Invoice Run - Submit Dockets

Please select your period week ending date

On clicking the ‘Submit Dockets’ button, the Submit Dockets Screen is displayed as can be seen below.

A list of clients are displayed. These are the clients who have had shifts confirmed since the last invoice run. Each client is listed with a total invoice shift value. This is the sum of all shifts in the invoice period. There are several points to note on this screen:

Filter functionality at the top of each column allows the user to filter for certain clients.
- The column order may be changed to suit user preferences by dragging and dropping the column name to another position.
- The sort order of each column may be changed by clicking on the column name.
The ‘Search Docket Number’ field allows users to do a quick search for docket numbers within the listing of shifts on the screen.
Clicking on the client name in the list will display the Client Card Screen with all of the client’s details, as can be seen below.

Clicking on the ‘+’ at the start of each row will display each of the client’s shifts, containing shift details and rate and allowance details.

The trash bin symbol at the start of each row in the client’s expanded shift list allows shifts to be deleted from this stage of the invoice run. This is used if an error exists in the shift details or if the shift is not to be included in the current invoice run. Deleting the shift sends it back to the Confirm Shifts stage, so that it may be updated and confirmed once again, either for the current invoice run or for a subsequent invoice run. Note that shifts may not be deleted if the corresponding payslips have already been generated.
Hovering over the docket number in the client’s expanded shift list will display an image of the timesheet snap or the electronic timesheet (if these have been submitted to the system via the Member App or Staff App).
Clicking on the Member Name in the client’s expanded shift list will display the Member Card Screen with all of the member’s details.
In the client’s expanded shift list, the user may update certain fields as long as the corresponding payslip has not been generated. These fields are Area (or ‘Delivery Location’ of the shift), Start Time, End Time and Break. The Order No. field may also be updated, even if the payslip has already been generated. If any of these fields are updated, the ‘Refresh’ button should be clicked to save the changes. These changes will also be applied to the pay component of the shift.
If you right click on a line you are able to access the following

To process this stage of the invoice run, follow these steps:

(a) Review shifts by expanding the list of each client’s shifts.

(b) If any errors are detected in the Area, Order No., Start Time, End Time or Break fields, update the fields and click on the ‘Refresh’ button to save the changes. If errors are detected in other fields, delete the shift (using the trash bin symbol) so that it may be reconfirmed again in the Confirm Shifts stage. Note that it will not be possible to delete the shift if the corresponding payslip has already been generated.

(c) Select the clients that are to proceed into the next stage of the invoice run by checking the checkbox next to each client’s name. Note that it is not possible to select specific shifts of the client. If the client is selected, then all shifts for the client will proceed to the next stage. (If certain shifts are not to be sent further forward into the invoice run, then they should be deleted instead as mentioned above).

If all clients are to be selected, then the checkbox in the header may be selected which automatically checks all client checkboxes.

(d) Click on the ‘Submit Docket for Payment’ button and a confirmation message will be displayed as shown below.

(e) Click on OK of the confirmation message. The screen will then close.

(f) The Invoice Processing Summary Screen is displayed once again. Click on the ‘Next’ button to move to the next stage of the invoice run, Generate Invoices, as shown below.

Next Step - Generate Invoices