Pension Invoices
Pension Invoices can be used in conjunction with Billing Invoices to distinguish and segregate the pension related costs and backing data.
Pension Invoices configurations are based on “Billing Schemes” and apply to customers using said “Billing Schemes”.
Pension Invoices only include “ER Pension” costs and are only calculated for workers who are enrolled in a pension scheme and have pension deductions in a period.
Pension Invoices, like billing invoices are generated for each period and are independent of billing invoices.
Note: - Pension Invoices can be generated for PAYE workers only.
Enable Pension Invoices
Customers use billing scheme that drives backing data and on costs configurations. Billing Schemes can be shared amongst many customers or can be individual to each customer.
Pension Invoice must be enabled under Billing scheme. Once enabled, this will used for all customers associated with said billing scheme. To enable Pension Invoice, follow these steps: -
Navigate to Admin -> Billing Scheme
Edit the required Billing Scheme
Enable “Pension Invoice”
Click Update
Generating Pension Invoice
Once enabled, Pension Invoices can be generated for PAYE workers, if both of the following conditions are satisfied: -
Worker is enrolled in a Pension Scheme
A timesheet in current period against the worker
To generate the Pension Invoice, follow these steps: -
Enable the Pension Invoice in the “Billing Scheme”
Create a timesheet for the worker
Ensure, ER Pension is calculated for the worker
Navigate to Billing -> Invoices
View “pension Invoice”
Pension Invoices contain the total “ER Pension” cost for the period and is not displayed per employee basis.
Confirming & Sending Pension Invoices
Similar to Billing Invoices, Pension Invoices can be confirmed and sent via email.
To confirm a Pension Invoice, follow these steps: -
Navigate to Billing -> Invoices
View the required Pension Invoice
Click “Confirm” in the bottom left corner
Or
Navigate to Billing -> Invoices
Click “Confirm” in the top right corner
This will confirm all invoices (including both billing and pension) available at the moment
Alternatively, closing “Confirm Weekly Invoices” task from control centre will also mark the pension invoices as confirmed.
Once confirmed, users can send pension invoices via email; To Send Pension Invoices, follow these steps: -
Navigate to Billing -> Invoices
View the required Pension Invoice
Click “Send” button in the bottom left corner
Alternatively, users can also send pension invoices by closing the “Send Sales Invoices” task from control centre.
Timesheets and ER Pension deductions added after confirming a pension invoice will create another pension invoice for the customer instead of adding the figures to the existing pension invoice in the same period i.e. once confirmed, no further transactions can be added to an invoice.
Pension Adjustments
Users can add Pension Adjustment onto the Pension Invoices to display alongside the ER Pension totals
Only ER Pension Adjustment is displayed in the Pension Invoice
To display Pension Adjustment on Pension Invoices, follow these steps: -
Navigate to Admin -> Rates
Search for ER Pension Adjustment Rate
Edit the rate
Enable “Apportion Cost”
Click Update
Create an ER Pension Adjustment for the worker
Create a timesheet for the worker
Navigate to Billing -> Invoices
View the required Pension Invoice
Pension Adjustments include total ER Pension Adjustments processed in current period and are not displayed for each worker.
Users will have to create both ER Pension Adjustment and timesheet (with pay rate) to trigger Pension Adjustment on Pension Invoices.
Backing Data & Oncosts
Users can add Backing Data & Oncosts to the Pension Invoices, just like the Billing Invoices.
Only customer addresses and contacts can be used as backing data for pension invoices, any other type of backing data enabled will not be displayed in the pension invoices.
To enable Backing Data for pension invoices, follow these steps: -
Navigate to Admin -> Billing Scheme
Edit the required Billing Scheme
Add required Backing data
Click Update
Note: - Users might need to retrigger a timesheet after first enabling the backing data on a billing scheme
To Add Oncosts, follow these steps: -
Navigate to Admin -> Billing Scheme
Edit the required Billing Scheme
Add required Oncosts
Click Update
Users might need to retrigger a timesheet after 1st enabling the Oncosts on a billing scheme
Pension Invoice MI Report
MI Reports can be generated and sent for Pension Invoices, just like Billing Invoices.
Pension Invoice MI report is based on “Working Hours” custom backing data and is required to generate a MI report.
To Setup the MI Report, follow these steps: -
Navigate to Admin -> Backing Data
Create New custom backing data
Set Reference as “Working Hours”
Add desired Description
Set type as JSON
Click Save
Navigate to Admin -> Billing Scheme
Edit the required Billing Scheme
In the “Custom Backing Data” section
Add “Working Hours” backing Data
Mark as “Active” and other parameters as required
In the same Billing Scheme
In the “Attachment Types” section
Add “Pension Invoice MI Report”
Enable “Send with Invoice”
Click Update
To Generate a Pension Invoice MI report, follow these steps: -
Create a timesheet for a worker with pay amount
Add “Working Hours” backing data in JSON format
Save the timesheet
Navigate to Billing -> Invoices
View the required pension invoice
In the “Attachments” tab in the top left corner
Download the Pension Invoice MI report
The Pension Invoice MI report is sent with the Pension Invoice via email if “Send with Invoice” is enabled in the billing scheme.
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