Finance: Invoice and Time Sheet Batchess

Batch records are created in Salesforce in order to capture and create records based on specified criteria.

Invoice Line Item and Time Sheet Entry Batches are generated at the completion of Service Delivery when records are finalised and ready to be claimed against or to pay resources.

How to Create Invoice Line Item and Time Sheet Entry Batches

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Invoice Batch

When a Work Order's Status = ‘Completed' and the Approval Status = 'Approved - Manual' or 'Approved - Auto' and its related Work Order Line Items Status = 'Approved', it will then meet the conditions required that when a Batch is run, an Invoice Line Item will be created for each respective Work Order Line Item.

INVOICE CREATION

When an Invoice Line Item Batch is run, an Invoice will be created

INVOICE LINE ITEM CREATION

Work Order Line Item Criteria

WOLI Field	Value
`Status`	Approved
`WorkOrderLineItem.WorkOrder.Status`	Completed
`WorkOrderLineItem.WorkOrder.Approval_Status__c`	Approved - Auto OR Approved - Manual
`Batch`	NULL

ILI FIELD	WOLI FIELD	NOTES
Batch__c	Batch__c	When a Batch is run, it will stamp the Batch number on the WOLI the ILI has been created from.
Invoice
maica__Service_Agreement__c	maica__Service_Agreement__c	The Service Agreement attributed to funding
maica__Agreement_Item__c	maica__Agreement_Item__c	The source of funding from `maica__Service_Agreement__c.maica__Agreement_Item__c`
Service Date	StartDate	The date the service was delivered.
Amount	Actual_Total_Price__c	The final Price calculated from Actual Quantity x Rate.
Product	maica__Product__c	The selected Support Item(`Product`) delivered

Time Sheet Batch

When a Service Appointment's Status = 'Completed' and the Approval Status = 'Approved - Manual' or 'Approved - Auto', it will then be eligible to be included in the Batch and a Time Sheet Entry will be created when the Batch is run.

TIME SHEET ENTRY CREATION

The Time Sheet Entry Start Time and End Time are mapped from the Actual Start and Actual End fields on a Service Appointment record.

The Actual Start and Actual End fields on a Service Appointment record are populated based on specific rules to accurately define the hours that have been delivered.

The Service Appointment Tolerance Setting (available under Custom Settings in the Setup Menu for admins) allows us to set a number of minutes tolerance for Check In and Check Out.

Check In & Check Out on time
- If a Support Worker Checks In within the Service Appointment Tolerance Setting then the Actual Start will be applied as the Scheduled Start on the Service Appointment.
- If a Support Worker Checks Out within the Service Appointment Tolerance Setting then the Actual End will be applied as the Scheduled End on the Service Appointment.
Check In or Check Out not on time
- If a Support Worker does not Check In or Check Out on time then they will be asked if they want to update the Actual Start and Actual End times and provide a reason.

Service Appointment Criteria

Service Appointment Field	Value
`Status`	Completed
`WorkOrderLineItem.WorkOrder.Approval_Status__c`	Approved - Auto OR Approved - Manual
`Batch`	NULL

TSE FIELD	SA FIELD	NOTES
TimeSheetId		Retrieve `Time Sheet` for specified `Service Resource` which has a StartDate before TODAY and an EndDate after TODAY. If a `Time Sheet` does not exist that meets this criteria, then create a new `Time Sheet`.
Service_Appointment__c	ID
StartTime	ActualStartTime
EndTime	ActualEndTime
Unit_Variance__c		Calculate the variance between Scheduled Date/Times and Actual Date/Times. (SchedEndTime - SchedStartTime) - (ActualEndTime - ActualStartTime) = `Unit_Variance__c`
Status		When a Time Sheet Entry is created, we will check if `Unit_Variance__c` <= Approval Percentage Threshold. Set to `Approved`, if `Unit_Variance__c` <= Service Appointment Tolerance Setting OR to `Submitted` if `Unit_Variance__c` > Service Appointment Tolerance Setting.
Created_by_CheckOut__c		TRUE