RSM InTime provides a SOAP Web Service Interface that allows two-way flow of information to external systems. This enables automated and efficient transfer of data to and from your other systems reducing effort and duplication.
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updateTimesheet() method will create a new Timesheet or update an existing one if it exists in Draft status. The Timesheet will be saved with Draft status. The Timesheet object you supply to this method must contain all the necessary data which includes a valid Placement reference, the Period End date and one or more Shifts. Each Shift must reference a valid Rate from the Placement, the Time worker or a Decimal value and the Date on which it was worked. It will normally be necessary to retrieve the details of the Placement the Timesheet relates to in order to correctly complete all the required fields.
submitTimesheet() would then be called to submit the Timesheet for approval once it has all the necessary time (Shifts) added to it.
rejectTimesheet() or approveTimesheet() are then used to process the approval.
revertTimesheet() can also be used to revert a Submitted or Approved status Timesheet if required. This has exactly the same result as reverting a Timesheet though the RSM InTime UI.As of 3.12 there is a "hidden" parameter. This creates the timesheet but keeps it hidden from the UI so it can not be affected by UI processes. This can be used to create a timesheet that should only be invoiced via the web services for example. Hidden timesheets can be updated via this method while they are still in draft status but you must set the hidden parameter of the method call to true. You can unhide the timesheet by changing the "hidden" property of the timesheet to false. Hidden timesheets still have to be approved before they can be invoiced/exported - the forceApproveTimesheet can be used for this which bypasses the approval route. Hidden timesheets are automatically unhidden when first invoiced on either the Sales or Purchase side.
submitTimesheet() would then be called to submit the Timesheet for approval once it has all the necessary time (Shifts) added to it.
rejectTimesheet() or approveTimesheet() are then used to process the approval.
revertTimesheet() can also be used to revert a Submitted or Approved status Timesheet if required. This has exactly the same result as reverting a Timesheet though the RSM InTime UI.
Invoicing
As of 3.12 you can generate invoices using the generateInvoices( ) method. This method requires a SearchCriteria parameter which is used to filter the items to be invoiced. This needs to be populated with appropriate criteria to select only the items you wish to invoice.
Warning: if no criteria are specified all invoiceable items in the system will be invoiced!
It is possible to specify a list of specific timesheet IDs or ExpenseItem IDs that you wish to invoice using SearchCriteria.timesheetIDs or SearchCriteria.expenseItemIDs.
You must specify the type of invoices you wish to generate from: ClientInvoice, SelfBillInvoice or AdviceNote.
You can not credit invoices using this method. However, invoicing net negative items will result in a Credit Note rather than an Invoice.
To invoice "Hidden" timesheets, set the SearchCriteria.includeHidden property to true.
Examples:
request.setInvoiceType("ClientInvoice");
searchCriteria.setIncludeTimesheets(true);
searchCriteria.setIncludeHidden(true);
long[] tsIds = new long[2];
tsIds[0] = 123L;
tsIds[1] = 456L;
searchCriteria.setTimesheetIDs(tsIds);
searchCriteria.setIncludeExpenses(false);
searchCriteria.setExpenseItemIDFrom(3001L);
searchCriteria.setExpenseItemIDTo(3009L);
request.setSearchCriteria(searchCriteria);
Calendar invDate = Calendar.getInstance();
invDate.set(2024,10,1,0,0,0);
request.setInvoiceDate(invDate);
As of 3.12 you can uploadSupplierInvoice() to an AdviceNote and accept it via acceptSupplierInvoice()
Single Sign On
getSingleSignOnToken() can be used to log in to RSM InTime using an existing RSM InTime User account. This method returns a token that you can then append to any valid RSM InTime URL and it will allow you to retrieve the page as if you were logged into the system directly. This means you can embed RSM InTime pages within another web site or retrieve other data.
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| Field | Constant | Comment | Notes |
|---|---|---|---|
| Client | |||
| invoicePeriod | 0 | Weekly | |
| 1 | Two-Weekly | ||
| 2 | Four-Weekly | ||
| 3 | Calendar Monthly | ||
| 4 | 4-4-5 | ||
| 5 | Other | ||
| InvoiceDeliveryMethod (howSendInvoices) | 0 | Post | Invoice delivery method |
| 1 | |||
| 2 | Fax | ||
| 3 | Not sent | ||
| timesheetsOnInvoices | 0 | Timesheets On Invoices | |
| 1 | Timesheets Not On Invoices | ||
| paperOnInvoices | -1 | Agency Default | |
| 0 | No Attachments | ||
| 1 | Attach Paper Timesheets | ||
| 2 | Attach Expense Group Paper | ||
| 4 | Attach Expense Receipts Paper | ||
| <sum of the above> | Attach the appropriate paper | For example, 5 to attach timesheets and receipts | |
| consolidation | Code Required String[] cConsolidation = new String[] { "charge-payment-term","destination","source","charge-currency","sales-tax-code","client" }; | Everything Goes On One Invoice | |
Code Required String[] cConsolidation = new String[] { "charge-payment-term","destination","source","charge-currency","sales-tax-code","client","sheet-type" }; | Expenses Go On On Invoice And Expenses Go On Another | ||
Code Required String[] cConsolidation = new String[] { "charge-payment-term","destination","source","charge-currency","sales-tax-code","client","placement" }; | Each Placement is Invoiced Separately | ||
Code Required String[] cConsolidation = new String[] { "charge-payment-term","destination","source","charge-currency","sales-tax-code","client","sheet" }; | Each Timesheet Or Expense Item Is Invoiced Separately | ||
Code Required String[] cConsolidation = new String[] { "charge-payment-term","destination","source","charge-currency","sales-tax-code","client",”worker” }; | Each Candidate Is Invoiced Separately | ||
| grouping | Code Required String[] cGrouping = new String[] { "sheet-rate" }; client.setGrouping(cGrouping); | Sheet Rate | |
| Worker | |||
| workerType | paye | For PAYE Workers | |
| ltd | For Ltd Company Workers | ||
| external-contractor | For Non Ltd Company Workers | ||
| cis | For CIS Workers | ||
| umb | For Workers operating through an Umbrella | You must also reference the umbrella against the worker, otherwise the worker will appear as LTD. | |
| ir35 | For workers inside scope of IR35 (deemed) | ||
| cisBusinessType | SoleTrader | ||
| Company | |||
| Trust | |||
| Partnership | |||
| cisPercentage | 0 | ||
| 20 | |||
| 30 | |||
| paymentFrequency | weekly | ||
| monthly | |||
| <InPay Payroll Name> | If InPay connected, for PAYE workers, use the InPay Payroll Name | ||
limitedCompany.timesheetsOnInvoices | 0 | Timesheets On Invoices | |
| 1 | Timesheets Not On Invoices | ||
| limitedCompany.paperOnInvoices | -1 | Agency Default | |
| 0 | No Attachments | ||
| 1 | Attach Paper Timesheets | ||
| 2 | Attach Expense Group Paper | ||
| 4 | Attach Expense Receipts Paper | ||
| <sum of the above> | Attach the appropriate paper | For example, 5 to attach timesheets and receipts | |
| gender | M | ||
| F | |||
| limitedCompany.invoicePeriod | 0 | Weekly | |
| 1 | Two-Weekly | ||
| 2 | Four-Weekly | ||
| 3 | Calendar Monthly | ||
| 4 | 4-4-5 | ||
| 5 | Other | ||
| Payment Method | bacs | NOT CASE SENSITIVE | |
| cheque | NOT CASE SENSITIVE | ||
| cash | NOT CASE SENSITIVE | ||
| chaps | NOT CASE SENSITIVE | ||
| ach | NOT CASE SENSITIVE | ||
| international | NOT CASE SENSITIVE | ||
| building society | NOT CASE SENSITIVE | ||
| sendLtdCompanyTimesheets | 0 | Do not send a copy of the timesheets to the worker or provider | |
| 1 | Only send a copy of timesheets to the worker's ltd company email address | ||
| 2 | Send a copy of timesheets to the worker's provider if they have one, otherwise send it to the worker | ||
| 3 | Send copies to both the worker and provider | ||
| consolidation | Code Required String[] wConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","worker" }; | Everything Goes On One Invoice | |
Code Required String[] wConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","worker","sheet-type" }; | Expenses Go On On Invoice And Expenses Go On Another | ||
Code Required String[] wConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","worker","placement" }; | Each Placement is Invoiced Separately | ||
Code Required String[] wConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","worker","sheet" }; | Each Timesheet Or Expense Item Is Invoiced Separately | ||
| grouping | Code Required String[] wGrouping = new String[] { "sheet","sheet-rate" }; worker.setGrouping(wGrouping); | Sheet Rate | |
| Placement | |||
| layout | standard | See Maintaining Placements | |
| calendar | |||
| timesheetDateCalculator | weekly | See Maintaining Placements. You can see all possible values for this in the ui. | |
| monthly | |||
| <many more> | See UI for all options. | ||
| Rates | |||
| period | 60 / H | For hourly rates entered in hours format (hours only or start, break, finish). | |
| 1440 / F | For fixed rates of a specified duration entered in decimal format (decimal or tickbox) | ||
| periodDuration | <any integer> | The duration in minutes for the fixed rate (e.g. 60 for hourly rates, 480 for a daily rates (if daily rate it worth 8 hours)). | |
| timePattern | default | Will use the selected default time pattern | |
| <any string> | The string should match the name of a time pattern in the system | ||
| timesheetFields | START_FINISH_BREAK | Enter start, break, finish | Only when period above is 60 |
| HOURS | Enter hours only | Only when period above is 60 | |
| DECIMAL | Enter time as a decimal | Only when period above is 1440 | |
| DAY | Tickbox only (equivalent to entering decimals as 1.00) | Only when period above is 1440 | |
InvoiceAdjustmentSettings (Company / Worker) | |||
| AdjustBy | 0 | Fixed Amount | |
| 1 | Percentage | ||
| AdjustPer | 0 | Per Worker | |
| 1 | Per Timesheet | ||
| 2 | Per Invoice | ||
| AdjustType | 0 | Addition | |
| 1 | Deduction | ||
| ExpenseType | |||
EntryMethod | 0 | Gross value | Populate the GrossValue and optionally the VatAmount field on an ExpenseItem with this entry method |
| 1 | Net Value | Populate the NetValue field on an ExpenseItem with this entry method | |
| 2 | Units and Unit net | Populate the Unit and UnitNet fields on an ExpenseItem with this entry method. E.g. Set Unit = 30 and UnitNet = 0.45 to claim 30 miles at 45p per mile. | |
| 3 | Units and Net | Populate the Unit and Net Value fields on an ExpenseItem with this entry method. | |
| Timesheet | |||
| Status | getTimesheetStatus() | getStatus() | |
| -1 | DELETED | ||
| 1 | INCOMPLETE | ||
| 2 | SUBMITTED | ||
| 3 | APPROVED | ||
| 5 | COMPLETED | ||
| -2 | MISSING | ||
| -3 | REVERTED | ||
| InvoiceInfo (Invoice) | |||
| Invoice Type | getInvoiceDescription() | ||
| Advice Note | |||
| Client Invoice | |||
| Client Credit Note | |||
| Self Bill Invoice | |||
| Self Bill Credit Note | |||
| Supplier Invoice | |||
| Supplier Credit Note | |||
| Provider | |||
| consolidation | Code Required String[] pConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","ltd-co-provider" }; | Everything Goes On One Invoice | |
Code Required String[] pConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","ltd-co-provider","sheet-type" }; | Expenses Go On On Invoice And Expenses Go On Another | ||
Code Required String[] pConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","ltd-co-provider","placement" }; | Each Placement is Invoiced Separately | ||
Code Required String[] pConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","ltd-co-provider","sheet" }; | Each Timesheet Or Expense Item Is Invoiced Separately | ||
Code Required String[] pConsolidation = new String[] { "destination","source","pay-currency","purchase-tax-code","ltd-co-provider",”worker” }; | Each Candidate Is Invoiced Separately | ||
| grouping | Code Required String[] pGrouping = new String[] { "sheet-rate" }; provider.setGrouping(pGrouping); | Sheet Rate | |
| invoicePeriod | 0 | Weekly | |
1 | Two-Weekly | ||
2 | Four-Weekly | ||
3 | Calendar Monthly | ||
4 | 4-4-5 | ||
| 5 | Other | ||
| timesheetsOnInvoices | 0 | Timesheets On Invoices | |
| 1 | Timesheets Not On Invoices | ||
| paperOnInvoices | -1 | Agency Default | |
| 0 | No Attachments | ||
| 1 | Attach Paper Timesheets | ||
| 2 | Attach Expense Group Paper | ||
| 4 | Attach Expense Receipts Paper | ||
| <sum of the above> | Attach the appropriate paper | For example, 5 to attach timesheets and receipts |
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