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Introduction

To XX.

 

Getting There:

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Introduction

XX

 

Using the scheduling workbench

  • Service Billing (Invoicing)
    • Check that CVD has no SPARES
      • On the left hand side of the main navigator screen, double click “Scheduling”
      • On the left hand side of the main navigator screen, under “Scheduling” double click “Scheduling Workbenches”
      • On the right hand side of the main navigator screen double click “Time Scheduling Workbench – HR”
      • Select the weekending you wish to confirm shift/s on, by the last day of the week from the drop down box labelled “W/End” near the top right hand corner of the new workbench window that has opened up
      • Click on the “Site” tab
      • Select the “Acer Arena” from the drop down box located in the top left corner of the workbench window
      • Maximise the window by clicking the maximise button on the very top corner of the window – next to the “x” button
      • Change the view of the screen by selecting “Standard Shift” from the “view” drop down box in the top right corner of the workbench
      • Any shifts that appear in yellow are “adhoc” and they may be extra staffing or nil charge spares
      • Check the order tab in the “edit booking window” to ensure that there is an order/”reference” number relevant to a legitimate booking or delete the order number only if it is a “spare”
      • If a “spare” reference number is located, and deleted, then you must change the shift by selecting “no charge” from drop down box in the top right corner of the “Edit Booking Window”
      • Click “confirm and save”
  • Repeat steps 2.1.9 to 2.1.12 for all adhoc shifts, confirm and save any changes to the edit booking window of each adhoc shift
  • To ensure that all “no charge” shift are correctly confirmed, change the view of the screen by selecting “Shift Spans” from the “view” drop down box in the top right corner of the workbench
  • Once you are done, close the workbench
    • Pre-Invoice Report
      • On the left hand side of the main navigator screen, double click “Scheduling”
      • On the left hand side of the main navigator screen, under “Scheduling” double click “Scheduling Workbenches”
      • On the right hand side of the main navigator screen double click “Time Scheduling Workbench – HR”
      • Select the weekending you wish to confirm shift/s on, by the last day of the week from the drop down box labelled “W/End” near the top right hand corner of the new workbench window that has opened up
      • Click on the “Site” tab
      • Select any site from the drop down box located in the top left corner of the workbench window
      • Click the “book” looking icon in the icon bar next to the “green tick” icon
      • In the “scheduling reports options” window select “costing reports” and click ok
      • Delete the site name in the “site” field
      • Ensure the prefilled date range is correct
      • Select “pre-invoice report” from the “report type” section
      • Delete “client” name field code, under the “company” field
      • Click print
      • 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)
  • Collate this report amongst the sites that are to be invoiced.
      • Close the “print preview” window
      • Exit the “pre-invoice report” window
      • Close the “scheduling workbench”

 

    • Invoicing
      • 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”
      • Ensure the weekending date is correct
      • Click “next”
      • “Invoice selection” to be “Casual/Rosters”
      • “Casual Invoicing options” to be “All Rosters” and “create invoices or”
      • Disregard “client selection” field and 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”
      • Press the “Finish” button to generate invoices
      • 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
      • Email or fax invoices to clients based on the client contact list
      • Attach working rosters, Pre Invoice report and Invoices together after you send to Clients
        • For Acer Arena Diggers
          • 1st Invoice – Left by itself
          • 2nd Invoice – Attach the “Pre Invoice Report”
          • 3rd Invoice – attach Timesheets
          • 4th Invoice – Working Rosters
          • Other CVD invoices are left as is unless more paperwork is available
  • “COPY” stamp on all finalised Invoices and place in accounts “in tray”
 

Changing the view(s)

XX

 

Month to date processing

XX

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