Client Invoice Adjustments

In some situations you may wish to raise an ad-hoc invoice adjustment but you do not wish to change an existing timesheet.  An example of this might be that you offer your client a rebate and pay that rebate at the end of a quarter.

If instead you wish to correct a timesheet that has the wrong pay rate, charge rate or number of hours, see the Adjustment Wizard.

Standard Client Invoice Adjustment

Adjustment invoices can be raised as follows.  Firstly, choose the Clients option from the Profiles menu.  Search to find the relevant client.  Click on the drop down next to the blue 

and select "Adjustment Invoice".

A screen similar to the image below will be displayed.

To create your invoice complete the following information

• Net Amount.  Enter the net amount for this adjustment
• VAT Amount.  Enter the VAT amount.  The VAT amount is not automatically calculated
• Tax Code.  Choose the relevant tax code.  
• Line Description.  Enter the description to be used on the invoice
• Placement.  Choose a placement to attached the adjustment to.  This is necessary to ensure that adjustments can be found using the search screens within RSM InTime.  Note, it can often be a good idea to create a separate placement and contractor record for adjustments.  In the example here where a rebate is being created it is not applicable to any one worker and it would therefore be more appropriate to create a separate worker and placement.  
• Timesheet.  It is recommended that you always select a timesheet.
• Invoice Date.  Enter the date for this adjustment invoice.
• Pay Element. This drop-down populates with all the pay elements in RSM InTime. The pay element selected would then be specified against the Invoice Adjustment that is created.

Click the Create button once you have entered this information.  Your invoice will be created and the invoice number of the new invoice will be displayed.

Providing you have chosen a Timesheet, that Timesheet will now be updated to include your adjustment as shown below

It can be seen that an additional Rate line has been added called "Rebate for week 26" with a net charge value of £100.

The invoice that has been raised will be just for the adjustment and would look like the image below.

Here it can be seen that the invoice has been raised with the description that was entered along with a net value of £100, VAT of £20 on the tax code T1.

The tax code on the invoice is defaulted as follows:

• An adjustment on the sales side: the tax code will be the one on the placement. If not set on the placement it will be the one set on the client.
• An adjustment on the purchase side: the tax code will be the one on the placement. If not set on the placement it will be the one set on the worker/provider.

Multi-line Client Invoice Adjustment

There is functionality which can be enabled by a member of the RSM InTime Support team at no extra cost which allows multiple lines to be added to a single adjustment invoice. Each line can be assigned against a placement and timesheet which will adjust the timesheet as per the normal process. This negates the need to raise multiple adjustment invoices for the same client.

To create a multi-line adjustment invoice go to Profiles > Clients > Edit dropdown > Select 'Adjustment Invoice'.

Complete the following information: 

• Invoice Date.  Enter the date for this adjustment invoice.
• Invoice Number Override. If a specific invoice number is required, it can be entered here otherwise the agency invoice number range will be used. 
• Description. This is the invoice description. 
• Line Description.  Enter the description to be used against each line on the invoice and against each timesheet assigned.
• Placement.  Choose a placement to attached the adjustment to.  This is necessary to ensure that adjustments can be found using the search screens within RSM InTime. 
• Timesheet.  It is recommended that you always select a timesheet.
• Net Amount.  You can either enter the total net at the bottom of the screen which will automatically split the total between all lines on the adjustment or you can enter a net amount against each line and the net total will be calculated automatically. 
• VAT Amount.  Enter the VAT amount.  The VAT amount is not automatically calculated
• Tax Code.  Choose the relevant tax code.  
• Pay Element. This drop-down populates with all the pay elements in RSM InTime. The pay element selected would then be specified against the Invoice Adjustment that is created.

Use the - and + symbols to add or remove rows as you need them to populate the field above. Click the Create button once you have completed your adjustment invoice.  Your invoice will be created and the invoice number of the new invoice will be displayed. If a timesheet was selected against a line, the adjustment will appear on the timesheet as detailed in the standard process above. 

Adjustment Invoices and Margin

As suggested in the previous section, it is recommended that you always choose a timesheet when creating an adjustment invoice.  Your choice over which timesheet you choose is important as it may affect your margin report.  If you run your margin report based on the timesheet end date and you want the margin to be affected for a particular week, choose a timesheet with a date range in that week.