Maintaining Umbrella Companies

Owned by Mark Holland (Unlicensed)
Last updated: Sept 09, 2022 by Kelly CollinsVersion comment
3 min read

You can create a Provider (also known as an umbrella company) and maintain existing Provider details from within RSM InTime.
Please note that if you have a front-office integration which includes Providers, you should not maintain these directly in RSM InTime as any changes you make will be overwritten by your front-office system. The only exception to this is for attributes which are not included in the integration. These attributes can be safely changed in RSM InTime.
You can also create a user for that provider. Provider Users have limited functionality giving them access to their invoices, contract documents and placements.

How do I create or edit a Provider?

  1. From the menu bar, click Profiles > Providers. The list of providers is displayed.
  2. Click the Edit button to edit a company or click the Create button in the top right of the screen to add a new company.


Tip: For each area of this screen, click the blue question marks against each field if you need clarification of what that field requires. Most are self-explanatory.
Notes regarding specific fields and buttons on the various tabs are detailed below:

The Main Tab

The Main tab contains the company details, reference numbers and the address details for the Provider.
 

1. In the Default Currency field, select the default currency to be used for the company. for additional currencies (currencies other than your local currency) to appear in this list, you need to specify exchange rates. For more information, see Exchange Rates

2. If you wish to place a hold on paying the invoices for this provider, select the Processing On Hold checkbox.

3.  For providers with an EU address, RSM InTime can validate whether the sales tax number is the correct format. Please ask Support to enable this.

The Invoicing & Payments Tab

On the Invoicing & Payments tab, enter the details that will appear on invoices to that company.


Invoicing Address
If you wish to use the same details from the Main tab, click the Copy from main details button. If the contact details are different, enter the information here.
Invoicing Details

1. Deliver Invoices By

  • If you elect to send invoices by post, the invoice will automatically be populated with the postal address that you enter here.
  • If you elect to send invoices by email, the invoice will automatically be primed to be sent to the email address that you enter here.

2. Select Self Billing if this company will self-bill. For more information on the different types of invoice mechanisms, see Invoicing.

3. The Payment Terms Template field will, by default, be set to Default Pay Terms. You can create other payment and charge term templates if required.

4. In the Additional Text To Include on Invoice field, enter any payment or charge terms that are specific to this company (in other words, terms that are not covered in the generic Terms Template).

The Advanced Tab

Please refer to the online documentation for Tags for more information.

The On-cost Tab

Please refer to the online documentation for On-Costs for more information.

The History Tab

The History tab will display changes made to this Provider.

Frequently Asked Questions

How do I add a user for an umbrella company?

  1. From the menu bar, click Profiles > Providers. The list of providers is displayed.
  2. Click the drop down arrow next to the Edit button and select View Users.
  3. A list of current users for that provider are displayed. Click on the Search Options + to expand the search filter options.
  4. To add a user, click Create in the top right of the screen.
  5. Enter the user's details in the fields provided.
  6. Click Save.


Who can create and edit umbrella companies?
Only Administrators and Consultants can create and edit umbrella companies.

  • To create a Provider you must have the Ltd. Company Provider create role.
  • To edit a Provider you must have the Ltd. Company Provider write role.

Who can create and edit provider users?
Only Administrators and Consultants can create and edit provider users.

  • To create a Provider User you must have the Ltd. Company User create role.
  • To edit a Provider User you must have the Ltd. Company User write role.

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