will be billed. The due date of the invoice will be calculated relative to this date. Depending on how the selected service fee(s) are configured, this field may be display-only and may be defaulted to the same date as the invoice creation date. Otherwise, it is possible to set the invoice date to another date but backdating of the invoice date may not be permitted depending on security permissions (for more information, see Configuration).

Credit Note Reason

If a credit note is being raised as opposed to an invoice, this field identifies the reason why the credit note is being raised. It is mandatory to select the credit note reason if you are raising a credit note.

This field is only available if the invoice type account group to which the service fee is linked has an invoice type that corresponds to a credit note, such as Non Timesheet Based Credit Note – Perm/Service. For more information, see Enabling Automatic Invoicing of Services.

Auto Close Invoice

If ticked the invoice will be automatically set to the Closed status as soon as the auto invoice service creates the invoice. Otherwise, the status of the invoice will be set to Open, thereby allowing back office staff to edit the invoice if necessary before it is distributed to the debtor. Note that the ability to automatically close the invoice on creation is subject to a security permission (for more information, see Configuration).

Exclude Invoice Fee

If ticked, any invoice fees that normally apply to the debtor/billing company invoice details combination will be excluded from the invoice.

Billing Company

Displays the name of the billing company that will issue the invoice. This field is display-only.

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

A service fee that is associated with a job order can only be auto invoiced if a set of auto invoicing options has been defined for that Service Fee in Service Fee maintenance. For more information, see Enabling Automatic Invoicing of Services.

The ability for a Recruitment Manager user to be able to trigger the auto-invoicing of service fees is controlled by a security role permission, which are configured under Maintenance > Role-Data Groups. The permissions are listed and described in the table below.

Application	Permission	Applicable to User Type	Permission Levels	Description
Job Order Connect Job	Auto Invoice	Agency	Full	If this permission is assigned to the logged in user’s security permission role, the user: can invoke the Raise Invoice action on a job order to auto invoice a service fee can toggle the Auto Invoice flag on the Add/Edit Services Fee screen when adding/editing a service fee on a perm job order.
Job Order Connect Job	Back Date Auto Invoice	Agency	Full	If this permission is assigned to the logged in user’s security role, when the user sets an invoice date for auto-invoicing a service fee on a job order, they can set a date that is in the past. Otherwise, the user will only be able to set the current date or a future date as the invoice date. Note that the user must also have the Auto Invoice permission to raise auto invoices.
Job Order Connect Job	Close Auto Invoice	Agency	Full	If this permission is assigned to the logged in user’s security role, the user will be able to: toggle the Auto Close Invoice flag on the Raise Invoice screen click the Close Invoice button at the top of the Service Fee section section on the Job Order screen to close invoices that have been created for services that are listed in the Service Fee section, where the invoices have been created with a status of Open. For more information, see Job Order - Service Fee List Enhancements. Otherwise, the user will not be able to close invoices.

For general information about adding service to a job order, see Billing