InTime provides functionality to accommodate any clients who wish to use payment applications as part of their invoicing process. Payment applications can be submitted and approved within InTime before being invoiced either separately or with other payment applications. This functionality requires the Advanced Billing module to be enabled on your agency, please contact Support team if you would like to use this.
Setting Up Clients for Payment Applications
Once Payment Applications has been enabled on your agency, you will need to configure your client profiles to enable the payment application process against them. Go to Profiles > Clients and either create or edit an existing client. Under the Advanced tab > Other select Enable Payment Application.
Creating a Payment Application
To generate a payment application, go to Sales > Generate Payment Applications. Use the search criteria and select the items you wish to include in the payment application. Once complete, click on Generate Selected. You will see confirmation that the payment application has been created. When viewed, payment applications are similar in appearance to InTime invoices.
After generating the payment application, go to Sales > Search Payment Applications. Click on the Edit button to view the payment application details.
From this screen, you can add or remove additional timesheets/expenses and submit the application for approval. Only users of a certain type can approve payment applications and must hold the Contract Manager user role.
Approving Payment Application
The approvers can view all payment applications under Sales > Search Payment Applications. Any applications awaiting their approval will show as below.
When clicking on Approve, the approver will be able to check the details, enter an invoice number and Accept or Reject the application. If the payment application is rejected, a reason must be given.
Invoicing a Payment Application
Once a payment application has been approved, an invoice can be raised against it. Go to Sales > Search Payment Applications and search for the application. Click on Edit.
Click on Generate Invoice to proceed. The invoice number field will be populated automatically with the number entered on approval unless blank. If multiple payment applications are included in a single invoice, the first selected invoice number and client invoicing terms/consolidation settings will be used.
Additional payment applications can be added to the invoice if required by clicking on Add More. Only payment applications for the same client will be available to add to the invoice. To add a payment application, select the item and click Add Selected Items. Payment applications can be added until the invoice is Accepted.
Once the details are complete, you can upload a client invoice by clicking on Upload. When the invoice is uploaded and saved, the option to Accept will become available.
Self Billing Clients & Payment Applications
If a client is self billing, you will need to tick the self billing checkbox under the Invoicing tab on the client profile.
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An invoice number will only be required to be entered upon authorisation and generation of an invoice where the client is self bill. Otherwise, the client self bill number range within InTime will be used.
Crediting a Payment Application Invoice
Crediting invoices for payment applications is done in the same way as normal invoices. When crediting, all timesheets against the same payment application must be selected. You may partially credit an invoice but you cannot partially credit a payment application.
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Where a client is self billing, the client manager will need to provide an invoice number upon approval and the client will need to provide their own invoice to be uploaded into InTime. Where the client is not self billing, no invoice number is required on approval, the InTime client invoice number range will be applied and an InTime invoice will be generated automatically.
