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Introduction

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Using the scheduling workbench

• Acer Arena (ACER) Invoices

INVOICING SEC - before 1000hrs NEXT day

• Ensure the shifts being invoiced are confirmed as per instruction on Introduction.2 but ensure all confirmed shifts have a matching “comment” and “role type” in the “edit booking” window of the shift in the “comments” tab, the comment/role type should reflect the “position” that the shift was performed for, for example “door 5 lift well”
• you need to obtain a “pre-invoice report” for the site as per instruction on section 2.2
• On the left hand side of the main navigator screen, double click “Service Billing”
• On the right hand side of the main navigator screen double click “Client Billing Workbench”
• Double click “Company Name” in left hand side of the billing workbench
• Double click “new generation”
• Enter a description in the field that has pre-loaded text of “Billing period **/**/**” to say “SEC ONLY: (Event Name) (Date)”

For example: “ACER ONLY: Elton John 01.01.09”

• Change the “week ending date” to suite if necessary
• Click “next”
• “Invoice selection” to be “Casual/Rosters”
• “Casual Invoicing options” to be “All Rosters” and “create invoices or”
• In the “client selection” field choose “yes” for “do you want to choose the client to invoice”
• Click “next”
• Enter the date range in the “From” and “To” fields of the week you want to process invoices
• Select “Weekly Arrears Invoicing”
• Click “Next”
• Click on the drop down box to select the client and click ok (the client name/name will appear under the drop down field)
• Click “Next”
• Press the “Finish” button to generate invoice/s
• An “exceptions report” may generate. Ensure you have justified any anomalies
• In the “billing workbench” click on the “Extended” tab next to the “summary” tab on the centre of the workbench. This will bring up the sites that we have invoiced for
• Click on each site on the left hand side list of clients and confirm “Casual Charge” total from the “Pre-Invoice Report” against “Service Total” on the screen (on the very last client on the “Pre-Invoice Report” do not mistake grand total for client total)
• When there is multiple invoices for a site, add all service totals on the billing workbench and compare to “Pre-Invoice Report” total
• Click the “Printer” Icon in the icon bar on the top right hand corner of the billing workbench
• In the “select invoices to print or email window,” click “select all” and click “ok”
• In the “print invoices” window, select “Preview”
• In the print preview screen, click the print icon on the far left bottom corner of the screen
• Click ok to the “print range” window (this will print the report to the printer)
• Close the “print preview” window
• Scan invoice along with completed timesheet to your email from the printer and email to client. Use email distribution list called “SEC Event Costing”

• Committing an Invoice Generation
• In the “Billing Workbench”, double click the generation that you want o lock/commit
• Click the “green” tick icon in the icon bar
• Click “yes” to message prompt

Changing the view(s)

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Month to date processing

XX

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See Also

PowerForce Controls