Orders

About

Orders are the relevant booking/placement/order information that connects an employee to a client in PinvoiceR. They contact information such as;

• The Employee
• The Client
• Pay Rates
• Charge Rates
• Billing Information
• Sales People Information
• Start Dates
• Finish Dates
• Hours of Work
• Online Timesheet Approvers
• Who the Employee Reports To
• Purchase Order Numbers

How to Add an Order

Most orders will flow through automatically from the front end system (such as RecruitOnline) and they are managed by the order process in that system.

In instances where you wish to manually add orders in PinvoiceR - click on Payroll > Orders and then click on the Add Order button;

Follow the form instructions to complete the order.

Note: you can add multiple people at at time into an order.

Filtering Orders

If you are using the Order screen to enter hours directly into PinvoiceR then using the filter options may be a useful way to enter hours for a specific client or keep track of the hours that are yet to be entered. You can filter the screen with one or more of the following options;

• By Employee
• By Pay Code
• By Client
• By Client Code
• By Division
• By Hours Entered

For example if you only wanted to see those people who are yet to have hours entered for the current pay week then you would select hours entered = No.

The filters are saved when you leave the screen and when you return the list is updated - eg if you have ten people to pay in the list and have the filter No selected - once you pay a person and return to the list you will now have nine people in the list.

Edit An Order

From the Orders screen, click on the pencil icon in the row of the order that you want to edit.

Clear Old Orders

PinvoiceR does not automatically clear old orders from the orders screen as in many instances we have found that having the system do this tends to cause more issues as people invariably forget to update orders in RecruitOnline and this can cause issues when orders are automatically closed.

So the way that it is handled in PinvoiceR is to use the Clear Old Orders button on the Orders screen. The following is an example of what you would need to have have happen in ROL/PinvoiceR for this process to work effectively;

Example: For week ending 30th June you'd need to do this;

• In RecruitOnline - make sure that any orders that were not current for the week ending 30th June have been closed and the finish date when closing set to a date on or before 24th June (ie w/e 30th June will be all orders that are in 24th to 30th June).

• In RecruitOnline - make sure you have used the PinvoiceR Export to get the orders across - ie if you have updated an order with a new finish date - the only way PinvoiceR will know is to have the ROL > PinvoiceR Export done again.

• In PinvoiceR - click the Clear Old Orders button on the orders screen - this is set to clear all orders that finish 7 days before the week ending you are in (ie 30th processing will clear all orders from 23rd June and before).

For info - there is a setting for both weekly and daily orders in the Entity Editor that sets the number of days that the clear old orders button spans - this is defaulted to 7 days but you can adjust accordingly.

Related Pages

• Global Pay Codes
• Hours Entry Format
• Invoices by Purchase Order
• Pay Code Item Editor
• Pay Codes
• Paying Employees