RSM InTime V23.02 Release Notes
- Kelly Collins
- Hitesh Sud
Over the coming weeks we will be deploying our RSM InTime Release V23.02. 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 account management if you wish to discuss anything further.
All previous release notes can be found here: RSM InTime release notes
Key highlights
Logging in to RSM InTime is changing - You will now see new log in screens for RSM InTime, these new screens are for all users.
Multi-factor Authentication for RSM InTime - You will now be able to set up MFA, adding an additional layer of security to your data. This can be done against user groups or individual users and can be set as mandatory.
The ability to move timesheets from one placement to another - You will now be able to move timesheets that have been set against an incorrect placement.
New features:
Logging in to RSM InTime is changing
Moving timesheets from one placement to another
Customisation for worker's details section
Purchase order columns within placement list screen
Credit note reasons on generation
Paper processing new table and rejection filter
New payment terms: pay when paid
Improvements:
Ability to choose single sign on users
Expenses: Importing expenses with a placement pay currency; entering expenses via RMS InTime mobile
View summary for credit note generation
Invoices: Date layout on PDF invoices; consolidation of blank purchase orders; send invoices individually tick box; tax weeks on adjustment invoices
Importing email timesheet reminder data
Reverted timesheets and filters
Changing worker type from umbrella
Unit change on future holiday claims
Managers and the ability to view workers
VAT only advice note adjustments
New features details
Logging in to RSM InTime is changing
With the introduction of multi factor authentication, you will now enter your username and password on two different screens. The new log in screens are applicable even if you do not have MFA applied.
Firstly enter your username and click next. Then enter your password and click log in.
Multi-factor authentication
RSM InTime now supports MFA. Giving you complete flexibility, you will have the option to make MFA mandatory for specific user groups or give users the option to select MFA. If you have an SMS account set up for reminders within RSM InTime, you can allow users to use this facility to retrieve their passcode, or users can retrieve the code via an authenticator. We have provided a full internal guide for administrators and a user guide as well.
Moving timesheets from one placement to another
The move placement feature will give you the ability to move timesheets and expense claims from one placement to another. This works in a similar way to the timesheet adjustment wizard function, whereby you will have the ability to process the invoicing automatically and select a reason for crediting. You can also select whether it affects pay or charge or both. The worker must be the same for both placements, but it can be for 2 different clients.
While the units and pay/charge rates amounts cannot be changed you will be able to move entire timesheets to a different placement. It will create a negative timesheet to offset the incorrect one and creates a brand new timesheet against the placement you chose. Only administrators will have this function and its' use can be restricted via role templates. For full details on how to use this new function go to move placement.
Filter by multiple entities
Following on from our RSM InTime V23.01 release allowing you to filter on multiple financial tags, you will now be able to select up to 10 profile entities in each filter in all search screens. For example, if you wish to run a report across multiple providers, click in the provider search box and start to type the name of the provider you wish to add. You will be presented with a list based on the name you have entered, as normal. Click on the required provider, this will be added to the list in a green box. If you wish to remove any, click on the white cross within the name. You can do this against multiple filters in one search, allowing you to select multiple clients, workers, managers, consultants, providers, and placements within one search.
If you do not have this function in your agency, please contact support who can switch this on for you.
Customisation for worker's details section
You can now customise the worker details section using the 5 custom fields.
How to set up custom fields
Firstly, go to the system configuration cog, and within the appearance section click on entity custom fields. There are 5 fields per entity that can be used for entering any relevant data you need; on this screen you can title the boxes so within the entity's profile it is explicit what information is required in that field. Click save once you have made your necessary changes.
How to enter data in a custom field
Go a worker record and click edit. Go to the advanced tab, and at the bottom of the screen you will see the 5 custom fields, if you have renamed any as above, you will see the new title. Enter the relevant data for that worker and click save when done.
How to set custom fields to show on dashboards and summary screens
Go to the system configuration cog, and in the appearance section go to dashboard settings. Go to the worker detail section, click on the custom text fields you wish to show and using the arrow move them to the right-hand box.
Please note: you will not see the custom field titles you have created only custom text 1-5. Once selected scroll down and click save.
How to view them
If you go to view summary in the dropdown next to the edit worker, you will now the custom fields you have added.
When the worker logs in, they will see these details on their dashboard.
Please note: any custom fields that are set to show on the summary, will always show. If the worker has no information entered within that field, the heading will still be shown but the value will be blank.
Purchase order columns within placement list screen
You will now be able to view purchase order numbers and expense purchase order numbers within the placement screen. Go to profiles in the top menu and select placements. When you have entered your search filter, you will now see the last two columns will provide the purchase order number details. These columns will also be exported when using the CSV option.
Credit note reasons on generation
Following on from our previous release allowing you to apply credit note reasons within the timesheet adjustment wizard and generating a credit note, you can now apply a reason within generate invoices if there is a negative timesheet. Full details on how to create credit reasons and how and where they can be applied can be found on creating credit note reasons.
Web services 3.6
We are pleased to announce that web services 3.6 is now available. Providing you with greater flexibility on the receiving and retrieval of data from RSM InTime, full details of what our web services provides can be found here.
Paper processing new table and rejection filter
Within our paper processing function, you will now see a table and radio buttons giving you the ability to filter on to process, rejected or all timesheets. The table provides header columns giving you the name, date, comments, rejected date and rejected by data, allowing you to manage your timesheet data within this screen. We have also provided a rejection comment box, which will store the comment against the paper if rejected. When this action is used, the person who rejected and the time will be stamped against that attachment, and this will be seen within the table if filtered on. Go to paper matching for full details.
If you are using our paper processing function you may have been unable to attachment multiple timesheets. This will now work as expected.
Ability to edit an invoice
Administrators will now be able to edit the body of an invoice. The invoice must have been generated and be available in either the sales or pay list invoice search, and all changes will be shown on an audit trail.
Click on edit within the invoice.
You will then be able to edit fields that are shown in the body of the text. When you have made your changes, scroll down and click save.
Please note: net, vat and gross values cannot be changed. Even if you edit units and rates within the body of the invoice, the net, vat, and gross will not change.
New payment terms: pay when paid
Previously if using our pay when paid function, this would be applied across the agency as a whole. There is now a new payment term within the term's dropdown called pay when paid. The new enhancement allows you to apply pay when paid options to placements, workers, and or providers individually and only when applicable. If you wish to have this function enabled, please speak to support.
Improvement details
Ability to choose single sign on users
You can now choose which users are required to use single sign on. Within security settings we have provided tick boxes that allow you to choose if groups of users must use single sign on. If not ticked users can use their username and password or single sign on. If ticked the users will only be able to use SSO.
You will also be able to apply mandatory SSO log in for individual users as well. Go to the user's profile and on the main tab you will see a requires SSO tick box. For all other users, the requires SSO tick box is at the bottom on the main tab page.
Please note: managers and providers cannot use OpenId/Okta/Azure SSO, but they can use web services SSO.
Barclays MT103 BACS format
We have restricted the maximum field lengths, in line with Barclays file requirements. Go to what payment (BACs) formats are available? for example files and information on all of our BACS formats.
Expenses
Importing expenses with a placement pay currency
If using an importer for expenses without a claim currency column, you may have noticed any expenses using a placement pay currency, would import using the base currency of the agency instead. This will now work as expected. Importing expense data works in the same way as importing timesheet data and can be done via our default expense import or a format built to your requirements.
Entering expenses via RMS InTime mobile
Workers who have the view pay rate disabled, were unable to see all fields when entering expenses via RSM InTime mobile. Workers will now be able to see net, sales tax, workers, managers, consultants, providers, and placements and gross fields, allowing them to successfully enter their expenses. Disabling the ability to view pay or charge rates can be done in change roles.
View summary for credit note generation
You may have received an error when trying to use the view summary screen for credit note generation. This will now work as expected allowing you to see a snapshot of all credit notes you are generating.
Invoices
Date layout on PDF invoices
If you are using our default invoice template, when downloading the invoice to PDF, the date may have appeared on 2 lines. This will now work as expected with the date showing on 1 line.
Consolidation of blank purchase orders
If you have set invoice consolidation to purchase order numbers, the system would separate invoices that had nothing entered in the PO fields, from invoices that had a space entered in the PO fields. While there were no characters entered, a space would be recognised as a character. The system will now treat no value or invoices with spaces entered as the same and will consolidate accordingly.
Send invoices individually tick box
In the limited company tab in a worker's record, you can tick the option send invoices individually. You may have experienced this not saving when ticked. It will now work as expected.
Tax weeks on adjustment invoices
Following on from our V22.01 release allowing you to store tax weeks against timesheets, you can now have tax weeks shown within RSM InTime against adjustment invoices. Tax weeks will also be shown against the adjustment in the margin report as well. Please contact support if you wish to have this feature.
Importing email timesheet reminder data
If you are using a CSV placement importer, you can have an additional field added to include worker timesheet reminders. When using this column and adding the value true, the tick box will be ticked. If you use the value false, the box will be unticked. If you wish to have this column added to your CSV importer please speak to support.
Reverted timesheets and filters
When reverting a timesheet, you may have noticed that filtered data such as additional shifts were not removed. When reverting a timesheet all filters will now revert back to the original submitted data. Time patterns and groups allows you to create shifts that are applied automatically when certain criteria is met. These additional rates/shifts are applied once the worker has submitted their timesheet.
Changing worker type from umbrella
When changing a worker type from umbrella to another type, e.g., to LTD or external contractor, upon clicking save you may have noticed the type revert back to umbrella. This will now work as expected and you can change a worker's type.
Fields within saved reports
The saved report function within margin reporting was not saving the following fields: sheet type, second tier, perm placement, processing on hold, billing on hold. These will now save as required.
Saved reports allow you the flexibility to build a suite of reports with specific fields that you require. Go to reports in the top menu header, and then margin report. Go to the columns tab, in the left-hand box click on the fields you want to see in your report, and using the arrow put them in the right-hand box.
Once you have selected all the fields you require, go to the saved reports tab, name your report, select if you wish other users to see your report, and click save report.
Unit change on future holiday claims
Within the worker dashboard for future holiday claims the unit shows as days, regardless of the type of scheme the worker is on. We have now changed this column heading to reflect the correct type of units. It will now show hourly, daily, or weekly according to the worker's holiday scheme unit accrual.
Managers and the ability to view workers
Managers may have been experiencing an issue when trying to view workers in profiles. When going to profiles, and selecting a worker, the manager should see a summary. However, managers have been receiving an error message and no summary is shown. This will now work as expected.
VAT only advice note adjustments
When raising a VAT only adjustment invoice for a non self bill worker you may have noticed that upon accepting the supplier invoice that the VAT doubled. This will now work as expected and you can raise VAT only adjustments as required.