Consolidated Invoice
Admin Users have the ability to produce Agency Invoices per unit. These invoices replace the separate agency invoices that the agencies send. This ensures that approved timesheets equal the invoices amount and will require no additional reconciliation from a Finance team.
Admin Login
To begin the consolidated invoice process log into the admin menu:(https://login.dayforceflexwork.com)
Invoice Location
Navigate to the Agencies section in the left-hand navigation menu and select Invoices sub-section
Invoices Features and Functions
The Invoices sub-section offers the following options:
Invoice Line Items Tab: Approved Timesheets that have not been consolidated into a invoice
Invoice Line Items can be filtered by: Unit, Status and Agency
Once a Invoice line item(s) is/are selected those items can be marked on "Hold" for further analysis or Holds can be removed
Booking ID is a hyperlink that will take user to specific booking for additional analysis
Consolidated Invoices Tab: Invoices that have been previously processed and can be retrieved
Create Consolidated Invoice
Navigate to the Invoice Line Items tab and filter the line items based on Agency and Unit
Select the Invoice line items that require Consolidation. Select All is also available.
Select "Create Consolidated Invoice"
Bill To, Address, Zip and Payment Terms are required fields
Select Submit to create the Consolidated Invoice.
Consolidated Invoice Grouping - PDF and UI
To improve the visibility and readability of the invoices there are default Grouping Rules.
The grouping rules apply to PDF invoices only and to the Admin Portal UI as well.
Admin Portal > Agencies > Invoices > Consolidated Invoices: Invoice line items have been updated as follows:
Invoice line items are grouped by Unit, with Unit-specific subtotals (tax and amount).
Within each Unit group, invoice line items are sorted by date in descending order.
Retrieve Invoice Details & PDF
Once the Consolidated Invoice has been created, navigate to the Consolidated Invoices tab
Invoice Number will automatically generate and a hyperlink to the Invoice Detail pop-up will display once selected:
Invoice details are displayed and PDF of invoice is available for display and downloadable
Agency logo populates from the Agency profile
Agency address were provided by program team and are displayed below
Invoice Payment Status
Once the invoices have been generated, the PDF can be uploaded in the Account Payable (A/P) system for processing. Once the invoices are processed (paid) they can be marked as "Paid" or "Partially Paid"
Select the Invoice checkbox and then select the appropriate status
Partially Paid can be change to Paid with same process
Agency Invoice Access
Agencies, within Agency can also view the Invoice PDF > left-hand navigation > Invoices
Taxation
Agencies are responsible for inputting accurate tax rates if applicable. Once the agency is logged into the Agency in the Settings Section > Coverage and Contracts sub-section are the Districts the agency can service.
Once the District is selected the State, County, City and Special Tax Rate options will appear. These are all optional.