Accounting - Assignments

Modified on Wed, 20 Dec, 2023 at 7:47 AM

ASSIGNMENTS HOME PAGE

Select the Accounting >> Assignments link from menu bar, or from the left menu to display the Assignments home page.

In the Assignments Home Page, you can view the list of all assignments.
The Assignments Home Page consists of the following columns: ID-Company, ID-Employee, Type, Job Location, ($) Rate, Start Date, End Date, Assignment ID, Assignment Name, Placed By, Status, Created Date, Created By, Modified Date and Modified By. Each column have their corresponding record details.
The Status column is a drop list with the following options: All, Active, Closed, Cancelledand Needs Approval.
By default, all the active assignments will be displayed in the Assignments home page.
From the Assignments Home Page, you can export the assignment by clicking on the‘Export’ link and can create the new assignments by clicking on the ‘New Assignment’link.
Click on Update Status link to update the status of assignments to some other status. You can update the status of multiple assignments at a time. For example, multiple assignments ofActive status can be changed to Closed status at a time using the Update Status link.

Note:

Only assignments of same status can be updated to some other assignment status.
While approving the Needs Approval status assignments, if the job order (assignment) has no start date specified, then the selected start date will be taken as the assignment start date.
The status of “Direct” job type assignments will be changed to Closed once the user approves the assignment by clicking the Update Status link.

See the Export Assignments and New Assignment topics for more details.

ASSIGNMENT GRID

The order of the columns on the Assignment grid of has been modified in the Accounting – Assignments listing screen.

By default, only assignments with a status of “Active” and “Needs Approval” are listed.

ScreenShot015

The “Type” column, representing Employee Type (w-2, 1099, CtoC), has been replaced with “Job Type” (Temp/Contract, Direct, etc).

The “Rate” column has been renamed to “Pay Rate”.

CANDIDATE STATUS & JOB ORDER STATUS UPDATE

Users can update the CRM Candidate and Job order statuses when updating the status of an assignment(s) in the Accounting module along with being able to add a note to the same CRM records without even going to the CRM modules.

Admin users can enable/disable this feature using the preferences in user management. Once enabled, there are also options to set default values for candidate and job order statuses as well as the note type along with controlling if recruiters can change these default values when updating the status of an assignment.

1) Introduced a new user preference in Admin – User Management under Accounting called “Setup Status Options”.

2) Enabling this preference for a user would display the following link in the

Accounting – Assignments module

3) Click on this link to setup the status options for candidates and job orders when updating assignment records. There are 3 sections on this screen. Each section represents the status update being done to the assignment record.

4) List of values for the drop downs in the above screen are the same as in the

CRM Candidates for status, CRM Job orders for status. Users can pick one of

these statuses to be the default.

NOTE: By default, candidate statuses gets updated as below before this release

a) Updating an active assignment to closed/cancelled changes the candidate status to “Actively Searching”

b) Approving a new assignment changes the candidate status to “On Assignment”

5) Enabling this feature by selecting the check boxes to the left will now open the options for users to set the status on candidate and job orders from within the Accounting module.

NOTE: Updating Job order status when changing an assignment status and adding a note to CRM Candidates and Job orders from within the Accounting module is being introduced with this release. A new note type “Assignment Status” is being added by the system.

6) In the above screenshot the check boxes for updating candidate status are selected for all status changes on the assignment records.

As a result, when updating the status of an assignment, existing pop up will display as follows:

NOTE: Option to change the candidate status in the above screenshot is greyed out. This is controlled by the check boxes to the right on the “setup status options” screen.

Enabling “Allow Others to Overwrite” option will open the drop down to users changing the assignment status for selecting a desired value from the drop down for candidate status.

Functionality is similar for updating CRM Job order status and adding a note to both CRM Candidate and Job order records when updating an assignment status from the within the Accounting – Assignments module.

APPROVE ASSIGNMENTS

You can approve the assignments from the Assignments home page.

To approve the assignments, perform the below steps:

Select the assignment whose status is Needs Approval and double-click on it. The system displays theAssignments screen as shown below:

To view a full sized copy of the image, please click directly onto the graphic.

Enter the required information in the respective fields.
Click on the ‘Approve’ link to approve the assignment. The system refreshes by approving and displaying the assignment in the Assignments home page as an Active Assignment. The same active assignment will also be displayed in the Create Invoices section for the creation of invoices.

Note: When the user approves the assignment whose job type is Direct, the system displays the status of that particular assignment as Closed in the Assignments home page.

In HRM – Employee Management home page, the status of the employee will be “Terminated”.
In CRM – Candidates home page, the candidate Availability Status will be based on the availability date and Candidate Type will be “My Candidate”.

Refer to the New Assignment topic, if you want to know more about the fields present in the Approve Assignments screen.
Click on the ‘Export’ link to export the assignment. Refer to the Export Assignments topic for more details.
Click on the ‘Cancelled’ link to cancel the assignment. You are prompted to enter the reason for cancelling the assignment in the Reason for Cancel textarea as shown below:

Enter the reason for cancelling the assignment in the Reason for Cancel textarea and click on the ‘Cancelled’ link again. The screen refreshes by cancelling and displaying the assignment record in the Assignment home page with status as Cancelled.

Note:When the user cancels the assignment whose job type is Direct, the status of that particular assignment will be Cancelled in the Assignments home page.

- If the candidate is placed from CRM – Closing Placements, then the employee record will not be displayed in HRM – Employee Management and the record will be displayed in CRM – Candidates home page with no change in the Availability Status.
- If the employee is placed from CRM – Closing Placements, then the employee record will not be terminated in HRM – Employee Management and also in CRM – Candidates with no change in the Availability Status.
- If the candidate is placed from HRM – Hiring Management, then the employee record will not be displayed in HRM – Employee Management.

Click on the ‘Close’ link to close the window and return to previous page.

EDIT ASSIGNMENT DETAILS

You can edit the assignment details by double clicking on the required assignment from the Assignments home page. The screen refreshes by displaying the screen to edit the assignment.

Modify the employee assignments details.
Click on the ‘Update’ link to save the changes.
Click on the ‘Close’ link to close the window and return to the previous page.
Click on the ‘Export’ link to export the assignment record to the format specified. Refer to the Export Assignments topic for more details.

Closing an Assignment

You can close the assignments whenever required.

To close an assignment, do the following:

Go to Accounting – Assignments – Open any assignment record by double clicking on it. The system displays the record in edit mode.
Now, select the assignment status as Closed from the Assignment Status drop-down list and click Update to save the changes. The system displays the following alert message:

You have to select an end date for the assignment. This will be useful for creating and approving the timesheets and also for further invoice creation process.
Once the assignment gets closed and the status of the assignment will be displayed asClosed under Status column in the Assignments home page.

SEARCH FOR COMPANY

AkkenCloud Staffing relieves you from entering company details each time. Once a company is added in the application, can be searched through search link provided besides various fields, and the information can be added in the pop up window, thus relieving you from the tedious task of entering the company details again.

Clicking on the search link provided in these windows, besides various fields, displays the Search for Company pop up window as shown below:

Search for Company Screen

The Search for Company window provides two types of search functionality:

You can either type the name of the company directly in the Company Name text box and click on the search link.Result: The Company details will be displayed in a link form, in the Click on company for selectionsection. Click on the reseticon, to clear the entry in the Company Name text box,if you have typed a wrong entry in theCompany Name text box.
Else, you can also click on the A to Z alphabets links, displayed below the Company Name field. Result: The Company details, starting with the clicked alphabet, will be displayed in a link form, in the Click on company for selection section. Note: Click on the Other link, if the company name starts with anything else, other than an alphabet.

After the Company details are displayed, in the Click on company for selection section, click on the desired company link. Result: The selected company is added in the window.

SEARCH FOR CONTACT

AkkenCloud Staffing relieves you from entering contact details each time. Once a contact is added in the application, can be searched through search link, provided besides various fields, and the information can be added in the pop up window, thus relieving you from the tedious task of entering the contact details again.

Clicking on the search link provided in these windows, besides various fields, displays the Search for Contact pop up window as shown below:

Contact Search Screen

The Search for Contact window provides two types of search functionality:

The first type of search functionality provides you with two options for searching the contact: Contact Search by Nameand Contact Search by Company.

If you want to search the contact by name, then select the Name radio button in the By field, and type the name of the contact in the given text box and click on the search icon link. Result: The Contact details will be displayed in a link form, in the ‘Click on Contact for selection’ section.
Select the Company radio button in the By field and type the name of the contact company in the given text box and click on the search icon link, if you wish to search the contact by company. Result: The Contact details along with the company will be displayed in a link form, in the ‘Click on Contact for selection’ section.
Click on the reset icon link, to clear the entry in the given text box, if you have typed a wrong entry.

Or else, you can click on the A to Z alphabet links, available below the By field. Result: The Contact details, starting with the clicked alphabet will be displayed in a link form, in the ‘Click on Contact for selection’ section.

Note: Click on the ‘Other’ link, if the contact name starts with anything else, other than alphabet.

After the Contact details are displayed in the ‘Click on Contact for selection’ section, you can click on the desired contact link. Result: The selected contact is added in the window.

HIRING PROCESS SECTION

The Hiring Process section allows you to capture hiring requirement details of the assignment candidate.

By default, the hiring process section is displayed in expanded state.

Specify the hiring requirements by selecting the appropriate checkboxes from the hiring process section.
To collapse the hiring process section, click on the close with sign link available at the top right corner of the hiring process hiring requirements section. Result: The close with sign link changes to open with sign link and collapses the hiring process section.
You can also click on the Title text of the Hiring Process section to expand and collapse the section accordingly.

BILLING INFORMATION SECTION

The Billing Information section highlights on remuneration details set for the selected job type.

By default, the billing information section is displayed in expanded state.

Click on the sign link available at the right corner of the billing information section. Result: The sign link changes to sign and displays the billing information section in collapsed state.

Selecting the job type from the Job Type field is mandatory for capturing the billing information details from the billing information section.

Selecting different job type options from the drop down list of Job Type field displays different fields in the Billing Information section as follows:

If you select the ‘Direct’ or ‘Internal Direct’ options from the drop down list of Job Type field, then the below screen is displayed in the Billing Information section.

Enter the salary set for the job position in the given text box and specify the period and currency from the respective drop down lists.
Enter the placement fee for the job position in the Placement Fee field and specify the period from the corresponding drop down list.
The Commissions section contains Add Person drop down list consisting of names of all the persons who are entitled for commission for placing the candidate.
After selecting the desired commission agent from the drop down list, click on the add link. Result: The selected commission agent gets added and is displayed below the drop down list. You can add as many commission agents you want, by selecting from the drop down list and clicking on the add link.
Specify the commission amount in the text box and whether it is a percentage or flat fee (choose from the drop down list) of which component (select from the second drop down list).
Click on the ‘remove’ link situated at the end of each commission agent row to remove any commission agent.
You can also select the commission agent for the placed candidate by clicking on the ‘select contact‘ link. Result: The Contact Search pop up window is displayed. See the Search for Contact topic for more details.
You can even create a new contact by clicking on the ‘new’ link available beside select contact link.
Billing Contact field allows you to select the billing contact for the assignment candidate. Click on the ‘select contact‘ link to select the billing contact. Result: The Contact Search pop up window is displayed. See the Search for Contact topic for more details.
You can also click on the ‘new contact‘ link, available beside the ‘select contact‘ link, to create a new billing contact. See the Create New Customer topic to know how to create a new contact.
The Billing Address field allows you to capture the billing address details of the assignment candidate.
Billing Address field displays the ‘select company‘ link, to select the billing address of the candidate.
Click on this ‘select company‘ link. Result: The Company Search pop up window is displayed. See theSearch for Company topic to know how to select a company.
You can also click on the ‘new company‘ link, available beside the ‘select company‘ link, to create a new billing address. See the Create New Customer topic to know how to create a new company.
Enter the payroll provider ID# information in the Payroll Provider ID# text box.
The Workers Compensation Codes drop-down list displays the list of compensation codes created by the user in Accounting – Workers Compensation Codes section. You can create a new compensation code if you don’t find the one you are looking for in the drop-down list by clicking on Add link available beside the Workers Compensation Codes drop-down list. Clicking Add will display the screen for creating the new compensation code.
The Payment Terms drop-down list displays the list of payment options that are created by the user using the Manage link available beside the drop down list.
Specify the type of time sheet approval by selecting the appropriate radio button from the Timesheet Approval field.
The Billing Terms drop-down list displays the list of payment options that are created by the user using the Manage link available beside the drop down list.
You can also specify the various service terms in the Service Terms textarea.

If you select the Internal Temp/Contract‘ or ‘Temp/Contract’ options from the drop down list of Job Type field, then the below screen is displayed in the Billing Information section.

Enter the overtime rate for the job position in the Overtime Pay Rate field and specify the period and currency from the respective drop down lists.

If you select the ‘Temp/Contract to Direct‘ options from the drop down list of Job Typefield, then the following screen is displayed in the Billing Information section.

Specify whether the Pay Rate is Open or Rate based by selecting the appropriate radio button.
If the Pay Rate is rate based, then enter the rate in the Rate text box and specify the period and currency from the respective drop down lists.
Specify whether the Bill Rate is open or rate based by selecting the appropriate radio button.
If the Bill Rate is rate based, then enter the rate in the Rate text box and specify the period and currency from the respective drop down lists.
Click on the ‘Calculate Margin’ link to calculate the margin. Result: The Rates section is displayed as follows:

Specify the burden percentage in the Burden text box. Burden is a mandatory field for calculating Margin.
Click on the ‘CALCULATE’ link to calculate the margin percentage as well as the dollar amount of the margin.
Two fields either from Pay Rate/Bill Rate/Margin should be filled along with Burden. Clicking on the ‘CALCULATE’link will calculate the fourth field i.e. either Pay Rate/Bill Rate/Margin.
The Company Min Margin percentage displayed beside the ‘CALCULATE’ link is fetched from Accounting module.
Click on the ‘Calculate Markup’ link to calculate the markup. Result: The Rates section is displayed as follows:

Click on the ‘CALCULATE’ link to calculate the markup percentage, based on pay rate and bill rate.
Also, clicking on the ‘CALCULATE’ link will calculate the Pay Rate/Bill Rate, if either of them is not mentioned based on the markup.
Click on the Rates link to mention the pay and bill rates.

To collapse the billing information section, click on the sign link available at the right corner of the billing information section. Result: The sign link changes to sign link and collapses the billing information section.
You can also click on the Title text of the Billing Information section to expand and collapse the section accordingly.

SCHEDULE SECTION

The Schedule section allows you to specify the job position start date, position working hours and position time of the job order.

By default, the schedule section is displayed in expanded state.

Click on the sign link available at the right corner of the Schedule section. Result: The sign link changes to sign link and displays the schedule section in collapsed state.

Selecting the job type from the Job Type field is mandatory for capturing the schedule details from the schedule section.

Selecting different job type options from the drop down list of Job Type field displays different fields in Schedule section as follows:

If you select the ‘Direct’ option from the drop down list of Job Type field, then the below screen is displayed in Schedule section.

Schedule Section Screen

Specify the Start Date and Hired Date of the assignment by selecting Month, Day and Year in their respective fields from the Start Date and Hired Date drop down list respectively.
You can also click on the calendar icon available beside the Start Date, Hired Date drop down list to specify the dates.

If you select the ‘Internal Direct‘ option from the drop down list of Job Type field, then the below screen is displayed in the Schedule section.

Schedule Section Screen 1

Specify the Start Date, End Date and Hired Date of the assignment by selecting Month, Day and Year in their respective fields from the Start Date, End Date and Hired Date drop down list respectively.
Specify the position working hours as Full time/Part time by selecting the required option from the Hours field.
If you select ‘Full Time‘ option from the drop down list of Hours field, then a time schedule of 9.00am to 5.00pm will be displayed by default for the five days of the week from Monday to Friday.
If you select ‘Part Time‘ option from the drop down list of Hours field, the daily time schedule for the days of the week will not be displayed by default.
You can also modify and specify the position working time for respective days of the week, by selecting from the respective drop down lists available.
You can also enter the reason for ending the assignment in the Reason text box.
Click on the calendar icon at the bottom row, to specify a date. Automatically the day will be selected in the day drop down list. Specify the working time from the respective drop down lists.
Click on the ‘Add Row‘ link to add additional rows for the selected days of the week.
To delete a row, you can check the corresponding check boxes situated at the end of each day row, and click on the ‘delete selected’ link. Result: The Schedule section refreshes by deleting the checked day rows.

If you select the ‘Internal Temp/Contract‘ or ‘Temp/Contract‘ options from the drop-down list of Job Type field, then the following screen is displayed in the Schedule section.

Schedule Section Screen 2

Specify the Expected End Date of the position opening by selecting Month, Day and Year in their respective fields from the Expected End Date drop down list.
You can also click on the calendar icon available beside the expected end date drop down list to specify the expected end date.

If you select the ‘Temp/Contract to Direct‘ option from the drop-down list of Job Typefield, then the following screen is displayed in the Schedule section.

Schedule Section Screen 3

To collapse the schedule section, click on the sign link available at the right corner of the schedule section. Result: The sign link changes to sign link and collapses the schedule section.
You can also click on the Title text of the Schedule section to expand and collapse the section accordingly.

EXPORT ASSIGNMENTS

You can export the assignment record by clicking on the ‘Export’ link available on the Assignment home page.

To export an assignment record, select the required assignment record and click on the ‘Export’ link. Result: The screen refreshes by displaying the export assignments screen as shown below:

Export Assignments Screen

In the above screen, the Assignment section contains two radio button options: Export without Employee HR Information and Export with Employee HR Information.
Select the “Export without Employee HR Information” radio button option and click on the Save link, if you want to export the assignment information without employee HR information.
Select the “Export with Employee HR Information” radio button option and click on theSave link, if you want to export the assignment information along with the employee HR information.
You can also select the report type from the Select report type drop-down list.
Click on the ‘Save’ link to go ahead with the export process. Result: The screen refreshes by displaying the edit details screen based on the option selected in the Export Assignment screen.
If you select the “Export without Employee HR Information” radio button option and click on the ‘Save’ link, then the following screen will be displayed:

If you select the “Export with Employee HR Information” radio button option and click on the ‘Save’ link, then the following screen will be displayed as shown below:

Select the required check box options from the above screens and click on the ‘Export’link. Result: The screen refreshes by exporting the assignment record in the format specified by you (PDF or CSV).

Note: If you select the report type as CSV while exporting the assignment record, then the assignment record will be exported in CSV format as shown below:

Click on the Open button to open assignment record.
Click on the Save button to save the assignment record to a desired location.
Click on the Cancel button to cancel and return back to Export Assignments screen