Invoice and Time Sheet Batches
- Tim Sweeney
Analytics
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
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 |
|---|---|
| Approved |
| Completed |
| Approved - Auto OR Approved - Manual |
| 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 |
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( |
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 Settingthen theActual Startwill be applied as theScheduled Starton theService Appointment.If a Support Worker Checks Out within the
Service Appointment Tolerance Settingthen theActual Endwill be applied as theScheduled Endon theService 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 StartandActual Endtimes and provide a reason.
Service Appointment Criteria
Service Appointment Field | Value |
|---|---|
| Completed |
| Approved - Auto OR Approved - Manual |
| NULL |
TSE FIELD | SA FIELD | NOTES |
|---|---|---|
TimeSheetId |
| Retrieve If a |
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) = |
Status |
| When a Time Sheet Entry is created, we will check if Set to |
Created_by_CheckOut__c |
| TRUE |
Time Sheet Entry Types
There are different types of TSEs created as part of the Batch process. They are defined by Work Type where applicable, and a general time-based TSE.
Work Type | Details |
|---|---|
Time Based | Based off the |
Sleepover | Created if the |
Kms for reimbursement | Created if the |