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Accounting Processes – RCTI’s

Updated

The following processes are performed by the following roles.

  • Team Leaders
  • Branch Managers
  • Head Office Staff

Each step will specify which roles participate in each process.

Go to the “Accounting Screen” by clicking the following icon from the vertical menu on the left.

Ready for Invoicing (Fleet Asset)

  • Team Leader
  • Branch Manager 
  • Head Office

On the “Ready for Invoicing” tab, the user is presented with the "Start a new RCTI Run " Menu.

Invoicing_Clients-19.png

  • Week Ending Date

Note: There is a Week Ending date selection that filters out any jobs that were booked for AFTER the selected date. i.e. in the above screen, there will not be any jobs included that were booked for AFTER the 19th of August 2024.

  • Processing Date - by default this is the same as the "Week Ending Date"
    • Un-tick "Same Processing Date" and the system will present the option to select a processing date

  • Billing Cycle - Select the Billing Cycle Group to include
  • The Drop down will indicate how many jobs are ready for invoice in each Billing Cycle.
  • This will include Fleet Asset Owners based on Billing Cycle selection set in the account setup.

Note: For more details on Client setup see article "Fleet Asset Owner Creation Process"

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  • Select Confirm to move to the next step.

Create Draft Run

  • Head Office

The user can click on individual sub-contractor listings then select the fleet asset to select which Jobs are to be included in the draft by selecting the tick box next to each Job.

 

Once the selections have been completed the user can create the Draft run by selecting the button “Create Draft From Selected”.

Once the user has pressed the Create Draft, the user is taken to the Draft Invoice tab.

This page will show a listing of all Draft Invoices for all the Fleet Asset Owners & Jobs that were included in the draft.

Note: The Week Ending on this page is from the Week Ending date selected at the start of the RCTI process.

Reviewing Draft

  • Team Leader
  • Branch Manager
  •  Head Office

Clicking on each invoice will display a listing of all the jobs included in the draft invoice.

 

Editing Draft / Generate Dummy

  • Head Office

At this stage the user still can add or remove jobs from the draft. This is done by selecting the job(s) to be removed then selecting the 3 vertical dots in the top left corner and click “Remove Selected” the entire draft can be cancelled by clicking “Cancel Draft Run”.

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- View RCTI Summary Report.

- Changing the processing date will impact the due date of the invoices.

- The custom email message will be appended to ALL outgoing RCTI emails.

- Remove selected Fleet Asset / Job from Draft

- View run events by User, Date & Time.

- Cancel the current draft – Jobs will be sent back to “Ready for invoicing”.

 

To move to the next step and generate the Dummy Invoice Run Click the “Generate Dummy “Button which is in the top right corner.  

Approval of Dummy

  • Team Leader
  • Branch Manager
  •  Head Office  (Can only cancel but not approve)

At this stage, the user has two choices:

  • Cancel the “Dummy Run”  - Using 3 vertical dots in the top right and selecting “Cancel Dummy Run”.
    • After Clicking “Cancel Dummy Run” the user is prompted to confirm the cancelation of the dummy run.

  • Approve the Dummy for Live Run. – Click the “Approve for Live” button
    • After clicking “Approve for Live” button the user is prompted to confirm the Approval of the Dummy Invoices. Within the Confirmation each point needs to be completed to complete the Approval

Approve and Email RCTI’S

  • Head Office 
    • Once Approved the user will be presented will the listing of the approved run of RCTI’S.

  •  
    • The user can click the “Approve and  Email RCTI’S” button to complete the process which will email copies of RCTI’s to Fleet Asset Owners. 

The User will still need to perform one last confirmation prior to the invoices being sent.

 

  •  
    • The Approved run can still be cancelled at this point by clicking the 3 vertical dots in the top left corner. – Cancelling the approved run will return the run back to “Draft”. 

Reports available to users during the RCTI process.

  • Team Leader
  • Branch Manager
  • Head Office 

RCTI Summary Report