Default Setting Driven Configuration for Invoice Generation
 

This document outlines how default configurations streamline invoice generation—by predefining templates, grouping logic, and narration—based on client-specific settings. These defaults ensure users don’t need to manually select templates or remember configuration steps during each invoice cycle.

 Purpose:
The invoice format is selected automatically based on the client configuration—removing the need for manual selection at invoice creation.

How it works:

• The system reads the default Invoice Template from:

Client  >> Settings  >>   Client Options >> Invoice Template
 

• During invoice generation, only the templates assigned to that client will be loaded.
• This ensures format consistency across all invoices and eliminates manual template selection errors.

Configuration Path:

1. Upload invoice format:
   Settings >> General Master >> Template Library
    (Set Template Type as “Invoice Template”)
2. Assign template to client:
    Client >> Staffing >> Client Options >> Invoice Template

Purpose:
Invoices are auto-grouped based on client contract defaults, such as PO, Cost Center, or Branch—making the billing process intuitive and standardized.

 How it works:

• Invoice Group logic is predefined at the client’s Billing Options.
• No need for users to remember grouping preferences during generation.

Supported Grouping Criteria:

• Client-wise: Combine all invoices related to a specific client.
• Branch-wise: Group invoices generated from a specific branch location.
• Employee-wise: Consolidate invoices for individual employees across different periods or services.
• PO-wise (Purchase Order): Group invoices as per specific purchase orders for better contract alignment.
• Cost Center-wise: Group invoices based on cost centers.
• Contract Level: Group invoices at a contract level.

Configuration Steps:

1. Navigate to:
   Settings >> Financials >> Invoice Group
    
2. Create a new invoice group as per client requirements.
3. To map the invoice group:
   • Go to:
     Settings >> Staffing Masters >> Billing Options
      
   • Select the appropriate client contract.
   • Choose the relevant Invoice Group Template and map it.

Configuration Path:

1. Create grouping logic:
    Settings >> Financials >> Invoice Group
2. Assign group to Contract Billing Option:
    Contract  >> Billing Options >> Invoice Group Template

Invoice Narration (Auto-Populated by Billing Options)

Purpose:
Standardized invoice narration helps clarify billing context without requiring manual entry every time.

 How it works:

• Narration is mapped by invoice type (e.g., Payroll, Reimbursement) in Billing Options.
• During generation, narration is automatically applied as per configuration.

 Configuration Path:

1. Create narration template:
   Settings >> Financials >> Invoice Narration
   
2. Assign to billing type:
    Settings >> Staffing Masters >> Billing Options >> Invoice Narration

Configuration Steps:

1. Navigate to:
    Settings >> Financials >> Invoice Narration
2. Create narration templates as needed.
3. To map invoice narration:
   • Go to:
      Settings >> Staffing Masters >> Billing Options
   • Select the invoice type.
   • Click Add to associate the narration with the selected invoice type.

4. PO-Wise Invoice Generation (Auto-Load Mapped Employees)

 Purpose:
When invoices are raised based on a PO, the system auto-displays employees mapped to that PO, PO Number , PO Dates reducing dependency on manual inputs.

How it works:

• Employee-PO mapping is pre-configured.
• While generating the invoice, StaffingGo automatically lists mapped employees for selection and billing.

Functionality:

• When raising an invoice PO-wise, all employees mapped to that PO will be automatically displayed.
• This helps ensure accuracy in contract-based billing.

Example: If a PO has one or more employees mapped, their details will be shown during the invoice creation process.

Supported PO Tags in Invoice document Template :

{{PONo}}                                   

{{PONarration}}                     

{{INBNo}}                                  

{{PODate}}

 {{EmpPONo}}

 SUMMARY