Billing Scheme
Billing Schemes are used to configure billing and invoice related settings in the PurePro application.
Billing schemes can be assigned to multiple customers and define the parameters for invoice generation.
To assign a billing scheme to a customer, follow these steps: -
Navigate to Billing -> Customer
Edit the required customer
Select the required Billing scheme under "Temp Billing Scheme" in "Details" tab
Click Update
Billing schemes can be updated after creating the customer in any period, before finalising the period.
Adding Billing Schemes
PurePro system uses a default Billing Scheme with default options to generate invoices. Users can edit this scheme as per their requirements or configure their own Billing Scheme(s).
To create a new Billing Scheme, follow these steps:-
Navigate to Admin -> Billing Scheme
Create New
Add the relevant details
Click Save
Billing Scheme provide various options to customise the invoice and billing processing in the application. These options are:-
Billing Scheme Details
These are the details required to configure a Billing Scheme
Reference: - Billing Scheme reference
Description:- Billing Scheme description
Billing Calendar:- Calendar to be used for Billing Scheme
Invoice Default Date: - Default Invoice date
Credit Note Date Default:- Default credit note date
Settlement Term: - Settlement term to calculate Invoice due date.
Pension Invoice Enabled?: - Used to Enable Pension Invoice
Invoice & Credit Values
Text messages that can be displayed in the invoice & credit notes. These are optional values
Invoice Header Text: - Header text to be displayed in Invoice.
Invoice Footer Text:- Footer text to be displayed in invoice
Credit Header Text:- Header Text to be displayed in Invoice
Credit Footer Text:- Footer Text to be displayed in Invoice
Consolidated Detail Text:- Text to be displayed invoice details
Bank Account Text:- Alternative text to be displayed instead of Bank Details in the invoice.
Backing Data
Backing Data can be understood as the supplementary information that can be added onto the invoice as per user’s requirements.
Worker Name:- Worker Name as per the timesheet processed.
Consultant:- Consultant ref, if used. Multiple consultants and splits can be defined in timesheet record. To add a consultant, navigate to Account -> Consultant
Cost Centre: - Cost centre ref, if used. Cost centre can be added under “Business Info” in customer record.
Worker Location:- Work Location for the processed timesheet. Work Locations can be added under “Address” in customer Record.
Hiring Manager: - Hiring Manager for the timesheet processed. Hiring Manager can be added under “Contacts” in customer record.
Billing Address:- Billing Address for the timesheet processed. Billing Address can be added under “Address” in customer record.
Billing Contact:- Billing Contact for the timesheet processed. Billing Contact can be added under “Contacts” in the customer record.
Purchase Order:- Timesheets can be processed against Purchase Orders. Purchase Order can be added under “Business Info” in customer record. For more information, follow this guide.
Industry Sector:- Industry sector for the timesheet processed. Industry Sector can be added by navigating to “Admin” -> Industry Sector
Job Classification:- Job Classification for the timesheet processed. Job Classification can be added by navigating to “Admin” -> Job Classification
Job Title:- Job Title for the timesheet processed. Job Title can be added by navigating to “Admin” -> Job Title
External Ref:- Any external Ref or alpha numeric value that is associated with the timesheet processed can be provided here.
The Backing Data is provided in the Timesheet or placement record and is specific to that record. Same information can be reused on multiple placements & timesheets.
Invoice address and contact details are driven by a hierarchy logic. If not enabled in billing scheme and added in the customer record, details of type Primary will take priority over details of other types.
Marking a backing data as required will prevent saving a timesheet record with missing required backing data.
Backing Data marked as “Output” will be displayed on Invoices and Backing Data marked as “MI Report” will be added on the Invoice MI Report.
Custom Backing Data
Some users might require backing data to be used on timesheets that might not be available in the system, in such a case, users can define their own custom backing data and configure it in the billing scheme.
Marking a backing data as required will prevent saving a timesheet record with missing required backing data.
Backing Data marked as “Output” will be displayed on Invoices and Backing Data marked as “MI Report” will be added on the Invoice MI Report.
Backing Data marked as “Validated” will be validated against the validation regex set under backing data.
Invoice Consolidation
Users may want to consolidate and/or bifurcate invoices based on various properties. “Invoice Consolidation” allows users to group together or split up invoices based on the selected options.
To consolidate invoices, users can add the desired property and select the required option under “Invoice Consolidation”.
Multiple options can be selected as per users’ requirements.
On Costs
On Costs are the various costs associated with processing worker’s payroll. Users have the option to display and add these costs onto the Billing Invoice as per their requirements.
Users can also define the parameters for these costs, including cost basis and markup if needed.
The On Costs, supported by PurePro are:-
Employer NI:- Employer NI processed against worker’s timesheet.
Holiday Costs Accrual (Hourly):- Holiday accrual cost processed against hourly holiday scheme
Holiday Cost Accrual (Daily):- Holiday accrual cost processed against daily holiday scheme
ER Pension: - ER Pension processed against worker’s timesheet.
Pension Adjustment ER:- ER Pension adjustment processed against worker (Note, only displayed in invoice if worker also has a timesheet with pay & bill rates in current period)
Pension Admin Fee:- Pension Admin fee to be deducted against worker’s timesheet.
Pension Admin Fee is only displayed and processed if Pension Invoice is enabled.
These On Costs are only added onto the Billing Invoice, when the associated costs are processed against the worker’s payroll.
The various calculation options available for On Costs are:-
Basis: - Defines the calculation method for the selected on cost. Following options are available:
Actual Cost – Based on the actual cost of the deduction without any additions to it
Fixed Amount – A fixed amount to be added onto the Invoice
Percentage – A percentage addition based on the actual cost to be added onto the Invoice
Basis Amount:- The amount to be used for Basis calculation.
Markup:- Any markup to be added to the calculated on costs.
On Costs marked as “Output” will be displayed on Invoices
Attachment Types
Users can define attachments that can be sent with the Billing Invoice.
Attachments are only sent when Invoice is delivered/sent via “Email”.
Following attachments are supported by PurePro: -
Consolidated MI Report:- A consolidated summary of the invoice, including details related to timesheets, amounts, etc.
Expense Receipt: - A scanned copy of expense receipt processed against the timesheet. Expense receipts can be added under “Documents” in timesheet record.
Scanned Timesheet: - A scanned copy of timesheet processed Scanned Timesheets can be added under “Documents” in timesheet record.
Pension Invoice MI Report: - MI report for Pension Invoice.
Pension Invoice MI report is driven by custom backing data. For further information, please refer to our Pension Invoice guide.
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