Parties Responsible for Process
Middle Office
Consultant Support
Contracting
Accounting
AR & Invoicing - Perm Invoicing
1. Review Placement Details
The
following fields should be
completed each time a Retained
Placement is booked for the
first retainer
installment.
Field | What
does this
tell
us? |
|---|---|
Location | This
is the physical
Worksite location
assigned to the
Job associated
with this
placement. Even
if the Candidate
is remote, which
is noted by the
Work Structure
field below, the
Work Location
should be
populated. If the
Work Location is
unknown, the
Company’s
headquarters
should be used in
its
place. |
Work
Structure | Onsite -
The candidate is
working onsite at
the physical job
location. Hybrid
(fka Partial
WFH) - The
candidate works
one or more days
onsite at the
physical job
location and one
or more days work
from
home. Remote -
The candidate
works from their
home address as
documented on the
Candidate’s
Record. |
Retainer
#1
Amount | The
total amount to be
billed to the
Client for
Retainer
#1 |
Retainer
#1 Invoice
Date | The
date on which the
Client should be
invoiced for
Retainer
#1 |
Commission
Recipient
# | The
internal DeWinter
Group employees to
receive
commissions for
the Retainer
Installment. |
Commission
Recipient #
Split
($) | The
commission amount
($) the
corresponding
Commission
Recipient for the
Retainer
Installment will
receive. |
Billing
Contact | The
name of the
individual who is
to receive
invoices for this
Consultant’s
hours. |
2. Confirm Documentation of Retained Search
Agreement
From
within the BullHorn
Company record tied to the
Placement…
Navigate to the Files tab
Does a file with the File Type of Retained Search Agreement listed?
If an active (signed and within contract dates) Retained Search Agreement does not exist, email the Placement Owner to request they upload the File into the Company Record before proceeding.
If an active (signed and within contract dates) Retained Search Agreement exists:
Update the Active Contract Type(s) field to include: Retained Search Services Agreement
3. Review Locations
Determine
whether the Bill To
location you need to
invoice this placement
exist on the Company
Record.
Navigate to the Locations tab
Do the correct Bill To Location exist on the company record?
If they do, continue onto the next step.
If they do not, please stop and work with the Placement Owner to Adding/Updating Locations
4. Review Billing Contacts
If you are unsure of the
Billing Contact (as we
have not worked with the
company prior and
therefore accounting does
not have this information
on hand), please add the
Billing Contact listed on
the
Placement.
Determine
whether or not you
need to
create a new AP
Contact to
send the invoices for
this
placement
to.
Navigate to the Contacts tab
Do the correct Billing Contacts exist on the company record?
If they do, continue onto the next step.
If they do not, please Add New Contacts on the Company Record. All AP Contacts with generic AP email addresses should have their own Contact Record named “Company Name AP Contact” (i.e. Fastly AP Contact).
5. Review Invoicing Terms
Determine
whether the Invoicing
Terms you need to
invoice
this placement exist
on
the Company
Record.
Navigate to the Invoicing Terms tab
Do the correct invoicing terms exist on the company record?
If they do, continue onto the next step.
If they do not, please stop and work with the Placement Owner to Adding/Updating Company Invoicing Terms
6. Review Billing Profile
Determine
whether the Billing
Profile you need to
invoice this placement
exists on the Company
Record.
Navigate to the Billing Profile tab
Does the correct,active Billing Profile exist on the company record?
If it does, continue onto the next step.
If it does not, please stop and work with the Placement Owner to Adding/Updating Company Billing Profiles
7. Add Billing Contact & Profile to
Placement
Navigate to the Placement Record Edit Tab
Update Billing Contact and Billing Profile fields accordingly.
Save Placement
8. Approve Placement
Navigate to the Placement Record Edit Tab
Update Status to 'Completed'
Save