Invoicing

Invoice settings are set up or edited on an individual basis within each Operation.

To review the invoice settings of an Operation, navigate to Operations > Approved Operations > select the Operation you’d like to review > Quick Settings.

The default settings for new Operations can be seen in the image below. You should select the desired invoicing settings when creating a new Operation.

• Split invoices by purchase order – When generating invoices for an Operation, an invoice per purchase order will be created. It’s possible to have different purchase orders per roster, per shift, per employee, or per position. You can read more about purchase orders/cost codes here.
• Group invoice line items by the employee – With this toggle off, each rate label for each employee on each day will be displayed as a separate line item, as seen below.

• With the 'Group invoice line items by employee'  toggle on, each rate label on each day will be displayed as separate line items underneath the employee, as seen below.

• Set as a ‘no-charge’ Operation – No invoices can be generated for this Operation. An example of when you might use this would be if your employees were paid for staff meetings and you were not charging that.
  • Additionally, a 'no-charge' Operation will not appear on the Sales/GM Report, as invoices cannot be generated from this type of Operation. 
• Include date on invoice line items – Includes the date worked in the line item description on the invoice.
• Invoice for TOIL – If your business utilises TOIL, any accrued hours will be invoiced at the applicable overtime rates.
• Invoice for entitlements – You have the option here to select which entitlements will be invoiced to clients. When an employee takes an appropriate leave type, those hours will be invoiced to the client.

  Please Note: If no entitlements are selectable here, you should review your entitlement setup. 

Contact:  Please reach out to our support team at help@foundu.com.au for more information on reviewing the charge rates for entitlements.

Invoice numbers are made up of the reference number (the digits before the -) and the ID (the digits after the -).

• I.e. 005-166 = Ref #-ID

You may want to customise the reference number or ID of your invoices if:

• You would like to keep your invoices going from a particular number when you change invoicing systems.
  • I.e. Reference number for the first invoice in foundU to be 167 as 166 was the final one in your previous system.
• You would like a visual custom reference in your invoices.
  • I.e. 'Change 005-167 to GetStrong-167'. The 005 referred to the Operation ID #. 
     

Customising Reference & ID number

To customise Invoices for each Operation:

1. Navigate to the Operation you would like to customise > select Details.
2. Select the Edit button on the right to be able to change the fields.
3. Scroll down to Invoice number. By selecting the 'i' tool tip you can remind yourself of the difference between 'reference' and 'ID' numbers.
4. Make changes to the Reference number:
   • Default- This will stay as the Operation ID# number if it remains on default.
   • Custom- Allows you to type in a free text name or number. However please do not use spaces.
5. Make changes to ID number:
   • Default- This starts counting from 001 when you begin generating invoices in foundU.
   • Custom- Allows you to select the ID number of the next invoice to be generated in foundU.

Warning: This number must be higher than the latest Invoice ID for this Operation or you will experience an error when trying to save.

Once you have made your changes, any future generated invoices will have your new customised reference and ID number (see below).

Generate pending invoices

1. In the quick menu navigate to Invoicing > Invoices from the drop-down menu. It will first display the Pending Tab. 
   Note: Make sure you have finalised your pays before Generating Pending Invoices as the Data for Invoices comes from the Pay data.
2. Then select Generate Pending Invoices.

3. If required, select the correct week and issue date. Then select all relevant clients and click Generate for selected Clients.  If you have multiple Operations (Clients) you can use the checkbox next to the Operations name to generate invoices for a specific client.

   

4. Once generated, they will appear under the Pending tab ready for editing/issuing. 
5. Use the filter to view the pending invoices which will show results from the current week.
   • You can filter by desired period Date, Operation (Client) or Office Code. And optionally, choose how many invoices you see via Page Size and whether you would like Cash Basis invoices.
      

View and edit pending invoices

Once pending invoices have been generated, they can be previewed & edited before issuing:

1. In the quick menu navigate to Invoicing > Invoices from the drop-down menu. 
2. Under the Pending tab, select the relevant date range, and any other filters and click Apply Filter.
3. To preview, click the green invoice ID
4. To edit, click Edit to the right of any invoice.

5. Make any adjustments as needed (e.g. edit descriptions to remove candidate names, add or remove line items).
   

   

6. The invoice is now ready for issue.
7. Click Preview Invoice to view what the invoice would look like.
8. When happy, click Save Invoice.
    

Please note that when an invoice is created, the company name is used rather than the trading name.

Going forward, the Trading Name will be used throughout the platform interface and the Company Name will be used for any official documentation such as Payslips and Invoices.
 

Generate an Invoice for a Late Timesheet

You may have a timesheet that has been approved and the pay has been processed. The employee then submits a timesheet with a shift that they overlooked initially.

To view the late timesheet:

1. Navigate to Time & Attendance > Timesheets.
2. Use the filter to view the relevant week, or search by employee name for a wider filter.
3. The late timesheet will appear as submitted for approval.
4. Select the Timesheet ID to view the timesheet details.
    

Delete a Pending Invoice

1. To delete an invoice select your desired invoice/s in the Pending tab
2. Select Bulk Actions and select Delete Selected Invoices.

To Issue an invoice, first navigate to Invoicing > Invoices. Select the pending invoice/s required then click Bulk Actions > Issue Selected Invoices. Once a Pending Invoice is generated and issued, it will appear in the Issued Invoices tab.
 

View issued invoices

1. Select the Issued Tab.
2. Select the relevant date range, and any other filters (for example Operation (Client), Office Code or Status including email status) and click Apply Filter.
3. Select the ID to view the invoice.
4. You can also use the Bulk Actions options to:
   • Email Selected Invoices- to email invoices to your clients
   • Regenerate Selected Invoice Documents
   • Download Selected Invoices
   • Download Selected Attached Timesheets
   • Download Selected SAP Sales
   • Download Selected Xero Sales
   • Download Selected MYOB Sales
   • Export CSV for Select Invoice
5.  From the actions menu, you can Edit / Reissue Invoices, Credit Invoice, view History, or Delete the invoice. 
   
   

You're able to resend unpaid invoices to Operations.

To resend an unpaid invoice:

1. In the quick menu navigate to Invoicing > Invoices from the drop-down menu. 
2. Select the relevant date range, and any other filters (for example Operation (Client), Office Code or Status including email status) and click Apply Filter.
3. Further filter using the More filter to see the email status (for example if you previously emailed the invoice)
4. Select the invoice > Bulk actions and email invoice. The invoice has now been resent.

When creating adjustments, the above video shows the two available approaches:

• Editing an issued invoice, and reissuing it to your client or
• Issuing an invoice and applying a credit note
• The approach you choose will depend on your accounting preferences
   

To create a credit note:

1.  In the issued invoices tab select Create Credit Note.
2. Add in the credit details, tip add in a negative quantity so that the credit comes off the invoice this will then display in the pending tab.
3. You can then generate the invoice.

  Please note this Screen Navigation has no sound, please watch and follow along for helpful tips on creating a credit note.

To apply a credit note to an invoice:

1. In the issued invoices tab select Actions > Credit Invoice.
2. Enter the Adjustment, Credit Value and Comment.

3. Select 'Apply Credit'.

   

4. The credit note will then be applied to the invoice. 

Version history allows you to quickly and easily see a variety of useful information about your invoices. This includes which admin user performed actions such as edits and when these actions occurred.

The following actions will create a new version of an invoice:

• Generating the invoice (creates version 1)
• Editing invoices while in a pending state
• Deleting a pending invoice
• Issuing a pending invoice
• Editing an issued invoice
• Deleting an issued invoice

Each version is timestamped and the action and admin responsible are recorded.

Previous versions of an invoice can be viewed by clicking the blue PDF icon to the right.