Supplier Invoicing

Owned by Mark Holland (Unlicensed)
Last updated: Sept 12, 2022 by Kelly CollinsVersion comment
6 min read


When you create a contractor profile, you have the option of specifying whether self-billing will apply to that contractor.  Contractors who send their own invoices to the agency should be marked as not self-billing.  RSM InTime will instead produce advice notes and the invoice from the contractor is matched to the advice note at a later time. An advice note provides a supplier with details on what the agency is expecting to be included on the contractor's invoice.

An advice note is not an invoice and therefore does not include any tax information. However, advice notes are generated and sent using the same method as client and self-bill invoicing.

An advice note can be produced if:

  • On the Worker page, the worker is set up as a limited company or contractor, and the Self Billing field is set to No.

  • There is an invoice address set for the worker.

There are three stages to the advice notes process:

  1. The agency must generate the advice note and send it to the worker.

  2. The worker uses the information contained in the advice note to create an invoice. That invoice can then be uploaded to RSM InTime.

  3. The agency checks the invoice from the worker (in RSM InTime), pays the invoice, and marks it as paid.

How do I generate an advice note?

  1. There are two methods (both of which take you to the Preview/Generate Advice Notes screen).
    Either:
    1. From the dashboard, in the Timesheets row, click To Advice Note.
      This will return all the timesheets that have been approved and are ready to be invoiced, where the final working date of the timesheet is within the previous 15 days.
      Note: By default, this will return only timesheets, not expenses; or:
    2. From the menu bar, select Pay > Generate Advice Notes.

  2. In the Options area, set the Advice Note date. This is the date that will appear on the advice note.

  3. In the Filters area, there are a number of options for filtering the timesheets and expense claims that are displayed:
    1. In the Main Filters tab, there are filters that enable you to, for example: display items for one specific client or worker; display timesheets, expenses or both; or to see items that relate to a particular worker type.
    2. In the Date Ranges tab, there are filters that enable you to, for example, display items based on the receipt date of timesheets and expenses, or based on the date those items were submitted or exported.
    3. In the ID/Ref Ranges tab, there are filters based on the IDs of the timesheets and expenses.
    4. In the Financials tab, there are additional filters based on a lower granularity of detail on the placement. The availability of these options will depend on the level of detail that you have provided about the placement in Create Placements > Financials.

      Tip: You can reset the filters on each individual tab; or the Reset All button will reset the filters across all tabs.

  4. When you have set your criteria, click Search.
    The approved timesheets or expenses, based on your search criteria, are listed in the area below the search.



  5. In the final column, select the items that you want to include in the advice note; or select the Select All box to include them all.
  6. To preview the advice note, click the Preview Button.
  7. To view a summary of the advice note, based on the items you have selected, click View Summary.
  8. To generate the advice note, based on the items you have selected, click Generate Selected.
    A message appears informing you that the advice note has been generated.

How do I send out an advice note?

Once an advice note has been generated, you can send it to the intended recipient. This will prompt the worker to raise an invoice against the advice note.

  1. There are two methods.
    Either:
    1. From the dashboard, in the Purchase Invoices row, click To Send.
      This will return all self-bill invoices, advice notes and credit notes; or:
    2. From the menu bar, select Invoicing > Advice Note> List Advice Note.

  2. You can modify the list of invoices using the filters on the Main Filters, Date Ranges, ID/Ref Ranges and Financials tabs.
  3. The advice note is sent to the email address listed in the Primary Recipient column. You can also send the document to additional recipients by clicking in the Additional Recipients column and entering the appropriate email addresses.
  4. Select the advice note that you want to send to the worker, and click Send:



  5. If the worker is set to receive advice notes by post, the Sending Documents screen is displayed. You can select the required advice note, click Print Selected and print the advice note. You can then mark that advice note as having been sent by selecting Mark as Sent.

Additional recipients

You are able to have more than one email address in this field. The only limit is the size of the field which is 255 characters. Email addresses must be comma separated and the commas are factored in to the 255 total character count. 

Example - email@email.com,email2@email.com  and so on.

RSM InTime will remember who the additional recipients were for each invoice from the last time it was sent. The additional recipients are only remembered when you send the invoice.
If an Invoice has not been sent, RSM InTime will pre-populate the additional recipients with those from the most recently sent invoice with the same client or supplier and consolidation.

If you want the additional recipients for a number of invoices for the same client and consolidation to be the same you can just edit the additional recipients for one of them and then send it. Then when you return to list the other invoices they will be pre-populated with the same additional recipients.

How do I match an invoice to an advice note?

When a worker receives an advice note from the agency, it will contain all the details needed to create an invoice. Typically, it will contain timesheet details and expense claims, and these should form the basis of the invoice.

Note: The agency administrator can also upload and match invoices on behalf of the worker.

  1. From the menu bar, select Invoicing > Advice Note > List Advice Note.
  2. Use the filters to search for advice notes waiting for you to create an invoice against. For example, by leaving the filters at their defaults and selecting Search will return all advice notes; or you could search for just the advice notes that do not have an uploaded invoice against them by selecting Supplier Invoice Status: Not Uploaded.
  3. In the list of advice notes, click Upload to upload an invoice to match the advice note:



  4. The Upload Your Invoice screen is displayed:

  5. In the Invoice Number field, enter your own invoice reference.
  6. In the Invoice Date field, set the date of your invoice.
    The Net field is pre-populated with the amount from the advice note.
    The Sales Tax Code field is pre-populated with information from the placement.
    The Sales Tax Amount is pre-populated based on the Net and Sales Tax Code fields.
  7. If required, enter a Description for the invoice.
  8. Click Browse to search for the invoice on your computer and click Upload.
  9. When the file is uploaded, a red line appears across the name of the upload file.
  10. Click Save. The Invoice details are saved.

How do I accept an uploaded invoice?

The agency can accept invoices that have been uploaded by a worker to match an advice note.

  1. From the menu bar, select Invoicing > Advice Note > List Advice Note.
  2. Use the filters to search for advice notes awaiting your acceptance. For example, leaving the filters at their defaults and selecting Search will return all advice notes; or you could search for just the advice notes that have an uploaded invoice against them by selecting Supplier Invoice Status: Uploaded.
  3. In the list of advice notes, in the Document column, click View to view the invoice.
  4. On the Supplier Invoice page, you can check to see if the invoice has been uploaded correctly by the worker and that it includes the correct amounts.
    Note: If you have any queries regarding the invoice (for example, the uploaded invoice is incorrect), you will have to contact the worker directly and get them to upload the correct file.
  5. Click Accept, to accept the invoice.

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