Financial Review allows you to review Jobs from a financial perspective i.e. check the Actual Duration, VoS or any other documentation, any Incidentals added, Rate Plan Associations, Preview Invoice/Payment etc.
Verification will lock the job details, so that no further changes can be made and the Invoice/Payment can be prepared. Verification does not lock the rates; if hourly rates or cancel fees, etc. are modified on the rate plan associated with the job, the rates will update on the verified job itself. Rates are not locked in on the job until the job is added to an invoice or payment.
To access Financial Review:
- Navigate to the ‘Accounts’ menu and select ‘Financial Review’
- The date filter at the top of the page will default to the last full month; this can be changed by typing the relevant start and end date and clicking Refresh (note that the end date should always be one day later than the period you are reviewing)
- The grid on the left hand side will give you visual cues as to the state of the job (note that you can add/remove columns using the Reset Columns dropdown option to select/deselect columns to display). Default columns display the following:
- ID - Job ID
- Customer (Bill To) - Customer (Bill To) information which is generally the same as the customer information
- Interpreter - Interpreter name
- Emp. Cat. - Employee Category
- Location - Service location if in-person, or Remote
- Lng - Language of job
- Date - Date of job
- Dcs - a red exclamation mark will indicate that the VoS is missing
- Fl. - Flagged job. Hover over the flag icon, if present. Tooltip will indicate reason for flag (e.g. the invoice and/or payment has an override)
- Stat. - the Status of the job; jobs to be processed for invoicing/payment must be Closed (or Cancelled, Unfulfilled). Jobs can be closed or otherwise updated here if required
- Inv.St. & Pay.St. - icons will indicate the status of the Invoice/Payment e.g. Invoiceable (hovering over the icons will provide the status also)
- Type - icons will indicate the Service Type
- You can also filter the grid by any of the column headers, for example if you wish to only process Closed jobs and/or you may wish to filter for a specific Customer
- The Pending Verification tab is your go-to for all jobs that need to be Reviewed & Verified for this period
- The Anomalous Jobs tab will help you identify any jobs that may be outside of the norm that you may wish to pay closer attention to, for example you can use the dropdown menu to select jobs where the actual duration was greater than expected, late start, Jobs with Incidentals etc.
- The All Jobs tab will allow you to view all jobs including those that have already been Verified
- Select a job in the grid on the left hand side and this will load the job for review on the right hand side
- You can then check and/or update the details of the job on the right hand side using the various tabs, for example you may need to update the start/end times on the Time Record tab or change the job Status if it was not previously Closed, or add/remove on the Incidentals tab
- You can use the Save Changes button at the bottom of the page to Preview Invoice and Preview Payment to double-check that the job will be charged/paid as required - note that Preview Invoice and Preview Payment buttons are also available at the top of the grid on the left hand side and these are especially useful if you wish to Preview an Invoice/Payment for multiple jobs at the same time - it is also worth noting that you can use these buttons for convenience to Preview an Invoice/Payment for multiple jobs even if these are for different Interpreters/Customers or even if you generate individual Invoices/Payments - this is only a preview and is no indication of the final Invoice/Payment which you will create separately
- If you wish to Override any items on an Invoice/Payment, for example you may wish to charge/pay a one-off hourly rate for this particular job, you can select Prepare Invoice and/or Prepare Payment from the Save Changes button
- If Overrides were applied to a job you would then see this on the Rate Plan tab by checking Customer (Override) and/or Interpreter (Override)
- Finally, when you are satisfied with the job details and the charges/payments, click the blue Save & Verify button. The job will now be Verified and will no longer appear in the Pending Verification tab
- If a job was previously Verified and you need to make further changes prior to issuing the Invoice/Payment, you can use the Save Changes button to Unverify the job
- You can also bulk Verify/Unverify jobs from the grid on the left hand side, as well as bulk updating Invoice and Payment Status; simply select the appropriate jobs in the grid (one by one or filtering and using the all jobs checkbox at the top of the grid), click the Update button and select the required values in the pop-up dialog box. Jobs must be in Closed status in order to be bulk verified.
- Please note that you are not required to fill in all 3 fields on the bulk action popup window. You may opt to bulk verify jobs and leave Invoice Status and Payment Status unselected.
Verified jobs are then ready to be Invoiced/Paid and this will be covered in a subsequent topic ‘Creating Invoices & Payments’.