You use the Invoicing module in Carerix. How does invoicing work exactly, and how do I work from a placement to an invoice? This article explains the concepts behind invoicing.
In Carerix you’ll find an invoicing file. This file is a collection of invoice rules, with some additional information. Invoice lines are created through two methods: manual, or based on an approved timesheet.
An invoice line contains at least a unit and a rate, for example: 8 times €50.
Invoice lines based on a time sheet retrieve the unit from the hours that have been filled into the timesheet. The rate is based on the rate/salary that is set in the placement (which we also see as a declaration type in the timesheet). In manually created invoice rules you are the one to fill in the unit.
Invoicing from a placement, based on timesheets
See below for the full process from a placement to a sent invoice.
Step 1. Create a placement
The first step is to create a placement:
- Open the match;
- Click [Create placement];
- Check the basic information and confirm by clicking [Finish];
Step 2. Filling in placement information
A placement consists of a certain amount of key components which are discussed:
The status is important for creating timesheets. A placement needs to be set to the status of “Active”. Carerix recognises an active status because the status has a "JobActiveTag" in the system. The tag is set through the following method:
- Go to "Maintenance" > "Tables";
- Open table "Status placement";
- Open the table item;
- In "jobstatusclass" set a tick in the box at "JobActiveTag";
- Click [Save] to save the table item.
Give the placement a status name that represents it active status.
Start and end date
The start and end date in the placement indicate when the placement starts and when it ends (if the end date is not official but there are suspicions, then you fill in this date in the field “Forecast Date”). Fill in the correct start date and if applicable, the end date here. The start date field is used for the rate.
You can calculate a sales rate by ‘playing’ in the sales rate calculation page. Note: the sales rate calculation is a tool that can assist you in the calculation. This information will not be used by Carerix and are only for reference.
Hours are written on declaration types through timesheets. A declaration type is linked to a rate. The rate is set in the placement. These rates know a monetary value (sales rate) and a timespan in which it is valid. A candidate can only write his hours if:
- a sales rate is defined in the placement, and linked to a declaration type;
- this rate is valid for the date on which the hours are written. (so the start date needs to be on or before that date, end date, or after that date)
The start dates and end dates make it possible to define multiple rates over a longer period of time. Example: During the trial period a candidate might work for a lower rate. Now there can be two rates defined in the system: one that is valid for the trial period, and a higher one for thereafter.
The administrator configures rates within Carerix. This is set in the table “Rate”. A rate consists of the following components:
- Title—this appears in the pull-down menu within the placement;
- Unit—e.g. day, hour, miles;
Note: The actual unit of the rate needs to check with the unit of the linked declaration type. If the unit of the declaration type is “hour”, then the unit of the rate needs to be “unit” as well.
- Declaration type—this is defined in the type ‘Declaration type’ and will be shown on the timesheet. The candidate selects a declaration type, that is connected to the rate through this field.
- Rate type—to define what kind of rate we are talking about, e.g. a sales rate, a purchase rate, an overtime rate.
More about declaration types
A declaration type is used to write hours. There is a link between declaration type and an amount of money made in the rate. Declaration types are defined in the table “Declaration type”. A declaration type consists of at least a name and a unit (hour, day, etc), as well as a class.
- Internal hours—tick this box if it’s a declaration type for an internal placement;
- Subtract from holiday remainder – do you administrate vacation hours? Tick this box if the filled in hours need to be substracted from vacation time. (so in essence you set a tick in this box for a declaration type that represents ‘leave’).
- Add to holiday remainder—tick this box when the hours that are filled in must be added to vacation time (e.g. time-for-time);
- Overtime hours—sets a declaration type for overtime hours;
- Empty timesheet line fort his declaration type – creates an automatic line in the timesheet fort his declaration type;
- Please note: this is only for internal declaration types;
- Empty timesheet line for every placement—creates an empty timesheet line for every placement automatically;
- Fill timesheet line for every placement — fill in the timesheet line automatically with the values that are filled in at Placement > General tab > Hours to work;
- Not to be included in working hours (for example: miles or standby hours—tick this box when the filled in value is not equal to “working hours” .
The internal placement is a placement that is available ‘under water’. It is used to be able to write ‘internal’ hours; hours that are not affiliated with a placement for e.g. a study, illness, or special leave. Every candidate can write hours on an internal placement.
The invoice frequency is a timeframe that sets when a timesheet may be invoiced.
- In a monthly invoice period the timesheet can only be invoiced in the next month (a timesheet for the month of May be invoiced from June);
- In a four-week invoice period the timesheet can only be invoiced in the next period of four weeks;
- In a biweekly invoice period the timesheet can only be invoiced in the next period of two weeks;
- In a “at project end” invoice period the timesheet only gets invoiced after the end date of the placement. See below.
- If no invoice frequency is filled in, Carerix assumes a weekly invoice frequency.
Note: If you choose for a biweekly or a four week invoice frequency, then week 53 will bes een as its own period.
Invoice period ‘at project end’
Carerix offers the possibility to invoice timesheets only when the project has ended. The administrator needs to configure the following to achieve this:
- Go to "Maintenance" > "Tables" > Table 'Invoice frequency';
- Create a new item and set this to ‘valuta’ in the “invoiceperiodclass”
- Click [Save].
Summary of a correctly filled in placement
A correctly filled in placement consists of the following items:
- The placement has a status that represents an “active placement”;
- A valid sales rate has been filled in;
- This rate has been linked to a declaration type;
- The start date of the placement, as well as the rate, is set to today or in the past.
Step 3. Filling in a timesheet
Now that the placement has been correctly set up, the candidate can write their hours. The candidate is given access to Carerix for this.
Step 4. Approving timesheets
Note. If in the placement the field “Approval of timesheets” is set to “Approvement hours not needed”, then this step can be skipped. When a timesheet has been filled in, the hours have to be checked and approved before they can be used in the invoicing process. Take the following steps:
- Open the placement;
- Click on the tab "Timesheets";
- Open the timesheet and check the hours;
- Change the status of the line to “approved” ;;
- Click [Save];
Tip: Timesheets can also be mass-approved in the list by selecting the timesheets and choosing for “Select Action” > “Set Approved” > [OK].
Step 5. Invoice timesheets
Approved timesheets are ready to be invoiced. It is possible to go from timesheet to invoice in one process. Take the following steps:
- Click "Financial" > "Invoices";
- Click [Create invoices]—this brings you to Step 1 of 2, “Select Timesheets”;
- Select the timesheets that you would like to invoice by ticking the boxes on the left;
- Click [Create invoice lines] – you will now see that the selected timesheets that are invoicable will disappear from your list;
- Click [Next]—you are now in step 2 from 2, “Select Invoice lines”;
- Select the invoice lines that you want to process into invoices;
- Click [Finish];
- The invoices are now created—these are concept invoices.
- If a concept invoice is not correct, DO NOT set it to ‘Definite’.If you then want to chance the invoice (to correct a mistake), then the only possibility is to do this through creditation.
- Carerix keeps the invoice period automatically in account. Timesheets can only become invoice lines when the invoice period in the placement allows this;
- Weeks in which the month changes will only invoice the hours that are connected to the invoice period. With a monthly invoicing the last days of May/first days of June will only be partly invoiced. In the month of July, the remaining days of June will be invoiced.
- Invoice lines with the status of “Invoiceable” can be invoiced.
Step 6. Make concept invoices definite
A concept invoice is an invoice which can still be edited or deleted. When a concept invoice is okayed and can be actually invoiced, you take the following steps:
- Go to "Financial" > "Invoices" > tab Concept;
- Select the invoices that may become “Definite”;
- Click “Select action” (at the bottom) > “Set Definite” > [OK];
- If needed, change the invoice date and if possible, the start number;
The invoices are now definite, you cannot make changes anymore.
Invoicing based on manual invoice lines
It is also possible to invoice based on manual invoice lines in Carerix. The manual invoice lines can be created in a Company, Job Order, Publication or a Placement (and are available in Carerix editions where the invoicing module is configured. This can be either a Recruitment, Staffing, or Staffing with timesheets edition).
Step 1. Creating a manual invoice line
- Open the job order/ publication/ placement;
- Click the tab “Invoice lines";
- Click [New].
The invoice line consists of the following components:
The service is defined in the table "Service" by the administrator.
- Go to "Maintenance" > "Tables" > Table "Service";
- Click “New”;
- Fill in the following fields:
- English—fill in the name/description here;
- Service class—these tags are used to define the type of service so Carerix knows what kind of service this is (see below) ;
- Standard amount—fill in a standard amount of money here. This amount will be automatically filled in for this service (this amount can of course be changed in the actual invoice).
The table that has been set to Default service will only be used if there is no Service found for the tag.
Service Class tags
The service class tags are used to define the “entity” of the service.
- ServiceStaffing for invoice line regarding timesheets;
- ServicePublication for invoicelines regarding publications;
- ServiceRecruitment for invoice lines regarding job orders;
Example: services with the "ServicePublicationTag" are only available for services in a publication file.
The field “to invoice” determines when the invoice may be invoiced:
- As soon as possible: the invoice can be invoiced immediately and doesn’t have a fixed term;
- On or after date…—the invoice may be invoiced on/after the date you fill into the field “Invoice date” (only available when this opinion has been set);
- On conditions…—the invoice may only be invoiced when certain conditions have been met. These are defined in the field “Conditions” (only available when this option has been set);
Carerix will only keep in account when this invoice may be invoiced with the first two options. With the last option, date will not be taken into account.
- Description on invoice—this field is used for a description/specification of the service. Standard value is the name of the job order;
- Amount per unit—this field is used to fill in a monetary value, like a rate.
- Number of units—this field is used to fill in the amount of units;
- Unit—this field is used to fill in the kind of unit; eg. Hour, day, candidate;
- Discount percentage—this field is used to fill in a discount percentage if applicable. This will be used to calculate the total amount;
- Total—this field automatically calculates the price based on the amount of money per unit, the amount of units and the discount percentage.
- Notes—this field is used to document notes.
Purchase invoice details
To record the costs that have been made that are connected to this invoice line, you tick the box at “Purchase invoice details”. This opens the following fields:
- Purchase amount (excl tax)—this field is used for filling in the purchase amount;
- Purchase description—this field is used to fill in a description of made appointments;
- Subcontractor—through the button [Select…] you can search and link a subcontractor (these are companies in which the box “is subcontractor” is ticked).
Note; This box is ticked at automatically generated invoice lines (based on timesheets) when the “purchase rate” is filled into the invoice line in question. The purchase invoice details will then automatically be filled in as completely as possible. This would not be visible if the box would not be ticked.
Step 2. Invoicing manual invoice lines
Take the following steps to invoice your manually created invoice lines:
- Click "Financial" > "Invoices";
- Click [Create invoices]—you arrive at Step 1 of 2, Select timesheets;
- Click [Next]—you arrive at Step 2 of 2, Select invoicelines;
- Select the invoice lines that you want to make into invoices;
- Click [Finish];
- The invoices have now been created – they are concept invoices.
Note: of course it is also possible to also select invoice lines that are based on timesheets, and to put them together with a manually created invoice line on the same invoice.
Invoicing from multiple offices
It might occur that you want to send invoices from different offices. Every office has a string of its own invoice numbers. This part explains how you set this up.Warning: Don’t just turn this functionality on or off.
Configuring invoicing from multiple offices
- Log in as Administrator;
- Go to "Maintenance" > "Offices" > tab ‘All Offices’;
- Open the office that needs to receive its own numberseries;
- Click on the lock icon next to Invoicing office [X], From this office invoices can be sent
- A warning appears;
- If you are sure that you want to set up this functionality, tick the box;
- Fill in the invoicing information (e.g. bankaccount number);
- Click [Save].
The invoicing module now works as described below, with the difference that every office has its own series of invoice numbers. You set this up when you make concept invoices definite.
Tips for invoicing from multiple offices
- Check, using test placement files that are connected to the invoicing office, if your current invoice template recognises the right office;
- When you work with a "tailor-made" invoice template, ask your supplier to make any changes to the template if needed.
Ignoring an invoice term
Sometimes it might be necessary to ignore the invoice period. These are the steps to take:
- Open the approved timesheet;
- Click [Create invoice line];
Now an invoice line with the status “Invoicable” is created;
- Go to Invoices > [Create invoice];
- Click [Next] (you do not have to select a timesheet because the timesheet has already been created at step 2);
- Select the invoice line and continue the process as usual.
- If the set invoice frequency is not what you want, change this in the placement file.
- The invoice period is only used as a check when changing timesheet lines to invoice lines in the regular invoicing process. When changing invoice lines to an invoice, there are no references to the invoicing period anymore.
An invoice number is a climbing number (from 1 to 9999999). Start on the 1st of January with a new series of invoice numbers by taking the following steps: Set the start number of your first invoice of the year with the year number, followed by the begin number (e.g. 20130001). The next invoice that is set to definitive, is set automatically to the next (e.g. 20130002). These are the actions to take:
- Select the concept invoices that you want to make definite;
- At the bottom of the list: Select action > Make definite > [OK];
- Next you will be offered the opportunity to edit the invoice date and the start number;
- Fill as number 20130001 in;
- Continue with the steps;
- The first invoice will be numbered 20130001, the next 20130002, and so on.
Note: Invoice numbers are always climbing series; so you can only use higher numbers, never lower.