All About Invoices (Pay and Bill) in Vincere
If you're facing any difficulties or have any inquiries related to Invoices, Pay and Bill in Vincere, you're in the right place. This guide will cover everything you need to know.
Click on the links ⬇️ to skip to the section you're interested in:
Vincere's Invoice Table View
4.1 Components of Invoices Table View
📂 What is Purchase Invoice and How to Create One?📂 What is Credit Invoice and How to Create One?
📂 What is Consolidated Sales Invoice and How to Create One?
📂 What is Consolidated Purchase Invoice and How to Create One?
📂 What is Self-Bill Invoice and How to Create One?
How to Configure/ Edit Invoice
7.1 Invoice Quick View: Instant Access to Details
7.2 Update to Invoice Activities: Log Every Action
7.3 Quick Add Invoice: Simplify Creation
7.4 Bulk Invoice Actions: Efficiency at Scale
7.5 Profit Split per Invoice: Accurate Profit Distribution
7.6 Invoice Actions: Flexibility and Control
7.7 Editing Invoice Line Items: Control and Permissions
⭕ What is Vincere's Invoice
Vincere's Invoices are a collection of all the invoices you can create in Vincere every time you make a placement or an approver approves a timesheet via TimeTemp. The types of invoices available include:
Purchase Invoice
Credit Invoice
Consolidated Purchase Invoice
Consolidated Sales Invoice
Self-Bill Invoice
Each type serves different purposes, such as managing costs, issuing credits, and consolidating multiple invoices into one.
👉 For more details, please click HERE
⭕ How to Enable Vincere Invoice
To enable Vincere Invoice, follow these steps:
1. Marketplace Settings:
Go to Settings > Marketplace > Vincere CRM|ATS Invoices.
Toggle the feature on and select the users who should have access to invoicing (we recommend only your back office team).
2. Sidebar Menu:
Toggle on the Invoicing shortcut from the sidebar menu.
Navigate to Pay & Bill > Invoices tab. Alternatively, find it under the "show more menu" tab if configured there.
📝 Note: Make sure that you have the necessary permissions to access the invoice feature. If you lack permissions, contact your admin or manager to enable access.
⭕ How to Access/View Invoices (Pay & Bill) in Vincere
Toggle on the Invoicing shortcut from the sidebar menu.
Navigate to Pay & Bill > Invoices tab.
📝 Note: Ensure Vincere Invoice is enabled in the Marketplace. If you are not an admin, check with your manager to confirm your permissions.
⭕ Vincere's Invoice Table View
The Invoice Table view allows you to:
View and Edit Invoices: Check the status and make edits as necessary.
Filter and Choose Columns: Customize the view to show relevant columns.
Search Table Bar: Quickly find specific invoices.
Invoice Stats View: Get an overview of key invoice statistics.
Action Button: Perform bulk actions on selected invoices.
Components of the Table View:
1. Search Bar: Quickly search for specific invoices.
2. Table View and Configuration: Customize columns for an optimal view.
3. Invoice Filters:
Pay Period: Weekly, Bi-weekly, Semi-monthly, Monthly, Custom Date Range.
Week Ending: Filter by the end of the week.
Invoice Type: Sales Invoice, Consolidated Sales Invoice, Credit Invoice, Purchase Invoice, Consolidated Purchase Invoice.
Invoice Status: Filter based on status.
Payment Status: None, Partially paid, Paid in full.
Company & Billing Contact: Filter by associated company and billing contact.
Job Types: Perm, Interim/ Project, Consulting, Temp, Contract, Temp-To-Perm.
4. Run consolidation button: Run Invoice 1 Click Consolidation
📝 Please note that Invoice consolidation rules can be activated and configured in each Company Billing Address.
You can activate or modify the rule by visiting Company - Location - Billing Address - Billing tab
To be consolidated, the invoices must:
Be in Draft status
Be in the same currency
Not belong to any existing Consolidated invoice
Match the selected rule above
A maximum of 1000 invoice items can be consolidated together, the rest will be in separate consolidated invoices.
🔴 IMPORTANT NOTE: You can only export 200 invoice items per export if you are using column configuration in Export Scheduler.
👉 Click here for a detailed list of available columns.
📝 Note: Once filters are applied, the Filter icon will turn red and you will see a Reset button. Click on Reset to clear your Filters.
For the details on each type of Invoices and how to create them, click on the links below ⬇️
📂 What is Purchase Invoice and How to Create One?
📂 What is Credit Invoice and How to Create One?
📂 What is Consolidated Sales Invoice and How to Create One?
📂 What is Consolidated Purchase Invoice and How to Create One?
📂 What is Self-Bill Invoice and How to Create One?
⭕ How to configure/ update Invoices
Invoice Quick View: Instant Access to Details
Quickly access invoice details and activities directly from the Invoice Table.
Add additional line items, change quantities, rates, amounts, tax details, and more.
Preview and ensure you're satisfied with the invoice's appearance.
Update to Invoice Activities: Log Every Action
Every update to the Invoice Status is logged in the Activities tab located right next to the Details tab.
Filter Activities By:
All
Comments
Action Logs
Status Update
Created Date
Quick Add Invoice: Simplify Creation
Create a new invoice effortlessly from the Quick Add button.
Bulk Invoice Actions: Efficiency at Scale
Send, approve, and update payment statuses in bulk.
Available Bulk Actions:
Approve Invoices
Approve and Mark as Sent
Approve and Send Sales Invoices
Approve and Send Consolidated Sales Invoices
Send Sales Invoices
Send Consolidated Sales Invoices
Mark as Sent
Mark as “Paid in Full”
📝 Note: Bulk actions apply only to invoices with the same type and status, and Each type of Invoice with different status will have the available bulk actions.
Profit Split per Invoice: Accurate Profit Distribution
Assign profit splits per invoice for placements involving multiple consultants. This data feeds through to analytics dashboards for precise reporting.
How to Assign a Profit Split:
Go to your invoice and click Actions > Profit Split.
Choose to calculate the split as a percentage or a value.
Invoice Actions: Flexibility and Control
Manage your invoices with options to change brand/template, approve, approve & send, or approve & mark as sent.
Action Options:
Change Brand/Template: For invoicing under different brands and billing entities.
Approve: Approve the invoice.
Approve & Send: Approve and send the invoice to your client via email.
Approve & Mark as Sent: Approve without sending externally but record as sent in the system.
Editing Invoice Line Items: Control and Permissions
All users with invoice access can edit draft invoices. To edit approved invoices, specific permissions are required.
Granting Permission to Edit Line Items:
Go to Settings > User Management.
Select the user and click Permissions.
Scroll down to Pay and Bill Settings.
Enable the Edit Invoice Items option and click Save.
📝 Note: This permission applies specifically to invoice items inside the invoice and does not affect the ability to view invoices in the Pay & Bill screen.
⭕ Available Columns in Invoices Table View
The following columns are available for customization in the Invoice Table View:
|
|
⭕ How Does It Work? (Automation)
Permanent Placements
As soon as a perm placement is made inside Vincere two invoices are automatically created in draft:
1 x Sales Invoice (you send this to your client)
1 x Purchase Invoice (you keep this one internally to reconcile your cost of sale and work out your profits)
Contract / Temp Placements
As soon as a timesheet has been submitted and approved by a manager (via TimeTemp) two invoices are automatically created in draft:
1 x Sales Invoice (you send this to your client)
1 x Purchase Invoice (you keep this one internally to reconcile your cost of sale and work out your profits)
Contingency Recruitment (retainers)
This works similarly to a permanent placement - just set the job subtype as retained. Then follow the steps to set up the payment schedule, e.g. tranche 1, tranche 2.
📂 There's an awesome article here on how to manage retainers from start to finish.
Automatically generated invoices ensure accurate tracking and reconciliation of costs and profits.
⭕ How to Configure Invoice Templates
To configure invoices in Vincere, please follow the steps below ⬇️
1. Access Document Builder:
Go to Settings > Document Builder.
Choose the correct brand and Select Purchase invoice or Sales invoice from the document type drop-down
Click the Blue Plus button, name your template, and hit Save.
2. Customize Templates:
You can create your own template from scratch or start with our provided templates by pressing Original Template.
You can create as many different templates as you like, all with different brands, formats, and wildcards.
3. Preview and Finalize:
Use the preview function to ensure the invoice looks correct.
⭕ Invoice Settings
It’s important to configure your default invoice settings before you start using Vincere’s invoicing modules. There are 4 main areas that you need to ensure you have set up. These include:
DEFAULT SETTINGS
ACCOUNTS
TAX
PAY CODES
DEFAULT SETTINGS
1. Invoice ID: Combination of Prefix and Number (e.g., INV001). Incrementally increased by Vincere. Editable on the Invoice details page.
2. Default Invoice Terms: Set when a draft invoice is created.
3. Amount/Rate Number Format: Choose to use or not use decimal numbers.
4. Branding: Customize invoice details per brand. Configuration here will be applied to invoices in Document Builder.
5. Weekly Period: Set the weekly period (Mon-Sun or Sun-Sat).
6. Generating On-Costs in Purchase/Self-Bill Invoices: Choose to show total amount or breakdown on-costs per pay level. Useful for detailed employee payment checks.
7. Invoice Account Override: Control where account field information is sourced from. Options include Billing Location or Placement information.
When the default "Do not allow account override" is selected, the account field will pull from Billing Location.
When "Allow account override" is selected, the account field will pull from Placement information.
📝 Note: By default, Vincere will not allow account override for Invoices. To change this, select "Allow account override".
8. Default Sales Tax: Set tax statuses associated with account codes or apply default sales tax for sales invoices.
9. Invoice Generation: Choose to generate invoices automatically or manually.
ACCOUNTS
Search Bar: Find specific accounts quickly.
To add new financial accounts and set default tax rates you can click on the Create New button
To enable/Disable Accounts in Payment update just simply tick the box of the account then click on Save.
Delete Accounts: Use the red trash icon.
TAX
Search Bar: Find specific tax settings quickly.
To Add new tax rate and set tax percentages you can click on Create New button
Delete Tax Settings: Use the red trash icon.
PAY CODES
Pay Codes Configuration: Manage pay levels and overtime settings.
Simply navigate to Compensation Page through Settings > Pay & Bill Settings > Edit Settings > Config Table > Filter Type by Pay levels & overtime.
Edit Pay Codes: Use the pencil icon in the action column.
Toggle Editability: Allow or disallow users to edit Pay Codes from the Invoice details page.
⭕ How to Track Vincere's Invoices
Use the filter function or stats button to track invoices. Additionally, the Invoices Dashboard in Intelligence provides comprehensive tracking and analysis.
Invoice Stats: Track Key Metrics
Effortlessly monitor crucial invoice details by type and status. View the number of invoices, total amount, current amount, overdue amount, and paid amount.
How to Access Invoice Stats?
Filter by Invoice Type and Invoice Status.
Click the Stats button on the right-hand side next to the Actions button.
Filtering Invoices: Quick and Easy
Use the column filter to streamline your invoice management.
How to Filter Invoices?
Click the filter icon on the column title.
Choose the Invoice Type you want to take bulk actions on.
Smart Views for Invoice Table: Customize Your Layout
Configure which columns appear on your Invoice Table view and create custom layouts with Smart Views.
📂 For more details about Invoices Dashboard > Click HERE
Happy Recruitment #TheVinnyWay🤩