Knowledge Base

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”.

d) Click on the new client record. The following screen is displayed.

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.

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.

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.

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.

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.

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.

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. 

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.

  

 

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. 

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. 

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.