137203 2014-02-06T11:45:31-05:00 266000 false Back Office 3 2015-08-21T04:41:06-04:00 1 1 2014-01-30T10:15:21-05:00 2 1  Accounting – Customers – Deliver Invoices – In the Deliver Invoices screen, select an invoice record and click on Remove Invoices link. The system refreshes and displays the following alert message: Data will be available for re-invoicing from Create Invoices menu. Do you want to continue? With OK and Cancel buttons Click the OK button to remove the selected invoice from the Deliver Invoices screen Click the Cancel button to cancel the alert message and return back to Deliver Invoices screen Note: All the removed invoices from the Deliver Invoices section will be moved to the Create Invoices section When the user deletes an invoice record that has any transactions like receiving payments, then the system will allow the user to delete the invoice record and the amount will be forwarded towards the future invoice generation process, but the transaction made on that invoice will not be deleted. Those payments can be adjusted against subsequent invoices as credits <p><span style=""> </span><b style="">Accounting – Customers – Deliver Invoices</b><span style=""> – In the </span><b style="">Deliver Invoices</b><span style=""> screen, select an invoice record and click on </span><b style="">Remove Invoices</b><span style=""> link.</span><br></p> <div> <ul> <li><font>The system refreshes and displays the following alert message: Data will be available for re-invoicing from Create Invoices menu. Do you want to continue? With <b>OK</b> and <b>Cancel</b> buttons</font></li> <li><font>Click the <b>OK</b> button to remove the selected invoice from the <b>Deliver Invoices</b> screen</font></li> <li><font>Click the <b>Cancel</b> button to cancel the alert message and return back to <b>Deliver Invoices</b> screen</font></li> </ul> <p><font>Note: All the removed invoices from the Deliver Invoices section will be moved to the Create Invoices section</font></p> <ul><li><font>When the user deletes an invoice record that has any transactions like receiving payments, then the system will allow the user to delete the invoice record and the amount will be forwarded towards the future invoice generation process, but the transaction made on that invoice will not be deleted. Those payments can be adjusted against subsequent invoices as credits</font></li></ul> <br> </div> 266000 332 185987 2014-12-26T12:52:16-05:00 1 2 2 1 How do I delete an invoice? 2015-08-21T04:41:07-04:00 12054499 1 2014-01-30T10:24:34-05:00 4 1 No, you can specify the hours for multiple assignments on one timesheet. Simply select the appropriate assignment from the drop-down in the Assignments column. <div dir="ltr"> <p><span style="">No, you can specify the hours for multiple assignments on one timesheet. S</span><span style="line-height: 16.9px; background-color: rgb(250, 250, 250);">imply select the appropriate assignment from the drop-down in the Assignments column.</span><br></p> </div> 266000 409 185989 2016-07-15T13:30:34-04:00 4001711681 2 2 4 1 If an Employee is on more than one assignment, do I have to create 2 time sheets? 2015-08-21T04:41:07-04:00 12054499 1 2014-01-30T11:22:16-05:00 3 1 You cannot reject the employee once hired. You can archive the employee in HRM – Employee Management <p>You cannot reject the employee once hired. You can archive the employee in HRM – Employee Management<br></p> 266000 347 185996 2014-02-14T14:28:44-05:00 3 2 3 1 After someone is approved and hired within "Hiring Management", is there way to reject them as an employee? 2015-08-21T04:41:07-04:00 12054499 1 2014-02-06T09:30:48-05:00 1 2 You may not be assigned to that particular department; therefore, you will not have viewing rights to any employees that are not registered within your assigned department.  You will have to request access to that department from your admin. <div><span style=""><font face="Helvetica, Arial, sans-serif">Y</font>ou may not be assigned to that particular department; therefore, you will not have viewing rights to any employees that are not registered within your assigned department.  You will have to request access to that department from your admin.</span></div> 266000 330 188122 2014-02-14T14:29:04-05:00 4 2 1 2 Why am I unable to view an employee record? 2015-08-21T04:41:07-04:00 12054499 1 2014-02-06T11:01:37-05:00 0 1 No, a record cannot be owned by multiple people. <p>No, a record cannot be owned by multiple people.</p> 266000 224 188181 2015-04-07T12:18:54-04:00 5 2 0 1 Can a record be owned by multiple people? 2015-08-21T04:41:07-04:00 12054499 1 2014-02-06T11:23:34-05:00 3 1 To create a report in the system, open any report that is automatically generated by the system, specify the required customizable options Analytics – Choose the Report you wish to run – Customize (next to the report name). The system generates and displays the report based on the options specified by the user After you have finished selecting the options you wish for the report, click Run My Report, and then Save (if you want to keep a copy of those report options) <ul style="font-family: Helvetica, Arial, sans-serif;"><li>To create a report in the system, open any report that is automatically generated by the system, specify the required customizable options<b></b> </li></ul> <ul style="font-family: Helvetica, Arial, sans-serif;"> <li><span style=""><b>Analytics – Choose the Report you wish to run – Customize (next to the report name)</b>. The system generates and displays the report based on the options specified by the user</span></li> <li>After you have finished selecting the options you wish for the report, click <b>Run My Report, and then Save (if you want to keep a copy of those report options)</b> </li> </ul> 266000 376 188210 2014-02-14T14:29:28-05:00 6 2 3 1 How can I create reports in the system? 2015-08-21T04:41:07-04:00 12054499 1 2014-02-06T11:26:04-05:00 2 0 You can save your reports whenever required. The system displays the report. Click on Save To My Reports link. The system displays the Save Report screen. In the Save Report screen, specify the report name and finally click on Save link. The system refreshes and saves the report. The saved report will be displayed in My Reports section. <ul style="font-family: Helvetica, Arial, sans-serif; font-size: 12px; color: rgb(74, 74, 74);"> <li>You can save your reports whenever required.</li> <li> <span style="">The system displays the report. Click on</span><span style=""> </span><b style="">Save To My Reports </b><span style="">link. The system displays the Save Report screen.</span> </li> <li> <span style="">In the Save Report screen, specify the report name and finally click on</span><span style=""> </span><b style="">Save</b><span style=""> </span><span style="">link. The system refreshes and saves the report.</span> </li> <li><span style="">The saved report will be displayed in My Reports section.</span></li> </ul> 266000 249 188215 2014-02-14T14:29:39-05:00 7 2 2 0 Can I save reports or do I have to recreate each time? 2015-08-21T04:41:07-04:00 12054499 1 2015-03-18T14:21:19-04:00 6 13 Some staffing companies retain their consultants 'On Bench' even if they have no work for them. That means they would be paid without having to report to an assignment. <p><span style="background-color: rgb(250, 250, 250);">Some staffing companies retain their consultants 'On Bench' even if they have no work for them. That means they would be paid without having to report to an assignment.</span></p> 266000 2813 4000048057 2015-03-18T14:21:19-04:00 8 2 6 13 What does 'On Bench' mean for an employee status? 2015-08-21T04:41:09-04:00 4004241107 1 2015-11-20T16:48:00-05:00 3 0 See attached for better resolution. Invoices: AccountingàCustomers: The first section that you will see looks like a chart of accounts. The system will keep track of all outstanding invoices, how many days overdue they are and what their current balance is. This will only remain current if they 'Receive Payments' in Akken. Explain this chart. CUSTOMER RECORDS: (Double click on a customer in the chart of accounts to pull up and display a customer 'accounting' record) Scroll down to 'Billing Information" It is very important that the billing information section is filled out for each accounting customer. Our invoicing module pulls info from this customer record. It is imperative that the customer billing address and billing contact are filled in and if the customer has sales tax or discount structures associated with them, those need to be selected and populated on the record. Once everything has been filled in, be sure to click 'update' so the information is saved. CREATE INVOICES: This screen displays the invoices that have not yet but generated but have been created by the system based on approved time sheets. As you can see from the chart, the system will push approved time and expense charges against the appropriate customer listed on the assignment record. Prior to generating invoices in Akken, you should create and invoice template. Some customers will create these templates per client but others will create a default template that can be used for every generated invoice. (Click 'Create/Edit Invoice Template and then click 'New') The layout of the info that you are seeing here cannot be changed. However, the info contained within each section can be configured. (Give the template a name and start moving through the tabs) Header: These have to be created but the logo that you upload in the Admin tab will populate here automatically. Bill To: The info selected in this section will pull from the Accounting/Customer record. Invoice Details: This info will pull from the assignment record and customer record. You also have the option to add custom fields to this section which will appear on the template as open text fields. Columns: In this section you will choose what info you are billing the customer for; time, expense, charges and credits. If you do not reimburse for expense than you can leave this box unchecked so that the info does not appear on the template. You also have the option to add custom fields at this level as well. Customer Message:  Some clients will use this section to note a remit to address or to notify the customer of discounts for early payments or payment terms. Totals:  The system will calculate the total of the invoice based on your selections here. If you are charging sales tax, the system will automatically factor that into the total. Once you save that invoice template it can be used prior to generating the invoice for your client. Sort: You can change the sorting of the invoice details such as sorting by Last Name first. (Go back into Create Invoices, Select and invoice by checking the box next to the customer name in the grid, Select Assign Invoice Template, and Select the Template you created from the list. After this is done, double click to open up the invoice to show the customer the contents. Then click generate.) (Assign Invoice Template Screen shot) (Invoice prior to generation. Click Generate to push to Delivery Invoices.) Once you click generate the invoice will fall into 'Deliver Invoices'. From here you will either export to a pdf or print or select the invoice to push into Invoices History. Invoices History is the section of Akken where you can email your invoices. (Invoices History Screen shot) (Select an Invoice and click 'Email') The first option that you will need to determine is who you are going to be sending the invoice to. You have three options: You can send to yourself, to yourself and the customer, or just to the customer. The second screen will ask what you wish to send. Keep in mind, invoices and time sheet attachments will go over as pdf attachments.   After you have made your selections, the system will pull up the email template that you created during setup. Once you click send the invoice will start processing and an email will be sent. History of all transactions; emails, prints, and exports, will be kept in a log in Invoices History. The transactions will be date and time stamped with the users name that completed the activity. RECEIVE PAYMENTS: You can receive payments in Akken although this is a manual process. You can select a customer, select the baking info, and all unpaid invoices will display. Invoices can be marked as paid in full or you can put a partial payment on an invoice. These transactions will keep your chart of accounts in Accounting/Customers current. <p>See attached for better resolution.</p> <p><br></p> <p><b>Invoices:</b></p> <p><b>Accounting</b><b><span style="font-family: Wingdings;">à</span>Customers:</b></p> <p><b>The first section that you will see looks like a chart of accounts. The system will keep track of all outstanding invoices, how many days overdue they are and what their current balance is. This will only remain current if they 'Receive Payments' in Akken. Explain this chart.</b></p> <p><b></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110842/original/blob1448055753666.png?1448055753" class="inline-image" data-id="4020110842" data-height="301" style="height: 301px;"></b></p> <p><b><br></b></p> <span rel="tempredactor"><b>CUSTOMER RECORDS: (Double click on a customer in the chart of accounts to pull up and display a customer 'accounting' record) Scroll down to 'Billing Information"</b></span><p></p> <p><b><br></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110861/original/blob1448055793866.png?1448055794" class="inline-image" data-id="4020110861"></b></p> <p><b><br></b></p> <p><b><b>It is very important that the billing information section is filled out for each accounting customer. Our invoicing module pulls info from this customer record. It is imperative that the customer billing address and billing contact are filled in and if the customer has sales tax or discount structures associated with them, those need to be selected and populated on the record. Once everything has been filled in, be sure to click 'update' so the information is saved.</b></b></p> <p><b><b><br></b></b></p> <p></p> <p><b>CREATE INVOICES:</b></p> <p><b><br></b></p> <p><b></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110871/original/blob1448055814508.png?1448055814" class="inline-image" data-id="4020110871"></b></p> <b><br></b><p></p> <p>This screen displays the invoices that have not yet but generated but have been created by the system based on approved time sheets. As you can see from the chart, the system will push approved time and expense charges against the appropriate customer listed on the assignment record.</p> <p>Prior to generating invoices in Akken, you should create and invoice template. Some customers will create these templates per client but others will create a default template that can be used for every generated invoice. <b>(Click 'Create/Edit Invoice Template and then click 'New')</b></p> <p><b></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110880/original/blob1448055829673.png?1448055829" class="inline-image" data-id="4020110880"></b></p> <b><br></b><p></p> <p>The layout of the info that you are seeing here cannot be changed. However, the info contained within each section can be configured. <b>(Give the template a name and start moving through the tabs)</b></p> <p><b>Header:</b> These have to be created but the logo that you upload in the Admin tab will populate here automatically.</p> <p><b>Bill To: </b>The info selected in this section will pull from the Accounting/Customer record.</p> <p><b>Invoice Details: </b>This info will pull from the assignment record and customer record. You also have the option to add custom fields to this section which will appear on the template as open text fields.</p> <p><b>Columns:</b> In this section you will choose what info you are billing the customer for; time, expense, charges and credits. If you do not reimburse for expense than you can leave this box unchecked so that the info does not appear on the template. You also have the option to add custom fields at this level as well. </p> <p><b>Customer Message:  </b>Some clients will use this section to note a remit to address or to notify the customer of discounts for early payments or payment terms.</p> <p><b>Totals:  </b>The system will calculate the total of the invoice based on your selections here. If you are charging sales tax, the system will automatically factor that into the total. </p> <p>Once you save that invoice template it can be used prior to generating the invoice for your client.</p> <p><b>Sort:</b> You can change the sorting of the invoice details such as sorting by Last Name first.</p> <p><b>(Go back into Create Invoices, Select and invoice by checking the box next to the customer name in the grid, Select Assign Invoice Template, and Select the Template you created from the list. After this is done, double click to open up the invoice to show the customer the contents. Then click generate.)</b></p> <p><b><br></b></p> <p><b></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110889/original/blob1448055855404.png?1448055855" class="inline-image" data-id="4020110889"></b></p> <b><br></b><p></p> <p><b>(Assign Invoice Template Screen shot)</b></p> <p><b></b></p> <p><b><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110895/original/blob1448055871974.png?1448055872" class="inline-image" data-id="4020110895"></b></p> <b><br></b><p></p> <p><b>(Invoice prior to generation. Click Generate to push to Delivery Invoices.)</b></p> <p>Once you click generate the invoice will fall into 'Deliver Invoices'. From here you will either export to a pdf or print or select the invoice to push into Invoices History. Invoices History is the section of Akken where you can email your invoices.</p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110908/original/blob1448055924026.png?1448055924" class="inline-image" data-id="4020110908"></p> <br><p></p> <p><b>(Invoices History Screen shot)</b></p> <p><b>(Select an Invoice and click 'Email')</b></p> <p>The first option that you will need to determine is who you are going to be sending the invoice to. You have three options: You can send to yourself, to yourself and the customer, or just to the customer. </p> <p>The second screen will ask what you wish to send. Keep in mind, invoices and time sheet attachments will go over as pdf attachments.</p> <p> </p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110915/original/blob1448055940139.png?1448055940" class="inline-image" data-id="4020110915"></p> <p><br></p> <p>After you have made your selections, the system will pull up the email template that you created during setup.</p> <p></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110927/original/blob1448055957487.png?1448055957" class="inline-image" data-id="4020110927"></p> <p><br></p> <p>Once you click send the invoice will start processing and an email will be sent. </p> <p></p> <p> </p> <p>History of all transactions; emails, prints, and exports, will be kept in a log in Invoices History. The transactions will be date and time stamped with the users name that completed the activity.</p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110936/original/blob1448055978424.png?1448055978" class="inline-image" data-id="4020110936"></p> <br><p></p> <p><b>RECEIVE PAYMENTS:</b></p> <p>You can receive payments in Akken although this is a manual process. You can select a customer, select the baking info, and all unpaid invoices will display.</p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110947/original/blob1448055995307.png?1448055995" class="inline-image" data-id="4020110947"></p> <br><p></p> <p></p> <p><img src="https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/4020110949/original/blob1448056002085.png?1448056002" class="inline-image" data-id="4020110949"></p> <br><p></p> <p>Invoices can be marked as paid in full or you can put a partial payment on an invoice. These transactions will keep your chart of accounts in Accounting/Customers current.</p> 266000 492 4000067501 2015-11-20T16:48:00-05:00 9 2 3 0 Invoice Process 2015-11-20T16:48:00-05:00 4004241107 1 2016-04-12T10:49:24-04:00 0 0 Regarding the Adjustments Type drop down menu on the Receive Payments screen, they all act as adjustments in the system. The three types listed allow you get a better idea of what type of adjustment took place: Adjustments-If you provide any sort of discount when a customer pays their invoice early you can create an adjustment for say 10% of the total invoice. You can also create an incentive if someone hasn't paid past 30 days to at least get you most of the invoice total in return. (After 30 days) "We will give you a 10% discount this one time if you pay us by a certain date". Bad Debt-If the customer cannot pay(bankruptcy, close of business, etc.) and you agree to eat their balance. Credit Memo-If you accidentally created an invoice or created for an incorrect balance. Instead of removing invoices, because they are tied to transactions, you issue a credit memo as if the customer doesn't owe you any money and their balance is correct. <p>Regarding the Adjustments Type drop down menu on the Receive Payments screen, they all act as adjustments in the system. The three types listed allow you get a better idea of what type of adjustment took place:</p> <p><br></p> <ul style="color: rgb(0, 0, 0); font-family: 'Helvetica Neue', Helvetica, Arial, sans-serif, 'Helvetica Neue', Helvetica, Arial, sans-serif; line-height: normal;"> <li> <b>Adjustments</b>-If you provide any sort of discount when a customer pays their invoice early you can create an adjustment for say 10% of the total invoice. You can also create an incentive if someone hasn't paid past 30 days to at least get you most of the invoice total in return. (After 30 days) "We will give you a 10% discount this one time if you pay us by a certain date".</li> </ul> <ul style="color: rgb(0, 0, 0); font-family: 'Helvetica Neue', Helvetica, Arial, sans-serif, 'Helvetica Neue', Helvetica, Arial, sans-serif; line-height: normal;"> <li> <b>Bad Debt</b>-If the customer cannot pay(bankruptcy, close of business, etc.) and you agree to eat their balance.</li> </ul> <ul style="color: rgb(0, 0, 0); font-family: 'Helvetica Neue', Helvetica, Arial, sans-serif, 'Helvetica Neue', Helvetica, Arial, sans-serif; line-height: normal;"> <li> <b>Credit Memo</b>-If you accidentally created an invoice or created for an incorrect balance. Instead of removing invoices, because they are tied to transactions, you issue a credit memo as if the customer doesn't owe you any money and their balance is correct.</li> </ul> 266000 194 4000077941 2016-04-12T10:49:24-04:00 10 2 0 0 What are those three Adjustments types on the Receive Payments screen? 2016-04-12T10:49:24-04:00 4004241107