Perm Placements & Invoicing

RSM InTime offers specific functionality to create and invoice perm placements. This can be undertaken as a single step, creating the perm placement and invoice at the same time, or by importing placements from your front-end system and subsequently generating the invoice.

Configuring Perm Placement Invoicing

Before generating invoices for your perm placements, you will need to configure your perm invoices. In many cases, the default configuration will suffice. However, if you have specific requirements, such as perm placements having a specific number format or requiring consultants to enter financial tags such as "Sales Sector", you may need to change these defaults.

Go to Configuration > Configure Perm.
You will be presented with the following screen:
If you will be creating your perm placements and invoices directly in RSM InTime, you may require the selection of specific finance tags on the placement. Select the tags you want to appear on the perm invoicing screen by clicking the checkbox next to the tag. You can also choose the default value for this tag, although this can be overridden when generating the perm placement/invoice.
Populate the rate name field with the rate name you want to use on your perm placements. If you don't set this it will default to "PERM".
Click "Save" to confirm your changes.
If you need to alter the reference format used on perm placements, click the "View/Alter Generator" button. References will default to PERM000001 format.

Invoicing Perm Placements Imported from a Front-end System

Only follow this process if you are importing your perm-placements from a front-end system.

NOTE:

When importing placements from a front-end system, your placement will be imported into RSM InTime with all the usual information configured and communications disabled. It will also be marked by the system as being a perm placement.
Select the 'To Perm Invoice' on the dashboard
You are presented with the usual search screen, the Perm Placement is set to display any perm placements that have not yet been invoiced.
From the placement list, scroll to the right to see the perm placement status and any existing perm invoices. If the perm placement hasn't been invoiced yet, you will see a "Create" link in the perm invoice column. Click "Create".
You will be taken to the Perm Invoice screen shown below. Most of the fields will be pre-populated with information from the placement.
You can override the currency, charge terms, net amount (which is populated from the charge on the default rate from the placement) and PO. If you require a different number range for your perm invoices, you will need to set this on the charge terms.
Select the date for the invoice and finally enter the description you would like on the invoice.
Click the create button. Your invoice will be generated and you will be redirected to the invoice list screen ready to send and/or export the invoice. Please be aware, it may take a couple of seconds for the invoice list to display.
Click the invoice number to display the invoice

Creating and Invoicing Perm Placements Directly in RSM InTime

If you are not importing your perm placements from a front-end system, the perm placement and subsequent invoice can be generated in a single step.

From the menu select Sales > Create Perm Invoice. You will be taken to the Create Perm Invoice screen:
The client will need to already exist in RSM InTime. Select a client by search in the client field.
You can choose an existing manager or select Create New. If creating a new manager, you will only be required to enter first name, last name and an email address. The manager will be created but will not receive any emails.
You can choose an existing worker or select Create New. If creating a new worker, you will only be required to enter first name, last name and an email address. The worker will be created but will not receive any emails.
The consultant will need to already exist in RSM InTime. Select a consultant by searching in the client field.
Select the currency to invoice in.
Select the charge terms that apply to your perm invoices. You can create specific charge terms for your perm invoices; for example, selecting a charge terms that uses different number ranges.
Enter the amount the be invoice in the Net Amount field.
Select the date for the invoice.
Enter a PO for the invoice if required.
Enter the line description you would like to see on the invoice.
If you configured any financial tags, you can select them now.
Click Create to generate your perm invoice. Your invoice will be generated and you will be redirected to the invoice list screen ready to send and/or export the invoice. Please be aware, it may take a couple of seconds for the invoice list to display.
Click the invoice number to display the invoice:

Perm Invoices & The Margin Report

When creating a perm invoice, a single-day timesheet is automatically generated and included in the margin report. To filter for perm margin, you will need to put your perm placements on a distinct financial tag and filter using that.

Consolidating perm invoices

Perm invoice consolidation can be overwritten against the client profile. For more information, see controlling how items are allocated to invoices.

FAQ's

Question:- Will Perm placement receive any communications -

Answer:- No, communications are disabled for Perm placements

Please note:

When a perm placement is set up and the corresponding contractor is created in RSM InTime, email communications are disabled. If you have a contractor who changes from a temp to a perm, you will need to disable the emails on their profile first, before creating the perm placement otherwise they will receive email notifications.