Set up Additional Transaction Types

The purpose of this feature is to provide the ability to add extra transaction types on placements that can support all kinds of pay types. These types range from hours, units, and tips.  This ensures the information can be captured via all time collection avenues: Timesheets, Batch Hours, Group Time, and Back Office Time Entry.

Additionally, "Additional Transaction Types" can be configured to support fixed-fee billing scenarios, allowing for flexible billing configurations such as recurring job orders or placements.

• Using Additional Transaction Types
  
  

Key Takeaways

• Avionté's feature enables users to add extra transaction types on placements, accommodating diverse pay types such as hours, units, and tips, and supporting multiple time collection methods.
• For Legacy Front Office Only clients, typical talent pay, invoicing, and pay & bill archive processes can be followed after capturing hours, while Front and Back Office clients can integrate captured time through the Import Connect Module Timesheets process.
• Creating additional transaction types is done within Back Office settings, with Front Office users accessing the feature through Table Editor to add transaction types for pay purposes, ensuring flexibility and adaptability in time and pay management.
• Fixed-fee billing can be configured using unit-based Additional Transaction Types for recurring job orders or placements, ensuring consistent invoicing regardless of hours worked.
  
  

CHAPTERS

Legacy Front Office Only Clients
Front and Back Office Clients
Creating Additional Transaction Types
Fixed-Fee Billing Configuration

Legacy Front Office Only Clients

When your hours are all captured, you can continue with your typical Talent Pay, Talent Invoicing, and Pay & Bill Archive processes to export your pay and bill data.

Front and Back Office Clients

If using any of the time capture methods noted above, you will continue with your typical Import Connect Module Timesheets process to ensure all of the time captured is brought into Time Entry. This will be according to your standard process.  Additionally, if Time Entry is used to manually enter time within Back Office, a time entry user will see these additional transaction types set up on placements automatically. This will be a part of the Time Entry transaction available, to manually enter pay and bill units accordingly.

Creating Additional Transaction Types

Front and Back office

All transaction types are set up within Back Office. Within Admin Tools > Settings > Transaction Types on your setup, you will see a checkbox that can be selected to make this available within Front Office.  

The Synced to Front Office checkbox will be disabled if the system name on the transaction type is Reg or OT or DT or DHFee, or if the transaction type is not "Is Transactional". 

• Adding Transaction Types in Classic

• Integrated View-Only | Table Editor > Job > Additional Transaction Types

Legacy Front Office Only

Access the feature via Table Editor > Additional Transaction Types. Here additional transaction types for pay purposes can be added. 

1. Click on Account & Settings
2. Click on Table Editor
   
   
   
   
3. In the Search Tables field, type: ADDITIONAL
   
   
   
   
4. Click on the Additional Transaction Types tile
   
   
   
   
5. Enter the following data:
   1. New Item: Enter a name for the Transaction Type
   2. Payroll Code: Enter a code for the Transaction; to be used for Payroll Codes
   3. Import Code: Enter a code for the Transaction; to be used for Importing Codes
      
      
      
      
6. Click on the Add button
7. Click on Close
   
   

Fixed-Fee Billing Configuration

Steps to Configure Recurring Job Orders for Fixed Fees

To set up a recurring job order with fixed-fee billing:

1. Create or Edit the Job Order: Open the job order in Avionté. Add an "Additional Transaction Type" and set it to "Other" or another suitable non-hourly type.
2. Set the Fixed Bill Amount: Navigate to the "Order Rates" section. Enter the fixed bill amount in the "BillRate" field for the additional transaction type. Leave the normal hourly bill rate at 0 if hours should not be billed.
3. Configure Billing Frequency: Ensure the additional transaction is assigned a single bill unit for each billing period. Set the billing frequency to "Weekly" or another desired interval to ensure the fixed amount is invoiced regularly.

This configuration ensures that the client is invoiced the fixed amount on a recurring basis, independent of employee hours.

Steps to Set Up Placements for Fixed Amount Billing

To configure a placement for fixed-fee billing:

1. Add an Additional Transaction: Open the placement in Avionté. Add an "Additional Transaction" that uses "Units" instead of "Hours."
2. Enter the Fixed Amount: Set the fixed amount as the "Bill Rate" for the additional transaction.
3. Adjust Timesheet Entries: In the timesheet, ensure the back-office team adds 1 bill unit and leaves pay units as 0.

This setup creates a billable-only transaction for the fixed amount, ensuring accurate invoicing regardless of hours worked.

Best Practices and Common Considerations

• Use Descriptive Labels: Clearly label the additional transaction types to avoid confusion during invoicing.
• Verify Billing Configurations: Double-check the billing frequency and amounts to ensure accuracy.
• Test the Setup: Run a test invoice to confirm that the fixed-fee billing is functioning as expected.