In this article we will take a closer look at the billing setup options and how to manage them.
How to Manage the Invoice Setting Options
To manage the invoice settings:
1. Log onto the Trackforce Valiant web portal as an Admin or Supervisor.
2. Hover over the TLM Module and click Customer in the Schedule Maintenance section.
3. Click on the customer you want to manage the customer billing settings for.
4. In the Main Form section at the left hand side of the page click Billing Settings in the Related Information sub-section.
5. The Main tab has 7 individuals sections of information in a viewable format.
To view the information of any section click the expand button on the left.
6. To edit the information of any section click the Edit button on the bottom right hand side of the page.
This will open the information fields and allow you to edit.
The Invoice Billing Options
Billing Option (1)
Billing Level (1A)
This set the level your invoices process at. The default is none so that each customer is invoiced separately.
NOTE: you can combine several customers across different Business Units or Divisions by clicking the Billing Level: drop down and selecting the desired option. It is highly recommended that you contact your Success Specialist when changing the billing level.
Billing Cycle (1B)
The billing cycle is the frequency with which you bill. All billing cycles need to be processed for invoicing separately in batches.
NOTE: the BIWEEKLY1 and BIWEEKLY2 options differ in the 2 weeks covered in a billing period. For example: BIWEEKLY1 may include weeks 1 and 2 and weeks 3 and 4 whereas BIWEEKLY2 may cover weeks 4 and 1 and weeks 2 and 3.
SEMIMONTHLY = 2 billing periods per month, the 15th and the last day of the month.
MONTHLY = One billing period per month.
CALENDAR1 - CALENDAR10 = a customizable bill frequency. You can select a date range that is outside of a regular billing cycle
Billing Detail (1C)
This indicates the level of detail on the invoice itself.
SUMMARY = A rollup of the hours.
DETAIL = Line by line breakdown of the hours.
ONE LINE SUMMARY = A total of hours.
NOTE: To view some examples of Billing Details please click here: Vision - Invoice Examples - CURRENT.pdf
Invoice Format (1D)
The Invoice Format is based on the Billing Detail (1C) selected. The vast majority of users keep the default: BY POSITION but you can change the invoice format to several different specific options.
Invoice Method (1E)
The invoice method defaults to print. You have the option to set up the invoices to set via automatic email, however, you will want to keep the invoice method set to print until you have verified the invoice set up is 100% accurate before choosing any email method.
Note: At the customer level, this email will only take effect if your invoices are set to consolidate locations.
Invoice Summary (1F)
Checking the Invoice Summary checkbox will provide a summary cover page to the invoice.
Invoice Email (1G)
If you select an email option in the Invoice Method (1E) field enter the email address in the Invoice Email: field.
Note: If you have a different email address entered at the locations assigned to the customer, the invoice for that location will be emailed to the location email address.
Consolidate Location (1H)
By default each individual location gets it's own invoice. If you have a customer that has multiple locations but that wants just one invoice you can select the Consolidate Location: checkbox.
Midnight Cutoff - Billing (1I)
Some shifts carryover not only from one day to another (i.e. 3rd shifts) but also from pay period ending day to the start of a new pay period (i.e. the 31st at 10:00PM - the 1st at 6:00 AM).
Leaving the Midnight Cutoff - Billing checkbox blank will invoice the entire shift.
Checking the Midnight Cutoff - Billing checkbox will only invoice the hours up until midnight during the billing period. The remaining hours of the shift would be billed on the next invoice.
Billing Overtime (2)
Billing Overtime is very rarely used and not recommended to be set up at the customer level.
Overtime should be billed on a case by case basis at the position level.
Contact Details (3)
Optional general supplementary contact information.
Supplemental Details (4)
Optional general supplementary information.
Billing Supplemental Details (5)
Optional general supplementary billing information.
Optional general supplementary account information.
Optional general supplementary notes.