NOTE - If the Worker/Provider is set to self bill the adjustment will be as such, if not then an advice note will be raised and you will need to match this to a supplier invoice.
In some situations you may wish to raise an ad-hoc invoice adjustment but you do not wish to change an existing timesheet. An example of this might be that you pay a provider a fee at the end of a quarter.
If instead you wish to correct a timesheet that has the wrong pay rate, charge rate or number of hours, see the Adjustment Wizard.
Adjustment invoices can be raised as follows. Firstly, choose the Worker or Provider option from the Profiles menu. Search to find the relevant worker/provider. Click on the down arrow to the right of the Edit button for the relevant worker or provider.
Select the Adjustment Invoice option. A screen similar to the image below will be displayed.
To create your invoice complete the following information
- Net Amount. Enter the net amount for this adjustment (set this to 0 if you want to create a manual vat adjustment or negative to create a credit note).
- VAT Amount. Enter the VAT amount. The VAT amount is not automatically calculated
- Line Description. Enter the description to be used on the invoice
- Tax Code. Choose the relevant tax code
- Placement. Choose a placement to attached the adjustment to. This is necessary to ensure that adjustments can be found using the search screens within RSM InTime. Note, it can often be a good idea to create a separate placement and client record for adjustments. In the example here where a rebate is being created it is not applicable to any one client and it would therefore be more appropriate to create a separate client and placement.
- Timesheet. Select a timesheet if you would like the adjustment to be added to a timesheet and factored into the margin report.
- Document Date. Enter the date for this adjustment invoice.
Click the Create button once you have entered this information. Your adjustment will be created and the details of this will be displayed.
If you have chosen a Timesheet, that Timesheet will now be updated to include your adjustment as shown below
It can be seen that an additional Rate line has been added called "Rebate for week 7." with a net credit value of £100.
The invoice or credit note that has been raised will be just for the adjustment and would look similar to the image below.
Here it can be seen that a credit (due to being a negative value) has been raised with the description that was entered along with a net value of £100, VAT of £20 on the tax code T1.
Adjustment Invoices and Margin
Your choice over which timesheet you choose is important as it may affect your margin report. If you run your margin report based on the timesheet end date and you want the margin to be affected for a particular week, choose a timesheet with a date range in that week.