It is important to setup Client mandatory Finance Details for Invoicing & payroll processing.
The SERVICE location contains the most important information
from a finance perspective. The Finance Team should follow the steps below in
the Finance Portal to complete the finance setup.
a) Open the Client Search window by clicking the “Clients” icon
on the toolbar.
b) Enter the newly created SERVICE client name into
the “Search Value” field.
c) Ensure the “All” radio button is selected
(circled in red in the screenshot below) and
click “Display Clients”.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417004313780.199084.20170417004313780NAFCU.png)
d) Click
on the new client record. The following screen is displayed.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417004351466.199084.20170417004351466CgVJB.png)
e) Select the Rate Table that is applicable to the new client.
f) Select the relevant option from the Obligation Table drop
down list. Most clients will require the “Client Invoicing Obligations” option.
This option relates to a GST rate of 10% which is standard throughout
Australia. Note, however, if your new client is not to be charged GST, they
will instead require the “GST Free Obligations” option so that no GST is
applied to their invoices.
g) Select the Entity Name from the drop down list. If you are
creating a brand new client structure, it may be necessary to create a new
Entity first. Refer to Create new Entities for more information. The Entity has a specific industry and sub-industry (which
corresponds to a SAIC code). It also stores the payroll tax exemption status.
The client adopts the SAIC code and payroll tax exemption status from its
Entity.
h) Enter the client’s MYOB or Xero code into the “Customer ID”
field.
i) Select the relevant radio button in the “Invoice Generation
Type” section. This defines the level at which the invoice is generated. It is
typically at the SERVICE location level (“Default as per Service Location”
radio button) if only one invoice is required overall, or at the DELIVERY
location level (“Separate Invoice Per
Area Location” radio button) if an invoice is required for each DELIVERY
location.
If the “Separate Invoice Per
Area Location” radio button is set, an additional checkbox (“Show Invoice
Billing Details as Per Area Location”) is displayed as can be seen circled in red in the screenshot below. If this checkbox is
checked, the invoice details (i.e. invoice address and flags) will come from
the client delivery record. If this
checkbox is not set, the invoice details will come from the client service record.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417004423823.199084.201704170044238235z9qB.png)
Wherever possible, the user should try and avoid setting this
checkbox for the ease of maintenance because, if the checkbox is set, finance
details will need to be set up for each and every new delivery record that is created
under that service record. On the other hand, if the checkbox is not set, new
deliveries can be created in the Web Portal, and no Finance Portal setup will
be required as the new delivery record will simply adopt the invoice address
and flag details of its parent service record.
j) Set the other flags on the right of the screen as appropriate. If
the “Allow Members to Claim Travel Allowance” flag is checked, then the Type of
Travel Instructions should also be selected from the drop down list[1]. Click “Confirm
Finance Changes”.
k) Enter “14” or “30” (or another number as appropriate) into
the “Number of Days Payment Due” field in the Trading Agreements section and
click on “Confirm Trading Changes”.
l) Click on the “Next” button and
the Invoice tab is displayed as shown below.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417004503662.199084.20170417004503662JeACf.png)
m) If the “Show Invoice Billing Details as Per Area Location”
flag is set on the previous screen, then the details will come from the
delivery record and it is not necessary to enter data into these fields of the
service record. However, if this flag is not set, invoicing will use these
fields and they must be populated. Assuming that this flag is not set on the
previous screen, move to the next step.
n) Set the “Is Invoice Required?” flag on the Invoice tab.
o) Set either the “Show Pay Level Only in Invoice (No
Qualification)” flag or the “Show Pay Level and Qualification in
Invoice” flag depending on what needs to be displayed. If the Pay Level Name
has been defined to include the Qualification at the start, then it is not
necessary to display both. E.g if a Qual is RN, and a Pay Level is RN 1-5, then
both need not be displayed, otherwise “RN RN 1-5” will be displayed on the
invoice.
p) If the admin location name
needs to be displayed in the invoice address block, set the “In Billing
Information, Show Admin Location Name along with Service Location” flag. This
will display the admin location name at the top of the address block, as shown
in the sample invoice address block below.[2]
[1]
Different travel instructions may be set up in the Web Portal Masters at
/Master/Client Masters/Travel Parameters.
[2]
Refer to Appendix B for more information on the
invoice address block structure and setup.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417003102580.199084.20170417003102580c1fIh.png)
q) If the invoice is generated at the delivery location level,
and it is necessary to display the delivery location name in the invoice
address block, set the “In Billing Information, Show Delivery Location Name
along with Service Location” flag. This will display the delivery location name
at the bottom of the address block, prefixed by “Re:”, as shown in the sample
invoice address block below.[3]
[3]
If
the invoice is generated at the service location level, ensure that this flag
is NOT set, otherwise it will incorrectly display a delivery location name
when, in fact, the invoice is for ALL delivery locations.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417003201101.199084.20170417003201101bXLKW.png)
r) Select the Frequency of the invoicing from the drop down
list.
s) Select the Delivery Method. Both the email address and the
postal address entered into the Web Portal (if entered) will be defaulted here.
These may be left as is or updated. Ensure that the address fields are accurate
as the data saved in these fields will be displayed directly onto the invoice
address block. Any cost centre or client codes that need to be displayed on the
invoice for the client may be entered into Address Line 1 or Address Line 2.
(The Ref Code field on the Web Portal may also be used to display client codes
on invoices. Refer to section “4. Adding
a New DELIVERY Location” for more information on
the Ref Code field). Ensure the email address is accurate as this is the address
to which the invoice will be sent if the method is By Email.
t) If the invoice is to be sent to
someone in particular, that person’s name may be entered into the “Attn” field.
This will be displayed as per the sample invoice address block below. This is
an optional field and may be left blank.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417003531558.199084.20170417003531558b9y9C.png)
u) Click on the “Confirm Invoice Changes” button.
v) Regardless of the flags that
are set, the service location name will always be displayed in the invoice
address block (or the delivery location name if the “Show Invoice Billing
Details as Per Area Location” flag is set to use delivery location details).
However, if it is necessary to display something other than the service
location name, the Invoice Billing Optional Details fields may be used and they
will override whatever is saved in the Invoice Billing Normal Details fields. If
the Billing Name field is entered, then all Invoice Billing Optional Details
fields must be entered. Note that the name saved in the Attn field will always
be displayed even if the Invoice Billing Optional Details fields are populated.
Click on the “Confirm Billing Changes” button if these fields are entered.
w) Click on the “Next” button to move to the “Accounting Data”
tab, displayed below.
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417004540685.199084.20170417004540685kXSrH.png)
x) The Accounting Details are those details that are required
for the export of invoicing details to MYOB or Xero. These details generally
need only be entered on the service location record. However, if the “Show
Invoice Billing Details as Per Area Location “ flag is set (thereby instructing
the system to use delivery location details), then these details must be set up
on the delivery location record. These fields should be populated as follows:
a. Job ID – MYOB or Xero Job ID applicable to client
b. Account No. – MYOB or Xero Account No. applicable to client
c. Tax Code – GST
d. Payment is Due – 2
e. Balance Due Days – 14 or 30 or other relevant number (dependent
on payment terms)
f. Currency – AUD Tax Inclusive – Yes (check the
checkbox)
y) The Customer ID field will be pre-populated from the Customer
ID field on the Obligations tab.
z) Click on “Confirm Account
Changes”.
The fields on
the remaining tabs of the Finance Portal client record are optional and may be
left as is.
Important Note:
There
are several addresses in the system that may be used to display on the invoice.
The system will use the addresses in the following sequence, such that, if one
is not populated, it will look to the address on the next level down and
default to those details for display on the invoice:
1. Billing Name/Address (from “Invoice Billing Optional Details”
on Invoice tab of Finance Portal).
2. Invoice Address (from “Invoice Billing Normal Details” on Invoice
tab of Finance Portal).
3. Postal Address (Web Portal).
4. Contact Address (Web Portal).
For clarity, it is best to save
the invoice address details (or billing name and address if required) in the
Finance Portal when setting up the client record. In this way, there is no
uncertainty as to what address will be defaulted on the invoice.
Invoice generation setup Parameters
- When Invoice is Generated at SERVICE Location
Level
If the SERVICE location
that the DELIVERY belongs to is defined as generating the invoice at the
SERVICE location level (i.e. the “Default as Per Service Location” flag on the
Finance Portal Obligations tab is set), then only one invoice is generated for
all delivery locations for the service location and there are no further
finance details to be entered for the DELIVERY record in the Finance Portal. In
fact, all fields will be protected so that no data may be entered in this case.
- When Invoice is Generated at DELIVERY Level
(with details from Service Location)
If the SERVICE location that
the DELIVERY belongs to is defined as generating the invoice at the DELIVERY
level but the “Show Invoice Billing Details as Per Area Location” flag is NOT
set, then separate invoices will be generated for each delivery location, but
the invoice address details will come from the service location record, meaning
that it is not necessary to enter finance details for the delivery location
record. However, it is possible to enter data into the “Email ID” field and the
“Attn” field on the DELIVERY record and, if populated, these will always
override whatever is saved in these fields on the service location record. If
these are not populated on the delivery location record, the data will come from
the service location record, as with the rest of the finance data.
- When Invoice is Generated at DELIVERY Level
(with details from Delivery Location)
If the SERVICE location
that the DELIVERY belongs to is defined as generating the invoice at the
DELIVERY level AND the “Show Invoice Billing Details as Per Area Location” flag
is set, then separate invoices will be generated for each delivery location, and
the invoice address details will come from each delivery location record. In
these cases, it is necessary to complete the finance details for the delivery
location record in the Finance Portal and should be completed as explained
below. The Obligations tab is not
available at the delivery location level as these fields only relate to the
service location level. The user, however, must populate the fields on the Invoice
tab and the Accounting Data tab. To do this, follow the steps listed for
service locations above in section “3.2 Finance
Portal Setup”, starting with step (n). Note that, in step (y), the Customer ID field will be pre-populated with that of
the service location. This may be retained or a delivery location-specific
Customer ID may be entered, dependent on the MYOB/Xero setup for this client. To maintain data integrity and
consistency, please review other records and ensure the new client records you
create conform to the formats already in use.
How you can change the Invoice Billing address details in Invoice?
There
are a number of flags which may be set to define what is displayed in the
invoice address block. The user must be mindful of how many lines will be
displayed when setting these flags, particularly for invoices delivered by Post,
as the number of lines will need to be consistent with the size of the address
block window of the envelopes that are in use.
If
all flags are set, and both Address Line 1 and Address Line 2 are used, a
maximum of seven (7) lines will be displayed on the invoice. If none of the
flags are set, and Address Line 2 is not used, a minimum of three (3) lines
will be displayed. See below for the address block structure, with the maximum
number of lines being displayed. The screenshot shows where the optional
information is set up in the Finance Portal.
Line 1: ADMIN LOCATION NAME (Optional - 1)
Line 2: SERVICE LOCATION NAME
Line 3: Address
Line 1
Line 4: Address
Line 2 (Optional - 2)
Line 5: SUBURB STATE POSTCODE
Line 6: Attn:
Attention Name (Optional - 3)
Line 7: Re: Delivery Location Name (Optional - 4
![](https://tw-desk-files.teamwork.com/i/325448/attachment-inline/199084.20170417024551448.199084.20170417024551448kZlnY.png)