Once you have created a contract assignment, you’ll need to assign the assignment to an invoice group in order to create invoices from timecards. This article covers how to create and manage those invoice groups.
After you have saved a contract assignment, you will be directed to the invoice groups page.
Under the section, “Unassigned Jobs,” you will see a list of unassigned contract assignments.
Locate the contract assignment you just created. Under the Invoice Group column, select an existing invoice group from the drop-down menu OR select “New From Default” to create a new invoice group. Then click the “Assign” button.
Click on the “Edit” link located in the top right hand corner of the Default Invoice Group section to view its details.
You can choose the Remittance by clicking on the “Change” button under the current Remittance logo and selecting another image from your computer and uploading it.
You can select the Payment Terms and invoice Template from their respective drop-down menus. In the Mailing Options section, you can choose whether to mail the invoice, put the mailing address in the footer of the invoice, or change the mailing address by clicking on the “Change” link under the address (NOTE: You can only choose from addresses available for that client). You can add Email Recipients for the invoice when it is created by clicking on the Add Recipient button.
Click on the Add Recipient button. A drop-down menu populated with the client contacts you previously entered. Select a recipient from the list. You can click on the Add button to add more recipients.
If you have ACA enabled, you can choose whether to group them, and how, under ACA Options by selecting the relevant radio button. You can also choose to group sick time with regular time by selecting the relevant checkbox under Display Options.
In the Invoice Message field, you can type a message you want displayed at the bottom of every invoice.
Click the checkbox Show Job Titles on Invoices to show the job title of the contract assignment in the invoice line item description.
After you have made your changes, click on the Save Invoice Group button to save your changes.
Return to the Invoice Groups page. Under Unassigned Jobs, for the new contract assignment, select “New From Default” from the Invoice Group drop-down menu, and then click on the Assign button.
Notice that the contract assignment has disappeared from the Unassigned Jobs list, and that a new invoice group has been created.
Click on the new invoice group name at the top of its section to view its details.
The invoice group will have some of the same parameters as the default group. In addition, you can also change the name of the invoice group by clicking on “Change Name” located under the invoice groups name at the top of the page.
A pop-up window titled, “Invoice Group Name,” will appear. Enter the new name into the text field, and then click on the Save button.
At the bottom of the page is a list of contractors/contract assignments that are part of the invoice group.
Here, you can remove contract assignments from the invoice group by clicking on the “x” next to the contractor you wish to remove and/or you can choose whether to hide or show inactive/terminated contract assignments by clicking on the “Show InActive/Terminated Jobs” checkbox.
You can also make the invoice group inactive by deselecting the “Active” checkbox.