Invoices
In the PurePro application, invoices can either be generated automatically by the system using the timesheet data (Bill Rate) or can be created manually by the users. Auto generated invoices [4] use the bill rate added in timesheets and are automatically created when the users provide a bill rate in a timesheet. These invoices are timesheet dependent and can be manipulated by updating the corresponding timesheet data. Manual Invoices can be created by users using the invoices page. These invoices can be generated against a specific customer, however manual invoices do not contain timesheet/worker related data like auto generated invoices. The General Layout of the Invoices screen comprises of the following: -
- Search Bar: - The search bar can be used to search for a specific invoice using the invoice reference
- Filters: - Users have the option to filter out the invoice list based on user preference. Various options are available to customise which invoices are shown in the list.
- Invoices List: - A List view of all available invoices in the system for the current/selected period. The list view shows various information related to the invoices, including but not limited to references, week, status, customer reference, etc.
- Sort Control: - Users have the option to sort the list view as per their preference using the on-screen controls e.g., sort using invoice status.
- Confirm All Invoices: - Used to confirm all the “draft” invoices collectively rather than confirm each invoice individually [3]
- Edit [1]: - Used to edit a manual invoice [2]
- Delete [1]: - Used to delete a draft invoice
- Download: - Used to download an invoice in pdf format
- Confirm: - used to confirm an individual invoice [3]
- Create: - Used to create a new invoice. Users have the option to create a manual invoice, credit note or a timesheet adjustment.
- Show: - Users can select the number of invoices displayed on a page, this also shows the total number of invoices available in the system and how many are being displayed on a page.
- Pagination: - Informs the users of all available pages, and the current selected page number
How to Create Invoices (Manually)
Invoices are generated automatically against the timesheet bill rates, when provided, however users can also create manual invoices against customers, as required.
To create an invoice, simply follow these steps: -
Navigate to Billing -> Invoices
Click on the “Create” button on the right side of the page (Refer to the screenshot above)
Select the option you would like to create from the drop-down menu.
To create “Debit Invoices” click on “Invoice” and fill in the required information and click save
To create manually “Credit Invoice” click on “Credit Note” and fill in the required information and click save
Timesheet Adjustment allows users to update previously processed timesheets. For further information, please refer to our ✂️Timesheet Adjustment guide.
Users can create manual "Credit Notes" with both positive and/or negative amounts as needed by their workflow
Viewing an Invoice
To view a system generated Invoice or a manually created invoice, follow these steps: -
Navigate to Billing → Invoices
Click on the required Invoice to view.
The Invoice is broken down into 2 segments: -
Invoice: - All invoice related details including contacts, addresses and other details.
Attachments: - All invoice related attachments including MI Reports.
Invoices not confirmed are marked as "Proforma"
PurePro supports both billing and pension invoices. To setup pension invoices, please refer to Pension invoices guide.
By default, PurePro uses the standard invoice template to structure an invoice, however this can be customised as per the customer requirements. To setup a custom template, please refer to the Invoice Template guide. Custom templates only apply to billing invoices.
How to Confirm Invoices
Users have 4 options to confirm invoices in the PurePro application. These are: -
Confirm All Invoice
This option is used to confirm all available “draft” invoices collectively in the system. To use this feature, follow these steps: -
Navigate to Billing -> Invoices
Click on the “Confirm” button next to the “Create” button (refer to the screenshot above)
The dialog box will show the number of invoices available for confirm
Click on “Yes” to confirm or “No” to cancel the action
Confirm Individual Invoice
This option is used to confirm an individual “draft” invoice available in the system. To use this feature, follow these steps: -
Navigate to Billing -> Invoices
Find the invoice to be confirmed
Click on the “Right Tick” icon on the right side of the concerned invoice (refer to the screenshot above)
Click on “Yes” to confirm or “No” to cancel the action
Confirm All Invoices using Control Centre
To confirm all invoices using the control centre as a task, follow these steps: -
Navigate to Home -> Control Centre
Select on “Confirm Weekly Invoice” task
Click on “Complete task” button to confirm all invoices through control centre
Confirm from the Invoice
Users can also confirm an invoice through the invoice view page. To use this feature, follow these steps: -
Navigate to Billing -> Invoices
Click on the required invoice to view it
Click on the “Confirm” button in the bottom left -side of the screen
In the dialogue box, click on “Yes” to Confirm the Invoice or “No” to cancel this action.
Confirming an invoice will mark the associated timesheet as ready only even if the payroll has not been finalised.
Users can also send, download and resend invoices. For further information, please refer to our 📭Sending & Downloading guide.
Notes
These options are only available for manually created invoices or credit notes and are not available for auto/system generated invoices.
Users cannot edit customers one the invoice has been created.
The “Confirm all Invoices” button is used to confirm all the available invoices in the system all together; however, the “Confirm” button is used to confirm an individual invoice only. Please refer to “How to Confirm Invoices” section for more Information.
Please refer to how to create timesheets section for more information.
Please refer to “How to Create Timesheet Adjustments” section for more information.
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