This functionality is included within the Advanced Billing Module. Please contact the Support Team to configure your system if you have this module.

The Work In Progress functionality supports billing control where clients require a purchase order to be present on all invoices. Once enabled, this functionality prompts the entry of purchase order numbers throughout the timesheet approval process (and can allow one or more purchase order numbers to be entered at shift level) and upon invoicing where the purchase order number is absent. 

Purchase Order Number Mandatory on Approval / Required at Shift Level 

If a purchase order number is required on approval of a timesheet or at shift level, which may be the case where multiple purchase order numbers are required on the same timesheet, you can set this against the Client profile in InTime. 

The result of this configuration is that when a timesheet is submitted, the approver will not be able to approve the timesheet unless a purchase order number is entered. Please note: The purchase order number entered by the approver will be the number used against the timesheet when invoicing and will override any purchase order number against placement. Similarly if a purchase order number is entered against a shift on a timesheet, this would override any purchase order number already set against the timesheet or placement. 

Invoice Consolidation by Purchase Order Number

The Work in Progress functionality also provides the ability to generate multiple invoices, with different PO numbers at per shift level or per timesheet. This invoice consolidation can be set against the Client's profile under the Advanced tab > Allocation of Items to Invoices (Consolidation). Select Custom from the dropdown. Select Purchase Order under the Common list group. This consolidation will produce one invoice per purchase order number.

Alternatively, you can amend the layout of the Client's invoices so that items on the same invoice are grouped by purchase order number. This invoice layout can be set against the Client's profile under the Advanced tab >Layout of Items on Invoice. Select Purchase Order from the level 1 dropdown. 

Invoice Approval Process

Invoice approval allows you to send invoices to managers for approval.  An invoice is considered approved if it has a purchase order number. 

Configuring a Client for Invoice Approval

If you wish to use the invoice approval functionality, you would first need to enable the client for purchase orders numbers on invoices.  This is set up on the client profile under the Invoicing tab > Invoicing Details > Invoices Require Purchase Order Numbers.

Creating Client Invoices

When generating Client invoices, an additional option is available on the client invoice generation screen which allows you to filter which invoices to create.  The Item PO Status filter can be applied when searching for eligible invoices/clients: 

• All - All items available for invoicing regardless of PO status are shown
• Not Required/Already Provided - Items that either have a PO or don't need a PO, i.e. the client is not marked with "Invoices Require Purchase Order Number" are shown
• PO Required - Only items that need a PO are shown

InTime will still allow you to generate an invoice even if the client requires a PO but a PO has not yet been provided.  The purchase order number can be added at a later time as described below.

Managing Invoice Approval

You can search for Client invoices which require a purchase order under Sales > List Invoices. On the Main tab there are two fields which allow searching by item or by invoice. Use the Item PO Status dropdown to filter by item (timesheet) or use the Has Purchase Order dropdown to filter by invoice. 

If an invoice does not yet have a purchase order number against it, you can send approval requests to a Client manager for these invoices.  After performing an invoice search as per above you will see the Send Approval Request button.

Select the invoices that you wish to send for approval and click the Send Approval Request button.  The following screen will be displayed.

For each invoice you will be prompted to choose a Client manager from the dropdown.  When you have made your selection press the Send Approval Request button.  The manager will receive an email such as that shown below

Approving Invoices

When invoice approval is enabled, the Client manager will have an additional menu option under Sales called Approve Invoices.  This screen will show any invoices requiring approval.  To approve the invoice, the manager would enter a purchase order number in the Purchase Order field and click Approve/Update. This will result in the invoice being removed from the list and an email being sent to relevant users to advise of the approval.

Alternatively, the manager can add a note to the invoice and update it. To do so, they would click on Add Notes and enter a note on the below screen. Once complete, the manager would click on Update Notes which will trigger an email being sent to relevant users to advise of the update. This will not result in the invoice being approved.

Invoice Approval FAQ

Q) I've received a PO for an invoice.  How can I update the invoice?

A) You can either add the PO using the Update PO button on the invoice search screen, which will allow you to add the PO and approve. Alternatively, you can open the invoice from the invoice search screen and click on Edit. In the new window, enter the purchase order number in the Purchase Order Number field and Save. Once saved, the invoice will no longer show in search result where the filters are used to show invoices without POs.