RSM InTime V22.05 Release Notes
- David Cresswell
- Hitesh Sud
- Kelly Collins
Over the coming weeks we will be deploying our RSM InTime Release v22.05. If you are a user of RSM InTime you will see the blue banner message appear on your homepage once the release is available to you.
Listening to our users is important to us, and therefore we hope that you find these changes useful, and they help streamline your business processes. We always value feedback, so please contact our Account Management Team if you wish to discuss anything further.
We have made enhancements to 2 of our additional modules, RSM InTime Mobile and our CSV Placement Importer. If you wish to know more about these or any other feature within our release notes, our Account Management Team will be happy to help.
All previous release notes can be found here: RSM InTime Release Notes
Enhancements:
Removal of the PIN field on a worker's "My Details" form
New pay and charge columns within the expense search screen
Overtime rules for CSV placement Importers
Freehand and payroll reference fields now available on paper entry timesheets
Margin report to show client self billing and purchase order required columns
Margin report to show hold reason columns
New Ltd Company column added to 2 screens
Stored timesheet and expense properties for financial tags
Email template colour and layout flexibility
New international HSBC BACS format
Overtime rules with 2 period thresholds
Overtime rules with 2 thresholds on a specific day
Improvements:
XSLX timesheet importer improvements
Rate templates with more than 10 rows
Placement end notification emails
Timesheets opened in separate web browsers
Changes to timesheets and placement end dates
Placement invoicing terms for payment application
All placement rates shown within Timesheet Adjustment Wizard
Invoice generation error messages not shown
Validated tick box now audited on profiles
Enhancements:
Removal of the PIN field on a worker's "My Details" form
Our RSM InTime Mobile functionality allows approving managers to approve timesheets with a PIN code on a worker's mobile. We have removed the PIN field within the worker's My Details screen as this is not required by workers. The field will remain for Administrators, Consultants, Managers & LTD Co Users.
If you do not have our mobile functionality enabled, please speak to our Support Team who will activate this for you. Once activated the PIN field will be viewable.
The PIN field can be found by clicking on Your Name - My Account, in the top right-hand corner, and selecting Personal Details. You will then be taken into My Details screen.
New pay and charge columns within the expense search screen
We have provided further information within our expense search screen. Previously the pay and charge columns were the expense claim’s values rather than the amount the worker will be paid, or what the client will be charged. This doesn’t take into account whether the expense type is payable or chargeable.
Now with this feature, four columns have been added to the search results Pay, Pay(Agency Base Currency), Charge and Charge(Agency Base Currency), with Claim Pay and Claim Charge being renamed from the original Pay and Charge columns to help identify what is being paid and charged and what the claim amount is for.
Security Roles for viewing pay and charge rates
Please note: Pay values cannot be viewed by managers and charge values cannot be viewed by workers. These can be controlled within the change role screen when setting up user roles.
Overtime rules for CSV placement Importers
If you have our Time Pattern & Filters module and use our CSV placement importer, you now have the ability to import overtime rules. If you wish to have this field added to your CSV importer, please contact our Support Team.
Time Pattern and Filters allows you to create multiple working patterns helping you to manage shifts and rate changes. If you would like to discuss how this could help you with your business, please contact our Account Management Team.
The Account Management Team can also discuss how to integrate your front office system to RSM InTime streamlining your processes and stop the duplication of work, you can also go to our Integration section in the knowledge base for more information.
To create your overtime rule, go to the System Configuration Cog in the top right-hand corner, and then within the Timesheet section click on Overtime Rules.
Click Create in the top right-hand corner and set up your overtime rule.
When importing use the name of the overtime rule that you wish to apply to the placement. Once successfully imported you will see this rule applied on the Timesheet tab.
Freehand and payroll reference fields now available on paper entry timesheets
You may have seen from our previous release notes the development of our freehand and payroll reference fields on timesheets. These additional fields allow you to enter meaningful references, that can be reported on within your margin report. If you wish to have these enabled, please speak to our Support Team.
We have further developed this feature and you will now see both the Payroll Ref and Freehand Ref fields shown within our paper entry screen.
Margin report to show client self billing and purchase order required columns
We have made further enhancements to our margin report by adding two additional columns: Client Self Billing and Purchase Order Required. If the client isn't set to Self Billing and/or the option of Invoices Require Purchase Order Numbers isn't ticked, then the columns will show No.
If you would like to know more about client self bill invoicing and purchase order numbers, speak to our Account Management Team who will discuss how these, and our advanced billing module can help your business.
How to set the options of client self billing and purchase order numbers required.
Once these functions are enabled for you, you will see the Self Bill and Invoices Require Purchase Order Numbers boxes on the client profile. They will default to no; you will need to tick the options within the client profile to enable them.
Go to Profiles - Clients and select the client you wish to edit. On the Invoicing tab, within Invoicing Details you will see Self Billing and Invoices Require Purchase Order Numbers tick boxes.
Once either option is ticked you will see the margin report will reflect this.
Margin report to show hold reason columns
We have further developed our margin report functionality providing you with greater information regarding pay and/or bill on hold information. Previously you would only see if pay and bill were on hold with a column that said yes or no. Now we have provided 4 additional columns, Pay On Hold Reason and Bill On Hold Reason, both of these columns will show any typed reason by the administrator. You will also see Pay On Hold Reason Code and Bill On Hold Reason Code, these are populated from the dropdown list reasons. For further information on how this can help your business go to timesheets on hold.
Within the margin report you will now see the columns as below.
Administrators can set pay and bill to on hold, with reasons and reason codes in the following places:
Within the placement on the Invoicing Tab, tick Pay On Hold and/or Bill On Hold. You can then enter a reason in the free text field and/or select a reason code from the dropdown fields. These on hold options will be applicable to timesheets and expenses.
Alternatively, if you only wish to put an individual timesheet on hold, go to into that timesheet, click Change Status, tick Pay On Hold and/or Bill On Hold. You can then enter a reason in the free text field and/or select a reason code from the dropdown fields. This will only be applicable to the timesheet you apply this to.
New Ltd Company column added to 2 screens
We have added a Ltd Company column within 2 areas of RSM InTime to help provide more information within our search functions.
Go to Profile - Placements and you will now see the Ltd Company column next to the Provider column.
Go to Pay - List Invoices and you will now see the Ltd Company column next to the Exchange Rate column.
Stored timesheet and expense properties for financial tags
In this feature a new setting is introduced for Stored Timesheet/Expense Value called "When the timesheet is approved". This allows greater flexibility around your commission splits and financial tags, should changes occur during a placement when timesheets and expenses have already been approved.
Example of how this would work for you:
If the placement has a financial tag set e.g., Sales Sector= SalesSect01 and Split Commission is set 60% and 40% between two consultants. If you have 3 separate timesheets with 3 different statuses (draft, submitted and approved). The margin report populates the data accordingly for all three timesheets (Financial Tag: SalesSect01 and Split-Commission 60% and 40% between consultants).
If however, you set the "When the timesheet is approved option" in Placement Financials Changes and Split Commission settings. When you update the placement with a new financial tag e.g., Sales Sector = SalesSect02 and set Split commission 50%, 30% and 20% among 3 consultants. The margin report will only update the timesheets which have the status of draft and submitted. The approved timesheet is fixed and cannot be changed.
This means the approved timesheet will remain the same e.g., (Financial Tag: SalesSect01 and Split-Commission 60% and 40% between consultants).
But the draft and submitted timesheets will be updated with data e.g., (Financial Tag: SalesSect02 and set Split commission 50%, 30% and 20% among 3 consultants)
Email template colour and layout flexibility
We have further developed our email templates feature, allowing customised colours and layout to provide a more bespoke service for your users. Our Support Team can scope bespoke email template changes for you. Please see emails sent from InTime for details of the communications that go out from RSM InTime.
Paper timesheets timestamp
We have added a timestamp to uploaded documents within our paper timesheet matching screen. Whenever the user uploads the paper timesheet image with an acceptable file format, a timestamp will appear when the image is uploaded to RSM InTime.
New international HSBC BACS format
We have developed a new international HSBC BACS file format. This can be applied within your System Configuration Page, just click on the system configuration cog in the top right hand corner of your RSM InTime screen, go to the Invoicing & Payments section, and click on Payment Methods. Within the International BACS format select US_ACH_XML_V3.
RSM InTime allows you to generate a payment file for self bill, advice note workers and provider payments, this payment file can be matched to your bank's requirements allowing you to upload the file into your banking system.
For a sample of this file and further information of all our BACS formats with example files go to our BACS formats page. We encourage you to check with your bank to make sure this is the correct format for you to use and that you do a test payment to make sure this works correctly.
Overtime rules with 2 period thresholds
We have further developed our overtime rules within our time patterns and filters module. Please get in touch with our Account Management Team if you would like to know more about how this can help your business.
We have added 2 additional fields within the Period Thresholds section. They are: Threshold Hours 2 and Over Threshold 2, the second field is driven by the Type dropdown you choose, either: Pick Rate by Name, or Pick Rate by Pay Element.
Within the Period Thresholds section, you must select "Time over threshold goes onto Rate" for the fields to appear. We have provided meaningful information in the section to help.
Overtime rules with 2 thresholds on a specific day
We have also applied these 2 fields to all the individual days Monday to Sunday, allowing you to apply an additional threshold to specific days.
By using the Use Total Hours For Period Thresholds tick box at the top of screen you can dictate if the total hours worked will determine if a period threshold has been reached irrespective of date order, or only the hours worked prior to the shift are used.
Improvements:
XSLX timesheet importer improvements
If you are using a XSLX timesheet importer you may have noticed that if you had a blank column the field wasn't included in the imported data. This resulted in the subsequent columns being in the wrong position, this has now been resolved.
We have also improved the performance of the XSLX import due to reports of the import being unable to create a timesheet. Your XSLX imports will now work as expected.
RSM InTime allows you to import timesheet data. This can be with our standard import function, or if you would like to provide us with a sample import, we can create a template for you. This is particularly useful if you are using third party portals and downloading timesheet data. For further information contact our Support Team.
Rate templates with more than 10 rows
We have made improvements to our rate templates feature for any templates over 10 lines, allowing additional rates to be added with ease.
You can set up client specific rate templates and use that template against multiple placements associated with that client. This is incredibly useful if you have the same pay & charge rates and numerous rate lines for multiple placements. This feature is not enabled by default, please speak to our Support Team who can enable this for you.
Placement end notification emails
You may have noticed that some placement end notification emails were not being sent, this would sometimes occur when there was an error with a placement end date. We have improved the performance of the notifications and it will now work as expected.
Read only tick boxes
You may have noticed that certain ticked boxes that were set to read only for a user, were being unticked when the record was saved if there was a validation error. We have improved the performance of this and now any boxes you have set as read only will remain ticked.
Role templates allow you to set up 9 Administrator and Consultant roles that can be applied to users to restrict what they can see. Entry field permissions allow you to restrict what users can change. For example, you may allow them to see a worker's record but wish to restrict what they can over key.
Timesheets opened in separate web browsers
You may have experienced users being able to submit the same timesheet twice if they had opened the draft timesheet within 2 web browsers or an incognito page. Users could submit the timesheet for approval again, reverting its status to submitted. It could then be approved a second time create a duplicate invoice without crediting the original.
This has now been resolved and the user will see the error message: "Not Submitted: Timesheet has already been submitted" when user tries to submit second time via incognito window or another browser.
Rename terms and labels
You may have received and error message while using our Rename terms and labels, this has now been resolved and you will be able to continue using this function.
RSM InTime gives you the ability to rename certain heading and words within the system. Go to the system configuration cog in the top right-hand corner and within the Appearance section click on Rename Terms/Labels
On the left hand side, you will see all the original terms/labels used in the system. If you wish to rename any, you can enter this in the right-hand field, scroll down and hit save. If you wish to revert back to the original label you can simply click the red dustbin icon next to the applicable field and this remove your renamed label.
You will then see that the label will be changed.
Changes to timesheets and placement end dates
You may have received a Null Exception Error when approving or changing a timesheet if the placement start date had been adjusted to a later date than the timesheet. We have made improvements to this, and you will now be able to make the appropriate changes to the timesheet.
Placement invoicing terms for payment application
Payment application forms part of our advanced billing module and helps you process self bill clients. Our Account Management Team will be happy to help you if you would like to know more.
If you are already using our Payment Application function, you may have noticed that RSM InTime was picking up the client's charge terms, even if you used the override charge terms within the placement. We have resolved this, and if you have used the override charge terms this will show on the payment application. If you have not used the override, then the system will use the client's default charge terms set up. This also includes custom invoice templates, terms type and term days.
RSM InTime allows you to set up multiple invoice terms and apply these to your clients and workers, within this you can set different bank details, contacts, and even apply different brands and logos.
Part of our advanced billing module, we can also create custom invoices for you. Should you require something completely bespoke, be it a different language or you have clients with very specific requirements for their invoices we can help you with this. Contact our Account Management Team for more information.
All placement rates shown within Timesheet Adjustment Wizard
You may have noticed within our timesheet adjustment wizard that when selecting multiple timesheets for adjustment across multiple placements, only the rates used in the selected timesheet were available in adjustment wizard. Any placement rates that were not chosen on the original timesheet were not shown within the timesheet adjust wizard screen.
We have made changes to this and now you will be able to see all rates within that placement for selection.
Invoice generation error messages not shown
The invoice generation process validates the data before generating and can return an error if:
- Sender Address must have one address line and town or county
- Recipient Address must have one address line and town or county
- Can't generate an invoice as <sheet type> is currently being exported
- Credit Note net value cannot be positive
- Net value cannot be negative
However, you may have noticed that the error message was not displayed. We have now added the error description to help with your invoice generation process.
Validated tick box now audited on profiles
Within RSM InTime we have a function that allows you to validate profile entities. This can be useful when importing information from a front end system, ensuring that profiles are marked as validated by administrators within RSM InTime before processing can take place. If you would like to have this function enabled, please contact our Support Team.
Previously this tick box would not show on the profile's audit trail. We have further developed the function to show either the validation being ticked or unticked. This function is for Clients, Providers, Workers, and Placements and will be shown as below.
