Invoice Terms: Split By, Group By, Summarize By
Overview
To ensure a staffing agency’s invoices are paid in a timely manner, it's vital that they provide the level of detail and data that their client requires. While most customers want the same general information, such as how many hours were worked, candidate name, etc., there can be a lot of variation. ’s concept of Split Invoice By, Group Invoice By, and Summarize Invoice By allow you to determine which billable transactions should be included and the data required by the customer once that invoice is generated.
's Split By, Group By, and Summarize By functionality allows you to choose what data gets displayed on your invoices, and which fields determine your data is segmented on the Invoice (Split By), Invoice Group (Group By), and Invoice Line (Summarize By) levels. This feature is configured on the Invoice Terms, as many different Split/Group/Summarize configurations can be created to meet your customers needs.
You can Split By, Group By, or Summarize By fields from the following entities:
- Bill Master
- Billable Charge
- Candidate
- Placement
- Customer Required Fields (CRFs)
Before You Begin
You must have the appropriate user type action entitlements in order to create or edit Invoice Terms. Please contact Bullhorn Support to review and adjust your action entitlements.
Split Invoice By
Split By will create a separate invoices for each entity selected. Below are some examples of fields you can split by.
| To Split By | Select | Notes |
|---|---|---|
| Candidate name | Placement > Candidate | |
| Week Ending Date | Billing Charge > Period End Date | |
| Expenses vs. Time | Bill Transaction > Charge Type | |
|
Calendar (for non - weekly billing) If you want to always split invoices by Billing Calendar, use this option. |
Bill Transaction > Billing Calendar | |
| Shift Identification | Placement > Shift Identification | Must be Time & Labor enabled. |
Group Invoice By
Group By allows you to decide how transactions should be grouped within and individual invoice statement, such as grouping transactions together by Hiring Manager. Group By will subtotal the group.
The standard template supports two group bys. If you would like to group by more than two a custom invoice is required.
If split by is used, it is not recommended to group by the same field.
Below are some examples of fields you can group by:
| To Group By | Select | Notes |
|---|---|---|
| Week Ending Date | Billing Charge > Period End Date | |
| Expenses vs. Time | Bill Transaction > Charge Type | |
| PO Number | Placement > PO | |
| Shift Identification | Placement > Shift Identification | Must be Time & Labor enabled. |
Summarize Invoice By
Summarize By indicates how each transaction is displayed in the description section on the invoice and how transactions are grouped into one line item.
For example, if you do not outline a Split By or Group By and only set up a Summarize By Placement > Candidate then you will get one Invoice Statement Line Item for each Placement > Candidate.
Below are some examples of fields you can summarize by.
| To Summarize By | Select | Notes |
|---|---|---|
| Candidate name | Placement > Candidate | |
| Earn Code | Bill Transaction > Earn Code | |
| Week Ending Date | Billing Charge > Period End Date | |
| PO Number | Placement > PO | |
| Bill Rate | Bill Transaction Entry > Bill Rate | |
|
Earn Code Alias: If you choose to display the alias on the invoice, this field should be unhidden and required on the rate card. |
Placement Rate Card > Alias | |
| Shift Identification | Placement > Shift Identification | Must be Time & Labor enabled. |
The details on the invoice will sort by the items selected in the Summarize By section. For example, if you select Placement > Candidate, the line items on the invoice as well as the attachments from will be in alphabetical order by the candidates last name.
Examples
These examples show how the Billable Charges and Invoice Terms will show on the invoice with the different Split By, Group By and Summarize By options.
Weekly Invoicing by Candidate with Separate Invoices for Time and Expenses
Billable Charge
Invoice Terms
Invoice
Weekly by Customer (Consolidated Invoice), Time and Expenses on the Same Invoice
Billable Charge
Invoice Terms
Invoice
Monthly Invoicing by Candidate
Billable Charge
Invoice Terms
Invoice
Monthly by Customer (Consolidated Invoice) and Grouped by Week End Date
Billable Charge
Invoice Terms
Invoice
