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This is a short video about how one staff back office deals effectively with the different vms considerations necessary to make an effective pay bill to do a receipting obviously manage your typically high volume low margin assignments and deal effectively with the diversity out there in terms of different time file formats from different vms systems and what i'm going to do is i'm going to start off by using the 1Staff electronic time file import service there's a variety of different ways we can get time in this is just one of them and what we can do is we can pick file so what we'll do is we'll pick a file up here so this has been either downloaded from the different vms system or sent by the customer or the vms and so we know that there is a lot of diversity depending on the different vms systems and customer needs and you can see here that what we can do is associate this file with different import id a different import id holds the configuration for that particular file type so you can see here we've got a variety of different import ids I'm using the pipe vms but it could be chronos iqnb line whatever it might be we can set this up it's very easily configurable we just need one example of the file for instance we can determine what we're expecting in there and it will pick that information up and it can either be pre-calculated amounts or for instance we can do the calculation itself and you can see that we're also importing this particular case the vms number of vms date and potentially a vms amount so what i'm going to do here is import directly into a 1Staff Back Office I'll just process this and 12 rows have been processed the batch has been created so if i go into Microsoft Dynamics GP and this is where 1Staff Back Office resides to seamless part of the Microsoft platform and this is where all the time comes in so it doesn't matter if people are doing online mobile entry or for instance with processing the different vms files or you know they're being swept in for our xml import service all the time comes in collectively here where we can process it for an effective pay build process so if we look at the the batch file from within Microsoft Dynamics GP and back office then we can see that tracking number we can see that data has already been processed and ready for billing ready for payment so here we are in timesheet entry and what i should be able to do is find that batch file there it is 12 transactions just drill down to this importantly all the pay bill can calculations be done here over time hasn't been processed if that was necessary it could be either sourced in the data in or it could be calculated by 1staff if i just drill down to any one of these timesheets that have come in there's field tech regular pay and there is a vms number so again just to kind of prove that we're kind of tracking it from the outset it's stamped on the time transaction and then we can use it for the respective downstream pay bill processes and the receipting process because when we receive the money we can match against this there are a number of other things we can do as well if i look at a smart list the smart list is a very useful tool within dynamics what this allows me to do is monitor or watch the timesheets in this respect for this particular account and you can see it I'm tracking the vms number immediately here so it's visible on this from here i can go and drill to any of the information around this particular timesheet i could inquire on the timesheet i could drill two physical document if there was one i could view any invoices that have been generated or revenue recognition around it i could go to the customer i look at the actual job or placement associated with this and if i drill down to that temporary placement inventory you can see this is the job card for this particular account and you can see that there is an invoice frequency vms weekly and an invoice format vms internal so rather than generate an invoice that's going to be sent out to the customer obviously the vms system calculates that then we have a internal document that kicks off an invoice frequency which matches the expected receipt and revenue from the vms system here and that's associated with this particular job card we also in this particular case are tracking associated surcharge or fee of two and a half percent associated with that vms system so if i drill down to that you can see two and a half percent vms fee and it's going to this particular expense account and there's a variety of different ways that we can get that calculated fee plus tax minus discount times vms percentage and so on so all that will be calculated on the way through for me which means that ultimately when i receive the cash or payment from the customer that i can make an effective match so these can be defined job by job but they can also be pulled down as a default based on the customer now there are a number of other steps that would occur one of them is to recognize the revenue so i'm just going to do that i am on timesheet invoicing now we we don't want to print or generate invoice and send that to the customer like i said that's going to be generated by the vms system but you can see here what we can do is we cross all our process all our timesheets all frequencies and all formats for specific date ranges and filtering by customer and so on so you can see here i've got some different frequencies based on vms but i also have that format that i said the vms internal okay so i could process everything but just to kind of demonstrate the capability around vms i'm just going to select these and i'm going to mark the accounts and you can see it's identified a couple of accounts where these specific selections agree and what i can do is pre-invoice i'm going to take all my vms business accounts based on that those frequencies and formats and it's going to generate the associated documentation and you can see this is using the vms internal format only so it won't be issued to the client and again i'm tracking the vms number it's present here i can see it i can see the date this is the amount that's calculated and it's done so for each one of the accounts or customers where that format and frequency is the the default for the account so what i could do is commit this and what it would do is generate the associated transactions and revenue recognition but importantly it would also use that vms number to make it available on the accounts receivable so that when we receive the cash we can do an effective match remember it is calculating also the surcharge so if there is any surcharge or fee associated with that we can see the correct amount in the receivables account so i'm just going to cancel that for the moment let's have a look at it from a cash receipting viewpoint so here we are in a cash receipts entry and what i could do is pick one of the accounts that i know for instance is a vms account and i'll just make up a fictional amount say 5000 and we'll just do an apply and in the apply here is the account you can see there's a few transactions that are outstanding that could be many uh on some of these accounts and the breakout basically is determined for instance by how we do the revenue recognition so the splits making it match for instance the expected receipts will already be you know part of what you'd see in here but we obviously need to find the corresponding vms that we have on our payment receipt with the transaction here and you can see that i have a find and on the find we have vms number so we could search by temp or we could search by vms number so for instance if i had a thousand transactions in there and i put my vms number in remember we tracked it all the way through from the time entry i would be able to find it and make my match and that is a significant amount of pain for a lot of different businesses so again you've seen us take everything from the time process that in we've done an effective revenue recognition we've accounted for any fees or surcharges and we come straight through and we've been able to do a match in our accounts receivable and one thing i want to show you here as well is we can track that at all again basically in the different smart lists so here we've got a smile list i've determined what columns that i want on this smart list you can see i've got vms number here and it's a it's a column here so if i ever want to sort or drill down to transactions there it is so it's there from a reporting viewpoint as well and this is this particular smart list is tracking this account the payable amount the fees associated with any specific invoices in this particular case any vouchers associated with any ap accounts for instance 1099s and so on or any employee accounts so a very powerful way of getting complete visibility on this account as i said you could drill down to any of the details including the customer the receivables documents the general inquiry general ledger inquiry the payroll transactions and so on so that's uh probably worthy of another sort of video but hopefully this given you an idea of how you can effectively manage your vms transactions reduce the overhead because this is effectively a high volume low margin type of business so what we need to do is have streamlined processes and this allows you to do it that's 1staff in action thank you you