The article explains how to set up and work with the Requisition and Invoicing Module.

Requisitions

How to set up Requisitions

Before starting the work in the Requisition Module, some steps are required to be fulfilled.

Contacts Module

Define Clients and Contact Persons in the Contacts Module:

Open

Open

General Codes

Go to Setup > General Codes > Requisition and Invoicing.

Define Requisition Types

Define Requisition Codes

Define Requisition Statuses

Define Candidate Statuses

Global Options

There are 2 global options that are enabled by default and can be disabled if needed:

• Remove unaccepted candidates from closed requisitions - when the Requisition status is changed to “Closed”, the Candidates that have not been accepted will be deleted from the Requisition.

• Allow to assign accepted persons to new requisitions - it will be possible to assign the same employees to the new Requisitions if they are listed as Accepted Candidates in an existing Requisition.

How to work with the Requisitions

The Module is available under the Modules ribbon menu:

Creating a New Requisition

Press “Add Requisition” to create one.

Fill in:

• Code - drop-down list from the defined in General Codes

• ID - is generated by the system automatically. Code and ID will become Req. No once the record is saved.

• Client - drop-down list from the Contacts

• Contact Person - drop-down list from the select Client > Contacts Persons

• Date From - default today’s date, can be modified

• Status - drop-down list from the defined in General Codes

• Pay Rate Currency and Charge Rate Currency - drop-down list of available Currency Codes

• Other fields are free input

Defining Requirements for the Requisition

Use “Add Details” or Options > “Autocreate req. items”, and “Delete Details” to add/delete the Requirements for a Requisition.

You can also right-click on the Requirements field to access the same buttons:

Add details manually

If you used “Add details” to create Requisition Requirements, you will be first suggested to select the type of requisition:

And then you need to define the criteria for Requirements for each column from the drop-down lists:

You can also re-define the number of Required Candidates under the column Person Count > Req.

Autocreate req. items

Another option is to press the “Autocreate req. items” button  and select a certain position on a definite vessel:

You will see that the needed information is filled in, and you will be able to fill in the remaining information, using the drop-downs.

Selecting Candidates

From the Crew list that shows in the Module you can drag and drop a person record to add the person to the list of Candidates:

Pick a person, drag, and drop to the right. The dialog window will list the requirements that were passed and not. You can choose to continue and add this person as a Candidate or Cancel the operations.

When you proceed to the next dialog window you need to select the Candidate Status from the available options:

You can update the Candidate’s Status later in the list of Candidates under a Requirement record.

In the Person Count columns Sel and Accp you will see the number of Selected and Accepted Candidates respectively.

You can also press the “Accepted List” button to see the list of accepted candidates. And here you can tag the person and create an activity for them by pressing the button “Create Activities”.

The following window will appear, where you can type in all the needed information. The information from Requisition Module is added automatically. You can make changes to it if necessary.

Changing the Requisition Status

From “Open” status you can change the Requisition to “Ready to Invoice” and then “Closed”, or “Cancelled”.

Usually before setting the Requisition to “Ready to Invoice”, you would first

• Generate an Activity from a Requisition for the Accepted Candidates

• Calculate Payroll for the Accepted Candidates

• Finish Payroll and close period

When the Requisition is invoiced is done, you will set the status to “Closed”. If the Global Opiton to “Remove unaccepted candidates from closed requisitions” is enabled, the Candidates that have not been accepted will be deleted from the Requisition. The corresponding warning messages will appear.

Invoicing Module

How to set up Invoicing Module

General Codes

Go to Setup > General Codes > Payroll.

Define VAT rates

Define the Code and the Text. In the VAT Rate field define the percentage of value-added tax.

Define Terms of Payment

Define the Code and the Text. In the Terms of Payment field define the length of the term in days, the Invoice will use this setting to automatically define the Last Day of Payment based on the selected Terms of Payment code and as the Date of Invoice + the length of the Terms of Payment.

Add Sale Items

Before you can use the Invoice Module, the Sale Item Table needs to be set up. This table is found under Modules > Requisition & Invoicing > Invoicing.

There are two types of Sale Items:

• For manual input of Sale Items (Payroll check-box is off)

• For Payroll related Items (Payroll check-box is on)

Sale Items details:

• SaleItemId - ID to identify the Sale Item.

• Text - the name of the Sale Item

• Desc #1 and #2 - columns where you can enter a description of the Sale Item. Can be overridden directly in the Invoice details.

• Net - the net amount for the sale item. For Payroll items, use a reference to a payroll field where the Net amount for the Invoice is calculated together with Payroll. This value can be overridden directly in the Invoice details.

• Markup - the markup amount for the sale item. For Payroll Items, the markup will be included in the payroll calculation, and therefore this field should be set to 0 (zero). This value can be overridden directly in the Invoice details.

• VAT - VAT Rate for the sale item. Defined in the General Code Table and will appear as a drop-down menu.

• QTY (Quantity) - the default value is 1, which can be changed or later overridden with the exact number in the Invoice Details. For Payroll Items, use a reference to a payroll field where the quantity from the payroll entry will appear (days, hours). This value can be overridden directly in the Invoice details.

• Payroll - checkbox is set off for manual Sale Items, and on for Payroll Items.

Creating Invoices

Press “Add Invoice” button to create a new Invoice.

Header

• Invoice Number - the running number generated by the system, the Invoice numbers will always be unique

• Company - Select a Supplier from the list, the list will show all companies from the Organization Structure

• Client / Customer - Select a client from the list, the list will show all clients from the Contacts Module

• To Bank Account - Enter the bank account where the invoice should be paid to

• Our Reference - Enter the reference for the Supplier

• Client Reference - Select a client reference from the list. All the contact persons for the selected client will be available

• Terms of Payment - select the terms of payment code from the list defined in General Codes

• Date of Invoice - Today’s date will appear automatically, but can be overwritten

• Last Day of Payment - Date of Invoice + the Terms of Payment length

• Paid - When an invoice is paid, tag this box

• Data of Payment - When the box ‘Paid' is tagged, today’s date will appear as default, can be overwritten

Body

Sale Item - Add/Delete/Save

Select a Sale Item from the list, it is possible to select several sale items for the same Invoice. Add and Delete buttons are also available in the right-click menu.

New Payroll Item

Use “New Payroll Item” buttons from the Invoice window menu or right-click menu:

When “New Payroll Item” is pressed, a window will appear listing all the Requisitions in Status “Ready for Invoice” for the selected Client, and you will be able to select several requisitions. This window will also show the persons with activities that have been created from the selected Requisition.

When tagging persons, all related payroll items will appear at the bottom of the window with the Net amount, Payroll period, and Entry Code.

And you can select the Sale Item type for the record, the drop-down list will show all the available Payroll Items.

After having selected the correct Sale Item, press OK, and a new line has been added to the Invoice Details

Printing Invoices

You can Print the Invoice report.