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Introduction

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Introduction

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)

Month to date processing

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